Microsoft Office Training

Microsoft Office Training
05 April 2012
Microsoft Office
Agenda
How to create/save/open a document
Word
Outlook
Excel
Powerpoint
2012 Stefanini Proprietary and Confidential

Microsoft Office
Microsoft Office is a suite of administrative, communications and business

applications including:
Outlook
Word
Excel
and
PowerPoint

Microsoft Office
How to create/save/open a document
In all the Office applications, the menu button contains all the options
needed for creating, saving and opening a document.
New Create a new blank document. Keyboard shortcut

is Control+N
Open Open an existing document. Keyboard shortcut

is Control+O
Save Saves the document currently being viewed.

Keyboard shortcut is Control+S
The Menu button also contains Options for printing a document, sending it and for quitting
the Word application. In here, youll also find a list of the most recent documents viewed.

WORD

TechTeam Proprietary and Confidential
Microsoft Office
Introduction
Microsoft Word is a word processing software package. You can use it to type
letters, reports, and other documents. The interface is shown below:

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Word Interface
The Word interface is divided into:
You can use the menu to create a new file, open an existing file, save a file, and perform many other
tasks.
The Quick Access toolbar gives you with access to commands you frequently use. By default, Save,
Undo, and Redo appear on the Quick Access toolbar.
Tabs
The Ribbon Buttons
Dialog box
You use commands to tell Microsoft Word what to do. In Microsoft Word 2007, you use the Ribbon to
issue commands. The Ribbon is located near the top of the Word window, below the Quick Access
toolbar. At the top of the Ribbon are several tabs; clicking a tab displays several related command groups.
Within each group are related command buttons. You click buttons to issue commands or to access
menus and dialog boxes. You may also find a dialog box launcher in the bottom-right corner of a group.
When you click the dialog box launcher, a dialog box makes additional commands available.

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Text area and rulers
The Ruler
The ruler is found below the Ribbon. You can use the ruler to change the format of your document
quickly.
The Text Area
Just below the ruler is a large area

called the text area. You type your
document in the text area. The Vertical Scroll Bar
blinking vertical line in the upper-
left corner of the text area is the
cursor. It marks the insertion point.
As you type, your text displays at
the cursor location. Text area
Horizontal Scroll Bar

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Status and scroll bars

The Vertical and Horizontal and Vertical Scroll Bars
The vertical and horizontal scroll bars enable you to move up, down, and across your window simply by
dragging the icon located on the scroll bar. To move up and down your document, click and drag the
vertical scroll bar up and down. To move back and forth across your document, click and drag the
horizontal scroll bar back and forth. You won't see a horizontal scroll bar if the width of your document fits
on your screen.
The Status Bar
The Status bar appears at the very bottom of

your window and provides such information as
the current page and the number of words in
your document. You can change what displays
on the Status bar by right-clicking on the
Status bar and selecting the options you want
from the Customize Status Bar menu. You
click a menu item to select it. You click it again
to deselect it. A check mark next to an item
means it is selected.

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Understanding Document Views
In Word 2007, you can display your document in one of five views: Draft, Web
Layout, Print Layout, Full Screen Reading, or Online Layout.
Draft View is the most frequently used view. You use Draft view to quickly edit
your document.
Web Layout view enables you to see your document as it would appear in a
browser such as Internet Explorer.
Print Layout view shows the document as it will look when it is printed.
Reading Layout view formats your screen to make reading your document
more comfortable.
Outline View displays the document in outline form. You can display headings
without the text. If you move a heading, the accompanying text moves with it.
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Moving around the text area
To move around in the Text area, you can use the arrow keys. The left and
right arrows will jump over a character in their respective direction while the up
and down keys will move through the lines, one at a time.
Page down and Page up move through the text area one page at a time.
The Home key will return the cursor at the beginning of a line while the End
key will send it at the end.
Pressing Control and Home at the same time will return the cursor at the
beginning of a document. Pressing Control and End will do the exact
opposite, and send the cursor to the end of the document.
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Selecting text
The simplest way to select text in Word is to highlight it by clicking on the text
area and holding down the mouse button while dragging the cursor over the text
you want to select.
Using the keyboard, you have the following options of selecting a text:
Shift key pressing the Shift key has the same effect as clicking the mouse
button. Keeping the Shift key down and pressing the arrow keys or Home, End,
Page Up and Page Down will select text one character at a time, one line at a
time or one page at a time respectively.
Control key - pressing the Control key will allow you to select non-contiguous
part of the text. Keeping the Control key down while dragging the mouse cursor
over parts of the text will allow you to create multiple anchors and select them all
at the same time.
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Creating and deleting text
Text is generated by typing it in the text area using your keyboard.
When reaching the end of a line in Word, the cursor automatically moves to the
beginning of the next line. If you want to start a new paragraph, you simply need
to hit Enter. Word will create a new blank line marking the beginning of the new
paragraph.
To capitalize certain letters you will need to press the Shift key at the same time
when pressing the letter key. Another way to capitalize larger parts of a text is to
press the Caps Lock key. When the Caps Lock led is lit on the keyboard, all
typed characters are capitalized.
To delete characters youve typed, you can use the Backspace or Delete keys.
The Backspace key will delete characters left of the cursor while the Delete key
will delete characters positioned to the right.
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Cut and paste
You can move information from one place in a document to another place in the same or
different document by using the Cut and Paste features. The Office Clipboard is a storage
area. When you cut, Word stores the data you cut on the Clipboard. You can paste the
information that is stored on the Clipboard as often as you like.
You can do this by using the options on the Ribbon in the Clipboard section or you can use
the keyboard shortcuts:
Control+C after selecting the text you want to copy, press this key combination and the
text will be copied to the Clipboard
Control+V after selecting the location where you want to paste the copied text, press this
combination and the text will be copied from the Clipboard to that particular location
When pasting
Cotrol+X textselecting
after in anotherthelocation,
text youthe
wantPaste options
to cut, willcombination
this key appear will cut the text from
in
thethe lower right
document andcorner
place ittoinlet
theyou select the format of the pasted
Clipboard
text. Note that pictures, tables and other information can also
be cut and pasted in a Word document.
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Clipboard and AutoText
As you cut or copy, Word can store the information you have cut or
copied on the Clipboard in a hierarchy. Then each time you cut or
copy, the data you just cut or copied moves to the top of the
Clipboard hierarchy and the data previously at the top moves down
one level. When you choose Paste, the item at the top of the
hierarchy is the item Word pastes into your document. The
Clipboard can store up to 24 items. You can paste any item on the
Clipboard into your document by placing your cursor at the
insertion point, displaying the Clipboard pane, and then clicking the
item.
Information you store on the Clipboard is eventually lost. If you

want to store information permanently for reuse, use AutoText.
The AutoText options can be found in the Insert tab, under
Quick Parts. After highlighting a piece of text, you can add it to
the Quick Part Gallery and assign a shortcut to it. Afterwards,
all you need to do is to type the shortcut and press the F3
function key.
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Find and replace
If you need to find a particular word or phrase in your document, you can use the Find command. This
command is especially useful when you are working with large files. If you want to search the entire
document, simply execute the Find command. If you want to limit your search to a selected area, select
that area and then execute the Find command.
After you find the word or phrase you are searching for, you can replace it with new text by executing
the Replace command.
The Find option is in the Editing group, under the Home tab.
The Replace function can be accessed through the same Window.
The keyboard shortcut for the Find command is Control+F.
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Spelling and grammar checks
Word checks your spelling and grammar as you type. Spelling errors display with a red wavy
line under the word. Grammar errors display with a green wavy line under the error. In Word
2007, you can use the Review tab's Spelling & Grammar button to initiate a spell and
grammar check of your document.
The Spelling & Grammar checks can be found under the Review tab.
For words that are misspelled, Word will provide one or more suggestions. You can select to
change the misspelled word with one of the suggestions. Also, you can change all the words
that have been detected as misspelled in the document with the first suggestion in Words
dictionary.
Sometimes, in the case of proper names especially, Word will detect a word as not being in
the dictionary and mark it as a spelling error. However, if the word you typed is correct, you
can choose to ignore the spell check or to add it to Outlooks dictionary so that it wont be
highlighted in the future.
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Insert and overtype. Undo and Redo. Bold, Italic and Underline
To insert words or pieces of text in an existing paragraph, you will only need to select the starting
location with your cursor and start typing.
For overtyping a piece of text you can click on the Insert button on the status bar. The buttons name
will change to overtype. This means that the text you type in will be overwritten over the text which
already exists. To toggle between Insert and Overtype you can use the Insert key on your keyboard.
Note that selecting text and typing will replace the selected text with the one currently being typed.
Undo and Redo

You can quickly reverse most commands you execute by using Undo (Control+Z). If you then change
your mind again, and want to reapply a command, you can use Redo (Control+Y).
Bold, Italicize and Underline

When creating a document, you may need to emphasize particular words or phrases by bolding,
underlining, or italicizing. Also, certain grammatical constructs require that you bold, underline, or
italicize. For each type of format, you can simply use the Ribbon options in the Font category or you can
use the keyboard shortcuts:
Control+B Bolded characters (example: word)

Control+I - Italicized characters (example: word)
Control+U Underlined characters (example: word)
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Fonts
A font is a set of characters (text) represented in a single typeface. Each character within a
font is created by using the same basic style. In Microsoft Word, you can change the size
of your font.
Font size
The size of the fonts can be changed in the Font section of the Home tab. Font sizes are
calculated in points (there are 72 points in one inch).
Font size
Font type
Font type Font color

In Microsoft Word, you can change the font (the "family" of type you use for your text).
Font color
The fonts color can also be changed for highlighting certain parts of the document.
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Paragraphs spacing
When you type information into Microsoft Word, each time you press the Enter key Word
creates a new paragraph. You can format paragraphs. For example, you can indent the first
line of a paragraph, you can set the amount of space that separates paragraphs, and you
can align a paragraph left, right, center, or flush with both margins. Styles are a set of
formats you can quickly apply to a paragraph.
When creating a document, space is often used

to clearly identify where each paragraph begins
and ends. By default, Word may place slightly
more space between paragraphs than it does
between lines in a paragraph. You can increase
or decrease the amount of space that appears
before and after paragraphs by entering
amounts in the Before and After fields in the
Paragraph section of the Page Layout tab.
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Line spacing and first line / hanging indenting
Line spacing sets the amount of space between lines within a

paragraph. The spacing for each line is set to accommodate the largest
font on that line. If the lines include smaller fonts, there will appear to be
extra space between lines where the smaller fonts are located. At 1.5,
the line spacing is set to one-and-a-half times the single-space amount.
At 2.0, the line spacing is set to two times the single-space amount
(double space).
If you want to indent the first line of your paragraphs, you can use the
Paragraph dialog box to set the amount by which you want to indent. In
the Special Field of the Paragraph dialog box, you tell Word you want
to indent the first line by choosing First Line from the menu options. In
the By field, you tell Word the amount, in inches by which you want to
indent.
The hanging indent feature indents each line except the first line by the
amount specified in the By field.
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Align paragraphs
Microsoft Word gives you a choice of several types of alignments. Left-aligned text is flush with the left
margin of your document and is the default setting. Right-aligned text is flush with the right margin of your
document, centered text is centered between the left and right margins, and Justified text is flush with
both the left and right margins.
The types of alignments can be chosen in the paragraph section of the Home tab.
Also, keyboard shortcuts can be employed:
Right-aligned Control+R
Left-aligned Control+L
Center-aligned Control+E
Justified paragraph Control+J
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Bullets and numbering
In Microsoft Word, you can easily create bulleted or numbered lists of items. Several bulleting
and numbering styles are available, as shown in the examples. You can select the one you
wish to use.
N B
U U
M L
B L
E E
R T
S S
The bulleted or numbered lists can be created by selecting the text in the document and
selecting the style you wish to create your list. The options are found in the Paragraph
section.
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Page orientation.
Before you print your document, you may want to change the orientation of your pages.
There are two orientations you can use: portrait and landscape. Paper, such as paper sized 8
1/2 by 11, is longer on one edge than it is on the other. If you print in Portrait, the shortest
edge of the paper becomes the top of the page. Portrait is the default option. If you print
Landscape, the longest edge of the paper becomes the top of the page.
The Orientation options are located in the Page Layout tab.
Portrait Landscape
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Page size
Paper comes in a variety of sizes. Most business

correspondence uses 8 1/2 by 11 paper which is the default
page size in Word. If you are not using 8 1/2 by 11 paper,
you can use the Size option in the Page Setup group of the
Page Layout tab to change the Size setting.
To select the page size, follow the next steps:
1.Choose the Page Layout tab.
2. Click Size in the Page Setup group. A menu appears.
3. Select the page size you need.
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Margins and page numbers
Margins define the amount of white space that appears at the top, bottom,
left, and right edges of your document. The Margin option in the Page Setup
group of the Page Layout tab provides several standard margin sizes from
which you can choose.
Page numbers help you keep your document organized and

enable readers to find information quickly. You can add page
numbers to the top, bottom, or margins of your pages, and you
can choose where the numbers appear. For example, numbers
can appear at the top of the page, on the left, right, or center of
the page. Word also offers several number styles from which
you can choose
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Preview and print documents
Preview and Print Documents

When you have your margins, tabs, and so on the way
you want them, you are ready to print. In Word, You
can preview your document before you print. In the
Preview mode, you can review each page, view
multiple pages at the same time, zoom in on a page,
and access the Size, Orientation, and Margin options.
If you press the Zoom button while you are in Preview
mode, the Zoom dialog box appears. In the Zoom
dialog box you can set the sizes of the pages that
display as well as the number of pages that display.
When you are ready to print, you use the Print dialog
box. In the Print Range area, choose All to print every
page of your document, choose Current Page to print
the page you are currently on, or choose Pages to
enter the specific pages you want to print. Type the
pages you want to print in the Pages field. Separate
individual pages with commas (1,3, 13); specify a
range by using a dash (4-9).
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Outlook
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Introduction
Outlook is a software application used mainly for sending or receiving e-mails and
for scheduling meetings.
Before using the application, a profile must be set up. The following are the steps
which need to be performed in order to create an Outlook profile:
1.Open Control panel from the menu and switch to Classic view:
2.Double click on the Mail icon.

Microsoft Office
Profile creation
3. Click on the Show profiles button
4. Click Add
5. Select the name of the profile and click OK.
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Profile creation
6. Next, youll have to select the type of e-mail service you would like to use:
- POP (Post Office Protocol) this service type moves the e-mails from the
server to your computer. E-mails are deleted from the server once
downloaded
- IMAP (Internet Message Access Protocol) all changes done on the local
client (on the computer) are synchronized with the server and a copy of the
e-mails is kept on it
- Exchange Server service type used for companies. Once installed, it
becomes an integrated part of the Active Directory
Obviously, the option most commonly used in a company environment is the

Exchange one.
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Profile creation
7. You will need to enter the name of the server

and the user name and click Next
8. Upon clicking Finish, the profile will have

been created.
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Profile creation
9. There are two options for the way profiles are used:
a)Prompt for a profile to be used this is normally

used for computers that are accessed by multiple
users
b)Always use this profile Outlook will always use the
profile mentioned in this dropdown menu
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Outlook interface
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Microsoft Office
Menu bar
The Menu bar contains the following options:
File Open e-mail items, Save e-mail items, Work offline, Exit Outlook, etc.
Edit Copy, Paste, Mark as read/unread, Categorize
View various viewing pane options
Go Shortcuts to the main locations in the Outlook folders
Tools One of the most important tabs. Contains all the configuration options in Outlook and the
Send/Receive command
Actions All the options on the taskbar
Help Outlook version, Diagnostics tool and obviously Outlook Help
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Toolbars
The toolbar contains shortcuts for the most commonly used actions in Outlook
Reply to the Send an existing

Create new e-mail sender of an e-mail to another
or calendar entry e-mail addressee
Print an e- Reply to all the Search function (e-

mail people in an mails, calendar
message addressee list entries, contacts, etc.
The toolbar can be configured to contain more or less buttons, according to users
preferences.
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Navigation pane
The Navigation pane contains all the folders within the

mailbox, the Personal Folders, the archives and any
additional mailboxes that might be added to the users
account.
Folders marked with a plus sign can be expanded in

order to view subfolders.
In here, you can also find the number of unread items or

the total number of items in a folder, according to
preferences
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E-mail list. Preview pane
The message pane is where you can

view the e-mails in a folder.
It can be customized to contain

multiple categories, but the main
ones are:
From and To: The sender or the

receiver of an e-mail
Subject: The e-mails title
Received and Sent: Date and time

when an e-mail was sent or received
Also, the preview pane allows one to

read his e-mails without actually
opening them. An e-mail is shown in
the preview pane once it is
highlighted.
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E-mail list. Read/Unread
E-mails are usually received in the Inbox folder (unless other rules are active). To
check for e-mails, you need to synchronize Outlook with the Server by pressing the
Send/receive button.
As shown above, unread e-mails are shown in Bold font, while the ones which have
been read appear with normal font.
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Rules criteria
As mentioned before, e-mails received are usually found in the Inbox folder. Below
you can find the most common rules set up for changing this or for handling e-
mails:
- Move an e-mail to another folder by using a criterion (sender, size, subject, etc.)
- Move an e-mail to a .PST file (this not only moves the e-mail to another folder, but
it also removes it from the server and saves it on the computer)
- Delete an e-mail based on a criterion
- Forward an e-mail to another address
Note that e-mails can be subjected to rules when both sending and receiving
them.
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How to create a PST file to back-up your e-mails
Personal Folders (.PST): Stored on local C: or a network share drive. Used for
freeing up space on the exchange server, and for email backup purposes.
- Go to File\ New\ Outlook Data file

- Select Office Outlook Personal Folders File (.pst) and click OK
- You will then have to type in the name of the file and select its location
- The next screen allows you to select a name for the personal folder. The name chosen here will appear
in Outlooks Navigation Pane, in the folder list. In here you can also password protect your PST
- After creating the PST, it will appear in the Folder list and you will be able to start using it. At first, a
PST only contains two Folders: Deleted Items and Search folders, but this can be changed and other
folders can be created or copied into it.
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How to create an archive to free up server storage:
Archive Folders (.PST): Similar to a personal folder, except it is designed to be

written to automatically. You can assign this into the folder list just as you would a
personal folder.
The archiving options can be accessed through

Tools\Options\Other\Autoarchive
The main options are:
-The frequency for running the autoarchive process
-The location where e-mails are saved (the PST file)
-The criterion for archiving e-mails (set as the age an

e-mail has to have in order to be archived)
- Option for either moving the old e-mails to the archive or

simply deleting them for good
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When sending an e-mail, the following options are available:
Search for Attach

Send a contact a file
the adress
e-mail
(Alt+S)
Address on behalf of which the e-mail is
sent Importance and
Primary address(es) to which the e-mail is sent
Secondary address(es) to which the e-mail is sent
permissions
options
Address(es) which are hidden from anyone receiving the e-
mail
E-mails title
The body of the e-mail
Signature
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How to send an e-mail. Buttons description
The Attach button allows you to send files (pictures, Office files, other e-mail
messages, etc.) by attaching them to your message.
Files can be attached separately or embedded in the mail itself.
The Address Book is where all your contacts are kept. In here you can find the e-
mail addresses of the people you want to send messages to.
The importance and permissions tab allows you to prioritize the e-mails you send
and receive.
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Actual
calendar
Appointment
and reminder
list
Calendar
button
Task list
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How to set a reminder / create an appointment

A reminder can be set by double
clicking on the desired time
window in the reminder list. The
following screen will appear: In
here you can select a more
accurate time window for the
reminder and also the timer for
the notification (it can be set to
none, but you wont be notified of
the event).
The notification, as shown on the right, has options for Snooze

(reminder will be shown again at the specified time), Dismiss
(reminder is never shown again and Open item.
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How to set a reminder / create an appointment
To turn a reminder into an appointment, all you need to do is press the

Invite attendees button. This will add a new field where you can add the
e-mail addresses of the people you want to attend your meeting.
A useful tool for organizing

Outlook meetings is the
Scheduling assistant, which will
allow you to see if the meeting
overlaps with any others, to set
attendees as optional or
mandatory, etc.
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How a meeting invite is received
Meeting invites are received in the Inbox as e-mails. You will have the option to Accept a
meeting request, Propose a new time for the meeting, view the scheduled date and time
and decline a meeting request.
Accepting a request will move it to your Calendar.
Declining it will move it to the deleted folder. When declining a meeting request, you will be
asked to send a response to the sender.
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Troubleshooting steps
The following are the most common issues which occur while working with Outlook:
1.Mailbox is full. This occurs due to the fact that mailboxes have a maximum size
and once that size is reached, no e-mails can be sent or received.
This usually occurs when user does not have any auto archiving options set, has not
moved his e-mails to a PST or has not deleted old e-mails.
To check the size of the mailbox right click on

it and select Properties\ Folder Size.
If the size is equal or over the mailbox quota

(maximum allowed size), then the user
needs to delete or move his e-mails to a PST
file.
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Troubleshooting steps
2. User cannot send or receive e-mails
First of all, you must check if the user has access to the Internet.
If he does, you need to see if Outlook is not in Disconnected or Offline status. If this is true,
you need to go to File\Work Offline and uncheck this mark.
If neither of these are the causes, re-creating the profile can solve the issue in some cases.
Note that all rules set up in the users Outlook as well as the list of PST files will be lost and
will need to be reinstated.
3. If a user receives errors related to his PST or OST files, you can run the two related
commands from Windows: scanpst.exe and scanost.exe. The .ost file can also be deleted
as when Outlook starts, it will automatically recreate it.
4. For various other error messages and issues, the Diagnose Tool located in the Help
menu of Outlook is recommended as it does a series of tests and fixes that run
automatically.
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Excel
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Introduction
Microsoft Excel is an electronic spreadsheet. You can use it to organize your data into
rows and columns. You can also use it to perform mathematical calculations quickly. The
Excel interface is the one shown below:
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The Excel interface is divided just like other Microsoft Office 2007 applications into:
The Microsoft Office Button
You can use the menu to create a new file, open an existing file, save a file, and perform
many other tasks.
The Quick Access Toolbar

The Quick Access toolbar gives you with access to commands you frequently use. By
default, Save, Undo, and Redo appear on the Quick Access toolbar.
Tabs
Buttons
The Ribbon
Dialog box
You use commands to tell Microsoft Excel what to do. In Microsoft Excel 2007, you use the
Ribbon to issue commands. The Ribbon is located near the top of the Excel window, below
the Quick Access toolbar. At the top of the Ribbon are several tabs; clicking a tab displays
several related command groups. Within each group are related command buttons. You click
buttons to issue commands or to access menus and dialog boxes. You may also find a dialog
box launcher in the bottom-right corner of a group. When you click the dialog box launcher, a
53 dialog box makes additional commands available.

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Worksheets
Microsoft Excel consists of worksheets. Each

worksheet contains columns and rows. The columns
are lettered A to Z and then continuing with AA, AB, AC
and so on; the rows are numbered 1 to 1,048,576. The
number of columns and rows you can have in a
worksheet is limited by your computer memory and
your system resources.
The combination of a column coordinate and a row
coordinate make up a cell address. For example, the
cell located in the upper-left corner of the worksheet is
cell A1, meaning column A, row 1.
In Microsoft Excel, each workbook is

made up of several worksheets. Each
worksheet has a tab. By default, a
workbook has three sheets and they
are named sequentially, starting with
Sheet1. The name of the worksheet
appears on the tab.
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How to move around in a worksheet
By using the arrow keys, you can move around your worksheet. You can use the down arrow key to move
downward one cell at a time. You can use the up arrow key to move upward one cell at a time. You can
use the Tab key to move across the page to the right, one cell at a time. You can hold down the Shift key
and then press the Tab key to move to the left, one cell at a time. You can use the right and left arrow keys
to move right or left one cell at a time. The Page Up and Page Down keys move up and down one page at
a time. If you hold down the Ctrl key and then press the Home key, you move to the beginning of the
worksheet.
To quickly move to a cell, there are two options:
The Go To option (F5 or Cotrol+G)
The F5 function key or the Control+G shortcut access the "Go To" option. When using it, you are
prompted for the cell to which you wish to go. Enter the cell address, and the cursor jumps to that cell.
The Name Box
You can also use the Name box to go to a specific cell.

Just type the cell you want to go to in the Name box and then press Enter.
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The Status Bar
The Status bar appears at the very bottom of the Excel window and provides such
information as the sum, average, minimum, and maximum value of selected numbers.
You can change what displays on the Status bar by right-clicking on the Status bar and
selecting the options you want from the Customize Status Bar menu. You click a menu
item to select it. You click it again to deselect it. A check mark next to an item means the
item is selected.
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Microsoft Office
Select cells
If you wish to perform a function on a group of cells, you must first select those
cells by highlighting them. You can do this by pointing with the cursor at the
beginning of your selection and holding down the mouse button while moving to
the end of the selection.
You can also do it with the keyboard only by pressing the F8 function key, which
will anchor the cursor at the beginning of the selection.
For selecting particular or multiple areas in your worksheet, you can use the
Control and Shift keys.
Holding the Control key down will highlight all the cells or areas which you click on.
Holding the Shift key while clicking the end of the selection will select the entire
area, just like you would select the area by holding the mouse button down.
Holding both the Shift and the Control keys and pressing the left or right keys will
select the last cell which contains data on a row. Holding them and pressing the up
or down arrows will select the last cell which contains data on a column.
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Microsoft Office
Enter and edit data
To enter data in a cell you will need to first place the cursor in the cell in which you want to start
entering data. Type some data, and then press Enter. If you need to delete, press the
Backspace key to delete one character at a time.
In order to edit data, you can select a cell and press the F2 function key. Another way to edit a
cell is to double click it. If the cell contains a large text or a function, you can use the function
bar to edit it.
Formula bar
Note that selecting a cell and typing in it will replace the data already existing in it.
Information in a cell can be erased by selecting the cell and pressing the Delete key.
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Microsoft Office
Fonts and colors
Much like in Microsoft Word, the text in a worksheet can be formatted. Also, the
color of a cell can be changed as well.
The background color in a cell can be changed in

the Font options section. This can be used for
highlighting information in a sheet or a table. A
set of colors is presented at first, but more can be
selected from the More Colors menu.
The font menu acts just like in Microsoft

Word. The options available contain Font
type, Font size, Font style and Font color.
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Microsoft Office
Create Borders
You can use borders to make entries in your Excel worksheet stand out. You can
choose from several types of borders. When you press down arrow next to the
Border button , a menu appears. By making the proper selection from the
menu, you can place a border on the top, bottom, left, or right side of the selected
cells; on all sides; or around the outside border. You can have a thick outside
border or a border with a single-line top and a double-line bottom.
There is, of course, a large number of border styles which can be selected to fit
formatting needs.
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Microsoft Office
Alignment in a cell
When you type text into a cell, by default your entry

aligns with the left side of the cell. When you type Alignment
numbers into a cell, by default your entry aligns with options
the right side of the cell. You can change the cell
alignment. You can center, left-align, or right-align
any cell entry.
Before wrap After wrap When you type text that is too long to
fit in the cell, the text overlaps the
next cell. If you do not want it to
overlap the next cell, you can wrap
the text (the Wrap text button is
found in the Alignment category as
well).
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Microsoft Office
Rows and columns
Rows and columns can have their size changed, according to needs. This can be
done by simply dragging a columns or rows margin or by selecting the width
option. When you right click on a rows number or a columns letter, you can select
its width, measured in points. Selecting multiple rows or columns and changing
the size of one of them will automatically changes the size of the entire selection.
You can insert and delete columns and rows. When you delete a column, you
delete everything in the column from the top of the worksheet to the bottom of the
worksheet. When you delete a row, you delete the entire row from left to right.
Inserting a column or row inserts a completely new column or row.
To delete a row or a column, simply right click on it and select delete (or press D).
To insert a row or a column, right click on the location where you want it to appear
and select insert (or press the i key).
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Microsoft Office
Filter options
In Excel, a filter can be used to search and sort data in a sheet that contains a lot of
information. Filters can only be applied to columns.
The filter option can be found in the Data tab. It can

also be added to the quick-launch bar in case it is used
very often.
To use the filter option, you need to select the cell

which you want the filter to start at (all data below
that cell will be filtered) and click on the Filter
button.
A downward arrow will appear on the cell.
Clicking on this arrow will present the filter
options. You can alphabetize a list, sort a list from
lower to higher or the other way around, or select
certain values you need (this will present only the
row(s) which contain that value).
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Microsoft Office
Auto fill options
You can use Microsoft Excel to fill cells automatically with a series. For example, you can
have Excel automatically fill your worksheet with days of the week, months of the year, years,
or other types of series.
To auto fill cells with the days of the week for example, all you
need to do is write the name of a day in a cell and drag the cell
by its lower right corner on a row or a column. The cells which
are copied can contain the days of the week in succession, or
the same day copied. The actual behavior of the auto fill
function can be changed by using the auto fill options which will
appear in the same lower right corner of the last cell in the list.
Excel will also type ahead the same information contained in any of the cells above or below
the cell currently being edited if the beginning of the text matches it.
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Microsoft Office
Formulas
In Microsoft Excel, you can enter numbers and mathematical formulas into cells. Whether
you enter a number or a formula, you can reference the cell when you perform
mathematical calculations such as addition, subtraction, multiplication, or division. When
entering a mathematical formula, precede the formula with an equal sign (for example
=SUM).
All the functions available can

be accessed by clicking the formula button
on the formula bar. In here, you will also find
help for each function.
Note that clicking the check mark

on the Formula bar is similar to pressing
Enter. Excel records your entry but does not
move to the next cell.
65

PowerPoint
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Microsoft Office
Introduction
PowerPoint is a presentation software package. With PowerPoint, you can easily create slide
shows. Trainers and other presenters use slide shows to illustrate their presentations. The
PowerPoint interface is similar to the one below:
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Microsoft Office
The PowerPoint interface is divided just like other Microsoft Office 2007 applications into:
The Microsoft Office Button
You can use the menu to create a new file, open an existing file, save a file, and perform many other
tasks.
The Quick Access Toolbar

The Quick Access toolbar gives you with access to commands you frequently use. By default, Save,
Undo, and Redo appear on the Quick Access toolbar.
Tabs
Buttons
The Ribbon
Dialog box
You use commands to tell Microsoft PowerPoint what to do. In Microsoft PowerPoint 2007, you use the
Ribbon to issue commands. The Ribbon is located near the top of the PowerPoint window, below the
Quick Access toolbar. At the top of the Ribbon are several tabs; clicking a tab displays several related
command groups. Within each group are related command buttons. You click buttons to issue commands
or to access menus and dialog boxes. You may also find a dialog box launcher in the bottom-right corner
of a group. When you click the dialog box launcher, a dialog box makes additional commands available.
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Microsoft Office
Rulers, Status bar, Tabs and View buttons
Rulers
Rulers are vertical and horizontal guides. You use them to determine where you want to
place an object.
Slide
Placeholders Slides appear in the center of the window.

You create your presentation on slides.
Placeholders hold the objects in your slide.

You can use placeholders to hold text, clip
art, charts, and more.
You can use the notes area to creates

Notes
notes to yourself. You can refer to these
notes as you give your presentation.
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Microsoft Office Status bar, Tabs and View buttons
Slides Outline
tab tab
Status
bar View buttons Zoom
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Microsoft Office
Status bar, Tabs and View buttons
The Status bar generally appears at the bottom of the window. The Status bar displays the number of
the slide that is currently displayed, the total number of slides, and the name of the design template in
use or the name of the background.
The Outline tab displays the text contained in your presentation. The Slides tab displays a thumbnail of
all your slides. You click the thumbnail to view the slide in the Slide pane.
The View buttons appear near the bottom of the screen. You use the View buttons to change between
Normal view, Slider Sorter view, and the Slide Show view.
Normal View Normal view splits your screen into three major sections: the Outline and Slides tabs, the
Slide pane, and the Notes area.
Slide Sorter View Slide Sorter view shows thumbnails of all your slides. In Slide Sorter view, you can
easily add, delete, or change their order of your slides.
Slide Show Use the Slide Show view when you want to view your slides, as they will look in your final
presentation.
Zoom allows you to zoom in and zoom out on the window. Zooming in makes the window larger so you
focus in on an object. Zooming out makes the window smaller so you can see the entire window.
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Microsoft Office
Creating a Slide
You create your PowerPoint presentation on slides. You use layouts to organize the content on each
slide. PowerPoint has several slide layouts from which to choose.
When you start PowerPoint, PowerPoint displays the title slide in the Slide pane. You can type the title of
your presentation and a subtitle on this slide. If you do not wish to use the title slide, click the Delete
Slide button in the Slides group on the Home tab.
After completing your title slide, you can create additional slides. To
create a new slide:
1.Choose the Home tab.
2.Click the New Slide button in the Slides group. The Office
Theme dialog box appears and displays several layout templates.
3.Click the layout you want. The layout appears in the Slide pane of
the PowerPoint window.
4.To add text, click inside the placeholder and type.
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Microsoft Office
Applying a theme and a background
A theme is a set of colors, fonts, and special effects. Themes provide attractive backgrounds
for your PowerPoint slides. To apply a theme, perform the following steps:
Choose the Design tab click the More button in the Themes group.
You can add a dramatic effect to your theme by applying a background. To apply a
background, go to the Design tab and click on the Background Styles button
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Microsoft Office
Run a PowerPoint slide show
After you create your slides, you can run your slide show. This is done by
pressing the F5 function key or by choosing the Slide Show tab and clicking
the From Beginning button in the Start Slide Show group.
The following are the actions you can perform while in the slide show and how to do them:
Go to the next slide Press the Right Arrow key

Press the Enter key
Press the Page Down key
Left-click the slide
Go to the previous slide Press the Left Arrow key

Press the Backspace key
Press the Page Up key
End the slide show and Press the Esc key

return to PowerPoint
74

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How to create/save/open a document

2012 Stefanini Proprietary and Confidential

Microsoft Office is a suite of administrative, communications and business

2012 Stefanini Proprietary and Confidential

How to create/save/open a document

New Create a new blank document. Keyboard shortcut

Open Open an existing document. Keyboard shortcut

Save Saves the document currently being viewed.

2012 Stefanini Proprietary and Confidential

2012 Stefanini Proprietary and Confidential

2012 Stefanini Proprietary and Confidential

The Word interface is divided into:

The Ribbon Buttons

2012 Stefanini Proprietary and Confidential

Text area and rulers

The Text Area

Just below the ruler is a large area

Horizontal Scroll Bar

Status and scroll bars

The Status Bar

The Status bar appears at the very bottom of

2012 Stefanini Proprietary and Confidential

Understanding Document Views

2012 Stefanini Proprietary and Confidential

Moving around the text area

2012 Stefanini Proprietary and Confidential

2012 Stefanini Proprietary and Confidential

Creating and deleting text

Text is generated by typing it in the text area using your keyboard.

2012 Stefanini Proprietary and Confidential

Cut and paste

2012 Stefanini Proprietary and Confidential

Clipboard and AutoText

Information you store on the Clipboard is eventually lost. If you

2012 Stefanini Proprietary and Confidential

Find and replace

The Replace function can be accessed through the same Window.

The keyboard shortcut for the Find command is Control+F.

2012 Stefanini Proprietary and Confidential

Spelling and grammar checks

2012 Stefanini Proprietary and Confidential

Undo and Redo

Bold, Italicize and Underline

Control+B Bolded characters (example: word)

2012 Stefanini Proprietary and Confidential

Font type Font color

2012 Stefanini Proprietary and Confidential

When creating a document, space is often used

2012 Stefanini Proprietary and Confidential

Line spacing and first line / hanging indenting

Line spacing sets the amount of space between lines within a

2012 Stefanini Proprietary and Confidential

Also, keyboard shortcuts can be employed:

Justified paragraph Control+J

2012 Stefanini Proprietary and Confidential

Bullets and numbering

2012 Stefanini Proprietary and Confidential

The Orientation options are located in the Page Layout tab.

2012 Stefanini Proprietary and Confidential

Paper comes in a variety of sizes. Most business

To select the page size, follow the next steps:

1.Choose the Page Layout tab.

2. Click Size in the Page Setup group. A menu appears.