Training

Program
on
Computer
Fundamentals
&
Office Applications
 Contents

1. Introduction to Computers 3
1.1. What is computer 3
1.2. Characteristics of Computers 3
1.3. Types of Computers 4
1.4. Generations of Computer 4
1.5. Components of Computer 5
1.6. Networking 13

2. Operating System: Windows 7 16

2.1. Features 16
2.2. Easier ways to work with windows 16
2.3. Better Device Management 17
2.4. Windows Home Group 17

3. MS Office 19
3.1. Introduction 19

3.2. Ribbon 19
4. MS Word 2010 18
4.1. Interface Elements 20
4.2. File Menu 23
4.3. Auto Correct 24
4.4. Home Tab 26
4.5. Insert Tab 31
4.6. Page Layout Tab 44
4.7. Mailings Tab 50
4.8. Review Tab 51

4.9. View Tab 53

5. MS Excel 2010 56
5.1 Spreadsheets 56
5.2 Introduction to Excel 2010 57
5.3 File Tab 65
5.4 Home Tab 67

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 5.5 Functions in Excel 2010 69
5.6 Insert Tab 71
5.7 Page Layout Tab 72
5.8 Formulas 72
5.9 Data Tab 75
5.10 Review Tab 77
5.11 View Tab 78
5.12 Charts 79
5.13 Conditional formatting 81
5.14 Data Validation 82
5.15 Printing 84
6 Presentation Tool MS PowerPoint 2010 93
6.1 Ribbon 93
6.2 Create a new presentation 97
6.3 Slide Views 107
6.4 Apply Transition 134
6.5 Presenting Slide Show 137
6.6 Saving and Printing 143
6.7 Word Art and Shapes 147
6.8 Animating Text and Objects 163
7 Internet 201
7.1 What is Internet 201
7.2 What is www 201
7.3 Web Browser 203
7.4 Toolbars 204
7.5 URL 205
7.6 Domains 206
7.7 Home Page and History 207
7.8 The Cache 207
7.9 Favorites 208
7.10 How does Search Engine work 209
7.11 Things To Be Cautious About The Internet 210

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 Introduction to Computers
The present age may be termed as computer age because no other invention has revolutionized the
world as much as the Electronic Digital Computers, commonly known as computers. Just in a short
period of three decades, the computers have become indispensable in every sphere of human life.

The work area of computers is very exhaustive. There is hardly any area of development where
computer applications have not set in. To illustrate a few, we can find their exhaustive use in
organizations such as:

• Industries, business organizations

• Research establishments
• Educational institutions
• Government departments
• Hospitals
• Document centers
• Employment Exchanges
• Police departments
• Communication departments
• Service Organizations

1.1 What is a computer

A computer is a truly amazing machine that performs specified sequences of operations as per
the set of instructions (known as programs) given on a set of data (input) to generate desired
information (output). Being a machine, it will not perform independently or creatively. It will do
only, what is instructed to do, in specific terms. It is based on a complex technology, but works
on a simple principle as follows:

INPUT OUTPUT
PROCESS

1.2 Characteristics of Computers

The characteristics of computers that have made them so powerful and universally useful are
speed, accuracy, diligence, versatility and storage capacity. Let us discuss them briefly.

• Speed-Computers work at an incredible speed. A powerful computer is capable of

performing about 3-4 million simple instructions per second.

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 • Accuracy-In addition to being fast, computers are also accurate. Errors that may occur
can almost always be attributed to human error (inaccurate data, poorly designed
system or faulty instructions/programs written by the programmer)
• Diligence-Unlike human beings, computers are highly consistent. They do not suffer
from human traits of boredom and tiredness resulting in lack of concentration.
Computers, therefore, are better than human beings in performing voluminous and
repetitive jobs.
• Versatility-Computers are versatile machines and are capable of performing any task as
long as it can be broken down into a series of logical steps. The presence of computers
can be seen in almost every sphere – Railway/Air reservation, Banks, Hotels, Weather
forecasting and many more.
• Storage Capacity-Today’s computers can store large volumes of data. A piece of
information once recorded (or stored) in the computer, can never be forgotten and can
be retrieved almost instantaneously.

1.3 Types of Computers

• Digital– A Digital computer uses digital technology. It processes digital quantities that
attain discrete values. Most computers used for information processing are of this type.

• Analog– An Analog computer is designed to process continuous physical quantities.

Examples of analog computer usage include monitoring temperature, voltage and
current reading in a power station. Each of these parameters can attain an infinite
number of values, not just simple on and off.

1.4 Generation of Computers

The evolution of computers has passed through a number of stages before it reached
the present state. From the early 1950s, growth of the computers was very rapid but this
development took distinct phases known as generation of computers. They represented
improvement in speed, memory, input and output devices and programming techniques.
Different generations are characterized by their technology of basic computing elements.

• First Generation -The first generation computers were the voluminous computers.
These computers used electronic valves (vacuum tubes) and had the main limitations of
very large electric power consumption and very little reliability.

• Second Generation-The invention of transistor in 1948 (invented at Bell Laboratories,

USA) led to the development of second-generation computers. Transistors replaced the
valves (vacuum tubes) completely as they were far more superior in performance on
account of their miniature size, smaller power consumption and less expensive.

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 • Third Generation-These computers use integrated circuits (ICs) in place of transistors
and they were having higher speed, large storage capacities and less expensive. An
integrated circuit arranges thousands of switches on circuit boards known as a chip.
These machines used more versatile program like Multi Programming Techniques and
Database Management.

• Fourth Generation -Due to development of large scale integrated chips known as

microprocessor chips in 1971 by Intel Corporation, another breed became popular as
fourth generation computers.

The fourth generation of computers is marked with the increased speed retrieval
capabilities and facilities for communication. They can be connected with the satellite
communication lines to transform information from one part of the world to the other part
of the world at a very high speed. These machines used advanced software like process
controllers, computer aided design, electronic spreadsheet etc.
•
Fifth Generation-These machines will use parallel processing techniques and artificial
intelligence techniques. Therefore these computers will be able to think as human
beings can think. These machines will be able to process non-numerical data such as
pictures, graphs etc. They will use new types of integrated circuits for faster speed of
operation. These machines are under development.

The Revolution in computer technology

Computers are also available in different sizes and in different

capabilities. They may be categorized as Personal Computers,
Micro Computers, Mini Computers, Mainframe Computers and
Super Computers.

Personal Computers are being upgraded from time to time

depending on the microprocessor configuration from Pentium-I
to Pentium IV. New processor technology like Dual Core
Processors, Intel Core 2 duo and Quad Core processors has
enhanced the computing power of Personal/Desktop computers
to many folds.

1.5 Components of a computer

A computer system has mainly two components, namely Hardware and Software. Hardware
refers to the physical units of computer, which includes all electronic and electric circuitry
components and devices. Anything, which you see or touch, is considered as hardware.
Software is a set of instructions that makes the hardware work to get desired results.

Hardware
Hardware may be described under the following categories:
• Input devices
• Process unit
• Output devices
• Storage devices

Input devices- Input devices accept data and instructions from the user. Examples are:

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 • Keyboard
• Mouse
• Joystick
• Light Pen
• Optical/magnetic Scanner
• Touch Screen
• Microphone for voice as input

Keyboard- A keyboard is the most common input device and is used for all kinds of computers
– Main, Mini and Macros. Several kinds of keyboards are available but they resemble each
other with minor variations. The keyboard in most common use is the QWERTY board. IBM and
IBM compatible PCs use 101 keyboards, so called since they have 101 keys. The cursor
control keys are duplicated to allow easier use of the numeric pad. Several attractive keyboards
are available in the market with some additional keys for opening windows start menu, internet
explorer etc.

Keyboard Operations
➢ Typing keys - The part of the keyboard which is used to type letters, numbers and other
characters. The alphabets layout resembles a standard typewriter keyboard exactly,
how- ever there some extra keys for entering commands, e.g. Ctrl key, Alt key, Shift key,
Enter key etc. On most keyboards these extra keys are gray in color whereas the
alphabet, number, symbol and punctuation keys are white in color. The Ctrl, Alt and Shift
key is always used in conjunction with some other key.

➢ Shift and Caps Lock key -The Shift key is used to type capital letters i.e. if you want to
type the letter “F”, you have to press the Shift key, keep in pressed with one finger and
press “f” key with the other. However, if you want to type an entire word or a sentence in
capital letters, use the Caps Lock key instead. Unlike the Shift key, Caps Lock key is a
toggle key and does not need to be pressed continuously. Press it once and it becomes
On (you will see the Caps Lock indicator on the keyboard lighting up when you do this)
and thereafter whatever you type would be in capital letters, press it again and becomes
Off.

➢ Function keys-The row of 10-12 keys-F1 to F12 above the typing keys are called the
function keys and are used to execute special commands or as shortcut keys. The use
of these keys varies program to program, however within MS Office some degree of
standardization has been achieved. In Word, the function keys are used alone or
together with the Shift, Alt and Ctrl keys to give commands.

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 ➢ Cursors control keys- A group of special keys used control and navigate the cursor –
arrow keys (Up , Down , Left , Right →). Home and End are used to quickly place
the cursor. In the beginning or end of a line. To delete an alphabet to the left of the
cursor press the Backspace key  (normally above the Enter key), to delete an alphabet
to the right of the cursor press the Del key.

➢ Numeric keypad-The keys on the extreme right of the keyboard (resembling a

calculator’s key board), which can be used both – to enter numbers (when the Num Lock
is On) or to move the cursor (When the Num Lock is Off). The Num Lock is located
above the number 7 (Home) key on the Numeric keypad and its On or Off status is
displayed by the Num Lock indicator light on your keyboard. Since Num Lock is also a
toggle key, pressing it once make is On and pressing it again makes it Off.

Note: Press the keys briefly with a light pressure, unless you want repeated characters.

➢ The Most Important Keys-

✓ Alt and Ctrl- The command keys are used in combination with another key or
with the mouse. For example the Alt + F4 key combination (press down the Alt
key, hold it down and press the F4 function key briefly and then release both)
close the program.
✓ Shift-Like Alt and Ctrl, the Shift key is also used in commands in combination
with other keys. In typing, it is used in the same way as on a typewriter – to
produce capital letters.
✓ Enter-When typing text, press Enter when you want to produce a forced line feed
( e.g. at the end of a paragraph and to create blank lines). Enter is also used in
combination with other keys to execute a few commands. On some keyboards,
this key is named Return instead of Enter.
✓ Esc-The Esc key is located to the left of the function keys, in upper left corner of
the keyboard. It can be used to make a Cancel selection in a menu.
✓ Backspace-Pressing this key deletes the character to the left of the cursor.
✓ Del (Delete) -This key deletes the character to the right of the cursor.

Mouse- A mouse is an electro-mechanical, hand-held device. It is used as a pointer to:

• Select menu commands
• Move icons
• Size windows
• Start programs, and
• Choose options.

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 An optical mouse is an advanced computer pointing device that uses a light-emitting
diode ( LED ), an optical sensor, and digital signal processing ( DSP ) in place of the
traditional mouse ball and electromechanical transducer. Movement is detected by
sensing changes in reflected light, rather than by interpreting the motion of a rolling
sphere.
Movement of the mouse is maintained via an input port connected to the computer.
Many programmes today are designed to work with a mouse. A mouse is used to
replace hard-to-learn key combinations with easier “Point and Click” actions.

Mouse Operations-
➢ Pointing - Move the mouse pointer until the pointer is on the desired item.

➢ Clicking- Move the mouse pointer to the position you want, then press the mouse left
button once.

➢ Double-clicking-Move the mouse pointer to the position you want, then press the
mouse left button twice in rapid succession. Alternatively, if your mouse has been so
installed, you can also click the middle button once, instead of pressing the left button
twice.

➢ Right-clicking- In some cases like changing the properties of an object, or for correcting
a misspell word, or even for cut, copy and past-the mouse right button can be used. In
such cases, simply select the object and click once on the mouse right button.

➢ Dragging-Move the mouse pointer to the right place, highlight the desired text by
clicking once in the beginning and releasing the left button at the end, then click once
again in the highlighted block, keep the mouse left button pressed and roll the mouse to
mouse to move the block to a new location by releasing the left button at the desired
location.

At first, using the mouse many be difficult (particularly double-clicking and dragging).
However, learning to use it is worth the trouble because many of the advanced tools in
modern programs are only operated with the mouse. In any case most operations are
much more simpler and faster to execute through the mouse rather than through the
keyboard.

Processor - The complex procedure that transforms raw input data into useful information for
output is called processing. To perform this transform, the computer uses two components, the
processor and memory.

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 The processor is the “brain” of the computer, the part that interprets and carries out instructions.
In large computers, the processor often comprises a number of chips whereas in small
computers called Microcomputers or personal computers (PC’s), the processor is a single
silicon chip, called a microprocessor.

The term central processing unit (CPU) is used

loosely to refer to a computer’s processor whether
it is a set of chips or a single microprocessor. Every
CPU has two basic parts, the control unit (CU) and
the Arithmetic Logic Unit (ALU). The control unit
manages all the computer resources and coordi-
nates all the computer’s activities. It contains the
basic instructions (called firmware) for execution of
programs. The instruction set, built into the circuitry
of the control unit, is a list of all the operations that
the CPU can perform. In fact, the Control Unit can
be thought of as a traffic cop, directing the flow of
data around the CPU and around the computer.
• Memory- The data fed to the computer stays stored in the memory, as and when the
data is required to be processed or operated upon, it is transferred to the Arithmetic
Logic Unit which does all the computation work like addition, subtraction etc. After
processing, the data is again brought back and stored in the memory.

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 The unit of memory is byte which is combination of 8 bits.
1024 bytes 1 Kilo byte
1024 Kilo bytes 1 Mega byte
1024 Mega bytes 1 Giga byte
1024 Giga bytes 1 Terra byte

There are two types of memories:

➢ MAIN MEMORY (RAM) –The main memory is Random Access Memory (RAM). The
name derives from the fact that data can be stored in and retrieved at random, from
anywhere. Main memory is in volatile state. When the computer is off, main memory is
empty; when it is on, main memory is capable of receiving and holding a copy of the
software instructions and data necessary for processing. Because main memory is a
volatile form of storage and the users might lose any unsaved information, hence user
often stores their work on devices such as floppy disks or hard disks.

➢ READ ONLY MEMORY (ROM) – Instruction to perform such operations, which are
critical to the operation of a computer are stored permanently on a read-only memory
(ROM) chip installed by the manufacturer inside the computer. When the power in the
computer is turned off, the instructions stored in ROM are not lost and the data cannot
be changed.

• Arithmetic and Logic Unit -All the calculations are performed and all comparisons
(decisions) are made in the Arithmetic and Logic Unit (ALU) of the CPU. No processing
occurs in the primary storage. Intermediate results generated are temporarily placed in
a designated working storage area until needed at a later time. Data may thus move
from one primary storage to the ALU and back again to store at many times before
processing is finished. Once completed, the final results are released to an output
storage section and from there to an output device. The type and number of Arithmetic
Logic operations a computer can perform are determined by the design of the CPU.

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• Control Unit - The Control Unit, as the very name implies, controls the movement and
operates within the CPU. Based on the instructions given CPU ensures the operations
as specified in the program are performed in the sequence. This operation may be
receipt of data and storing them at specified locations, transfer of data from one address
of memory to another, transfer of data from Memory to the Arithmetic Unit, controlling
the Arithmetic Unit to memory from there on to the output.

• Output Devices- After the computer has processed the data, the final result has to be
brought out from the machine in some intelligent and readable form. The result that
comes out of the machine is called output and the equipment which enables the results
to be brought out are termed output devices.
The common output devices are:
• Monitor
• TV
• LCD Projector
• Printer

Monitor- Monitor is an output device with the help of which a user can see the results
produced by the computer. It is also called as Visual Display Unit (VDU) available in
different sizes. The quality of the display depends on the screen resolution. We have
CRT(Cathode Ray tube) and LCD(Liquid Crystal Display) Monitors. LCD monitors are
very popular monitors now.

Printers- Printers are very useful in day-to-day life to take a hardcopy of our work.
There are different types of printers based on the quality and printing speed at which
they print.
The popular models are:
➢ Dot matrix
➢ Inkjet
➢ LaserJet
➢ Line

• External Storage Devices

Floppy diskettes, hard disk and tapes come under the category
of external storage devices or ancillary storage devices.
Compact Disc -It is a magnetic storage media, with very high
capacity of storage approximately 650 MB. Data on a CD is
more reliable. CD Drives are different for reading and writing
of a CD.While combo drives with DVD/CD RW/CD drives are

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 storming the market at a very affordable price, storing data on CDs becoming common
now a days.

• Hard Disc - It is also magnetic storage media, using flat, circular

platters, which rotate at a very high speed. The high speed en-
sures that all areas of the disk appear under the read/write at
frequently intervals. The physical size and storage capabilities of
hard disk now available are 40 MB on a personal computer itself.

• Pen Drive/USB Flash Drive- A USB flash drive consists of a flash

memory data storage device integrated with a USB (Universal Serial
Bus) 1.1 or 2.0 interface. USB flash drives are typically removable
and rewritable, and much smaller than a floppy disk.

• Modem- A modem enables your computer to receive/send data

from/to remote places through telephone lines, provided each has a compatible modem.
These are attached to serial port of the computer. Modems are used for:
On-line services like

➢ Electronic Mail,
➢ Banking
➢ Travel Reservations
➢ File Transfers
➢ Fax Services

A modem is controlled by using a communication program

Personal Computer – the complete setup

Software - Software is the set of instructions to make computer work in the way we like. Set of
instructions is called Programmes. Software is a general term to describe all the forms of
programs associated with computer.

Software is of two types:

• System Software
• Application Software

System Software- Set of programs (consists of number of instructions) supplied by

manufacturer to make the computer work. This software coordinates the functioning of
different parts of the computer.

➢ Operation Systems - These programmes are in-built into the computer resources such
as processors, memory and input/output devices. They, in fact act as an interface
between the user's programmes and the computer like a supervisor controlling the
performance of the computer. Editor and other utilities help in creation and modification
of information in the computer. There are many operating systems like Windows 98,
Windows 2000, Windows XP, Windows NT, Sun Solaris, Mac OS, Linux are few to
name.

➢ Application Software- Application programmes are user-written programmes to

perform certain specific jobs. They are unique in their construction and can be used only
for identical jobs. Many such application programmes have been made commercially
available as PACKAGES. They can be changed marginally to fit individual needs and to
meet the system requirements. Standard packages for application areas such as
Payroll, Financial Accounting, Inventory Control, billing etc., are available. ERP
(Enterprise Resource Planning) packages are playing very important role in large-scale
industries or organizations which improve highly, the quality of Administration,
Production and Planning in inventory etc. Some of such packages are BAAN, People
Soft, and Oracle Financials etc.
As we communicate in different languages like Telugu, Hindi, English etc. We have to
communicate with the computer in the language, which it can understand. Through
these computer understandable languages we tell the computer to perform various jobs.
Some of the commonly used languages are C,C++, Java etc,
These languages are similar to English and are easily understandable by all. The
instructions look like ADD, READ, and WRITE etc. Because they are easily
understandable they are called "HIGH LEVEL LANGUAGES". Instructions written in
high level languages are converted into computer understandable form by a system
programme known as COMPILER. These instructions are said to be in low-level
languages.

1.6 NETWORKS
Computers can communicate with other computers through a series of connections and
associated hardware called a network. The advantage of a network is that data can be
exchanged rapidly, and software and hardware resources, such as hard-disk space or printers,
can be shared.
One type of network, a local area network (LAN), consists of several PCs or workstations
connected to a special computer called the server. The server stores and manages programs
and data. A server often contains all of a networked group’s data and enables LAN workstations
to be set up without storage capabilities to reduce cost.
Mainframe computers and supercomputers commonly are networked. They may be connected
to PCs, workstations, or terminals that have no computational abilities of their own. These
"dumb" terminals are used only to enter data into, or receive output from, the central computer.
Wide area networks (WANs) are networks that span large geographical areas. Computers can
connect to these networks to use facilities in another city or country.

Layers of Networks
A network has three layers components: application software, network software, and network
hardware. Application software consists of computer programs that interface with network users
and permit the sharing of information, such as files, graphics, and video, and resources, such as
printers and disks. One type of application software is called client-server. Client computers
send requests for information or requests to use resources to other computers, called servers,
that control data and applications. Another type of application software is called peer-to-peer. In
a peer-to-peer network, computers send messages and requests directly to one another without
a server intermediary.

Network software consists of computer programs that establish protocols, or rules, for
computers to talk to one another. These protocols are carried out by sending and receiving
formatted instructions of data called packets. Protocols make logical connections between
network applications, direct the movement of packets through the physical network, and
minimize the possibility of collisions between packets sent at the same time.

Network hardware is made up of the physical components that connect computers. Two
important components are the transmission media that carry the computer's signals, typically on
wires or fiber-optic cables, and the network adapter, which accesses the physical media that link
computers, receives packets from network software, and transmits instructions and requests to
other computers. Transmitted information is in the form of binary digits, or bits (1s and 0s),
which the computer's electronic circuitry can process.

A network has two types of connections: physical connections that let computers directly
transmit and receive signals and logical, or virtual, connections that allow computer applications,
such as word processors, to exchange information. Physical connections are defined by the
medium used to carry the signal, the geometric arrangement of the computers (topology), and
the method used to share information. Logical connections are created by network protocols
and allow data sharing between applications on different types of computers, such as an Apple
Macintosh and an International Business Machines Corporation (IBM) personal computer (PC),
in a network. Some logical connections use client-server application software and are primarily
for file and printer sharing. The Transmission Control Protocol/Internet Protocol (TCP/IP) suite,
originally developed by the United States Department of Defense, is the set of logical
connections used by the Internet, the worldwide consortium of computer networks. TCP/IP,
based on peer-to-peer application software, creates a connection between any two computers.

Media
The medium used to transmit information limits the speed of the network, the effective
distance between computers, and the network topology. Copper wires and coaxial cable
provide transmission speeds of a 100 Mbps to 1 Gbps for short distances. Optical fibers carry
1 Gbps to 10 Gbps of information over long distances.

Topology
Common topologies used to arrange computers in a network are point-to-point, bus, star, and
ring. Point-to-point topology is the simplest, consisting of two connected computers. The bus
topology is composed of a single link connected to many computers. All computers on this
common connection receive all signals transmitted by any attached computer. The star
topology connects many computers to a common hub computer. This hub can be passive,
repeating any input to all computers similar to the bus topology, or it can be active, selectively
switching inputs to specific destination computers. The ring topology uses multiple links to
form a circle of computers. Each link carries information in one direction. Information moves
around the ring in sequence from its source to its destination.
 Dr.MCR HRD Institute

Operating System: Windows 7

Windows 7 is an operating system produced by Microsoft for use on personal computers,

including home and business desktops, laptops, netbooks, tablet PCs, and media center PCs

2.1 Features - Here's a look at some of the new features in Windows 7.

• Faster, more responsive performance - Nobody likes to wait. So we've focused on

the basics that can impact the speed of your PC. Windows 7 starts up, shuts down,
resumes from sleep, and responds faster.

• Improved taskbar and full-screen previews-You can use the taskbar at the bottom of
your screen to switch between open programs. In Windows 7 you can set the order of
the taskbar icons and they'll stay in that order. The icons are larger, too. If you point to
an icon, you'll see a small, preview version of the page or program. If you point to this
preview, you'll see a full-screen preview. To open a program or file, click an icon or one
of the previews.

• Better on laptops - Windows 7 helps extend the battery life of your laptop with power-
saving features, including dimming the display if you don't use your computer for a
while. Another new laptop-friendly feature, location-aware printing, can automatically
switch your default printer when you go from home to school or work.

• Jump Lists - With Jump Lists, you can quickly find files that you've worked with
recently. Right-click a program icon on the taskbar to see a list of recently-opened files.
You can also pin files that you use regularly to a Jump List. Some Jump Lists show
commands for common tasks, like playing music or videos.

• Find more things faster with improved search -Thanks to an improved search, you
can find more things in more places—and do it faster—than in previous versions of
Windows. Just type a few letters into the search box to see a list of relevant items, such
as documents, pictures, music, and e-mail. Search results are grouped by category and
contain highlighted keywords to make them easy to scan.

Few people store all their files in one place anymore. Windows 7 is designed to search
hard drives, PCs on a network, and other locations. It also speeds up your search by
displaying recommendations based on previous queries. Overwhelmed by the results?
New dynamic filters can instantly narrow results by categories such as date or file type.

2.2 Easier ways to work with windows

Windows 7 simplifies how you work with the windows on your desktop. You have more
intuitive ways to open, close, resize, and arrange them.

Maximize a window by dragging its border to the top of the screen, and return the
window to its original size by dragging it away from the top of the screen. Drag the
bottom border of a window to expand it vertically.

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 Dr.MCR HRD INSTITUTE

To compare the contents of two windows, drag the windows to opposite sides of the
screen. Each window will resize to fill half of the screen.

To see all of your desktop gadgets, drag your mouse to the lower-right corner of your
desktop. The open windows will turn transparent, making your desktop and the gadgets
on it, immediately visible. Want to minimize all open windows? One click and it's done. If
you've moved your taskbar, you can drag your mouse to a different corner of the
desktop to make open windows transparent.

2.3 Better device management

• Devices and Printers - In the past, you had to go to different places in Windows to
manage different types of devices. In Windows 7, there's a single Devices and Printers
location for connecting, managing, and using your printers, phones, and other devices.
From here, you can interact with your devices, browse files, and manage settings.
When you connect devices to your PC, you’ll be up and running in just a few clicks.

• Device Stage -Device Stage helps you manage cell phones, cameras, printers, MP3
players, and other devices connected to your computer. When you plug in a compatible
device, you'll see its status and a list of popular tasks. You’ll even see a picture of your
device.

2.4 Windows HomeGroup

Windows HomeGroup makes it easier to connect to other computers running Windows

7 so you can share files, photos, music, and printers throughout your home. You choose
what to share with other members of your homegroup.

• Theme packages reflect your style - With Windows 7, you start with a clean desktop
and get to decide how it looks. We provide the templates, or themes, and you can
choose the color or format.
New theme packages include rich backgrounds, 16 window colors, sound schemes, and
screen savers. You can download new themes and create your own to share with
friends and family. There are plenty of ways to make it yours.

• Take control of problems - In Windows 7 you get to choose the messages you want to
see. Action Center consolidates notifications from multiple Windows features, including
Windows Defender. When Windows 7 needs your attention, you’ll see an Action Center
icon in the notification area and can find out more by clicking it. No time to look at the
alert right away? Action Center will keep the information for you to check later.

• Share music and videos -After your pictures, videos, and music are all on your
computer, it's natural to want to share them with other computers in your home.
Windows 7 introduces new media sharing and streaming features that make your PC a
great home entertainment hub. HomeGroup makes it easy to share music, pictures, and
video with other computers running Windows 7.
With another new feature called "Play to," you can play your digital media on other
devices in your home.

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 Dr.MCR HRD Institute

• Introducing Windows Touch - Using a keyboard and mouse are great for many tasks,
but they aren't always the easiest way to do things. If you've got a touchscreen, you can
just touch your computer screen for a more direct and natural way to work. Use your
fingers to scroll and zoom. Large touch-sensitive areas on the Start menu and the
taskbar make Windows Touch easier to use.

• Better Tablet PC support -Handwriting recognition takes a big step in Windows 7.

Beginning with greater accuracy and speed, Windows 7 improves pen input in several
ways. You can create personalized custom dictionaries for handwriting recognition and
use the new languages supported in Windows 7. You can also use the new Math Input
Panel to write math expressions. Or, just make a quick list on a Sticky Note using the
tablet pen.

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 Dr.MCR HRD Institute

MS-Office 2010
3.1 Introduction

Microsoft Office is a proprietary commercial office suite of inter-related application. Office

contains Microsoft Word, Microsoft Excel, and Microsoft PowerPoint and other applications.
Microsoft Office 2010 displays commands in a series of icons stored on different tabs. This
combination of icons and tabs is known as the Ribbon interface.

3.2 Ribbon

A ribbon is an interface where a set of toolbars are placed on tabs in a tab bar. The Ribbon
interface simplifies the way you find and work with tools and options in Office.

• Ribbon Tabs - Each tab provides a set of tools related to an overall task you are likely
to be performing in a specific application. In Word 2010 tabs are File, Home, Insert,
Page Layout, References, Mailings, Review, and View; In Excel tabs are File, Insert,
Page Layout, Formulas, Data, Review, and View.

• Ribbon Groups - Within each tab are groups that help organize common commands to
help you quickly find what you need for a specific task. For example, on the Insert tab in
Word 2010, you’ll find Picture, Clip Art, Shapes, SmartArt, Chart, and Screenshot in the
Illustrations group.

• Galleries- A down-arrow appears to the right of some options in groups. Clicking the
down-arrow display a gallery of options you can select or a list of additional choices.

• Backstage View- The Ribbon contains the set of commands for working in a document,
while the Microsoft Office Backstage view is the set of commands you use to do
things to a document.Open a document, and click the File tab to see the Backstage
view. The Backstage view is where you manage your documents and related data about
them.

The File tab takes you to Microsoft Office Backstage view, which gives you a central
place to work with the files you create in Office 2010 applications .

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 Dr.MCR HRD Institute

MICROSOFT WORD 2010

A word processor is a computer application used for the production, composition, editing,
formatting, and printing of different types of documents. There are many software packages to
do the job of word processing. Some of the popular Word-Processing soft wares are Microsoft
Word, Microsoft Works, and Lotus Word Pro etc.

Microsoft Word is a word processing program from Microsoft Corporation which can be used to
prepare many types of documents.
The following symbol is the identification of MS-Word icon

4.1 Interface elements

• Window manipulation buttons - Used to minimize, maximize or close a window

• Title Bar- Includes a document name, extension (.docx) and a program name

• Tabs
Ribbon Tab Command Groups
Name
File Has the buttons Save, Save as has folders open, close and has
sections Info, Recent, New, Print, Save & Send, and Help.

Home Clipboard, Font, Paragraph, Styles, and Editing

Insert Pages, Tables, Illustrations, Links, Header and Footer, Text, and Symbols

Page Layout Themes, Page Setup, Page Background, Paragraph, and Arrange

References Table of Contents, Footnotes, Citation and Bibliography, Captions, Index, and Table of
Contents

Mailings Create, Start Mail Merge, Write and Insert Fields, Preview Results, and Finish

Review Proofing, Language, Comments, Tracking, Changes, Compare, and Project

View Document Views, Show, Zoom, Window, and Macros

• Toolbars

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 ➢ Certain commands are hidden. The arrow in their lower right corner is indicative of
hidden elements. When clicked, additional options are displayed
➢ Tools that cannot be applied to a selected object are greyed out
➢ Tools displayed with three dots, if pressed, lead to another sequence of commands
tabs and toolbars form the Ribbon

• Insertion point-A position in the document where the cursor is flashing

• Horizontal and vertical navigation bars (sliders)-Double-arrow jumps up / down one

page (to the next - previous page)

• Status Bar- Displays information about the current insertion point position in a
document as well as the condition of some special Microsoft Word functions

• Rulers-Include a horizontal and a vertical ruler located above and to the left of the
interface.The white area indicates the area of writing; the grey area represents the
margins.

SELECT TEXT
Prior to text formatting, first you have to select it.
• Arbitrary text selection:

➢ Press and hold down the left mouse button, move the mouse from the
beginning to the end of the text that you want to select and then release the
left mouse button

➢ Place the insertion point at the beginning of a text that you want to select,
press and hold down the Shift key and then press the left mouse button at
the end of the desired selection. Afterwards, release all buttons.

• Select a word- Double click the left mouse button anywhere in a word

• Select one sentence-Hold down the Ctrl key and press the left mouse button anywhere
in a sentence.

• Select a single line- Press the left mouse button in the left margin space of the line
(the cursor will change to a right-pointing white arrow).

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 • Select multiple lines- Press and hold down the left mouse button in the left margin of
the row, move up or down the rows you want to select and release the mouse button

• Select non-neighbouring lines-In the left margin space, press the Ctrl button + the left
mouse button onto the desired lines.

• Select a paragraph-Double click the left mouse button in the left margin space or triple
click the left mouse button anywhere in a paragraph

• Select the whole document-Triple click the left mouse button in the left margin of a
document or use the keyboard shortcut Ctrl + A.

COPY AND MOVE TEXT WITHIN AND BETWEEN OPEN DOCUMENTS

• Copy / Paste:
➢ Select text that you want to copy
➢ Copy the selected text by using the copy tool (keyboard shortcut: Ctrl + C)
➢ Position the cursor to the place where you want the text to be copied
➢ Paste the text by using the paste tool (keyboard shortcut: Ctrl + V)
➢ From the Home tab, locate the Clipboard panel
➢ Click the Copy item
➢ Move your cursor to the place where you want to paste your text

➢ Click the first of the three items, just above Paste Special, to do a simple paste:
➢ Your text is pasted to the new position.

• Copy text by using the drag-and-drop method

➢ Select text that you wish to copy
➢ Press and hold down the left mouse button over the selected text and press and
hold down the Ctrl key.
➢ Drag the mouse over to the place where you want the selected text to be copied.
➢ Release the left mouse button and the Ctrl key.
➢ The text is copied to a new location.

• Cut / Paste:
➢ Select text that you want to cut

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 ➢ Cut the selected text by using the Cut tool (keyboard shortcut: Ctrl + X.
➢ Position the cursor to the place where you want to move the text
➢ Paste the text by using the Paste tool (keyboard shortcut: Ctrl + V)

• Move the text by using the drag-and-drop method - The same as copying, but
without the usage of the Ctrl key.

• Format Painter tool - It is used to copy formatting from one part of the text to another.

You can use the Format Painter on the Home tab to apply text formatting and some basic
graphics formatting, such as borders and fills.
• Select the text or graphic that has the formatting that you want to copy.
• On the Home tab, in the Clipboard group, click Format Painter.

The pointer changes to a paintbrush icon.

• Select the text or graphic that you want to format.
• To stop formatting, press ESC.

DELETE TEXT
• Letter by letter:

➢ The Delete key – deletes text that is located to the right of the cursor’s position;
➢ The Backspace key - deletes text located to the left of the cursor

• The faster way to delete text:

➢ Select the desired text and press the Delete key.

➢ In order to undo the changes that you have done, use the Undo command, whereas to
undo the undo changes, use the Redo command.
➢ By clicking on the arrow next to the one of the above mentioned tools, a drop-down
menu opens with a list of all the actions done.

4.2 FILE MENU

The File menu allows you the following actions:
• Create a new document: New > Blank document > Create (keyboard shortcut: Ctrl + N)

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 • Click the File tab.

• Click New.
• Double-click Blank document.
• Open an existing document: By using the Open command (keyboard shortcut: Ctrl + O)
• Open more than one document: By using the Ctrl key (for adjacent files) or the Shift
key (for non-adjacent files)
• Save a document: Use the Save key (keyboard shortcut Ctrl + S)
• When the file is saved for the first time, the Save As dialog box appears with the
following fields:

Save in – enter the location of the folder where the document will be saved

4.3 AutoCorrect
• AutoCorrect in Word is a feature that is used to correct typing and misspellings and also to
substitute the characters you type for symbols.
• AutoCorrect is set up by default with a list of typical misspellings and symbols that uses
commonly make, but can be modified.
• Using Word’s AutoCorrect is also for typing out long pieces of text, too.
• For example, set up the abbreviation MCR HRDI in the AutoCorrect list to be substituted
by Marri Channa Reddy Human Resource Development Institute of Telangana.
• Once set up, each time you type “MCRHRDI” and press the spacebar, those letters will be replaced by
“Marri Channa Reddy Human Resource Development Institute of Telangana”.
The AutoCorrect list is global across all the Microsoft Office 2010 programs that support this
feature.

AutoCorrect Options
Click the File tab→ Options →Proofing, and then click the AutoCorrect Options button near the
top of the window.

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The AutoCorrect window has many tabs, but when it opens, it will display the AutoCorrect tab.
The options at the top are basically a list of yes/no questions in the form of checkboxes,
described as follows:

Once changes are made on the AutoCorrect window, click OK to save them. The changes you
make take immediate effect.

AutoCorrect Options Buttons

Replace text as you type

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 • File name – type in the file name
• Save as type – choose the file type in which your file will be saved (MS Word
• 2010 .docx)
• Options > Save tab > Save document with AutoRecover information every (enter
value)

Print a document:
• Printer – choose which printer will be used for printing
• Page range-
➢ All
➢ Current page
➢ Pages – enter page numbers that you wish to print
• Copies – number of printed copies
• Collated – prints the entire file from beginning to the end and then a selected number of
copies is done; Uncollated – prints the first page according to aselected number of
copies, then the second one and so on until the last page.
• Orientation: Portrait (vertical paper) and Landscape (horizontal paper)

4.4 HOME TAB

The Home tab includes the following tools:

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 • Font – Different letter types: Times New Roman, Verdana, Ariel, Calibri etc.
• Font Size – enter value or choose any size from a drop-down menu
• Bold - Ctrl + B
• Italic - Ctrl + I
• Underline - Ctrl + U
• Font effects
➢ Strikethrough: some text ;
➢ Subscript: H20 > H2O;
➢ Superscript: 5m2 > 5 m2;
➢ To access additional commands, press the grey arrow in the lower right corner of
the
➢ Font tab (keyboard shortcut: Ctrl + D).
➢ The additional font effects are: Double, Strikethrough, Shadow, Outline, Emboss,
Engrave, Small caps, All caps, Hidden.
➢ To turn uppercase into lowercase or the other way around click the Change case
icon.
• Text Effects
➢ Text Effects tool contains different text effects such as Shadow or Reflection.
➢ Text Highlight Color tool is used to emphasize the text with
➢ Shading tool is used to color the text background
➢ Borders tool is used to set different types of lines (borders) around the selected
text
➢ Font Color tool is used to select the color of letters
List tool include Bullets and Numbering
Bullets Numbers

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Method - 1
• Click the Bulleted List icon or Numbered List icon on the Home tab.
Type the first entry and press Enter on your keyboard. This will create a new bullet or
number on the next line. If you want to start a new line without adding another bullet or
number, hold down the Shift key while pressing Enter. Continue to type entries and
press the Bulleted List icon when you are finished typing to end the list.

• Use the Increase Indent and Decrease Indent icons on the Home tab to create lists of
multiple levels.
Method - 2
• You can also type the text first, highlight the section, and press the Bulleted List or
Numbered List icons to add bullets or numbers.
• To add a new item to the list press the Enter key
• To finish the list double press the Enter key
• Text alignment tool offers following alignments
➢ Left (keyboard shortcut: Ctrl +L)
➢ Center (keyboard shortcut: Ctrl + E)
➢ Right (keyboard shortcut: Ctrl + R)
➢ Justify (keyboard shortcut: Ctrl + J)

Line Spacing tool

Defines the distance between lines

• Select the paragraphs for which you want to change the line spacing.
• On the Home tab, in the Paragraph group, click Line Spacing.

Line Spacing

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▪ Click the number of line spaces that you want.

▪ Click Line Spacing Options, and then select the options that you want under
Spacing.

LINE SPACING OPTIONS

• Single This option accommodates the largest font in that line, plus a small amount of extra
space. The amount of extra space varies depending on the font that is used.

• 1.5 lines This option is one-and-one-half times that of single line spacing.

• Double This option is twice that of single line spacing.

• At least This option sets the minimum line spacing that is needed to fit the largest font or
graphic on the line.

• Exactly This option sets fixed line spacing, expressed in points. For example, if the text is
in a 10-point font, you can specify 12 points as the line spacing.

• Multiple This option sets line spacing that can be expressed in numbers greater than 1. For
example, setting line spacing to 1.15 will increase the space by 15 percent, and setting line
spacing to 3 increases the space by 300 percent (triple spacing).

• Show / Hide tool

➢ It is used to show or hide various formatting symbol.
➢ On the Home tab, in the Paragraph group, click Show/Hide.

The Show/Hide button will not hide all formatting marks if you selected certain marks, such as
paragraph marks or spaces, to be displayed at all times.

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• Styles tool
➢ To create a document in which every paragraph looks the same.
➢ To format each element consistently.
➢ In Microsoft Word, a style is a collection of formatting instructions. You use Word
styles to identify and format the structural elements in the document.
➢ Use the "Title" style for your title, "Body Text" style for body text, "Caption" style
for the picture captions and "Heading 1" for the major headings.

How to use Word styles

• Apply a style – select the text, press the left mouse button and choose a style or press
the arrow in the lower right corner of the Styles menu > choose a style > click on Apply
Style

• Change styles – press the following arrow > choose Apply Style > select a style >
choose Modify
• Create a new style: select the text with the desired formatting, press the following icon
on the Styles menu > choose Save Selection as a New Quick Style

• Search tool
It is used to find a certain text: click the Find command, enter the term you are looking
for in the Find what text box and press Find Next
You can quickly search for every occurrence of a specific word or phrase.

On the Home tab, in the Editing group, click Find. Or press CTRL+F.

The Navigation pane opens.

In the Search Document box, type the text that you want to find.
Click a result to see it in your document, or browse through all the results by clicking
the Next Search Result and Previous Search Result arrows.

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Replace tool:
• Find What – type in a word or phrase that you want to replace
• Replace With – type in a word or a phrase which you want to replace the existing word
or phrase with

Help on MS-Word
• To access MS Word Help, press the F1 key on the keyboard.

• Click the Microsoft Office Help button in the upper right or press the F1 key on your
keyboard to open Help on your computer. The first time you use the Help feature in
Microsoft Office programs, the online Help window appears in a default location and
size on your screen. You can change the way the Help window is displayed. After that,
when you open the Help window, the settings that you made are maintained.

4.5 INSERT TAB

The Insert tab includes the following tools:
• Page Break - To remove a page break: turn on the Show / Hide tool, select Page Break
and press the Delete key

• Tables tool- 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.

• Insert a table within a document can be done in 2 ways:

• Position the cursor to a place in a document where you want to insert a table.
• Choose the Tables tool. Drag the cursor over the blanks until the desired column and
row number is achieved, choose the Table command and select the table size

OR

• Choose the Table tool > press the Insert Table command > enter the number of rows
and columns
• To navigate through a table use the TAB key, arrow keys on the keyboard or the
• left mouse button
• Format a table: Select the Table Tools > Borders> Shading

Insert a Table:
• Place your insertion point in the document where you want the table to appear.
• Select the Insert tab.
• Click the Table command.
• Hover your mouse over the diagram squares to select the number of columns and rows in
the table.

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 Inserting a new table
• Click your mouse, and the table appears in the document.
• Place the insertion point anywhere in the table to add text.
• Start populating the cells with desired data.

Design &Layout- You can change the design by navigating to Design tab and select suitable
Style for the table from group Table Styles.

Click on the style you want to apply it over the table.

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From Layout tab, you can customize the generic layout of the table, from Cell Size group, select
the size of the cell, from Merge, you can use suitable option to merge cells, from Rows &
Columns, you can insert new row or column in the table. From Table group you can insert
gridlines, and view properties of the table.

To modify the height and Width of the rows in the Table

To calculate the total Price of the products, click the cell Total in the table, and click Formula
from Layout tab.

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Formula dialog will appear. Under Formula, =SUM(ABOVE) is automatically inserted, this can
evaluate sum of all the above values. From Number Format drop down list select one which
includes dollar sign, click OK to continue.

It will show sum of values.

Insert an additional row or a column- Place the insertion point in the cell where you want to
insert a row or column, press the right mouse button and on the Quick menu select the Insert >
Row Above or the Insert > Row Below command or Insert > Column Left or Insert > Column

Add a Row Above an Existing Row:

The insertion point in a row below the location to add a row.

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Placing the insertion point
• Right-click the mouse. A menu appears.
• Select Insert Insert Rows Above.

Adding a row- You can also add rows below the insertion point. Follow the same steps, but
select Insert Rows Below from the menu.

Add a Column:
• Place the insertion point in a column adjacent to the location you wish the new
column to appear.
• Right-click the mouse. A menu will appear.

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Adding a column
Select Insert Insert Columns to the Left or Insert Columns to the Right. A new column
appears.

Delete a Row or Column:

▪ Delete rows and columns:

▪ Select row(s) or column(s) that you wish to delete, press the right mouse button (quick
menu appears) > choose: Delete Columns or Delete Row

▪ Select the row or column.

▪ Right-click your mouse. A menu will appear.

▪ Select Delete Cells.

Selecting Delete Cells

Select Delete entire row or Delete entire column and click OK.

Deleting a column

Delete a table

• Click the mouse inside the table.

• The Table Tools appear.
• Layout tab is displayed
• Choose Delete —Table.
• This command is located in the Rows & Columns group on the Layout tab.

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Pictures tool
• Select a picture by clicking on it with a left mouse button. Control points (in the shape of
small squares) will appear on the object’s borders.
• Move images to an arbitrary location: select picture by right-clicking it > choose
• Format Picture > Layout > Wrap > choose an offered style
• Set an object size:
➢ Manually: Select an object, move one of the control points by using the drag
and drop method
➢ Automatically: Type in the exact values: right-click the object > choose Format
Picture > the Size tab > enter values for height and width
Insert symbol

Insert picture from file:

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Insert Clip art

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Hyperlink

Hyperlinks provide a simple way of referring data or element that is to be followed. Using the
hyperlinks in Word 2010, you can easily refer your document’s audience to specific heading,
file, page, website link etc.. Unlike other word processors, MS Word provides users with a wide
range of features to easily create and manage hyperlinks. It supports almost all types of
hyperlinks that users frequently use in the document. Apart from creating hyperlinks to
bookmarks, you can easily choose the headings within the document that you want to link to; if
shows a list of headings present in your document to let you select to create the hyperlink for. In
what follows, we will explain how you can create and manage hyperlinks in Word 2010.

To get started, open a Word 2010 document in which we want to create hyperlinks.

Right-click a desired word or portion of the document and select Hyperlink.

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Link To Existing File or Web Page

It will bring up Insert Hyperlink dialog, from the left sidebar select Existing File or Web Page,
from right sidebar select the file for which to want to create a hyperlink, fromText to display enter
text you want to display instead of a file path. Under Address, for creating hyperlink for a web
page, enter webpage address. Click OK to continue.

You will see a hyperlink is created, hold Ctrl and click the link to open it.

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Link within Document

Move to Insert Hyperlink dialog and from the left sidebar select Place in This Document, from
main dialog you can select Headings, Bookmarks to create hyperlink with, from Text to display
enter text you want to display. Click OK to continue.

As we have linked heading in the document, thus upon click, it will lead us to specified heading.

LINK to Create New Document

Move to Insert Hyperlink dialog, from left sidebar select Create New Document, and from the
main dialog enter the name of the document, under When to edit select an option and click OK.

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This type of link will open a new document with name specified.

Link to Email Address

For linking content with an email address, open Insert Hyperlink dialog, from left sidebar select
E-mail Address, and from main window enter the recipient email address, under Subject write
down the subject of the email message. Click OK to continue.

This Link will open up Outlook compose mail window.

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You can also check out previously reviewed guides on How to change default font settings in
Word 2010&Fill font with Gradient Color Pattern in Word 2010.

Header & Footer section has three different buttons: Header, Footer, and Page Number.

• To edit a header or a footer: double-click the left mouse button on a header/footer area or
press the right mouse button on a header/ footer area and choose the Edit command
• To exit a header/footer field: double-click the left mouse button on the Word desktop
• Insert a field: Quick Parts > Field... Field types: page number, date, time, author etc.
• Page Number choose position: Top of page, Bottom of page
• Alignment: centre, left or right position of the page

Adding Header:

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Adding Footer

Adding Page Number:

4.6 PAGE LAYOUT TAB

The tools on the Page Layout tab are:

Margins: choose one of the pre-determent margins in regard to height and width

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Orientation: Portrait and Landscape

Size tools allows you to set the paper size

45
Page borders- Different types and sizes of lines that you can apply as page borders.

Page Borders allows you to add borders around your document. There are many choices that
can be made for creating borders, such as using images, the line style, colors, the setting of it,
the width, and more.

46
Adding Columns to Word Document
In many cases to write the contents of documents in the column format.Select the paragraphs
and hit the Columns option. Then choose the number of columns to create.

47
Below is a Document into two columns.

The Page Background section has three buttons: Watermark, Page Color, and Page Borders.

Watermark Tool
▪ Documents can be watermarked either by applying a background image or text. To
apply Click on Watermark, it shows a window with different watermark templates as:
Confidential, Do Not Copy, Draft, Sample, Urgent etc…..Click watermark of your choice, it
quickly embeds on the document
• You can also create your personal watermark. Click on Custom Watermark button. It
opens a window where you can select Picture Watermark, browse any image from your
desktop to use as a watermark or select the option Text Watermark. Input text of your
choice and set font, language, size color etc& click Apply button.
You can also remove your applied Watermark just by clicking on

Page Layout → Watermark →Remove Watermark button.

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To remove the water mark -

Page Color allows you to change the color of document's background. This includes solid colors
and fill effects (gradients, textures, patterns, and pictures).

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 • Indent- Indentation determines the distance of the paragraph from either the left or the
right margin. Within the margins, you can increase or decrease the indentation of a
paragraph or group of paragraphs. You can also create a negative indent (also known
as an outdent), which pulls the paragraph out toward the left margin. You can also
create a hanging indent, in which the first line of the paragraph is not indented, but
subsequent lines are.
Click in front of the line that you want to indent.
On the Page Layout tab, click the Paragraph Dialog Box Launcher, and then click
the Indents and Spacing tab.

In the Special list under Indentation, click First line, and then in the By box, set the
amount of space that you want the first line to be indented
4.7 MAILINGS TAB
A Circular letter is a letter of the same content sent to multiple recipients; personal data is
entered from an address book into fields thus personalizing the letters;
Create a circular letter: Start Mail Merge > start Step by Step Mail Merge Wizard
• Select a document type for your mail merge
• Letter – a text that differs only by inserted fields
• E-mail message – the same as the letter
• Envelopes - print of names and addresses of recipients
• Labels
• Directory – the whole document presents a list of catalogues or a list of addresses

Select a starting document

• Use current document - a document that is in use
• Start from a template – select a template
• Use an existing document – then navigate to and open an existing document

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Select Recipient
• Use an existing list – uses names and addresses from a file or a database
• Select from Outlook contacts
• Click Type a new list – then create a new contact list

Arrange your directory – to add recipient information click on a location in the document
and choose one of the items: Address block, Greetings etc.

Preview your directory – you can also edit recipients list

Complete the merge

4.8 REVIEW TAB

The Review tab is used for following actions:

• Words that are misspelled will be underlined in red, wavy lines

➢ Settings: Language > Set Proofing Language

• The Spelling and Grammar tool opens a dialog box with the following options:

➢ Ignore once, Ignore all, Change, Change all

➢ If a word is not in the dictionary you can add it: select the desired word, right-click it
and choose Add to dictionary

Comments

If you’re sharing or collaborating on a Word document, you might want an easy way to add
comments to parts of text. Here we look at how to add comments to documents in Word 2010.

Insert Comment

To insert a comment in a document, highlight the area of text where you want to comment on.
Click the Review tab on the Ribbon then click New Comment.

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That opens up a balloon pointing to the highlighted text you can leave your comment in.

You can leave as many comments as needed in the document, in this example we created
three comments in different areas. Now you or anyone you’re sharing the document with will be
able to read the comments.

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4.9 VIEW TAB
The following tools are located on the View tab:
• Print Layout view shows how the text and various objects on a printed page are
o distributed ; the most commonly used view.
• Full Screen Reading view is adjusted for reading documents
• Web Layout view is used for creating a web site
• Outline view displays a document structure and facilitates text editing: moving,
• copying, editing text and changing the heading level.
• Draft view displays a document as a draft, certain elements such as headers are not
o Displayed
• Zoom view lets you choose or enter various values
• Page Width
➢ Text Width
➢ Whole Page
➢ Two Page

Using Tabs

• By pressing the TAB key on the keyboard, the insertion point is moved by 1.25 cm to
the right

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 • By using tabs, you can precisely define where you want to move the insertion Tabs are:

➢ Left tab
➢ Center tab
➢ Right tab
➢ Decimal tab

• Set tabs:

➢ The ruler must be visible

➢ The icon, found on the left of the ruler, enables us to select a tab type
➢ Click on the ruler using the left mouse button in order to insert a tab
➢ Use the TAB key to move from one to another tab
➢ Remove a tab by pressing and holding down the left mouse button over a tab
and drag it away from the ruler.
➢ To display the Tabs dialog box, double-click any tab stop on the ruler, or do the
following:
➢ On the Page Layout tab, click the Paragraph Dialog Box Launcher.

In the Paragraph dialog box, click Tabs.

Using the Horizontal Ruler to Set Tab Stops

• By default, there are no tab stops on the ruler when you open a new blank document.
• The final two options on the tab selector are actually for indents. You can click these and then
click the ruler to position the indents, rather than sliding the indent markers along the ruler.
Click First Line Indent , and then click the upper half of the horizontal ruler where you want
the first line of a paragraph to begin. Click Hanging Indent , and then click the lower half of
the horizontal ruler where you want the second and all following lines of a paragraph to begin.
• When you set a bar tab stop, a vertical bar line appears where you set the tab stop (you don't
need to press the TAB key). A bar tab is similar to strikethrough formatting, but it runs vertically
through your paragraph at the location of the bar tab stop. Like other types of tabs, you can set
a bar tab stop before or after you type the text of your paragraph.
• You can remove a tab stop by dragging it (up or down) off the ruler. When you release the
mouse button, the tab stop disappears.
• You can also drag existing tab stops left or right along the ruler to a different position.
• When multiple paragraphs are selected, only the tabs from the first paragraph show on the
ruler.

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Remove Formatting from the Document
In Home menu, Styles section, click the drop down option and choose the Clear
Formatting option.

55
 MICROSOFT EXCEL 2010
5.1 Spread sheets

A spread sheet is a grid of boxes, or cells, set up in rows and columns. Every cell has a unique
address, corresponding to its row and column location. The cell in the first column and first row
is A1. The cell in the third column and fifth row would be C5. The computer can find its way
around the spread sheet by using those addresses, and perform functions on the numbers
entered in those cells.

The grid can be used to calculate by using formulas and functions. Columns or rows can be
sorted alphabetically or numerically. That makes a spread sheet a powerful tool.

Entering data

To enter the data click on the cell in which it is required and then do the entry.

The cell is not large enough to fit the words. But the columns can be made larger by moving the
mouse to the line between columns.

Click and hold on the line and drag it out to make it larger:

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5.2 Introduction to MS-Excel 2010

Microsoft Excel is an electronic spread sheet that can be used to organize data rows and
columns, to perform mathematical calculations quickly.Microsoft Excel 2010

Open by following the instructions given below Go to Start --> All Programs --> Microsoft Office -
-> Excel

INTERFACE ELEMENTS

• Buttons window manipulation - minimize, maximize, close window

• Title Bar - contains documents name, extension (.xlsx) and the program name

• Tabs
➢ File
➢ Home
➢ Insert
➢ Page layout
➢ Formulas
➢ Data
➢ Review
➢ View

• Toolbar
Some tools have hidden tools. If they do have hidden tools, they have an arrow in their
lower right corner which, when clicked, displays additional option tools that cannot be
applied on selected object are greyed out tools that have dots, if pressed, lead to
another sequence of commands.
➢ Toolbars with tabs are called Ribbon

• Selected cells – before we can enter text, number or other data we must first select cell
or cells. Click the mouse on the cell to select it.

• Column titles (letters)

• Row titles (numbers)

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 • Sheets – Sheets are named as Sheet1, Sheet2, Sheet 3 by default.

• Bars for horizontal and vertical navigation (sliders)

• Status bar - displays information about some special functions of Microsoft Excel

• Bar for formulas

• Spread sheet: File in MS Excel, consisting of worksheets (3 by default)

• Worksheet: consists of a large number of columns and rows that form a table
➢ Cell - the basic element in Excel, data entry (text, number, formula)
➢ Cell address: the column letter and row number, e.g. A1, C7, F25
➢ Selecting cells - press left mouse button on the cell in order to select it

The Title Bar

On the Title bar, Microsoft Excel displays the name of the workbook, which is currently in use.

The Ribbon

In Microsoft Excel 2010, we use the Ribbon to issue commands.

• The Ribbon is located near the top of the Excel window.
• At the top of the Ribbon are several tabs;
• Clicking a tab displays several related command groups.
• Within each group are related command buttons.
• Buttons are clicked to issue commands or to access menus and dialog boxes.

58
 • A dialog box launcher is found in the bottom-right corner of a group.
• Click the dialog box launcher, a dialog box makes additional commands available.

Excel 2010 Ribbon Tabs

Ribbon Tab Command Groups Dialog Box

Name Shortcut

Home Clipboard, Font, Alignment, Styles, Cells, and Editing Ctrl+Shift+F

(Font)

Insert Tables, Illustrations, Charts, Sparklines, Filter, Links, *

Text, and Symbols

Page Layout Themes, Page Setup, Scale to Fit, Sheet Options, and *
Arrange

Formulas Function Library, Defined Names, Formula Editing, and *

Calculation

Data Get External Data, Connections, Sort and Filter, Data *

Tools, and Outline

Review Proofing, Language, Comments, and Changes *

View Workbook Views, Show, Zoom, Window, and Macros *

The Formula Bar

If the Formula bar is turned on, then in the Name box (located on left side) it displays the cell
address of the cell you are in. Cell entries which can be a values or formulas are displayed on
the right side of the Formula bar.
.
The Status Bar

The Status bar appears at the bottom of the Excel 2010 window and provides quick information
such as the count, sum, average, minimum, and maximum value of selected numbers. We can
change what displays on the Status bar by right-clicking on the Status bar and selecting the
options we want from the Customize Status Bar menu. We just need to click a menu item to
select it and click it again to deselect it. A check mark appearing next to an item means the item
is selected.

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Zoom Slider

The Worksheet

Microsoft Excel 2010 consists of worksheets (Default Names are "Sheet1", "Sheet2" and
"Sheet3"). Each worksheet contains columns and rows. The columns are lettered A to Z and
then continuing with AA, AB, AC to AZ and then continuing with AAA, AAB and so on up to XFD
(total columns are 16384); the rows are numbered 1 to 1,048,576.

The combination of a column coordinate and a row coordinate defines a cell address. For
example, the cell located in the upper-left corner of the worksheet is cell A1, meaning column A,
row 1. Cell C7 is located under column C on row 7. We enter our data into the cells on the
worksheet.

Vertical
Navigation
Bar

Horizontal Navigation bar

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Data Entry in Excel

Enter Data in a Cell.

a. Select the cell in which you want to enter the data.

b. Type some data and press Enter.

• Enter data - select the cell and type in data

• Add content to cell - double-click with left mouse button on the cell and enter any
• extra data
• Change existing content - select the cell and change data
• For marking decimal place use dot, not comma
• Numbers align on the right side and the text aligns on the left side of the cell
• If entered content exceeds cell width, it will be displayed over adjacent cells,
provided that adjacent cells have no data entered.
• To move to another cell: you can use TAB key, keys with arrow on the keyboard, or
left mouse button
• Select a range of cells:
• Select the first cell in the range, press and hold left mouse button, move the mouse
to the last cell and release left button.

Or

• Select the first cell in the range, press and hold the Shift key, select the last cell in
range and release the Shift key
• Select a row or column: press the mouse button on the row number or column letter
• Select several adjacent rows: press the left mouse button on the row number, press
and hold left mouse button, move the mouse to the last row and release the left
button (or use Shift key, while Shift key is pressed select first then last row then
release the Shift key)
• Select several nonadjacent cells, rows and columns: press left mouse button on the
row number in order to select it, press and hold Ctrl key, select other rows and then
release Ctrl key

Rename a worksheet

• While we are positioned in the worksheet we want to rename: press Format button
on the Home ribbon, choose Rename Sheet option, enter new name and press
Enter key,

Or

• Press the right mouse button on the tab of the worksheet and from quick menu
choose Rename option

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Copying and moving worksheets

• Copying and moving worksheets within or between spreadsheets (spreadsheets

must be open):
➢ Press right mouse button on the worksheets sheet tab and choose Move or
Copy sheet option
➢ Within the dialog box that appears, choose the workbook you want to move
the sheet to, and before which sheet that sheet will be placed

• If you want to copy sheet, mark the checkbox next to Create a Copy option,
otherwise the worksheet will be moved

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 Note: Move or copy sheets between open workbooks by dragging their sheet tabs from
one workbook window to another (hold down the Ctrl key as you drag a sheet tab to
create a copy). Use the Arrange All command on the View tab to display all workbooks
onscreen.

Deleting cell content

Delete Data from a Cell

a. Select the cell of which you want to delete the data.

b. Press Delete.

Select one or more cells (with the Shift key if they are adjacent, or with the Ctrl key if
they are not), and press the Delete key or Delete button on the Home ribbon.

Using Quick Access Toolbar

You will find the Quick Access Toolbar in the top-left side of the window. To begin, click the
Customize button as shown in the screenshot below.

• Always first select the cells and then the desired tool. Arrow in lower right corner
will provide you with additional options
• Undo change and redo change- Undo Redo
• Pressing the arrow next to the tool opens a drop-down list of all the changes that
we have made.

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 .
By default, there are only three quick access icons enabled, save, undo, and redo. You
can enable other commands from the Customize Quick Access Toolbar menu. Once
enabled, you will find their icons in the Quick Access Toolbar.

Technically, any command can be added to the Quick Access Toolbar. Click the More
Commands option and a new window will open from where you can browse
Commands.

To add a command, select it and hit the Add button. You can either customize the Quick
Access Toolbar for all documents or for any specific document.

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 To move it below the Ribbon, click Show Below the Ribbon option in the context menu
which is just under the More Commands option.

5.3 File Tab

Near the top-left corner of the Excel 2010 window, you find the green File tab, which provides
access to Backstage view..
The new Backstage view contains all the document- and file-related commands, including Info,
Save, Save As, Open, Close, Recent, New, Print, and Save & Send.
Additionally, there’s a Help option, an Options item that enables you to change many of Excel’s
default settings, and an Exit option to quit the program.

Open Backstage view to access file-related commands and modify program options.

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Backstage view, the Info option displays statistics about the Excel workbook file opened and
active in the program.
This Info panel is divided into two panes:
• The pane on the left contains large buttons that enable you to modify the
workbook’s permissions, distribution, and versions.
• The pane on the right contains a thumbnail of the workbook followed by fields that
detail the workbook’s Document Properties, some of which you can change (such
as Title, Tags, Categories, and Author), .
• Above the Info option, you find the commands (Save, Save As, Open, and Close)
• Near the bottom, the File tab contains a Help option that, when clicked, displays a
Support panel.
➢ This panel contains options for getting help on using Excel, customizing its
default settings, and checking for Excel 2010 program updates. Below Help, you
find options that you can select to change the program’s settings, along with an
Exit option that you can select when you’re ready to close the program.

Recent option on the File tab displays Excel workbook worked on of late.
• To close the Backstage view and return to the normal worksheet view, you can click
the File tab again (or any Ribbon tab) or simply press the Escape key.
• Save command (keyboard shortcut Ctrl + S)
• Save in - choose location where file will saved
• File name - type in file name
• Save as type –choose file type - format in which file will be saved
• Creating new workbook: press File choose New option, then Blank workbook, and
then press Create button (or use keyboard shortcut Ctrl + N)
• Creating new file can be facilitated by using a template – extension .xltx
• Creating new spreadsheet using template: after choosing New option, select Sample
Templates option
• Open an existing file - to open several files at once, use the Ctrl key or the Shift key
to select

Print:
• Printer – choose printer
• Copies – number of copies to be printed
➢ Range
o Print active sheets

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 o Print entire workbook
o Print selection
➢ Orientation
o Portrait - vertical paper
o Landscape- horizontal paper
o Margins: - Normal - Narrow - Wide
➢ Scaling:
o No scaling
o Fit sheet to one page
o Fit all columns to one page
o Fit all rows to one page
o Collated – will print the entire worksheet from start to finish, then will
make copies according to selected number of copies;
o Uncollated - will print the first page according to selected number of
copies, then second page, etc.
➢ Page setup
o Page – on the drop-down menu choose paper size
o Margins –manually set the margins
o Header / Footer – within fields enter header / footer information.
o Sheets – select cell range that will automatically print and rows that will
repeat on each page of the worksheet

5.4 Home tab

The Excel 2010 Home Tab has the following Groups: Clipboard, Font, Alignment,
Number, Styles, Cells, and Editing.

Font Group
It has various options for formatting the font on the data.

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 ➢ Font: (drop-down menu) Times New Roman, Verdana, Ariel, Calibri etc.
➢ Font Size: (drop-down menu)

➢ Text formatting
• Bold
o Ctrl + B
• Italic
o Ctrl + I
• Underline
o Ctrl + U keyboard shortcuts

➢ Font Color - choose Font color (drop-down menu)

Alignment: -

• Horizontal alignment: - top, middle or the bottom of the cell

• Vertical alignment -Align Left, Center, Align Right, Justify

➢ Merge and center – tool to merge selected cell range and center the content
➢ Orientation –Tool for setting the direction of the content in cell
➢ Wrap Text – Warps text within cells width in order to make it visible

Number Format
➢ Set number format in which numbers will be displayed
➢ Increase / decrease number of decimal places

Styles

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 ➢ Conditional Formatting – Tool for setting the condition, and setting the format if a
cell meets the condition
Cells

➢ Insert – tool for inserting cells, columns, rows, worksheets

➢ Delete – tool for deleting cell content and/or cell formatting; deleting columns,
rows, worksheets
➢ Format – tool for formatting selected cells, columns, rows, worksheets
➢ Protect sheet – enter password and protect whole or a part of a sheet (cell range)
➢ Rename Sheet - enter name and press the Enter key
➢ Lock cell – functional only if we protect the worksheet first

Editing Group

5.5 Functions in Excel

Enter function:
➢ Select cell range
➢ Click on the function via menu shown on the right with ∑Autosum in Editing
group under Home Tab.
Or
➢ Select the cell in which you want to enter function value
➢ Enter symbol “=“
➢ Enter function manually (e.g. “sum“), and cell range to which function will apply.

Most often used functions:

=SUM(cell range)
• adding the numbers in selected cells
=AVERAGE(cell range)
• finds medium number
=MIN(cell range)
• finds the smallest value

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=MAX(cell range)
• finds biggest value
=Count(cell range)
• counts the number of records (only non-blank cells with numeric value)
=Counta(cell range)
• counts the number of records (only non-blank cells with both alphabets and
numeric value)
=round(cell reference, nos. of decimal places)

Text functions –
=lower(Cell reference)
• Converts the text into lower case
=upper(cell reference)
• Converts the text into upper case
=len(cell reference)
• Returns the number of characters the text contains
=concatenate(cell address1, cell address2, cell address3)
• Combines the values of two or more cells

Date functions-
=today()
• Inserts today’s date
=now()
• Inserts current date and time

Deleting options
➢ Clear All
➢ Clear Contents
➢ Clear Formats

Sort Data
➢ Sort A to Z - sort data within table from minimum to maximum value, or
➢ Sort Z to A – sort data within table from maximum to minimum values

Find & Replace

➢ Find: enter a word or phrase and press Find button
➢ Replace:- Find What – field to enter word we search;
➢ Replace With - field to enter word that we want to use as replacement
➢ Format Painter - copy formatting from one part of the text to another
➢ Click on ? symbol to get Help in MS Excel or F1 on the keyboard

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5.6 Insert tab

Shapes – after selecting a shape, we can insert it in the sheet using drag-and-drop method,
which automatically defines its size and position

Arrange – sets elements in front of (option Bring forward) or behind (option Send to
back)
➢ Opens color palette
➢ Opens color palette and options for choosing type and thickness of lines
➢ Effects: 3D, shadow, reflection, rotation etc.

Pictures
To select a picture: press left mouse button on it, picture will get squares on the border called
control points

Set object size:

➢ Manually: select an object, move some of the control points using drag-and-drop
method
➢ Enter values: press right mouse button on the object and choose Format Picture
option; on the Size tab enter values for height and width

While object is selected, we can open the Format tab that contains some new
formatting options:
➢ Corrections - tool for contrast, brightness, sharpness correction
➢ Color - change color images in order to better match the rest of the content
➢ Artistic effects - tools that can make a look of an image like it is a drawing or
painting
➢ Tool for inserting text box; after selecting this tool we can set the position and the
size of the text box in the worksheet via drag-and-drop method

Header and Footer –Click edit -Press left mouse button within header or footer field
or
Press right mouse button and from quick menu choose option Edit text
- insert date and time
- insert page number

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5.7 Page Layout Tab

➢ Margins: - Normal - Narrow - Wide

➢ Orientation: Portrait (vertical) and Landscape (horizontal)
➢ Scale: tool for fitting data for print to a paper
➢ Breaks – it is recommended that user sets breaks manually:
• Insert Page Break
• Remove Page Break
➢ Tools for organizing content: -
• Bring Forward
• Send Backward

5.8 Formulas Tab

1. Formula uses numerical data found in chosen cell range (the value entered in
cell range)
2. Enter the formula:
3. Select the cell where you want to enter a formula
4. Enter the sign „=“
5. Enter numeric values or cell addresses and arithmetic operator
6. Press the Enter key to complete

Any excel function can be inserted through this tab using the Insert Function of the
Function Library.

Basic arithmetic operators:

➢ Addition = A1 + A2

➢ Multiplication = A3 * C5

➢ Division = C5/C3

➢ Exponentiation = F15^ A2

Calculation order

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 · Microsoft Excel follows the mathematical order of calculation operations.

· Formulas can be seen in the formula bar when cell that contains formula is selected
or if we position cursor with double click in the cell that contains formula (this way
formula will be visible in cell to, and can be edited in a cell to).

➢ Cell that contains formula and cursor is not positioned in that particular cell, will
display formula result.

Function Library

• There are hundreds of functions in Excel, but only some will be useful for the kind
of data we work with.
• 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.

To Insert a Function from the Function Library:

• Select the cell where the answer will appear (I6, for example)
• Click on the Formulas tab.
• From the Function Library group, select the function category you desire. In this
example, we will choose Date & Time.
• 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.

Function Library Date & Time category

• 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).

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 Selecting cell for the Start-date field
• Insert the cursor in the next field and then enter or select the cell(s) you desire
(H6, for example).

Selecting cell for the End date field

• Click OK and the result will appear. Our results show that it took 5 days to
receive the order.

Result

Formula referencing in Excel

Relative cell referencing

When formula is copied with AutoFill and formula have relative cell references, cell
references are going to adapt, for example:

If we use auto fill to copy following formula: =C5+B5 formula will change to: =C6+B6,
=C7+B7 etc.

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 Absolute cell referencing

If, in a formula, cell is referenced absolutely then applying autofill tool will result in:
=$C$5+B5, =$C$5+B6, =$C$5+B7 etc.

You can change selected cell reference from relative to absolute and vice versa
using F4 key

Logical function if
= logical function that compares the values in cells with some expression or a value.
Depending on the result we define the appropriate action
Syntax:
IF(logical _condition; value_if_true; value_if_false)
logical function checks if condition is met, and returns true or false
logical operators:
greater than >
greater than or equal >=
less than <
less than or equal <=
equal =

5.9 Data Tab

Sort
Sorting is a common task that allows you to change or customize the order of your
spreadsheet data.

1. Select a single cell in the column on which you want to sort.

2. Click to perform an ascending sort (A to Z or smallest number to largest).

Click to perform a descending sort (Z to A or largest number to smallest).

To sort by specific criteria
1. Select a single cell anywhere in the range that you want to sort.
2. On the Data tab, in the Sort & Filter group, click Sort.

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 The Sort dialog box appears.
3. In the Sort by list, select the first column on which you want to sort.
4. In the Sort On list, select either Values, Cell Color, Font Color, or Cell Icon.
5. In the Order list, select the order that you want to apply to the sort operation —
alphabetically or numerically ascending or descending (that is, A to Z or Z to A
for text or lower to higher or higher to lower for numbers).

Filters
Activating the Basic Excel Filter

In order to activate the basic Excel filter, select the Data tab at the top of your
spreadsheet, and from this, select the option Filter.
You should now have the drop-down menus on each of your header cells, which can
be used to select the rows to be displayed.

• (Select All) - show all rows

• $x,xxx - Display if cell equals the specific value
• (Blanks) - Display all blank cells
The user can untick the values in rows that are not to be displayed.

Removing the Excel Filter

To remove the filter simply select the Data tab at the top of your spreadsheet, and from within
this, click on the Filter option.

Insert Subtotals in an Excel 2010 Worksheet

You can use Excel 2010's Subtotals feature to subtotal data in a sorted list. To subtotal a list,
you first sort the list on the field for which you want the subtotals, and then you designate the
field that contains the values you want summed — these don't have to be the same fields in the
list.
. Steps to add subtotals to a list in a worksheet:
Sort the list on the field for which you want subtotals inserted.
Click the Subtotal button in the Outline group on the Data tab.

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The Subtotal dialog box appears.
➢ Use the Subtotal dialog box to specify the options for the subtotals.

1. Select the field for which the subtotals are to be calculated in the At Each Change In
drop-down list.
2. Specify the type of totals you want to insert in the Use Function drop-down list.
3. Select the check boxes for the field(s) you want to total in the Add Subtotal To list
box.
4. Click OK.
➢ Excel adds the subtotals to the worksheet.

5.10 Review Tab

Proofing Group :

➢ The first Group that we will look at is Proofing. This has commands for checking
spelling and grammar, using research and Thesaurus and ability to translate from
one language to another.

Spelling -Opens dialogue box with options: Ignore once, Ignore all, Change, Change all
, the word that is not in the dictionary can be added: Press the right mouse button over it
and choose Add to dictionary option

Changes Group:
Protect Sheet command will prevent users from accidental updating or deleting vital
information from the spreadsheet.

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5.11 View tab

• Normal - for creating a worksheet

• Page Layout – for print preview data for print, header and footer
• Zoom – Choose offered or enter value
• Freeze and unfreeze rows and columns in order to always be visible:
➢ Freezing columns and rows: select cell within sheet and choose
Freeze Panes button. Columns to the left and rows above will be
“frozen”
➢ Freezing top row: choose Freeze Panes button and choose freeze
top row
➢ Freezing first column: choose Freeze Panes button and choose
freeze first column

On the View tab, click one of the view options in the Workbook Views group.
Normal View: displays the content in normal view. This is usually the view that is used
when creating your worksheet.

Page Layout View: displays the content as it would appear on a page if printed. It’s similar
to Print Preview, but you can still edit the content in this view.

Page Break Preview: displays the content as it would appear over several pages. The blue
lines can be dragged to reduce the printed size of the content and force it to fit a specific

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 number of pages.

Full Screen View: displays only the worksheet – no formula bar, ribbon or status bars are
visible. This allows you to maximise the amount of content you see in your worksheet.

NOTE: Another way to toggle your worksheet view is to click the View buttons in the bottom
right-hand corner of your Excel 2010 window next to the Zoom slider. The Normal, Page
Layout and Page Break View buttons aredisplayed.

5.12 Chart
➢ It is the graphical display of table data in various forms like column, pie and other graph
formats.
➢ Tabular data and graph are connected - therefore changes in the table are reflected in the
chart.

Select the data click the Insert menu and choose the chart type that you wish to draw.

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The data in your Excel sheet will be organized as a chart.

Chart and Graphs Types In Excel 2010

The chart or graph type will depend on the data for which you are going to plot the chart. The
most commonly used types include Column Chart, Line Graphs, Pie Chart, Bar Graph, Area
Chart, Scatter Graphs, Stock Chart, and Surface Chart, among many others.

➢ When we insert a chart, a table in Microsoft Excel for data entry opens and we can enter
data. Also, if we select cell range filled with data, chart will be automatically filled with
selected data.

➢ To change a size chart: select chart and move (drag-and-drop) control points to the
desired direction

➢ Changes in the chart can be done via the Chart Tools toolbar that appears when the
chart is selected; via quick menu or by double-click with left mouse button on the
• Format Chart Area – effects like color fill, 3D, rotation, shadow etc. are
accessible
• Change Chart Type – choose chart type

➢ Move the chart: within the Chart Tools toolbar, select Design and choose tool Move
chart:
• New sheet (and there is a field to enter worksheet name), or
• Object in > on drop-down menu choose a worksheet in which you want to
place a chart

Insert Chart Axis title

Select the chart and navigate to Chart Tool layout tab, under Labels group, from Axis Title
options, select desired Axis Title Position.

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 It will insert Text Box at specified position, now enter the title text. Axis titles can be set
at any of available positions.

Data labels
With data labels, you can easily view the values that affects chart area in Excel 2010.

To enable data labels in chart, select the chart and head over to Chart Tools Layout tab, from
Labels group, under Data Labels options, select a position.

It will show Data labels at specified position.

5.13 Conditional Formatting

Conditional formatting in Excel allows you to highlight cells whose data satisfies certain criteria.
Excel enables you to apply formatting to cells that meet certain criteria that you specify.

To apply conditional formatting in Excel 2010, select the cells you want to analyse and then click
Home > Styles > Conditional Formatting.

The following box appears

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 .

Highlight Cells Rules

5.14 Data Validation

Data validation is a feature available in Microsoft Excel. It allows you to do the following:

• Make a list of the entries that restricts the values allowed in a cell.
• Create a prompt message explaining the kind of data allowed in a cell.
• Create messages that appear when incorrect data has been entered.
• Check for incorrect entries by using the Auditing toolbar.
• Set a range of numeric values that can be entered in a cell.
• Determine if an entry is valid based on calculation in another cell.

Make a List of Entries Allowed in the Cell

You can make a list of the entries you will accept for a cell on a worksheet. You can then restrict
the cell to accept only entries taken from the list by using the data validation feature.

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To create a drop-down list and restrict values in the cell to these entries, follow these steps:

1. Select cell A1.

2. On the Data menu, click Validation.
3. On the Settings tab, click List in the Allow drop-down list.
4. By default, the Ignore blank and In-cell Dropdown check boxes are selected. Do not
change them.
5. In the Source box, type a,b,c. Click OK.

NOTES:
You can also enter a named range or cell reference if it contains a list of values. Both must be
preceded by an equal sign. There is a 255 character limitation for this dialog.

➢ Cell A1 now has a drop-down list next to it and you can use this list to select the value to
enter in the cell.
➢ Click the drop-down list and then click any item it contains.

This value will be entered in the cell.

NOTE: You can manually enter "a", "b", or "c", (without quotation marks) in the cell; you do not
have to select these from the list. If you try to manually enter anything other these values, a stop
message appears and you are unable to keep the value in this cell. Your only options are Retry
or Cancel.

Set a Range of Numeric Values That Can Be Entered in a Cell

You can place limits on the data that can be entered in a cell, you can set minimums and
maximums or check for the effect an entry might have on another cell.

1. Select cell A5.

2. On the Data menu, click Validation and click the Settings tab.
3. In the Allow list, click Whole number.
4. In the Data list, click between.
5. In the Minimum box, enter 1.
6. In the Maximum box, enter 10.

NOTE: You can use cell references for Steps 5 and 6 to specify cells that contain the minimum
and maximum values.

7. Click OK.
8. Enter the value 3 in cell A5. The value is entered without error.
9. Enter the value 33 in cell A5. Because the data validation settings you created for cell A1 (an Information
Alert) do not apply to those for cell A5, you receive a Stop Alert message (which is the default value)
and your only options are to click Retry or Cancel.
10. Click Cancel. The value of 3 appears in the cell.

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5.15 Printing in Excel

Print worksheets, workbooks, and selections of cells.

Prepare for printing by modifying page orientation, scale, margins, Print Titles, and page breaks.

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.

Print Active Sheets:

Excel gives 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.

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 Selecting worksheets to print

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.

Selecting the Print Active Sheets command

5. Click the Print button.
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.

Selecting the Print Entire Workbook command

4. Click the Print button.

Print a Selection, or Set the Print Area:

Printing a selection (sometimes called setting the print area) lets you choose the cells to print.
1. Select the cells that you want to print.

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 Selected cells 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.

Selecting the Print Selection command

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

Print Preview
6. Click the Print button.
Select the cells you want to print, go to the Page Layout tab, and choose Print Area->

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 set the print area. This will place a dotted line around the selection.

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.

Orientation drop-down menu

4. Your page orientation is changed.

Portrait Orientation in Print Preview

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 Landscape Orientation in Print Preview

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.

Selecting the Fit Sheet on One Page command

4. The worksheet is reduced in size until it fits on one page. If it is scaled too small it might
be difficult to read.

Modify Margins in Print Preview:

The margins of the worksheet may need to be adjusted to make data fit more comfortably on
the printed page. You can adjust the margins in Print Preview.

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 1. Click the File tab.
2. Select Print to access the Print pane.
3. Click on the Show Margins button. Your margins will appear.
4. Hover your mouse over one of the margin arrow appears. Markers
until the double
5. Click and drag the margin to your desired location.
6. Release the mouse. The margin is modified.

Modifying Margins while in Print Preview

Print Titles:
The Print Titles command allows to select specific rows and columns to appear on each page.
1. Click the Page Layout tab.
2. Select the Print Titles command.

Selecting the Print Titles command

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3. The Page Setup dialog box appears. Click the icon at the end of the Rows to repeat at
top field.

Clicking on icon

4. 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 the selection.

Clicking on row 1
5. Click the icon at the end of the Rows to repeat at top field.

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 Clicking on icon
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.

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.

Selecting the column to the right of where the break will appear
3. Select the Insert Page Break command from the Breaks drop-down menu.

Selecting the Insert Page Break command

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4. The break is inserted. Print Preview to confirm it appears in the correct place on the
page.

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 MS-PowerPoint 2010

PowerPoint 2010 Ribbon Tabs

Ribbon Tab Command Groups

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

Insert Tables, Images, Illustrations, Links, Text, Symbols, and Media

Design Page Setup, Themes, and Background

Transitions Preview, Transition to This Slide, and Timing

Animations Preview, Animation, Advanced Animation, and Timing

Slide Show Start Slide Show, Comments, and Compare

Review Proofing, Language, Comments, and Compare

View Presentation Views, Master Views, Show, Zoom, Colo r/Grayscale,

Window, and Macros

PowerPoint 2010

PowerPoint to Create a Slide Presentation

PowerPoint uses slides to build a presentation. In order to create a 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 like to a presentation and at any time you can view or playback your
presentation by selecting one of the Slide Show play options.

PowerPoint Environment
The Ribbon and the Quick Access Toolbar are where you will find the commands you need to
do common tasks in PowerPoint.

6.1 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 items like
images or tables. In addition, you can add your own customized tabs that contain your desired
commands.

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 PowerPoint Ribbon

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.

1. Right-click the Ribbon and select Customize the Ribbon. A dialog box will appear.

Right-clicking the Ribbon to customize it

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. After adding commands click OK.

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 Customize Ribbon Dialog Box
6. If you do not see the command you want, click on the Choose commands drop-down
box and select All Commands.

Displaying All Commands

Minimize and Maximize the Ribbon

The Ribbon is designed to be responsive to your current task and easy to use,you
can minimize it.
1. Click the arrow in the upper-right corner of the Ribbon to minimize it.

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 Minimize the Ribbon button
2. To maximize the Ribbon, click the arrow again.
When the Ribbon is minimized, you can make it reappear by clicking on a tab. 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 you 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.

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 a command to the Quick Access toolbar

Backstage View
Backstage view gives you various options for saving, opening a file, printing, or sharing your
document. It is a full-page view.

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 1. Click the File tab.

Backstage View
• You can choose an option on the left side of the page.
• To get back to your document, just click any tab on the Ribbon.

6.2 Create a New Presentation

1. Click the File tab.
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.

Creating a new presentation

Open an Existing Presentation:

1. Click the File tab.

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2. Select Open. The Open dialog box appears.

Opening a presentation
3. Select your desired presentation and then click Open.
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.

Opening a recent presentation

Slide Basics
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.

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 PowerPoint slide with placeholders

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.
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
Change the Layout of an Existing Slide

1. Select the slide you wish to change.

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 Selecting a slide

2. Click the Layout command in the Slides group on the Home tab. A menu will appear
with your options.

Layout command
3. Choose a layout from the menu. The slide will change in the presentation.

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 Choosing a layout

Delete a Placeholder:
You can 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.

A selected placeholder

3. Press Backspace or Delete on your keyboard. The placeholder will be removed from
the slide.

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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.

Text Box command

2. Your cursor will turn into an upside-down cross .

Text Box cursor

3. Click, hold, and drag your mouse to draw a text box. A text box will appear.

A text box

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Blank Slide
Blank slides can be customized by adding your own text boxes, pictures, charts, and more.
• Select Blank from the menu of layout options.

Choosing a blank slide

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.

New Slide command

2. Select the slide you want to insert.

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 Choosing a slide
3. A new slide will be added your presentation.
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.

New Slide

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.

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 Copy command
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.

Slide insertion point

4. Click the Paste command on the Home tab. You can also right-click and choose Paste.
The copied slide will appear.

Paste command
To select multiple slides, press and hold Ctrl on your keyboard, and click the slides
you wish to select.

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Duplicate a Slide:
An alternative to Copy and Paste, Duplicate copies the selected slide and, in one step,
pastes it directly underneath. 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.

Duplicate Selected Slides command

4. A copy of the selected slide appears underneath the original.

A duplicated slide

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Delete a Slide
1. Select the slide you wish to delete.
2. Press the Delete or Backspace key on your keyboard.

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.

Slide insertion point

3. Release the mouse button. The slide will appear in the new location.

6.3 Slide Views

The slide view commands are located on the bottom right of the PowerPoint window in Normal
View.

Slide view options

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.

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 Normal View
Slide Sorter View:
In this view, miniature slides are arranged on the screen. You can drag and drop slides to easily
reorder them, and see more slides at one time.

Slide Sorter View

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.

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 Reading View

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.

Slide Show View

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.

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View an Outline of 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.

Outline tab
2. An outline of your slide text appears.
3. Type directly in the pane to make changes to your text.

Typing in the outline

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.

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 • Select the slide that you want to begin your first section.
• From the Home tab, click the Section command.
• Choose Add Section from the drop-down menu.

Adding a section
An Untitled Section appears in the left pane.

An untitled section
To rename the section while it is still selected, click the Section command, and
choose Rename Section from the drop-down menu.

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 Renaming a section
1. Enter your new section name in the dialog box. Then click Rename.

Rename Section dialog box

2. Repeat to add as many sections as you need.
3. In the left pane, click the arrow next to a section name to collapse or expand it.

An expanded section
Add 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.

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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.

Adjusting the Notes pane

3. Type your notes in the Notes pane.

Typing in the Notes pane

Notes Page View

1. Go to the View tab.
2. Click the Notes Page command in the Presentation Views group.

Notes Page command

3. Type your notes in the text box, or use the scroll bar to review your slides.

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 Using the Notes Page View
Insert Text
1. Click the placeholder or text box where you want to insert text.
2. The insertion point appears.

Text insertion point

3. Type directly into the placeholder or text box.

Typing in a placeholder or text box

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Some placeholders automatically format your text in a bulleted list.
To remove the bullets, deselect the Bullets command in the Paragraph group on the Home tab.

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.
3. Press the Delete key on your keyboard to delete text to the right of the insertion point.

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.

Selected text

4. When you select text in PowerPoint, a hover toolbar with formatting options appears.
This makes formatting commands easily accessible. If the toolbar does not appear move
the mouse over the selection

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Hover toolbar

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.

Copy command
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.

Paste command

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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.

Cut command
3. Place your insertion point where you wish the text to appear.
4. Click the Paste command on the Home tab. The text will reappear.
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.

Right-click Paste Options

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.

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 Dr.MCR HRD INSTITUTE

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 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").

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.
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.

Text Box command

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 Dr.MCR HRD INSTITUTE

2. Cursor will turn into an upside-down cross .

Text Box cursor

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.

A text box

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 .

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 Moussing over the border of the box
3. Click and hold the mouse button as you drag the box to the desired location.

Moving the box

4. Release the mouse button. The box will be moved.
To rotate the box, click and drag on the green circle at the top of the box.

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 .

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 Moussing over the resize handle
3. Click, hold, and drag your mouse until the text box is the desired size.

Resizing the box

4. Release the mouse button. The box will be resized.
Formatting Text

Text can be formatted on the slide by changing font size, color, style, and more.

Insert a Bulleted List:

1. Select the text box (or specific text) that you want to format as a bulleted list.
2. Click the Bullets command in the Paragraph group on the Home tab.

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 Bullets command
3. A bulleted list will appear.

Bulleted list

Change Horizontal 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 the selected text to the left margin.
• Center: Aligns text an equal distance from the left and right margins.
• Align Text Right: Aligns all 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.

Alignment commands
The alignment commands align the text within the placeholder or text box it is in, not
across the slide.

Change Vertical Text Alignment

1. Select the text your wish to modify.
2. Click the Align Text command in the Paragraph group. A menu will appear.

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 Align Text command
3. Choose to align the text at the Top, Middle, or Bottom of the text box.

Choosing from the Align Text menu

Change Text Direction

1. Select the text your 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.

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 Choosing from the Text Direction menu

Apply a Theme
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. The default Office theme
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. Those elements are:

• Theme Colors (available from every Color menu)

Theme Colors

• Theme Fonts (available from the Font menu)

Theme Fonts

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 • Shape Styles (available in the Format tab when you click on a shape)

Shape Styles
Use of Theme Elements
When a theme is applied all of the colors, formatting will work well together. When you switch to
a different theme, all of those elements will update to reflect the new theme.

Austin Theme and Angles Theme titles slides

Selecting a non-theme font

Themes and Slide Layouts

Two different Title Slides above, themes also affect the various slide layouts.

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 Austin Theme and Angles Theme 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.

Applying Themes

All of the themes that are included in PowerPoint are located in the Themes group on the
Design tab. Themes can be applied or changed at any time.

Apply a Theme

1. Go to the Design tab.

2. Locate the Themes group. Each image represents a theme.

Themes group
3. Click the drop-down arrow to access more themes.

See more themes

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 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.

Choosing a theme

5. Click a theme to apply it to the slides.

Slides with the Austin Theme

Inserting Images

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.

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 Inserting a picture from a file

3. Select the desired image file and click Insert.

Selecting an image file

4. The picture will appear in your slide.

Insert picture result

You can also select the Insert Picture from File command in a placeholder to insert
images.

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 Inserting a picture from a placeholder
Locate Clip Art

1. Select the Insert tab.

2. Click the Clip Art command in the Images group.

The Clip Art command

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 are related to the image you wish to insert.
5. Click the drop-down arrow in the Results should be: field.
6. Deselect any types of media you do not wish to see.

Choosing which media types to display

7. It will search for clip art on your computer.

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 Including Office.com content

8. Click Go.

Insert Clip Art

1. Review the results from a clip art search in the Clip Art pane.
2. Select the desired image.

Selecting a Clip Art image

3. The clip art will appear in your slide.

Inserted clip art

You can also select the Insert Clip Art from File command in a placeholder to insert clip art.

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 Inserting clip art from placeholder

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. 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.

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 screenshot of an available Window

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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 Selecting Screen Clipping
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.

Capturing a screen clipping from current Window

5. The screen clipping will appear in your slide.

Screen clipping results

Resizing and Moving Images
Resize an Image
1. Click on the image.

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 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.

Resizing an image
4. Release the mouse. The image will be resized.

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.

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.

Moving an image
3. Release the mouse button. The box will be moved.

To rotate the image, click and drag on the green circle located at the of the image.

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6.4 Applying Transitions

You can apply different transitions to some or all of your slides to give your presentation a
polished, professional look. There are three categories of unique transitions to choose from, all
of which can be found on the Transitions tab:

• Subtle (slight transitions)

Subtle transitions

• Exciting (strong transitions)

Exciting transitions

• Dynamic Content (strong transitions that affect only the content, such as text or
images)

Strong transitions

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.

Transition to This Slide group

4. Click the More drop-down arrow to display all the transitions.

5. Click a transition to apply it to the selected slide. This will automatically preview the
transition as well.

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 Choosing a transition

When working with transitions, the Apply ToAll command in the Timing group can be used at
any time to make your presentation uniform. It applies the same transition to every slide; it also
applies the settings in the Timing group, which you may not want to be the same throughout
your presentation.

Preview a Transition

You can preview the transition for a selected slide at any time, using either of these two
methods:

• Click the Preview command on the Transitions tab.

Preview command

• Click the star Play Animations icon. The icon appears on the Slides tab in the left
pane beside any slide that includes a transition.

Modifying a Transition
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.

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 Modifying the duration of a transition
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.

Adding sound to a transition

4. Click a sound to apply it to the selected slide.

Remove a Transition:

1. Select the slide you wish to modify.

2. Choose None from the gallery in the Transition to This Slide group.

Removing a transition

3. Repeat this process for each slide you want to modify.

To remove transitions from all slides, select a slide that uses None, and click the Apply
to All command.

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Advancing Slides
Advance Slides Automatically

Using the Advance Slides settings in the Timing group, you can set your presentation to
advance on its own and display each slide for a specific amount of time. This is useful for
unattended presentations.

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.

In the After field, enter the amount of time you want to display the slide.

Advancing the slide automatically

4. Select another slide and repeat the process until all the desired slides have the
appropriate timing.

6.5 Presenting Slide Show

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.

Starting Slide Show

You can also start the slide show from the slide you prefer by selecting theslide and
clicking on From Current Slide from the Start Slide Show group.

Another option for starting the slide show is to select Slide Show view at the bottom of
the window.

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 Starting Slide Show view option
Advance and Reverse Slides

1. Hover your mouse over the bottom right of the screen. A menu will appear.
2. Click on the right arrow to advance slides or click on the left arrow to reverse slides.

Advance or reverse slides

You may also use the arrow keys on your keyboard to advance and reverse slides.

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 show.

Ending slide show

Presentation Tools and Features

PowerPoint provides convenient tools and features that you can use while presenting
the slide show. Features include changing your mouse pointer to a pen or highlighter to
draw attention to items in your slides.

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.

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 Accessing Pen or Highlighter

3. Use the pointer to draw on or mark your slides.

Using the pen and highlighter on a slide

From the same menu, you can also change the color of the pen or highlighter.

Choosing a new ink color

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.

Accessing Eraser options

When you end your slide show, you also have the option to Keep or Discard (erase) any ink
markings you made during your presentation.

Choosing to keep or Discard ink markings

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.

Choosing Go To Slide

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Access the Desktop

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.

Switching Programs during slide show

3. Your computer's task bar will appear. Choose a program you would like to switch to.

Accessing other programs during your slide show

Menu Access Options

You can also access any of the menu items by right-clicking anywhere on the screen during
the slide show.

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 Right-clicking to access slide show menu options

Keyboard Shortcuts

• Switch between the pen pointer and mouse pointer by pressing "Ctrl + P" (pen) or "Ctrl
+ M" (mouse) on the keyboard.
• 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.

Access Slide Show Set Up Options:

Select the Slide Show tab.

1. Click the Set Up Show command.

Setting up slide show

2. The Set Up Show dialog box will appear.

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 3. Click OK to apply the settings to the slide show.

6.6 Saving and Printing

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.

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.

The Save As dialog box

.Use the Save Command:

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

Saving a presentation

2. The presentation will be saved in its current location with the same file name.

If you are saving for the first time and select Save, the Save As dialog box will appear.

AutoRecover

PowerPoint automatically saves your presentation to a temporary folder while you're

working on them. If you forget to 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.

Opening an autosaved file

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4. To save changes, click Restore and then click OK.

Restoring a file

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.

Saving as a 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.

Selecting a different file type

Printing

In PowerPoint 2010 Print Preview has been combined with the Print window to create the Print
pane, which is located in Backstage view.

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.

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 pages, you can type a range of pages. Otherwise, select
Print All Pages.
4. Select the number of copies.
5. Check the Collate box if you are printing multiple copies of a multi-page document.
6. Select a printer from the drop-down list.
7. Click the Print button.

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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. Quick
Print always prints the entire presentation

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.

Adding Quick Print to the Quick Access Toolbar

3. To print, just click the Quick Print command.

The Quick Print command

6.7 WordArt and Shapes

Creating WordArt
PowerPoint allows you to add effects to the text inside of a text box, which is known as
WordArt. With WordArt, you can 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.

1. Select the text box, or select some text inside of the text box. The Format tab will
appear.
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 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.

Selecting a WordArt Style

After you have applied a WordArt Style, you can still modify the font or font color from
the Home tab if desired.

Add or Modify Text Effects

1. Select the 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.

The Text Effects command

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.

Insert a Shape

1. Select the Insert tab.

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 2. Click the Shapes command.

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.

Creating a new shape

5. Release the mouse button.

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.

Resizing the shape

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 3. To rotate the shape, drag the green handle.

Rotating the shape

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.

Modifying the shape

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.

Change to a Different Shape

1. Select the shape or text box. The Format tab will appear.

The Format tab

2. From the Format tab, click the Edit Shape command.

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 The Edit Shape command

3. Click Change Shape to display a drop-down list.

Choosing a new shape

4. Select the desired shape from the list.

The new shape

Change the Shape Style

1. Select the shape or text box. The Format tab will appear.

The Format tab

2. Click the More drop-down arrow in the Shape Styles group to display more style options.

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 The More drop-down arrow

3. Move your cursor over the styles to see a live preview of the style in the slide.

Previewing the shape styles

4. Select the desired style.

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.

Choosing a fill color

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 4. Select the desired color from the list, choose No Fill, or choose More Fill Colors to
choose a custom color.

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.

Choosing an outline color

4. From the drop-down menu, you can change the outline color, weight (thickness), and
whether or not it is a dashed line.

A thicker outline

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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.

Choosing a shadow type

6. Click the desired shadow effect to add it to your shape.

You can select Shadow Options from the drop-down menu and click the Color button
to select a different shadow color for your shape.

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.

Use 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.

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 Choosing a 3-D rotation preset

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.

Choosing a bevel preset

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.

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 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.

Viewing the 3-D Options

Arranging Objects
Aligning Objects

You can click and drag objects to align them manually. PowerPoint provides you with
several commands that allow you to easily arrange and position objects

Align Two or More Objects

1. Click and drag your mouse to form a selection box around the objects you want to
align. All of the objects will now have sizing handles to show that they are selected.

Selecting multiple objects

2. From the Format tab, click the Align command and select Align Selected Objects.

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 Choosing Align Selected Objects

3. Click the Align command again and select one of the six alignment options.

Choosing an alignment option

4. The objects will align to each other based on the option that you have selected.

The aligned objects

Align Objects to the Slide:

To align one or more objects to a specific location within the slide, such as the top or
bottom. You can do by selecting the Align to Slide option before you align the objects.

1. Click and drag your mouse to form a selection box around the objects you want to
align. All of the objects will now have sizing handles to show that they are selected.

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 2. From the Format tab, click the Align command and select Align to Slide.

Selecting Align to Slide

3. Click the Align command again and select one of the six alignment options.

Aligning objects to the bottom of the slide

4. The objects will align to the slide based on the option that you have selected.

The aligned objects

Distribute Objects Evenly

You can arrange objects by distributing the objects horizontally or vertically.

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 1. Click and drag your mouse to form a selection box around the objects you want to
align. All of the objects will now have sizing handles to show that they are selected.

Selecting multiple objects

2. From the Format tab, click the Align command.

3. From the menu, select Distribute Horizontally or Distribute Vertically.

Choosing a distribute option

4. The objects will be distributed evenly.

Objects distributed evenly

Ordering and Rotating Objects

In addition to aligning and grouping objects, PowerPoint gives you the ability to arrange
objects in a specific order.

Change the Ordering by One Level

1. Select an object. The Format tab will appear.

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 The selected object

2. From the Format tab, click the Bring Forward or Send Backward command to change
the object's ordering by one level. If the object overlaps with more than one other object,
you may need to click the command several times to achieve the desired ordering.

Sending an object backward

3. The objects will reorder themselves.

The reordered objects

Bring an Object to the Front or Back:

If you want to move an object behind or in front of several objects..

1. Select an object. The Format tab will appear.

2. From the Format tab, click the Bring Forward or Send Backward drop-down box.

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 3. From the drop-down menu, select Bring to Front or Send to Back.

Sending an object to the back

4. The objects will reorder themselves.

The reordered objects

Rotate an Object

1. Select an object. The Format tab will appear.

2. From the Format tab, click the Rotate command. A drop-down menu will appear.
3. Select the desired rotation option.

Selecting a rotation option

4. The object in the slide will rotate.

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 The rotated image
Grouping Objects

Pictures, shapes, clip art and text boxes can all be grouped together, but placeholders cannot
be grouped.

Group Objects:

1. Click and drag your mouse to form a selection box around the objects you want to
align. All of the objects will now have sizing handles to show that they are selected.

Selecting multiple objects

2. From the Format tab, click the Group command and select Group.

Grouping objects
3. The selected objects will now be grouped. There will be a single box with sizing
handles around the entire group to show that they are one object.

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 The grouped objects

If you select the objects and the Group command is disabled, it may be because one of the
objects is inside a placeholder. If this happens, try reinserting the images or cutting and
pasting them into the same slide outside of any placeholders.

Ungroup Objects

1. Select the grouped object that you wish to ungroup.

2. From the Format tab, click the Group command and select Ungroup.

Ungrouping objects

3. The objects will be ungrouped.

The ungrouped objects

6.8 Animating Text and Objects

Four Types of Animations

There are many different animation effects that you can choose from, and they are organized
into four types:

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• Entrance: These control how the object enters the slide. For example, with the Bounce
animation, the object will "fall" onto the slide and then bounce several times.

Entrance effects

• Emphasis: These animations occur while the object is on the slide, often triggered by a
mouse click. For example, you can set an object to Spin when you click the mouse.

Emphasis effects

• Exit: These control how the object exits the slide. For example, with the Fade animation,
the object will simply fade away.

Exit effects

• Motion Paths: These are similar to Emphasis effects, except the object moves within
the slide along a pre-determined path, for example a circle.

Motion Paths

Apply an Animation to an Object

1. Select an object.
2. Click the Animations tab.
3. In the Animation group, click the More drop-down arrow to view the available
animations.

The More drop-down arrow

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4. Select the desired animation effect.

Selecting an effect

5. The object will now have a small number next to it to show that it has an animation.
Also, in the Slide pane, the slide will now have a star symbol next to it.

The number and the star indicate that an effect has been added

At the bottom of the menu, you can access more effects.

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 More animation effects
Effect Options

Some effects will have options that you can change. For example, with the Fly In effect,
you can control which direction the object comes from. These options can be accessed
from the Effect Options command in the Animation group.

Viewing the options for the Fly In effect

Working with Animations
Multiple Animations to an Object:

If you select a new animation from the menu in the Animation group, it will replace the
object's current animation.Sometimes if want to place more than one animation on
an object, for example an Entrance and an Exit effect. To do this, you'll need to use the
Add Animation command, which will allow you to keep your current animations while
adding new ones.

1. Select the object.

2. Click the Animations tab.
3. In the Advanced Animation group, click the Add Animation command to view the
available animations.

Select the desired animation effect.

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 Adding an additional animation

4. If the object has more than one effect, it will have a different number for each effect. The
numbers indicate the order in which the effects will occur.

An object with two animations

Copy Animations with the Animation Painter

In some cases, you may want to apply the same effects to more than one object. You
can do that by copying the effects from one object to another using the Animation
Painter.

1. Click on the object that has the effects that you want to copy.
2. From the Animations tab, click the Animation Painter command.

The Animation Painter command

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3. Click on the object that you want to copy the effects to. The effects will be applied to the
object.

After copying the effects

Reorder the Animations:

1. Select the number of the effect that you want to change.

Selecting an effect

2. From the Animations tab, click the Move Earlier or Move Later commands to change
the ordering.

Moving the effect later

Preview Animations:

Any animation effects that you have applied will show up when you play the slide show.
However, you can also quickly preview the animations for the current slide without
viewing the slide show.

1. Navigate to the slide that you want to preview.

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2. From the Animations tab, click the Preview command. The animations for the current
slide will play.

Previewing the animations

The Animation Pane

The Animation Pane allows you to view and manage all of the effects that are on the
current slide. You can modify and reorder effects directly from the Animation Pane,
which is especially useful when you have a large number of effects.

1. From the Animations tab, click the Animation Pane command.

Opening the Animation Pane

2. The Animation Pane will open on the right side of the window. It will show all of the
effects for the current slide in the order that they will appear.

The Animation Pane

Reorder Effects from the Animation Pane:

1. On the Animation Pane, click and drag an effect up or down.

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 Dragging an effect to change the order

2. The effects will reorder themselves.

Preview Effects from the Animation Pane:

1. From the Animation Pane, click the Play button.

The Play button

2. The effects for the current slide will play. On the right side of the Animation Pane, you
will be able to see a timeline that shows the progress through each effect.

The timeline shows which effect is playing

If the timeline is not visible, click the drop-down arrow for an effect and select Show
Advanced Timeline.

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 Change an Effect's Start Option:

By default, an effect starts playing when you click the mouse during a slide show. If you
have multiple effects, you will need to click multiple times to start each effect individually.
However, by changing the start option for each effect, you can have effects that
automatically play at the same time or one after the other.

1. From the Animation Pane, select an effect. A drop-down arrow will appear next to the
effect.

The drop-down arrow for an effect

2. Click the drop-down arrow. You will see three start options:
o Start on Click: This will start the effect when the mouse is clicked.
o Start With Previous: This will start the effect at the same time as the previous
effect.
o Start After Previous: This will start the effect when the previous effect ends.
3. Select the desired start option.

When you preview the animations, all of the effects will play through automatically. To
test effects that are set to Start on Click, you will need to play the slide show.

Effect Options Dialog Box

From the Animation Pane, you can access the Effect Options dialog box, which
contains more advanced options that you can use to fine-tune your animations.

1. From the Animation Pane, select an effect. A drop-down arrow will appear next to the
effect.
2. Click the drop-down arrow and select Effect Options. The Effect Options dialog box will
appear.
3. From here, you can add various enhancements to the effect:
o Sound: Adds a sound effect to the animation.
o After animation: Changes the color or hides the object after the animation is
over.
o Animate text: If you are animating text, you can choose to animate it all at
once, one word at a time, or one letter at a time.

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 The Effect Options dialog box

Some effects have additional options that you can change. These will vary depending
on which effect you have selected.

Change the Effect Timing:

1. From the Effect Options dialog box, select the Timing tab.

Selecting the Timing tab

2. From here, you can add a delay before the effect starts, change the duration of the
effect, and control whether or not the effect repeats.

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 Changing the timing options
Inserting Videos

1. From the Insert tab, click the Video drop-down arrow and select Video from File.

Inserting a video from a file

2. Locate and select the desired video file and then click Insert.

The Insert Video dialog box

3. The video will be added to the slide.

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 The inserted video

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.

The Play/Pause button and the timeline

3. To jump to a different part of the video, click anywhere on the timeline.

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 Clicking on the timeline

If you are using an embedded video from a web site, you may need to click the Play
button in the Playback tab in order to view the video's playback controls (the Play button
is also located on the Format tab).

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.

Resizing the video

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.

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Trim the Video:

1. From the Playback tab, click the Trim Video command. The Trim Video dialog box will
appear.

The Trim Video command

2. Use the green and red handles to set the start time and end time.

Moving the green and red handles

3. To preview the video file, click the Play button.

Previewing the video

4. Adjust the green and red handles again if necessary, and then click OK.

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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.

Adjusting the Fade In

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.

Locating the desired part of the video

2. From the Playback tab, click Add Bookmark.

Adding a bookmark

3. A small circle will appear on the timeline to indicate the bookmark.

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 The new bookmark

4. You can now click the bookmark to jump to that location.

Remove a Bookmark:

1. Select the bookmark.

2. From the Playback tab, click Remove Bookmark. The bookmark will disappear.

Removing a bookmark

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.
• Hide While Not Playing: Hides the video when it is not playing.
• Loop until Stopped: Causes the video to repeat until it is stopped.

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 • 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.

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.

Adding a poster frame

5. The current frame will become the poster frame.

The new poster frame

If you would prefer to use a picture from your computer, you can select Image from file
from the menu.

Apply a Video Style:

1. Select the video. The Format tab will appear.

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 2. Select the Format tab.
3. In the Video Styles group, click the More drop-down arrow to display all the video
styles.

Viewing all of the available styles

4. Select the desired style.

Selecting a Video Style

5. The new style will be applied to the video.

The updated video

Insert a SmartArt Illustration:

1. Select the Insert tab.

2. Select the SmartArt command in the Illustrations group. A dialog box will appear.

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 The SmartArt Command

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 click OK.

Selecting a SmartArt graphic

To see more details about a graphic, click on any image, and a larger preview of the graphic
with additional text details will appear on the right side of the dialog box.

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.

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 The arrow 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.

Typing text into the task pane

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.

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.

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. Hoverthe mouse over Convert to SmartArt.

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 Converting text to SmartArt

3. Select the desired SmartArt graphic, or click More SmartArt Graphics at the bottom of
the menu to view more options.

You can also convert SmartArt back to text. Select your SmartArt, then click on the
SmartArt ToolsDesign tab. Click Convert, and select
Convert to Text. Converting SmartArt to text

Changing the Organization of a SmartArt Graphic

Add a Shape to a Graphic:

1. Select the graphic. The Design and Format tabs appear on

the Ribbon.

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 2. Select the Design tab.
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.

Adding a shape
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.

Promoting a shape

5. The shape will move one level higher or lower.

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 The promoted shape

You can also demote and promote shapes from within the task pane. With the insertion
point in the task pane, press the Tab key to demote a shape. Press the Backspace key
(or Shift-Tab) to promote a shape. It's a lot like creating an outline with a multilevel list
in Word 2010.

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.

Moving a shape up on the same level

5. The shape will move one space up or down.

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 The moved shape

Change the SmartArt Layout:

1. Select the graphic. The Design and Format tabs will appear on the Ribbon.
2. Click the Design tab.
3. In the Layouts group, click the Moredrop-down arrow to view all of the layouts.

Viewing the SmartArt layouts

4. Hover the mouse over each layout to see a live preview.

Selecting a new layout

5. Select the desired layout.

If the new layout is very different from the old one, some of your text may not show up. Before
selecting a new layout, check carefully to make sure no important information gets lost.

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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.

Viewing the SmartArt styles

4. Hover the mouse over each style to see a live preview.

Selecting a SmartArt style

5. Select the desired style.

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.

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 Selecting a new color scheme

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.

Rehearse and Record Slide Shows

PowerPoint 2010 offers you two useful options for rehearsing and preparing the timing and
delivery of your presentation in advance: Rehearse Timings and Record Slide Show.

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.

Rehearse Timings:

1. Select the Slide Show tab and locate the Set Up group.
2. Click the Rehearse Timings command. You will be taken to a full screen view of your
presentation.

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 The Rehearse Timings command

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.

Navigating to the next slide using the Recording toolbar

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.

Verifying the new slide timings

5. If you are satisfied with your timings, click Yes.

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.

The Recording toolbar

Recording Your Slide Show

The Record Slide Show feature is similar to the Rehearse Timings feature, but more
comprehensive. If you have a microphone for your computer, you can even record
voice-overnarration 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.

Record a Slide Show:

1. Click the Slide Show tab and locate the Set Up group.

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2. Click the Record Slide Show drop-down arrow.

The Record Slide Show command

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.

The Record Slide Show dialog box

5. Click Start Recording. Your presentation will open full screen.

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.

Navigating to the next slide using the Recording toolbar

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.

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 Slides with narration

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.

Using the laser pointer

Remove Narration or Timings from a Recorded Slide Show:

1. Click the Slide Show tab and locate the Set Up group.
2. Click the Record Slide Show drop-down arrow.
3. Hover your mouse over Clear.

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 Clearing timing on all slides
4. Select the desired option.

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 that others can view it
remotely. No matter how you choose to give your presentation, you can enhance it by
customizing your slide show to remove or reorder slides, or printing handouts to help
your audience take notes. All of these options can help you give a polished and
professional presentation.

Presenting Your 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 like. 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.

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.

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 Creating a video in the Save and Send tab

4. Click the drop-down arrow next to Computer and HD Displays to select the size and
quality of your video.

Selecting video size and quality

5. Select the drop-down arrow next to Recorded Timings and Narrations.

o 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.
o Choose Use Recorded Timings and Narrations if you have already recorded
timings and narrations and would like to use them in your video.

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 Selecting recorded timings and narration

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.

Saving the video

8. Click Save. A status bar will appear in the bottom right corner of the PowerPoint window
as PowerPoint creates your video. When the bar is completely green, your video is
ready to view, send, or upload.

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 The status bar making the time until the video is complete
The finished video uploaded to YouTube

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.

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.

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.

The Broadcast Slide Show command

3. Click Start Broadcast. A status bar will appear as PowerPoint prepares your broadcast.

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 The Broadcast Slide Show dialog box

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.

Copying the link for the broadcast

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.

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Ending the broadcast

Customizing Your Slide Show

Sometimes you might want to hide a slide while still keeping it in your presentation. For
instance, if you are presenting a 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.
You could also choose to create a shortened version of your slide show to present when you're
short on time. The Custom Slide Show feature allows you to create and name different
versions of your slide show with hidden or rearranged slides.

Create a Custom Show:

1. Select the Slide Show tab and locate the Start Slide Show group.
2. Click the Custom Slide Show command.

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.

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 Creating a new custom show

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.

Adding slides to the custom show

7. Click OK.
8. Select Close to exit or Show to view your custom show.

Closing the Custom Show dialog box

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.

The Hide Slide command

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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.

Create Handouts of a Presentation:

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

The Print tab in the Backstage view

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.

Selecting a handouts layout

5. Click the Print command.

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 Printing the handouts

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.

The Handout Master View command

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 Internet Basics

7.1 What is the Internet?

• The Internet, sometimes called simply "the Net," is a worldwide system of computer
networks - a network of networks in which users at any one computer can, if they have
permission, get information from any other computer (and sometimes talk directly to
users at other computers). The U.S. Department of Defense laid the foundation of the
Internet roughly 30 years ago with a network called ARPANET. But the general public
didn't use the Internet much until after the development of the World Wide Web in the
early 1990s.

• In 1957, the U.S. government formed the Advanced Research Projects Agency (ARPA),
a segment of the Department of Defense charged with ensuring U.S. leadership in
science and technology with military applications. In 1969, ARPA established
ARPANET, the forerunner of the Internet.

• ARPANET was a network that connected major computers at the University of

California at Los Angeles, the University of California at Santa Barbara, Stanford
Research Institute, and the University of Utah. Within a couple of years, several other
educational and research institutions joined the network.

• In response to the threat of nuclear attack, ARPANET was designed to allow continued
communication if one or more sites were destroyed. Unlike today, when millions of
people have access to the Internet from home, work, or their public library, ARPANET
served only computer professionals, engineers, and scientists who knew their way
around its complex workings.

7.2 What is the World Wide Web?

• The World Wide Web came into being in 1991, thanks to developer Tim Berners-Lee
and others at the European Laboratory for Particle Physics, also known as Conseil
European pour la Recherche Nucleure (CERN). The CERN team created the protocol
based on hypertext that makes it possible to connect content on the Web with
hyperlinks. Berners-Lee now directs the World Wide Web Consortium (W3C), a group of
industry and university representatives that oversees the standards of Web technology.

• Early on, the Internet was limited to noncommercial uses because its backbone was
provided largely by the National Science Foundation, the National Aeronautics and
Space Administration, and the U.S. Department of Energy, and funding came from the
government. But as independent networks began to spring up, users could access
commercial Web sites without using the government-funded network. By the end of
1992, the first commercial online service provider, Delphi, offered full Internet access to
its subscribers, and several other providers followed.

• In June 1993, the Web boasted just 130 sites. By a year later, the number had risen to
nearly 3,000. By April 1998, there were more than 2.2 million sites on the Web.

• Today, the Internet is a public, cooperative, and self-sustaining facility accessible to

hundreds of millions of people worldwide. Physically, the Internet uses a portion of the

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 total resources of the currently existing public telecommunication networks. Technically,
what distinguishes the Internet is its use of a set of protocols called TCP/IP (for
Transmission Control Protocol/Internet Protocol). Two recent adaptations of Internet
technology, the intranet and the extranet, also make use of the TCP/IP protocol.

• For many Internet users, electronic mail (e-mail) has practically replaced the Postal
Service for short written transactions. Electronic mail is the most widely used application
on the Net. You can also carry on live "conversations" with other computer users, using
Internet Relay Chat (IRC). More recently, Internet telephony hardware and software
allows real-time voice conversations.

• The most widely used part of the Internet is the World Wide Web (often abbreviated
"WWW" or called "the Web"). Its outstanding feature is hypertext, a method of instant
cross-referencing. In most Web sites, certain words or phrases appear in text of a
different color than the rest; often this text is also underlined. When you select one of
these words or phrases, you will be transferred to the site or page that is relevant to this
word or phrase. Sometimes there are buttons, images, or portions of images that are
"clickable." If you move the pointer over a spot on a Web site and the pointer changes
into a hand, this indicates that you can click and be transferred to another site.

• To view files on the Web, you need Web browsing software. You use this software to
view different locations on the Web, which are known as Web pages. A group of Web
pages is a Web site. The first page of a Web site is often called the home page.

• Just as each household in the world has a unique address, each Web page in the world
has a unique Internet address, sometimes called a URL. For example, the Internet
address of the Windows home page is http://www.microsoft.com/windows.

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 Dr.MCR HRD INSTITUTE

Terms to Be Familiar With:

• Browser--Contains the basic software you need in order to find, retrieve, view, and send
information over the Internet.
• Download--To copy data from a remote computer to a local computer.
• Upload—To send data from a local computer to a remote computer.
• E-mail - E-mail (electronic mail) is the exchange of computer-stored messages by
telecommunication. E-mail can be distributed to lists of people as well as to individuals.
However, you can also send non-text files, such as graphic images and sound files, as
attachments sent in binary streams.
• Filter - Software that allows targeted sites to be blocked from view. Example: X-Stop,
AOL@School
• Home Page - The beginning "page" of any site.
• HTML (HyperText Markup Language) - The coding language used to create
documents for use on the World Wide Web. There are three-letter suffixes used in
coding that help to identify the type location one is viewing
• HTTP (HyperText Transport Protocol) - the set of rules for exchanging files (text,
graphic images, sound, video, and other multimedia files) on the World Wide Web.
Relative to the TCP/IP suite of protocols (which are the basis for information exchange
on the Internet), HTTP is an application protocol.
• Hypertext - Generally any text that contains "links" to other text.
• Search Engine - A web server that collects data from other web servers and puts it into
a database (much like an index), it provides links to pages that contain the object of your
search.
• TCP/IP -- TCP/IP (Transmission Control Protocol/Internet Protocol) is the basic
communication language or protocol of the Internet. It can also be used as a
communications protocol in a private network (either an intranet or an extranet). When
you are set up with direct access to the Internet, your computer is provided with a copy
of the TCP/IP program just as every other computer that you may send messages to or
get information from also has a copy of TCP/IP.
• URL (Uniform Resource Locator) - The Internet address. The prefix of a URL
indicates which area of the Internet will be accessed. URLs look differently depending
on the Internet resource you are seeking.
• WWW (World Wide Web) - A technical definition of the World Wide Web is: all the
resources and users on the Internet that are using the Hypertext Transfer Protocol
(HTTP).

7.3 What is a Web Browser?

A Web browser contains the basic software you need in order to find, retrieve, view, and send
information over the Internet. This includes software that lets you:

• Send and receive electronic-mail (or e-mail) messages worldwide nearly instantaneously.
• Read messages from newsgroups (or forums) about thousands of topics in which users
share information and opinions.
• Browse the World Wide Web (or Web) where you can find a rich variety of text, graphics,
and interactive information.

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The most popular browsers are Microsoft Internet Explorer and Netscape Navigator .
The appearance of a particular Web site may vary slightly depending on the browser you use.

Exploring the Internet using Microsoft Internet Explorer

Start Internet Explorer by double-clicking the icon on your desktop.

Internet Explorer opens to the homepage set as the default.

7.4 Toolbars

The Microsoft Internet Explorer toolbar consists of buttons that are shortcuts for menu
commands. They make browsing faster and easier.

Internet Explorer 5.5 Standard Buttons Toolbar:

• Back. Lets you return to pages you've viewed, beginning with the most recent. Right-click
the Back button and select from a list of recently visited sites.

• Forward. Lets you move forward through pages you've viewed using the Back button.
Right-click the Forward button and select from a list of recently visited sites.

• Stop. Halts the process of downloading a Web page. Click this if you want to stop
downloading a page for any reason for example, if you're having trouble downloading it or if
you don't want to wait for it to download. Then try downloading it again or browse elsewhere.

• Refresh. Updates any Web page stored in your disk cache with the latest content. When
you return to a page that you've visited, your browser displays the file stored in your disk
cache, rather than the current page on the World Wide Web. If a web page doesn't come up
the whole way or is taking abnormally long to load, try the Refresh or Reload button -
sometimes this will load the page better.

• Home. Returns you to your home page. You can designate any Web page as your home
page.

• Search. Displays a choice of popular Internet search engines in the left pane. Your search
results appear in the left pane, too. When you click a link, the page appears in the right
pane, so you don't lose sight of your search results.

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• Favorites. Displays a list of the sites you have marked. Click any item in the list to jump to
it.

• History. Shows a list of Web sites you've visited.

• Mail. Connects you to the Microsoft Outlook Express messaging and collaboration client so
you can read e-mail and newsgroup messages.

• Print. Prints the page you're viewing. This is one way to save information from the Internet
so that you don't have to reconnect to view it again. You can even print the URL associated
with each hyperlink, making it easy to navigate to the site later.

• Edit. Opens a file in the Microsoft Word word processor that contains the HTML code for the
page you're viewing so you can see and even edit it.

• Discussion. Access a discussion server.

• Messenger. Opens Windows Messenger.
• Media. Displays a list of audio and video media options using Real Player or the Windows
Media Player.

7.5 What is a URL?

Every server on the Internet has an IP number, a unique number consisting of 4 parts separated
by dots. The IP number is the server's address. 165.113.245.2 128.143.22.55

However, it is harder for people to remember numbers than to remember word combinations.
So, addresses are given "word-based" addresses called URLs. The URL and the IP number are
one and the same.

The standard way to give the address of any resource on the Internet that is part of the World
Wide Web (WWW). A URL looks like this:

http://www.matisse.net/seminars.html
telnet://well.sf.ca.us
gopher://gopher.ed.gov/

The URL is divided into sections:

transfer/transport protocol :// server (or domain). generic top level domain/path/filename

The first part of a URL defines the transport protocol.

http:// (HyperText Transport Protocol) moves graphical, hypertext files

ftp:// (File Transfer Protocol) moves a file between 2 computers
gopher:// (Gopher client) moves text-based files

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news: (News group reader) accesses a discussion group
telnet:// (Telnet client) allows remote login to another computer

Here's an example:

http://www.vrml.k12.la.us/tltc/mainmenu.htm

• http is the protocol

• www.vrml.k12.la.us is the server
• tltc/ is the path
• mainmenu.htm is the filename of the page on the site

• You do not have to enter http:// , most browsers will add that information when you press
Enter or click the button at the end of the Address Bar.

• To view recently visited Web sites, click the down arrow at the end of the address field.

• When you start typing a frequently used Web address in the Address bar, a list of similar
addresses appears that you can choose from. And if a Web-page address is wrong, Internet
Explorer can search for similar addresses to try to find a match.

• The URL must be typed correctly. If you get a “Server Does Not Have A DNS Entry”
message, this message tells you that your browser can't locate the server (i.e. the computer
that hosts the Web page). It could mean that the network is busy or that the server has been
removed or taken down for maintenance. Check your spelling and try again later.

7.6 What are Domains?

Domains divide World Wide Web sites into categories based on the nature of their owner, and
they form part of a site's address, or uniform resource locator (URL). Common top-level
domains are:

.com—commercial enterprises .mil—military site

.org—organization site (non-profits, etc.) .int—organizations established by international treaty
.net—network .biz—commercial and personal
.info—commercial and personal
.gov—government organizations .name—personal sites

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Additional three-letter, four-letter, and longer top-level domains are frequently added. Each
country linked to the Web has a two-letter top-level domain, for example .fr is France, .ie is
Ireland.

7.7 Home Page & History

Go to Tools on the menu bar and click Internet Options. The following window opens with the
General tab active.

To Set the Home page:

1. With the desired home page active in the web browser
window, click Use Current. The URL is placed in the
Address field.
2. Click Apply to set the new home page.
3. Click OK to close the Internet Options box.

To Make Changes to History:

1. Specify the number of days pages are to be kept in
history.
2. Click on Clear History to remove all web pages visited
since last cleared.

7.8 The Cache

When you explore the World Wide Web, your browser keeps track of the pages you've visited
and saves them on your hard disk so they'll load faster when you return to them. This saves you
time and money because you can view the saved pages without being connected to the
Internet. The saved files, your "Temporary Internet Files", are stored in your disk cache.

To Empty your Disk Cache

When you browse, your disk cache can fill up with files you no longer need. Here's how to
empty your Internet Explorer disk cache.

For Internet Explorer 5.0 or higher:

1. On the Tools menu of your Internet Explorer toolbar, click Internet Options.
2. Click the General tab.
3. In the Temporary Internet Files area, click Delete Files, and then click OK.
4. Click OK to close Internet Options.

To Change the Size of your Internet Explorer Disk Cache

You can change the amount of hard-disk space reserved for your disk cache. A larger disk
cache may display previously visited pages faster, but it will decrease the amount of hard-disk
space available for other files. Here's how to set the size of your disk cache.

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For Internet Explorer 5.0 or higher:
1. On the Tools menu of your Internet Explorer toolbar, click Internet Options.
2. Click the General tab.
3. In the Temporary Internet Files section, click Settings.
4. In the Temporary Internet Files Folder section, drag the arrow on the Amount of Disk
Space to Use slider to the percentage of disk space you want designated for your disk
cache, and click OK.
5. Click OK to close Internet Options.

Marking Frequently Accessed Sites

Links Toolbar

Use the Links Toolbar to keep track of sites that are visited frequently or need to be accessed
quickly.
There are several ways to add a link to the Links Toolbar.

1. Go to the web page you want linked.

2. On the Internet Explorer title bar or in the Address field, left click on the icon, hold the
click and drag the link from the title bar to the Links toolbar. Notice there is now a
bold I beam. Release the mouse and the link is inserted on the toolbar.

3. To add the same link to Favorites,

click the Favorites button on the
Standard Buttons toolbar. The
window splits in half with Favorites
on the left and the web page
currently being viewed on the right.

• Left click, hold and drag the link

from the Links toolbar into the
Favorites window.
• Release the mouse.The link is now
placed in Favorites.

7.9 Favorites

Go to Favorites on the menu bar. To add a link to the

Favorites folder click Add to Favorites. The following
window opens.

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 • Click the OK button and the name of the currently displayed page will be added as the
last item on the favorite list without putting it in a folder.
• To place the displayed page in an existing folder, click on the desired folder in the
Create in: field and then click the OK button.
• Create a new folder. Click the New Folder… button. The following Create New Folder
window opens. Type the name for the new folder in the Folder name: field. Click the OK
button.

Create a Shortcut on the Desktop

• Right click anywhere on the desired web

page (except over an image or link).
• A Pop-Up menu appears, click on Create
Shortcut.
• Click the OK button to place a shortcut to the
desired page on your desktop.

Organize Favorites

• Click Favorites on the menu bar and choose Organize Favorites.

• Drag and drop any link or folder to reposition it.
• Links can be dragged and dropped into folders.
• Highlight a link, click once on the link, then click on the Move to folder button. The
Browse for Folder window opens. Locate the desired folder to move the link into,
select the folder then click OK.
• Create a new folder by clicking on the Create Folder button.
• Rename folders by highlighting the appropriate folder then click the Rename button.
• Remove folders or links by highlighting and clicking the Delete button or the Delete key
on the keyboard.

Searching the World Wide Web

When you do what is called "searching the Web," you are NOT searching it directly. It is not
possible to search the WWW directly. The Web is the totality of the many web pages which
reside on computers (called "servers") all over the world. Your computer cannot find or go to
them all directly. What you are able to do through your computer is access one or more of
many intermediate search tools available now. You search a search tool's database or
collection of sites -- a relatively small subset of the entire World Wide Web. The search tool
provides you with hypertext links with URLs to other pages. You click on these links, and
retrieve documents, images, sound, and more from individual servers around the world.

There is no way for anyone to search the entire Web, and any search tool that claims that it
offers it all to you is distorting the truth.

7.10 How Do Search Engines Work?

Search Engines for the general web (like all those listed above) do not really search the World
Wide Web directly. Each one searches a database of the full text of web pages selected from

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the billions of web pages out there residing on servers. When you search the web using a
search engine, you are always searching a somewhat stale copy of the real web page. When
you click on links provided in a search engine's search results, you retrieve from the server the
current version of the page.

Search engine databases are selected and built by computer robot programs called spiders.
Although it is said they "crawl" the web in their hunt for pages to include, in truth they stay in one
place. They find the pages for potential inclusion by following the links in the pages they already
have in their database (i.e., already "know about"). They cannot think or type a URL or use
judgment to "decide" to go look something up and see what's on the web about it.

If a web page is never linked to in any other page, search engine spiders cannot find it. The only
way a brand new page - one that no other page has ever linked to - can get into a search
engine is for its URL to be sent by a human to the search engine companies as a request that
the new page be included. All search engine companies offer ways to do this.

After spiders find pages, they pass them on to another computer program for "indexing." This
program identifies the text, links, and other content in the page and stores it in the search
engine database's files so that the database can be searched by keyword and whatever more
advanced approaches are offered, and the page will be found if your search matches its
content.

Some types of pages and links are excluded from most search engines by policy. Others are
excluded because search engine spiders cannot access them. Pages that are excluded are
referred to as the "Invisible Web" -- what you don't see in search engine results. The Invisible
Web is estimated to be two to three or more times bigger than the visible web. For more
information about the Invisible Web and how to find and use the web "hidden" in it, please go to
the Library at the University of California at:
http://www.lib.berkeley.edu/TeachingLib/Guides/Internet/What .

7.11 Things to Be Cautious About on the Internet

• Accuracy: Be cautious not to believe everything on the Internet. Almost anyone can
publish information on the Internet, and some of it may be false. Check all information
for accuracy through additional reputable sources.

• Security: When sending information over the Internet, be prepared to let the world have
access to it. There are ways to gain access to anything that you send to anyone over
the Internet, including e-mail. confi- Be extremely cautious when sending
dential information to anyone.

• Copyright: Always give credit to the author of any information (including graphics)
found on the Internet. Often permission can be granted from an author to use their
material for educational purposes.

• Viruses/Worms: These usually destructive computer programs hide inside of innocent

looking programs, web pages and e-mail attachments. When triggered, often by the
date or time on the computer's internal clock or calendar, it executes a nuisance or
damaging function such as displaying a message on your screen, corrupting your files,

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or reformatting your hard disk. Today, worms access your e-mail address book and send
themselves automatically. Make sure you've got virus protection software installed and
that you update their "virus definition" files at least monthly.

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