Table 4: Word Processing

How to Create a Mail Merge?

Introduction
Mail Merge is a useful tool that allows you to produce multiple letters,
labels, envelopes, name tags, and more using information stored in a list,
database, or spreadsheet. When performing a Mail Merge, you will need a Word
document (you can start with an existing one or create a new one) and a
recipient list, which is typically an Excel workbook.

To use Mail Merge:

1. Open an existing Word document, or create a new one.
2. From the Mailings tab, click the Start Mail Merge command and select Step
by Step Mail Merge Wizard from the drop-down menu.

The Mail Merge pane appears and will guide you through the six main
steps to complete a merge. The following example demonstrates how to create a
form letter and merge the letter with a recipient list.

Step 1
Choose the type of document you want to create. In our example, we'll select
Letters. Then click Next: Starting document to move to Step 2.

Step 2
Select Use the current document, then click Next: Select recipients to move to
Step 3.

Step 3
Now you'll need an address list so Word can automatically place each
address into the document. The list can be in an existing file, such as an Excel
workbook, or you can type a new address list from within the Mail Merge
Wizard.
1. From the Mail Merge task pane, select Use an existing list, then click
Browse... to select the file.

2. Locate your file and click Open.

3. If the address list is in an Excel workbook, select the worksheet that

contains the list and click OK.

4. In the Mail Merge Recipients dialog box, you can check or uncheck each box
to control which recipients are included in the merge. By default, all recipients
should be selected. When you're done, click OK.

5. From the Mail Merge task pane, click Next: Write your letter to move to
Step4.

Step 4
Now you're ready to write your letter. When it's printed, each copy of the
letter will basically be the same; only the recipient data (such as the name and
address) will be different. You'll need to add placeholders for the recipient data
so Mail Merge knows exactly where to add the data.
To insert recipient data:
1. Place the insertion point in the document where you want the
information to appear.

2. Choose one of the four placeholder options: Address block, Greeting line,
Electronic postage, or More items.

3. Depending on your selection, a dialog box may appear with various options.
Select the desired options and click OK.

4. A placeholder will appear in your document (for example,

AddressBlock).

5. Repeat these steps each time you need to enter information from your
data record. In our example, we'll add a Greeting line.

6. When you're done, click Next: Preview your letters to move to Step 5.

Step 5
1. Preview the letters to make sure the information from the recipient list
appears correctly in the letter. You can use the left and right scroll
arrows to view each document.

2. Click Next: Complete the merge to move to Step 6.

Step 6
1. Click Print... to print the letters.

2. A dialog box will appear. Click All, then click OK.

3. The Print dialog box will appear. Adjust the print settings if needed, then
click OK. The letters will be printed.

Challenge!
1. Open an existing Word document. If you want, you can use our Practice
document(Word document) and Address list (Excel workbook).
2. Use the Mail Merge Wizard to merge the letter with the recipient list.
3. Place an Address Block at the top of the page and a Greeting line
above the body of the letter.
4. Print the document.

Use Mail Merge

The power of mail merge
You use mail merge when you want to create a set of documents that are
essentially the same but where each document contains unique elements. For
example, in a letter that announces a new product, your company logo and the
text about the product will appear in each letter, and the address and greeting
line will be different in each letter.

Using mail merge, you can create:

A set of labels or envelopes. The return address is the same on all the labels or
envelopes, but the destination address is unique on each one.

A set of form letters, e-mail messages, or faxes

The basic content is the same

in all the letters, messages, or faxes, but each contains information that is
specific to the individual recipient, such as name, address, or some other piece
of personal data.
A set of numbered coupons. The coupons are identical except that each
contains a unique number.
Creating each letter, message, fax, label, envelope, or coupon individually would
take hours. That's where mail merge comes in. Using mail merge, all you have
to do is create one document that contains the information that is the same in
each version. Then you just add some placeholders for the information that is
unique to each version. Word takes care of the rest.

Table 5: Spreadsheets
Use of Functions in Spreadsheets
1.Count and Sum: The most used functions in Excel are the functions that
count and sum. You can count and sum based on one criteria or multiple
criteria.
2.Logical: Learn how to use Excel's logical functions such as the IF, AND and
O.R function.
3.Cell References: Cell references in Excel are very important. Understand the
difference between relative, absolute and mixed reference, and you are on your
way to success.
4.Date & Time: To enter a date in Excel, use the "/" or "-" characters. To enter a
time, use the ":" (colon). You can also enter a date and a time in one cell.

5.Text: Excel has many functions to offer when it comes to manipulating text
strings.
6.Lookup & Reference: Learn all about Excel's lookup & reference functions
such as the VLOOKUP, HLOOKUP, MATCH, INDEX and CHOOSE function.
7.Financial: This chapter illustrates Excel's most popular financial functions.
8.Statistical: An overview of some very useful statistical functions in Excel.
9.Round: This chapter illustrates three functions to round numbers in Excel.
The ROUND, ROUNDUP and ROUNDDOWN function.
10.Formula Errors: This chapter teaches you how to deal with some common
formula errors in Excel.
11.Array Formulas: This chapter helps you understand array formulas in
Excel. Single cell array formulas perform multiple calculations in one cell.

For Example
For example, cell A3 below contains the SUM function which calculates the
sum of the range A1:A2.

Enter a Formula
To enter a formula, execute the following steps.

1. Select a cell.
2. To let Excel know that you want to enter a formula, type an equal sign (=).
3. For example, type the formula A1+A2.

Tip: instead of typing A1 and A2, simply select cell A1 and cell A2.

4. Change the value of cell A1 to 3.

Excel automatically recalculates the value of cell A3. This is one of Excel's most
powerful features!
Edit a Formula
When you select a cell, Excel shows the value or formula of the cell in the
formula bar.

1. To edit a formula, click in the formula bar and change the formula.

2. Press Enter.

Operator Precedence
Excel uses a default order in which calculations occur. If a part of the formula
is in parentheses, that part will be calculated first. It then performs

multiplication or division calculations. Once this is complete, Excel will add

and subtract the remainder of your formula. See the example below.

First, Excel performs multiplication (A1 * A2). Next, Excel adds the value of cell
A3 to this result.
Another example,

First, Excel calculates the part in parentheses (A2+A3). Next, it multiplies this
result by the value of cell A1.
Copy/Paste a Formula
When you copy a formula, Excel automatically adjusts the cell references for
each new cell the formula is copied to. To understand this, execute the
following steps.
1. Enter the formula shown below into cell A4.

2a. Select cell A4, right click, and then click Copy (or press CTRL + c)...

...next, select cell B4, right click, and then click Paste under 'Paste Options:' (or
press CTRL + v).

2b. You can also drag the formula to cell B4. Select cell A4, click on the lower
right corner of cell A4 and drag it across to cell B4. This is much easier and
gives the exact same result!

Result. The formula in cell B4 references the values in column B.

Insert a Function
Every function has the same structure. For example, SUM(A1:A4). The name of
this function is SUM. The part between the brackets (arguments) means we
give Excel the range A1:A4 as input. This function adds the values in cells A1,
A2, A3 and A4. It's not easy to remember which function and which arguments
to use for each task. Fortunately, the Insert Function feature in Excel helps you
with this.
To insert a function, execute the following steps.
1. Select a cell.
2. Click the Insert Function button.

The 'Insert Function' dialog box appears.

3. Search for a function or select a function from a category. For example,
choose COUNTIF from the Statistical category.

4. Click OK.
The 'Function Arguments' dialog box appears.
5. Click in the Range box and select the range A1:C2.
6. Click in the Criteria box and type >5.
7. Click OK.

Result. Excel counts the number of cells that are higher than 5.

Note:

instead

of

using

the

Insert

Function

feature,

simply

type

=COUNTIF(A1:C2,">5"). When you arrive at: =COUNTIF( instead of typing

A1:C2, simply select the range A1:C2.

How to Format a Cell in Microsoft Excel

STEP 1
Open your Microsoft Excel. Click the Start button on the lower-left corner of
your screen and select All Programs from the menu. Inside, youll find the
Microsoft Office folder where Excel is listed. Click on Excel.

STEP 2
Select the specific cell or group of cells that you want to format. Highlight it
using your mouse cursor.

STEP 3
Open the Format Cells window. Right-click on the cells youve selected and
select Format Cells from the pop up menu to access the Format Cells
window.

STEP 4

1. Set the desired formatting options you want for the cell. There are six
formatting options that you can use to customize a cell or group of cells:
2. Number Defines the format of numerical data entered on the cells such
as dates, currency, time, percentage, fraction and more.
3. Alignment Sets how the data will be visually aligned inside each cells
(left, right or centered).
4. Font Sets all the options related to text fonts such as styles, sizes and
colors.
5. Border Improves the visual appearance of each cell by adding definite
lines (borders) around a cell or group of cells.
6. Fill Sets the background color and pattern formats of each cell on the
spreadsheet.
7. Protection Adds security to cells and data contained inside it by hiding
or locking the selected cells or group of cells.

STEP 5

Save. Click on the OK button at the lower right corner of the Format Cells
window to save any changes youve made and apply the formats youve set to
the selected cells.

Table 6: Presentations

Use of Slide Masters

Use multiple slide masters (each with a different theme) in one
presentation
When you want your presentation to contain two or more different styles or
themes (such as backgrounds, colors, fonts, and effects), you need to insert a
slide master for each theme.
For example, in the image that follows, there are two slide masters (with
associated layouts beneath each) as you would see them in Slide Master view.
Each slide master has a different theme applied to it. All presentations have a
slide master, whether you modify it directly or not. To apply more than one
theme to a presentation, see Apply multiple themes to a presentation.

Copy and paste a slide master from one presentation to another

1. Open both the presentation that contains the slide master that you want
to copy and the presentation that you will paste the slide master to.
2. In the presentation that contains the slide master that you want to copy,
on the View tab, in the Master Views group, click Slide Master.

3. In the slide thumbnail pane, right-click the slide master that you want to
copy, and then click Copy.
Notes

In the slide thumbnail pane, the slide master represents the larger
slide image, and the associated layouts are smaller, positioned

beneath it.
Many presentations contain more than one slide master, so you

may have to scroll to find the one that you want.

4. On the View tab, in the Window group, click Switch Windows, and then
select the presentation that you want to paste the slide master to.
5. In the presentation that you want to paste the slide master to, on the
View tab, in the Master Views group, click Slide Master.
6. In the slide thumbnail pane, to click the location where you want the
slide master to reside, do one of the following:
If the destination presentation contains a blank slide master, right

click the blank slide master, and then click Paste.

If the destination presentation contains one or more customized
slide masters, scroll to the bottom where the last slide layout

resides, right-click below it, and then do one of the following:

To take on the theme of the destination presentation that you are

pasting to, click

To maintain the theme of presentation that you are copying from,

click
7. To copy and paste additional slide masters, follow steps 1 through 6.
8. On the Slide Master tab, in the Close group, click Close Master View.

Apply a slide master to slides that you imported from a Slide

Library
Slide Libraries help you share, store, and manage PowerPoint
slides.
Important

To store, share, and reuse slides in a Slide Library, the computer

running PowerPoint must be connected to a server running Office 2010. If you

do not know whether your computer is connected to a SharePoint Server 2010
(formerly known as MOSS), contact your server administrator.

To apply a slide master to slides that you imported from a Slide

Library, do the following:
1. Open the presentation that you want to add a slide to.
2. On the Home tab, in the Slides group, click New Slide, and then click
Reuse Slides.
3. In the Reuse Slides pane, in the Insert slide from box, do one of the

following:
Enter the location of the Slide Library, and then click the arrow

to find

the Slide Library.

Click Browse to locate the Slide Library.
4. In the All Slides list, click the slide that you want to add to your
presentation.
Tip To view a larger thumbnail of a slide, rest the pointer on the slide.
5. If you want the imported slide to keep the original formatting, at the
bottom of the Reuse Slides pane, select Keep source formatting. When

you insert a slide from a slide library and keep its source formatting, the
slide master is inserted into the destination presentation along with the
slide
6. To add another slide from a Slide Library to your presentation, repeat
steps 3 through 5.

Table 7: Database
Design and Queries
Introduction
The real power of a relational database lies in its ability to quickly retrieve and
analyze your data by running a query. Queries allow you to pull information
from one or more tables based on a set of search conditions you define. In this
lesson, you will learn how to create a simple one-table query.

What are queries?

Queries are a way of searching for and compiling data from one or more tables.
Running a query is like asking a detailed question of your database. When you
build a query in Access, you are defining specific search conditions to find
exactly the data you want.

How are queries used?

Queries are far more powerful than the simple searches or filters you might use
to find data within a table. This is because queries can draw their information
from multiple tables. For example, while you could use a search in the

customers table to find the name of one customer at your business or a filter
on the orders table to view only orders placed within the past week, neither
would let you view both customers and orders at once. However, you could
easily run a query to find the name and phone number of every customer who's
made a purchase within the past week. A well-designed query can give
information you might not be able to find out just by examining the data in
your tables.
When you run a query, the results are presented to you in a table, but when
you design one you use a different view. This is called Query Design view, and
it lets you see how your query is put together.
Click the buttons in the interactive below to learn how to navigate the Query
Design view.

One-table queries
Let's familiarize ourselves with the query-building process by building the
simplest query possible: a one-table query.

We will run a query on the Customers table of our bakery database. Let's say
our bakery is having a special event, and we want to invite our customers
who live nearby because they are the most likely to come. This means we
need to see a list of all customers who live close by, and only those
customers.
If you think this sounds a little like applying a filter, you're right. A one-table
query is actually just an advanced filter applied to a table.

To create a simple one-table query:

1. Select the Create tab on the Ribbon, and locate the Queries group.
2. Click the Query Design command.

3. Access will switch to Query Design view. In the Show Table dialog box
that appears, select the table you want to run a query on. We are
running a query about our customers, so we'll select the Customers
table.

4. Click Add, then click Close.

5. The selected table will appear as a small window in the Object
Relationship pane. In the table window, double-click the field names you
want to include in your query. They will be added to the design grid in
the bottom part of the screen.

In our example, we want to mail invitations to customers who live in a certain

area, so we'll include the First Name, Last Name, Street Address, City, and Zip
Code fields. We aren't planning on calling or emailing our customers, so we
don't have to include the Phone Number or Email fields.

6. Set the search criteria by clicking the cell in the Criteria: row of each
field you want to filter. Typing criteria into more than one field in the
Criteria: row will set your query to include only results that meet all
criteria. If you want to set multiple criteria but don't need the records
shown in your results to meet all of them, type the first criteria in the
Criteria: row and additional criteria in the or: row and the rows beneath
it.

For this one-table query, we'll use simple search criteria.

We want to find our customers who live in the city of Raleigh, so in our
City field we'll type "Raleigh". Typing Raleigh in quotation marks will
retrieve all records with an exact match for Raleigh in the City field.

 Some customers who live in the suburbs live fairly close by, and
we'd like to invite them as well. We'll add their zip code, 27513, as
another criteria. Because we want to find customers who either
live in Raleigh or in the 27513 zip code, we'll type "27513" into the
or: row of the Zip Code field.

7. After you have set your criteria, run the query by clicking the Run
command on the Design tab.

8. The query results will be displayed in the query's Datasheet view, which
looks like a table. If you want, save your query by clicking the Save
command in the Quick Access toolbar. When prompted to name it, type

Now you know how to create the simplest type of query with only one table. In
the next lesson, you'll learn how to create a query that uses multiple tables.

Challenge!
1. Open an existing Access database. If you want, you can use our Access
2.
3.
4.

5.

2013 sample database.

Create a new query.
Select the Customers table to include in your query.
Add the following fields from the Customers table to your query:
First Name
Last Name
City
Zip Code
Set the following criteria:
In the City field, type "Durham" to return only records with Durham in

the City field.

In the Zip Code field, type "27514" in the or: row to return records that
are either in Durham or zip code 27514.

6. Run the query. If you entered the query correctly, your results will
include customers who live in Durham OR zip code 27514.
7. Save the query with the name Customers who live in Durham.

Table 8: Internet
CREATE BOOKMARK IN THE GOOGLE CHROME BROWSER:
1.
2.
3.
4.

Navigate to the page you'd like to bookmark.

Press Ctrl + D.
Name the bookmark and select the folder of where you want it saved.
Click Done.

or
1. Navigate to the page you'd like to bookmark.
2. In the address bar, click the Star Icon on the right-hand side.
3. Name the bookmark and select the folder of where you want it saved.
4. Click Done.