Basic MS office skills

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A project Report on Microsoft Excel and Word

MS Office : 

MS Office MS- Office is an application software, which is used to recording, manipulating, presenting reporting and store the data in a organized manner. It Graphic User Interface based software, which make very easier to work on text, numeric and graphical data.MS- Office includes MS-word, Excel, Power Point, MS-Out look. Now a days, MS-Office is the most powerful usable program, it has enhanced used in business, education and other sector.Its extreme feature makes very easy to deal with mathematical, statistical, financial function

MS Office Tools : 

MS Office Tools MS Word Ms word is the word processing program of the ms office, which allow to create document and Report.Computer were first develop to perform arithmetic operations such as adding and subtracting-in other word, to process numbers. However, it soon become apparent that computers could also be vary useful in manipulating text to produce documents such as memos, class notes, letters, term papers, and other written text. Not only could computers process numbers-they could also process words. Word processing possible to correct an error, change word re arrange the sequence, adjust format. The feature of the MS-Word are word wrap, deleting text, insert text, moving & copying text, spell check, appearance, table, file management etc. MS Power Point This topic explains the importance of MS-Power Point in today’s fast moving world. It gives a brief note on the features in MS-Power Point and teaches the basics in developing a Power Point Presentation. Presentations can be used to display diverse information in a clear and concise manner. MS Access Microsoft Access is a relational database management system from Microsoft. It can use data stored in Access/Jet, SQL Server, Oracle, or any ODBC-compliant data container. Skilled software developers and data architects use it to develop powerful, complex application software. Relatively unskilled programmers and non-programmer "power users" can use it to build simple applications without having to deal with features they don't understand. It supports substantial object-oriented (OO) techniques but falls short of being a fully OO development tool. Microsoft Access was also the name of a communications program from Microsoft, meant to compete with ProComm and other programs. It proved a failure and was dropped. Years later they reused the name for their database software. MS Outlook Microsoft Outlook 2000 is the window massaging system, it includes customizable email, scheduling, task and contact tasking tools. Its helps to do the work systematically and efficiently.

MS Excel : 

MS Excel

MS Excel : 

MS Excel Microsoft Excel is a spreadsheet program that is designed to record and analyze numbers and data. Excel is very widely used for accounting and financial purposes. A spreadsheet is a highly interactive computer program that consists number of columns and rows. The intersection of each columns and rows is called cell, in which store data. Each cell its own identification, such as top left cell named as A1 and below of A1 is A2,right cell of A1 is B1 and so on. Active Cell(A1) Cell (D3) Work sheet Scroll bar Spread sheet program are developed to automate task such as technical calculations, statistics, mathematics, analyzing data etc. they also have powerful program graphical presentation of numeric data.

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Excel has multiple sheets, that collection of pages are called Workbook. A worksheet contains 256 columns and 8192 rows. Title bar Formatting tool bar Standard tool bar Manu bar The Menu bar is directly below the Title bar. The menu begins with the word File and continues with Edit, View, Insert, Format, Tools, Data, Window, and Help. You use a menu to give instructions to the software. . It can be invoked either by a mouse click or the Alt Key from the keyboard. Function bar Status bar Tool Bars Contain buttons for some commonly performed tasks. The commands can be activated by a mere mouse-click. Title bar, which is located at the very top of screen. On the Title bar, Microsoft Excel displays the name of the workbook you are currently using, and also has the window control buttons to either close or minimize the program.

HOW TO START AND PUT DATA ON EXCEL : 

HOW TO START AND PUT DATA ON EXCEL Open excel fileTo open a MS Excel file, you may click on Start bottom, move to all program and then open MS Office and chose MS Excel. Another way to find MS Excel is, click right bottom of mouse in the screen, select new and chose excel file out of list. Selecting cellPlace the cursor in cell A1 Press the F8 key. This anchors the cursor. Note: that "EXT" appears on the Status bar in the lower right corner of the screen. You are in the Extend mode. Click in cell F5. Cells A1 to F5 should now be highlighted. Press Esc and click anywhere on the worksheet to clear the highlighting. Entering DataPlace the cursor in cell., Type Any text, let Amit Gupta. The Backspace key erases one character at a time. Erase" Amit Gupta" by pressing the backspace key until Gupta is erased. Press Enter. The name “Amit " should appear in cell . Making Numeric EntriesIn Microsoft Excel, you can enter numbers and mathematical formulas into cells. When a number is entered into a cell, you can perform mathematical calculations such as addition, subtraction, multiplication, and division. When entering a mathematical formula, precede the formula with an equal sign.

File : 

File Changing a single column width by draggingPlace the cursor on the line between the b and c column headings. The cursor should look like the one displayed here, with two arrows. Move your mouse to the right while holding down the left mouse button. The width indicator appears on the screen. Release the left mouse button. NEW FILE (Ctrl+N)This is for opening a new Excel sheet or for creating a new template. Click on the new button on the standard toolbar. The alternative way to open a new file is to select file, new from the menu bar. OPEN (Ctrl+O) In our Microsoft Office program, click File, and then click Open. In the Look in list, click the drive, folder, or Internet location that contains the file you want to open. In the folder list, locate and open the folder that contains the file. Click the file, and then click Open.

save a file to another format on the file menu, click save as. in the file name box, enter a new name for the file. click the save as type drop-down list, and then click the file format that you want the file saved in. click save. save files automatically while workingon the tools menu, click options, and then click the save tab. select the save auto recover info every check box. in the minutes box, enter the interval for how often you want to save files. the more frequently your files are saved, the more information is recovered if there is a power failure or similar problem while a file is open speed up saving a fileon the tools menu, click options, and then click the save tab. to save only the changes to a file, select the allow fast saves check box, and then continue to save as you work on the file. to save a complete file, clear the allow fast saves check box when you finish working on the file, and then save it one last time. a full save occurs when this check box is clear. file searchon the tools menu, click options, and then click the save tab. to save only the changes to a file, select the allow fast saves check box, and then continue to save as you work on the file. to save a complete file, clear the allow fast saves check box when you finish working on the file, and then save it one last time. a full save occurs when this check box is clear. : 

SAVE (Ctrl + S)On the File menu, click Save. Note  If you're saving the file for the first time, you'll be asked to give it a name Save a copy of a fileOn the File menu, click Save As. In the File name box, enter a new name for the file. Click Save.TO SAVE THE COPY IN A DIFFERENT FOLDER Click a different drive in the Save in drop-down list or a different folder in the folder list, or both. To save the copy in a new folder, click Create New Folder . DELETE Select file, then select Close to close the document. If you haven’t saved the latest changes, you will be asked if you want to save the changes you have made in the document. Click yes, and the document window closes. You can also close a document by clicking the close window icon (`) at the right hand end of the menu bar. Take care which close (`) icon you click, because the one in the top right corner will close the MS-Excel package as well. save a file to another format on the file menu, click save as. in the file name box, enter a new name for the file. click the save as type drop-down list, and then click the file format that you want the file saved in. click save. save files automatically while workingon the tools menu, click options, and then click the save tab. select the save auto recover info every check box. in the minutes box, enter the interval for how often you want to save files. the more frequently your files are saved, the more information is recovered if there is a power failure or similar problem while a file is open speed up saving a fileon the tools menu, click options, and then click the save tab. to save only the changes to a file, select the allow fast saves check box, and then continue to save as you work on the file. to save a complete file, clear the allow fast saves check box when you finish working on the file, and then save it one last time. a full save occurs when this check box is clear. file searchon the tools menu, click options, and then click the save tab. to save only the changes to a file, select the allow fast saves check box, and then continue to save as you work on the file. to save a complete file, clear the allow fast saves check box when you finish working on the file, and then save it one last time. a full save occurs when this check box is clear.

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PAGE SETUP AND PRINT PREVIWOn the File menu, click Page Setup you can chose he print option, Determine whether to print landscape or portrait. If you print portrait on an 8 1/2 by 11 sheet of paper, the length across the top of your page will be 8 1/2 inches. If you print landscape on an 8 1/2 by 11 sheet of paper, the length across the top of your page will be 11 inches. Scale your document :If your data is small in comparison to the page, you may want to scale upward so the data fills the entire page. If your data is too large to fit on the page, you may want to scale downward. Specify how many pages wide and how many pages long you want your printed document to be. Select the paper size and print quality. Set the first page number. If you choose the Margins tab, you can: Set the size of your margins including your header and footer margins. Center your spreadsheet horizontally and/or vertically on the page If you choose the Header/Footer tab, you can select headers and footers. A header is text that appears at the top of every page. A footer is text that appears at the bottom of every page. You can use headers and footers to insert page numbers, dates, and other information.To choose a header:Choose the Header/Footer tab. Click the down arrow next to the Header field to open the drop-down box for the header field. Choose a Header from the list. To choose a footer:Choose the Header/Footer tab. Click the down arrow next to the Footer field to open the drop-down box for the Footer field. Choose a Footer from the list.

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PRINT Print the selection, the active worksheet (s), or a workbookIf the worksheet has a defined print area, Microsoft Excel will print only the print area unless a specific selection is made. For example, if you select a range of cells to print and then click Selection, Excel prints the selection and ignores any print area defined for the worksheet. On the File menu, click Print. Under Print what, select an option to print the selection, the active sheet (s), or the entire workbook. Print several worksheets at onceSelect the worksheets you want to print. For example:-When you enter or change data, the changes affect all selected sheets. These changes may replace data on the active sheet and other selected sheets. Cancel a selection of multiple sheetsTo cancel a selection of multiple sheets in a workbook, click any unselected sheet. if no unselected sheet is visible, right-click the tab of a selected sheet. then click ungroup sheets on the shortcut menu. on the file menu, click print. Print several workbooks at once : All workbook files you want to print must be in the same folder. On the File menu, click Open. Hold down CTRL and click the name of each workbook you want to print. In the Open dialog box, click Tools, and then click Print. Print a list : You can print just the data contained in a list : Make the list active by selecting a cell that is within the list. On the List toolbar, click Print List

Edit : 

Edit COPY , CUT, PASTE DATAWhen copying or moving data, a copy of that data is placed in the clipboard. The clipboard provided by office 2000 can store multiple bits or data (Up to 12). To copy a range of data, select the range and press Ctrl + C or click the Copy button in the standard toolbar. The icons are the same as in the Word 2000. Select the destination cell and click the paste button from the toolbar menu. The copy and paste commands can be easily accessed from the shortcut menu. To move/ copy data, excel provides you with the options of CUT, COPY AND PASTE. IT PASTE SPECIALFor Replace a formula with its resultYou can "freeze" a formula so that it no longer recalculates by replacing a formula with its calculated value. If you want to freeze only part of a formula, you can replace only the part you don't want to recalculate.For Replace a formula with its calculated valueCaution:  When you replace a formula with its value, Microsoft Excel permanently removes the formula. If you accidentally replace a formula with a value and want to restore the formula, click Undo immediately after you enter or paste the value. Select the cell that contains the formula. If the formula is an array formula, select the range that contains the array formula. Click a cell in the array formula. On the Edit menu, click Go To. Click Special. Click Current array. Click Copy. Click Paste on the Standard toolbar. Click the arrow next to Paste Options, and then click Values Only.

DELETE for delete the data from the cell select the range you want to be delete then press delete : 

DELETE for delete the data from the cell select the range you want to be delete then press delete FILLFill data within a row or column : Select the cells you want to copy. Drag the fill handle across the cells you want to fill, and then release the mouse button. To fill in the active cell with the contents of the cell above it (fill downward), press CTRL+D. To fill in with contents of the cell to the left (fill to the right), press CTRL+R. Note : You can use Auto Fill Options to choose options for how to fill the selection. For example, you can choose to Fill Formatting Only or Fill Without Formatting. MOVE AND COPY SHEET By select sheet from move and copy option we may move and create the desire copy. To create a same sheet click on create a copy and the OK same copy has been created FIND AND REPLACE

Find cells that match a format : Click Find on the Edit menu. Clear the Find what box. Do one of the following: If you want to specify format, click Options, click Format, and then set your options in the Find Format dialog box. If you want to point to a specific cell format as an example, click the arrow next to Format, click Choose Format From Cell, and then click the cell. Note : The format for the search is displayed in the Preview box.Then Click Find All or Find Next. Find All lists every occurrence of the item you are searching for and allows you to make a cell active by selecting a specific occurrence. You can sort the results of a Find All search by clicking a header. DSA : 

Find cells that match a format : Click Find on the Edit menu. Clear the Find what box. Do one of the following: If you want to specify format, click Options, click Format, and then set your options in the Find Format dialog box. If you want to point to a specific cell format as an example, click the arrow next to Format, click Choose Format From Cell, and then click the cell. Note : The format for the search is displayed in the Preview box.Then Click Find All or Find Next. Find All lists every occurrence of the item you are searching for and allows you to make a cell active by selecting a specific occurrence. You can sort the results of a Find All search by clicking a header. DSA GOTO Select cells containing specific data : To select all cells of this type on the active worksheet, click any cell. Select the range that includes the type of cells you want to select. On the Edit menu, click Go To. Click Special. Do one of the following: To select blank cells, click Blanks. To select cells that contain comments, click Comments. To select cells that contain constants, click Constants. To select only cells that are visible in a range that crosses hidden rows or columns, click Visible cells only. To select the current region, such as an entire list, click Current region. To select a range of filled-in cells in a row or column. Click the first or last cell in the range. Hold down SHIFT and double-click the side of the active cell in the direction that you want to select. For example, to select the range of filled-in cells above the active cell, double-click the top of the cell. The selection extends only to the next blank cell in the row or column.Microsoft Excel keeps track of the named ranges you have selected. To return to a previous selection, click Go To on the Edit menu, and then double-click the cell reference in the Go To box.

Page Brake preview allow to set up the page for printing, by using of mouse you adjust and brake the excel sheet for printing.To see the tool bar,,formating bar in the screen you have to click on view menu and then click upon toolbar and chose the list you are desire to see in the screen To zooming the window you have to select the percentage by click on zoom option in view menu : 

Page Brake preview allow to set up the page for printing, by using of mouse you adjust and brake the excel sheet for printing.To see the tool bar,,formating bar in the screen you have to click on view menu and then click upon toolbar and chose the list you are desire to see in the screen To zooming the window you have to select the percentage by click on zoom option in view menu View

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CELL INSERTING CELLSTo insert cells completely, follow the steps given below : Select the cells or range of cells to be inserted. Choose Cells from the Insert menu. The insert Dialog box appears. Select Shift cells Right or Shift Cells Down and Click OK DELETING CELLSTo delete cells completely, follow the steps given below: Select the cells or range of cells to be deleted. Choose Delete from the Edit menu. The delete dialog box appears. Select shift cells left Or Shift cells up and Click Ok. This dialog box will also appear by the shortcut key Ctrl - . FunctionsA cell can also derive its value through functions. Functions are processes, which have been defined and standardized by Excel. A complete list of functions can be found at insert -> Function. A list of commonly used functions is enclosed as “Annexure B”. Few more common functions include the SUM function (which totals all the numbers in particular range – of course, EXCEL also has the Quick Sum Feature which displays the sum of the selected range in the bottom pane) and the IF function used to manage alternate calculations in varying situations (it is very simple to use and can be nested, but take care to use the brackets appropriately otherwise the results can be disastrous!). A very common example of the use of IF function is to calculate the tax payable by an individual. For example, if cell B3 contains the net taxable income of an individual, the tax payable by him (excluding surcharge) can be calculated using a nested IF function as stated: =IF(B3>150000,(+B3-150000)*0.3+19000,IF(B3>60000,(B3-60000)*0.2+1000, IF(B3>50000,(B3-50000)*0.1,0))) Insert

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Using the Function BuilderA function takes in certain standard arguments, undertakes the evaluation process and returns a particular result. In case one is unaware of the arguments, one can type the function name along with the opening parenthesis and click on the = sign on the Formula Bar. The Function Wizard presents the list of arguments and the brief description of the arguments. In such a fashion, one can build a formula through a Wizard and simultaneously learn the function itself. For example, the Function Builder Dialog Box in the case of PMT function is shown below: SUM() FunctionThe ideal way to total a particular range of numbers is therefore to use the SUM()function. The standard usage of the SUM function has already been considered. Of importance to note is the fact that one can total multiple non-contiguous ranges using a single SUM function. Just separate the range addresses by a comma. One can also use range names instead of the cell attributes to make the function more meaningful for the users.Quick SumMany a times, one just wants to refer to the total of a particular range of cells. For this purpose, one need not insert the SUM function and delete it thereafter. MS-EXCEL presents built-in totals on selection of a range at the status bar which appears at the bottom of the sheet. Even the Quick sum feature can be customized to show either the total or the maximum, minimum, average, count, numeric counts and so on. To customize the Quicksum feature, rightclick at the place where the sum is displayed and the following options appear: Choose the relevant option. For example, if I am interested in finding the maximum valuein a particular range, I shall choose Max.

SUMIF() FunctionThere might be situations wherein one wants to total only particular values within a list.In such a scenario, one can use the SUMIF() Function. This function evaluates the valuesfor a specific condition and accordingly includes them for summation. The arguments for the SUMIF Function are:Criteria Range: The range specifying the parameter or the conditionCriteria: The exact conditionSum Range: The values to totalA cousin of SUMIF() Function is the COUNTIF() Function which counts the number of cells satisfying a particular criteria. In fact, the COUNTIF() Function can be combinedwith the Data Validation Feature to effectively stop the input of duplicate entries within a range of cells. : 

SUMIF() FunctionThere might be situations wherein one wants to total only particular values within a list.In such a scenario, one can use the SUMIF() Function. This function evaluates the valuesfor a specific condition and accordingly includes them for summation. The arguments for the SUMIF Function are:Criteria Range: The range specifying the parameter or the conditionCriteria: The exact conditionSum Range: The values to totalA cousin of SUMIF() Function is the COUNTIF() Function which counts the number of cells satisfying a particular criteria. In fact, the COUNTIF() Function can be combinedwith the Data Validation Feature to effectively stop the input of duplicate entries within a range of cells. Microsoft Excel has a set of prewritten formulas called functions. Functions differ from regular formulas in that you supply the value but not the operators, such as +, -, *, or /. For example, you can use the SUM function to add. When using a function, remember the following:        Use an equal sign to begin a formula.        Specify the function name.        Enclose arguments within parentheses.        Use a comma to separate arguments..Calculating an AverageYou can use the AVERAGE function to calculate the average of a series of numbers.Move your cursor to cell A6. Type Average. Press the right arrow key to move to cell B6. Type =AVERAGE(B1:B3). Press Enter. The average of cells B1 to B3, which is 21, will appear. Calculating MinYou can use the MIN function to find the lowest number in a series of numbers.Move your cursor to cell A7. Type Min. Press the right arrow key to move to cell B7. Type = MIN(B1:B3). Press Enter. The lowest number in the series, which is 12 appears.

Calculating MaxYou can use the MAX function to find the highest number in a series of numbers.Move your cursor to cell A8. Type Max. Press the right arrow key to move to cell B8. Type = MAX(B1:B3). Press Enter. The highest number in the series, which is 27, appears. Note: You can also use the drop-down menu next to the Sum icon to calculate minimums and maximums.Calculating CountYou can use the count function to count the number of items in a series.Move your cursor to cell A9. Type Count Press the right arrow key to move to cell B9. Click the down arrow next to the Sum icon. Click Count. Highlight B1 to B3. Press Enter. The number of items in the series, which is 3 appears. : 

Calculating MaxYou can use the MAX function to find the highest number in a series of numbers.Move your cursor to cell A8. Type Max. Press the right arrow key to move to cell B8. Type = MAX(B1:B3). Press Enter. The highest number in the series, which is 27, appears. Note: You can also use the drop-down menu next to the Sum icon to calculate minimums and maximums.Calculating CountYou can use the count function to count the number of items in a series.Move your cursor to cell A9. Type Count Press the right arrow key to move to cell B9. Click the down arrow next to the Sum icon. Click Count. Highlight B1 to B3. Press Enter. The number of items in the series, which is 3 appears.

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SPELLING AND GRAMMARWhen you check spelling, Microsoft Excel checks the entire active worksheet, including cell values, cell comments, embedded charts, text boxes, buttons, and headers and footers. However, Excel does not check protected worksheets, formulas, or text that results from a formula. If the formula bar is active when you check spelling, Excel checks only the contents of the formula bar. If you have a range selected, only the range is checked. Correct spelling and typing errors as you type:The AutoCorrect feature in Excel can correct common typing errors as you work. For example, you can specify that Excel change "adn" to "and" and change "their is" to "there is."Add an AutoCorrect entry during a spelling checkIf you misspell a word consistently, you can add the common misspelling as an AutoCorrect entry. The common misspelling is automatically corrected. Add words to a custom spelling dictionary. If you use words that aren't in the main dictionary, such as acronyms or proper names, you can add the words to a custom dictionary so Excel questions the words only if they're misspelled. Note  Excel shares spelling dictionaries and AutoCorrect entries with other Microsoft Office programs that you might use. TOOLS

SHARED WORKSPACEA shared workspace is an area, hosted by a Web server, where colleagues can share documents and information, maintain lists of pertinent data, and keep each other up to date on the status of a given project. Shared workspaces are Microsoft Windows Share Point Services sites that you can open in a Web browser or in the Shared Workspace task pane in a Microsoft Office program. A shared workspace provides the following features:Document library: In the document library, you can store documents that all members of the shared workspace can access. The Shared Workspace task pane displays the library in which the currently open document is stored. Tasks list: In the Tasks list, you can assign to-do items with due dates to members of the shared workspace. If another member has assigned a task to you, you can check it off in the Tasks list. When other team members open the Tasks list in the Shared Workspace task pane, they can see that you have completed the task. Links list:   In the Links list, you can add hyperlinks to resources or information of interest to members of the shared workspace. Members list:   The Members list displays user names of the members of the shared workspace. In the Shared Workspace task pane, contact information — such as free or busy status, telephone number, and e-mail address — and other properties are included, so that members can easily keep in touch with each other. E-mail alerts: You can use e-mail alerts to receive notification of changes to a list, a particular item (such as the status of a task), or a document in the shared workspace. Note  If you use instant messaging, you can also see the online status of shared workspace members. The Shared Workspace task pane :The Shared Workspace task pane opens automatically when you open a document that is stored in a document library. In addition to displaying Web site data in the Members, Tasks, Documents, and Links tabs, the Shared Workspace task pane provides information about the active document on the Status and Document Information tabs: Status tab : This tab lists important information about the current document, such as whether the document is up to date, whether it is in conflict with another member's copy, and whether it is checked out. It also lists your Information Rights Management permissions. Document Information Tab: This tab displays properties associated with the document, such as when it was last modified. If the document library where the document is stored defines custom properties for documents, those custom properties are also displayed on the Document Information tab.Note: The Status and Document Information tabs are not included in the Shared Workspace task pane in Microsoft Office OneNote 2003 or Microsoft Office Project 2003.Shared workspace membership: : 

SHARED WORKSPACEA shared workspace is an area, hosted by a Web server, where colleagues can share documents and information, maintain lists of pertinent data, and keep each other up to date on the status of a given project. Shared workspaces are Microsoft Windows Share Point Services sites that you can open in a Web browser or in the Shared Workspace task pane in a Microsoft Office program. A shared workspace provides the following features:Document library: In the document library, you can store documents that all members of the shared workspace can access. The Shared Workspace task pane displays the library in which the currently open document is stored. Tasks list: In the Tasks list, you can assign to-do items with due dates to members of the shared workspace. If another member has assigned a task to you, you can check it off in the Tasks list. When other team members open the Tasks list in the Shared Workspace task pane, they can see that you have completed the task. Links list:   In the Links list, you can add hyperlinks to resources or information of interest to members of the shared workspace. Members list:   The Members list displays user names of the members of the shared workspace. In the Shared Workspace task pane, contact information — such as free or busy status, telephone number, and e-mail address — and other properties are included, so that members can easily keep in touch with each other. E-mail alerts: You can use e-mail alerts to receive notification of changes to a list, a particular item (such as the status of a task), or a document in the shared workspace. Note  If you use instant messaging, you can also see the online status of shared workspace members. The Shared Workspace task pane :The Shared Workspace task pane opens automatically when you open a document that is stored in a document library. In addition to displaying Web site data in the Members, Tasks, Documents, and Links tabs, the Shared Workspace task pane provides information about the active document on the Status and Document Information tabs: Status tab : This tab lists important information about the current document, such as whether the document is up to date, whether it is in conflict with another member's copy, and whether it is checked out. It also lists your Information Rights Management permissions. Document Information Tab: This tab displays properties associated with the document, such as when it was last modified. If the document library where the document is stored defines custom properties for documents, those custom properties are also displayed on the Document Information tab.Note: The Status and Document Information tabs are not included in the Shared Workspace task pane in Microsoft Office OneNote 2003 or Microsoft Office Project 2003.Shared workspace membership:

MACROIf you perform a task repeatedly in Microsoft Excel, you can automate the task with a macro. A macro is a series of commands and functions that are stored in a Microsoft Visual Basic module and can be run whenever you need to perform the task.For example, if you often enter long text strings in cells, you can create a macro to format those cells so that the text wraps.Recording macros When you record a macro, Excel stores information about each step you take as you perform a series of commands. You then run the macro to repeat, or "play back," the commands. If you make a mistake when you record the macro, corrections you make are also recorded. Visual Basic stores each macro in a new module attached to a workbook. Making a macro easy to run. You can run a macro by choosing it from a list in the Macro dialog box. : 

MACROIf you perform a task repeatedly in Microsoft Excel, you can automate the task with a macro. A macro is a series of commands and functions that are stored in a Microsoft Visual Basic module and can be run whenever you need to perform the task.For example, if you often enter long text strings in cells, you can create a macro to format those cells so that the text wraps.Recording macros When you record a macro, Excel stores information about each step you take as you perform a series of commands. You then run the macro to repeat, or "play back," the commands. If you make a mistake when you record the macro, corrections you make are also recorded. Visual Basic stores each macro in a new module attached to a workbook. Making a macro easy to run. You can run a macro by choosing it from a list in the Macro dialog box. Members of a shared workspace are assigned to a site group that determines their permissions on the site. For example, when you create a shared workspace, you are the administrator of it, which means that you can invite new members and assign them to site groups, remove members, and even delete the shared workspace. At the other end of the spectrum are members with read-only permission. They can visit the shared workspace, but they cannot edit any of its content. For more information, open a Windows Share Point Services site in your Web browser, and then click Help on the top link bar. SHARE WORKBOOKCreate a workbook you want to make available for multi-user editing, and enter any data you want to provide. If you want to include any of the following features, add them now: merged cells, conditional formats, data validation, charts, pictures, objects including drawing objects, hyperlinks, scenarios, outlines, subtotals, data tables, PivotTable reports, workbook and worksheet protection, and macros. You can't make changes to these features after you share the workbook. On the Tools menu, click Share Workbook, and then click the Editing tab. Select the Allow changes by more than one user at the same time check box, and then click OK. When prompted, save the workbook. On the File menu, click Save As, and then save the workbook on a network location accessible to the intended users. Use a shared network folder, not a Web server. Check any links to other workbooks or documents, and fix any that are broken.

To make a macro run whenever you click a particular button or press a particular key combination, you can assign the macro to a toolbar button, a keyboard shortcut, or a graphic object on a worksheet. Managing your macros after you record a macro, you can view the macro code with the Visual Basic Editor to correct errors or change what the macro does. For example, if you wanted the text-wrapping macro to also make the text bold, you could record another macro to make a cell bold and then copy the instructions from that macro to the text-wrapping macro. The Visual Basic Editor is a program designed to make writing and editing macro code easy for beginners, and provides plenty of online Help. You don't have to learn how to program or use the Visual Basic language to make simple changes to your macros. With the Visual Basic Editor, you can edit macros, copy macros from one module to another, copy macros between different workbooks, rename the modules that store the macros, or rename the macros.Macro security: Excel provides safeguards that help protect against viruses that can be transmitted by macros. If you share macros with others, you can certify them with a digital signature so that other users can verify that they are from a trustworthy source. Whenever you open a workbook that contains macros, you can verify their source before you enable them. Auto CorrectThe AutoCorrect feature automatically corrects common typing errors as you type. For this purpose, Excel uses a database of commonly misspelled words. This database can be customized from the Tools -> AutoCorrect Menu. The following screen comes up:One can use the AutoCorrect feature to quickly type some normal text which is regularly used in an organization. For example, the organization name can be made a subject matter of AutoCorrect to speeden up data entry. : 

To make a macro run whenever you click a particular button or press a particular key combination, you can assign the macro to a toolbar button, a keyboard shortcut, or a graphic object on a worksheet. Managing your macros after you record a macro, you can view the macro code with the Visual Basic Editor to correct errors or change what the macro does. For example, if you wanted the text-wrapping macro to also make the text bold, you could record another macro to make a cell bold and then copy the instructions from that macro to the text-wrapping macro. The Visual Basic Editor is a program designed to make writing and editing macro code easy for beginners, and provides plenty of online Help. You don't have to learn how to program or use the Visual Basic language to make simple changes to your macros. With the Visual Basic Editor, you can edit macros, copy macros from one module to another, copy macros between different workbooks, rename the modules that store the macros, or rename the macros.Macro security: Excel provides safeguards that help protect against viruses that can be transmitted by macros. If you share macros with others, you can certify them with a digital signature so that other users can verify that they are from a trustworthy source. Whenever you open a workbook that contains macros, you can verify their source before you enable them. Auto CorrectThe AutoCorrect feature automatically corrects common typing errors as you type. For this purpose, Excel uses a database of commonly misspelled words. This database can be customized from the Tools -> AutoCorrect Menu. The following screen comes up:One can use the AutoCorrect feature to quickly type some normal text which is regularly used in an organization. For example, the organization name can be made a subject matter of AutoCorrect to speeden up data entry.

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SORTSort a range:Sort rows in ascending order (A to Z, or 0 to 9) or descending order (Z to A, or 9 to 0): Click a cell in the column you would like to sort by. Click Sort Ascending or Sort Descending . Note In a PivotTable report, Microsoft Excel uses the selected field to sort.Sort rows by 2 or 3 columns: For best results, the range you sort should have column labels. Click a cell in the range you want to sort. On the Data menu, click Sort. In the Sort by and Then by boxes, click the columns you want to sort. Select any other sort options you want, and then click OK. Sort by 4 columns: Click a cell in the range you want to sort. On the Data menu, click Sort. In the first Sort by box click the column of least importance. Click OK. On the Data menu, click Sort. In the Sort by and Then by boxes, click the other 3 columns you want to sort, starting with the most important. Select any other sort options you want, and then click OK. Sort rows by months or weekdays: Select a cell or range you want to sort. On the Data menu, click Sort. In the Sort by box, click the column you want to sort. Click Options. Under First key sort order, click the custom sort order you want, and then click OK. Select any other sort options you want, and then click OK. Use your own data as the sort order: In a range of cells, enter the values you want to sort by, in the order you want them, from top to bottom. For example: Data, High, medium, low. DATA

Click the arrow in the column that contains the numbers, and click (Custom). In the box on the left, click is greater than, is less than, is greater than or equal to, or is less than or equal to. In the box on the right, enter a number. To add another criteria, click And or Or, and repeat the previous step. Filter for a number equal to or not equal to another number: Click the arrow in the column that contains the numbers, and click (Custom). In the box on the left, click equals, or does not equal. In the box on the right, enter a number. To add another criteria, click And or Or, and repeat the previous step. Filter for the beginning or end of a text string: Click the arrow in the column that contains the numbers, and click (Custom). In the box on the left, click begins with, or does not begin with, or ends with, or does not end with. In the box on the right, enter the text you want. If you need to find text values that share some characters but not others, use a wildcard character. The following wildcard characters can be used as comparison criteria for filters, and when searching and replacing content.Filter for the top or bottom numbers by percent:Click the arrow in the column that contains the numbers, and click (Top 10...). In the box on the left, click Top or Bottom. In the box in the middle, enter a number. In the box on the right, click Percent. FILTERYou can apply filters to only one range on a worksheet at a time. Click a cell in the range you want to filter. On the Data menu, point to Filter, and then click AutoFilter. Filter for the smallest or largest number: Click the arrow in the column that contains the numbers, and click (Top 10...). In the box on the left, click Top, or Bottom. In the box in the middle, enter a number. In the box on the right, click Items. Filter a range for rows that contain specific text: Click the arrow in the column that contains the numbers, and click (Custom). In the box on the left, click equals, or does not equal, contains, or does not contain. In the box on the right, enter the text you want. If you need to find text values that share some characters but not others, use a wildcard character. The following wildcard characters can be used as comparison criteria for filters, and when searching and replacing content.Use To find ? (question mark) Any single characterFor example, sm?th finds "smith" and "smyth" * (asterisk) Any number of charactersFor example, *east finds "Northeast" and "Southeast" ~ (tilde) followed by ?, *, or ~ A question mark, asterisk, or tildeFor example, fy91~? finds "fy91?" Filter for blank or nonblank cells: Click the arrow in the column that contains the numbers, then click (Blanks) or (Non Blanks). Note: The Blanks and Non Blanks options are available only if the column you want to filter contains a blank cell. Filter for numbers greater than or less than another number: : 

Click the arrow in the column that contains the numbers, and click (Custom). In the box on the left, click is greater than, is less than, is greater than or equal to, or is less than or equal to. In the box on the right, enter a number. To add another criteria, click And or Or, and repeat the previous step. Filter for a number equal to or not equal to another number: Click the arrow in the column that contains the numbers, and click (Custom). In the box on the left, click equals, or does not equal. In the box on the right, enter a number. To add another criteria, click And or Or, and repeat the previous step. Filter for the beginning or end of a text string: Click the arrow in the column that contains the numbers, and click (Custom). In the box on the left, click begins with, or does not begin with, or ends with, or does not end with. In the box on the right, enter the text you want. If you need to find text values that share some characters but not others, use a wildcard character. The following wildcard characters can be used as comparison criteria for filters, and when searching and replacing content.Filter for the top or bottom numbers by percent:Click the arrow in the column that contains the numbers, and click (Top 10...). In the box on the left, click Top or Bottom. In the box in the middle, enter a number. In the box on the right, click Percent. FILTERYou can apply filters to only one range on a worksheet at a time. Click a cell in the range you want to filter. On the Data menu, point to Filter, and then click AutoFilter. Filter for the smallest or largest number: Click the arrow in the column that contains the numbers, and click (Top 10...). In the box on the left, click Top, or Bottom. In the box in the middle, enter a number. In the box on the right, click Items. Filter a range for rows that contain specific text: Click the arrow in the column that contains the numbers, and click (Custom). In the box on the left, click equals, or does not equal, contains, or does not contain. In the box on the right, enter the text you want. If you need to find text values that share some characters but not others, use a wildcard character. The following wildcard characters can be used as comparison criteria for filters, and when searching and replacing content.Use To find ? (question mark) Any single characterFor example, sm?th finds "smith" and "smyth" * (asterisk) Any number of charactersFor example, *east finds "Northeast" and "Southeast" ~ (tilde) followed by ?, *, or ~ A question mark, asterisk, or tildeFor example, fy91~? finds "fy91?" Filter for blank or nonblank cells: Click the arrow in the column that contains the numbers, then click (Blanks) or (Non Blanks). Note: The Blanks and Non Blanks options are available only if the column you want to filter contains a blank cell. Filter for numbers greater than or less than another number:

Window Split & FreezeMany a times, one wants to refer to two different sections of a worksheet. For example, in case of a long list, the headings might scroll up. In that event, one can consider to split the window into two parts. One can split the windows by dragging the split handle which appears at the extreme top of the vertical scroll bar and the extreme right of the horizontalscroll bar. In the alternative, one can position the cell pointer to the cell where one desires a split and choose the command Split from the Window Menu. To remove the split, either re-drag the split bar or choose Window->Unsplit. While the movement of the split windows is synchronized, none of them is fixed. Therefore, it is possible to loose track of the titles if the mouse movements are not properly handled. To avoid such a situation, one can choose Window->Freeze Panes. To reverse the process, choose Window->Unfreeze Panes. : 

Window Split & FreezeMany a times, one wants to refer to two different sections of a worksheet. For example, in case of a long list, the headings might scroll up. In that event, one can consider to split the window into two parts. One can split the windows by dragging the split handle which appears at the extreme top of the vertical scroll bar and the extreme right of the horizontalscroll bar. In the alternative, one can position the cell pointer to the cell where one desires a split and choose the command Split from the Window Menu. To remove the split, either re-drag the split bar or choose Window->Unsplit. While the movement of the split windows is synchronized, none of them is fixed. Therefore, it is possible to loose track of the titles if the mouse movements are not properly handled. To avoid such a situation, one can choose Window->Freeze Panes. To reverse the process, choose Window->Unfreeze Panes. Multiple WindowsWindows Split does not permit asynchronous viewing. For such a purpose, one can consider opening multiple windows of the same file. To do this, choose Window-> New Window. Re-size both the windows using the mouse pointer. Of course, multiple windows of the same file are at times confusing to handle. Window

WELCOME TO MICROSOFT WORD : 

WELCOME TO MICROSOFT WORD

INTRODUCTION TO MICROSOFT WORD : 

INTRODUCTION TO MICROSOFT WORD Managing Documents: How to open, save or create documents by inserting tables and performing mail merger. Working with Text: How to add, delete and format text in documents Formatting Paragraphs: How to work with paragraphs bulleted lists and outlines Page Formatting: How to format paragraphs, organize pages and create styles Printing Documents: How to set up a page, see print preview and printing the documents Tables and Other Objects: How to create tables and insert objects into documents

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Inserting Objects: How to work with excel worksheet, insert bitmap graphics and create charts in MS Word Advance Features: How to work with macros, create and customize toolbars, create both printed and online forms and insert fields. Work Groups: How to track document, changes work with master documents and insert comments

FEATURES : 

FEATURES Word Wrap: This function allows us to type continuously without thinking about where one line will end and the next one begin. Unlike a typewriter which requires to press a ‘return’ bar or key to advance to the beginning of a new line, a word processor does this automatically. Deleting Text: Word processor allows us to make corrections by deleting characters, words or larger blocks of text which we decide to delete. The “Delete Key” and “Backspace Key” are used for this purpose. When deleting one character, typically the delete key removes the character to the right of the insertion point, while the backspace key deletes the character to the left of the insertion point. Inserting Text: We can also insert characters. In computer word processing we can simply move the insertion point to the proper place and insert the omitted letters; all other characters will move to the right to make room for it. We can insert as many characters as we like including complete words or sentences.

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Type over: Instead of deleting a word and then adding another one, we also have the option of simply typing right over the unwanted words. The “Insert Key” on the keyboard toggles back and forth between the Insert and Type over option. When Type over is turned on, whatever we type we replace existing text it will not insert it and move the other characters to the right. Moving and Copying Text: A word processor permits us to move a block of text of any size. Without deleting and retyping, we can move a sentence, a paragraph, or an entire section of text from one location to another. We can also copy a block of text so that it appears in to or more locations without retyping. Spelling Checking: A word processor can even check our spelling. The computer underlines the word if it is not available in its dictionary. We can then correct it our self or ask the computer to help us find the correct spelling. Or, we may ignore it if the word is correct but not recognized by the computer.

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Appearance: A word processor gives us many choices of type face (font). We can also adjust the size of the characters and chose to print some characters in Bold face, Italics, Underline. We can specify the page size (letter, legal etc.) and orientation, whether vertical (“portrait”) or horizontal (“landscape”). Alignment: We can align text in various ways as we type. We can indent the first line of a paragraph or the entire paragraph. We can create a “hanging indent,” where all lines of a paragraph are indented except the first one. We can also create list with Bullets beside each lists item, as well as number lists. Justification: Text can be automatically centered by a word processor, either one line at a time or in a larger block or entire document. It can also be justified (made even) at either the right or left margin; or it can be full justified so that both right and left margins are even. Tables: With a word processor, we can create an attractive table customized to our needs we can adjust the size and number of rows and columns, the styles of separator lines and borders, the justification of text within the table, and other features.

GETTING STARTED WITH MICROSOFT WORD : 

GETTING STARTED WITH MICROSOFT WORD

MS WORD SCREEN : 

MS WORD SCREEN

CREATE, SAVE AND EDIT A DOCUMENT : 

CREATE, SAVE AND EDIT A DOCUMENT In this section we will explain how to open a new document, type some text and save it, and try out some of the buttons on the Standard toolbar.

Click the New button for new document on the Standard Toolbar. The alternative way to open a new file is to select File, New from the menu bar. : 

Click the New button for new document on the Standard Toolbar. The alternative way to open a new file is to select File, New from the menu bar.

CREATE AND EDIT A DOCUMENT : 

CREATE AND EDIT A DOCUMENT Type the first few lines of the text as shown in figure beside, using the default font and point size which is probably set to Times New Roman 12 point. We should not press “Enter” Key at end of every line. “Enter” Key is to be pressed only when one complete paragraph is typed to move to next paragraph.

SAVING A DOCUMENT : 

SAVING A DOCUMENT Click the save button on the toolbar. Alternatively, select File, Save from the menu bar, or use the shortcut key ‘Ctrl-S’. Never work on a document for more than 10 to 15 minutes without saving it. However, word has default option of ‘Auto-save’ every 10 minutes which can be configured as desired. A window similar to the shown beside figure.

SAVING THE DOCUMENT : 

SAVING THE DOCUMENT Notice that this dialog box only appear the first time we save the document so that we can specify a name and drive locations; the next time we press Save, it will automatically overwrite the old version. If we want to retain the older version unchanged, we should select File, Save as from the Menu bar and then we can give the document a new name. Finish typing the text and save again.

OPENING A DOCUMENT : 

OPENING A DOCUMENT To open a document, click the ‘Open’ button on the ‘Tool Bar’ or select File from the menu bar. The latter is a preferred option because MS Word gives us a list of last few documents we had opened most recently to select from and we just need to click the one we want to open.

PRINTING A DOCUMENT : 

PRINTING A DOCUMENT To see what the document will look like when printed, click the ‘Print Preview’ button. In this view we can check the layout of the document as it will be provided and if required, we can do editing or make formatting changes before we print the document. Press the Escape Key (marked ‘Esc’ at the top left of the keyboard) to return to normal view. We have probably identified the Print button by now . This will directly print the complete document. However, if we desire to print the selected pages of the document, then select print under pull down menu of file command. This gives us the option of printing only the specified pages, and setting various other options.