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INFORMATION

COMMUNICATION

TECHNOLOGY

Self-Directed & Collaborative

Learning Approach

Volume 2

By:

Yekini, Nureni Asafe Department of Computer Technology

Yaba College of Technology

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Copyright © 2014 by Yekini Nureni Asafe

rinted & Typesetting @ Yeknua ICT & Educational

Research-Publication Centre, No 07, Christ Possibility

Street, Sango-Ota, Ogun State, Nigeria.

All rights reserved. No part of this publication may be

reproduced, stored in a retrieval system or transmitted in any

form or by any means, electronic, mechanical, photocopying,

recording or otherwise, without the prior permission of the

copyright holder.

ISBN:

Published in Nigeria by:

Hasfem Publication Center

Shomolu, Lagos,

Nigeria.

Tel: 08023663124, 07038501188

P

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Foreword

I thank God for the grace and opportunity to contribute to

human development via this textbook.

This book has been written in a very simple language in order

to cater for the needs of students who aim to be a progressive

and dynamic ICT application user after their academic careers

as well as for the needs of practicing managers that refuses to

be obsolete, but current, dynamic and progressive in mind.

This book treats some vital topics in ICT for Business

administration, Accountancy, Office technology and banking

and finance students.

Without mincing words, I can say the richness and simplicity

of this book is based on academic background of the author

cum his teaching experience.

Hence, with all respect, I have no single reservation of

whatsoever nature in recommending this book for the

consumption of our determined and knowledge seeking

students, individuals and group.

Haastrup V.A. (PhD)

Head Computer Technology

Yaba College of Technology

Yaba, Lagos Nigeria

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Preface

he objective of this book is to introduce students of

Accountancy & Finance, Business Administration,

Marketing, Banking & Finance, and Office Technology

Management of Nigeria Polytechnics and Colleges of

Technology to modern Information Communication

Technology (ICT), Data Processing and Its Applications. This

book is continuation of volume 1 written by the same author.

This volume 2 provides basic theoretical and practical

information on online communication in business

organization, PowerPoint presentation, System analysis and

design, and spreadsheets packages for the departments

mentioned. The content of this book is not in contradiction to

Curriculum and Course Specification produced by the

National Board for Technical Education (NBTE) UNESCO –

Nigeria Project.

The book will be very useful for the readers of different

categories undergraduate students of University, Polytechnics,

Colleges of Education and Allied institutions in areas of

computer science, management science and other related

disciplines. The book can also be used as course material for

introduction to computer course in other departments. There is

no doubt that this book will be very useful to all categories of

readers. In case of any positive contrary or suggestion for

improvement in the next edition of this book you may call

08094204341 or e-mail engryekini@yahoo.com. You can visit

www.engryekini.com for more detail.

T

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Instruction for the Users of This Book

he users refer to in this page are Students, Instructors

and Lecturers. The Curriculum and Course

Specifications varies from one Department to another,

as a result users are advised to use Curriculum and Course

Specifications for their course as reference guide to usage of

this book.

This book is specifically written and covered the syllabus for

Information Communication Technology II (ICT II), Data

Processing and Its Application in school of management and

business studies, but it is usage is not limited to that, it can

also be used as instructional material for computer packages in

other departments. Meanwhile the users are advised to go

through the syllabus for the course before start using this

book.

Thank you

T

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Acknowledgement

irst of all I am very grateful to Allah (SWT) for his

mercy and wisdom bestow on me to write this book.

This book evolved from my experiences in teaching and

research in Computer Science and Technology and also as ICT

service lecturers to some departments from school of

management and business studies of Yaba College of

Technology.

There are some people that contributed to the success of the

research that gave birth to this book. I acknowledged all staff

of Department of Computer Technology; they are all

wonderful to me during the process of compiling this book.

I acknowledge the contribution of the management of Yaba

College of Technology for providing enabling environment for

research and publication in the college. I also acknowledged

members‘ of staff of Yeknua ICT & Educational Research-

Publication Center.

I also acknowledged the contribution of my past students from

the department of accountancy, business administration, and

office technology and computer department of Yaba College

of technology.

Finally, I acknowledged the contribution of my wife and

children. Their prayer and endurance has made this project a

reality.

Thank you.

F

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THIS BOOK BELONGS TO

NAME: ________________________________________

SCHOOL: _____________________________________

DEPARTMENT: ________________________________

SIGNATURE: __________________________________

DATE: ________________________________________

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FrontPage i

Copyright ii

Foreword iii

Preface iv

Instruction Users v

Acknowledgement vi

Ownership vii

Contents viii - ix

Chapter One 010-029

Online Communication in Business

Chapter Two 030-043

Spreadsheet Packages

Chapter Three 044-053

Presentation Packages

Chapter Four 054-057

Business Organization as a System

Chapter Five 058-063

System Development Life Cycle

Chapter Six 064-106

Microsoft Excel Basic

Chapter Seven 107-130

Common Tasks in Excel

Chapter Eight 131-179

Advance Excel Operation

Chapter Nine 180-215

Microsoft PowerPoint 2010 Basic

Chapter Ten 216-238

Basic Tasks in PowerPoint

Chapter Eleven 239-272

Advance MS PowerPoint

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MCQs 273-317

Solution to MCQs 318-319

Bibliography 320

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Chapter One

Online Communication in Business

Organization

1.1 What is Online Communication?

he term "online communication" refers to reading,

writing, and communication via networked computers.

The online communication can be represented as in the

diagram below:

Online Communication

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Types of Online Communication

1. Synchronous Computer-Mediated Communication

In this case people communicate in real time via chat or

discussion software, with all participants at their computers at

the same time.

a. Chat is a form of synchronous communication and it

provides the opportunity for people to communicate in real

time. Some businessmen may use Chat for live office

hours, business sessions, or business discussions. When

chatting online it is particularly important to keep your

communication short.

b. Conference is another form of synchronous

communication and may be called webinars or live online

meetings. This form of communication is very similar to

chat but may be considered more formal. Typically, the

Business leader will lead the discussion and may use a

whiteboard or upload a presentation to be used while they

deliver their discussion.

2. Asynchronous computer-mediated communication

In this case people communicate in a delayed fashion by

computer, using programs such as e-mail, and the reading and

writing of online documents via the World Wide Web.

a. Threaded Discussions is a type of asynchronous

communication and is often used to promote class

discussion. This is an open discussion meaning that all

messages can be seen by everyone in the course or group.

Messages in a threaded discussion will appear with the

original message (first message posted) at top level and all

replies are indented under the original message.

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b. Blogs - Blogs are an online journal kept by one person or a

group of people. Entries in the blog are posted by date and

can be categorized in several ways. Most blogs allow

comments from the community. Some common software

that is used by people who blog are Blogger.com and

WordPress.com.

c. Email is probably the most common form of asynchronous

communication and is frequently used in online courses.

Email allows you to send private messages to one or more

persons in your course.

1.2 Online Communication Tools

Online communication tools are the devices or platform that

is/are required for communication online. Some common

online communication tools are described below:

Internet

The Internet is a global system of interconnected computer

networks that use the standard Internet protocol suite (TCP/IP)

to serve several billion users worldwide. It is a network of

networks that consists of millions of private, public, academic,

business, and government networks, of local to global scope,

that are linked by a broad array of electronic, wireless, and

optical networking technologies. The Internet carries an

extensive range of information resources and services, such as:

a. The inter-linked hypertext documents of the World Wide

Web (WWW)

b. The infrastructure to support email, and peer-to-peer

networks.

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The origins of the Internet date back to research commissioned

by the United States government in the 1960s to build robust,

fault-tolerant communication via computer networks.

Benefits of Internet to Business

Several benefits can be derived from incorporation of internet

into an operation of business organization. Some of the

benefits are described as follows:

1. Larger Customer Base: A key benefit of the Internet for

business is the potential for customer growth. A small

business without a website may be able to compete only

with other local businesses. However, people conducting

business on the Internet have the potential to gain

customers from around the world because Internet

companies are open 24 hours a day.

2. Networking: Another benefit of the Internet for business

includes the availability to network with other business

people and organizations. Many Internet businesspeople

have created organizations with others in their field in

which they can talk about the challenges and rewards of

Internet business. This interchange of encouragement often

helps new businesses experience growth.

3. Saves Money on Office Supplies: Businesses that use the

Internet for transactions save money on paper and other

office supplies. Instead of mailing or faxing multiple

letters to clients and other businesses, they can correspond

via email or set up paperless eFax accounts.

4. Affiliate Programs: Internet businesses that participate in

affiliate programs gain extra income by marketing the

products and services of other companies on their

websites. Many companies that regularly do business with

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certain companies join these programs, which help both

companies gain more customers and revenue.

5. Remote Services: Many companies employ workers,

contractors and consultants as telecommuters.

Telecommuters can be located locally or very far away

from a company's base of operations. Companies with an

international presence use the Internet to facilitate

communications between their offices in varied locations.

6. Information Gathering: Whether the searches take place

on the Web or through specialized databases such as

LexisNexis or Hoovers, Internet searching has become an

absolutely essential research tool for businesses in nearly

every industry. Libraries have been transformed by the

Internet explosion, with much of their collections being

converted to electronic records, which are made available

to patrons through the Internet. In addition to accessing

library records online, businesses access breaking news

and stock exchange information in real time via the

Internet. Businesses also conduct research online.

7. Communication and Interaction: Although telephone

communication is far from dead, much business

communication takes place through email. Companies use

email to communicate with the public and to transmit

messages within the company. Additionally, real-time

communication such as instant messaging (IM), Internet

telephony (through services such as Skype) and even

virtual meetings and conferences have become

increasingly important in the day-to-day workings of

business in the 21st century.

8. Marketing and Advertising: The Internet has become an

essential marketing and advertising tool for businesses.

Some businesses do not exist in bricks-and-mortar form,

and therefore the Internet, in the form of a website and

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online advertising, represents the entire storefront they

present to the buying public. Other businesses use Internet

advertising to supplement newspaper and radio advertising

or in store promotions, especially when targeting younger

potential customers.

Disadvantages of Using Internet for Business

An increasing number of businesses are using the Internet to

conduct transactions, market to their potential customers, and

communicate with customers and clients. However, using the

Internet for business actually has many disadvantages.

1. Security: Security issues are the primary concern and the

biggest disadvantage of using the Internet for business,

particularly if your business involves financial

transactions.

2. Staying connected: Connectivity issues can also become a

disadvantage, if you are using a computer that is not

reliable and is prone to locking up, or "freezing."

3. Availability: Not everyone has Internet access, and many

of your potential customers who are not able to use the

Internet may actually be lost to you if you do not provide

an alternate means of doing business with them.

4. Access: If you are going to use the Internet for business,

you must consistently be able to get access, whether

through a wireless, DSL or cable connection. Finding

access can become a disadvantage if you travel for your

business.

5. Misunderstandings: Written text, especially in emails,

can easily be misread or misinterpreted when there is no

face-to-face contact.

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Intranet

An intranet is a computer network that uses Internet Protocol

technology to share information, operational systems, or

computing services within an organization. Sometimes, the

term refers only to the organization's internal website, but may

be a more extensive part of the organization's information

technology infrastructure, and may be composed of multiple

local area networks. The objective is to organize each

individual's desktop with minimal cost, time and effort to be

more productive, cost efficient, timely, and competitive. An

intranet can be understood as a private analog of the Internet,

or as a private extension of the Internet confined to an

organization.

Benefits of Intranet

1. Workforce productivity: Intranets can help users to

locate and view information faster and use applications

relevant to their roles and responsibilities. With the help of

a web browser interface, users can access data held in any

database the organization wants to make available,

anytime and subject to security provisions from anywhere

within the company workstations, increasing employees'

ability to perform their jobs faster, more accurately, and

with confidence that they have the right information.

2. Time: Intranets allow organizations to distribute

information to employees on an as-needed basis;

Employees may link to relevant information at their

convenience, rather than being distracted indiscriminately

by email.

3. Communication: Intranets can serve as powerful tools for

communication within an organization, vertically strategic

initiatives that have a global reach throughout the

organization. The type of information that can easily be

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conveyed is the purpose of the initiative and what the

initiative is aiming to achieve, who is driving the initiative,

results achieved to date, and who to speak to for more

information. By providing this information on the intranet,

staffs have the opportunity to keep up-to-date with the

strategic focus of the organization. Some examples of

communication would be chat, email, and or blogs.

4. Web publishing: this allows cumbersome corporate

knowledge to be maintained and easily accessed

throughout the company using hypermedia and Web

technologies. Examples include: employee manuals,

benefits documents, company policies, business standards,

news feeds, and even training, can be accessed using

common Internet standards (Acrobat files, Flash files, CGI

applications). Because each business unit can update the

online copy of a document, the most recent version is

usually available to employees using the intranet.

5. Business operations and management: Intranets are also

being used as a platform for developing and deploying

applications to support business operations and decisions

across the internetworked enterprise.

6. Cost-effective: Users can view information and data via

web-browser rather than maintaining physical documents

such as procedure manuals, internal phone list and

requisition forms. This can potentially save the business

money on printing, duplicating documents, and the

environment as well as document maintenance overhead.

7. Enhance collaboration: Information is easily accessible

by all authorized users, which enables teamwork.

8. Promote common corporate culture: Every user has the

ability to view the same information within the Intranet.

9. Immediate updates: When dealing with the public in any

capacity, laws, specifications, and parameters can change.

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Intranets make it possible to provide your audience with

"live" changes so they are kept up-to-date, which can limit

a company's liability.

Planning and Creation of Internet

Most organizations devote considerable resources into the

planning and implementation of their intranet as it is of

strategic importance to the organization's success. Some of the

planning would include area are:

1. The purpose and goals of the intranet

2. Persons or departments responsible for implementation

and management

3. Functional plans, information architecture, page layouts,

design

4. Implementation schedules and phase-out of existing

systems

5. Defining and implementing security of the intranet

6. How to ensure it is within legal boundaries and other

constraints

7. Level of interactivity desired.

8. Is the input of new data and updating of existing data to be

centrally controlled or devolved

Extranet

An extranet is a computer network that allows controlled

access from the outside, for specific business or educational

purposes. In a business-to-business context, an extranet can be

viewed as an extension of an organization's intranet that is

extended to users outside the organization, usually partners,

vendors and suppliers, in isolation from all other Internet

users. An extranet is similar to a DMZ in that it provides

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access to needed services for channel partners, without

granting access to an organization's entire network.

In computer, a DMZ or Demilitarized Zone (sometimes

referred to as a perimeter network) is a physical or logical

subnetwork that contains and exposes an organization's

external-facing services to a larger and untrusted network,

usually the Internet.

Advantages of Extranet

1. Exchange large volumes of data using Electronic Data

Interchange (EDI)

2. Share product catalogs exclusively with trade partners

3. Collaborate with other companies on joint development

efforts

4. Jointly develop and use training programs with other

companies

5. Provide or access services provided by one company to a

group of other companies, such as an online banking

application managed by one company on behalf of

affiliated banks

Disadvantages of Extranet

1. Extranets can be expensive to implement and maintain

within an organization.

2. Security of extranets can be a concern when hosting

valuable or proprietary information.

Information Super Highway (worldwide web)

Many people use the terms Internet and World Wide Web, or

just the Web, interchangeably, but the two terms are not

synonymous. Information super highway is refers to as World

Wide Web.

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The World Wide Web is only one of hundreds of services used

on the Internet. The Web is a global set of documents, images

and other resources, logically interrelated by hyperlinks and

referenced with Uniform Resource Identifiers (URIs). URIs

symbolically identifies services, servers, and other databases,

and the documents and resources that they can provide.

Hypertext Transfer Protocol (HTTP) is the main access

protocol of the World Wide Web. Web services also use

HTTP to allow software systems to communicate in order to

share and exchange business logic and data. World Wide Web

browser software, such as Microsoft's Internet Explorer,

Mozilla Firefox, Opera, Apple's Safari, and Google Chrome,

lets users navigate from one web page to another via

hyperlinks embedded in the documents. Tim Berners Lee first

proposed the "Worldwide Web" project now known as the

World Wide Web. Berners-Lee and his team are credited with

inventing the original HTTP along with HTML and the

associated technology for a web server and a text-based web

browser.

HTTP HTTP functions as a request-response protocol in the client-

server computing model. A web browser, for example, may be

the client and an application running on a computer hosting a

web site may be the server. The client submits an HTTP

request message to the server. The response contains

completion status information about the request and may also

contain requested content in its message body. The term

HyperText was coined by Ted Nelson.

E-mail

Electronic mail, most commonly referred to as email is a

method of exchanging digital messages from an author to one

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or more recipients. Modern email operates across the Internet

or other computer networks. Some early email systems

required that the author and the recipient both be online at the

same time, in common with instant messaging. Today's email

systems are based on a store-and-forward model. Email

servers accept, forward, deliver, and store messages. Neither

the users nor their computers are required to be online

simultaneously; they need connect only briefly, typically to a

mail server, for as long as it takes to send or receive messages.

Advantages and Benefits of Email for a Business Email has revolutionized business communications.

Entrepreneurs are no longer at the mercy of the speed of the

post office and don't have to roll the dice on whether someone

is in the office to receive a phone call. Some of the advantages

of email for business are:

1. Ease of Communication: Email has reached a high level

of popularity due to the convenience of it. Messages move

quickly and lots of information can be shared in the body

of the email or through attachments.

2. Costs: Small budgets are often a reality of small business

life. Businesses can keep costs down by using low cost or

free web email services. Many documents that used to be

sent through the mail at regular postage rates can be sent

by email. These savings add up significantly over time.

Money is also saved by the speed of email.

3. Marketing: Marketing is a major business use of email. A

well-run email marketing campaign is effective,

inexpensive and builds good will with customers. Brick

and mortar businesses can easily send coupons or store

updates to drive visitors. Any business can start a regular

e-newsletter with compelling content that captures

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customers' attention and keeps the business at the front of

their minds. All of this comes without the printing and

postage costs associated with physical newsletters and

mailings.

4. Ease of Access: Physical letters may stack up in filing

cabinets and be inaccessible when you are on the road.

Emails can be accessed through laptops and other mobile

devices regardless of whether you are at the office, on the

road, out in the field or away for the weekend. Email

allows employees and owners to efficiently manage

communications in ways that fit into their time and

scheduling.

5. Collaboration: Email can be sent to multiple people and

groups for use as a collaboration or training tool. This may

come in the form of a survey or request for feedback from

customers. It can also be used for drafting business

proposals with partners and keeping employees in the loop

on new procedures or projects. Email allows the

participants to work together at their own speed, rather

than under the pressure of a conference call or in-person

meeting. It also means that a good record of the work is

maintained for future reference.

Disadvantages of Email for Business

1. Decreased Management Levels: Employees at all levels

of the business can send emails to anyone in the business.

This ease of sending messages can result to decrease in

management level.

2. Accuracy: The ease of sending emails can decrease the

accuracy of information. As a more informal medium,

senders typically respond to messages quickly and do not

review information. Employees may also feel pressured to

respond to requests quickly without regard to accuracy.

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3. Competition: Email can increase business competition.

Customers can forward sales quotes to competitors

soliciting lower prices. If they receive a lower price, they

may go with a competitor or come back requesting an even

lower price.

4. Professionalism: Email can lead to a lower level of

professionalism. Employees tend to use a less formal

approach to communications when using emails, which

can appear unprofessional to current and potential clients.

Creative formatting through text and color changes can

appear juvenile and inconsistent with your company

profile.

5. Information Overload: Email can easily create

information overload in recipients. The ease of copying

messages throughout the organization can overload

employees with unwanted or unnecessary information to

review. Hence decreases productivity.

6. Security: Data security can be difficult to maintain since

sensitive information can easily be sent by email. Viruses

sent through email attachments, which cause computer

system damage and data loss, can compromise computer

networks.

E-mail Terms

Here are some of the terms used within e-mail environment.

1. Address: Each site on the Internet has a unique address:

http://www.yabatech.edu.ng is the address for the Yaba

College of technology yekini@yabatech.edu.ng is an

example of an email address. Addresses have no spaces

and are usually typed in lowercase. Email addresses

always have the @ symbol.

2. Attachment: When composing an email message, files

can be attached and sent to other recipients. For example,

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files that may be attached to an email message may

include: a résumé (word processing file), a photograph of

your family (graphic file) or a game (executable file).

3. BCC (Blind Carbon Copy). It is a secretive method for

sending messages. A person can send a message to one

individual and blind carbon someone else. The recipient of

the message does not know another person was also sent

the same message.

4. CC: This acronym stands for Carbon Copy. You can send

a copy or copies of your message to other recipients.

5. Flame: To flame a person on the Internet is to engage in

rude or offensive verbal attacks, whether it be through

sending an email message, or posting a message on a

bulletin board, newsgroup, or listserv.

6. Netiquette: The term netiquette is created from the two

words Internet and Etiquette. Netiquette refers to the

unwritten rules of proper online behavior.

7. Shouting: When composing a message it is important not

to type in all caps. TYPING IN ALL CAPS IS KNOWN

AS SHOUTING. According to the rules of Netiquette,

shouting is considered to be very rude online behavior.

8. Smilies: Smilies, sometimes referred to as emoticons, have

been adopted by many Internet users as a way to convey

emotion when communicating online. Here some

examples of smiles:

:-) Smiling, happy

:-( Frowning, sad

:-| Straight face

:-/ Don‘t quite know what to say

;-) Wink and a smile

:‘-( Crying

:-@ Screaming

:-o Oh no!

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:-D Big Smile/Laughing

9. Spam UCE (Unsolicited Commercial Email) or UJE

(Unsolicited junk email): The term spam is a noun, piece

of junk email, or a verb, to spam, or send junk email

messages. Spamming is in gross violation with the rules of

Netiquette.

10. Email blacklist: It is common for an ISP to a use a

blacklist to determine which emails should be blocked (see

―email blocking‖). Blacklists contain lists of domains or IP

addresses of known and suspected spammers.

Unfortunately, these blacklists also contain many

legitimate email service providers. Just a few spam

complaints can land an email service provider or IP

address on a blacklist despite the fact that the ratio of

complaints to volume of email sent is extremely low.

11. Email blocking: Email blocking typically refers to

blocking by ISPs or corporate servers. Email blocking

occurs when the receiving email server (e.g. Yahoo!, AOL,

Hotmail etc) prevents an inbound email from reaching the

inbox of the intended recipient. Most of the time the

sender of the email receives a ―bounce‖ message notifying

the sender that their email has been blocked. ISPs actively

block email coming from suspected spammers.

12. Email filters: ―Filtering‖ is a technique used to block

email based on the content in the ―from:‖ line, ―subject:‖

line, or body copy of an email. Filtering software searches

for key words and other indicators that identify the email

as potential spam. This type of blocking occurs on a per

email basis.

13. Email whitelist: A whitelist is the opposite of a blacklist.

Instead of listing IP addresses to block, a whitelist includes

IP addresses that have been approved to deliver email

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despite blocking measures. It is common practice for ISPs

to maintain both a blacklist and a whitelist. When email

service providers, like Constant Contact, say they are

―whitelisted‖ it means that their IP addresses are on a

specific ISP‘s whitelist and are confident that emails sent

using their service will be delivered.

Social media

Social media refers to interaction among people in which they

create, share, and/or exchange information and ideas in virtual

communities and networks. Social media depend on mobile

and web-based technologies to create highly interactive

platforms through which individuals and communities share,

co-create, discuss, and modify user-generated content. They

introduce substantial and pervasive changes to communication

between organizations, communities, and individuals.

Examples of social media network are: Facebook, Twitter,

LinkedIn, Pinterest, Tumblr, Instagram, VK, Flickr, MySpace,

Tagged Ask.fm, etc.

Relevance of Social Media to Business Organization Social Media Has Forever Changed the Way We Work

According to Morgan, social media has enabled several new

things, among them are:

1. Collective Intelligence: Organizations have the ability to

leverage the experience and wisdom of an entire workforce

to solve a problem or identify an opportunity instead of

just relying on a specific team.

2. Serendipity: Being able to come across a person or piece

of information that can be used to improve a situation is a

valuable thing. Organizations who deploy collaborative

solutions greatly improve the chances of this happening.

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Employees have the ability to discover information which

they can contribute to in a positive way.

3. Easy to find people and information: Email and static

intranets are the default forms of communication and

collaboration within many organizations. This leads to

around 25-30 percent of an employees work week spent in

front of email and a large amount of duplicated content.

Enterprise collaboration platforms have enabled a much

more effective way to find people and information.

4. Anyone can be a leader and employees have a voice: When most employees think of a leader at their company

they typically think of an executive. Social media has

changed what it means to be a leader. Employees now

have a voice where they can share their ideas for anyone

within the company to see and read. These employees have

the ability to become leaders in their own right on any

topic that they care about.

5. Transparency and flatness: There is greater insight for

employees to understand not just what is happening in

their organization but how their individual contributions

are impacting something greater. Managers and executives

are now able to interact and engage with anyone at any

level and vice versa. Entry level employees can

communicate and share information directly with top-level

executives and executives have the opportunity to discover

and recognize employees and their ideas in a public way.

1.3 Exercise

1. Describe briefly the term "online communication

2. Explain briefly the two major types online

communication and site 2 examples in each

3. What is online communication tool? Hence identify any

5 online communication tools you know

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4. Explain briefly the term Internet and describe 4 major

benefits of internet to business organization

5. Discuss any 5 disadvantages of Internet for Business

6. Compare Intranet and Extranet

7. Explain briefly any 5 benefit of Intranet to business

organization

8. Highlights various things to cater for when planning for

creation and design of internet for business organization

9. What is DMZ? Hence discuss the relationship between

extranet and DMZ.

10. Identify 5 advantages each of internet and extranet to

business organization

11. Discuss any 5 advantages and Benefits of Email to a

business organization

12. Explain briefly any 5 dis-advantages of e-mail to a

business organization

13. What is the implication of typing in all caps the content

of an e-mail to the receiver of such mail

14. Define smiles and gives the smiley for the following

a. Happy

b. Crying

c. Straight face

d. Frowning

e. Big smile/Laughing

15. Explain the following briefly as related to e-mail

a. E-mail filters

b. E-mail whitelist

c. Flame

d. Spam

e. E-mail blocking

f. Netiquette

g. Shouting

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16. Define social media. Hence discuss 5 relevance of social

media to business organization

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Chapter Two

Spreadsheet Packages

2.1 Description of Spreadsheet

he way different people perceive spreadsheet vary it

may depend on the usage, profession etc. some of the

way in which we can view spreadsheet is discussed

below:

1. In Accounting: In the realm of accounting jargon a

"spread sheet" or spreadsheet was and is a large sheet of

paper with columns and rows that lays everything out

about transactions for a business person to examine. It

spreads or shows all of the costs, income, taxes, etc. on a

single sheet of paper for a manager to look at when

making a decision. An electronic spreadsheet organizes

information into software defined columns and rows. The

data can then be "added up" by a formula to give a total or

sum. The spreadsheet program summarizes information

from many paper sources in one place and presents the

information in a format to help a decision maker see the

financial "big picture" for the company.

2. Spreadsheet As Modeling Tool: A spreadsheet is a

software package used for modeling multivariate data

for the purposes of planning, policy formulation,

monitoring operations, control of operations, forecasting,

sensitivity analysis and decision making. Spreadsheet can

be used to build a model of real life situations where data

T

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can be arranged in rows and columns. The spreadsheet

users determine which data or information should be

presented in it, how it should be presented and how the

data should be manipulated by the spreadsheet program.

3. Spreadsheet as Data Processing Tool: A spreadsheet

allows you to define a problem logically in terms of text,

data and formulae while the computer bears the brunt of

complicated or tedious calculations. It can be used

wherever the problem can be set out in logical stages.

Thus, a spreadsheet is a data processing tool that uses the

traditional method of generating database from a collection

of data spread on pieces of paper and generating graphical

(pictorial) representation of the data from the database.

4. As General Purpose Package: Since spreadsheets can be

used to build a wide variety of models. Spreadsheet

packages are‘ general purpose‘ software packages, as

distinct from software packages which are designed for

specific applications such as ledger package. The common

denominators of all the areas of application of spreadsheet

are: Numerical data, Repetitive and time-consuming

calculations and a logical processing structure.

2.2 Types of Spreadsheet Package

There are many spreadsheet packages available but the most

common among them are described below:

1. Microsoft Excel: Excel from Microsoft has set the

standard for all other spreadsheet packages. Excel was the

first to divide spreadsheets into workbooks. In 1984, Excel

was written for the Apple Macintosh computer. It was one

of the first spreadsheets to use a graphical interface. In

1987, when Windows was first released, Excel was the

first application designed to run on the new operating

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system. By late in the 1980s, other companies had released

their own versions of spreadsheet programs, many of them

attempting to emulate Excel in appearance and

functionality.

2. Lotus: The Lotus Development Corporation was founded

by Mitchell Kapor, a friend of the developers of VisiCalc.

1-2-3 was originally written by Jonathan Sachs, who had

written two spreadsheet programs previously while

working at Concentric Data Systems, Inc. It was cleanly

programmed and relatively bug-free, as well as speed

gained from being written completely in x86 assembly

language (this remained the case for all versions until 3.0

when Lotus switched to C and wrote directly to video

memory rather than use the slow DOS and/or BIOS text

output functions. Lotus 1-2-3 Release 9.8 became

available and is now known as Lotus SmartSuite. This

version has a new tool using speech-enabled SmartMaster

templates, which allow users to perform common tasks

using speech. The @Functions have been improved to be

more compatible with Microsoft Excel, and users can skip

typing formulas, since this new version recognizes terms

such as "total" and "average" along with dozens of other

terms to return a result.

3. GS-Calc: This spreadsheet package is not as powerful as

some of the others but does contain some interesting

features. GS-Calc is downloadable to most portable

devices and contains more than 2 million rows and over

2,000 columns. The program contains around 300 built-in

formulas. This package features password protection and

encryption and in the read-only mode formulas can be

hidden. Text created in dBase III and IV and Excel '02

files can be imported. GS-Calc features an amazing 20,000

undo and redo levels.

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4. Bye Design Ltd: A Microsoft partner, Bye Design Ltd.,

developed a freeware spreadsheet program primarily for

personal data assistants which can also be used on desktop

computing devices. This spreadsheet package supports

hundreds of spreadsheet functions including file editing,

formatting, macro creation and form tools including check

boxes, drop-down lists and combo boxes. Spreadsheets

created using Excel 95/97 and Pocket Excel files can

easily be imported into this program.

5. VisiCalc: VisiCalc was the first spreadsheet computer

program, originally released for the Apple II. It is often

considered the application that turned the microcomputer

from a hobby for computer enthusiasts into a serious

business tool.

6. Supercalc: Supercalc was a spreadsheet application

published by Sorcim in 1980, and originally bundled

(along with WordStar) as part of the CP/M software

package included with the Osborne 1 portable computer.

An improvement over VisiCalc, SuperCalc was notable for

being one of the first spreadsheet programs capable of

iteratively solving circular references (cells that depend on

each other's results). It would be over 10 years after the

introduction of SuperCalc before this feature was

implemented in Microsoft Excel, although in Lotus 1-2-3,

manual programming of iterative logic could also be used

to solve this issue.

7. Multiplan: Multiplan was an early spreadsheet program

developed by Microsoft. Known initially by the code name

"EP" (for "Electronic Paper"), it was introduced in 1982 as

a competitor for VisiCalc. Multiplan was released first for

computers running CP/M; it was developed using a

Microsoft proprietary p-code C compiler as part of a

portability strategy that facilitated ports to systems such as

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MS-DOS, Xenix, Commodore 64, Texas Instruments TI-

99/4A, Radio Shack TRS-80 Model II, TRS-80 Model 100

(on ROM), Apple II, and Burroughs B-20 series.

8. VP Planners: An early Lotus-compatible relational

spreadsheet from Paperback Software. In 1991, it was

taken off the market due to a settlement of Lotus' copyright

lawsuit. VP-Planner is an integrated spreadsheet and

database program that performs many of the same tasks as

the Lotus 1-2-3 program.

9. Quattro Pro: Quattro Pro is a spreadsheet program

developed by Borland and now sold by Corel, most often

as part of Corel's WordPerfect Office suite. Historically,

Quattro Pro used keyboard commands close to Lotus 1-2-

3. It is commonly said to have been the first program to

use tabbed sheets. Quattro Pro had a comparative

advantage, in regards to maximum row and column limits,

(allowing a maximum worksheet size of one million rows

by 18,276 columns). This avoided the 65,536 row by 256

column spreadsheet limitations inherent to Microsoft

Excel, (prior to Excel 2007). Even with the maximum row

advantage, Quattro Pro has been a distant second to Excel,

in regards to the number of sales.

10. WingZ: Wingz was a spreadsheet program sold by

Informix in the late 1980s and early 1990s. Originally

developed for the Macintosh, it was later distributed on

Microsoft Windows, OS/2, NextStep and several other

commercial flavors of Unix.

2.3 Application of Spreadsheet Packages in Business

Organization

The uses of spreadsheets are only limited by imagination, and

by the number of ‗rows and columns‘ in the spreadsheet.

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Some of the common areas of applications of spreadsheet

packages are:

1. Balance sheets.

2. Cash flow analysis and forecasting.

3. General ledger.

4. Inventory records.

5. Job cost estimates.

6. Market share analysis and planning.

7. Profit projections.

8. Profit statements.

9. Project budgeting and control.

10. Sales projection and records.

11. Tax estimation.

12. Payroll

2.4 Features of Spreadsheet Packages

Spreadsheets are versatile tools, and different spreadsheets

will offer different facilities; but some of the more basic which

should feature in all spreadsheet programs are:

1. Print command: this allow the users to printing the

contents of the spreadsheet in total or in part, with or

without the spreadsheet row and column labels

2. Cell editing facility: this allows the users to modify the

contents of the spreadsheet. This is particularly useful for

‗what if?‘ calculations.

3. Sort command: which allows for the sorting in ascending

order or descending order of the character strings or

numeric data values

4. Copy commands: this allows for the copying of a formula

already recorded in a spreadsheet to any other cell of the

spreadsheet.

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5. Format command: this controls the way in which

headings and data are shown. For example, by altering

column widths, ‗justifying‘ text and numbers, changing the

number of decimal places display and so on, one can

format a selected range of cells or the whole spreadsheet

6. Graphics facility: Many spreadsheets offer graphics

facility, so that data can be displayed as charts.

7. Commands in a menu: Many spreadsheet facilities are

provided as commands in a menu. Some procedures

require a number of commands to be executed. For

example in printing one may then see a menu which asks

you to specify for example, what range of the spreadsheet

one wishes to print?, What print ‗option one wishes to use.

8. Macro facility: Many spreadsheets provide a macro

facility which allows the user to automate a sequence of

commands, executing them with the depression of two

keys.

2.5 Guideline for Selection of Spreadsheet Packages

In volume 1 of this book, I discussed the guideline for

selection of software packages, the guidelines for choosing the

spreadsheet package to buy is similar to that of any software

packages, but in addition, some points worth thinking about

which are specific to spreadsheets. These are discussed below:

1. Spreadsheet capacity: Check the spreadsheet capacity

(size) and speed. For very high spreadsheet packages, the

package may need 10MB RAM or higher

2. Programming features: Check the programming features

in the package. Spreadsheet models should have an easily

used ‗macro feature‘ for pre-programming standard

spreadsheet operations

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3. Computation functions (Mathematical, logical statistical

and financial): Check the mathematical, logical statistical

and financial computation functions in the package. A

package must have some of these features but what it has

may not be in combinations that suit the user‘s needs best.

Check what add-ons, if any, will be available if required,

to enhance the basic spreadsheet package.

4. Level of Integration: Check the level of integration the

spreadsheet package has with the other software such as

simple combines a spreadsheet module with a database

module and a word processing module.

5. Ease of learning/availability of training: Ease of use and

introductory documentation for the inexperienced user.

6. Editing features in the package: Assess the editing

features in the packages. Good packages will minimize

manipulation and re-typing work for editing the

spreadsheet

7. Security feature: Make sure that the package has a

security feature that protects data in certain sections of the

spreadsheet from unauthorized access or from alteration by

‗what if?‘

8. Merging features: If the data user intends to develop

spreadsheet models which will be merged during

processing, for example, consolidation of two or more sets

of divisional account, select a package that offers good

merging features for the user

2.6 Spreadsheet Function

Function is a commonly used formula built into Excel. Some

are general, like the functions to add or average a range of

numbers. Some have specialized uses, like those designed for

engineering, statistics, or financial work. Some of the most

commonly used functions in Microsoft Excel are:

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i. Average: averages a group of numbers

ii. Count: counts the number of cells that contain values

iii. Maximum: finds the largest value in a set of values

iv. Minimum: finds the smallest value in a set of values

v. Sum: adds a group of numbers and displays the total

Spreadsheet Function Components

Each function has its own syntax, or rules of wording, that

specifies how it must be written. Functions have three parts:

1. The equal sign identifier (=): this is a symbol that

identifies the formula as a function.

2. A keyword: this is a function name, such as SUM or

AVERAGE.

3. Arguments: this is data the function must use. It‘s often a

reference to a cell or a range of cells but may be a number,

date, or other data. A function's arguments are enclosed in

parentheses.

Copying Functions

If different parts of a spreadsheet require the same function,

you only need to write the function once and then copy and

paste it. Suppose cell D2 has the function =SUM(A2..C2).

You can copy this formula and paste it into cell D3. In that

cell, the formula automatically changes to =SUM(A3..C3). In

fact, you could paste that formula from cell D3 to any

destination cell - even cell D500! In each case, the formula

would change to add the numbers in columns A, B, and C of

that same row. This occurs because the cell references in the

function are relative to its location. When the formula is

copied, the references are automatically adjusted to use cell

addresses that are specific to the new location of the formula.

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Insert Function Dialog Box

The Insert Function dialog box help excel users to find and

enter arguments.

i. Click the Insert Function button on the formula bar.

ii. The Insert Function dialog box opens.

iii. In the Search for a function box, type a description of what

you want to do.

2.6 Worksheets When we use a spreadsheet program, our data goes into a

special kind of document called a worksheet, a grid made of

vertical columns and horizontal rows. Columns are labeled

with letters, and rows are labeled with numbers. Each column

and row meets to make a box called a cell. Each cell in the

grid is identified by a unique name its cell address. The

address is made simply by taking the letter of the column and

the number of the row that meet to make the cell. For example,

column C and row 3 create the cell address C3.

2.7 Data in Spreadsheet

Basic data one can enter into a spreadsheet (worksheet) are,

graph/chart, Values, Label, Dates and times & Formulas.

1. Chart: With a spreadsheet program, you can create charts,

which are also called graphs. Charts show data in ways that

are visually more interesting than tables. Simply select the

cells that have data you want to graph. Then choose the

command for creating a chart. Next, you select a type of

chart. Once you have chosen the type of chart to create,

dialog boxes help you through the rest of the process. After

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you have made a chart, you can copy it and paste it into

another document.

2. Values: A value is a number, such as a whole number, a

fraction, or a decimal. Values are formatted to align to the

right in a cell. If a value is too large for the width of the

cell, you may see a set of symbols such as ###### or

*******. You can change the column width so that the full

number shows. Click the right edge of the column heading

and drag it to the right.

3. Labels: A label is text or a combination of numbers and

text. Labels are typically used for headings or explanations.

By default, labels are aligned to the left in a cell. Labels

that are too wide will overlap into the next cell to the

right—if that cell is empty. If that cell already has text, the

long text in the first cell will appear cut off. Again, you can

widen the column to show the entire label.

4. Dates and Times: Data typed as dates or times are

displayed in the format you choose. For example,

November 1, 2005, can be typed as 11/01/05 or 01-Nov-05.

Times can simply be typed as the hour and minute—07:45

or 12:52, for instance.

5. Formulas: A formula is a mathematical expression used to

link and perform calculations on numbers in worksheet

cells. To write a formula, click the cell where you want the

result of the formula to appear, and type the formula in the

formula bar. You need to begin the formula with an equal

sign to signify that you are typing a formula. When you are

done writing the formula, press Enter. That completes the

formula and places the result in the selected cell. Simple

Formulas: Simple formulas use single basic arithmetic

operations of addition (+), subtraction (–), multiplication

(*), and division (/), exponentiation (^). Complex

Formulas: complex formulas can include many numbers,

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such as =1+2+3+4+5. They can also include more than one

mathematical operation, eg. =2*4(8-9)/6

Ranking Operation in formula

Operations are rank in the formula; here is how operations are

ranked in excel spreadsheet formula.

1. Operations within parentheses are the most important.

2. Exponentiation comes next

3. Followed by multiplication or division

4. Then addition or subtraction

Use the sentence, ―Please Exclude My Dear Abiodun Salewa‖

to remember the order. The first letter of each word (P-E-M-

D-A-S) matches the first letter of each operation in the right

order.

Order of Evaluation Suppose you want to write an Excel formula to average the

numbers 29, 34, and 27. The formula =(29+34+27)/3 is

correct. The parentheses tell the program to add the three

numbers first. The sum, 90, is then divided by 3 to find the

average, which is 30. The formula =29+34+27/3 is not correct.

In this case, the program would first divide 27 by 3 because

division is the more important operation. It would then add the

result, 9, to 29 and 34 for an answer of 72. Some formulas

have more than one operation with the same importance, such

as addition and subtraction. In this case, those operations are

done in the order in which they appear from left to right.

Using References, Not Values The formulas discussed so far have used values. But formulas

can also use cell references, or cell addresses. For example,

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suppose you wanted to multiply cell A1, with a value of 5, and

cell B2, with a value of 3. Instead of =5*3, you can write

=A1*B2.

Why References Are Better In general, it is better to use cell references for the two reasons

listed below.

1. Avoiding Errors: You might accidentally type the wrong

value and not realize it, as the formula does not always

show in the cell. If you insert a cell reference, however, the

formula will always use the correct value.

2. Reflecting Changes: A value in a formula never changes.

The formula =5*3 will always produce 15. But what if the

value in cell A1 changes? The formula =5*3 will no longer

correctly multiply A1 and B2. If you use a cell reference,

the formula uses whatever value the cell has. If the cell

value changes, so will the result calculated by the formula.

By using cell references, you make sure that your

worksheet remains up-to-date even if data changes.

2.8 Exercise

1. Describe the term spreadsheet as an accountant

2. Why is spreadsheet refers to as Modeling Tool

3. Identify common denominators of all the areas of

application of spreadsheet

4. Highlights any 5 types of spreadsheet packages

5. Identify any 5 areas of application of spreadsheet

packages to business organization

6. Discuss any 5 features of spreadsheet

7. Explain briefly any 5 guideline for Selection of

Spreadsheet Packages for a business organization

8. Compare spreadsheet function and Formula

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9. Describe 3 major components spreadsheet function

10. What is the major important of function dialog box to a

spreadsheet user? Hence highlights the procedure to insert

Function dialog box

11. Explain briefly any 5 types of data we can put into

spreadsheet

12. If you enter data into spreadsheet and you see this symbol

###### or *******. What does this mean, and how can it

be remove

13. Describe how operations are rank in spreadsheet formula

14. Why is it advisable to use cell reference compare to cell

values when writing formula in spreadsheet

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Chapter Three

Presentation Packages

3.1 Description of Presentation Packages

resentation program (also called a presentation graphics

program) is a computer software package used to display

information, normally in the form of a slide show. It

typically includes three major functions:

a. An editor that allows text to be inserted and formatted

b. A method for inserting and manipulating graphic images

c. A slide-show system to display the content.

Presentation programs enable the speaker with an easier access

to his ideas and the participants with visual information which

complements the talk. There are many different types of

presentations including professional (work-related), education,

entertainment, and for general communication.

Presentation programs can either supplement or replace the

use of older visual aid technology, such as: Pamphlets,

handouts, chalkboards, flip charts, posters, slides and overhead

transparencies. Text, graphics, movies, and other objects are

positioned on individual pages or "slides" or "foils". The

"slide" analogy is a reference to the slide projector, a device

that has become somewhat obsolete due to the use of

presentation software.

p

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Slides can be printed, or (more usually) displayed on-screen

and navigated through at the command of the presenter.

Transitions between slides can be animated in a variety of

ways, as can the emergence of elements on a slide itself.

Typically a presentation has many constraints and the most

important being the limited time to present consistent

information.

1. Microsoft PowerPoint

2. Corel Presentation

3. Google Docs (web-based)

4. CustomShow

5. Harvard Graphics (obsolete)

6. Hewlett Packard Bruno (software)

7. IBM Lotus Freelance Graphics (obsolete)

8. Kingsoft Presentation

9. LibreOffice Impress (open source)

10. OpenOffice.org Impress (open source)

11. SlideRocket

12. Prezi

13. SlideDog

14. Apple Keynote

3.2 Microsoft PowerPoint

Microsoft PowerPoint is a presentation program by Microsoft.

It is part of the Microsoft Office suite, and runs on Microsoft

Windows and Apple's Mac OS X operating system.

PowerPoint is used by business people, educators, students,

and trainers. From Microsoft Office 2003 to 2008 for Mac,

Microsoft revised the branding to emphasize PowerPoint's

place within the office suite, calling it Microsoft Office

PowerPoint instead of just Microsoft PowerPoint. The current

versions are Microsoft PowerPoint 2010 for Windows and

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Microsoft Office PowerPoint 2008 for Mac. The diagram

below illustrates a presentation using PowerPoint

.

Presentation Using MS PowerPoint

3.3 History of Microsoft PowerPoint

The original version of this program was created by Dennis

Austin and Thomas Rudkin of Forethought, Inc. originally

designed for the Macintosh computer, the initial release was

called "Presenter".

In 1987, it was renamed to "PowerPoint" due to problems with

trademarks, the idea for the name coming from Robert

Gaskins. In August of the same year, Forethought was bought

by Microsoft and became Microsoft's Graphics Business Unit,

which continued to further develop the software.

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PowerPoint changed significantly with PowerPoint 97. Prior to

PowerPoint 97, presentations were linear, always proceeding

from one slide to the next. PowerPoint 97 incorporated the

Visual Basic for Applications (VBA) language, underlying all

macro generation in Office 97, which allowed users to invoke

pre-defined transitions and effects in a non-linear movie-like

style without having to learn programming (or even having to

be aware of the existence of VBA).

PowerPoint 2000 (and the rest of the Office 2000 suite)

introduced a clipboard that could hold multiple objects at

once. Another noticeable change was that the Office Assistant,

whose frequent unsolicited appearances in PowerPoint 97 (as

an animated paperclip) had annoyed many users, was changed

to be less intrusive.

3.4 PowerPoint Viewer The Microsoft Office PowerPoint Viewer is a program used to

run presentations on computers that do not have Microsoft

PowerPoint installed.

3.5 Slide Design in PowerPoint

PowerPoint has many features and options; it's easy for users

who are new to PowerPoint to spend more time choosing slide

designs and effects (animation, sound, transition) than

developing a clear message. This section explains how to

make a great-looking presentation quickly.

Add Slides When PowerPoint opens, there's only one slide in the show.

It's up to you to add the rest. Add them as you go or several at

a time, as you prefer. In PowerPoint 2010 you insert new

slides from the Slides section on the Home tab. Six slides are

the magic number for short presentations, and here's why: you

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want to stay on time, deliver a clear message, and keep other

students and teachers interested. Limiting a show to six slides

(plus a title slide) helps you to focus your message.

Choosing Layout for Slide Contents As you insert slides, think about how you want to arrange

information on the slides. PowerPoint slides include one or

more placeholders for titles, text such as lists or regular

paragraphs, and other content such as pictures or charts.

PowerPoint displays slide layouts to choose from each time

you add a slide. A slide layout uses a specific combination of

placeholders to arrange your information on the slide. For

example, if you know you'll have text on the slide and you

also want a picture or graphic of some kind, choose a layout

that has both text and content placeholders. Make your best

guess about a slide's layout as you go; you can apply a

different one later, though this can sometimes mean that you

need to adjust the content. In PowerPoint 2010 choose Layout

from the Slides section on the Home tab.

Add Text

A text placeholder can contain a paragraph or a list (with

numbers or bullets). If you type more text than fits in the

placeholder, PowerPoint uses AutoFit to reduce the size of the

text, so it all fits. You can turn this behavior off, if you prefer.

As you add text to your slides, remember following facts:

1. Include only the high points. Put additional details on the

notes pages.

2. Don't overload a slide or your audience with too much

text.

3. Say it with a picture, if you can.

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Add Graphics to Slide A picture paints a thousand words. Graphical elements, such

as pictures, charts, tables, and video clips, can quickly

communicate an idea to your audience. You can discuss the

important details of the graphic, instead of making your

audience read about it. For example, instead of describing the

emergency exits in your school, include a map that shows a

route. Or use a pie chart with labels to illustrate the results of a

local election. PowerPoint has tools to help you draw

diagrams, create charts and graphs, and draw shapes.

Any graphics you include should: relate to the topic illustrate a

point be large enough to see clearly Before you add graphics

or an image to your document, be sure that it makes sense in

the context you're using it in, and that you're not including it

just because it looks good. Use graphics to illustrate your

points, clarify your text, or explain numbers and results.

Applying Design Template When you've put the text in your slide show, lift the

presentation out of its black-and-white doldrums by applying a

design template. A template provides color, style, and

decorative accents. The design template determines the look

and colors of the slides, including the slide background, bullet

and font styles, font color and size, placeholder position, and

varied design accents.

We can also apply a template at any stage of creating the

show. If you decide later that you would rather use a different

design template, you can apply another one. Use the Slide

Design task pane to preview and apply a template.

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Save Your Work There you have it. You now know the basic steps for creating

a PowerPoint presentation. One last detail after you have

created a presentation, don't forget to save it.

3.6 Preparing To Make Presentation Presenter will be more relaxed and confident during your

presentation if you spend time reviewing your notes for each

slide and practicing your delivery. As you get ready for your

presentation, don't forget the following:

i. Review notes for each slide: When you create a

presentation, you can use the notes pane on each slide to

include the details that you want to present to your

audience. As you prepare for your presentation, and while

you are presenting, you can refer to the notes page to

remind you of the important points you want to cover. You

can print out pages that show the slide and your notes.

Refer to these notes while you practice your presentation.

ii. Practice navigating: Practice navigating through your

slide show. Remember that you might have to move

backward in your presentation if someone asks a question

about an earlier slide, or you accidentally skip a slide. You

can use the mouse and the onscreen arrows to advance and

backtrack through the slide show or navigate by using the

up and down arrows on the keyboard. Pick the navigation

method that works best for you and stick with it

throughout the entire presentation.

iii. Rehearse your delivery: Rehearse your presentation

enough times to feel comfortable with the material. It's

important to practice giving your presentation from start to

finish, out loud. If possible, find someone to sit through

your presentation and give you feedback. If you can't find

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a practice audience, try giving your presentation in front of

the mirror. You can also record your presentation to hear

what you sound like.

iv. Time your presentation: Time your presentation as you

rehearse it, and adjust the running time if necessary.

PowerPoint can help you by tracking the time while you

rehearse. To record the time, click Rehearse Timings on

the Slide Show menu. The time for each slide is recorded

and you'll see the final running time when you reach the

end of the slide show. To record the time in PowerPoint

2010, click Rehearse Timings on the Slide Show tab.

v. Make handouts for your audience: If you want to

provide copies of your presentation to your audience, you

can give them handouts: printed versions of your slides,

which can include your notes. It's a good idea to print a

handout with notes for you, even if you don't need them

for your audience. You can refer to it while you give your

presentation.

3.7 Delivering Presentation with Style

If you've researched your subject, know your material, and are

prepared to speak, you can relax because you have nothing to

worry about. To give a presentation like a professional,

remember the following:

1. Introduce yourself and your subject: Before you begin,

take a deep breath and then smile. Start by introducing

yourself and explaining the subject of your presentation.

You want your audience to be interested so it's OK to

show a little enthusiasm about your subject.

2. Speak clearly: If your audience can't understand you or

hear you, they won't be able to enjoy your presentation. As

you speak, be sure to:

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a. Speak clearly and enunciate your words

b. Speak loudly enough that the back of the room can hear

you

c. Speak at a normal pace not too fast and not too slow

d. Use a conversational style to deliver your presentation

3. Connect With Your Audience: During your presentation,

the stage is yours. Make eye contact with different people

in the audience. Don't just talk to your audience or look

down at your notes. It's appropriate to show some

excitement and enthusiasm for the subject of your

presentation. Your enthusiasm will rub off on the

audience. It's also okay to talk with your hands and be a

somewhat animated.

4. Answer questions: Questions are a good indication that

people are interested and paying attention. Early questions

are often answered by upcoming slides and commentary.

Consider asking your audience to hold questions until the

end. When you do take questions, repeat each question so

that everyone in the audience can hear it clearly. That

gives the questioner a chance to clarify if you

misunderstood the question.

5. Watch your time: Stay on time! If your allotted time is 60

minutes, don't go over that limit. If there's no time limit,

use less time rather than more to ensure that people stay

interested.

3.8 Exercise

1. What is Presentation program?

2. Explain briefly 3 major functional components of

presentation program

3. Discuss the relevant of Presentation programs to the

speakers (presenters) and participant (audience)

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4. Identify any 5 older visual aid technology that

presentation program has come to complement or

replace

5. Identify any 5 examples of presentation programs

6. Who created the original version of Microsoft

PowerPoint?

7. What was the original name of Microsoft PowerPoint?

Why was it renamed to power and in what year?

8. You have a copy of presentation prepared with

Microsoft PowerPoint stored in a flash drive. But your

computer does not have Microsoft PowerPoint installed.

Describe 2 means of viewing the contents of the flash

drive.

9. Describe any 5 things that needs to done in order to

make a good presentation during preparation for

presentation with PowerPoint.

10. Explain briefly the major consideration in order to make

a presentation like professional during presentation with

Microsoft PowerPoint.

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Chapter Four

Business Organization as a System

4.1 Description of a System

usiness is a complex structure with interrelated

components, processes and behavioral patterns. The

way in which a business organizes these elements to

allocate responsibility is called a business organizational

system. Throughout most of modern business history, two

organizational models centralized by Function and

Decentralized by Product, Customer or Geographical Region

has dominated the business environment. A system is a whole

made up of parts. Each part can affect the way other parts

work, the way all parts work together will determine how well

the system. This is a fundamental challenge to traditional

management thinking.

Traditionally we have learned to manage an organization by

managing its separate pieces (sales, marketing, production,

logistics, service, etc.). Managing in this way always causes

sub-optimization; parts achieve their goals at the expense of

the whole. The systems perspective emphasizes that

everything is connected to everything else and that it's often

worthwhile to model businesses and processes in terms of

flows and feedback loops.

A Primer," author Donnella H. Meadows defined a system as

"an interconnected set of an element that is coherently

B

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organized in a way that achieves something." An

organizational system consists of

1. Elements

2. Interconnections

3. Function or purpose

Elements: Every organizational system has elements, or

different parts that work together. The elements of a tree, for

example its roots, bark, branches and leaves--all work together

in an organizational pattern that gather the water, nutrients and

carbon dioxide needed to keep the tree alive and thriving.

Similarly, members of a family can work together to create

unity among each other or, at many times, disharmony if they

fall into a pattern of fighting all the time. Each element plays a

significant role that affects the system, for better or worse.

Interconnections: All the elements of a system are

interconnected. That means they all work together and depend

on one another to make the system work right. An employee,

for example, needs an effective leader to help him understand

the vision, mission and goals of the company. Without an

effective leader offering guidance, an employee feels lost in

the organizational system of his workplace.

Function or Purpose: All organizational systems serve a

purpose. As a unit, a finance department can do stellar work,

but the work it produces would be quite pointless if it is not

fed to other divisions of a company, like accounting and

marketing, or the company's top executives, which all rely on

the knowledge the finance department produces to make

decisions.

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4.2 Types of Organizational Systems

There are four main types of organizational systems. Deciding

which one works best for a particular company or enterprise

requires answering a number of questions, including about

operations, growth potential and accountability.

Entrepreneurial: The entrepreneurial structure involves a

strong, centralized leadership and works well for smaller

companies. In classic management theory, this type of

organization was referred to as having a line structure. There

was a definite and linear chain of command and responsibility.

The owner, president or chief executive officer makes the

major decisions and is usually easily accessible to all workers.

He wields total authority and shoulders total accountability.

However, the leader may eventually be hampered by an

inability to know all things about the business. As a company

expands, the entrepreneurial leader may find the company has

outstripped his expertise and time.

Functional: A functional structure is organized around similar

operations or tasks that need to be completed. Only slightly

less centralized than the entrepreneurial form, a functional

organizational system works best for smaller companies with a

few satellite operations, usually all located on the same

continent or in the same country. A functional organizational

structure might not work as well as a company expands. If the

leader dies or decides to retire, finding a good successor

becomes problematic. Longtime employees may have become

good specialists but lack the ability to stand back and see the

larger organization.

Divisional: A divisional structure is one step further from the

total centralized control exercised under the entrepreneurial

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system. This organizational structure groups operations

according to similar products or geographical proximity.

Rather than reporting to one single corporate head, each

location is led by a general manager or similar company

officer who in turn reports to the chief executive or president.

This structure offers more flexibility. On the other hand,

competition among divisions for scarce resources, the

duplication of effort and confusion over responsibilities

regarding financial performance may increase as the

individual divisions grow larger.

Matrix: The matrix organizational structure is difficult to plan

and implement. It is used most successfully by organizations

that need highly independent and creative thinking in a chaotic

environment. A matrix is decentralized in its decision-making,

making it good for multinational corporations with diverse

operations on different continents. A matrix works best when

creativity is more important than cost control and quick

decision-making.

4.3 Exercise

1. Describe business organization as a system

2. Name and explain the entities that make up of organization

system

3. Explain four main types of organizational systems

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Chapter Five

System Development Life Cycle

5.1 Description of System Development Life Cycle

ystem development life cycle can be described based on

the following:

1. Growth of Organization: The growth of organizations

often necessitates the development of new systems. These

systems are often required either as solution to some

problems or in preparation for new opportunities and

challenges. The decision to change the information system

of an organization may have derived from one or several

causes, such as inaccurate information, the need to have a

more integrated system combining the information

requirements of all management, or the need for a quicker

or more complete information etc. The term system

development life cycle in this case describes the activities

that go into producing an information systems solution to

organizational problems or opportunities. It is the creation

of new or amended information system, which should

satisfy the terms of reference of the project.

2. Software Developer/Software engineer: The systems

development life cycle (SDLC), to a software developer p

and software engineering, is a process of creating or

altering information systems, and the models and

methodologies that people use to develop these systems. In

S

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software engineering, the SDLC concept underpins many

kinds of software development methodologies. These

methodologies form the framework for planning and

controlling the creation of an information system.

3. System Analysts: The system analyst perceive the

Systems development life cycle (SDLC) as a process used

by a systems analyst to develop an information system,

training, and user (stakeholder) ownership. The SDLC

aims to produce a high quality system that meets or

exceeds customer expectations, reaches completion within

time and cost estimates, works effectively and efficiently

in the current and planned Information Technology

infrastructure, and is inexpensive to maintain and cost-

effective to enhance.

4. Business Information System Experts: Information

systems activities revolved around heavy data processing

and number crunching routines". The systems life cycle

(SLC) is a methodology used to describe the process for

building information systems, intended to develop

information systems in a very deliberate, structured and

methodical way, reiterating each stage of the life cycle.

The systems development life cycle, is used to develop

large scale functional business systems in an age of large

scale business conglomerates.

5.2 Phases Of System Development Life Cycle

A Systems Development Life Cycle (SDLC) adheres to

important phases that are essential for developers. These

phases are:

i. Initial Idea

ii. Feasibility Study

iii. Requirement analysis

iv. System analysis

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v. Specification

vi. System Design

vii. System Development

viii. Testing

ix. Implementation

x. Maintenance

xi. Review

5.3 The phases mentioned can be model as in the figure

below:

1. Initial Ideas: Initial ideas are simple ideas that you

thought of at the start of the project. Most of the time

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people want to keep these ideas. Each business project is

developed around an idea that emerges once a business

opportunity has been detected. The idea of how to set the

business up will vary depending of the circumstances of

the person/people involved. There are many factors that

lead a person to lean towards a certain type of business or

project. Generally speaking, the factors that determine the

choice are:

a. Repeating other people's experiences: this is an

automatic reflex of new businesses that frequently

occurs during times of economic growth.

b. New business opportunities in undersupplied or

newly-created markets or those showing a high rate

of growth.

c. Technical knowledge on specific markets, sectors or

businesses.

d. The experience of the future entrepreneur, who was

first a worker or a manager in another company and

who know wants to go out on his/her own.

e. In the case of an innovative product that is expected

to create demand.

f. In the case of a relatively easy business or activity

that will allow anyone to set themselves up.

2. Requirements analysis: Requirements analysis in systems

engineering and software engineering, encompasses those

tasks that go into determining the needs or conditions to

meet for a new or altered product, taking account of the

possibly conflicting requirements of the various

stakeholders, analyzing, documenting, validating and

managing software or system requirements. Requirements

analysis is critical to the success of a systems or software

project. The requirements should be documented,

actionable, measurable, testable, traceable, related to

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identified business needs or opportunities, and defined to a

level of detail sufficient for system design.

3. Specification: (often abbreviated as spec) may refer to an

explicit set of requirements to be satisfied by a material,

design, product, or service. Should a material, product, or

service fail to meet one or more of the applicable

specifications, it may be referred to as being out of

specification; the abbreviation OOS may also be used. In

casual usage, underspec or overspec are used when

something is worse or better than specified. A

specification is a type of technical standard. A technical

specification may be developed by any of various kinds of

organizations, both public and private.

4. Feasibility Study: The objective of phase 1 is to conduct a

preliminary analysis, propose alternative solutions,

describe costs and benefits and submit a preliminary plan

with recommendations. Conduct the preliminary analysis:

in this step, you need to find out the organization's

objectives and the nature and scope of the problem under

study. Even if a problem refers only to a small segment of

the organization itself then you need to find out what the

objectives of the organization itself are. Then you need to

see how the problem being studied fits in with them.

5. System Analysis: Defines project goals into defined

functions and operation of the intended application.

Analyzes end-user information needs.

6. System Design: Describes desired features and operations

in detail, including screen layouts, business rules, process

diagrams, Pseudocode and other documentation.

7. System Implementation: The real code is written here

and brings all the pieces together into a special testing

environment, then checks for errors, bugs and

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interoperability., the system then put into production and

runs actual business.

8. System Maintenance/Review: This describes what

happens during the rest of the software's life: changes,

correction, additions, moves to a different computing

platform and more. This is often the longest of the stages.

5.3. Exercise

1. Explain briefly SDLC based on the following

a. Growth of organization

b. Software developer

c. Software analysts

d. Business information system expert

2. Identify phases of SDLC. Hence draw the diagram to model

the phases mentioned

3. Describe the SDLC phase

a. Initial ideas

b. Feasibly study

c. System analysis

d. System deployment

e. System design

f. Maintenance

g. specification

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Chapter Six

Microsoft Excel Basic

6.1 Introduction to Excel 2010

xcel is a spreadsheet program that allows you to store,

organize, and analyze information. The Excel 2010

interface is very similar to Excel 2007. There have

been some changes that we will review later in this chapter,

but if you are new to Excel, first take some time to learn how

to navigate an Excel workbook. The excel 2010 user interface

is as shown below. Some of its components are described as

follows.

Excel Users Interface

E

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The Ribbon

The Ribbon contains multiple tabs, each with several groups

of commands. You can add your own tabs that contain your

favorite commands. Certain programs, such as Adobe

Acrobat Reader, may install additional tabs to the ribbon.

These tabs are called Add-ins.

Customize Ribbon

You can customize the ribbon by creating your own tabs that

house your desired commands. Commands are always housed

within a group, and you can create as many groups as you

need to keep your tabs organized. In addition, you can even

add commands to any of the default tabs, as long as you create

a custom group within the tab.

1. Right-click the Ribbon and select customize the Ribbon.

A dialog box will appear.

2. Click New Tab. A new tab will be created with a new

group inside it.

3. Make sure the new group is selected.

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4. Select a command from the list on the left, then click

Add. You can also drag commands directly into a group.

5. When you are done adding commands, click OK.

Note: If you do not see the command you want, click on the

Choose commands drop-down box and select All

Commands.

To Minimize and Maximize the Ribbon:

The Ribbon is designed to be responsive to your current task

and easy to use, but if you find it is taking up too much of your

screen space, you can minimize it.

1. Click the arrow in the upper-right corner of the Ribbon to

minimize it.

Minimizing the Ribbon

2. To maximize the Ribbon, click the arrow again.

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Note: When the Ribbon is minimized, you can make it

reappear by clicking on a tab. However, the Ribbon will

disappear again when you are not using it.

Quick Access Toolbar

The Quick Access Toolbar is located above the Ribbon, and it

lets user access common commands no matter which tab you

are on. By default, it shows the Save, Undo, and Repeat

commands. You can add other commands to make it more

convenient for you.

To Add Commands to the Quick Access Toolbar

1. Click the drop-down arrow to the right of the Quick Access

Toolbar.

2. Select the command you wish to add from the drop-down

menu. To choose from more commands, select More

Commands.

Adding command to the QAT

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6.2 Backstage View

Backstage view gives you various options for saving, opening

a file, printing, or sharing your document. It is similar to the

Office Button menu from Excel 2007 or the File menu from

earlier versions of Excel. However, instead of just a menu, it is

a full-page view, which makes it easier to work with.

To Get to Backstage View

1. On the Ribbon, click the File tab.

Backstage view

2. Choose your desired option, or return to your workbook

by clicking on any tab on the Ribbon.

6.3 Creating and Opening Workbooks

Excel files are called workbooks. Each workbook holds one

or more worksheets (also known as "spreadsheets").

To Create a New, Blank Workbook:

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1. Click the File tab. This takes you to backstage view.

2. Select New.

3. Select Blank workbook under Available Templates. It will

be highlighted by default.

4. Click Create. A new, blank workbook appears in the Excel

window.

Creating a new workbook

Note: To save time, you can create your document from a

template, which you can select under Available Templates.

We will talk more about this in a later lesson.

To Open an Existing Workbook

1. Click the File tab. This takes you to backstage view.

2. Select Open. The Open dialog box appears.

3. Select your desired workbook and then click Open.

Note: If you have opened the existing workbook recently, it

may be easier to choose Recent from the File tab instead of

Open to search for your workbook.

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6.3 Compatibility Mode

Sometimes, you may need to work with workbooks that were

created in earlier versions of Microsoft Excel, such as Excel

2003 or Excel 2000. When you open these kinds of

workbooks, they will appear in

Compatibility mode Compatibility mode disables certain features, so you'll only be

able to access commands found in the program used to create

the workbook. For example, if you open a workbook created

in Excel 2003, you can only use tabs and commands found in

Excel 2003.

In order to exit Compatibility mode, you'll need to convert the

workbook to the current version type. However, if you're

collaborating with others who only have access to an earlier

version of Excel, it's best to leave the workbook in

Compatibility mode so that the format will not change.

To Convert a Workbook

If you want access to all of the Excel 2010 features, you can

convert the workbook to the 2010 file format. Note that

converting a file may cause some changes to the original

layout of the workbook.

1. Click the File tab to access backstage view.

2. Locate and select Convert command.

3. The Save As dialog box will appear.

4. Select the location where you wish to save the workbook,

enter a file name for the presentation, and click Save.

5. The workbook will be converted to the newest file type.

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Practice

1. Open Excel 2010 on your computer. A new blank

workbook will appear on the screen.

2. Try minimizing and maximizing the Ribbon.

3. Click through all of the tabs and notice how the Ribbon

options change.

4. Try switching page views.

5. Add any commands you wish to the Quick Access Toolbar.

6. Close Excel without saving the workbook.

6.4 Cell Basics

Each rectangle in a worksheet is called a cell. A cell is the

intersection of a row and a column. See figure below.

Cells are the basic building blocks of a worksheet. Cells can

contain a variety of content such as text, formatting attributes,

formulas, and functions. To work with cells, you'll need to

know how to select them; insert content; and delete cells and

cell content.

Figure shown a Cell

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To Select a Cell

Click on a cell to select it. When a cell is selected, you will

notice that the borders of the cell appear bold Cursor and the

column heading and row heading of the cell are highlighted.

Release your mouse. The cell will stay selected until you click

on another cell in the worksheet.

To Select Multiple Cells:

1. Click and drag mouse until all of the adjoining cells you

want are highlighted.

2. Release your mouse. The cells will stay selected until you

click on another cell in the worksheet.

Cell Content

Each cell can contain its own text, formatting, comments,

formulas, and functions.

a. Text: cells can contain letters, numbers, and dates.

b. Formatting attributes: cells can contain formatting attributes

that change the way letters, numbers, and dates are

displayed. For example, dates can be formatted as

MM/DD/YYYY or Month/D/YYYY.

c. Comments: cells can contain comments from multiple

reviewers.

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d. Formulas and Functions: cells can contain formulas and

functions that calculate cell values. For example, SUM(cell

1, cell 2...) is a formula that can add the values in multiple

cells.

To Insert Content

1. Click on a cell to select it.

2. Enter content into the selected cell using your keyboard.

The content appears in the cell and in the formula bar. You

also can enter or edit cell content from the formula bar.

To Delete Content Within Cells

1. Select the cells that contain content you want to delete.

2. Click the Clear command on the Ribbon. A dialog box will

appear.

3. Select Clear Contents.

To Delete Cells

1. Select the cells that you want to delete.

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2. Choose the Delete command from the Ribbon.

To Copy and Paste Cell Content

1. Select the cells you wish to copy.

2. Click the Copy command. The border of the selected cells

will change appearance.

3. Select the cell or cells where you want to paste the content.

4. Click the Paste command. The copied content will be

entered into the highlighted cells.

To Cut and Paste Cell Content

1. Select the cells you wish to cut.

2. Click the Cut command. The border of the selected cells

will change appearance.

3. Select the cells where you want to paste the content.

4. Click the Paste command. The cut content will be

removed from the original cells and entered into the

highlighted cells.

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To Access More Paste Options

There are more Paste options that you can access from the

drop-down menu on the Paste command. These options

may be convenient to advanced users who are working with

cells that contain formulas or formatting.

To Access Formatting Commands by Right-Clicking

1. Select the cells you want to format.

2. Right-click on the selected cells. A dialog box will appear

where you can easily access many commands that are on

the ribbon.

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Drag and Drop Cells

1. Select the cells that you wish to move.

2. Position your mouse on one of the outside edges of the

selected cells. The mouse changes from a white cross to a

black cross with 4 arrows.

3. Click and drag the cells to the new location.

4. Release your mouse, and the cells will be dropped there.

To Use the Fill Handle to Fill Cells

1. Select the cell or cells containing the content you want to

use. You can fill cell content either vertically or

horizontally.

2. Position your mouse over the fill handle so that the white

cross becomes a black cross.

3. Click and drag the fill handle until all the cells you want to

fill are highlighted.

4. Release the mouse, and your cells will be filled.

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Practice 2

1. Open an existing Excel 2010 workbook.

2. Select D3 and notice how its cell addresses appears in the

Name box and its content appears in the Formula bar.

3. Try inserting text and numbers.

4. Use the Fill handle to fill in data to adjoining cells both

vertically and horizontally.

5. Cut cells and paste them into a different location.

6. Delete a cell and note how the content underneath it shifts

up to fill in its place.

7. Try dragging and dropping some cells to other parts of the

worksheet.

6.4 To Modify Column Width

1. Position your mouse over the column line in the column

heading so that the white cross becomes a double arrow.

2. Click and drag the column to the right to increase the

column width or to the left to decrease the column width.

3. Release the mouse. The column width will be changed in

your spreadsheet.

To Set Column Width with a Specific Measurement

1. Select the columns you want to modify.

2. Click the Format command on the Home tab. The format

drop-down menu appears.

3. Select Column Width.

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4. The Column Width dialog box appears. Enter a specific

measurement.

5. Click OK. The width of each selected column will be

changed in your worksheet.

To Modify the Row Height

1. Position the cursor over the row line so that the white

cross becomes a double arrow.

2. Click and drag the row downward to increase the row

height or upward decrease the row height.

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3. Release the mouse. The height of each selected row will be

changed in your worksheet.

To Set Row Height with a Specific Measurement

1. Select the rows you want to modify.

2. Click the Format command on the Home tab. The format

drop-down menu appears.

3. Select Row Height.

4. The Row Height dialog box appears. Enter a specific

measurement.

5. Click OK. The selected rows heights will be changed in

your spreadsheet.

To Delete Rows

1. Select the rows you want to delete.

2. Click the Delete command on the Home tab.

3. The rows are deleted from your worksheet.

To Delete Columns

1. Select the columns you want to delete.

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2. Click the Delete command on the Home tab.

3. The columns are deleted from your worksheet.

6.5 Wrapping Text and Merging Cells

If a cell contains more text than can be displayed, you can

choose to wrap the text within the cell or merge the cell with

empty, adjoining cells. Wrap text to make it display on

multiple lines of the cell. Merge cells to combine adjoining

cells into one larger cell.

To Wrap Text

1. Select the cells with text you want to wrap.

2. Select the Wrap Text command on the Home tab.

3. The text in the selected cells will be wrapped in your

worksheet.

If you change your mind, re-click the Wrap Text command to

unwrap the text.

To Merge Cells Using the Merge & Center Command

1. Select the cells you want to merge together.

2. Select the Merge & Center command on the Home tab.

3. The selected cells will be merged, and the text will be

centered.

To Access More Merge Options

Click the drop-down arrow next to the Merge & Center

command on the Home tab. The merge drop-down menu

appears.

1. Merge & Center: Merges selected cells into one cell and

centers the text.

2. Merge Across: Merges each row of selected cells into

larger cells. This command is useful if you are merging

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content across multiple rows of cells and do not want to

create one large cell.

3. Merge Cells: Merges selected cells into one cell.

4. Unmerge Cells: Unmerges the selected cells.

Practice

1. Open an existing Excel 2010 workbook.

2. Modify the size of a column. Modify the size of a row to

be 46 pixels.

3. Insert a column between column A and column B.

4. Insert a row between row 3 and row 4.

5. Delete a column or a row.

6. Try merging some cells together.

7. Try using the Text Wrap command on some cells. 6.6 Formatting Cells

In Excel, there are many tools you can use to format text and

cells. In this lesson, you will learn how to change the color

and style of text and cells, align text, and apply special

formatting to numbers and dates.

Formatting Text

Many of the commands you will use to format text can be

found in the Font, Alignment, and Number groups on the

Ribbon. Font commands let you change the style, size, and

color of text. You can also use them to add borders and fill

colors to cells. Alignment commands let you format how text

is displayed across cells both horizontally and vertically.

Number commands let you change how selected cells display

numbers and dates.

To Change the Font

1. Select the cells you want to modify.

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2. Click the drop-down arrow next to the font command on

the Home tab. The font drop-down menu appears.

3. Move your mouse over the various fonts. A live preview

of the font will appear in the worksheet.

Changing the font

4. Select the font you want to use.

To Change the Font Size

1. Select the cells you want to modify.

2. Click the drop-down arrow next to the font size

command on the Home tab. The font size drop-down menu

appears.

3. Move your mouse over the various font sizes. A live

preview of the font size will appear in the worksheet.

4. Select the font size you want to use.

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Note: You can also use the Grow Font and Shrink Font

commands to change the size.

Grow Font and Shrink Font commands

To Use the Bold, Italic, and Underline Commands

1. Select the cells you want to modify.

2. Click the Bold (B), Italic (I), or Underline (U) command

on the Home tab.

Bold, Italic, and Underline commands

To Add a Border

1. Select the cells you want to modify.

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2. Click the drop-down arrow next to the Borders

command on the Home tab. The border drop-down menu

appears.

3. Select the border style you want to use.

Note: Excel user can draw borders and change the line style

and color of borders with the Draw Borders tools at the

bottom of the Borders drop-down menu.

To Change the Font Color

1. Select the cells you want to modify.

2. Click the drop-down arrow next to the font color

command on the Home tab. The color menu appears.

3. Move your mouse over the various font colors. A live

preview of the color will appear in the worksheet.

Adding a font color

4. Select the font color you want to use.

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Note: Your color choices are not limited to the drop-down

menu that appears. Select More Colors at the bottom of the

menu to access additional color options.

To Add a Fill Color

1. Select the cells you want to modify.

2. Click the drop-down arrow next to the fill color command

on the Home tab. The color menu appears.

3. Move your cursor over the various fill colors. A live

preview of the color will appear in the worksheet.

4. Select the fill color you want to use.

To Change Horizontal Text Alignment

1. Select the cells you want to modify.

2. Select one of the three horizontal Alignment commands

on the Home tab.

a. Align Text Left: Aligns text to the left of the cell.

b. Center: Aligns text to the center of the cell.

c. Align Text Right: Aligns text to the right of the cell.

To Change Vertical Text Alignment

1. Select the cells you want to modify.

2. Select one of the three vertical Alignment commands on

the Home tab.

a. Top Align: Aligns text to the top of the cell.

b. Middle Align: Aligns text to the middle of the cell.

c. Bottom Align: Aligns text to the bottom of the cell.

Note: By default, numbers align to the bottom-right of cells,

and words or letters align to the bottom-left of cells.

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Formatting Numbers and Dates

One of the most useful features of Excel is its ability to format

numbers and dates in a variety of ways. For example, you

might need to format numbers with decimal places, currency

symbols ($), percent symbols (%), etc.

To Format Numbers and Dates

1. Select the cells you want to modify.

2. Click the drop-down arrow next to the Number Format

command on the Home tab.

Accessing Number Format commands

3. Select the number format you want. For some number formats,

you can then use the Increase Decimal and Decrease

Decimal commands (below the Number Format command) to

change the number of decimal places that are displayed.

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Practice

1. Open an existing Excel 2010 document.

2. Select a cell and change the font, size, or color of the text.

3. Select a portion of the content in one cell and make only

that portion bold. For example, if the words "Weight

(pounds)" are in a cell, make only the word "Weight" bold.

4. Add a border to a group of cells.

5. Change the fill color of a group of cells.

6. Try changing the vertical and horizontal text alignment for

some cells.

7. Try changing the formatting of a number. 6.7 Saving

Are you saving a workbook for the first time? Saving it as

another name? Sharing it with someone who does not have

Excel 2010? There are many ways you share and receive

workbooks, which will affect how you need to save the file.

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Saving Workbooks

Whenever you create a new workbook in Excel, you'll need to

know how to save it in order to access and edit it later. Excel

allows you to save your documents in a number of ways.

To Use the Save As Command:

Save As allows you to choose a name and location for your

workbook. Use it if you are saving a workbook for the first

time or if you want to save a different version of a workbook

while keeping the original.

1. Click the File tab.

2. Select Save As.

Save As

3. The Save As dialog box will appear. Select the location

where you wish to save the workbook.

4. Enter a name for the workbook and click Save.

Note: If you are using Windows 7, you will most likely want to

save files to your Documents library. For other versions of

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Windows, you will most likely want to save files to the My

Documents folder.

To Use the Save Command

1. Click the Save command on the Quick Access Toolbar.

Saving a workbook

2. The workbook will be saved in its current location with the

same file name.

Note: If you are saving for the first time and select Save, the

Save As dialog box will appear.

To Use AutoRecover

Excel automatically saves your workbooks to a temporary

folder while you are working on them. If you forget to save

your changes, or if Excel crashes, you can recover the

autosaved file.

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1. Open a workbook that was previously closed without

saving.

2. In Backstage view, click Info.

3. If there are autosaved versions of your workbook, they will

appear under Versions. Click on the file to open it.

4. A yellow caution note will appear on the Ribbon of the

workbook. To restore this version of the workbook, click

Restore and then click OK.

Restoring a file

By default, Excel autosaves every 10 minutes. If you are

editing a workbook for less than 10 minutes, Excel may not

create an autosaved version.

Note: If you do not see the file you are looking for, or if you

are looking for an autosaved version of a file that has no

previously saved versions, you can browse all autosaved files

by clicking on the Manage Versions button and selecting

Recover Unsaved Workbooks from the drop-down menu.

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Accessing all autosaved files

To Save As an Excel 97-2003 Workbook

You can share your workbooks with anyone using Excel 2010

or 2007, since they use the same file format. However, earlier

versions of Excel use a different file format, so if you want to

share your workbook with someone using an earlier version of

Excel, you will need to save it as an Excel 97-2003

Workbook.

1. Click the File tab.

2. Select Save As.

3. In the Save as type drop-down menu, select Excel 97-

2003

To Save as a PDF

Saving your workbook as an Adobe Acrobat Document,

which is called a PDF file, can be especially useful when your

recipients do not have Excel. A PDF file will make it possible

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for recipients to view the content from your workbook, but

they will not be able to edit anything.

1. Click the File tab.

2. Select Save As.

3. In the Save as type drop-down menu, select PDF.

4. Select the location you wish to save the file.

5. Enter a name for the file and click Save.

Note: Excel defaults to saving the active worksheet only. If

you have multiple worksheets and want to save all of them in

the same PDF file, click on Options. The Options dialog box

will appear. Select Entire workbook from the Options dialog

box and click OK.

Practice

1. Open an existing Excel workbook.

2. Using the Save As command, save the workbook with the

file name Trial.

3. Save the workbook as a PDF file.

4. Close the workbook.

5. Open another existing Excel 2010 workbook.

6. Save the workbook so that it is compatible with Excel

2003.

7. Close the workbook.

6.8 Creating Formulas

Excel can be used to calculate numerical information. In this

lesson you will learn how to create simple formulas in Excel

to add, subtract, multiply, and divide values in a workbook.

Also, you will learn the various ways you can use cell

references to make working with formulas easier and more

efficient.

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Simple Formulas

A formula is an equation that performs a calculation. Like a

calculator, Excel can execute formulas that add, subtract,

multiply, and divide.

One of the most useful features of Excel is its ability to

calculate using a cell address to represent the value in a cell.

This is called using a cell reference.

In order to maximize the capabilities of Excel, it is important

to understand how to create formulas and use cell references.

Creating Simple Formulas

Excel uses standard operators for equations, such as a plus

sign for addition (+), a minus sign for subtraction (-), an

asterisk for multiplication (*), a forward slash for division (/),

and a caret (^) for exponents. The key thing to remember

when writing formulas for Excel is that all formulas must

begin with an equal sign (=). This is because the cell contains,

or is equal to, the formula and its value.

To Create a Simple Formula in Excel:

1. Select the cell where the answer will appear (B4, for

example).

2. Type the equal sign (=).

3. Type in the formula you want Excel to calculate.

4. Press Enter. The formula will be calculated, and the value

will be displayed in the cell.

Formulas with Cell References

When a formula contains a cell address, it is called a cell

reference. Creating a formula with cell references is useful

because you can update data in your worksheet without having

to rewrite the values in the formula.

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To Create a Formula Using Cell References

1. Select the cell where the answer will appear (B3, for

example).

2. Type the equal sign (=).

3. Type the cell address that contains the first number in the

equation

4. Type the operator you need for your formula. For example,

type the addition sign (+).

5. Type the cell address that contains the second number in

the equation.

6. Press Enter. The formula will be calculated, and the value

will be displayed in the cell.

Note: If you change a value in either the cell the total will

automatically recalculate.

To Create a Formula using the Point and Click Method

1. Select the cell where the answer will appear (B4, for

example).

2. Type the equal sign (=).

3. Click on the first cell to be included in the formula

4. Type the operator you need for your formula. For example,

type the multiplication sign (*).

5. Click on the next cell in the formula.

6. Press Enter. The formula will be calculated, and the value

will be displayed in the cell.

To Edit a Formula

1. Click on the cell you want to edit.

2. Insert the cursor in the formula bar and edit the formula

as desired. You can also double-click the cell to view and

edit the formula directly from the cell.

3. When finished, press Enter or select the Enter command.

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4. The new value will be displayed in the cell.

Practice

1. Open an existing Excel workbook.

2. Write a simple division formula.

3. Write a simple addition formula using cell references.

4. Write a simple subtraction formula using the point and

click method.

5. Edit a formula using the formula bar.

6.9 Worksheet Basics

Every Excel workbook contains at least one or more

worksheets. If you are working with a large amount of related

data, you can use worksheets to help organize your data and

make it easier to work with. When you open an Excel

workbook, there are three worksheets by default. The default

names on the worksheet tabs are Sheet1, Sheet2, and Sheet3.

To organize your workbook and make it easier to navigate,

you can rename and even color code the worksheet tabs.

Additionally, you can insert, delete, move, and copy

worksheets.

To Rename Worksheets

1. Right-click the worksheet tab you want to rename. The

worksheet menu appears.

2. Select Rename.

3. The text is now highlighted by a black box. Type the name

of your worksheet.

4. Click anywhere outside of the tab. The worksheet is

renamed.

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To Insert New Worksheets

Click on the Insert Worksheet icon. A new worksheet will

appear.

Inserting a new worksheet

Note: You can change the setting for the default number of

worksheets that appear in Excel workbooks. To access this

setting, go into Backstage view and click on Options.

To Delete Worksheets

Worksheets can be deleted from a workbook, including those

that contain data.

1. Select the worksheets you want to delete.

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2. Right-click one of the selected worksheets. The worksheet

menu appears.

3. Select Delete. The selected worksheets will be deleted

from your workbook.

To Copy a Worksheet

1. Right-click the worksheet you want to copy. The

worksheet menu appears.

2. Select Move or Copy.

3. The Move or Copy dialog box appears. Check the Create

a copy box.

4. Click OK. Your worksheet is copied.

Move a Worksheet

1. Click on the worksheet you want to move. The mouse will

change to show a small worksheet icon.

2. Drag the worksheet icon until a small black arrow appears

where you want the worksheet to be moved.

3. Release your mouse, and the worksheet will be moved.

To Color Code Worksheet Tabs

You can color worksheet tabs to help organize your

worksheets and make your workbook easier to navigate.

1. Right-click the worksheet tab you want to color. The

worksheet menu appears.

2. Select Tab Color. The color menu appears.

3. Select the color you want to change your tab.

4. The tab color will change in the workbook. If your tab still

appears white, that is because the worksheet is still

selected. Select any other worksheet tab to see the color

change.

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Grouping and Ungrouping Worksheets

We work with each worksheet in a workbook individually, or

work with multiple worksheets at the same time. Worksheets

can be combined together into a group. Any changes made to

one worksheet in a group will be made to every worksheet in

the group. While worksheets are grouped, you can navigate to

any worksheet in the group and make changes that will appear

on every worksheet in the group. If you click on a worksheet

tab that is not in the group, however, all of your worksheets

will become ungrouped. You will have to regroup them.

To Group Worksheets

1. Select the first worksheet you want in the group.

2. Press and hold the Ctrl key on your keyboard.

3. Select the next worksheet you want in the group. Continue

to select worksheets until all of the worksheets you want to

group are selected.

4. Release the Ctrl key. The worksheets are now grouped.

The worksheet tabs appear white for the grouped

worksheets.

To Ungroup All Worksheets

1. Right-click one of the worksheets. The worksheet menu

appears.

2. Select Ungroup. The worksheets will be ungrouped.

Freezing Worksheet Panes

The ability to freeze specific rows or columns in your

worksheet can be a very useful feature in Excel. It is called

freezing panes. When you freeze panes, you select rows or

columns that will remain visible all the time, even as you are

scrolling. This is particularly helpful when working with large

spreadsheets.

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To Freeze Rows

1. Select the row below the rows that you want frozen. For

example, if you want rows 1 & 2 to always appear at the

top of the worksheet

2. Click the View tab.

3. Click the Freeze Panes command. A drop-down menu

appears.

4. Select Freeze Panes.

Freeze Panes command from the View tab

5. A black line appears below the rows that are frozen in

place. Scroll down in the worksheet to see the rows below

the frozen rows.

To Freeze Columns

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

frozen. For example, if you want columns A & B to always

appear to the left of the worksheet even as you scroll, then

select column C.

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2. Click the View tab.

3. Click the Freeze Panes command. A drop-down menu

appears.

4. Select Freeze Panes.

5. A black line appears to the right of the frozen area. Scroll

across the worksheet to see the columns to the right of the

frozen columns.

To Unfreeze Panes

1. Click the View tab.

2. Click the Freeze Panes command. A drop-down menu

appears.

3. Select Unfreeze Panes. The panes will be unfrozen, and

the black line will disappear.

Practice 7

1. Open an existing Excel 2010 workbook.

2. Insert a new worksheet.

3. Change the name of a worksheet.

4. Delete a worksheet.

5. Move a worksheet.

6. Copy a worksheet.

7. Try grouping and ungrouping worksheets.

8. Try freezing and unfreezing columns and rows.

6.10 Printing

There are many choices we can make when printing an Excel

workbook. You can choose what parts of a workbook to print

and how the data fits on the page. In previous versions of

Excel, there was a Print Preview option that allowed you to

preview and modify the workbook before printing. You may

have noticed that this feature seems to be gone in Excel 2010.

It actually has not disappeared; it has just been combined with

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the Print window to create the Print pane, which is located in

Backstage view.

To View the Print Pane

1. Click the File tab. This takes you to Backstage view.

2. Select Print. The Print pane appears, with the print

settings on the left and the Print Preview on the right.

To Print Active Sheets

If you have multiple worksheets in your workbook, you will

need to decide if you want to print the whole workbook or

specific worksheets. Excel gives you the option to Print

Active Sheets. A worksheet is considered active if it is

selected.

1. Select the worksheets you want to print. To print multiple

worksheets, click on the first worksheet, hold down the

Ctrl key, then click on the other worksheets you want to

select.

2. Click the File tab.

3. Select Print to access the Print pane.

4. Select Print Active Sheets from the print range drop-

down menu.

5. Click the Print button.

To Print the Entire Workbook:

1. Click the File tab.

2. Select Print to access the Print pane.

3. Select Print Entire Workbook from the print range

drop-down menu.

4. Click the Print button.

To Print a Selection, or Set the Print Area:

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Printing a selection (sometimes called setting the print area)

lets you choose which cells to print, as opposed to the entire

worksheet.

1. Select the cells that you want to print.

2. Click the File tab.

3. Select Print to access the Print pane.

4. Select Print Selection from the print range drop-down

menu.

5. You can see what your selection will look like on the page

in Print Preview.

6. Click the Print button.

Note: You don't have to wait until you're ready to print to set

the print area. You can also set it from the Page Layout tab in

advance. This will place a dotted line around your selection,

so you can see which cells are going to print while you work.

To do this, just select the cells you want to print, go to the

Page Layout tab, and choose Print Area.

To Change Page Orientation

Change the page orientation to Portrait to orient the page

vertically or Landscape to orient the page horizontally.

Portrait is useful for worksheets needing to fit more rows on

one page, and Landscape is useful for worksheets needing to

fit more columns on one page.

1. Click the File tab.

2. Select Print to access the Print pane.

3. Select either Portrait Orientation or Landscape

Orientation from the orientation drop-down menu.

4. Your page orientation is changed.

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To Fit a Worksheet on One Page:

1. Click the File tab.

2. Select Print to access the Print pane.

3. Select Fit Sheet on One Page from the scaling drop-down

menu.

Fit Sheet on One Page command

4. Your worksheet is reduced in size until it fits on one page.

Remember that if it is scaled too small, it might be difficult

to read.

To Modify Margins While in Print Preview

The margins of your worksheet may need to be adjusted to

make data fit more comfortably on the printed page. You can

adjust the margins in Print Preview.

1. Click the File tab.

2. Select Print to access the Print pane.

3. Click on the Show Margins button. Your margins will

appear.

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4. Hover your mouse over one of the margin markers until

the double arrow appears.

5. Click and drag the margin to your desired location.

6. Release the mouse. The margin is modified.

To Use Print Titles

Imagine how difficult it would be to read a worksheet if the

column and row headings only appeared on the first page. The

Print Titles command allows you to select specific rows and

columns to appear on each page.

1. Click the Page Layout tab.

2. Select the Print Titles command.

3. The Page Setup dialog box appears. Click the icon at the

end of the Rows to repeat at top field.

Clicking on icon

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4. Your mouse becomes the small selection arrow . Click on

the rows you want to appear on each printed page. The

Rows to repeat at top dialog box will record your

selection.

5. Click the icon at the end of the Rows to repeat at top field.

6. Repeat for Columns to repeat at left, if necessary.

7. Click OK. You can go to Print Preview to see how each

page will look when printed.

To Insert a Break

1. Click the Page Layout tab.

2. Determine the placement of the break by clicking on the

row below, cell below, or column to the right of where

you want the break to appear. For example, select column

C and a break will appear after column B.

3. Select the Insert Page Break command from the Breaks

drop-down menu.

4. The break is inserted. You can go to Print Preview to

confirm it appears in the correct place on the page.

Practice

1. Open an existing Excel 2010 workbook.

2. Try printing two active worksheets.

3. Try printing only a selection of cells.

4. Change the page orientation to Landscape.

5. Try fitting a large worksheet on one page.

6. Try modifying the margins of a worksheet in Print

Preview.

7. Create a page break so that only columns A and B appear

on one page.

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6.11 Exercise

1. Identify and give function any 5 components excel 2010

users interface.

2. Outline procedures to add commands to any of the default

tabs in Microsoft office Suite 2010

3. What is quick access toolbar (QAT)? Outline procedures to

add commands to QAT.

4. Define the following briefly

i. Cells

ii. Worksheets

iii. Workbook

5. Outline the procedures to use fill handle to generate

months of the year in ascending order along the column of

a worksheet.

6. What is freeze pane? Give advantage of freeze pane in

excel.

7. Highlight procedures to freeze a Row or Colum in excel

8. What are the page orientation available when print

worksheets? Outline the procedures to change the page

orientation before printing the worksheet.

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Chapter Seven

Common Tasks in Excel

7.1 Complex Formulas

xcel is a spreadsheet application that can help you

calculate and analyze numerical information for

household budgets, company finances, inventory, and

more. To do this, you need to understand complex formulas.

Simple formulas have one mathematical operation, such as

5+5. Complex formulas have more than one mathematical

operation, such as 5+5-2. When there is more than one

operation in a formula, the order of operations tells us which

operation to calculate first. In order to use Excel to calculate

complex formulas, you will need to understand the order of

operations.

Order of Operations

Excel calculates formulas based on the following order of

operations:

1. Operations enclosed in parentheses

2. Exponential calculations (to the power of)

3. Multiplication and division, whichever comes first

4. Addition and subtraction, whichever comes first

A mnemonic that can help you remember the order is Please

Excuse My Dear Aunt Sally.

E

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Example 1

The following example demonstrates how to use the order of

operations to calculate a formula:

Order of Operations example

To Create a Complex Formula Using the Order of

Operations

In this example, we will use cell references in addition to

actual values to create a complex formula that will add tax to

the nursery order.

1. Click the cell where you want the formula result to appear

(for example, F11).

2. Type the equals sign (=).

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3. Type an open parenthesis, then click on the cell that

contains the first value you want in the formula (for

example, F4).

4. Type the first mathematical operator (for example, the

addition sign).

5. Click on the cell that contains the second value you want in

the formula (for example, F5), and then type a closed

parenthesis.

6. Type the next mathematical operator (for example, the

multiplication sign).

7. Type the next value in the formula (for example, 0.055 for

5.5% tax).

8. Click Enter to calculate your formula. The results show

that $2.12 is the tax for the nursery order.

Working with Cell References

In order to maintain accurate formulas, it is necessary to

understand how cell references respond when you copy or fill

them to new cells in the worksheet. Excel will interpret cell

references as either relative or absolute. By default, cell

references are relative references. When copied or filled, they

change based on the relative position of rows and columns. If

you copy a formula (=A1+B1) into row 2, the formula will

change to become (=A2+B2).

Absolute references, on the other hand, do not change when

they are copied or filled and are used when you want the

values to stay the same.

Relative References

Relative references can save you time when you are repeating

the same kind of calculation across multiple rows or columns.

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In the following example, we are creating a formula with cell

references in row 4 to calculate the total cost of the electric bill

and water bill for each month (B4=B2+B3). For the upcoming

months, we want to use the same formula with relative

references (C2+C3, D2+D3, E2+E3, etc.) For convenience, we

can copy the formula in B4 into the rest of row 4, and Excel

will calculate the value of the bills for those months using

relative references.

Create and Copy a Formula with Relative References

1. Select the first cell where you want to enter the formula (for

example, B4).

2. Enter the formula to calculate the value you want (for

example, add B2+B3).

3. Press Enter. The formula will be calculated.

4. Select the cell you want to copy (for example, B4) and

click on the Select the cells where you want to paste the

formula and click on the Paste command from the Home

tab. (You may also drag the fill handle to fill cells.)

5. Your formula is copied to the selected cells as a relative

reference (C4=C2+C3, D4=D2+D3, E4=E2+E3, etc.) and

the values are calculated.

Absolute References

There may be times when you do not want a cell reference to

change when copying or filling cells. You can use an absolute

reference to keep a row and/or column constant in the

formula.

An absolute reference is designated in the formula by the

addition of a dollar sign ($). It can precede the column

reference, the row reference, or both.

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In the below example, we want to calculate the sales tax for a

list of products with varying prices. We will use an absolute

reference for the sales tax ($B$1) because we do not want it to

change as we are copying the formula down the column of

varying prices.

Create and Copy a Formula Using an Absolute Reference

1. Select the first cell where you want to enter the formula (for

example, C4).

2. Click on the cell that contains the first value you want in

the formula (for example, B4).

3. Type the first mathematical operator (for example, the

multiplication sign).

4. Type the dollar sign ($) and enter the column letter of the

cell you are making an absolute reference to (for example,

B).

5. Type the dollar sign ($) and enter the row number of the

same cell you are making an absolute reference to (for

example, 1).

6. Press Enter to calculate the formula.

7. Select the cell you want to copy (for example, C4) and

click on the Copy command from the Home tab.

8. Select the cells where you want to paste the formula and

click on the Paste command from the Home tab. (You may

also drag the fill handle to fill cells.)

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9. Your formula is copied to the selected cells using the

absolute reference (C5=B5*$B$1, C6=B6*$B$1, etc.) and

your values are calculated.

Practice

1. Open an existing Excel 2010 workbook.

2. Create a complex formula that uses the addition and

subtraction operations.

3. Create a complex formula that uses the multiplication and

division operations.

4. Create a formula that uses an absolute reference.

5. Create a formula that uses a relative reference. 7.2. Working with Basic Functions in Excel

Figuring out formulas for calculations you want to make in

Excel can be tedious and complicated. Fortunately, Excel has

an entire library of functions or predefined formulas that you

can take advantage of.

Basic Functions

A function is a predefined formula that performs

calculations using specific values in a particular order. One of

the key benefits of functions is that they can save you time

since you do not have to write the formula yourself. Excel has

hundreds of different functions to assist with your

calculations.

In order to use these functions correctly, you need to

understand the different parts of a function and how to create

arguments in functions to calculate values and cell references.

The Parts of a Function

The order in which you insert a function is important. Each

function has a specific order, called syntax, which must be

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followed for the function to work correctly. The basic syntax

to create a formula with a function is to insert an equals sign

(=), a function name (SUM, for example, is the function

name for addition), and an argument. Arguments contain the

information you want the formula to calculate, such as a range

of cell references.

Syntax of a basic function

Working with Arguments

Arguments must be enclosed in parentheses. Individual

values or cell references inside the parentheses are separated

by either colons or commas.

Colons create a reference to a range of cells. For example,

=AVERAGE(E19:E23) would calculate the average of the

cell range E19 through E23.

Commas separate individual values, cell references, and cell

ranges in the parentheses. If there is more than one argument,

you must separate each argument by a comma. For example,

=COUNT(C6:C14,C19:C23,C28) will count all the cells in

the three arguments that are included in parentheses.

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Create a Basic Function in Excel

1. Select the cell where the answer will appear (F15, for

example).

2. Type the equals sign (=) and enter the function name

(SUM, for example).

3. Enter the cells for the argument inside the parentheses.

4. Press Enter and the result will appear.

Using AutoSum to select Common Functions:

The AutoSum command allows you to automatically return

the results for a range of cells for common functions like SUM

and AVERAGE.

1. Select the cell where the answer will appear (E24, for

example).

2. Click on the Home tab.

3. In the Editing group, click on the AutoSum drop-down

arrow and select the function you desire (Average, for

example).

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AutoSum command

4. A formula will appear in the selected cell E24. If logically

placed, AutoSum will select your cells for you. Otherwise,

you will need to click on the cells to choose the argument

you desire.

5. Press Enter and the result will appear.

Note: The AutoSum command can also be accessed from the

Formulas tab.

Function Library

There are hundreds of functions in Excel, but only some will

be useful for the kind of data you are working with. There is

no need to learn every single function, but you may want to

explore some of the different kinds to get ideas about which

ones might be helpful to you as you create new spreadsheets.

A great place to explore functions is in the Function Library

on the Formulas tab. Here you may search and select Excel

functions based on categories such as Financial, Logical,

Text, Date & Time, and more. Click the buttons in the

interactive below to learn more.

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To Insert a Function from the Function Library

1. Select the cell where the answer will appear (I6, for

example).

2. Click on the Formulas tab.

3. From the Function Library group, select the function

category you desire. In this example, we will choose Date

& Time.

4. Select the desired function from the Date & Time drop-

down menu. We will choose the NETWORKDAYS

function to count the days between the order date and

receive date in our worksheet.

5. The Function Arguments dialog box will appear. Insert

the cursor in the first field and then enter or select the

cell(s) you desire (G6, for example).

6. Insert the cursor in the next field and then enter or select

the cell(s) you desire (H6, for example).

7. Click OK and the result will appear.

Insert Function Command

The Insert Function command is convenient because it

allows you to search for a function by typing a description of

what you are looking for or by selecting a category to peruse.

The Insert Function command can also be used to easily enter

or select more than one argument for a function.

Using the Insert Function command:

In this example, we want to find a function that will count the

total number of supplies listed in the Office Supply Order Log.

The basic COUNT function only counts cells with numbers;

we want to count the cells in the Office Supply column, which

uses text. Therefore, we will need to find a formula that counts

cells with text.

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1. Select the cell where the answer will appear (A27, for

example).

2. Click on the Formulas tab and select the Insert Function

command.

3. The Insert Function dialog box will appear.

4. Type a description of the function you are searching for

and click Go. For our example, we will type: Count cells

with text. (You may also search by selecting a category.)

5. Review the results to find the function you desire. We will

use COUNTA. Then click OK.

6. The Function Arguments dialog box will appear. Insert

the cursor in the first field and then enter or select the

cell(s) you desire (A6:A14, for example).

7. Insert the cursor in the next field and then enter or select

the cell(s) you desire (A19:A23, for example). (You may

continue to add additional arguments if needed.)

8. Click OK and the result will appear.

Practice

1. Open an existing Excel 2010 workbook.

2. Create a function that contains more than one argument.

3. Use AutoSum to insert a function.

4. Insert a function from the Functions Library.

5. Use the Insert Function command to search and explore

functions.

7.3. Sorting Data

With more than 17 billion cells in a single worksheet, Excel

2010 gives you the ability to work with an enormous amount

of data. Arranging your data alphabetically, from smallest to

largest or other criteria can help you find the information

you're looking for more quickly.

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Basic Sorting

Sorting is a common task that allows you to change or

customize the order of your spreadsheet data. For example,

you could organize an office birthday list by employee,

birthdate, or department, making it easier to find what you're

looking for. Custom sorting takes it a step further, giving you

the ability to sort multiple levels (such as department first,

then birthdate, to group birthdates by department), and more.

To Sort in Alphabetical Order

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

example, we will sort by Last Name.

2. Select the Data tab, and locate the Sort and Filter group.

3. Click the ascending command to Sort A to Z, or the

descending command to Sort Z to A.

4. The data in the spreadsheet will be organized

alphabetically.

Note: Sorting options can also be found on the Home tab,

condensed into the Sort & Filter command.

Sort in Numerical Order

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

2. From the Data tab, click the ascending command to Sort

Smallest to Largest, or the descending command to Sort

Largest to Smallest.

3. The data in the spreadsheet will be organized numerically.

Sort by Date or Time

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

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2. From the Data tab, click the ascending command to Sort

Oldest to Newest, or the descending command to Sort

Newest to Oldest.

3. The data in the spreadsheet will be organized by date or

time.

Custom Sorting

To Sort in the Order of Your Choosing:

You can use a Custom List to identify your own sorting order,

such as days of the week, or, in this example, T-shirt sizes

from smallest to largest (Small, Medium, Large, and X-Large).

1. From the Data tab, click the Sort command to open the

Sort dialog box.

2. Identify the column you want to Sort by by clicking the

drop-down arrow in the Column field. In this example, we

will choose T-Shirt Size.

3. Make sure Values is selected in the Sort On field.

4. Click the drop-down arrow in the Order field, and choose

Custom List... 5. Select NEW LIST, and enter how you want your data

sorted in the List entries box. We will sort T-shirt sizes

from smallest to largest.

6. Click Add to save the list, then click OK.

7. Click OK to close the Sort dialog box and sort your data.

8. The spreadsheet will be sorted in order of Small, Medium,

Large, and X-Large.

To Sort by Cell Color, Font Color, or Cell Icon:

1. From the Data tab, click the Sort command to open the

Sort dialog box.

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2. Identify the column you want to Sort by by clicking the

drop-down arrow in the Column field.

3. Choose whether you want to sort by Cell Color, Font

Color, or Cell Icon in the Sort On field. In this example,

we will sort on Font Color.

4. In the Order field, click the drop-down arrow to choose a

color, then decide whether you want it ordered On Top or

On Bottom.

5. Click OK. The data is now sorted by attribute rather than

text.

Sorting Multiple Levels

Another feature of custom sorting, sorting multiple levels

allows you to identify which columns to sort by and when,

giving you more control over the organization of your data.

For example, you could sort by more than one cell color (such

as red, then yellow, then green, to indicate different levels of

priority), or, as seen here, sort students by homeroom number,

then by last name.

To Add a Level:

1. From the Data tab, click the Sort command to open the

Sort dialog box.

2. Identify the first item you want to Sort by.

3. Click Add Level to add another item.

4. Identify the item you want to sort by next. We will sort

Last Name from A to Z.

5. Click OK.

6. The spreadsheet will be sorted so that homeroom numbers

are in order, and within each homeroom, students are listed

alphabetically by last name.

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To Change the Sorting Priority:

1. From the Data tab, click the Sort command to open the

Custom Sort dialog box.

2. Select the level you want to re-order.

3. Use the Move Up or Move Down arrows. The higher the

level is on the list, the higher its priority.

4. Click OK.

Practice

1. Open an existing Excel workbook.

2. Sort a column in ascending or descending order.

3. Add a second level, and sort it according to cell color, font

color, or cell icon.

4. Add another level, and sort it using a Custom List.

5. Change the sorting priority.

Showing or Hiding Data

To Show or Hide a Group

1. Click the minus sign, also known as the Hide Detail

symbol, to collapse the group.

2. Click the plus sign, also known as the Show Detail symbol,

to expand the group again.

Note: You can also use the or commands on the Data tab in

the Outline group. First select a cell in the group you want to

show or hide, then click the appropriate command.

7.4 Creating Your Own Groups

The Group command allows you to group any range of cells

either columns or rows. It does not calculate a subtotal or rely

on your data being sorted. This gives you the ability to show

or hide any part of your worksheet, and display only the

information you need.

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To Create and Control Your Own Group

In this example, we will prepare a list of T-shirt colors and

sizes that need to be distributed to each homeroom. Some of

the data in the worksheet is not relevant to the distribution of

the T-shirts; however, instead of deleting it, we will group it,

then temporarily hide it from view.

1. Select the range of cells that you want to group. In this

example, we will group the First Name, Last Name, and

Payment columns.

2. From the Data tab, click the Group command.

3. Excel will group the selected columns or rows.

4. Click the minus sign, also known as the Hide Detail

symbol, to hide the group.

5. The group will be hidden from view.

Note: Click the plus sign, also known as the Show Detail

symbol, to show the group again.

Practice

1. Open an existing Excel workbook.

2. Outline your worksheet using the Subtotal command.

3. Display the first level of groups in your outline.

4. Display the highest level to view your entire worksheet

again.

5. Create your own group of rows or columns, then hide the

group from view.

6. Ungroup any range of data.

7. Remove subtotaling from your worksheet.

7.5. Filtering Data

Filters can be used to narrow down the data in your worksheet

and hide parts of it from view. While it may sound a little like

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grouping, filtering is different in the way that it allows you to

qualify and display only the data that interests you. For

example, you could filter a list of survey participants to view

only those who are between the ages of 25 and 40. You could

also filter an inventory of paint colors to view anything that

contains the word "blue," such as "bluebell" or "robin's egg

blue."

Filtering Data

Filters can be applied in many different ways to improve the

performance of your worksheet. You can filter text, dates, and

numbers. You can even use more than one filter to further

narrow down your results.

To Filter Data

In this example, we will filter the contents of an equipment log

at a technology company. We will display only the laptops and

projectors that are available for checkout.

1. Begin with a worksheet that identifies each column using a

header row.

2. Select the Data tab, and locate the Sort & Filter group.

3. Click the Filter command.

4. Drop-down arrows will appear in the header of each

column.

5. Click the drop-down arrow for the column you would like

to filter. In this example, we will filter the Type column to

view only certain types of equipment.

6. The Filter menu appears.

7. Uncheck the boxes next to the data you don't want to view.

(You can uncheck the box next to Select All to quickly

uncheck all.)

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8. Check the boxes next to the data you do want to view. In

this example, we will check Laptop and Projector to view

only those types of equipment.

9. Click OK. All other data will be filtered, or temporarily

hidden. Only laptops and projectors will be visible.

To Add Another Filter

Filters are additive, meaning you can use as many as you need

to narrow down your results. In this example, we will work

with a spreadsheet that has already been filtered to display

only laptops and projectors. Now we will display only laptops

and projectors that were checked out during the month of

August.

1. Click the drop-down arrow where you would like to add a

filter. In this example, we will add a filter to the Checked

Out column to view information by date.

2. Uncheck the boxes next to the data you don't want to view.

Check the boxes next to the data you do want to view.

3. Click OK. In addition to the original filter, the new filter

will be applied. The worksheet will be narrowed down even

further.

To Clear a Filter

1. Click the drop-down arrow in the column from which you

want to clear the filter.

2. Choose Clear Filter From...

3. The filter will be cleared from the column. The data that

was previously hidden will be on display once again.

Note: To instantly clear all filters from your worksheet, click

the Filter command on the Data tab.

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Advanced Filtering

To Filter Using Search

Searching for data is a convenient alternative to checking or

unchecking data from the list. You can search for data that

contains an exact phrase, number, or date, or a simple

fragment.

1. From the Data tab, click the Filter command.

2. Click the drop-down arrow in the column you would like

to filter. In this example, we will filter the Equipment

Detail column to view only a specific brand.

3. Enter the data you would like to view in the Search box.

4. Check the boxes next to the data you want to display.

5. Click OK. The worksheet will be filtered according to your

search term.

To Use Advanced Text Filters

Advanced text filters can be used to display more specific

information, such as cells that contain a certain number of

characters, or data that does not contain a word you specify.

1. From the Data tab, click the Filter command.

2. Click the drop-down arrow in the column of text that you

would like to filter.

3. Choose Text Filters to open the advanced filtering menu.

4. Choose a filter.

5. The Custom AutoFilter dialog box appears.

6. Enter your text to the right of your filter..

7. Click OK. The data will be filtered according to the filter

you chose and the text you specified.

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To Use Advanced Date Filters

Advanced date filters can be used to view information from a

certain time period, such as last year, next quarter, between

two dates, and more. Excel automatically knows your current

date and time, making this tool very easy to use. In this

example, we will use advanced date filters to view only the

equipment that has been checked out this week.

1. From the Data tab, click the Filter command.

2. Click the drop-down arrow in the column of dates that

you would like to filter. In this example, we will filter the

Checked Out column to view only a certain range of dates.

3. Choose Date Filters to open the advanced filtering menu.

4. Click a filter. We will choose This Week to view

equipment that has been checked out this week.

5. The worksheet will be filtered according to the date filter

you chose.

To Use Advanced Number Filters

Advanced number filters allow you to manipulate numbered

data in many different ways. For example, in a worksheet of

exam grades, you could display the top and bottom numbers to

view the highest and lowest scores. From the Data tab, click

the Filter command.

1. Click the drop-down arrow in the column of numbers

that you would like to filter.

2. Choose Number Filters to open the advanced filtering

menu.

3. Choose a filter.

4. Enter a number to the right of each filter.

5. Click OK. The data will be filtered according to the filter

you chose and the numbers you specified.

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Practice

1. Open an existing Excel workbook.

2. Filter a column of data.

3. Add another filter by searching for the data you want.

4. Clear both filters.

5. Use an advanced text filter to view data that does not

contain a certain word or phrase.

6. Use an advanced date filter to view data from a certain time

period.

7. Use an advanced number filter to view numbers less than a

certain amount.

7.5 Formatting Tables

Once you have entered information into a spreadsheet, you

may want to format it. Formatting your spreadsheet can not

only improve the look and feel of your spreadsheet, but it also

can make it easier to use. In a previous lesson, we discussed

many manual formatting options such as bold and italics. In

this lesson, you will learn how to format as a table to take

advantage of the tools and predefined table styles available in

Excel 2010.

Format Information as a Table

1. Select the cells you want to format as a table. In this

example, an invoice, we will format the cells that contain

the column headers and the order details.

2. Click the Format as Table command in the Styles group

on the Home tab.

3. A list of predefined table styles will appear. Click a table

style to select it.

4. A dialog box will appear, confirming the range of cells you

have selected for your table. The cells will appear selected

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in the spreadsheet, and the range will appear in the dialog

box.

5. If necessary, change the range by selecting a new range of

cells directly on your spreadsheet.

6. If your table has headers, check the box next to My table

has headers.

7. Click OK. The data will be formatted as a table in the style

that you chose.

Modifying Tables

To Add Rows or Columns

1. Select any cell in your table. The Design tab will appear on

the Ribbon.

2. From the Design tab, click the Resize Table command.

3. Directly on your spreadsheet, select the new range of cells

that you want your table to cover. You must select your

original table cells as well.

4. Click OK. The new rows and/or columns will be added to

your table.

To Change the Table Style

1. Select any cell in your table. The Design tab will appear.

2. Locate the Table Styles group. Click the More drop-down

arrow to see all of the table styles.

3. Hover the mouse over the various styles to see a live

preview.

4. Select the desired style. The table style will appear in your

worksheet.

To Change the Table Style Options

When using an Excel table, you can turn various options on or

off to change its appearance. There are six options: Header

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Row, Total Row, Banded Rows, First Column, Last

Column, and Banded Columns.

1. Select any cell in your table. The Design tab will appear.

2. From the Design tab, check or uncheck the desired options

in the Table Style Options group.

Table style options

Note: Depending on the Table Style you're using, certain

Table Style Options may have a different effect. You may

need to experiment to get the exact look you want.

Practice

1. Open an existing Excel workbook.

2. Format a range of cells as a table.

3. Add a row or a column.

4. Change the table style options.

5. Change the table style several times. Take note of how the

table options may appear different depending on the style

you use.

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7.6 Exercise

1. Compare formula and Function

2. Describe order of evaluation of formula in excel

3. Compare the 2 major interpretation of Cell references in

excel

4. What is function in excel? Name and give important 3

major components of Excel Funtion

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Chapter Eight

Advance Excel Operation

8.1 Reviewing and Sharing Workbooks

uppose someone asked you to proofread a worksheet

they put together. If you had a hard copy, you might use

a red pen to cross out cell data, mark misspellings, or

add comments in the margins. However, you could also do all

of these things in Excel using the Track Changes and

Comments features.

When you've finished reviewing the worksheet, the other

person can choose to automatically Accept all of your

changes, or decide whether to Accept or Reject each change

one by one.

8.2 Tracking Changes

When you need to collaborate on the content of a spreadsheet

or if you need someone to proofread your worksheet, Excel's

Track Changes and Comments features make it easier for

you to collaborate with others.

When you turn on the Track Changes option, every change

you make to the worksheet will be highlighted with a unique

border and indicator. Hovering your mouse over a highlighted

cell will display the details of the change. This allows the

other person to see what changes have been made before

making the changes permanent.

S

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The color of the highlights will vary depending on who is

reviewing the document, so if there are multiple reviewers,

you'll be able to tell at a glance who made each change.

To Turn on Track Changes

1. Go to the Review tab.

2. Click Track Changes, then select Highlight Changes

from the drop-down menu.

Highlight tracked changes

3. The Highlight Changes dialog box will appear.

4. Check the box next to Track changes while editing.

5. Verify the box is checked for Highlight changes on

screen. This will highlight your changes while you work.

6. Click OK.

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Turning Track Changes on

7. If prompted, click OK to allow Excel to save your

workbook.

8. Change tracking is now active. Any changes you make to

the worksheet will be highlighted with a unique border

and indicator.

Your workbook will be "shared" automatically when you turn

Track Changes on. Shared workbooks are designed to be

stored where other users (such as users on the same network)

can access and edit the workbook at the same time. However,

you can also track changes in a local or personal copy.

To Turn off Track Changes

1. From the Review tab, click Track Changes. Then select

Highlight Changes from the drop-down menu.

2. Uncheck the box next to Track changes while editing.

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Turning Track Changes off

3. Click Yes to confirm that you want to turn off Track

Changes and stop sharing your workbook.

Removing the workbook from shared mode

Note: Turning off Track Changes will delete any tracking that

has taken place in your workbook. You will not be able to

view, accept, or reject changes; instead, they will all be

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applied to your workbook automatically. Always review the

changes in your worksheet before turning Track Changes off.

8.3 Adding and Deleting Comments

Sometimes, you may want to add a comment to a worksheet,

to provide feedback for the author instead of changing the

contents. Comments are highlighted by a unique indicator and

can be read by the original author or by any other reviewers.

To Add a Comment

1. Select the cell where you want the comment to appear.

2. From the Review tab, click the New Comment command.

New Comment command

3. Type your comment.

4. The red indicator in the upper right corner shows that there

is a comment in that cell.

5. Hover your mouse over the cell to view the comment.

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To Edit a Comment

1. Select the cell containing the comment you wish to edit.

2. From the Review tab, click the Edit Comment command

(where the New Comment command used to be).

3. Edit your comment.

To Delete a Comment:

1. Select the cell containing the comment you wish to delete.

2. From the Review tab, click the Delete command.

3. The comment will be deleted.

Accepting or Rejecting Changes

Tracked changes are really just "suggested" changes. To

become permanent, they have to be Accepted. On the other

hand, the original author may disagree with some of the

tracked changes and choose to Reject them.

To Accept or Reject Changes

1. From the Review tab, click Track Changes. Then select

Accept/Reject Changes from the drop-down menu.

Accept/Reject Changes command

2. If prompted, allow Excel to save your workbook.

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3. Identify which changes you want to accept or reject. In this

example, we will address all the changes that we have not

yet reviewed.

4. Click OK.

5. The Accept or Reject Changes dialog box will appear.

6. Click Accept or Reject for each change in the document.

Excel will cycle through each change automatically until

you have addressed them all.

Note: To accept or reject all the changes at once, click Accept

All or Reject All in the Accept or Reject Changes dialog box.

Adjusting How Changes are Viewed

Sometimes it's hard to see exactly what has been changed in a

shared workbook. Taking in the meaning of a large amount of

feedback can also be problematic if your worksheet contains

many comments. There are a few settings you can use to

adjust the way changes and comments are viewed.

To List Changes on a Separate Worksheet

An alternative to viewing them as highlights on your

worksheet, you can view changes on a new worksheet of their

own, sometimes called the change history. The change

history lists everything in your worksheet that has been

changed, including the "old value" (what the cell used to

contain) and the "new value" (what the cell contains now).

1. Save your workbook.

2. From the Review tab, click Track Changes. Then select

Highlight Changes from the drop-down menu.

3. Check the box next to List changes on a new sheet.

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Listing changes on a separate worksheet

4. Click OK.

To Show or Hide Comments

1. Select a cell that contains a comment.

2. From the Review tab, click the Show/Hide Comment

command to show the comment.

3. The comment will remain on display without you having to

hover your mouse over the cell.

4. Click the Show/Hide Comment command again to hide

the comment.

Note: Click the Show All Comments command to view every

comment in your worksheet at once.

8.4 Finalizing and Protecting Your Workbook

Before you send your workbook out, take a minute to prepare

a final copy. Excel has tools that might save you from sharing

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a workbook that contains spelling errors, or information about

the workbook itself that you do not want the recipient to see.

Use the Spelling command to find and edit any misspelled

words; use the Document Inspector to find and delete any

hidden data or personal information that is stored in the

workbook, such as hidden comments, invisible objects, and

file paths; and consider your Protect Workbook options,

designed to keep other users from making unwanted changes

to your workbook.

To Check Spelling

1. Select the cells you want to spell check.

2. Click on the Spelling command from the Review tab.

Selecting the Spelling command

3. The Spelling dialog box will open. From the Spelling

dialog box, you can review and edit any misspelled words.

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Note: You can also check the spelling of every cell in an active

worksheet by selecting any empty cell in the worksheet and

then clicking on the Spelling command.

Ignoring Spelling "Errors"

There are times when Excel will say something is an error

when it is not. This often happens with people's names, which

may not be in the dictionary. Even if Excel says that

something is an error, you can choose not to change it. There

are three options you can choose from:

Ignore Once: This will skip the word without changing it.

Ignore All: This will skip the word without changing it, and

it will also skip all other instances of this word in the

worksheet.

Add to Dictionary: This adds the word to the dictionary so

that it will never come up as an error again. Make sure that

the word is spelled correctly before choosing this option.

To Use the Document Inspector

1. In Backstage view, click Info.

2. Click on the Check for Issues button. A drop-down menu

will appear.

3. Select Inspect Document. A dialog box will appear.

4. Check the boxes beside the content you want to inspect.

To unselect a box, simply click it again and the check

mark will disappear.

5. Click Inspect.

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Document Inspector dialog box

6. After the Document Inspector finishes, a new dialog box

will appear where you can review the inspection results.

Click the Remove All command beside any information

you want to remove.

Note: It is a good idea to save an additional copy of your

workbook before you use the Document Inspector to remove

information, because some changes cannot be undone.

Protecting Your Workbook

By default, anyone with access to your workbook will be able

to open, copy, and change any part of it unless you protect it.

There are many ways you can protect your workbook

depending on your needs. For example, you can mark your

workbook as final, set it up with a password, put restrictions

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on who can make changes, or make it so that only certain cells

or features of the workbook are changeable.

To Protect Your Workbook

1. Click the File tab to access the Backstage view.

2. From the Info pane, click the Protect Workbook

command.

3. Choose the option that best suits your needs. In this

example, we will select Mark as Final. Marking your

workbook as final is a way to discourage others from

making any changes to the workbook. It will alert whoever

opens it that typing, editing, and proofreading commands

are unavailable.

4. Click OK.

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Marking the workbook as final

Practice

1. Open an existing Excel workbook.

2. Turn on Track Changes.

3. Delete, add, or edit the text in several cells.

4. Add several comments.

5. Show all of the comments, then hide them.

6. Save your workbook, then list the tracked changes on a

separate worksheet (also known as the change history).

7. Accept all of the changes and turn off Track Changes.

8. Perform a spell check to prepare the final copy.

9. Use the Document Inspector to check the workbook.

10. Mark the workbook as Final.

8.5 Using Templates

In Excel 2010, you have many templates that can save you a

lot of time. A template is a pre-designed spreadsheet that you

can use to create new spreadsheets with the same formatting

and pre-defined formulas. With templates, you don't need to

know how to do the math, or even how to write formulas,

these are already integrated into the spreadsheet.

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Using Templates

Excel allows you to create a new workbook using a template,

which is a pre-designed spreadsheet. Several templates are

pre-loaded in Excel, and others are located on Office.com.

To Create a New Workbook Using a Template:

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

2. Select New. The Available Templates pane appears.

3. Click Sample templates to choose a built-in template, or

select an Office.com template category to download a

template. In this example, we will download a template

from Office.com.

Available Templates pane

4. Thumbnail images of the templates you have to choose

from appear in the center. A larger preview appears on the

right.

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5. Select the desired template, then click Download to open it.

(If using a Sample template, Download will be replaced by

Create.)

Opening a Template

6. A new workbook will appear using the template you

chose.

Note: Use caution when downloading Office.com templates.

Some of them are uploaded by people not affiliated with

Microsoft, and Microsoft cannot guarantee that those

templates are free from viruses or defects. For those templates,

you'll see a warning message before downloading them.

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Practice

1. Browse the Sample templates on your computer.

2. Browse several different template categories from

Office.com.

3. Create a new workbook using a template.

4. Enter your data into the template.

5. Save and close the workbook.

8.6 Working with Charts

A chart is a tool you can use in Excel to communicate your

data graphically. Charts allow your audience to see the

meaning behind the numbers, and they make showing

comparisons and trends a lot easier.

Excel has many different types of charts, so you can choose

one that most effectively represents the data.

To Create a Chart

1. Select the cells that you want to chart, including the

column titles and the row labels. These cells will be the

source data for the chart.

2. Click the Insert tab.

3. In the Charts group, select the desired chart category

(Column, for example).

4. Select the desired chart type from the drop-down menu

(Clustered Column, for example).

5. The chart will appear in the worksheet.

Chart Tools

Once you insert a chart, a set of Chart Tools, arranged into

three tabs, will appear on the Ribbon. These are only visible

when the chart is selected. You can use these three tabs to

modify your chart.

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To Change the Chart Type

1. From the Design tab, click the Change Chart Type

command. A dialog box appears.

2. Select the desired chart type and click OK.

Selecting a chart type

To Switch Row and Column Data

Sometimes when you create a chart, the data may not be

grouped the way you want it to be. In the clustered column

chart below, the Book Sales statistics are grouped by

Fiction/Non-Fiction, with a column for each year. However,

you can also switch the row and column data so that the

chart will group the statistics by year, with columns for

Fiction and Non-Fiction. In both cases, the chart contains the

same data; it's just organized differently.

Book Sales, grouped by Fiction/Non-Fiction

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1. Select the chart.

2. From the Design tab, select the Switch Row/Column

command.

3. The chart will then readjust.

To Change the Chart Layout

1. Select the Design tab.

2. Click the More drop-down arrow in the Chart Layouts

group to see all of the available layouts.

3. Select the desired layout.

4. The chart will update to reflect the new layout.

Note: Some layouts include chart titles, axes, or legend

labels. To change them, just place the insertion point in the

text and begin typing.

To Change the Chart Style

1. Select the Design tab.

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

group to see all of the available styles.

3. Select the desired style.

4. The chart will update to reflect the new style.

To Move the Chart to a Different Worksheet:

1. Select the Design tab.

2. Click the Move Chart command. A dialog box appears.

The current location of the chart is selected.

3. Select the desired location for the chart (i.e., chooses an

existing worksheet, or selects New Sheet and name it).

4. Click OK. The chart will appear in the new location.

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Practice

1. Open an existing Excel workbook.

2. Use worksheet data to create a chart.

3. Change the chart layout.

4. Apply a chart style.

5. Move the chart to a different worksheet.

8.7 Working with Sparklines

Sparklines are miniature charts that fit into a single cell. Since

they're so compact, you can place a large number of them in

your worksheets. For example, you could place one sparkline

on each row to show trends within that row. In this lesson, you

will learn how to insert sparklines and change their type and

appearance.

Types of Sparklines

There are three different types of sparklines: Line, Column,

and Win/Loss. Line and Column work the same as line and

column charts. Win/Loss is similar to Column, except it only

shows whether each value is positive or negative, instead of

how high or low the values are. All three types can display

markers at important points, such as the highest and lowest

points, to make them easier to read.

Line Column Win/Loss

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Why Use Sparklines?

Sparklines are basically charts, so why would you want to use

sparklines instead of charts? Sparklines have certain

advantages that make them more convenient in many cases.

Imagine you have 1000 rows of data. If you place a sparkline

on each row, it will be right next to its source data, making it

easy to see the relationships between the numbers and the

sparkline. If you used a traditional chart, it would need to have

1000 data series in order to represent all of the rows, and you

would probably need to do a lot of scrolling to find the

relevant data in the worksheet.

Sparklines are ideal for situations where you just want to make

the data clearer and more eye catching, and where you don't

need all of the features of a full chart. On the other hand,

charts are ideal for situations where you want to represent the

data in greater detail, and they are often better for comparing

different data series.

To Create Sparklines

Generally, you will have one sparkline for each row, but you

can create as many as you want in any location you want. Just

like with formulas, it's usually easiest to create a single

sparkline and then use the fill handle to automatically create

the sparklines for the remaining rows.

1. Select the cells that you will need for the first sparkline.

2. Click the Insert tab.

3. In the Sparklines group, select Line. A dialog box will

appear.

4. Make sure the insertion point is next to Location Range.

5. Click the cell where you want the sparkline to be.

6. Click OK. The sparkline will appear in the document.

7. Click and drag the fill handle downward.

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8. Sparklines will be created for the remaining rows.

Changing the Appearance of Your Sparklines

To Show Points on the Sparkline

Certain points on the sparkline can be emphasized with

markers, or dots, making the sparkline more readable. For

example, in a line with a lot of ups and downs, it may be

difficult to tell which ones are the highest and lowest points,

but if you show the High Point and Low Point, it will be easy

to identify them.

1. Select the sparklines that you want to change. If they are

grouped, you only need to select one of them.

2. Locate the Show group in the Design tab.

3. Hover over the different checkboxes to see a description of

each one.

Hovering over the High Point checkbox

4. Check each option that you want to show. The sparklines

will update to show the selected options.

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To Change the Style

1. Select the sparklines that you want to change.

2. Locate the Style group in the Design tab.

3. Click the More drop-down arrow to show all of the

available styles.

4. Select the desired style.

5. The sparklines will update to show the selected style.

To Change the Sparkline Type

1. Select the sparklines that you want to change.

2. Locate the Type group in the Design tab.

3. Select the desired type (Column, for example).

4. The sparkline will update to reflect the new type.

Note: Some sparkline types will be better or worse for certain

types of data. For example, Win/Loss is best suited for data

where there may be positive and negative values (such as net

earnings).

Changing the Display Range

By default, each sparkline is scaled to fit the maximum and

minimum values of its own data. This allows it to fill the

entire cell no matter how high or low the values are. However,

it has a downside: If you are trying to compare several

sparklines, you won't be able to tell at a glance which ones

have higher or lower values. The solution is to make the

display range the same for all of the sparklines.

To Change the Display Range

1. Select the sparklines that you want to change.

2. In the Design tab, click the Axis command. A drop-down

menu will appear.

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3. Under Vertical Axis Minimum Value Options and Vertical

Axis Maximum Value Options, select Same for All

Sparklines.

Changing the range of the sparklines

4. The sparklines will update to reflect the new range.

Practice

1. Open an existing Excel workbook.

2. Create a sparkline on the first row of data.

3. Use the fill handle to create sparklines for the remaining

rows.

4. Change the sparkline type.

5. Create markers for the High Point and Low Point.

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8.8 Using Conditional Formatting

Imagine you have a spreadsheet with thousands of rows of

data. It would be extremely difficult to see patterns and trends

just from examining the raw data. Excel gives us several tools

that will make this task easier. One of these tools is called

conditional formatting. With conditional formatting, you can

apply formatting to one or more cells based on the value of

the cell. You can highlight interesting or unusual cell values,

and visualize the data using formatting such as colors, icons,

and data bars.

Conditional formatting presets Excel has a number of presets you can use to quickly apply

conditional formatting to your cells. They are grouped into

three categories:

To use preset conditional formatting

1. Select the cells you want to add the formatting to.

2. In the Home tab, click the Conditional Formatting

command. A drop-down menu will appear.

3. Select Data Bars, Color Scales, or Icon Sets (Data Bars,

for example). Then select the desired preset.

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4. The conditional formatting will be applied to the selected

cells.

To remove conditional formatting rules:

1. Select the cells that have conditional formatting.

2. In the Home tab, click the Conditional Formatting

command. A drop-down menu will appear.

3. Select Clear Rules.

4. A menu will appear. You can choose to clear rules from

the Selected Cells, Entire Sheet, This Table, or This

PivotTable. In this example, we will clear rules from the

entire sheet.

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Note: You can edit or delete individual rules by clicking on

the Conditional Formatting command and selecting Manage

Rules. This is especially useful if you have applied multiple

rules to the cells.

Practice 1. Open an existing Excel workbook.

2. Apply conditional formatting to a range of cells with numerical

values.

3. Apply a second conditional formatting rule to the same set of

cells.

4. Explore the Conditional Formatting Rules Manager dialog

box.

5. Clear all conditional formatting rules from the worksheet.

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8.9 What-If Analysis Imagine you're trying to solve a complicated problem with Excel.

For example, you might need to calculate an unknown value. You

could try solving it on your own, plugging in different numbers until

you find the right answer. However, this method could take a lot of

time and effort.

Instead of calculating the answer by yourself, you could use a

powerful Excel tool called what-if analysis. This feature makes it

easier to experiment with your data.

Excel includes many powerful tools to perform complex

mathematical calculations, such as what-if analysis. This feature

can help you experiment and answer questions with your data,

even when the data is incomplete.

Goal Seek Whenever you create a formula or function in Excel, you put

various parts together to calculate a result. Goal Seek works

in the opposite way: It lets you start with the desired result,

and it calculates the input value that will give you that result.

We'll use a few examples to show how to use Goal Seek.

To use Goal Seek (Example 1)

Imagine you're enrolled in a class. You currently have a grade

of 65, and you need at least a 70 to pass the class. Luckily, you

have one final assignment that might be able to raise your

average. You can use Goal Seek to find out what grade you

need on the final assignment to pass the class.

In the image below, you can see that the grades on the first

four assignments are 58, 70, 72, and 60. Even though we don't

know what the fifth grade will be, we can go ahead and write a

formula or function that calculates the final grade. In this case,

each assignment is weighted equally, so all we have to do is

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average all five grades by typing =AVERAGE(B2:B6). Once

we use Goal Seek, cell B6 will show us the minimum grade

we'll need to make on that assignment.

1. Select the cell whose value you wish to change. Whenever you

use Goal Seek, you'll need to select a cell that already contains a

formula or function. In our example, we'll select cell B7

because it contains the formula =AVERAGE(B2:B6).

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2. From the Data tab, click the What-If Analysis command, then

select Goal Seek from the drop-down menu.

3. A dialog box will appear with three fields:

Set cell: The cell that will contain the desired result. In our

example, cell B7 is already selected.

To value: The desired result. In our example, we'll enter

70 because we need to earn at least that to pass the class.

By changing cell: The cell where Goal Seek will place its

answer. In our example, we'll select cell B6, because we

want to determine the grade we need to earn on the final

assignment.

4. When you're done, click OK.

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5. The dialog box will tell you if Goal Seek was able to find a

solution. Click OK.

6. The result will appear in the specified cell. In our example, Goal

Seek calculated that we will need to score at least a 90 on the

final assignment to earn a passing grade.

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To insert the PMT function 1. Select the cell where you want the function to be.

2. From the Formula tab, select the Financial command.

3. A drop-down menu will appear showing all finance-related

functions. Scroll down and select the PMT function.

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4. A dialog box will appear.

5. Enter the desired values and/or cell references into the different

fields. In this example, we're only using Rate, Nper (the

number of payments), and Pv (the loan amount).

6. Click OK. The result will appear in the selected cell.

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Note that this is not our final result, as we still don't know what the

interest rate will be.

To use Goal Seek to find the interest rate 1. From the Data tab, click the What-If Analysis command.

2. Select Goal Seek.

3. A dialog box will appear containing three fields:

Set cell: This is the cell that will contain the desired result (in

this case, the monthly payment). In this example, we will set it to

B5 (it doesn't matter whether it's an absolute or relative

reference).

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To value: This is the desired result. We'll set it to -400. Since

we're making a payment that will be subtracted from our loan

amount, we have to enter the payment as a negative number.

By changing cell: This is the cell where Goal Seek will place its

answer (in this case, the interest rate). We'll set it to B4.

4. When you're done, click OK. The dialog box will tell you

whether or not Goal Seek was able to find a solution. In this

example, the solution is 7.42%, and it has been placed in cell

B4. This tells us that a 7.42% interest rate will give us a $400-

per-month payment on a $20,000 loan that is paid off over five

years, or 60 months.

5.

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Other types of what-if analysis For more advanced projects, you may want to consider the

other types of what-if analysis: scenarios and data tables.

Rather than starting from the desired result and working

backward, like Goal Seek, these options allow you to test

multiple values and see how the results change.

Scenarios let you substitute values for multiple cells (up to 32)

at the same time. You can create as many scenarios as you want

and then compare them without changing the values manually.

In the example below, each scenario contains a term and an

interest rate. When each scenario is selected, it will replace the

values in the spreadsheet with its own values, and the result will

be recalculated.

Data tables allow you to take one or two variables in a formula and

replace them with as many different values as you want, then

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view the results in a table. This option is especially powerful

because it shows multiple results at the same time, unlike scenarios

or Goal Seek. In the example below, we can view 24 possible results

for a car loan.

Practice 1. Open an existing Excel workbook.

2. Use Goal Seek to determine an unknown value.

3. Insert the PMT function into the worksheet

8.9 Creating PivotTables PivotTable reports (or PivotTables) make the data in your

worksheets much more manageable by summarizing the data and

allowing you to manipulate it in different ways. PivotTables can be

an indispensable tool when used with large, complex spreadsheets,

but they can be used with smaller spreadsheets as well.

Using PivotTables to answer questions

The example below contains sales statistics for a fictional

company. There is a row for each order, and it includes the

order amount, the name of the salesperson that made the sale,

the month, the sales region, and the customer's account

number.

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Suppose we wanted to answer the question, "What is the

amount sold by each salesperson?" This could be time

consuming, as each salesperson appears on multiple rows, and

we would need to add up all of the order amounts for each

salesperson. Of course, we could use the Subtotal feature to

add them, but we would still have a lot of data to sift through.

Luckily, a PivotTable can instantly do the entire math for us

and summarize the data in a way that's not only easy to read

but also easy to manipulate. When we're done, the PivotTable

will look something like this:

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As you can see, the PivotTable is much easier to read. It only

takes a few steps to create one, and once you create it you'll be

able to take advantage of the PivotTable's powerful features.

To create a PivotTable 1. Select the table or cells (including column headers) containing

the data you want to use.

2. From the Insert tab, click the PivotTable command.

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3. The Create PivotTable dialog box will appear. Make sure the

settings are correct, then click OK.

4. A blank PivotTable will appear on the left, and the Field List

will appear on the right.

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To add fields to the PivotTable

Now, you'll need to decide which fields to add to the

PivotTable. Each field is simply a column header from the

source data. It may be helpful to recall the question you are

trying to answer. In this example, we want to know the total

amount sold by each salesperson, so we'll just need the Order

Amount and Salesperson fields.

1. In the Field List, place a checkmark next to each field you want

to add.

2. The selected fields will be added to one of the four Areas below

the Field List. In this example, the Salesperson field is added to

the Row Labels area, and the Order Amount is added to the

Values area. If a field is not in the desired area, you can drag it

to a different one.

3. The PivotTable now shows the amount sold by each

salesperson.

Note: Just like with normal spreadsheet data, you can sort the

data in a PivotTable using the Sort & Filter command in the

Home tab. You can also apply any type of formatting you

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want. For example, you may want to change the Number

Format to Currency. However, be aware that some types of

formatting may disappear when you modify the PivotTable.

Pivoting data One of the best things about PivotTables is that they let you

"pivot" the data in order to look at it in a different way. This

allows you to answer multiple questions and even

experiment with the data to learn new things about it.

In our example, we used the PivotTable to answer the

question, "What is the total amount sold by each salesperson?"

But now we'd like to answer a new question, such as "What is

the total amount sold in each month?" We can do this by

simply changing the Row Labels.

To change the Row Labels 1. Drag any existing fields out of the Row Labels area, and they

will disappear.

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2. Drag a new field from the Field List into the Row Labels area.

In this example, we're using the Month field.

3. The PivotTable will adjust to show the new data. In this

example, it now shows us the total Order Amount for each

month.

To add Column Labels

So far, our PivotTable has only shown one column of data at a

time. In order to show multiple columns, we'll need to add

Column Labels.

1. Drag a field from the Field List into the Column Labels area.

In this example, we're using the Region field.

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2. The PivotTable will now have multiple columns. In this

example, there is a column for each region.

8.9 Report filters

Sometimes you may want focus on just a portion of the data

and filter out everything else. In our example, we're going to

focus on certain salespeople to see how they affect the total

sales.

To add a report filter 1. Drag a field from the Field List into the Report Filter area. In

this example, we're using the Salesperson field.

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2. The report filter appears above the PivotTable. Click the drop-

down arrow on the right side of the filter to view the list of

items.

3. Select the item you wish to view. If you want to select more

than one item, place a check mark next to Select Multiple

Items, then click OK. In the example below, we are selecting

five salespeople.

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4. Click OK. The PivotTable will adjust to reflect the changes.

8.10 Slicers

Slicers were introduced in Excel 2010 to make filtering data

easier and more interactive. They're basically just report

filters, but they're more interactive and faster to use, as they let

you quickly select items and instantly see the result. If you

filter your PivotTables a lot, you might want to use slicers

instead of report filters.

To add a slicer 1. Select any cell in your PivotTable. The Options tab will appear

on the Ribbon.

2. From the Options tab, click the Insert Slicer command. A

dialog box will appear.

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3. Select the desired field. In this example, we'll select

Salesperson. Then click OK.

4. The slicer will appear next to the PivotTable. Each item selected

will be highlighted in blue. In the example below, the slicer

contains a list of all of the different salespeople, and four of

them are currently selected.

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Using the slicer

Just like with report filters, only the selected items are used

in the PivotTable. When you select or deselect items, the

PivotTable will instantly reflect the changes. Try selecting

different items to see how they affect the PivotTable.

To select a single item, just click on it.

To select multiple items, hold down the Control (Ctrl) key on

your keyboard, then click on each item you want.

You can also select multiple items by clicking and dragging the

mouse. This is useful if the desired items are adjacent to one

another, or if you want to select all of the items.

To deselect an item, hold down the Control (Ctrl) key on your

keyboard, then click on the item.

8.11 Pivot Charts

PivotCharts are like regular charts, except they display data

from a PivotTable. As with a regular chart, you'll be able to

select a chart type, layout, and style to best represent the

data. In this example, we'll use a PivotChart so we can

visualize the trends in each sales region.

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To create a PivotChart 1. Select any cell in your PivotTable. The Options tab will appear

on the Ribbon.

2. From the Options tab, click the PivotChart command.

3. From the dialog box, select the desired chart type (3-D

Clustered Column, for example), then click OK.

4. The PivotChart will appear in the worksheet. If you want, you

can move it by clicking and dragging.

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Note: If you make any changes to the PivotTable, the

PivotChart will adjust automatically.

Practice 1. Open an existing Excel workbook.

2. Create a PivotTable using the data in the workbook.

3. Experiment with different Row Labels and Column Labels.

4. Filter the report with a slicer.

8.12 Exercise

1. Identify the excel features to compare 2 worksheet project

2. Outline the procedures to turn On track changes in excel

2010

3. Identify the procedures to create a chart

4. What is Sparkline? Hence 3 types of sparklines.

5. Compare the usage of sparklines and regular chart in excel

2010

6. What are the procedures for creating sparklines?

7. Describe the function of Pivot table in excel

8. What is slicer? Describe the procedure to filter report with

a slicer.

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Chapter Nine

Microsoft PowerPoint 2010 Basic

9.1 Description of PowerPoint 2010

owerPoint 2010 is presentation software that allows you

to create dynamic slide presentations that may include

animation, narration, images, videos, and more.

If you are familiar with PowerPoint 2007, then you will notice

that there are not too many changes to the 2010 interface,

other than the Backstage View.

However, if you are new to PowerPoint, you will first need to

take some time to learn about slides and how to navigate

through PowerPoint.

PowerPoint uses slides to build a presentation. In order to

create an engaging presentation, PowerPoint allows you to add

text, bulleted lists, images, charts, video, and more to your

slides. You can add as many slides as you'd like to a

presentation and at any time you can view or play back your

presentation by selecting one of the Slide Show play options.

The figure below shows the PowerPoint 2010 user

environment.

P

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PowerPoint 2010 users environment

9.2 PowerPoint 2010 Users Environment Component

Ribbon and the Quick Access Toolbar

The Ribbon and the Quick Access Toolbar are where you

will find the commands you need to do common tasks in

PowerPoint. If you are familiar with PowerPoint 2007, you

will find that the main difference in the PowerPoint 2010

Ribbon is that commands such as Open and Print are now

housed in Backstage view.

The Ribbon

The Ribbon contains multiple tabs, each with several groups

of commands. Some tabs, like "Drawing Tools" or "Table

Tools," may appear only when you are working with certain

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items like images or tables. In addition, you can add your own

customized tabs that contain your favorite commands.

PowerPoint Ribbon

Certain programs, such as Adobe Acrobat Reader, may

install additional tabs to the Ribbon. These tabs are called

Add-ins.

To Customize the Ribbon

You can customize the Ribbon by creating your own tabs that

house your desired commands. Commands are always housed

within a group, and you can create as many groups as you

need to keep your tabs organized. In addition, you can even

add commands to any of the default tabs, as long as you create

a custom group within the tab.

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1. Right-click the Ribbon and select Customize the Ribbon.

A dialog box will appear.

2. Click New Tab. A new tab will be created with a new

group inside it.

3. Make sure the new group is selected.

4. Select a command from the list on the left, then click Add.

You can also drag commands directly into a group.

5. When you are done adding commands, click OK.

Customize Ribbon Dialog Box

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Note: If you do not see the command you want, click on the

Choose commands drop-down box and select All

Commands.

Displaying All Commands

To Minimize and Maximize the Ribbon:

The Ribbon is designed to be responsive to your current task

and easy to use, but if you find it is taking up too much of your

screen space, you can minimize it.

1. Click the arrow in the upper-right corner of the Ribbon to

minimize it.

Minimize the Ribbon button

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2. To maximize the Ribbon, click the arrow again.

Note: When the Ribbon is minimized, you can make it

reappear by clicking on a tab. However, the Ribbon will

disappear again when you are not using it.

To Add Commands to the Quick Access Toolbar

1. Click the drop-down arrow to the right of the Quick

Access Toolbar.

2. Select the command you wish to add from the drop-down

menu. To choose from more commands, select More

Commands.

Backstage View

Backstage view gives you various options for saving, opening

a file, printing, or sharing your document. It is similar to the

Office Button Menu from PowerPoint 2007 or the File Menu

from earlier versions of PowerPoint. However, instead of just

a menu, it is a full-page view which makes it easier to work

with.

To Get to Backstage View

1. Click the File tab.

2. You can choose an option on the left side of the page.

3. To get back to your document, just click any tab on the

Ribbon.

9.3 Creating and Opening Presentations

PowerPoint files are called presentations. Whenever you start

a new project in PowerPoint, you'll need to create a new

presentation. You'll also need to know how to open an existing

presentation.

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To Create a New, Blank Presentation

1. Click the File tab. This takes you to Backstage view.

2. Select New.

3. Select Blank presentation under Available Templates

and Themes. It will be highlighted by default.

4. Click Create. A new, blank presentation appears in the

PowerPoint window.

To Open an Existing Presentation

1. Click the File tab. This takes you to Backstage view.

2. Select Open. The Open dialog box appears.

3. Select your desired presentation and then click Open.

Note: If you have opened the existing presentation recently, it

may be easier to choose Recent from the File tab instead of

Open to search for your presentation.

Compatibility Mode

Sometimes you may need to work with presentations that were

created in earlier versions of Microsoft PowerPoint, such as

PowerPoint 2003 or PowerPoint 2000. When you open these

kinds of presentations, they will appear in Compatibility

mode.

Compatibility mode disables certain features, so you'll only be

able to access commands found in the program used to create

the presentation. For example, if you open a presentation

created in PowerPoint 2003, you can only use tabs and

commands found in PowerPoint 2003.

To Convert a Presentation

If you want access to all of the PowerPoint 2010 features, you

can convert the presentation to the 2010 file format.

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Note that converting a file may cause some changes to the

original layout of the presentation.

1. Click the File tab to access Backstage view.

2. Locate and select Convert command.

3. The Save As dialog box will appear. Select the location

where you wish to save the workbook, enter a file name for

the presentation, and click Save.

4. The presentation will be converted to the newest file type.

Practice

1. Open PowerPoint 2010 on your computer. A new blank

presentation will appear on the screen.

2. Try minimizing and maximizing the Ribbon.

3. Click through all of the tabs, and notice how the Ribbon

options change.

4. Try switching page views.

5. Add any commands you wish to the Quick Access

Toolbar.

6. Close PowerPoint without saving the presentation.

9.4 Slide Basics

When you create a PowerPoint presentation, it is made up of a

series of slides. The slides contain the information you want to

communicate with your audience. This information can

include text, pictures, charts, video, sound, and more. Before

you begin adding information to slides, you need to know the

basics of working with slides.

You'll need to feel comfortable with tasks such as inserting a

new slide, changing the layout of a slide, arranging existing

slides, changing slide view, and adding notes to a slide.

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Slides contain placeholders, which are areas on the slide that

are enclosed by dotted borders. Placeholders can contain many

different items, including text, pictures, charts, and more.

Some placeholders have placeholder text, or text that you can

replace. They also have thumbnail-sized icons that represent

specific commands such as Insert Picture, Insert Chart, and

Insert Clip Art. In PowerPoint, hover over each icon to see the

type of content you can insert in a placeholder.

PowerPoint slide with placeholders

About Slide Layouts

The placeholders are arranged in different layouts that can be

applied to existing slides, or chosen when you insert a new

slide. A slide layout arranges your content using different

types of placeholders, depending on what kind of information

you might want to include in your presentation.

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In the example above, the layout is called Title and Content

and includes title and content placeholders. While each layout

has a descriptive name, you can also tell from the image of the

layout how the placeholders will be arranged.

Slide Layout Menu

Customizing Slide Layouts

To Change the Layout of an Existing Slide

1. Select the slide you wish to change.

2. Click the Layout command in the Slides group on the

Home tab. A menu will appear with your options.

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3. Choose a layout from the menu. The slide will change in

the presentation.

To Delete a Placeholder

You can easily customize your layout by deleting unwanted or

"extra" placeholders from any slide.

1. Position your mouse on the dotted border of the

placeholder so it changes to a cross with arrows.

2. Click the border to select it.

3. Press Backspace or Delete on your keyboard. The

placeholder will be removed from the slide.

To Add a Text Box

Text boxes allow you to add to your current layout, so you can

place text wherever you want on your slide.

1. From the Insert tab, click the Text Box command.

2. Your cursor will turn into an upside-down cross.

3. Click, hold, and drag your mouse to draw a text box. A text

box will appear.

To Use a Blank Slide

For more control over your content, you may prefer a blank

slide (a slide without placeholders) over one of the existing

layouts. Blank slides can be customized by adding your own

text boxes, pictures, charts, and more. Select Blank from the

menu of layout options.

To Insert a New Slide

1. From the Home tab, click the bottom half of the New

Slide command to open the menu of slide layout options.

2. Select the slide you want to insert.

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3. A new slide will be added your presentation.

Note: To instantly add a slide that uses the same layout as the

one you have selected, simply click the top half of the New

Slide command.

To Copy and Paste a Slide

1. On the Slides tab in the left pane, select the slide you wish

to copy.

2. Click the Copy command on the Home tab. You can also

right-click your selection and choose Copy.

3. In the left pane, click just below a slide (or between two

slides) to choose the location where you want the copy to

appear. A horizontal insertion point will mark the

location.

4. Click the Paste command on the Home tab. You can also

right-click and choose Paste. The copied slide will appear.

Note: To select multiple slides, press and hold Ctrl on your

keyboard, and click the slides you wish to select.

To Duplicate a Slide

An alternative to Copy and Paste, Duplicate copies the

selected slide and, in one step, pastes it directly underneath.

This feature does not allow you to choose the location of the

copied slide (nor does it offer Paste Options for advanced

users), so it is more convenient for quickly inserting similar

slides.

1. Select the slide you wish to duplicate.

2. Click the New Slide command.

3. Choose Duplicate Selected Slides from drop-down menu.

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4. A copy of the selected slide appears underneath the

original.

To Delete a Slide

1. Select the slide you wish to delete.

2. Press the Delete or Backspace key on your keyboard.

To Move a Slide

1. Select the slide you wish to move.

2. Click, hold, and drag your mouse to a new location. A

horizontal insertion point will mark the location.

3. Release the mouse button. The slide will appear in the new

location.

9.5 Managing Slides and Presentation

As you add slides to your presentation, PowerPoint offers a

variety of views and tools to help you organize and prepare

your slide show.

Slide Views

It is important that you be able to access the different slide

views and use them for various tasks. The slide view

commands are located on the bottom right of the PowerPoint

window in Normal View.

i. Normal View: This is the default view where you create

and edit your slides. You can also move slides in the

Slides tab in the pane on the left.

ii. Slide Sorter View: In this view, miniature slides are

arranged on the screen. You can drag and drop slides to

easily reorder them and to see more slides at one time.

This is a good view to use to confirm that you have all

the needed slides and that none have been deleted.

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iii. Reading View: This view fills most of the computer

screen with a preview of your presentation. Unlike Slide

Show View, it includes easily accessible buttons for

navigation, located at the bottom-right.

iv. Slide Show View: This view completely fills the

computer screen and is what the audience will see when

they view the presentation. Slide Show View has an

additional menu that appears when you hover over it,

allowing you to navigate through the slides and access

other features you can use during a presentation.

Note: Use the keys on your keyboard (including the arrow

keys, Page Up and Page Down, space bar, and Enter) to move

through the slides in Slide Show view. Press the Esc key to end

the slide show.

To View an Outline of Your Presentation

The Outline tab shows your slide text in outline form. This

allows you to quickly edit your slide text and view the

contents of multiple slides at once.

1. Click the Outline tab in the left pane.

2. An outline of your slide text appears.

3. Type directly in the pane to make changes to your text.

To Organize Slides into Sections

You can organize your slides into sections to make your

presentation easier to navigate. Sections can be collapsed or

expanded in the left pane and named for easy reference.

1. Select the slide that you want to begin your first section.

2. From the Home tab, click the Section command.

3. Choose Add Section from the drop-down menu.

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4. An Untitled Section appears in the left pane.

5. To rename the section while it is still selected, click the

Section command, and choose Rename Section from the

drop-down menu.

6. Enter your new section name in the dialog box. Then click

Rename.

7. Repeat to add as many sections as you need.

8. In the left pane, click the arrow next to a section name to

collapse or expand it.

Adding Notes to Slides

PowerPoint gives you the ability to add notes to your slides,

often called speaker notes, to help you deliver or prepare for

your presentation. You can enter and view your speaker notes

using the Notes pane or the Notes Page View.

To Use the Notes Pane

1. Locate the Notes pane at the bottom of the screen, directly

below the Slide pane.

2. Click and drag the edge of the pane to make it bigger or

smaller, if desired.

3. Type your notes in the Notes pane.

To Use the Notes Page View

1. Go to the View tab.

2. Click the Notes Page command in the Presentation Views

group.

3. Type your notes in the text box, or use the scroll bar to

review your slides.

Practice

1. Open an existing PowerPoint presentation.

2. Change the layout of a slide.

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3. Add a new blank slide, then insert a text box.

4. Copy and paste a slide, then move it to a new location.

5. View your presentation in Normal View, Slide Sorter

View, Reading View, and Slide Show View.

6. View an outline of your presentation in the left pane.

7. Divide your presentation into at least two sections, and try

collapsing and expanding them.

8. Experiment with adding speaker notes to your presentation

using the Notes pane and the Notes Page View.

9.5 Text Basics

It is important to know how to perform basic tasks with text

when working in PowerPoint. In this lesson, you will learn the

basics of working with text, including how to insert, delete,

and move text; how to work with text boxes; and how to

format text.

To Insert Text

1. Click the placeholder or text box where you want to insert

text.

2. The insertion point appears.

3. Type directly into the placeholder or text box.

Note: Some placeholders automatically format your text in a

bulleted list. This is because bulleted lists are so frequently

used in PowerPoint. To remove the bullets, de-select the

Bullets command in the Paragraph group on the Home tab.

To Delete Text

1. Place the insertion point next to the text you wish to

delete.

2. Press the Backspace key on your keyboard to delete text to

the left of the insertion point.

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3. Press the Delete key on your keyboard to delete text to the

right of the insertion point.

To Select Text

1. Place the insertion point next to the text you wish to

select.

2. Click the mouse button, and while holding it down, drag

the mouse over the text.

3. Release the mouse. The text will be selected. A highlighted

box will appear over the selected text.

Note: When you select text in PowerPoint, a hover toolbar

with formatting options appears. This makes formatting

commands easily accessible, which may save you time. If the

toolbar does not appear at first, try moving the mouse over the

selection.

To Copy and Paste Text

1. Select the text you wish to copy.

2. Click the Copy command on the Home tab. You can also

right-click your selection and choose Copy.

3. Place your insertion point where you wish the text to

appear.

4. Click the Paste command on the Home tab. The text will

appear.

To Cut and Paste Text

1. Select the text you wish to cut.

2. Click the Cut command on the Home tab. You can also

right-click your selection and choose Cut.

3. Place your insertion point where you wish the text to

appear.

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4. Click the Paste command on the Home tab. The text will

reappear.

Note: You can also cut, copy, and paste by right-clicking your

slide and choosing the desired action from the drop-down

menu. When you use this method to paste, you can choose

from four options that determine how the text will be

formatted: Use Destination Theme, Keep Source Formatting,

Picture, and Keep Text Only. You can hover the mouse over

each icon to see what it will look like before you click it.

To Drag and Drop Text

1. Select the text you wish to copy.

2. Click, hold, and drag your mouse to the location where you

want the text to appear. The cursor will have a rectangle

under it to indicate that you are moving text.

3. Release the mouse button, and the text will appear.

If text does not appear in the exact location you wish, you

can press the Enter key on your keyboard to move the text to

a new line.

Find and Replace

Find and Replace is another technique that can be used to edit

text. Find and Replace allows you to search all of your slides

for a specific word or phrase (for example, "English"), then

replace it with another word or phrase (for example, "British").

To Add a Text Box

Text can be inserted into both placeholders and text boxes. A

placeholder is a kind of text box, but is unique because it is

part of the slide layout and often contains formatting specific

to the slide (for example, a larger font size for the title of your

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presentation). Inserting an extra text box allows you to add to

the slide layout, so you can include as much text as you want.

1. From the Insert tab, click the Text Box command.

2. Your cursor will turn into an upside-down cross .

3. Click the area on your slide where you want to add a text

box. A text box will appear with an insertion point inside.

To Move a Placeholder or Text Box:

1. Click the box you would like to move.

2. Position your mouse on the border of the box so it changes

to a cross with arrows.

1. Click and hold the mouse button as you drag the box to

the desired location.

2. Release the mouse button. The box will be moved.

To Resize a Placeholder or Text Box

1. Click the box you wish to resize.

2. Position your mouse over any one of the sizing handles

that appear on the corners and sides of the box. The cursor

will become a pair of arrows .

3. Click, hold, and drag your mouse until the text box is the

desired size.

4. Release the mouse button. The box will be resized.

To Change Text Alignment

1. Select the text you wish to modify.

2. Select one of the four alignment options in the

Paragraph group.

Align Text Left: Aligns all of the selected text to the left

margin.

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Center: Aligns text an equal distance from the left and

right margins.

Align Text Right: Aligns all of the selected text to the

right margin.

Justify: Justified text is equal on both sides and lines up

equally to the right and left margins. Many newspapers and

magazines use full justification.

To Change Vertical Text Alignment

1. Select the text you wish to modify.

2. Click the Align Text command in the Paragraph group. A

menu will appear.

Align Text command

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3. Choose to align the text at the Top, Middle, or Bottom of

the text box.

To Change Text Direction

1. Select the text you wish to modify.

2. Click the Text Direction command in the Paragraph

group. A menu will appear.

Text Direction command

3. Choose for the direction of the text to be Horizontal,

Rotated, or Stacked.

Choosing from the Text Direction menu

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Practice

1. Open an existing PowerPoint presentation.

2. Insert text in a placeholder or text box.

3. Insert a text box, then move and resize it.

4. Select text and try the Copy, Cut, and Paste commands.

5. Modify text so it is a bulleted list.

6. Experiment with horizontal and vertical alignment.

7. Change text direction. 9.6 Applying a Theme

A theme is a predefined combination of colors, fonts, and

effects that can be applied to your presentation. PowerPoint

includes built-in themes that allow you to easily create

professional-looking presentations without spending a lot of

time formatting. A theme is a set of colors, fonts, effects, and

more that can be applied to your entire presentation to give it

a consistent, professional look. You've already been using a

theme, even if you didn't know it: the default Office theme,

which consists of a white background, the Calibri font, and

primarily black text. Themes can be applied or changed at any

time.

Theme Elements

Every PowerPoint theme, including the default Office theme,

has its own theme elements. These elements are:

Theme Colors (available from every Color menu)

Theme Fonts (available from the Font menu)

Shape Styles (available in the Format tab when you click

on a shape)

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Why Using Theme Elements?

If you're using theme elements, you'll probably find that your

presentation looks pretty good. All of the colors will work

well together, which means you won't have to spend as much

time formatting your presentation. But there's another great

reason to use theme elements: When you switch to a different

theme, all of those elements will update to reflect the new

theme. You can drastically change the look of your

presentation in just a few clicks.

Themes and Slide Layouts

If you apply a theme before you start building your

presentation, you will be able to arrange your content to fit the

layouts you have to choose from. If you apply the theme after,

the text boxes and placeholders may move depending on the

theme you choose.

To Apply a Theme

1. Go to the Design tab.

2. Locate the Themes group. Each image represents a

theme.

3. Click the drop-down arrow to access more themes.

4. Hover over a theme to see a live preview of it in the

presentation. The name of the theme will appear as you

hover over it.

5. Click a theme to apply it to the slides.

9.7 Inserting Images

Adding images to your presentations makes them more

interesting and engaging. Pictures, clip art, and screenshots

can be inserted into PowerPoint to help you effectively

communicate your ideas to your audience.

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Working with Images

Adding clip art and pictures to your presentation can be a

great way to illustrate important information or add

decorative accents to existing text. You can insert images

from your computer, search Microsoft's large selection of clip

art to find the image you need, or add a screenshot of your

own. Once an image has been inserted, you can resize and

move it to the location you want.

To Insert an Image from a File

1. Select the Insert tab.

2. Click the Picture command in the Images group. The

Insert Picture dialog box appears.

3. Select the desired image file and click Insert.

4. The picture will appear in your slide.

Note: You can also select the Insert Picture from File

command in a placeholder to insert images.

To Locate Clip Art

1. Select the Insert tab.

2. Click the Clip Art command in the Images group.

3. The clip art options appear in the task pane to the right of

the document.

4. Enter keywords in the Search for: field that is related to

the image you wish to insert.

5. Click the drop-down arrow in the Results should be: field.

6. De-select any types of media you do not wish to see.

7. If you would like to also search for clip art on Office.com,

place a check mark next to Include Office.com content.

Otherwise, it will just search for clip art on your computer.

8. Click Go.

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To Insert Clip Art

1. Review the results from a clip art search in the Clip Art

pane.

2. Select the desired image.

3. The clip art will appear in your slide.

Note: You can also select the Insert Clip Art from File

command in a placeholder to insert clip art.

Inserting Screenshots

Screenshots are pictures that capture the visible windows and

items displayed on your computer screen. They may include

an open window of a website, items on your desktop, or an

open program, like the PowerPoint images displayed in this

tutorial. These images can be useful for explaining or

displaying computer programs, functions, and websites.

PowerPoint allows you to capture an image of an entire

window or a screen clipping of part of a window.

To Insert Screenshots of a Window

1. Select the Insert tab.

2. Click the Screenshot command in the Images group.

3. The Available Windows from your desktop will appear.

Select the window you would like to capture as a

screenshot.

4. The screenshot will appear in your slide.

Inserting a Screen Clipping from a Window

1. Select the Insert tab.

2. Click the Screenshot command and select Screen

Clipping.

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3. A faded view of your current desktop will appear, and your

cursor will turn into a cross shape.

4. Click, hold, and drag on the area of the window that you

want to capture.

5. The screen clipping will appear in your slide.

Resizing and Moving Images

To Resize an Image

1. Click on the image.

2. Position your mouse over any one of the corner sizing

handles. The cursor will become a pair of directional

arrows.

3. Click, hold, and drag your mouse until the image is the

desired size.

4. Release the mouse. The image will be resized.

Note: The side sizing handles change the image's size but do

not keep the same proportions. If you want to keep the image's

proportions, always use the corner handles.

To Move an Image

1. Click on the image. The cursor will turn into a cross with

arrows.

2. While holding down the mouse button, drag the image to

the desired location.

3. Release the mouse button. The box will be moved.

Practice

1. Open an existing PowerPoint presentation.

2. Insert an image from your files.

3. Insert a clip art image.

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4. Capture and insert a screenshot or screen clipping into a

slide.

5. Resize and move an image. 9.8 Presenting Slide Show

Once your slide show is completed, you will need to learn how

to present it to an audience. PowerPoint offers several tools

and features that can assist you in making your presentation

smooth, engaging, and professional.

Presenting Slide Show

To present your slide show, you'll need to know how to start it.

PowerPoint allows you to start your slide show from the first

slide or from any slide within the slide show. Once your slide

show has started, you'll need to know how to advance through

the slides.

To Start Slide Show

1. Select the Slide Show tab.

2. Click the From Beginning command in the Start Slide

Show group to start the slide show with the first slide.

Note: You can also start the slide show from the slide you

prefer by selecting the slide and clicking on From Current

Slide from the Start Slide Show group. This option is

convenient if you only want to view or present certain slides.

Another option for starting the slide show is to select Slide

Show view at the bottom of the window.

To Advance and Reverse Slides

1. Hover your mouse over the bottom-right of the screen. A

menu will appear.

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2. Click on the right arrow to advance slides, or click on the

left arrow to reverse slides.

Note: You may also use the arrow keys on your keyboard to

advance and reverse slides.

To Stop or End Slide Show

To end slide show, hover and select the menu box options

command and click End Show. You can also press the "Esc"

key at the top left of your keyboard to end the show.

Presentation Tools and Features

PowerPoint provides convenient tools and features that you

can use while you are presenting your slide show. Features

include changing your mouse pointer to a pen or highlighter to

draw attention to items in your slides. In addition, you can

jump around to slides in your presentation or access items

from your computer desktop if needed.

To Access the Pen or Highlighter

1. Hover and click on the pen menu option in the bottom left

of your screen.

2. Select Pen or Highlighter based on your preference.

3. Use the pointer to draw on or mark your slides.

Note: From the same menu, you can also change the color of

the pen or highlighter. Keep in mind that light color choices

are best for the highlighter.

To Erase Ink Markings

1. Hover and click on the pen menu option in the bottom-left

of your screen.

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2. Select Eraser to erase individual ink markings, or select

Erase All Ink on Slide to erase all markings.

Note: When you end your slide show, you also have the option

to Keep or Discard (erase) any ink markings you made during

your presentation.

To Jump to a Non-Adjacent Slide

1. Hover and click on the menu box option in the bottom-left

of your screen.

2. Select Go to Slide and choose the slide you would like to

jump to in your presentation.

To Access the Desktop

Sometimes you may need to access the Internet or other files

and programs on your computer during your presentation.

PowerPoint allows you to access your desktop task bar

without ending your presentation.

1. Hover and click on the menu box option in the bottom-left

of your screen.

2. Select Screen and then click on Switch Programs.

3. Your computer's task bar will appear. Choose a program

you would like to switch to.

Menu Access Options

You can also access any of the above menu items by right-

clicking anywhere on the screen during your slide show.

Keyboard Shortcuts Switch between the pen pointer and mouse pointer by

pressing "Ctrl + P" (pen) or "Ctrl + M" (mouse) on the

keyboard.

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Press "E" on the keyboard to erase any ink markings while

using the pen or highlighter.

Slide Show Set Up Options

PowerPoint has various options for setting up and playing a

slide show. For example, you can set up an unattended

presentation that can be displayed at a kiosk and make your

slide show repeat with continuous looping.

To Access Slide Show Setup Options

1. Select the Slide Show tab.

2. Click the Set Up Show command.

3. The Set Up Show dialog box will appear. Click the buttons

in the interactive below to learn about the various options

that are available for setting up and playing a slide show.

4. Click OK to apply the settings to the slide show.

Practice

1. Open an existing PowerPoint presentation.

2. Practice starting a slide show and using the menu options to

advance and reverse through slides.

3. Change your mouse pointer to a pen or highlighter and

practice marking a slide.

4. Erase or discard any markings you have made on slides.

5. Practice going to non-adjacent slides in your slide show.

6. Change the ink color and add continuous looping to your

slide show with the Set Up Slide Show command.

9.9 Saving and Printing

Saving and Printing Presentations

Whenever you create a new presentation in PowerPoint, you'll

need to know how to save it in order to access and edit it later.

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PowerPoint allows you to save your presentations in a number

of ways.

Once you've created your document, you may want to print it

to view and share your work offline. It's easy to preview and

print a document in Word using the Print pane.

To Use the Save As Command

Save As allows you to choose a name and location for your

presentation. It's useful if you've first created a presentation or

if you want to save a different version of a presentation while

keeping the original.

1. Click the File tab.

2. Select Save As.

3. The Save As dialog box will appear. Select the location

where you wish to save the presentation.

4. Enter a name for the presentation, and click Save.

Note: If you're using Windows 7, you'll usually want to save

things to your Documents library, and in other versions of

Windows you'll save them to the My Documents folder.

To Use the Save Command

1. Click the Save command on the Quick Access Toolbar.

2. The presentation will be saved in its current location with

the same file name.

Note: If you are saving for the first time and select Save, the

Save As dialog box will appear.

9.10 Auto Recover

PowerPoint automatically saves your presentation to a

temporary folder while you're working on it. If you forget to

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save your changes or if PowerPoint crashes, you can recover

the autosaved file.

1. Open a presentation that was previously closed without

saving.

2. In Backstage view, click Info.

3. If there are autosaved versions of your file, they will appear

under Versions. Click on the file to open it.

4. To save changes, click Restore and then click OK.

Note: By default, PowerPoint AutoSaves every 10 minutes. If

you are editing a presentation for less than 10 minutes,

PowerPoint may not create an autosaved version.

Other File Formats

To Save As PowerPoint 97-2003 Presentation

You can share your presentation with anyone using

PowerPoint 2010 or 2007, since they use the same file format.

However, earlier versions of PowerPoint use a different file

format, so if you want to share your presentation with

someone using an earlier version of PowerPoint, you'll need to

save it as a PowerPoint 97-2003 presentation.

1. Click the File tab.

2. Select Save As.

3. In the Save as type drop-down menu, select PowerPoint

97-2003 Presentation.

4. Select the location you wish to save the presentation.

5. Enter a name for the presentation, and click Save.

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To Save as a Different File Type:

If you would like to share your presentation with someone

who does not have PowerPoint, you have several different file

types to choose from.

1. Click the File tab.

2. Select Save & Send.

3. Choose from three special File Types.

Create PDF/XPS Document: Saves the contents of your

slide show as a document instead of a PowerPoint file.

Create a Video: Saves your presentation as a video that can

be shared online, in an email, or on a disc.

Package Presentation for CD: Saves your presentation in a

folder along with the Microsoft PowerPoint Viewer, a special

slide show player that anyone can download and use.

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Printing

In previous versions of PowerPoint, there was a Print

Preview option that allowed you to see exactly what the

presentation looked like before printing it. You may have

noticed that this feature seems to be gone in PowerPoint 2010.

It actually hasn't disappeared; it's just been combined with the

Print window to create the Print pane, which is located in

Backstage view.

To View the Print Pane

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

2. Select Print. The Print pane appears, with the print

settings on the left and the Preview on the right.

To Print

1. Go to the Print pane.

2. Determine and choose how you want the slides to appear on

the page.

3. If you only want to print certain slides, you can type a

range of slides. Otherwise, select Print All Slides.

4. Select the number of copies.

5. Select a printer from the drop-down list.

6. Click the Print button.

Quick Print

There may be times when you want to print something with a

single click, using Quick Print. This feature prints the

document using the default settings and the default printer.

In PowerPoint 2010, you'll need to add it to the Quick Access

Toolbar in order to use it.

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Quick Print always prints the entire presentation, so if you

only want to print part of your presentation you'll have to use

the Print pane.

To Access the Quick Print Button

1. Click the drop-down arrow on the right side of the Quick

Access Toolbar.

2. Select Quick Print if it is not already checked.

3. To print, just click the Quick Print command.

Practice

1. Open an existing PowerPoint presentation.

2. Using Save As, save the presentation with the file name

trial.

3. Save the same presentation as a PowerPoint Show file.

4. Close the presentation.

5. Open another existing PowerPoint presentation.

6. Save the presentation so that it is compatible with

PowerPoint 2003.

7. Close the presentation.

8. Preview the presentation in the Print pane.

9. Print a Handout version of the presentation with three slides

per page.

9.11 Exercise

1. Describe the basic components of a PowerPoint 2010

user‘s interface

2. What is presentation?

3. What is the function of slide? Identify categories of

information that can be put in a slide

4. What is placeholder?

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5. Describe the major categories of slide view available in

excel 2010

6. What is theme? Identify it components

7. Highlights the procedure to add theme

8. What are the procedures to insert image from the file

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Chapter Ten

Basic Tasks in PowerPoint

10.1 Format Text

n order to create effective PowerPoint presentations, it is

important to make your slides easy for the audience to

read. One of the most common ways of doing this is to

format the text as a bulleted or numbered list.

Modifying Lists

By default, when you type text into a placeholder, a bullet will

be placed at the beginning of each paragraph. This is called a

bulleted list. If you want, you can modify a list by choosing a

different bullet style, or by switching to a numbered list.

To Modify the Bullet Style

1. Select all text in an existing list.

2. On the Home tab, click the Bullets drop-down arrow. A

menu of bullet options will appear.

I

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Clicking the Bullets drop-down arrow

3. Hover over each menu option to display a live preview of

the bullet on the slide.

4. Select the desired bullet option.

To Modify a Numbered List

1. Select all text in an existing list.

2. On the Home tab, click the Numbering drop-down arrow.

A menu of numbering options will appear.

Clicking the Numbering drop-down arrow

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3. Hover over each menu option to display a live preview of

the list on the slide.

4. Select the desired numbering option.

To Change the Starting Number

By default, numbered lists count from the number one.

However, sometimes you may wish to start counting from a

different number, for example if the list is a continuation from

a previous slide.

1. Select an existing numbered list.

2. On the Home tab, click the Bullets drop-down arrow.

3. From the drop-down menu, select Bullets and Numbering.

A dialog box will appear.

4. In the Start At field, enter the desired starting number.

5. The list will update the numbering to begin with the new

number.

Modifying the List's Appearance

Whether you're using a bulleted or numbered list, you may

want to change the appearance by adjusting the size and color

of the bullets or numbers. This can make your list stand out

better, and it can also help it match the appearance of your

presentation.

To Modify the Size and Color

1. Select an existing bulleted list.

2. On the Home tab, click the Bullets drop-down arrow.

3. From the drop-down menu, select Bullets and Numbering.

A dialog box will appear.

4. Set the bullet size using the Size field.

5. Click the Color drop-down box and select a color.

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6. Click OK. The list will update to show the new size and

color.

10.2 Customizing Bullets

To Use a Picture as a Bullet

1. Select an existing bulleted list.

2. On the Home tab, click the Bullets drop-down arrow.

3. From the drop-down menu, select Bullets and Numbering.

A dialog box will appear.

4. Click Picture on the Bulleted tab. The Picture Bullet

dialog box will appear.

5. Select the desired picture and click OK.

6. The list will update to show the new bullets.

Note: You can also click Import to use one of your own pictures as a bullet.

To Use a Symbol as a Bullet

1. Select an existing bulleted list.

2. On the Home tab, click the Bullets drop-down arrow.

3. From the drop-down menu, select Bullets and Numbering.

A dialog box will appear.

4. Click Customize on the Bulleted tab. The Symbol dialog

box will appear.

Clicking the Customize command

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5. Click the Font drop-down box and select a font. The

Wingdings and Symbol fonts are good choices, as they

have a large number of useful symbols.

6. Select the desired symbol.

7. Click OK. The symbol will now appear as the selected

bullet option in the Bullets and Numbering dialog box.

8. Click OK again to apply the symbol to the list in the

document.

Practice

1. Open an existing PowerPoint presentation.

2. Change a bulleted list to a numbered list.

3. Change the color of the numbered list.

4. Change another list to a different bullet style.

5. Change the bullet color.

6. Change the bullet to a symbol.

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10.3 Indents and Line Spacing

Indentation and line spacing are two important features that

you can use to change the way text appears on a slide.

Indentation can be used to visually set paragraphs apart from

one another or to create multilevel lists, and line spacing can

be adjusted to improve readability or to fit more lines on the

slide.

To Indent Using the Tab Key

A quick way to indent is to use the Tab key. In a normal

paragraph, this will create a first-line indent, but if the

paragraph is part of a bulleted or numbered list, the entire

paragraph will be indented.

1. Place the insertion point at the very beginning of the

paragraph you wish to indent.

2. Press the Tab key. The paragraph will now be indented.

To Use the Indent Commands

If you want to indent all of the lines in a paragraph, you can

use the Indent commands on the Home tab. For lists, the

Indent commands work the same way as the Tab key.

1. Select the text you wish to indent.

2. On the Home tab, click the Increase Indent command to

increase the indent, or click the Decrease Indent command

to decrease the indent.

3. The selected text will update to reflect the new indent.

Note: When you indent some of the lines in a bulleted or

numbered list, it is called a multilevel list. Multilevel lists are

useful if you want to create an outline or hierarchy. You may

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wish to choose a different bullet style for different levels of the

list to make them stand out even more.

Fine-tuning Indents

Sometimes you may wish to fine tune the indents and tabs in

your presentations. You can do this by adjusting the indent

markers and tab stops on the ruler. By default, the Ruler is

hidden, so you'll first need to show the Ruler.

To Show the Ruler

1. Select the View tab.

2. Click the Ruler check box in the Show/Hide group if it is

not selected. The Ruler will appear.

10.4 Customizing Bullet Spacing

In PowerPoint, you can adjust the space between a bullet in a

list and the text by using the First Line Indent marker. The

ability to increase and decrease the indentation gives you

control over the lists you use in a presentation, and allows you

to customize them to meet your needs.

To Change the Bullet Spacing

1. Select the lines that you want to change.

2. On the Ruler, drag the First Line Indent marker to the

right or left. The bullet will move independently from the

text.

Line Spacing

PowerPoint allows you to adjust the amount of space between

each line in a paragraph. You can reduce the line spacing to

fit more lines on a slide, or you can increase it to improve

readability. PowerPoint may automatically change the font

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size when you adjust the line spacing, so increasing the line

spacing too much may cause the text to be too small.

To Format Line Spacing

1. Select the text you want to format.

2. Click the Line Spacing command in the Paragraph group on

the Home tab.

3. Select the desired spacing option from the drop-down

menu.

Changing Line Spacing

If you want to adjust the line spacing with even more

precision, select Line Spacing Options from the drop-down

menu. The Paragraph dialog box will open, allowing you to

fine tune the line spacing and also adjust the paragraph

spacing, which is the amount of spacing that is added before

and after each paragraph.

Paragraph dialog box

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Practice

1. Open an existing PowerPoint presentation.

2. Add an indent to a paragraph.

3. Indent some of the lines in a list.

4. Show the Ruler.

5. Move the bullet by dragging the first-line indent marker.

6. Change the line spacing.

10.5 WordArt and Shapes

There are many features and commands you can use in

PowerPoint to create visually appealing slides. Two of these

features are WordArt and shapes. WordArt allows the user

to create stylized text with effects such as textures, shadows,

and outlines. It can be applied to text on any slide. You can

also insert a variety of shapes such as rectangles, circles,

lines, arrows, callouts, and stars.

In this lesson, you will learn how to apply WordArt styles

and insert and modify shapes on a slide.

Creating WordArt

PowerPoint allows you to add effects to the text inside of a

text box, which is known as WordArt. For the most part, the

types of effects you can add are the same as the ones you can

add to shapes and text boxes (shadow, bevel, etc.).

However, with WordArt, you can also Transform the text to

give it a wavy, slanted, or inflated look.

Apply a WordArt Style to Text

A WordArt Style will automatically apply several effects to

your text at once. You can then refine the look of your text by

adding or modifying text effects.

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1. Select a text box, or select some text inside of the text box.

The Format tab will appear.

2. Click the Format tab.

3. In the WordArt Styles group, click the More drop-down

arrow to view all of the available styles.

4. Select the desired style preset to apply the style to your text.

To Add or Modify Text Effects

1. Select a text box, or select some text inside of the text box.

The Format tab will appear.

2. Click the Format tab.

3. Click the Text Effects command in the WordArt Styles

group. A drop-down menu will appear showing the

different effect categories.

4. Hover over an effect category. A drop-down menu will

appear. You can hover the mouse over the different presets

to see a live preview.

5. Select the desired effect preset. The effect will be applied to

your text. If you want, you can combine several different

effects.

10.5 Working with Shapes and Text Boxes

PowerPoint's large shape collection allows you to organize and

design the image you desire. While you may not need shapes

in every presentation you create, they can add visual appeal.

To Insert a Shape

1. Select the Insert tab.

2. Click the Shapes command.

3. Select a shape from the drop-down menu.

4. Click and drag the mouse until the shape is the desired

size.

5. Release the mouse button.

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To Resize a Shape or Text Box

1. Click on the shape to select it.

2. Click and drag one of the sizing handles on the corners and

sides of the text box until it is the desired size.

3. To rotate the shape, drag the green handle.

4. Some shapes also have one or more yellow handles that

can be used to modify the shape. For example, with star

shapes, you can adjust the length of the points.

Note: If you drag the sizing handles on any of the four

corners, you will be able to change the height and width at the

same time. The sizing handles on the top or bottom of the

shape will only allow you to resize vertically, while the

handles on the left and right sides will resize the shape

horizontally.

Formatting Shapes and Text Boxes

To Change to a Different Shape

1. Select the shape or text box. The Format tab will appear.

2. From the Format tab, click the Edit Shape command.

3. Click Change Shape to display a drop-down list.

4. Select the desired shape from the list.

To Change the Shape Style

1. Select the shape or text box. The Format tab will appear.

2. Click the More drop-down arrow in the Shape Styles group

to display more style options.

3. Move your cursor over the styles to see a live preview of

the style in the slide.

4. Select the desired style.

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To Change the Shape Fill Color

1. Select the shape or text box. The Format tab appears.

2. Select the Format tab.

3. Click the Shape Fill command to display a drop-down list.

4. Select the desired color from the list, choose No Fill, or

choose More Fill Colors to choose a custom color.

To Change the Shape Outline

1. Select the shape or text box. The Format tab will appear.

2. Click the Format tab.

3. Click the Shape Outline command to display a drop-down

menu.

4. From the drop-down menu, you can change the outline

color, weight (thickness), and whether or not it is a dashed

line.

To Change Shadow Effects

1. Select the shape or text box. The Format tab will appear.

2. Click the Format tab.

3. Click the Shape Effects command. A drop-down menu will

appear.

4. Hover the mouse over Shadow. You will see a list of

shadow presets.

5. Move your mouse over the menu options to see a live

preview of the shadow effect in the slide.

6. Click the desired shadow effect to add it to your shape.

Note: You can select Shadow Options from the drop-down

menu and click the Color button to select a different shadow

color for your shape.

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10.6 3-D Effects

There are two kinds of effects that you can apply to your

shapes and text boxes to give them a 3-D appearance: 3-D

Rotation and Bevel. 3-D Rotation gives the appearance that

you are viewing the object from a different angle, and it can be

applied to any shape. Bevel adds thickness and a rounded edge

to shapes, but it doesn't work with every type of shape.

3-D Rotation

1. Select the shape or text box.

2. Click on the Format tab.

3. Click Shape Effects from the Shape Styles group.

4. Hover the mouse over 3-D Rotation. A drop-down menu

will appear.

5. Select the desired rotation preset from the drop-down

menu. You can also click 3-D Rotation Options if you

would prefer to type in custom values.

To Use Bevel

1. Select the shape or text box.

2. Click on the Format tab.

3. Click Shape Effects from the Shape Styles group.

4. Hover the mouse over Bevel. A drop-down menu will

appear.

5. Select the desired bevel preset from the drop-down menu.

You can also click 3-D Options if you would prefer to type

in custom values.

Note: If you click on 3-D Options, you'll also be able to

change the shape's material to give it a metal, plastic, or

translucent appearance, and you can choose the lighting type

to change how the shape is illuminated.

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10.7 Applying Transitions

Transitions are motion effects that, when in Slide Show View,

add movement to your slides as you advance from one slide to

another. There are many transitions to choose from; each one

allows you to control the speed and even add sound. If you've

ever seen a PowerPoint presentation that had "special effects"

between each slide, then you've seen slide transitions. A transition

can be as simple as fading to the next slide, or it can be a flashy,

eye-catching effect. That means you can choose transitions to fit the

style of any presentation.

About Transitions

There are three categories of unique transitions to choose

from, all of which can be found on the Transitions tab:

1. Subtle (slight transitions)

2. Exciting (strong transitions)

3. Dynamic Content (strong transitions that affect only the

content, such as text or images)

To Apply a Transition

1. Select the slide you wish to modify.

2. Click the Transitions tab.

3. Locate the Transition to This Slide group. By default,

None is applied to each slide.

4. Click the More drop-down arrow to display all of the

transitions.

5. Click a transition to apply it to the selected slide. This will

automatically preview the transition as well.

Note: When working with transitions, the Apply To All

command in the Timing group can be used at any time to make

your presentation uniform. Use this command with caution.

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Not only does it apply the same transition to every slide, but it

also applies the settings in the Timing group, which you may

not want to be the same throughout your presentation.

To Preview a Transition

You can preview the transition for a selected slide at any time,

using either of these two methods:

1. Click the Preview command on the Transitions tab.

2. Click the star Play Animations icon. The icon appears on

the Slides tab in the left pane beside any slide that includes

a transition.

To Modify the Duration

1. Select the slide that includes the transition you wish to

modify.

2. In the Duration field in the Timing group, enter the

amount of time you want the transition to take.

To Add Sound

1. Select the slide that includes the transition you wish to

modify.

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

3. You will hear the sound and see a live preview of the

transition as you hover over each sound.

4. Click a sound to apply it to the selected slide.

To Remove a Transition

1. Select the slide you wish to modify.

2. Choose None from the gallery in the Transition to This

Slide group.

3. Repeat this process for each slide you want to modify.

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Note: To remove transitions from all slides, select a slide that

uses None, and click the Apply to All command.

10.8 Advancing Slides

Advance Slides Automatically

Normally, in Slide Show View, you would advance to the next

slide by clicking your mouse (or pressing Enter on your

keyboard). Using the Advance Slides settings in the Timing

group, you can set your presentation to advance on its own

instead, and display each slide for a specific amount of time.

This is useful for unattended presentations, such as at a

tradeshow booth.

1. Select the slide you wish to modify.

2. Locate the Timing group on the Transitions tab.

3. Under Advance Slide, uncheck the box next to On Mouse

Click.

4. In the After field, enter the amount of time you want to

display the slide. In this example, we will advance the slide

automatically after 1 minute 30 seconds, or 01:30:00.

5. Select another slide and repeat the process until all the

desired slides have the appropriate timing.

Practice

1. Open an existing PowerPoint presentation.

2. Add some WordArt effects to the text.

3. Insert a shape.

4. Change the shape to a different shape.

5. Change the fill color.

6. Change the outline color.

7. Try various shadow effects.

8. Try various 3-D effects.

9. Select a slide and apply a transition.

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10. Change the transition duration.

11. Add a sound effect to the transition.

12. Apply this transition and its settings to all slides.

13. Apply a different transition to one slide.

14. Remove the transition.

10.9 Inserting Videos

PowerPoint allows you to insert a video directly into your

presentation. You can even edit the video within PowerPoint

and customize its appearance with a Video Style.

Adding video to your presentation can help emphasize certain

points and provide an example. Once you add a video, you can

edit it and format its appearance.

To Insert a Video from a File on Your Computer

1. From the Insert tab, click the Video drop-down arrow and

select Video from File.

2. Locate and select the desired video file, and then click

Insert.

3. The video will be added to the slide.

Embedding a Video from a Website

Some websites, like YouTube, allow you to embed videos

into your slides. An embedded video will still be hosted on its

original website, meaning that the video itself won't be added

to your file. Embedding can be a convenient way to reduce the

file size of your presentation, but you'll also need to be

connected to the internet for the video to play.

Note: This feature no longer works in PowerPoint 2010. If

you need to add an online video, you could insert a hyperlink

to the video directly on your slide.

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Working with the Video

To Preview the Video

1. Make sure the video is selected.

2. Click the Play/Pause button below the video. The video

will start playing, and the timeline next to the Play/Pause

button will begin to advance.

3. To jump to a different part of the video, click anywhere on

the timeline.

To Resize the Video

1. Select the video. A box with resizing handles will appear

around the video.

2. Click and drag any of the handles to resize the movie.

Edit and Format Video

The Playback tab has several options that you can use to edit

your video. For example, you can trim your video so that it

will only play an excerpt, add a fade in and fade out, and add

bookmarks that allow you to jump to specific points in the

video. Most of the features on the Playback tab can only be

used with videos that are inserted from a file. They will not

work with embedded videos.

To Trim the Video

1. From the Playback tab, click the Trim Video command.

2. Use the green and red handles to set the start time and end

time.

3. To preview the video file, click the Play button.

4. Adjust the green and red handles again if necessary, and

then click OK.

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To Add a Fade In and Fade Out

1. On the Playback tab, locate the Fade In and Fade Out

fields.

2. Type in the desired values, or use the up and down arrows

to adjust the times.

To Add a Bookmark

1. Click the Play/Pause button to play the video, and when

you have located the part that you want to bookmark, pause

it. You can also click the timeline to locate the desired part

of the video.

2. From the Playback tab, click Add Bookmark.

3. A small circle will appear on the timeline to indicate the

bookmark.

4. You can now click the bookmark to jump to that location.

To Remove a Bookmark

1. Select the bookmark.

2. From the Playback tab, click Remove Bookmark. The

bookmark will disappear.

Video Options

There are other options that you can set to control how your

video plays, and these are found in the Video Options group

on the Playback tab.

The Video Options group

Volume: Changes the audio volume in the video.

Start: Controls whether the video file starts automatically

or when the mouse is clicked.

Play Full Screen: Lets the video fill the entire screen

while it is playing.

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Hide While Not Playing: Hides the video when it is not

playing.

Loop until Stopped: Causes the video to repeat until it is

stopped.

Rewind after Playing: Causes the video to return to the

beginning when it is finished playing.

Formatting the Appearance of the Video

Much like pictures, PowerPoint allows you to format the

appearance of the video by applying a video style, adding a

border, changing the shape, applying effects such as 3-D

rotation, making image corrections, and adjusting the color.

You can also add a poster frame, which is the placeholder

image that your audience will see before the video starts

playing. The poster frame is often just a frame taken from the

video itself, but you can also use a different image if you

prefer.

To Create a Poster Frame

1. Select the video.

2. Start playing the video. When you see the frame that you

want to use, click the Play/Pause button to pause it.

3. From the Format tab, click the Poster Frame command. A

drop-down menu will appear.

4. Select Current Frame.

5. The current frame will become the poster frame.

To Apply a Video Style

1. Select the video. The Format tab will appear.

2. Select the Format tab.

3. In the Video Styles group, click the More drop-down

arrow to display all the video styles.

4. Select the desired style.

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5. The new style will be applied to the video.

Practice

1. Open an existing PowerPoint presentation.

2. Insert a video from a file on your computer, if you have

one.

3. Preview the video.

4. Trim the video.

5. Add a Fade In and Fade Out.

6. Add a poster frame.

7. Experiment with the different Video Options on the

Playback tab.

10.10 Inserting Audio

PowerPoint allows you to add sound to your presentation,

which opens up a lot of possibilities. Perhaps you want to add

background music to one slide, a sound effect to another,

and maybe even add some narration or commentary to a few

slides. You can either add an audio file from your computer

or browse PowerPoint's collection of Clip Art Audio. You

can then edit the sounds within PowerPoint so that they are

tailored to your presentation.

Inserting Audio

Have you ever watched a PowerPoint presentation that seemed

to narrate itself? Or have you seen a slide show that featured

applause when the last slide was reached? Then you've heard

examples of how audio can be applied to slide shows.

PowerPoint allows you insert audio files from your computer,

or you can search the Clip Art Studio to find the audio you

need. Once you've inserted audio, you can then edit it.

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To Insert Audio from a File on Your Computer

1. From the Insert tab, click the Audio drop-down arrow and

select Audio from File.

2. Locate and select the desired audio file and then click

Insert.

3. The audio file will be added to the slide.

To Insert Clip Art Audio

1. From the Insert tab, click the Audio drop-down arrow and

select Clip Art Audio. The Clip Art pane will appear on

the right.

2. Enter keywords in the Search for: field and click Go.

3. The results will appear in the Clip Art pane. To preview an

audio file, right-click the file and select

Preview/Properties.

4. A dialog box will appear, and the audio file will start

playing automatically (it may take a few seconds to load).

To play it again, press the Play button.

5. When you're finished previewing the file, click Close.

6. Once you have found the audio file that you want to use,

click it to insert it into the slide.

Recording Your Own Audio

Sometimes you may want to record audio directly into a

presentation, like if you want the presentation to include

narration. Before you begin, make sure that you have a

microphone that is compatible with your computer; many

computers have built-in microphones or ones that can be

plugged into the computer.

To Record Audio

1. From the Insert tab, click the Audio drop-down arrow and

select Record Audio.

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2. Type a name for the audio recording, if desired.

3. Click the red Record button to start recording.

4. When you're finished recording, click the Stop button.

5. To preview your recording, click the Play button.

6. When you're done, click OK. The audio file will be inserted

into the slide.

10.11 Exercise

1. Describe the procedure to use symbol as bullets

2. Describe the 2 kinds of effect we can add to shape to give

it 3-effect

3. Highlights the procedures to create the effects describe in

question 2.

4. What is transition? Hence name 3 categories of transition

in PowerPoint 2010.

5. What is the best way of advancing slides for unattended

presentation?

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Chapter Eleven

Advance MS PowerPoint

11.1 SmartArt graphics

owerPoint has a variety of SmartArt graphics you can

use to illustrate and organize many different types of

ideas. To get the most out of SmartArt, you'll need to

know how to insert a SmartArt graphic, modify the color and

effects, and change the organization of the graphic.

To insert a SmartArt graphic

1. Select the Insert tab.

2. Select the SmartArt command in the Illustrations group. A

dialog box will appear.

3. Select a category on the left of the dialog box and review

the SmartArt graphics that appear in the center.

4. Select the desired SmartArt graphic, and then click OK.

P

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To add text to a SmartArt graphic

1. Select the graphic. A border will appear around it with an

arrow on the left side.

2. Click the arrow on the left side of the graphic to open the

task pane.

3. Enter text next to each bullet in the task pane. The

information will appear in the graphic and will resize to fit

inside the shape.

4. To add a new shape, press Enter. A new bullet will appear

in the task pane, and a new shape will appear in the graphic.

Note: You can also add text by clicking on the desired shape

and then typing your text. This works well if you only need to

add text to a few shapes. However, for more complex

SmartArt graphics, working in the task pane is often faster.

To convert existing text to SmartArt

1. Select the list or paragraph you want to change to SmartArt

and right click. A drop-down menu will appear.

2. Hover the mouse over Convert to SmartArt.

3. Select the desired SmartArt graphic, or click More

SmartArt Graphics at the bottom of the menu to view

more options.

Note: You can also convert SmartArt back to text. Select your

SmartArt, then click on the SmartArt Tools Design tab. Click

Convert, and select Convert to Text.

To add a shape to a graphic

1. Select the graphic. The Design and Format tabs appear on

the Ribbon.

2. Select the Design tab.

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3. Decide where you want the new shape to appear, and select

one of the shapes nearby.

4. Click the drop-down arrow on the Add Shape command in

the Graphics group. A menu will appear.

5. Select Add Shape Before or Add Shape After to add a

shape on the same level as the one you selected. To add a

shape above or below that one, select Add Shape Above or

Add Shape Below.

To move shapes to a higher or lower level

1. Select the graphic. The Design and Format tabs appear on

the Ribbon.

2. Select the Design tab.

3. Select the shape you would like to move.

4. To move the shape to a higher level, click the Promote

command in the Create Graphic group, or click Demote to

move it lower.

5. The shape will move one level higher or lower.

To rearrange shapes on the same level

1. Select the graphic. The Design and Format tabs appear on

the Ribbon.

2. Select the Design tab.

3. Select the shape you would like to move.

4. In the Create Graphic group, click Move Up or Move

Down.

5. The shape will move one space up or down.

Modifying the SmartArt graphic's appearance

To change the SmartArt layout

1. Select the graphic. The Design and Format tabs will

appear on the Ribbon.

2. Click the Design tab.

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3. In the Layouts group, click the More drop-down arrow to

view all of the layouts.

4. Hover the mouse over each layout to see a live preview.

5. Select the desired layout.

To change the SmartArt style

1. Select the graphic. The Design and Format tabs will

appear on the Ribbon.

2. Click the Design tab.

3. In the SmartArt Styles group, click the More drop-down

arrow to view all of the styles.

4. Hover the mouse over each style to see a live preview.

5. Select the desired style.

To change the color scheme

PowerPoint provides a variety of color schemes to use with

SmartArt. The color schemes use Theme Colors, so they will

vary depending on which Theme you are using.

1. Select the graphic. The Design and Format tabs will

appear on the Ribbon.

2. Select the Design tab.

3. Click the Change Colors command. A drop-down menu

appears, showing various color schemes.

4. Select the desired color scheme.

Note: If you want to change the appearance of a single shape

within the SmartArt graphic, select the shape and click the

Format tab. You can then modify the Shape Style, color,

effects, or other settings for that shape.

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Practice

1. Open an existing PowerPoint presentation.

2. Insert a SmartArt graphic.

3. the bulleted list into SmartArt.

4. Enter text into the graphic.

5. Change the SmartArt Style. If you're using the example,

go to Slide 10 and change the style of the SmartArt.

6. Change the color scheme. If you're using the example,

change the color scheme of the SmartArt on Slide 7.

11.2 Hyperlinks and Action Buttons

Whenever you use the Web, you are using hyperlinks to

navigate from one webpage to another. If you want to include

a web address or email address in your PowerPoint

presentation, you can choose to format them as hyperlinks a

person can click on. It's also possible to link to files and other

slides within a presentation.

It's easy to do all of these using two tools: hyperlinks and

action buttons.

About Hyperlinks

Hyperlinks have two basic parts: the address of the webpage,

email address, or other location they are linking to, and the

display text (which can also be a picture or shape).

To Insert a Hyperlink

1. Select the image or text you would like to make a

hyperlink.

2. Right-click the selected text or image, and click Hyperlink.

3. The Insert Hyperlink dialog box will open. You can also

get to this dialog box from the Insert tab by clicking

Hyperlink.

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4. If you selected text, the words will appear in the Text to

display field at the top. You can change this text if you

want.

5. Type the address you would like to link to in the Address

field.

6. Click OK. The text or image you selected will now be a

hyperlink to the web address.

To insert a hyperlink to an email address

1. Right-click the selected text or image, and click Hyperlink.

2. The Insert Hyperlink dialog box will open.

3. On the left side of the dialog box, click Email Address.

4. Type the email address you want to connect to in the Email

Address box, and click OK.

Note: PowerPoint often recognizes email and web addresses

as you type and will format them as hyperlinks automatically

after you press the Enter key or spacebar.

To open and test a hyperlink

1. After you create a hyperlink, you should test it. Right-click

the hyperlink, and click Open Hyperlink.

2. Your web browser should open and navigate to the linked

page. If it does not work, check the hyperlink address for

any misspellings.

To remove a hyperlink

1. Right-click the hyperlink.

2. Click Remove Hyperlink.

To insert a hyperlink to another slide

1. Right-click the selected text or image, and click Hyperlink.

2. The Insert Hyperlink dialog box will open.

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3. On the left side of the dialog box, click Place in this

Document.

4. A list of the other slides in your presentation will appear.

Click the name of the slide you would like to link to.

5. Click OK. The text or image will now be a hyperlink to the

slide you selected.

To insert a hyperlink to another file

1. Right-click the selected text or image, and click Hyperlink.

2. The Insert Hyperlink dialog box will open.

3. On the left side of the dialog box, click Existing File or

Web Page.

4. Click the drop-down arrow to browse for your file.

5. Select the desired file.

6. Click OK. The text or image will now be a hyperlink to the

file you selected.

Note: If you plan on displaying your presentation on a

different computer than you used to create it, your hyperlink to

another file may not work. Make sure you have a copy of the

linked file on the computer you are using to present, and

always test hyperlinks before giving a presentation.

11.3 Action Buttons

In addition to hyperlinks, another tool you can use to connect

to a webpage, file, email address, or slide is called an action

button. Action buttons are built-in button shapes you can

add to a presentation and set to link to another slide, play a

sound, or perform some other action. When someone clicks or

moves over the button, the selected action will occur. Action

buttons can do many of the same things as hyperlinks. Their

easy-to-understand style makes them especially useful for self-

running presentations at booths and kiosks.

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You can insert action buttons on one slide at a time, or you can

insert an action button that will show up on every slide. The

second option can be useful if you want every slide to link

back to a specific slide, like the title page or table of contents.

To insert an action button on one slide

1. Click the Insert tab.

2. Click the Shapes command in the Illustrations group. A

drop-down menu will appear with the action buttons

located at the bottom.

3. Select the desired action button.

4. Insert the button onto the slide by clicking the desired

location. The Action Settings dialog box will appear.

5. Select the Mouse Click or Mouse Over tab. Selecting the

Mouse Click tab means the action button will perform its

action only when clicked. Selecting the Mouse Over tab

will make the action button perform its action when you

move the mouse over it.

6. In the Action on click section, select Hyperlink to: then

click the drop-down arrow and choose an option from the

menu.

7. Check the Play Sound box if you want a sound to play

when the action button is clicked. Select a sound from the

drop-down menu, or select Other sound to use a sound file

on your computer.

8. Click OK.

To insert an action button on all slides:

1. Click the View tab.

2. In the Master Views group, click on the Slide Master

command. A blank slide in the style of your presentation

will appear. Don't worry about changing anything else.

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3. Go to the Insert tab, and follow the instructions above to

insert an action button.

4. Return to the Slide Master tab, and click Close Master

View. The new action button will now be on every slide.

Note: To edit, move, or delete an action button inserted this

way; click the View tab, then Slide Master. Click Close

Master View after making the desired changes.

To test an action button

After you create an action button, you should test it.

1. Click the Slide Show tab.

2. In the Start Slide Show group, click From Current Slide.

3. Click your action button.

4. After you have tested it, right-click anywhere on the screen

and select End Show.

5. If your action button did not work as you intended, follow

the instructions below to edit it.

To edit an action button

1. Select the action button.

2. Click the Insert tab.

3. In the Links group, click the Action command. The

Actions Settings dialog box will appear.

4. Edit the action or hyperlink.

5. Click OK.

To change the appearance of an action button

1. Select the action button.

2. Click the Drawing Tools Format tab.

3. To change the button style or color, use the tools in the

Shape Styles group.

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4. To change the shape of the action button, click Edit Shape

in the Insert Shapes group. Select a new shape from the

drop-down menu.

Practice

1. Open an existing PowerPoint presentation.

2. Select text, and insert a hyperlink to a webpage.

3. Select text or an image, and insert a hyperlink to another

slide in the presentation.

4. Insert an action button that uses sound.

5. Change the shape and style of an action button.

11.4 Working with Tables

Tables are another tool you can use to display information in

PowerPoint 2010. A table is a grid of cells arranged in rows

and columns. Tables can be customized and are useful for

various tasks such as presenting text information and

numerical data.

To Insert a Blank Table

1. On the Insert tab, click the Table command.

2. Hover your mouse over the diagram squares to select the

number of columns and rows in the table.

3. Click your mouse. The table will appear on the slide.

4. You can now place the insertion point anywhere in the table

to add text.

Note: To make sure your table looks good with the slide

layout, you can also insert a table using the placeholder. Click

the Insert Table icon in the placeholder, then enter the desired

number of rows and columns.

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To move a table

1. Place the cursor over the edge of the table. The cursor will

turn into a cross with arrow.

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

3. Release the mouse button to drop the table in the new

location.

Modifying tables

To resize a table

1. Position the mouse over one of the sizing handles located

around the edge of the table. The cursor will become a pair

of directional arrows.

2. Click, hold, and drag your mouse to make the table larger

or smaller.

3. Release the mouse. The table will be resized.

To add a column or row

1. Place the insertion point in a cell adjacent to the location

where you wish to add a row or column.

2. Select the Table Tools Layout tab, and locate the Rows &

Columns group.

3. If you would like to insert a new row, select either Insert

Above or Insert Below. If you would like to insert a new

column, select either Insert Left or Insert Right.

4. A new row or column will appear.

To delete a row or column

1. Select the row or column by placing the insertion point in

any cell in that row or column.

2. Select the Table Tools Layout tab.

3. In the Rows & Columns group, click Delete. A drop-

down menu appears.

4. Select Delete Rows or Delete Columns.

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Modifying the table style

To apply a table style

1. Click anywhere on the table. The Table Tools tab will

appear on the Ribbon.

2. Select the Table Tools Design tab, and locate the Table

Styles.

3. Click the More drop-down arrow to see all of the table

styles.

4. Hover the mouse over the various styles to see a live

preview.

5. Select the desired style.

To change the Table Styles Options

Once you've chosen a table style, you can turn various options

on or off to change the appearance of the table. There are six

options: Header Row, Total Row, Banded Rows, First

Column, Last Column, and Banded Columns.

1. Click anywhere on the table. The Table Tools tab will

appear.

2. Click on the Table Tools Design tab.

3. Hover the mouse over each option in the Table Style

Options group to see an explanation of what it does, and

check or uncheck the desired options.

Note: Depending on which Table Style you're using, certain

Table Style Options may have a somewhat different effect. You

may need to experiment to get the exact look you want.

To add borders to a Table

1. Select the cells you wish to add a border to.

2. From the Table Tools Design tab, select the desired Line

Style, Line Weight, and Pen Color.

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3. Click the Borders drop-down arrow.

4. From the drop-down menu, select the desired border type.

5. The border will be added to the selected cells.

Modifying a table using the layout tab

When you select a table in PowerPoint 2010, Design and

Layout tabs appear under Table Tools on the Ribbon. Using

commands on the Layout tab, you can make a variety of

modifications to the table.

Practice

1. Open an existing PowerPoint Presentation.

2. Insert a new table with three columns and four rows.

3. Apply a Table Style.

4. Use the Table Style Options to make your table have

banded rows and a header row.

5. Delete a column from the table.

6. Add a border to one of the rows in the table.

11.5 Working with Charts

A chart is a tool you can use to communicate your data

graphically. Displaying charts in PowerPoint allows your

audience to see the meaning behind the numbers, and they

make showing comparisons and trends a lot easier. In this

lesson, you will learn how to insert charts and modify them so

they communicate information effectively.

Inserting charts

PowerPoint uses an Excel worksheet as a placeholder for

entering chart data. Therefore, when you insert or edit a chart

in PowerPoint, an Excel window will automatically open.

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To insert a Chart

1. Select the Insert tab.

2. Click the Insert Chart command in the Illustrations

Group. The Insert Chart dialog box will appear.

3. Select a category from the left pane of the dialog box, and

review the charts that appear in the center.

4. Select the desired chart.

5. Click OK. An Excel window will open with a placeholder

for your data.

Note: If a slide layout has a content placeholder, you can also

click the Insert Chart command to insert a new chart.

To Enter Chart Data

The data that appears in the Excel spreadsheet is placeholder

source data that you will replace with your own information.

The Excel source data is used to create the PowerPoint chart.

1. Enter your data into the Excel spreadsheet.

2. If necessary, click and drag the lower-right corner of the

blue line to increase or decrease the data range for rows

and columns. Only the data enclosed by the blue lines will

appear in the chart.

3. Close Excel. You do not need to save the spreadsheet. The

PowerPoint chart will update to reflect the new source data.

You can edit the chart data at any time by selecting your chart

and clicking the Edit Data command in the Data group on the

Chart Tools Design tab.

Copying and pasting existing Excel data

If you already have an Excel worksheet with data you would

like to use for a PowerPoint chart, you can transfer the data by

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copying and pasting it. When the Excel window opens,

simply open your existing worksheet, select and copy the data,

and paste it into the worksheet in place of the placeholder data.

Be sure to drag the blue line to surround all the data you

would like to include in the chart.

Importing a chart from Excel

If you have already created a chart in Excel, you can import

and link it to your PowerPoint presentation. When you insert

an Excel chart in PowerPoint, any updates you make to the

original Excel chart will automatically update in your

PowerPoint presentation, as long as the files remain in the

same location. This can be a convenient and time-saving

feature for presentations that require frequent updating.

1. Click the Insert tab, and locate the Text group.

2. Click the Insert Object command. A dialog box will

appear.

3. In the dialog box, select Create from file.

4. Click Browse.

5. Find and select the desired Excel chart, then click OK.

6. Click the Link checkbox if you would like to link the data

to the Excel chart. This will enable your PowerPoint chart

to update itself when changes are made to the Excel chart.

7. Click OK. The chart will now appear in your PowerPoint

presentation.

Note: To edit an imported chart, double-click it to open the

Excel placeholder. After you have finished editing, be sure to

save the chart in Excel. Once you have imported a chart, be

careful not to delete or move the original Excel file. If the

location of either the PowerPoint presentation or the Excel

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files changes, you may have to insert the chart again in order

for it to display correctly.

Modifying charts with Chart Tools

There are many ways to customize and organize your charts.

For example, PowerPoint allows you to change the chart

type, rearrange a chart's data, and even change the layout

and style. Once you insert a chart, a set of Chart Tools will

appear on the Ribbon. These are only visible when the chart is

selected. You can use the three tabs grouped under Chart

Tools to modify your chart.

To change the Chart Type

1. From the Design tab, click the Change Chart Type

command. A dialog box will appear.

2. Select the desired chart type.

3. Click OK. The chart will update to reflect the new chart

type.

To switch Row and Column data

Sometimes when you create a chart, the data may not be

grouped the way you want it to. In the clustered column

chart below on the left, the Book Genre Sales statistics are

grouped by Genre, with a column for each year. However,

you could also switch the row and column data so the chart

will group the statistics by year, with columns for each genre,

as in the chart on the right. In both cases, the chart contains the

same data; it's just organized differently.

1. Select the chart.

2. From the Chart Tools Design tab, select the Edit

command in the Data group. The Excel placeholder will

open.

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3. Return to your PowerPoint slide. Select the Switch

Row/Column command in the Data group.

4. The chart will adjust the data.

To change the Chart Layout

1. Select the Chart Tools Design tab.

2. Click the More drop-down arrow in the Chart Layouts

group to see all of the available layouts.

3. Select the desired layout.

4. The chart will update to reflect the new layout.

Note: Some layouts include things like chart titles and legend

labels. To change them, just place the insertion point in the

text and begin typing.

To change the chart style

1. Select the Chart Tools Design tab.

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

group to see all of the available styles.

3. Select the desired style.

4. The chart will update to reflect the new style.

Practice

1. Open an existing PowerPoint presentation.

2. Insert a new chart.

3. Change the chart layout.

4. Apply a chart style. If the new style includes a chart title

or any labels, edit those.

5. Switch the row and column data.

11.6 Review Presentation

Before presenting your PowerPoint presentation, you might

decide to ask someone else to look over it. The two of you

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might even collaborate on a presentation. If you were revising

a hard copy of a report, you might add comments in the

margins or compare your rough and final drafts side by side.

You can also do these things in PowerPoint using the

Comments and Compare features.

Reviewing presentations

Have you been asked to work with someone else to create a

PowerPoint presentation? Or perhaps you've created a slide

show and would like another person to view it to make sure

everything looks polished. PowerPoint's Comments and

Compare features make it easier for you to collaborate with

others on the content of your presentation.

Commenting on presentations

When you are revising or collaborating on a presentation, you

might want to make notes or suggestions without actually

changing anything on the slide. Using comments allows you

to take note of anything on a slide without altering the slide

itself. Comments can be added and read by the original author

or any other reviewers.

To add a comment

1. Select the text, or click on the area of the slide where you

would like the comment to appear.

2. Select the Review tab, and locate the Comments group.

3. Click the New Comment command.

4. Type your comment.

5. Click anywhere on the slide, and your comment will

appear.

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Note: Added comments show up as small thumbnails rather

than full-sized notes. To read a comment, just hover your

mouse over the thumbnail.

To edit a comment

1. Select the comment you would like to edit by clicking the

comment thumbnail. 2. Click the Review tab.

3. Click the Edit Comment command.

4. Make the desired changes.

5. Click anywhere on the slide, and the comment will update

to reflect your edits.

To respond to a comment

1. Right click the comment you would like to respond to.

2. From the drop-down menu, select New Comment.

3. Type your comment.

4. Click anywhere on the slide, and the new comment will

appear below the original comment.

To delete a comment

1. Select the comment you wish to delete.

2. From the Review tab, click the Delete command.

Note: To delete multiple comments, simply click the Delete

drop-down arrow and select Delete All Markup in the Current

Slide or Delete All Markup in the Current Presentation

Comparing Presentations

If you are collaborating on a presentation or even just asking

someone else to review your presentation, you might want to

use the Compare feature. The Compare feature combines

two versions of the same presentation. This allows you to see

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all of the differences between the two and decide which

changes to include in the final version of your presentation.

To compare two presentations

1. Select the Review tab, and locate the Compare group.

2. Click Compare. A dialog box will open.

3. Browse for and select the desired file.

4. Click Merge.

5. Click the buttons in the interactive below to learn how to

review comments and changes using the Compare feature.

Using Reviewing Features Safely

If there are any comments in your presentation, you should

remove them before sharing the final version with anyone

you are not collaborating with. Comments can reveal

confidential information that could lead to embarrassment or

make you or your company appear unprofessional.

It's a good idea to double-check your presentation using the

Document Inspector. The Document Inspector can tell you

if there are any comments or other hidden data in your

presentation that you may need to remove.

To use the Document Inspector

1. Save your presentation.

2. Click the File tab to go to Backstage view.

3. Select Info on the left side of the page.

4. Click the Check for Issues command. A drop-down menu

will appear.

5. Select Inspect Document.

6. Click Inspect.

7. The inspection results will show an exclamation mark for

any categories where it found possibly sensitive data, and it

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will also have a Remove All button for each of those

categories. Click Remove All to remove the data.

8. Close the dialog box when you're done.

9. From Backstage view, click Save to make the changes

permanent.

Practice

1. Open an existing PowerPoint presentation.

2. Select text on any slide, and add a comment.

3. Edit the comment you just added.

4. Delete all comments in the presentation.

5. Run the Document Inspector to find and remove hidden

data.

11.7 Advanced Presentation Options

There are many things to keep in mind when giving a

presentation. How long will your presentation last? What will

you say? If you're not in the same location as your audience,

how will they view it? Fortunately, PowerPoint 2010 offers a

number of tools to help you ensure your presentation goes

smoothly.

Rehearsing Slide Show Timings

Rehearsing timings can be useful if you want to set up a

presentation to play at a certain speed without having to click

through the slides to present it. Think of it as a tool to help you

practice presenting your slide show. Using this feature, you

can save timings for each slide and animation. PowerPoint will

then play back the presentation with the same timings when

you present it.

To Rehearse Timings

1. Select the Slide Show tab, and locate the Set Up group.

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2. Click the Rehearse Timings command. You will be taken

to a full-screen view of your presentation.

3. Practice presenting your slide show. When you are ready to

move to the next slide, click the Next button on the

Recording Toolbar in the top left corner. If you prefer,

you can also use the right arrow key.

4. When you have reached the end of the show, press the Esc

key to end your slide show. A dialog box will appear with

the total time of your presentation.

5. If you are satisfied with your timings, click Yes.

Note: If you need more than one try to get the timings just

right, the Recording Toolbar has options to let you take a

break or start over on a slide. To pause the timer, click the

pause button on the toolbar. No actions taken while the timer

is paused will be included in the timings. To re-record the

timings on the current slide, simply click the repeat button.

Recording Slide Show

The Record Slide Show feature is similar to the Rehearse

Timings feature, but it's more comprehensive. If you have a

microphone for your computer, you can even record voice-

over narration for the entire presentation. This is useful if

you plan on using your slide show for a self-running

presentation or a video. Your mouse won't show up on screen

in recorded slide shows, so if you would like to point out

details on screen, you can use PowerPoint's laser pointer

option.

To Record a Slide Show

1. Click the Slide Show tab, and locate the Set Up group.

2. Click the Record Slide Show drop-down arrow.

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3. Select either Start Recording from Beginning or Start

Recording from Current Slide. The Record Slide Show

dialog box will appear.

4. Select the desired options. Remember, you can only record

narration if you have a microphone attached to your

computer.

5. Click Start Recording. Your presentation will open up to a

full-screen view.

6. Perform your slide show. Make sure to speak clearly into

the microphone if you are recording narration. When you

are ready to move to the next slide, click the Next button on

the Recording Toolbar in the top left corner, or use the

right arrow key.

7. When you reach the end of the show, press the Esc key to

exit.

8. Your slide show timings and narration are now included in

your presentation. The slides with narration will be marked

with a speaker icon in the bottom right corner.

Note: To point out details during your recording, press and

hold the Ctrl key on your keyboard. Your cursor will show up

as a laser pointer. Simply move your mouse to indicate the

desired details. Release the Ctrl key when you are finished

pointing out things on screen.

Sharing Presentation Options

PowerPoint 2010 offers several options to enhance or even

totally change the way you deliver presentations. Instead of

presenting your slide show normally, you can choose to

present it as a video, or even broadcast it live on the Web so

others can view it remotely. No matter how you choose to give

your presentation, you can enhance it by customizing your

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slide show to remove or reorder slides, and printing handouts

to help your audience take notes. All of these options can help

you give a polished and professional presentation.

Presenting Slide Show as a Video

The Create a Video feature allows you to save your

presentation as a video. This can be useful, as it lets your

viewers watch the presentation whenever they want. To make

sure your viewers have enough time to view each slide, you

might want to rehearse the timings or record your slide show

before using this feature.

To create a video

1. Click the File tab. This takes you to the Backstage view.

2. Select Save and Send.

3. Select Create a Video under File Types. The Create a

Video menu will appear on the right.

4. Click the drop-down arrow next to Computer and HD

Displays to select the size and quality of your video.

5. Select the drop-down arrow next to Recorded Timings

and Narrations.

Choose Don't Use Recorded Timings and Narrations

if you don't have or don't wish to use recorded timings.

You can adjust the default Seconds to spend on each

slide: in the box below the drop-down menu.

Choose Use Recorded Timings and Narrations if you

have already recorded timings and narrations and would

like to use them in your video.

6. Click the Create Video command. The Save As dialog box

will appear.

7. Select the location where you wish to save the presentation,

then enter a name for the presentation.

8. Click Save. A status bar will appear in the bottom right

corner of the PowerPoint window as PowerPoint creates

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your video. When the bar is completely green, your video is

ready to view, send, or upload.

Broadcasting your slide show to remote audiences

Broadcasting a presentation remotely is surprisingly easy. All

you and your viewers need is an Internet connection they don't

even need PowerPoint. Once your viewers are connected, you

can start the presentation as you normally would.

Note: Please note that you cannot edit your presentation or

mark it with a highlighter or pen while you are broadcasting a

slide show. You also cannot use PowerPoint to speak to your

audience. Plan to communicate with your viewers through

teleconferencing, or pre-record your narration.

To Broadcast a Slide Show

1. Select the Slide Show tab, and locate the Start Slide Show

group.

2. Click the Broadcast Slide Show command. The Broadcast

Slide Show dialog box will open.

3. Click Start Broadcast. A status bar will appear as

PowerPoint prepares your broadcast.

4. A link will appear. Select the link, and click Copy Link to

make a copy of the link, or Send in Email to send an email

with the link to your viewers.

5. Click Start Slide Show.

6. Present your slide show.

7. When you are finished, click End Broadcast in the yellow

bar at the top of the screen.

Customizing Slide Show

Sometimes you might want to hide a slide while still keeping

it in your presentation. For instance, if you are presenting a

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slide show to more than one group of people, hiding or even

rearranging certain slides could help you tailor your slide

show to each group you present it to.

To create a custom show

1. Select the Slide Show tab, and locate the Start Slide Show

group.

2. Click the Custom Slide Show command.

3. Select Custom Shows.... The Custom Shows dialog box

will appear.

4. Click New. The Define Custom Show dialog box will

appear.

5. Locate the Slide show name box, and type in a name for

your custom show.

6. Select the slides in the Slides in presentation: box that you

would like to include in your custom show, then click

Add>> to add them to the Slides in custom show: box. If

necessary, use the up and down arrows to reorder the

added slides.

7. Click OK.

Note: You can also hide slides by selecting the Hide Slide

command, which can be found on the Slide Show tab. To

unhide a slide, simply click the Hide Slide command again.

Creating Handouts of a Presentation

Printing handouts with images of your slides can be helpful to

your audience, as it gives them a hard copy of the information

you're presenting. Plus, they can take notes on the handouts as

you present your slide show.

To Create Handouts of a Presentation

1. Click the File tab. This takes you to the Backstage view.

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2. Click Print.

3. Click the drop-down arrow in the box that says Full Page

Slides, and locate the Handouts group.

4. Select a page layout for your handouts. Up to nine slides

can be displayed per page. Note that the 3 slides layout

offers lined space for your viewers to take notes.

5. Click the Print command.

Note: If you would like to add a header or footer to your

handouts, click the View tab on the Ribbon, then select

Handout Master. Just type your header or footer information

into the boxes provided. To return to the normal view, click

Exit Master View.

Practice

1. Open an existing PowerPoint presentation.

2. Use the Rehearse Timings feature to record slide and

animation timings for the presentation. Or, if you have a

microphone attached to your computer, use the Record

Slide Show feature.

3. Create a custom slide show from your presentation.

4. Create a video of your presentation.

11.8 Slide Master View

Slide Master View is a special mode in PowerPoint that allows

you to modify slides and slide layouts in your presentation.

Slide Master View is a special feature in PowerPoint that

allows you to quickly modify the slides and slide layouts in

your presentation. From there, you can edit the slide master,

which will affect every slide in the presentation. You can also

modify individual slide layouts, which will change any slides

using those layouts.

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Using Slide Master View

Whether you're making big changes to your slides or just a

few small tweaks, Slide Master View can help you create a

consistent, professional presentation without a lot of effort.

You could use Slide Master View to change just about

anything in your presentation, but here are some of its most

common uses:

1. Modify Backgrounds: Slide Master View makes it easy to

customize the background for all of your slides at the same

time. For example, you could add a watermark or logo to

every slide in your presentation, or modify the background

graphics of an existing PowerPoint theme.

2. Rearrange Placeholders: If you find that you often

rearrange the placeholders on each slide, you can save time

by rearranging them in Slide Master View instead. When

you adjust one of the layouts in Slide Master View, all of

the slides with that layout will change.

3. Customize Text Formatting: Rather than changing the

text color on every slide individually, you could use the

slide master to change the text color on all slides at once.

4. Create Unique Slide Layouts: If you want to create a

presentation that looks different from regular PowerPoint

themes, you could use Slide Master view to create your

own layouts. Custom layouts can include your own

background graphics, placeholders, and more.

To Make Changes to All Slides

If you want to change something on all slides of your

presentation, you can edit the slide master.

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1. Select the View tab, and then click the Slide Master

command.

2. The presentation will switch to Slide Master View, and the

Slide Master tab will be selected on the Ribbon.

3. In the left navigation pane, scroll up and select the first

slide. This is the slide master.

4. Use the desired tabs on the Ribbon to make changes to the

slide master.

5. When you're finished, click the Close Master View

command on the Slide Master tab.

6. The change will appear on all slides of the presentation.

Customizing Slide Layouts

When you make a change to the slide master, it's a good idea

to review your presentation to see how it affects each slide.

You may find that some of your slides don't look exactly right.

On the next page, we'll show you how to fix this by

customizing individual slide layouts. If you're inserting a

background graphic, you may want to send it behind all

other objects on the slide. Right-click the object, select Send

to Back, then click Send to Back.

Note: You can use Slide Master View to modify any slide

layout in your presentation. It's easy to make small tweaks,

like adjusting background graphics, or big changes, like

rearranging or deleting placeholders. Unlike with Slide

Master, changes to a slide layout will only be applied to slides

using that layout in your presentation.

To Customize an Existing Slide Layout

1. Navigate to Slide Master View.

2. Locate and select the desired layout in the left-navigation

pane. You can hover the mouse over each layout to see

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which slides are currently using that layout in the

presentation.

3. In some layouts, the background graphics may be hidden.

To show the graphics, uncheck the box next to Hide

Background Graphics.

4. Add, move, or delete any objects as desired. In our

example, we'll move the purple rectangle to better show our

new logo.

5. If you want to change the arrangement of the placeholders,

you can move, resize, or delete any of them. In our

example, we'll rearrange our placeholders to create more

room for text on the slide.

6. When you're finished, click the Close Master View

command on the Slide Master tab.

7. All slides using the layout will be updated.

Note: To add a new slide with the customized layout, click the

bottom half of the New Slide command, and then select the

desired layout.

Customizing Text Formatting

You can also customize the text formatting from Slide Master

View, including the font, text size, color, and alignment. For

example, if you want to change the font for every title

placeholder in your presentation, you can modify the Master

title style on the Slide Master.

Every title placeholder is connected to the master title style on

the Slide Master.

Creating New Slide Layouts

One of the most powerful features of Slide Master view is the

option to create new slide layouts. This is an easy way to add

interesting and unique slide layouts to an existing theme. You

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could even use this feature to design an entirely new theme, as

in the example below.

To Insert a New Slide Layout

1. Navigate to Slide Master View.

2. From the Slide Master tab, click the Insert Layout

command.

3. A new slide layout will appear.

4. The layout will include Title and Footer placeholders by

default. Click the Title and Footers boxes in the Master

Layout group to toggle these placeholders on and off.

5. Click the bottom half of the Insert Placeholder command,

and then select the desired placeholder type. We

recommend using the Content placeholder most of the

time, since it can be used for any type of slide content.

6. Click and drag to draw the placeholder on the slide. You

can add more placeholders, if desired.

7. Using the other tabs on the Ribbon, you can add

background graphics, shapes, or pictures to the slide layout.

To rename a custom layout

You'll want to give your custom layout a unique name so it

will be easy to find.

1. Navigate to Slide Master View.

2. Select the desired layout, and then click the Rename

command.

3. A dialog box will appear. Type the desired name, then click

Rename.

To use a Custom Layout

Once you've created a custom slide layout, it's easy to add a

new slide with that layout to your presentation.

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1. If you're currently in Slide Master View, click the Close

Master View command on the Slide Master tab.

2. From the Home tab, click the bottom half of the New

Slide command, then selects the custom layout from the

menu that appears.

Using Custom Layouts in Other Presentations

When you modify the master or layouts in Slide Master View,

you're actually creating a custom version of the current theme.

If you want to apply the theme to other presentations, you'll

need to save it.

To save a theme

1. Select the Slide Master tab

2. Click the Themes command, and then select Save

Current Theme from the drop-down menu.

Note: If you're not in Slide Master View, you can save the

theme from the Design tab. Just click the drop-down arrow in

the Themes group, and then select Save Current Theme.

PowerPoint also allows you to add new placeholders to an

existing slide layout.

Practice

1. Open an existing PowerPoint presentation.

2. Navigate to Slide Master View.

3. Insert a picture or shape on all slides.

4. Customize an existing slide layout.

5. Change the font of the master title style on the slide

master.

6. Create a new slide layout, and add at least one

placeholder.

7. Review the presentation in Normal view to see the changes.

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8. Save the theme so you'll be able to use the custom layouts

in other presentations.

Creating a Photo Album

PowerPoint allows you to import a set of pictures into a photo

album presentation. With the photo album feature you can

select, rearrange, adjust and add text to your pictures. By

default, one picture will appear on each slide, but you can

adjust the slide layout to include multiple images if desired.

To Create a Photo Album

1. Select the Insert tab.

2. Click the Photo Album command in the Images group and

select New Photo Album.

3. The Photo Album dialog box appears. Locate and click on

the File/Disk... button.

4. Select the desired image file(s). Click Insert.

To select all images in your folder, click on the first

image, then press and hold the Shift key and select the

last image.

To select multiple non-adjacent images, press and hold

the Control key while clicking on the desired images.

5. The Photo Album dialog box provides several options for

moving, adjusting and changing the layout of pictures. Edit

as needed, and then click Create to insert pictures into the

photo album.

6. A separate presentation will be created for the photo album.

By default, it will include a title page and one picture per

slide.

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11.9 Exercise

1. What is SmartArt graphic? Describe the procedure to

insert SmartArt graphic in PowerPoint

2. Compare hyperlinks and Action buttons

3. What are the procedures to insert hyperlinks?

4. Describe the procedure to import a chart from excel to

PowerPoint.

5. How do we add comment to a slide

6. What is the inbuilt feature that enable PowerPoint user

to compare 2 PowerPoint presentations?

7. What is the basic requirement to record slide show?

8. Describe the procedure to record a slide show.

9. Highlights procedure to broadcast slide show.

10. What are the procedures to create handout of a

presentation.

11. Describe common uses of slide master.

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Multiple Choice Questions

Set A

1. Which file format can be added to

a PowerPoint show?

A. .jpg

B. .giv

C. .wav

D. All of the above

2. In Microsoft PowerPoint two kind

of sound effects files that can be

added to the presentation are

A. .wav files and .mid files

B. .wav files and .gif files

C. .wav files and .jpg files

D. .jpg files and .gif files

3. Material consisting of text and

numbers is best presented as

A. A table slide

B. A bullet slide

C. A title slide

D. All of the above

4. What is a motion path?

A. A type of animation entrance

effect

B. A method of advancing slides

C. A method of moving items on a

slide

D. All of the above

5. What is a slide-title master pair?

A. The title area and text area of a

specific slide

B. a slide master and title master

merged into a single slide

C. A slide master and title master

for a specific design template

D. All of above

6. Which of the following should

you use if you want all the slide

in the presentation to have the

same ―look‖?

A. the slide layout option

B. add a slide option

C. outline view

D. a presentation design template

7. In the context of animations, what

is a trigger?

A. An action button that advances

to the next slide

B. An item on the slide that

performs an action when clicked

C. The name of a motion path

D. All of above

8. If you have a PowerPoint show

you created and want to send

using email to another teacher

you can add the show to your

email message as a (an)

A. Inclusion

B. Attachment

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C. Reply

D. Forward

9. In order to edit a chart, you can

A. Triple click the chart object

B. Click and drag the chart object

C. Double click the chart object

D. Click the chart object

10. To exit the PowerPoint

A. click the application minimize

button

B. click the document close button

C. double click the applications

control menu icon

D. double click the document

control menu icon

11. to preview a motion path effect

using the custom animation task

pane, you should

A. click the play button

B. click the show effect button

C. double click the motion path

D. all of above

12. You can create a new

presentation by completing all of

the following except

A. Clicking the new button on the

standard toolbar

B. Clicking file, new

C. Clicking file open

D. Pressing ctrl + N

13. You can embed a MS-

Organization Chart in a slide by

A. Clicking the object command on

the edit menu

B. Clicking the object command on

the edit menu

C. Clicking the insert new slide

button the standard toolbar, then

double click the organization

chart button on the formatting

toolbar

D. Clicking the MS-Organization

Chart button on the standard

toolbar

14. To select one hyperlink after

another during a slide

presentation, what do you press?

A. Tab

B. Ctrl + K

C. Ctrl + h

D. All of above

15. Special effects used to introduce

slides in a presentation are called

A. effects

B. custom animations

C. transitions

D. present animations

16. You can edit an embedded

organization chart object by

A. Clicking edit object

B. Double clicking the organization

chart object

C. Right clicking the chart object,

then clicking edit MS-

Organizaiton Chart object

D. b and c both

17. What is the term used when you

press and hold the left mouse

key and more the mouse around

the slide?

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A. Highlighting

B. Dragging

C. Selecting

D. Moving

18. Which of the following toolbars

provide different options in

various master views?

A. Common tasks toolbar

B. Drawing toolbar

C. Formatting toolbar

D. Standard toolbar

19. How can you create a uniform

appearance by adding a

background image to all slides?

A. Create a template

B. Edit the slide master

C. Use the autocorrect wizard

D. All of the above

20. How do you create speaker note

pages that show the slides,

related notes, and your company

logo on each page?

A. Edit the notes master and add

your company logy

B. Edit the slide master and insert

your company logo and notes

pane

C. Edit the handout master to

include your company logo and

one slide per page with

additional note space

D. All of the above

21. The ___________ lets you

access commands no matter

which tab you are on.

A. Mini-ribbon

B. Quick Access Toolbar

C. Shortcut bar

D. Access All Commands button

Set B

1. Which tab is not available on left

panel when you open a

presentation?

A. Outline

B. Slides

C. Notes

D. All of above are available

2. Which of the following

statements is not true?

A. You can type text directly into a

PowerPoint slide but typing in

text box is more convenient.

B. From Insert menu choose Picture

and then From File to insert your

images into slides.

C. You can display a PowerPoint

presentation in Normal, Slide

Sorter or Slide Show view.

D. You can show or hide task pane

from View >> Toolbars

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3. To start Microsoft PowerPoint

application

A. Click on Start >> Programs >>

All Programs >> Microsoft

PowerPoint

B. Hit Ctrl + R then type ppoint.exe

and Enter

C. Click Start >> Run then type

powerpnt then press Enter

D. All of above

4. Which of the following section

does not exist in a slide layout?

A. Titles

B. Lists

C. Charts

D. Animations

5. PowerPoint presentations are

widely used as

A. Note outlines for teachers

B. Project presentations by students

C. Communication of planning

D. All of above

6. _______ controls all the main

slide control tasks for your

presentation.

A. Task Pane

B. Task Bar

C. Control Panel

D. None of above

7. Which of the following cannot be

toggled from View >>

Toolbars?

A. Control Toolbox

B. Slides

C. Revisions

D. Reviewing

8. Which of the following pane is

not available in Task Pane?

A. Getting Started

B. Clip Art

C. Word Art

D. Search Results

9. Which of the following pane is

NOT available in Task Pane?

A. Slide Design

B. Master Slide

C. Slide Layout

D. Slide Transition

10. A new presentation can be

created from

A. Blank Presentation

B. From Existing Presentation

C. From Design Template

D. All of above

11. In slide layout panel how many

layouts are available for text

layout by default?

A. 4

B. 7

C. 12

D. None of above

12. Which of the following

statement is false?

A. If you choose to select from one

of the pre-made slide layouts,

you can change the positioning

B. If you choose to select from the

pre-made slide layouts, you

cannot delete the objects in the

layout.

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C. Blank Slide is at the top of the

‗Content Layouts‘ area in the

Slide Layout panel.

D. All of above are false statements

13. What lets you to create new

presentation by selecting ready-

made font color and graphics

effects?

A. Presentation Template

B. Master Slide

C. Design Template

D. Animation Scheme

14. Which command will you use in

PowerPoint if you need to

change the color of different

objects without changing

content?

A. Design Template

B. Color Scheme

C. Font Color

D. Object Color

15. What PowerPoint feature will

you use to apply motion effects

to different objects of a slide?

A. Slide Transition

B. Slide Design

C. Animation Objects

D. Animation Scheme

16. What feature will you use to

apply motion effects in between

a slide exits and another enters?

A. Slide Transition

B. Slide Design

C. Animation Objects

D. Animation Scheme

17. The selected design template can

be applied

A. To current slide only

B. To all the slides

C. To all the new presentation you

create

D. All of above

18. The difference between Slide

Design and Auto Content

Wizard is

A. Both are same

B. AutoContent Wizard is just the

wizard version of Slide Design

C. Slide Design does not provide

sample content but Auto Content

Wizard provides sample content

too!

D. Slide Design asks your choice in

steps but Auto Content Wizard

does not let you make choices

19. In which menu can you find

features like Slide Design, Slide

Layout etc.?

A. Insert Menu

B. Format Menu

C. Tools Menu

D. Slide Show Menu

20. Which menu provides you

options like Animation Scheme,

custom Animation, Slide

Transition?

A. Insert Menu

B. Format Menu

C. Tools Menu

D. Slide Show Menu

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21. One way to make a PowerPoint

slide display animations is to:

A. Select the slide in normal view;

and click Format, Animation

B. Click the PowerPoint window

and move it around vigorously

with the mouse for a manual

animation effect

C. Select the slide in slide sorter

view, right click and choose

preset animations from the

shortcut menu

D. PowerPoint does not have an

animation feature

22. Which of the following is not a

way to cut ext?

A. Select the text and press the

delete button

B. Select the text and select Edit,

Cut from the menu

C. Select the text and click the Cut

button on the toolbar

D. Select the text and press Ctrl + X

23. Which types of fonts are best

suitable for titles and headlines

A. serif fonts

B. sans serif fonts

C. text fonts

D. picture fonts

24. Which type of font is best

suitable for large amount of text?

A. serif fonts

B. sans serif fonts

C. text fonts

D. picture fonts

25.To give a PowerPoint

presentation to a large audience,

you:

A. Set up your computer in a large

auditorium, and click large,

auditorium, OK

B. Click the slide you wish the

audience to see in normal view,

then click the next slide, and so

on.

C. Choose either view, slide show

or slide show, view show

D. Slick slide show, OK

26. Which of the following can you

use to add times to the slides in a

presentation

A. Slice Show menu

B. Rehearse timing button

C. Slide transition button

D. All of the above

27. Which of the following is not

one of PowerPoint‘s views?

A. Slide show view

B. Slide view

C. Presentation view

D. Outline view

28. Which PowerPoint view works

best for adding slide transitions?

a. Slide show view

b. Slide sorter view

c. Slide view

d. Notes view

29. Which of the following views

is the best view to use when

setting transition effects for all

slides in a presentation

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A. Slide sorter view

B. Notes page view

C. Slide view

D. Outline view

30. Which option can be used to

set custom timings for slides in a

presentation?

A. Slider Timings

B. Slider Timer

C. Rehearsal

D. Slide Show Setup

31. Which of the following will not

advance the slides in a slide

show view?

A. The esc key

B. The space bar

C. The enter key

D. The mouse button

32. To import text from a word

document that uses headings into

a PowerPoint presentation:

A. This cannot be done in

PowerPoint

B. Click Insert, Slides from Outline

C. Click Import, Word Document

Headings

D. Click File, New, Presentation

from Word Headings

33. Format painter

A. To paint pretty picutures on your

slides

B. To copy formatting from one

object or piece of text and then

apply it elsewhere

C. To change the background color

of your slides

D. To paint pretty pictures on

background of slides

34. Slide show options available to

the presenter include all of the

following except

A. Transitions command

B. Speaker notes command

C. Meeting minder command

D. Navigation commands

35. Which of the following is an

example for automatic text

formatting?

A. Underlining hyperlink

B. Adjusting extra space

C. Replacing two -‘s with an em

hyphens

D. All of above

36. Which of the following is not a

way to create a new

presentation?

A. Using the Scan-In Slides feature

B. From scratch (create a blank

presentation

C. Using a template

D. Using the auto content wizard

37. The quickest way to create a

PowerPoint presentation is to use

the

A. Word for windows templates

B. Auto creation wizard

C. Auto content wizard

D. Presentation wizard

38. Which of the following can you

format using buttons on the

formatting toolbar?

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A. Your hard drive

B. Format painting

C. Font color

D. Underlining

Set C

1. How many steps are there

between Start and Finish in

AutoContent Wizard?

A. 3

B. 4

C. 5

D. 6

2. Which short cut key inserts a new

slide in current presentation?

A. Ctrl+N

B. Ctrl+M

C. Ctrl+S

D. All of above

3. What happens if you select first

and second slide and then click

on New Slide button on toolbar?

A. A new slide is inserted as first

slide in presentation

B. A new slide is inserted as second

slide in presentation

C. A new slide is inserted as third

slide in presentation

D. None of above

4. Which of the following method

can insert a new slide in current

presentation?

A. Right click on the Slide panel

and choose New Slide

B. From Insert menu choose New

Slide

C. Click on New Slide button on

toolbar

D. All of above

5. Which of the following is not a

part of Slide Design?

A. Design Template

B. Color Scheme

C. Animation Scheme

D. Slide Layout

6. What is the best way to create

another copy of a slide?

A. Click the slide then press Ctrl+A

and paste in new slide

B. From Insert Menu choose

Duplicate Slide

C. Redo everything on a new slide

that you had done on previous

slide

D. None of above

7. From which menu you can access

Picture, Test Box, Chart etc?

A. File

B. Edit

C. Insert

D. View

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8. If you want to insert some slides

from other presentation into

current one choose

A. From Insert menu choose Slides

from Files

B. From Insert menu choose Slides

from Presentation

C. From Insert menu choose Slides

D. None of above

9. What are the three options

available in Insert >> Picture

menu?

A. Clipart, Pictures, Shapes

B. Clipart, From File, Shapes

C. Clipart, From Files, AutoShapes

D. Clipart, Pictures, AutoShapes

10. To insert slide numbers

A. Insert a text box and select Insert

>> Page Number

B. Insert a textbox and select Insert

>> Number >> PageNumber

C. Choose Insert >> Slide Number

D. Insert a new text box and select

Insert >> slide Number

11. In a PowerPoint presentation

A. Sound clips can be inserted but

not movie clips

B. Movie clips can be inserted but

not sound clips

C. Both cannot be inserted

D. Both can be inserted

12. To insert a hyperlink in a slide

A. Choose Insert >> Hyperlink

B. Press Ctrl + K

C. Hyperlinks can‘t be inserted in

slides

D. Both a & b

13. List Box and Text box

A. Are some other than that in a list

box the bullets are enabled

B. Are different. List boxes are

used to present lists and can‘t be

created with text boxes.

C. Both of above

D. None of above

14. Which of the following

statement is true?

A. You can insert text boxes from

drawing toolbar in PowerPoint

B. You cannot insert text boxes

from drawing toolbar in

PowerPoint

C. Text boxes are provides when

you choose a layout and can‘t be

inserted afterwards

D. None of above

15. When you delete a text box

object from a slide in

PowerPoint Presentation

A. The object is deleted but text box

and the text inside is left on the

slide

B. The text box is deleted and the

text is pasted on the slide

C. The text box and text both are

deleted

D. None of above

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16. Which of the following font

effect is not available in

PowerPoint Font dialog box?

A. Underline

B. Shadow

C. Emboss

D. Strikethrough

17. What happens if you edited an

image inserted in PowerPoint?

A. The original file that was

inserted is not changed

B. The original file that was

inserted is changed

C. The original file is changed

when you save presentation

D. None of above

18. If you select Insert >> Picture

>> From File

A. You can insert pictures and

clipArts

B. You can insert clipArts only

C. You can insert pictures only

D. None of above

19. The effect applied to display

when slides changes in slide

show view is

A. Slide Animation

B. Custom Animation

C. Custom Transition

D. Slide Transition

20. To start slide show of a

presentation

A. Hit F5 key

B. From Slide Show menu choose

View Show option

C. From Slide Show menu choose

Rehearse timing

D. Both a & b

SET D

1. Which option on the custom

animation task pane allows you

to apply a preset or custom

motion path?

A. Add effect

B. Emphasis

C. Animate now

D. All of the above

2. What is the term used when a clip

art image changes the direction

of faces?

A. Group

B. Flip

C. Rotate

D. All of the above

3. The slide that is used to introduce

a topic and set the tone for the

presentation is called the

A. table slide

B. graph slide

C. bullet slide

D. title slide

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4. Which of the following features

should you use when typing in

the notes text box?

A. Slide show

B. Insert

C. Slide maser

D. Zoom

5. Which option allows you to select

line, curve, freeform or scribble

tools?

A. Create effect

B. Insert motion path

C. Draw custom path

D. All of the above

6. Which of the following should be

used when you want to add a

slide to an existing presentation?

A. File, add a new slide

B. Insert, New slide

C. File Open

D. File, New

7. The size of the organization chart

object

A. Is determined by the presentation

design and cannot be changed

B. Is determined by the presentation

design but can be changed in

PowerPoint

C. Is dependent on the amount of

text within the organization chart

D. b and c

8. Which of the following is the

default page setup orientation of

slide in PowerPoint?

A. Vertical

B. Landscape

C. Portrait

D. None of above

9. Want a PowerPoint photo album

slide show to play continuously?

A. Use random slide transitions

B. Launch an online broadcast

C. Loop continuously

D. All of the above

10. What is defined by the handout

master?

A. Slide formatting

B. Layout of audience handout

notes

C. Handout content formatting for

Microsoft word export

D. All of above

11. Which of the following tool

enables you to add text to a slide

without using the standard

placeholders?

A. Text tool box

B. Line tool

C. Drawing tool

D. Auto shapes tool

12. In notes master view, how do

you modify the font size of text

for all hte4 notes of a

presentation?

A. Modify the slide design

B. Modify the notes master layout

C. Modify the text within the body

placeholder

D. All of the above

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13. Want your logo in the same

position on every slide,

automatically? Insert it on the

A. Handout master

B. Notes master

C. Slide master

D. All of the above

Correct Answer: c

14. Which of the following views is

the best view to use when setting

transition effects for all slides in

a presentation?

A. Slide sorter view

B. Notes pages view

C. Slide view

D. Outline view

15. Objects on the slide that hold

text are called

A. Placeholders

B. Object holders

C. Auto layouts

D. Text holders

Correct Answer: a

16. Which of the following provides

a means of printing out feature

notes with a miniature slide on a

printed page?

A. Slide with animation

B. Outline view

C. Notes page

D. Audience handout

17. Which command brings you to

the first slide in your

presentation?

A. Next slide button

B. Page up

C. Ctrl + Home

D. Ctrl + End

18. In normal view, how can you

quickly change to handout

master view?

A. Click the outline tab and select

handout master view

B. Press the shift key and click the

handout master view button

C. On the view menu, click slide

sorter, and click handouts.

D. All of above

19. How can you quickly reinstate a

deleted footer placeholder in

master view?

A. Create a new slide master

B. Re-apply the footer placeholder

C. Re-apply the slide layout

D. All of the above

20. Which of the following can you

use to add times to the slides in a

presentation?

A. Slide show menu

B. Rehearse timings button

C. Slide transition button

D. All of the above

21. To select all of the boxes of an

organization chart

A. Clicking and edit and select all

B. Right click the chart background

and then click select all

C. Press and hold the SHIFT key

and click each box

D. All of above

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22. You can show the shortcut menu

during the slide show by

A. Clicking the shortcut button on

the formatting toolbar

B. Right clicking the current slide

C. Clicking an icon on the current

slide

D. a and b

23. Auto clipart is a feature that

A. Automatically places clipart in

your presentation

B. Scans your presentation for

incorrect spelling in your words

on each slide

C. Scans your presentation for

incorrect spelling in Word Arts

objects

D. All of above

24. To edit the text within the boxes

of an organization chart, you

A. select the box and text, then

make changes

B. select the box, then make the

changes

C. highlight the text, them make the

changes

D. a and b both

25. Which of the following allow

you to select more than one slide

in a presentation?

A. Alt + Click each slide

B. Shift + drag each slide

C. Shift + Click each slide

D. Ctrl + Click each slide

26. The view that displays the slides

on a presentation as miniature

representations of the slides is

called

A. slide show

B. slide sorter view

C. notes page view

D. outline view

27. The PowerPoint view that

displays only text (title and

bullets) is

A. Slide show

B. Slide sorter view

C. Notes page view

D. Outline view

28. In Microsoft PowerPoint the

entry effect as one slide replaces

another in a show is called a (an)

A. animation

B. slide transition

C. custom animation

D. preset animation

29. Which of the following

presentation elements can you

modify using the slide master?

A. Slide comments

B. Slide transitions

C. Speaker note font and color

D. All of above

30. Which of the following provides

a printed copy of your

presentation?

A. Outline

B. Speaker notes

C. Audience handouts

D. All of the above

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31. Slide show options available to

the presenter include all of the

following except

A. Transitions command

B. Speaker notes command

C. Meeting reminder command

D. Navigation commands

Correct Answer: a

32. Presentation designs regulate the

formatting and layout for the

slide and are commonly called

A. Design plates

B. Templates

C. Placeholders

D. Blueprints

33. Which of the following bypasses

the print dialog box when

printing individual slides or an

entire presentation?

A. File, print, preview

B. The print button

C. File, print

D. Ctrl + p

34. To add a header or footer to your

handout, you can use

A. The title master

B. The slide master

C. The handout master

D. All of above

35. Which of the following will not

advance the slides in a slide

show view?

A. Esc key

B. The spacebar

C. The Enter key

D. The mouse button

36. What are lines, curve, freeform,

and scribble?

A. Emphasis effects that can be

applied to animations

B. Types of custom motion paths

C. Predefined entrance and exit

effects

D. All of the above

37. Comments on a presentation can

record who wrote them and

when they were added. What‘s

the automatic way in PowerPoint

2002?

A. Use online collaboration

B. Use comments

C. Use the notes page

D. All of the above

38. When using PowerPoint, to play

a PowerPoint show for

previewing the show, select

A. View, slide sorter

B. View, slide

C. View, slide show

D. View outline

39. In Microsoft PowerPoint in

order to see all the slides on one

screen use

A. view, slide sorter

B. view, slide

C. view, master

D. view, slide show

40. What‘s the best place to find

animated images for your

PowerPoint 2002 presentation?

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A. Microsoft online

B. Word clipart

C. PowerPoint tools and ins

D. All of the above

41. What‘s the easy way to apply

varied animations to test on

slides?

A. apply effects in the custom

animation text pane

B. apply an animation scheme

C. customize bullets with animated

clipart

D. all of above

42. Using a custom animation effect,

how do you make text appear on

a slide by letter?

A. Apply the animation scheme

fade in one by one.

B. Apply an entrance effect, and

then set it to by letter in the

effect option dialog box

C. Apply the fly in entrance to the

text, and then set its speed to

very slow.

D. All of above

43. To exit the

PowerPoint application, you

should

A. Click the application minimize

button

B. Click the document close button

C. Double click the application

control menu icon

D. Double click the document

control menu icon

44. You can create a new

presentation by completing all of

the following except:

A. Clicking the new button on the

standard toolbar

B. Clicking file, new

C. Clicking file open

D. Pressing Ctrl + N

45. You have customized a design

template in one presentation and

you want to use it in another

presentation. What the best way

to do this?

A. Use the browse feature in the

slide design task pane to find the

file that has your design template

and apply it to the current file.

B. Copy and paste the slide with the

design template you want to

include the new presentation;

inserted slide will inherit the

design

C. Save the presentation that has

the design template with a new

name, and then use a new file to

your presentation

D. All of the above.

46. Which of the following options

in the printer dialog box would

you select to prit slides 5 and 12

in a presentation?

A. Slides

B. Custom shows

C. Current slide

D. All

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47. Which of the following toolbars

provides different options in

various master views?

A. Common tasks toolbar

B. Drawing toolbar

C. Formatting toolbar

D. Standard toolbar

48. You can tell when an object is

active because

A. The object is highlighted

B. Eight small sizing handles

appear surrounding the text

C. A box frame appears

surrounding the text

D. b and c

49. Which of the following is not an

option when printing handouts?

A. Six slides per page

B. Five slides per page

C. Three slides per page

D. Two slides per page

50. What‘s the best way to design

the layout for our slides?

A. Create layouts for slides,

handouts and notes using the

Master Layout dialog box in

slide master view

B. For each new slide, select a

layout from the Slide Layout

task pane

C. Apply templates from the Slide

Design task pane

D. None of above

51. Any and every command can be

found on the

A. Drawing toolbar

B. Formatting toolbar

C. Standard toolbar

D. Menu bar

52. The slide that is used to

introduce a topic and set the tone

for the presentation is called the

A. Table slide

B. Graph slide

C. Bullet slide

D. Title slide

53. How do you print your slides in

a handout that includes lines for

notes?

A. In the print dialog box, select

handout and set the number of

slides per page to 3

B. In the print dialog box, select

handout and set the number of

slides per page, then select the

include comment page option

C. In the print dialog box select

note page instead of handout

D. All of above

54. Which of the following features

should you use when typing in

the notes text box?

A. Slide shows

B. Insert

C. Slide master

D. Zoom

55. Which of the following should

we used when you want to add a

slide to an existing presentation?

A. File, add a new slide

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B. Insert, new slide

C. File, open

D. File, new

56. Which of the following is the

default page setup orientation

footnotes pages, outlines and

handouts?

A. Vertical

B. Landscape

C. Portrait

D. None of above

57. Which of the following is the

default page setup orientation for

slides in PowerPoint?

A. Vertical

B. Landscape

C. Portrait

D. None of above

58. How can you get your photo

album slide show to play

continuously?

A. Use random slide transition

B. Launch an online broadcast

C. Loop continuously

D. All of above

59. What are symbols used to

identify items in a list?

A. Icons

B. Markers

C. Bullets

D. Graphics

60. The toolbars that are displayed

by default in the PowerPoint

window includes

A. Menu bar, standard toolbar,

formatting toolbar, drawing

toolbar, status bar

B. Menu bar, standard toolbar,

formatting toolbar, drawing

toolbar, status bar

C. Standard toolbar, formatting

toolbar, drawing toolbar, status

bar

D. Menu bar, standard toolbar,

status bar, drawing toolbar

61. Objects on the slide that hold

text are called

A. Placeholders

B. Object holders

C. Auto layout

D. Text holders

62. You have got a bunch of digital

holiday photo you want to put

into a slide show. What the

quickest method?

A. Apply a multiple-picture layout

to several slides, and use the

clipart icon on the slides to

import your picture

B. On the insert menu, point to the

picture, click from file, and

select your picture in a group for

each slide

C. On the insert menu, point the

picture and click new photo

album

D. All of the above

63. How would you create the

diagram in PowerPoint

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A. Use auto shapes and the drawing

toolbar to create the diagram and

design it

B. Open the diagram gallery from

the drawing toolbar and choose

this diagram type

C. Use the chart command on the

insert menu to import the

diagram

D. All of above

64. Which of the following provides

a means of printing out features

notes with a miniature slide on a

printed page?

A. Slides with animation

B. Outline view

C. Notes page

D. Audience handout

65. Which command brings you to

the first slide in your

presentation?

A. Next slide button

B. Page up

C. Ctrl + home

D. Ctrl + end

66. You were giving your

presentation, and you need to

click a slide that‘s few slides

back. How do you get there?

A. Press ESC to get back into a

normal view; click the slide

thumbnail in normal view; then

click the resume slide show

button

B. Press backspace until your

desired slide

C. Right click, point to go on the

shortcut menu, point to by title,

and click the slide you want to

go to

D. All of above

67. Which of the following should

you do to bring a bullet back to a

previous level?

A. Press the shift + tab keys

B. Press the shift key

C. Press the enter key

D. Press the tab key

68. Good design determines

A. Credibility

B. Readability

C. First impression

D. All of above

69. To make a selection of slides on

our presentation, use a different

design template from the other

slides, what do you do?

A. Select the slides thumbnails in

that section, and apply a

different color scheme

B. Select the slide thumbnails in

that section and apply a different

design template

C. Select one of the slide in the

section you want to change,

customize the fonts and colors,

and use the format painter tool to

apply those styles to the other

slides in the section

D. All of above

70. Your presentation is ready to go,

but you don‘t know if

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PowerPoint is installed on the

computer, you will use to present

with what‘s the safe way

A. Save your presentation as a web

page

B. Set up your presentation to be

‖browse as a kiosk‖

C. Use the Pack and Go wizard

D. All of the above

71. The view that displays the slides

of a presentation as miniature

representations of the slides is

called

A. Slide show

B. Slide sorter view

C. Notes page view

D. Outline view

72. The power point view that

displays only text (title and

bullets) is:

A. Slide show

B. Slide sorter view

C. Notes page view

D. Outline view

73. Which of the following provides

a printed copy of your

presentation?

A. Outlines

B. Speaker notes

C. Audience handouts

D. All of above

74. Presentation designs regulate the

formatting and layout for the

slide and are commonly called

A. Design templates

B. Templates

C. Placeholders

D. Blueprints

75. Which of the following should

you use if you want all the slides

in the presentation to have the

same look?

A. The slid layout option

B. The add a slide option

C. Outline view

D. A presentation design template

76. Line spacing refers to

A. The space between the lines of

text

B. The height of the line

C. The length of the line

D. a and c

77. Which of the following uses the

spelling and grammar feature to

indicate an incorrect spelling?

A. The incorrect word appears in all

capital letters

B. The incorrect word has a wavy

red line under it

C. The incorrect word appears

italicized

D. The incorrect word appears bold

78. Which of the following bypasses

the print dialog box when

printing individual slides or an

entire presentation?

A. File, Print Preview

B. The print button

C. File, print

D. Ctrl + P

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79. The handout master contains

placeholders from all of the

following except

A. Slide number

B. Title

C. Footer

D. Header

80. How do you add degrees of

transparency to shapes such as

arrows, so that the slide

background shows though?

A. Use #D style 4 button on the

drawing toolbar

B. Use the Set Transparent Color

button on the Picture toolbar

C. Use the Transparency slider in

the Format AutoShapes dialog

box

D. All of above

81. Material consisting of text and

numbers is best presented as

A. A table slide

B. A bullet slide

C. A title slide

D. All of above

82. Which of the following

displays when an image is

selected?

A. Add clip art only if it relates to

your topic

B. Be sure to place at least one

clipart image per slide

C. Resize the image so it takes up

as much space as your text

D. A and b

83. The Microsoft clip gallery

allows you to

A. Add word art images to a slide

B. Spell check your presentation

C. Add clip art images to a slide or

slides

D. Add slides to a presentation

84. Which command select all

object at one time when

selecting multiple objects to be

deleted?

A. Alt + a

B. Ctrl + a

C. Shift + Enter

D. Edit, Select All

85. Auto clip art is a feature that

A. automatically places clip art in

your presentation

B. scans your presentation for

incorrect spelling of words on

each slide

C. scans your presentation for

incorrect spelling in word art

objects

D. all of the above

86. To select all the boxes of an

organization chart

A. Click edit, select all

B. Right click the chart background

click select all

C. Press and hold the shift key and

click each box

D. All of the above

87. To adjust the width of table

columns, you

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A. Click table menu. Column width,

then make adjustments

B. Drag the vertical gridline

between two columns

C. Drag the column markers on the

table ruler bar

D. b and c

88. To add a new row to a table

you would

A. click the insert rows command

on the insert menu

B. press the enter key

C. click the insert rows button on

the standard toolbar

D. none of the above

89. After moving a clip art image

to a particular location on the

slide, you can immediately

reverse the action using the

A. Click the not do move object

command on the edit menu

B. Click on the undo button

C. Click on redo button

D. All of above

90. You can edit an embedded

organization chart object by

A. Clicking the edit object

B. Double clicking the organization

chart object

C. Right clicking the chart object,

then clicking edit MS-

Organization Chart object

D. B and c

91. You edit an embedded table

object by

A. Clicking the edit sub command

of the document object

command on the edit menu

B. Double clicking the table object

C. Right clicking the table object,

then clicking edit document on

the edit menu

D. All of above

92. You can embed a Microsoft

Word tale in a slide by

A. Clicking the insert new slide

button on the standard toolbar,

then double clicking table

B. Clicking the insert Microsoft

word table button on the

formatting toolbar

C. Clicking the insert Microsoft

word table button on the

standard toolbar

D. A and c

93. You can embed a organization

chart in a slide by

A. Clicking the object command on

the edit menu

B. clicking the insert new slide

button on the standard toolbar,

then double clicking the

organization chart auto layout

C. clicking the ms organization

chart button on the formatting

toolbar

D. clicking the ms organization

chart button on the standard

toolbar

94. You can add multiple

subordinates to a position by

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A. Clicking the subordinate button

as you press and hold shift

B. Clicking the subordinate button

each and every time you add a

subordinate

C. Clicking the subordinate button

as many times as the desired

boxes

D. All of above

95. What is the name of the form

used to input chart values?

A. Datasheet

B. Microsoft Excel

C. Microsoft graph

D. Auto form

96. Which of the following you

must first complete in order to

delete an object?

A. Double click the image

B. Select the image

C. Resize the image

D. Move the image to a new

location

97. What is the term used to

described the separation of a clip

art object into different parts so

that it becomes a PowerPoint

object?

A. Embedding

B. Regrouping

C. Ungrouping

D. Grouping

98. The auto shapes tool provides

you with

A. Fancy text to place on your slide

B. Commonly found shapes

C. Any shape you want to add on a

slide

D. Clip art that is related to your

presentation

99. Which of the following should e

used when you want to add a

slide to an existing presentation?

A. File, add a new slide

B. Insert, new slide

C. File, open

D. File, new

100. An organization has a

president, vice president,

managers and supervisors. On

what level of an organization

chart are the vice presidents

A. Fourth level

B. Third level

C. Second level

D. First level

101. Which of the following

includes special effects that can

be applied to drawing objects?

A. Gradient fills

B. Line color and style

C. Rotating

D. All of above

102. What is the term used when a

clip art image changes the

direction it faces?

A. Group

B. Flip

C. Rotate

D. a and b

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103. What is the term used when

you press and hold the left

mouse key and move the mouse

around the slide?

A. Highlighting

B. Dragging

C. Selecting

D. b and c

104. The size of a table object

A. Is dependent on the amount of

text within the table

B. Is determined by the presentation

design but can be changed

C. Is determined by the presentation

design and cannot be changed

D. a and c

105. The size of an organization

chart object

A. Is determined by the presentation

design and cannot be changed

B. Is determined by the presentation

design but can be changed in

PowerPoint

C. Is dependent on the amount of

text within the organization chart

D. B and c

106. Which of the following

format options should be used to

display dollars on an axis?

A. Normal

B. Percentage

C. Currency

D. Comma

Correct Answer: c

107. To maintain the perspective

(height and width ratio) of an

object when resizing, you need

to

A. Press and hold the shift key

while dragging a corner sizing

handle

B. Press and hold the alt + ctrl keys

while dragging a middle handle

C. Drag a corner sizing handle

D. A and c

108. Which of the following is/are

true about rulers and guides?

A. Rulers and guides can be turned

on or off

B. Rulers and guides print on the

slide

C. Rulers and guides help place

objects on the slide

D. A and c

109. To edit the text within the

boxes of an organization chart,

you

A. Select the box and text, then

make the changes

B. Select the box, then make the

changes

C. Highlight the text, then make the

changes

D. Highlight the text then make the

change

110. Which of the following best

describes serifs?

A. Serifs on characters help to

differentiate between similar

looking letters

B. Serifs fonts are best for viewing

test at a distance

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C. Serifs are fine cross strokes that

appear at the bottom and top of a

letter

D. Serif font are very simple in

appearance

111. Which of the following

options changes the fill color of

an object back to the default

color?

A. Template

B. Automatic

C. Patterns

D. Fill colors

112. Which of the following

should you use to add shading to

a drawing object on or an auto

shape object?

A. Text box tool

B. Line tool

C. Fill color

D. B and c

113. Which of the following tools

enable you to add text to a slide

without using the standard

placeholders?

A. Text box tool

B. Line tool;

C. Fill color

D. Auto shapes tool

114. A cell is defined as

A. The intersection of a column and

a row

B. An input box

C. A rectangular marker

D. All of the above

115. Which of the following must

be used with the mouse when

you want to resize an image

from the center and keep it

proportioned?

A. The space bar

B. The alt key

C. The ctrl key

D. The shift key

Correct Answer: c

116. Which of the following

should be used with the mouse

when you want to draw a perfect

shape?

A. The spacebar

B. The alt key

C. The ctrl key

D. The shift key

117. What will happen if you

release the mouse button before

releasing the shift key when you

draw a square?

A. The square will not be a perfect

square

B. The square will not be at the

center of the slide

C. The square will be smaller

D. The square will be larger

118. On which part of the chart are

the values entered in a data sheet

displayed?

A. The title area

B. The legend

C. The y-axis

D. The x-axis

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119. in order to edit a chart, you

can

A. triple click the chart object

B. click and drag the chart object

C. double click the chart object

D. click the chart objects

120. When an image is selected, it

displays which of the following?

A. Two corner handles

B. Six middle handles

C. Eight sizing handles

D. Six boxes

121. The maximum zoom

percentage in Microsoft

PowerPoint is

A. 100%

B. 200%

C. 400%

D. 500%

122. PowerPoint 2000 has …….

Number of views

A. 3

B. 4

C. 5

D. 6

123. Press animation effects allows

you to

A. Add clip art images to your

slides

B. Create a custom transition to the

nect slide

C. Show bullet items as they are

discussed

D. None of above

124. Which of the following

features allows you to view

slides in a slide show without

manually advancing each slide?

A. Adding build effects

B. Setting slide times

C. Adding transitions

D. All of these

125. Animation schemes can be

applied to ….. in the

presentation

A. All slides

B. Select slides

C. Current slide

D. All of the above

126. Which of the following

feature allows you to select more

than one slide in slide sorter

view?

A. Alt + Click each slide

B. Shift + drag each slide

C. Shift + Click each slide

D. Ctrl + Click each slide

127. One thing the common tasks

button allows you to do is

A. Apply a design template to a

slide

B. Insert a new slide

C. Choose a new layout for a slide

D. All of above

128. A file which contains

readymade styles that can be

used for a presentation is called

A. Auto style

B. Template

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C. Wizard

D. Pre-formatting

129. Which key deletes text before,

or the left of, the insertion point?

A. Backspace

B. Page up

C. Delete

D. Page down

130. Which of the following is not

a transition effect?

A. Blinks diagonal

B. Dissolve

C. Fade through black

D. Blinds vertical

131. To create a PowerPoint

presentation from a template

A. Click File, New, select the

presentations tab and choose a

template

B. Click File, New Template and

choose a template

C. Import a presentation template

from PowerPoint‘s template

wizard

D. Click Create Template from

scratch, Now

132. To save a presentation you

A. click save on the windows start

button

B. press Ctrl + F5

C. select File, Save from the menu

D. click the saver button on the

formatting toolbar

133. To change font size of a

selected slide title, you?

A. Click the toolbars font dropdown

arrow and choose the font you

prefer

B. Click format, title and choose a

font from the font tab

C. Click the toolbar‘s increase font

size button

D. Click title, new font, ok.

134. To change font size of a

selected slide title, you:

A. Click the toolbars Font

dropdown arrow and choose the

font you prefer

B. Click Format, Title and choose a

font from the font tab

C. Click the toolbar‘s Increase Font

Size button

D. Click Title, New Font, OK

135. You can show the shortcut

menu during the slide show by

A. Clicking the shortcut button in

the formatting toolbar

B. Right clicking the current slide

C. Clicking an icon on the current

slide

D. A and b

136. To insert a new slide in the

current presentation, we can

choose

a. Ctrl + M

b. Ctrl + N

c. Ctrl + O

d. Ctrl + F

137. Microsoft PowerPoint is a

A. Database program

B. Spreadsheet program

C. Presentation program

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D. Word processing program

Correct Answer: c

138. What is the name of the form

used to input chart values?

A. Datasheet

B. Microsoft Excel

C. Microsoft graph

D. Auto form

139. Right clicking something in

PowerPoint

A. Deletes the object

B. Selects the object

C. Opens a shortcut menu listing

for the object

D. Nothing he right mouse button

for operation

140. After choosing a predefine

template, ….. option has to be

chosen to change a background

color

A. Design template

B. Color scheme

C. Animation scheme

D. Color effects

141. Ellipse Motion is a predefined

….

A. Design template

B. Color scheme

C. Animation scheme

D. None of these

142. Block arrows, stars and

banners, and callouts are all

examples of

A. Different types of children‘s

building blocks

B. Auto Shape categories

C. Clip art categories located in the

Microsoft Clip Gallery

D. More technical terms that I don‘t

understand

143. We can replace a font on all

slides with another font using the

…. option

A. Edit, Fonts

B. Tools, Fonts

C. Tools, Replace Fonts

D. Format, Replace Fonts

144. Special effects used

to introduce slides in a

presentation are called

A. Effects

B. Custom animations

C. Transitions

D. Preset animations

145. PowerPoint can display data

from which of the following

add-in software of MS-Office

A. Equation editor

B. Organization chart

C. Photo album

D. All of these

146. Which key on the keyboard

can be used to view slide show

A. F1

B. F2

C. F5

D. F10

147. Which of the following fill

effects can you use for the slide

background?

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A. Gradient

B. Texture

C. Picture

D. All of the above

148. Which of the following

statements is not true?

A. Holding down the Shift key

while you draw an object creates

perfect squares, circles and

straight lines

B. The text in a text box can‘t be

formatted

C. The drawing toolbar contains

tools for drawing shapes, lines,

arrows, and more

D. Ctrl+S save the document

149. A chart can be put as a part of

the presentation using

A. Insert -> Chart

B. Insert -> Pictures -> Chart

C. Edit -> Chart

D. View -> Chart

150. The arrangement of elements

such as Title and Subtitle text,

pictures, tables etc. is called

A. Layout

B. Presentation

C. Design

D. Scheme

151. Which of the following are

types of sound files?

A. LOG files

B. DAT files

C. WAV files

D. DRV files

152. Which of the following can

you use to add times to the slides

in a presentation?

A. Microsoft graph

B. Microsoft Table

C. Microsoft Excel

D. Microsoft Word

153. Which view in PowerPoint

can be used to enter speaker

comments?

A. Normal

B. Slide show

C. Slide sorter

D. Notes page view

154. The best way to insert a new

slide in a presentation is to use

the

A. Normal view

B. Special view

C. Slide show view

D. Slide sorter view

155. Which is the best view for

getting your thoughts for a

presentation out on the

computer?

A. Outline view

B. Notes page view

C. Slide sorter view

D. Slide view

156. The boxes that are displayed

to indicate that the text, pictures

or objects are placed in it is

called ….

A. Placeholder

B. Auto text

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C. Text box

D. Word art

157. Which of the following is not

a feature of PowerPoint?

A. Printing transparencies

B. Printing the speaker‘s notes

along with slide images

C. Linking a slide transition with a

laser pointer

D. Drawing with a pen

158. Which option can be used to

create a new slide show with the

current slides but presented in a

different order

A. Rehearsal

B. Custom slider show

C. Slide show setup

D. Slide show view

159. Which of the following are

actions you can assign to an

action button or slide object?

A. Run a macro

B. Play a sound

C. Hyper link

D. All of above

160. Which option in PowerPoint

allows to carry slides from one

computer to another?

A. Save As

B. Save and Go

C. Pack and Go

D. Web and Go

SET E

1. Which of the following format

you can decide to apply or not in

AutoFormat dialog box?

A. Number format

B. Border format

C. Font format

D. All of above

2. How can you remove borders

applied in cells?

A. Choose None on Border tab of

Format cells

B. Open the list on Border tool in

Formatting toolbar then choose

first tool (no border)

C. Both of above

D. None of above

3. Where can you set the shedding

color for a range of cells in Excel?

A. Choose required color form

Patterns tab of Format Cells

dialog box

B. Choose required color on Fill

Color tool in Formatting toolbar

C. Choose required color on Fill

Color tool in Drawing toolbar

D. All of above

4. You can set Page Border in Excel

from

A. From Border tab in Format

Cells dialog box

B. From Border tool in Formatting

toolbar

C. From Line Style tool in

Drawing toolbar

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D. You cannot set page border in

Excel

5. When all the numbers between 0

and 100 in a range should be

displayed in Red Color, apply

A. Use =if() function to format the

required numbers red

B. Apply Conditional Formatting

command on Format menu

C. Select the cells that contain

number between 0 and 100 then

click Red color on Text Color

tool

D. All of above

6. You can check the conditions

against __________ when applying

conditional formatting

A. Cell value

B. Formula

C. Both of above

D. None of above

7. Which of the following is not true

regarding Conditional Formatting?

A. You can add more than one

condition to check

B. You can set condition to look

for Bold and apply Italics on

them.

C. You can apply Font, border and

pattern formats that meets the

specified conditions

D. You can delete any condition

from Conditional Formatting

dialog box if it is not requried

8. Which of the following is invalid

statement?

A. Sheet tabs can be colored

B. Some picture can be applied as

a background of a sheet

C. You can set the column width

automatically fit the amount of

text

D. The width of a row and be

specified manually or fit

automatically

9. You can use the formula palette

to

A. format cells containing numbers

B. create and edit formula

containing functions

C. enter assumptions data

D. copy a range of cells

10. When a range is selected, how

can you activate the previous cell?

A. Press the Alt key

B. Press Tab

C. Press Enter

D. None of above

11. Which tool you will use to join

some cells and place the content at

the middle of joined cell?

A. From Format Cells dialog box

click on Merge Cells check box

B. From Format Cells dialog box

select the Centered alignment

C. From Format Cells dialog box

choose Merge and Center check

box

D. Click on Merge and

Center tool on formatting

toolbar

12. Tab scroll buttons are place on

Excel screen

A. Towards the bottom right

corner

B. towards the bottom left corner

C. towards the top right corner

D. towards the top left corner

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13. The Name box on to the left of

formula bar

A. Shows the name of workbook

currently working on

B. Shows the name of worksheet

currently working on

C. Shows the name of cell or range

currently working on

D. None of above

14. Each excel file is a workbook

that contains different sheets. Which

of the following cannot be a sheet in

workbook?

A. Work sheet

B. chart sheet

C. module sheet

D. data sheet

15. Which of the following is not

the correct method of editing the

cell content?

A. Press the Alt key

B. Press the F2 key

C. Click the formula bar

D. Double click the cell

16. You can merge the main

document with data source in Excel.

In mail merge operation, Word is

usually

A. Server

B. Source

C. Client

D. none

17. How can you update the values

of formula cells if Auto Calculate

mode of Excel is disabled?

A. F8

B. F9

C. F10

D. F11

18. You want to set such that when

you type Baishakh and drag the fill

handle, Excel should produce

Jestha, Aashadh and so on. What

will you set to effect that?

A. Custom List

B. Auto Fill Options

C. Fill Across Worksheet

D. Fill Series

19. Where can you change

automatic or manual calculation

mode in Excel?

A. Double CAL indicator on status

bar

B. Go to Tools >> Options >>

Calculation and mark the

corresponding radio button

C. Both of above

D. None of above

20. How can you show or hide the

gridlines in Excel Worksheet?

A. Go to Tools >> Options >>

View tab and mark or remove

the check box named Gridline

B. Click Gridline tool on Forms

toolbar

C. Both of above

D. None of above

21. Which of the following Excel

screen components can NOT be

turned on or off?

A. Formula Bar

B. Status Bar

C. Tool Bar

D. None of above

22. What happens when you press

Ctrl + X after selecting some cells in

Excel?

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A. The cell content of selected

cells disappear from cell and

stored in clipboard

B. The cells selected are marked

for cutting

C. The selected cells are deleted

and the cells are shifted left

D. The selected cells are deleted

and cells are shifted up

23. Which of the following option is

not available in Paste Special dialog

box?

A. Add

B. Subtract

C. Divide

D. SQRT

24. Which command will you

choose to convert a column of data

into row?

A. Cut and Paste

B. Edit >> Paste Special >>

Transpose

C. Both of above

D. None of above

25. It is acceptable to let long text

flow into adjacent cells on a

worksheet when

A. data will be entered in the

adjecent cells

B. no data will be entered in the

adjacent cells

C. there is no suitable abbrevition

for the text

D. there is not time to format the

text

26. Which of the cell pointer

indicates you that you can make

selection?

A. Doctor‘s symbol (Big Plus)

B. small thin plus icon

C. Mouse Pointer with anchor at

the tip

D. None of above

27. Which of the cell pointer

indicates that you can fill series?

A. Doctor‘s symbol (Big Plus)

B. small thin plus icon

C. Mouse Pointer with anchor at

the tip

D. None of above

28. Which of the cell pointer

indicate that you can move the

content to other cell?

A. Doctor‘s symbol (Big Plus)

B. small thin plus icon

C. Mouse Pointer with anchor at

the tip

D. None of above

29. You can auto fit the width of

column by

A. double clicking on the column

name on column header

B. Double click on the cell pointer

in worksheet

C. Double clicking on column

right border on column header

D. Double clicking on the column

left border of column header

30. Long text can be broken down

into many lines within a cell. You

can do this through

A. Wrap Text in Format >> Cells

B. Justify in Edit >> Cells

C. Text Wraping in Format >>

Cells, Layout tab

D. All of above

31. MS Excel provides the default

value for step in Fill Series dialog

box

A. 0

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B. 1

C. 5

D. 10

32. When a row of data is to be

converted into columns

A. Copy the cells in row, select the

same number of cells in row

and paste

B. Copy the cells in column then

choose Edit >> Paste Special,

then click Transpose and OK

C. Copy the cells then go to

Format >> Cells then on

Alignment tab click Transpose

check box and click OK

D. Select the cells then place the

cell pointer on new cell and

choose Edit >> Paste Special,

mark Transpose check box and

click OK.

33. Ctrl + D shortcut key in Excel

will

A. Open the font dialog box

B. Apply double underline for the

active cell

C. Fill down in the selection

D. None of above

34. The short cut key Ctrl + R is

used in Excel to

A. Right align the content of cell

B. Remove the cell contents of

selected cells

C. Fill the selection with active

cells to the right

D. None of above

35. The command Edit >> Fill

Across Worksheet is active only

when

A. One sheet is selected

B. When many sheets are selected

C. When no sheet is selected

D. None of above

36. Which of the following series

type is not valid for Fill Series

dialog box?

A. Linear

B. Growth

C. Autofill

D. Time

37. Which of the following you can

paste selectively using Paste Special

command?

A. Validation

B. Formats

C. Formulas

D. All of above

38. Paste Special allows some

operation while you paste to new

cell. Which of the following

operation is valid?

A. Square

B. Percentage

C. Goal Seek

D. Divide

39. Edit >> Delete command

A. Deletes the content of a cell

B. Deletes Formats of cell

C. Deletes the comment of cell

D. Deletes selected cells

40. To remove the content of

selected cells you must issue ______

command

A. Edit >> Delete

B. Edit >> Clear >> Contents

C. Edit >> Clear >> All

D. Data >> Delete

41. The Delete key of keyboard is

assigned to which command in

Excel?

A. Edit >> Clear >> Contents

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B. Edit >> Clear >> All

C. Edit >> Delete

D. All of above

42. If you need to remove only the

formatting done in a range (numbers

and formula typed there should not

be removed), you must

A. From Edit menu choose Clear

and then Formats

B. From Edit menu choose Delete

C. Click on Remove Formatting

tool on Standard Toolbar

D. Double click the Format Painter

and then press Esc key in

keyboard

43. By default Excel provides 3

worksheets. You need only two of

them, how will you delete the third

one?

44. Which of the following action

removes a sheet from workbook?

A. Select the sheet, then choose

Edit >> Delete Sheet

B. Select the sheet then choose

Format >> Sheet >> Hide

C. Both of above

D. None of above

45. While Finding and Replacing

some data in Excel, which of the

following statement is valid?

A. You can Find and Replace

within the sheet or workbook

B. Excel does not have option to

match case for find

C. Both are valid

D. None are valid

46. Which of the following is not

true about Find and Replace in

Excel

A. You can search for bold and

replace with italics

B. You can decide whether to look

for the whole word or not

C. You can search in formula too

D. You can search by rows or

columns or sheets

47. You can move a sheet from one

workbook into new book by

A. From Edit menu choose Move

or Copy sheet, mark the Create

a ccopy and Click OK

B. From Edit menu choose Move

of Copy then choose (Move to

end) and click OK

C. From Edit menu choose Move

or Copy then select (new book)

from To Book list and click OK

D. None of above

48. What is the short cut key to

replace a data with another in sheet?

A. Ctrl + R

B. Ctrl + Shift + R

C. Ctrl + H

D. Ctrl + F

49. Comments put in cells are called

…..

A. Smart Tip

B. Cell Tip

C. Web Tip

D. Soft Tip

50. Comments can be added to cells

using …..

A. Edit -> Comments

B. Insert -> Comment

C. File -> Comments

D. View –> Comments

51. Which menu option can be used

to split windows into two?

A. Format -> Window

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B. View -> Window-> Split

C. Window -> Split

D. View –> Split

52. Getting data from a cell located

in a different sheet is called….

A. Accessing

B. Referencing

C. Updating

D. Functioning

53. Which of the following is not a

valid data type in Excel?

A. Number

B. Character

C. Label

D. Date/Time

54. Which elements of a worksheet

can be protected from accidental

modification?

A. Contents

B. Objects

C. Scenarios

D. All of the above

55. A numeric value can be treated

as label value if …… precedes it.

A. Apostrophe (‗)

B. Exclamation (!)

C. Hash (#)

D. Tilde (~)

56. Concatenation of text can be

done using

A. Apostrophe (‗)

B. Exclamation (!)

C. Hash (#)

D. Ampersand (&)

57. Which area in an Excel window

allows entering values and

formulas?

A. Title Bar

B. Menu Bar

C. Formula Bar

D. Standard Tool Bar

58. Multiple calculations can be

made in a single formula using…..

A. Standard Formulas

B. Array Formula

C. Complex Formulas

D. Smart Formula

59. An Excel Workbook is a

collection of …….

A. Workbooks

B. Worksheets

C. Charts

D. Worksheets and Charts

60. What do you mean by a

Workspace?

A. Group of Columns

B. Group of Worksheets

C. Group of Rows

D. Group of Workbooks

61. MS-EXCEL is based on

……….?

A. WINDOWS

B. DOS

C. UNIX

D. OS/2

62. In EXCEL, you can sum a large

range of data by simply selecting a

tool button called …..?

A. AutoFill

B. Auto correct

C. Auto sum

D. Auto format

63. To select an entire column in

MS-EXCEL, press?

A. CTRL + C

B. CTRL + Arrow key

C. CTRL + S

D. None of the above

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64. To return the remainder after a

number is divided by a divisor in

EXCEL we use the function?

A. ROUND ( )

B. FACT ( )

C. MOD ( )

D. DIV ( )

65. Which function is not available

in the Consolidate dialog box?

A. Pmt

B. Average

C. Max

D. Sum

66. Which is not the function of

―Edit, Clear‖ command?

A. Delete contents

B. Delete notes

C. Delete cells

D. Delete formats

67. Microsoft Excel is a

powerful………..

A. Word processing package

B. Spreadsheet package

C. Communication S/W Package

D. DBMS package

68. How do you rearrange the data

in ascending or descending order?

A. Data, Sort

B. Data, Form

C. Data, Table

D. Data Subtotals

69. Which Chart can be created in

Excel?

A. Area

B. Line

C. Pie

D. All of the above

70. What will be the output if you

format the cell containing 5436.8 as

‗#,##0.00′?

A. 5430

B. 5436.8

C. 5436.8

D. 6.8

71. How do you display current date

and time in MS Excel?

A. date ()

B. Today ()

C. now ()

D. time ()

72. How do you display current date

only in MS Excel?

A. date ()

B. Today ()

C. now ()

D. time ()

73. How do you wrap the text in a

cell?

A. Format, cells, font

B. Format, cells, protection

C. format, cells, number

D. Format, cells, alignment

74. What does COUNTA () function

do?

A. counts cells having alphabets

B. counts empty cells

C. counts cells having number

D. counts non-empty cells

75. What is the short cut key to

highlight the entire column?

A. Ctrl+C

B. Ctrl+Enter

C. Ctrl+Page Up

D. Ctrl+Space Bar

76. In the formula, which symbol

specifies the fixed columns or rows?

A. $

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B. *

C. %

D. &

77. Excel displays the current cell

address in the ……….

A. Formula bar

B. Status Bar

C. Name Box

D. Title Bar

78. What is the correct way to refer

the cell A10 on sheet3 from sheet1?

A. sheet3!A10

B. sheet1!A10

C. Sheet3.A10

D. A10

79. Which language is used to

create macros in Excel?

A. Visual Basic

B. C

C. Visual C++

D. Java

80. Which of the following is not a

term of MS-Excel?

A. Cells

B. Rows

C. Columns

D. Document

81. How many worksheets can a

workbook have?

A. 3

B. 8

C. 255

D. none of above

82. Which would you choose to

create a bar diagram?

A. Edit, Chart

B. Insert, Chart

C. Tools, Chart

D. Format, Chart

83. Which setting you must modify

to print a worksheet using

letterhead?

A. Paper

B. Margin

C. Layout

D. Orientation

84. What do you call the chart that

shows the proportions of how one or

more data elements relate to another

data element?

A. XY Chart

B. Line Chart

C. Pie Chart

D. Column Chart

85. The spelling dialog box can be

involved by choosing spelling from

________ menu.

A. Insert

B. File

C. Tools

D. view

86. Which key do you press to

check spelling?

A. F3

B. F5

C. F7

D. F9

87. To record a sequence of

keystrokes and mouse actions to

play back later we use:

A. Media player

B. Sound Recorder

C. Calculator

D. Macro Recorder

88. We can save and protect the

workbook by

A. Write Reservation Password

B. Protection Password

C. Read-only Recommended

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D. Any of the above

89. The first cell in EXCEL

worksheet is labeled as

A. AA

B. A1

C. Aa

D. A0

90. What happens when dollar signs

($) are entered in a cell address?

(e$B$2:$B$10)

A. An absolute cell address is

created.

B. Cell address will change when

it is copied to another cell.

C. The sheet tab is changed.

D. The status bar does not display

the cell address.

91. What are the tabs that appear at

the bottom of each workbook

called?

A. Reference tabs

B. Position tabs

C. Location tabs

D. Sheet tabs

92. What is represented by the

small, black square in the lower-

right corner of an active cell or

range?

A. Copy handle

B. Fill handle

C. Insert handle

D. Border

93. In Excel, a Data Series is

defined as what?

A. A type of chart.

B. A cell reference.

C. A collection of related data

D. A division of results

94. In Excel, the Fill Color button

on the Formatting toolbar is used for

what?

A. To insert a background.

B. To add borders.

C. To select a distribution of

figures.

D. To add shading or color to a

cell range.

95. In help menu of Excel, which of

the following tabs are found?

A. Contents tab

B. Answer Wizard tab

C. Index tab

D. all of the above.

96. A __________ is a grid with

labeled columns and rows.

A. Dialog box

B. Worksheet

C. Clipboard

D. Toolbar

97. The active cell:

A. Is defined by a bold border

around the cell.

B. Receives the data the user

enters.

C. It is the formula bar.

D. Only A and B.

98. Which function is used to

calculate depreciation, rates of

return, future values and loan

payment amounts?

A. Logical

B. Math & Trigonometry

C. Statistical

D. Financial

99. B7:B9 indicates:

A. Cells B7 and cell B9 only.

B. Cells B7 through B9.

C. Cell B8 only.

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D. None of the above.

100. The Cancel and Enter buttons

appear in the:

A. Title bar

B. Formula bar

C. Menu bar

D. Sheet tabs

101. MS-EXCEL can be used to

automate

A. Financial statements, Business

forecasting

B. Transaction registers, inventory

control

C. Accounts receivable, accounts

payable

D. Any of the above

102. NOT, AND, OR and XOR are

A. Logical Operators

B. Arithmetic operators

C. Relational operators

D. None of the above

103. In a report, you need to show

the monthly rainfall in NepaThe best

way to do this is to insert a

A. Calendar

B. photograph of rainfall

C. chart showing rainfall amounts

D. database of rainfall

104. You want to record experiment

information and create a chart that

shows the rate of crystal growth

over a period of timThe best

application to use would be:

A. word processing

B. spreadsheet

C. database

D. graphics

105. You are editing an worksheet

that you had previously saveIf you

want to save the edited sheet

without losing the original one,

which command should you use?

A. New

B. Save As

C. Edit

D. Save

106. If you want to have a blank line

after the title in a worksheet, what is

the best thing for you to do?

A. Re-format the spreadsheet

B. Insert a row

C. Increase the column width

D. Use the spacebar

107. In order to arrange the

countries from those with the

highest population to those with the

lowest, you need to sort on the

population field in ……………

A. ascending order

B. descending order

C. alphabetical order

D. random order

108. In order to perform a

calculation in a spreadsheet, you

need to use a:

A. Table

B. Formula

C. Field

D. Variable

109. The box on the chart that

contains the name of each individual

record is called the ________.

A. Cell

B. Title

C. Axis

D. legend

110. If you want all of the white cats

grouped together in the database,

you need to sort by ________.

A. Color, then Gender

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B. Pet Type, then Color

C. Pet Type, then Gender

D. Color, then Pet Name

111. You accidentally erased a

record in the sheet what command

can be used to restore it

immediately?

A. Insert

B. Copy

C. Undo

D. Replace

112. Where a row and a column

meet, what do you call that?

A. A cell

B. A block

C. A box

D. None of the above

113. How do you differentiate one

cell from another?

A. By numbers

B. By letters

C. By its address

D. by color

114. Which of this is an example of

a cell address?

A. 11 25

B. 911

C. 41A

D. A31

115. Which is an example of a

formula?

A. =A1+A2

B. =add(A1:A2)

C. A1+A2

D. SUM(A1:A2)

116. Which is an example of a

function?

A. =add(A1:A2)

B. =A1+A2

C. =SUM(A1:A2)

D. A1+A2

117. What is the symbol for

multiplying?

A. >

B. /

C. !

D. *

118. What is the symbol for

dividing?

A. ./

B. %

C. &

D. #

119. A function inside another

function is called _______

A. Nested function

B. Round function

C. Sum function

D. Text function

120. Which of the following is not

an underline option in the format

cells dialog box?

A. Double

B. Single Accounting

C. Double Accounting

D. Single Engineering

121. Formulas in Excel start with

A. %

B. =

C. +

D. -

122. The default header for a

worksheet is

A. Username

B. Date and Time

C. Sheet tab Name

D. None

123. Which of the following is not

an option of the spelling dialog box?

A. Ignore

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B. Ignore all

C. Edit

D. Change

124. Which of the following

methods will not enter data in a cell?

A. Pressing the Esc key

B. Pressing an arrow key

C. Pressing the tab key

D. Clicking the enter button to the

formula bar

125. The cell reference for cell

range of G2 to M12 is _______

A. G2.M12

B. G2;M12

C. G2:M12

D. G2-M12

126. What is the keyboard shortcut

for creating a chart from the selected

cell range?

A. F2

B. F4

C. F8

D. F11

127. The Software which contains

rows and columns is called ______

A. Database

B. Drawing

C. Spreadsheet

D. Word processing

128. You can group noncontiguous

worksheets with

A. The alt+enter key

B. The ctrl key and mouse

C. The shift key and the mouse

D. The group button on the

standard toolbar

129. What is the AutoComplete

feature of Excel?

A. It automatically completes

abbreviated words

B. It completes text entries that

match an existing entry in the

same column

C. It completes text and numeric

entries that match an existing

entry in the same column

D. It completes text entries that

match an existing entry in the

same worksheet

130. Which of the following is

correct?

A. =AVERAGE(4, 5, 6, 7)

B. =AVERAGE(A1, B1, C1)

C. =AVERAGE(A1:A9, B1:B9)

D. =All of the above

131. Which of the following

function will return a value of 8?

A. ROUNDUP(8.4999, 0)

B. ROUNDDOWN(8.4999, 0)

C. ROUND(8.4999, 0)

D. Only B and C

132. How to restrict to run a macro

automatically when starting

Microsoft Excel?

A. Hold down the SHIFT key

during startup

B. Hold down the CTRL key

during startup

C. Hold down the ESC key during

startup

D. Hold down the ALT key during

startup

133. How to remove the unwanted

action from recorded macro without

recording the whole macro again?

A. By using the Find and Edit

Action Option

B. By clicking on the Refresh

button in the Macro toolbar

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C. By edit the macro in the Visual

Basic Editor

D. Macro cannot be edited.

134. What should be add before a

fraction to avoid entering it as a

date?

A. //

B. FR

C. Zero

D. Zero Space

135. Which of the following

function will use to find the highest

number in a series of number?

A. MAX(B1:B3)

B. MAXIMUM (B1:B3)

C. HIGH (B1:B3)

D. HIGHEST(B1:B3)

136. What does the NOW() function

return?

A. It returns the serial number of

the current date and time

B. It returns the serial number of

the current date

C. It returns the serial number of

the current time

D. None of the above

137. What value will display if the

formula = ―$55.00″+5 is entered

into a cell?

A. $60

B. 60

C. ―$55.00″+5

D. $60.00

138. What is the shortcut key to

insert current date in a cell?

A. CTRL + D

B. CTRL + T

C. CTRL + ;

D. CTRL + /

139. Which of the following syntax

is correct regarding to SUM

function in Excel?

A. =SUM (A1, B1)

B. =SUM (A1:B9)

C. =SUM (A1:A9, B1:B9)

D. All of the above

140. What is the shortcut key to hide

entire column?

A. CTRL + −

B. CTRL + 0

C. CTRL + H

D. CTRL + C

141. How to specify cell range from

A9 to A99 in Excel?

A. (A9, A99)

B. (A9 to A99)

C. (A9 : A99)

D. (A9 – A99)

142. Selecting the Column G & H

then choose Insert->ColumnWhat

will happen?

A. 2 Columns will be inserted after

Column F

B. 2 Columns will be inserted after

Column G

C. 2 Columns will be inserted after

Column H

D. 2 Columns will be inserted after

Column I

143. How to restrict the values of a

cell so that only whole numbers

between 9 and 99 can be entered in

a cell.

A. The Settings tab under the

menu Format -> Cells

B. The Settings tab under the

menu Data -> Validation

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C. The Settings tab under the

menu Data -> Filter ->

Advanced Filter

D. the Settings tab under the menu

Format -> Conditional

Formatting

144. Clear the contents by pressing

―DELETE‖ key from a keyboard

will clear

A. Text Only

B. Format Only

C. Contents Only

D. Both Contents and Format

145. Which of the following

shortcuts can be used to insert a new

line in the same cell?

A. Enter

B. Alt + Enter

C. Ctrl + Enter

D. Shift + Enter

146. What is the quickest way to

select entire worksheet?

A. Choose Edit -> Select all from

the Menu

B. Click on the first column, press

Ctrl, and then click on the last

column

C. Click on the first column, press

Shift, and then click on the last

column

D. Click on the rectangle box on

the upper left corner where

column headings and row

headings meet

147. A smart tag will be removed

from a cell when

A. the cell is moved

B. the cell is hidden

C. the data in the cell is changed or

deleted

D. the formatting of the cell is

changed

148. Which of the following options

is appropriate to show the numbers

9779851089510 in a cell?

A. Enclose the number is brackets

B. Place the character T before the

number

C. Place the character TX before

the number

D. Apply the Text format in the

cell and type the numbers

149. Which of the following is

correct syntax in Excel?

A. =IF(LogicalTest, TrueResult,

FalseResult)

B. =IF(LogicalTest, (TrueResult,

FalseResult))

C. =IF(LogicalTest, TrueResult)

(LogicalTest, FalseResult)

D. =IF(LogicalTest, TrueResult),

IF(LogicalTest, FalseResult)

150. Which of the following is

correct?

A. =POWER(2^3)

B. =POWER(2,3)

C. =POWER(2#3)

D. =POWER(2*3)

151. Selecting the Rows 5 & 6 then

choose Insert->RoWhat will

happen?

A. 2 Rows will be inserted after

Row 4

B. 2 Rows will be inserted after

Row 5

C. 2 Rows will be inserted after

Row 6

D. 2 Rows will be inserted after

Row 7

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152. If 4/6 entered in a cell without

applying any formats, Excel will

treat this as

A. Fraction

B. Number

C. Text

D. Date

153. If the values in A1 is ―MCQ‖

and B1 is ―Questions‖, which

function will return

―MCQ@Questions‖ in cell C1?

A. =A1 + ―@‖ + B1

B. =A1 # ―@‖ # B1

C. =A1 & ―@‖ & B1

D. =A1 $ ―@‖ $ B1

154. How to fit long texts in a single

cell with multiple lines?

A. Start typing in the cell and press

the Enter key to start another

line

B. Use the Wrap Text option in the

Format -> Alignment menu

C. Use the Shrink to Fit option in

the Format -> Cells ->

Alignment menu

D. All of above

155. If particular workbook has to

open each time Excel started, where

that workbook should be placed?

A. AUTOEXEC Folder

B. AUTOSTART Folder

C. EXCELSTART Folder

D. XLSTART Folder

156. If the cell B1 contains the

formula = $A$1, which of the

following statements is true

A. There is a relative reference to

cell A1

B. There is an absolute reference

to cell A1

C. Further changes in value of A1

will not affect the value of B1

D. Further changes in value of B1

will affect the value of A1

157. Worksheet can be renamed by

A. Adding? Symbol at the end of

filename while saving

workbook

B. Click on Worksheet tab by

Holding CTRL Key and type

new name

C. Double Click on the Worksheet

tab and type new name

D. Worksheet cannot renamed

158. What is the shortcut key to hide

entire row?

A. CTRL + H

B. CTRL + R

C. CTRL + 9

D. CTRL + -

159. What is the shortcut key to

insert a new comment in a cell?

A. F2

B. Alt + F2

C. Ctrl + F2

D. Shift + F2

160. Which option allows you to

Bold all the negative values within

the selected cell range:

A. Zero Formatting

B. Conditional Formatting

C. Compare Formatting

D. Negative Formatting

161. What is the shortcut key to

insert new sheet in current

workbook?

A. F11

B. Alt + F11

C. Ctrl + F11

D. Shift + F11

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162. Which one is the last column

header in Excel 2007?

A. XFD

B. XFX

C. XFL

D. XFT

163. In maximum, how many sheets

can be set as default while creating

new workbook?

A. 254

B. 255

C. 256

D. No Limit

164. ―New Comment‖ option can be

found under _________ tab

A. Insert

B. Data

C. Review

D. View

165. In Excel, by default Numeric

Values appears in

A. Left aligned

B. Right aligned

C. Center aligned

D. Justify aligned

166. To show/hide the grid lines in

Microsoft Excel 2007

A. Page Layout -> Grid lines ->

View

B. Insert -> Grid lines -> View

C. View -> Grid lines -> View

D. Edit -> Grid lines -> View

167. What will be the result if you

type =A1=B1 in cell C1?

A. Yes or No

B. True or False

C. Value of A1

D. Value of B1

168. In Excel _______ may not

contain in Formula

A. Text Constant

B. Number Constant

C. Circular Reference

D. All of them

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Solution to MCQs

Set A

1-C, 2-A, 3-C, 4-D, 5-D, 6-A, 7-B, 8-C, 9-B, 10-D, 11-A, 12-B, 13-C, 14-B, 15-D, 16-A,

17-D, 18-C, 19-B, 20-D, 21-B

Set B

1-C, 2-A, 3-C, 4-D, 5-D, 6-A, 7-B, 8-C, 9-B, 10-D, 11-A, 12-B, 13-C, 14-B, 15-D, 16-A,

17-D, 18-C, 19-B, 20-D, 21-C, 22-A, 23-B, 24-C, 25-C, 26-B, 27-C, 28-B, 29-A,30-C, 31-

A, 32-B, 33-B, 33-B, 34-A, 35-5, 36-A, 37-C, 38-D.

Set C

1-A, 2-B, 3-C, 4-D, 5-D, 6-B, 7-C, 8-A, 9-C, 10-D, 11-D, 12-D, 13-A, 14-A, 15-C, 16-D,

17-A, 18-C, 19-D, 20-D

Set D

1. A 21. D 41. B 61. A 81. A 101. D 121. C 141. C

2. C 22. B 42. B 62. C 82. D 102. D 122. A 142. B

3. D 23. D 43. C 63. B 83. C 103. D 123. C 143. D

4. D 24. A 44. C 64. D 84. D 104. B 124. B 144. C

5. C 25. C 45. A 65. C 85. D 105. D 125. D 145. D

6. B 26. B 46. A 66. C 86. D 106. C 126. C 146. C

7. D 27. D 47. A 67. A 87. D 107. A 127. D 147. D

8. B 28. B 48. A 68. D 88. D 108. D 128. B 148. B

9. A 29. B 49. B 69. B 89. B 109. A 129. A 149. B

10. B 30. C 50. B 70. C 90. D 110. C 130. A 150. A

11. A 31. A 51. D 71. B 91. D 111. B 131. A 151. C

12. C 32. B 52. D 72. D 92. D 112. D 132. C 152. A

13. C 33. B 53. A 73. C 93. B 113. A 133. C 153. D

14. A 34. C 54. D 74. B 94. D 114. A 134. C 154. D

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15. A 35. A 55. B 75. D 95. A 115. C 135. B 155. A

16. D 36. B 56. C 76. A 96. B 116. D 136. A 156. A

17. C 37. B 57. B 77. B 97. C 117. A 137. C 157. C

18. B 38. C 58. C 78. B 98. B 118. C 138. A 158. B

19. B 39. A 59. C 79. B 99. B 119. C 139. C 159. D

20. B 40. B 60. B 80. C 100. C 120. C 140. B 160. C

Set E

1. D 2. C 3. D 4. D 5. B 6. C 7. B 8. D 9. B

11. D 12. B 13. C 14. D 15. A 16. C 17. B 18. A 19. B

21. D 22. B 23. D 24. B 25. B 26. A 27. B 28. C 29. C

31. B 32. D 33. C 34. C 35. B 36. D 37. D 38. D 39. D

41. A 42. A 43. A 44. A 45. A 46. D 47. C 48. C 49. B

51. C 52. B 53. B 54. D 55. A 56. D 57. C 58. B 59. D

61. A 62. C 63. D 64. C 65. A 66. C 67. B 68. A 69. D

71. C 72. B 73. D 74. D 75. D 76. A 77. C 78. A 79. A

81. D 82. B 83. B 84. C 85. C 86. C 87. D 88. D 89. B

91. D 92. B 93. C 94. D 95. D 96. B 97. D 98. D 99. B

101. D 102. A 103. C 104. B 105. B 106. B 107. B 108. B 109. D

111. C 112. A 113. C 114. D 115. A 116. C 117. D 118. A 119. A

121. B 122. D 123. C 124. A 125. C 126. D 127. C 128. B 129. B

131. D 132. A 133. C 134. D 135. A 136. D 137. B 138. C 139. D

141. C 142. A 141. B 144. C 145. B 146. D 147. C 148. D 149. A

151. A 152. D 151. C 154. B 155. D 156. B 157. C 158. C 159. D

161. D 162. A 161. B 164. C 165. B 166. A 167. B 168. C

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Further Reading Ayannuga et al. (2007), computer application packages. Hasfem publication.

Ayannuga et al. (2010), ICT application. A theoretical and practical. Hasfem

publication

D. J. Power. A Brief History of Spreadsheets version 3.0

http://dssresources.com/history/sshistory30.html

Excel and PowerPoint 2010 Tutorials available at http: www.gcflearnfree.org/

Lawal Olawale O., lecture note on introduction to computer and computer

packages

O.C, Akinyokun (1999), Principle and practice of computing technology

Oral history interview with Jonathan Sachs, Conducted by Martin Campbell-Kelly

on 7 May 2004, Charles Babbage Institute, University of Minnesota

Richard Brodie., Microsoft: The Early Days from the personal website of Richard

Brodie

T. Mojeed, et al, (2010) Fundamental of Computing, Hasfem Publication 2008

Yekini N. A., (2007) Lecture note on introduction to computer

Yekini Nureni Asafe, (2002), lecture note on introduction to computer and

computer packages

Yekini Nureni Asafe, (2013); Information Communication Technology (ICT)

Theoretical and Practical Approach to ICT Application in Business &

Finance [ICT 2]. Hasfem Publication Nigeria

Yekini, N. A., Oyeyinka, I. K (2012), Principle & Practice of Management

Information System

Yekini, Nureni Asafe & Lawal Olawale, (2012) Information Communication &

Technology “Modern Perspective” (Volume I) First Edition

Yekini, Nureni Asafe & Lawal Olawale, introduction to ICT & Data processing

Yekini, Nureni Asafe, principles of information system 2010, Hasfem publication.