Microsoft Office

© Copyright William Rowan 2007

Objective

By the end of this you will have being given a brief introduction to:

• Microsoft Word

• Microsoft Excel

Microsoft Word

What is Microsoft Word?

• Microsoft Word (MS Word) is a word processing programme

• It allows you to create reports, publications and other documents

Microsoft Word

• When you start up MS Word you can use the templates option to help you set up your document

• To do this use the “File” menu and then select “New”

Microsoft Word

• This will open a new menu on the screen

Microsoft Word

• Select templates on my computer to view the range of templates that can be used

Microsoft Word Toolbars

Microsoft Word

• Shown on the previous page are some of the toolbars associated with MS Word

• To turn on or off a toolbar simply right click anywhere on a toolbar and click on the one you want to turn on or off

Microsoft Word

• The tool bars help you to format your document i.e. change font style, colour, size, etc…

Change the format of the font to styles such as headings, etc..

Change the style of font in the document

Change the font sizeApply Bold, Italics, Underline to the text

Change the position of the text on the left, centre, right of page

Apply numbering or bullets to the text

Highlight text Change font colour

Microsoft Word

• At any time to find out what each of the buttons mean simply place the cursor of the mouse over them and a text box will appear with the name of the button

Microsoft Word

How to insert a table of contents• A table of contents gives readers a brief outline

of the topics discussed in a document and helps them find their way around it.

• To create a table of contents you will need to format the style of your documents (using the formatting toolbar shown previously) so that headings have a particular style (see next slide)

Microsoft Word

Once the formatting is applied you can now insert your table of contents (TOC) by doing the following

• Click on the place in your document where you want TOC to be inserted

• Click on the “Insert” menu• Go to “Reference” and then “Index and

tables”

Microsoft Word

Microsoft Word

The following dialog box appears

• Click on the “Table of Contents” tab and then click OK

Microsoft Word

• Your table of contents will now appear in your document

Microsoft Word

Headers and Footers

• It is possible to insert a header and a footer as shown below into your documents

Microsoft Word

• To do this click on the “View” menu and then select “Header and Footer”

• This will open up the toolbar and allow you to insert the text you want

Microsoft Excel

What is Microsoft Excel?

• Microsoft Excel is a spreadsheet programme

• It is capable of calculations and creating graphs based on data inserted into the spreadsheet

Images source: Microsoft Clipart Online

Microsoft Excel

• Again you will notice that some of it’s features are similar to those of MS Word

• Excel also has toolbars and some are the same as MS Word

• Excel also has templates that you can use for specific solutions if you require them

Microsoft Excel

Creating Graphs• Excel will create a graph for you to represent

information that you have inserted into the spreadsheet

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Microsoft Excel

How to do this

• Highlight the information for which you want to create a graph for

Microsoft Excel

• To create the chart/ graph you can select “Chart” from the “Insert” menu

• You can also click on the chart icon on the toolbar

Microsoft Excel

• The following dialog box will appear allowing you to select the type of chart you want to create

Microsoft Excel

• Click “Next” once you have chosen the chart type

• You now have the option of changing the data range for your graph if you require

Microsoft Excel

• Click “Next”

• You can now add titles and labels, legends, etc… to your graph

Microsoft Excel

• Click “Next”

• You now have the option of inserting the graph as an object (similar to a picture) into your spreadsheet or as a new sheet in the document

• When you make your selection click “Finish”

Microsoft Excel

Microsoft Excel

Microsoft Excel

• You can format the colours of your chart by right clicking on the part you want to change and selecting “Format….”

• You can also change the chart type and the data range after the chart is created by right clicking on the chart also

Microsoft Excel

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Microsoft Excel

Functions and Calculations• Finding the sum or the average of a set of

numbers is two of many functions/ calculations that Excel than perform

Image source: Microsoft Clipart Online

Microsoft Excel

Example: How to find the sum of a range of numbers

• Click on the cell where you want the answer of the function to go

Microsoft Excel

• Click on the “Insert Function” button

Microsoft Excel

• The “Insert Function” dialog box will appear where you will find a range of functions that excel can perform

Microsoft Excel

List of functions

Drop down menu of the categories of

functionse.g. Date and

Time, Financial

Description of what the

function does

Press this for help on any of the functions

Microsoft Excel

• Select the function you want, in this case it is sum and click OK

• The “Function Arguments” dialog box will appear

Microsoft Excel

• This will allow you to select the numbers you want the sum of

• Click on

Microsoft Excel

• This will now give you the chance to select the number by holding the left button on your mouse over the first number in the range and dragging it to the last

Microsoft Excel

• When you have the range of numbers selected hit enter on your keyboard and then click OK to finish the function

• This will now display your answer in the cell

Additional Tutorials

Here are some web links that give you access to tutorials on Word and Excel

• http://office.microsoft.com/en-us/training/default.aspxWord

• http://www.baycongroup.com/wlesson0.htm• http://www.nailitnow.com.au/word/free/tocheadings.htmlExcel

• http://www.usd.edu/trio/tut/excel/• http://www.bcschools.net/staff/ExcelHelp.htm