Green-Computer-Book-8

Creating a new line
1. Make sure your Cursor is flashing where you would like a new line.
2. Press the Enter (found on the right of the keyboard).
Creating Capital Letters
Hold down the Shift key while you type the letters.
Capitalizing all the text you are typing
1. Press the Caps Lock key on the left of the keyboard.
2. To turn off, press Caps Lock again.
A light will appear above Caps Lock on the right hand side of the keyboard.

Using the keyboard to edit text:

Delete and Backspace
To remove text use Delete or Backspace.
1. Position your Cursor next to the text you would like to get rid of.
2. Press Delete if the text is to the right of the cursor.
Or
Press Backspace if the text is to the left of the cursor.
Moving the Cursor
Using the keyboard to move the cursor around.

GREEN Computer Book-8 51

Adding extra text to what you have typed
1. Position your Cursor where you would like to start typing.
2. Start typing. The rest of the text will shuffle along to make way for

your new text.

Scroll bars
• Scroll bars do not move the cursor. They only change what you are

looking at.
• There are two scroll bars, one to

move you up and down, and one to
move you left and right.

Saving documents
Saving a document creates a copy inside the computer that you can use again
at a later date.

Saving a document for the first time (2007)
1. Click on the Office button.
2. Select Save As.
3. Select 97-2003 Document by choosing this option, it will mean you can

still open the document even if you don’t have Word 2007.
4. Type your File name. You do not need to click into the File name box if the

name is highlighted in blue. You can have up to 255 letters.

52 GREEN Computer Book-8

5. Change the folder to save
in if required Click here
to change the folder or
drive Word is saving to
Type the filename here.

6. Click on Save or press
Enter key.

Saving a document again after changes
Press Ctrl + S, Any changes will be saved.

Save Regularly!
As you are working on a document, get into the habit of clicking Ctrl + S every
few minutes. This will “update” the document and protect it if your PC crashes.

Creating a copy of a document using Save As
If you want to create a copy of your document with a different name or in a
different folder, you can use Save As. Your original document will remain intact.
1. Click on the Office button.
2. Click on Save As.
3. Type a different file name.
4. Click Save.

Saving a Word 2007 Document in an Earlier Version of Word
1) In Word 2007, click the Microsoft Office Button.
2) Point to Save As.
3) Click Word 97-2003 Document.

GREEN Computer Book-8 53

4) The Save As dialog box opens with the Save As type filled in as: Word 97-
2003 Document.

5) Type the name of the document in the File Name section.
6) Click Save.

Closing documents
Click on the “x” at the top right hand side of the screen. OR
1. Click on office button.
2. Click on Close button.
New documents
Creating a new document.
Click Ctrl + N, A new blank document appears.
Or
1. Click on the Office button.
2. Select New.
Print Preview (2007/2010)
Print Preview allows you to see how the document will look when it’s printed,
without actually printing it.

54 GREEN Computer Book-8

Getting a Print Preview
1. Click on the Office button or File Tab.
3. Choose Print Preview.
Print Preview tab appears.

4. When you have finished with Print Preview, click on the Close Print
Preview button.

Printing document
Printing the entire document.
1. Click Ctrl + P.
2. Click OK.

Or
1. Click on the Office button.
2. Click on Print.
3. Click on Print, Print dialog box

opens.
4. Click OK.

Printing certain pages or several copies

1. Click Ctrl + P Print dialog box opens.
2. If required click in to the Pages box and type the pages you require.
3. If required, change the Number of copies box.
4. Click OK.

Date and Time
Inserting the date and time.
1. Click on the Insert tab.

GREEN Computer Book-8 55

2. Click where you want the date and time to appear.
3. Within the Text group, click

on the Date & Time button.
4. Select the format you prefer.
5. Click OK.

Quick entry of date and time
Press ALT + SHIFT + D → Date is inserted.
Press ALT + SHIFT + T → Time is inserted.

Correcting the date if it is wrong
If the date is wrong when you insert it, then you need to change the setting on
the computer.

Inserting Special Symbols Or Characters
You can include symbols and
international characters into your
documents.
1. Click on the Insert tab.
2. Click where you want the

symbol to appear.
3. Within the Symbols group,

click on the Symbol button, 20 symbols appear.
4. Select on the symbol you want to insert.
5. Click on Insert button then click on cancel button.

Selecting text with the keyboard

Selecting text
1. Place the Cursor at the start of what you wish to select.
2. Hold down the Shift key.

56 GREEN Computer Book-8

3. Use the arrow keys to move along the text you wish to select.

Cancelling a selection
Press a Cursor key again without holding down the Shift key.

Selecting a word
1. Place the Cursor at the start of the word.
2. Hold down Shift and Ctrl.
3. Press the Cursor key going to the right.

Selecting a line
1. Place the cursor at the start of the line.
2. Hold down the Shift key.
3. Press End key.

Selecting the entire document
Hold down Ctrl and press A.

Basic Formatting
Formatting is changing the way the text looks.

Bold, italic and underline
1. Select the text to change.
2. Click on the icon you require (shown above).

Using different Underline styles

A new feature of Word 2007 is the extended range of underline styles you can
apply to your text.

1. Select the text to change. Ctrl + B Bold
Ctrl + I Italic
2. Click on the down arrow next to the Ctrl + U Underline
Underline icon. Ctrl + L Left Alignment
Ctrl + E Centre Alignment
3. Select the line style you want. Ctrl +R Right Alignment

GREEN Computer Book-8 57

Turning off bold, italic and underline
1. Select the text to change.
2. Click on the icon to switch it off.

Text Style and Size
The style in which the text appears in your documents is called the font. You
can change the fonts to reflect the tone of your document.

Quick font changes
1. Select the text to change.
2. Click on the down arrow next to the font box.
3. Click on the name of the font you require.

Changing the size of text
1. Select the text to change.
2. Click on the down arrow next to the size box.
3. Click on the size you require.

Formatting text using the Font dialog box
The Font dialogue box can be used to make lots of changes at once and create
special effects.
1. Select the text to change.
2. Click on the dialog box launcher arrow for Font.
3. Make any changes you require.
4. Click OK.

Special effects
The Font dialog box comes with lots of effects
which you can apply to your text.
Here is a list of them and how they affect
text.

58 GREEN Computer Book-8

Changing Text Alignment

Click into the paragraph you wish to change

Or Keyboard shortcuts
1. Select several paragraphs. Ctrl + L Left Align
2. Click on the icon you require (shown above). Ctrl + E Centre Align
Ctrl + R Right Align
Text Colour Ctrl + J Fully justified

Applying colour to text.

1. Select the text to change.

2. Click on the down arrow next to the text colour icon.

3. Click on the colour you require.

Inserting Word Art In Document

1) Click the 'Insert' tab. (The 'Insert' tab appears.)

2) From the 'Text' group, click the
WordArt drop-down list.

3) Click the appropriate WordArt.
(The 'Edit WordArt Text' dialog
box appears.)

GREEN Computer Book-8 59

4) In the 'Text' box, enter the appropriate text.

5) From the 'Font' drop-down list, select the appropriate font.
6) From the 'Size' drop-down list, select the appropriate size.
7) Click 'OK'.

Undo & Redo – A license to make mistakes

Word 2007 allows you undo your last actions. Having used Undo, you can of
course use Redo to reinstate everything you have just undone!

Undo your Use the arrow to
last action redo

Use the down arrow to Redo your last undo
undo

Inserting Mathematical Equations

1. Click Insert tab.

2. Click on Equation.

3. Select your required
type of equation.

4. Then click outside
of equation.

Adding shape in document

1. On the Insert tab, in the Illustrations group, click Shapes.

60 GREEN Computer Book-8

2. Click the shape that you want, click anywhere in the document, and then

drag to place the shape.
To create a perfect square or circle (or constrain the dimensions of other

shapes), press and hold SHIFT while you drag.

Add text to a shape

Insert a shape, or click an existing shape, and then enter text.

1. Right-click the shape and click Add Text or Edit Text, or just start
typing.

Note: The text that you add becomes part of the shape — if you
rotate or flip the shape, the text rotates or flips also.

2. To format and align your text, click the Home tab, and then choose
options from the Font, Paragraph, or Alignment groups, depending
on the program you're using and what kind of formatting you want
to apply. (Text formatting options are limited in Project.)

Change from one shape to another shape

Note: These commands aren't available in Project.

1. Click the shape you want to change.
To change multiple shapes, press Ctrl while you click the shapes that

you want to change.
2. On the Format tab, in the Insert Shapes group, click Edit Shape

, point to Change Shape, and then click the new
shape that you want.

Add the same shape multiple times

If you need to add the same shape repeatedly, you can do so quickly by using
Lock Drawing Mode.
1. On the Insert tab, click Shapes.

GREEN Computer Book-8 61

2. Right-click the shape you want to add, and then click Lock Drawing Mode.


3. Click anywhere in the workspace, and then drag to place the shape.
4. Repeat step 3 to add the shape as many times as you like.

Tip: To create a perfect square or circle (or constrain the dimensions
of other shapes), press and hold Shift while you drag.

5. After you add all the shapes you want, press Esc.
Delete a shape from your file

• Click the shape that you want to delete, and then press DELETE.
To delete multiple shapes, press CTRL while you click the shapes that

you want to delete, and then press DELETE.
Create a SmartArt graphic and add text to it
1. On the Insert tab, in the Illustrations group, click SmartArt.


62 GREEN Computer Book-8

2. In the Choose a SmartArt Graphic dialog box, click the type and layout
that you want.

3. Enter your text by doing one of the following:

• Click [Text] in the Text pane, and then type your text.
• Copy text from another location or program, click [Text] in the Text

pane, and then paste your text.
Notes:
• If the Text pane is not visible, click the control.
• To add text in an arbitrary position close to or on

top of your SmartArt graphic, on the Insert tab, in
the Text group, click Text Box to insert a text box.
If you want only the text in your text box to appear,
right-click your text box, click Format Shape or
Format Text Box, and then set the text box to have
no background color and no border.
• Click in a box in the SmartArt graphic, and then type
your text. For best results, use this option after you add all of the
boxes that you want.

Add or delete shapes in your SmartArt graphic
1. Click the SmartArt graphic that you want to add another shape too.
2. Click the existing shape that is located closest to where you want to add

the new shape.
3. Under SmartArt Tools> Design Tab> Create Graphic group> click the

arrow under Add Shape.


If you don't see the SmartArt Tools or Design Tabs, make sure that you've
selected the SmartArt graphic.
4. Do one of the following:

• To insert a circle after the selected shape, that will overlap the selected
shape, click Add Shape After.
GREEN Computer Book-8 63

• To insert a shape before the selected circle, that will overlap the
selected shape, click Add Shape Before.

Notes:
• To add a shape from the Text pane, click an existing shape, move

your cursor before or after the text where you want to add the shape,
and then press ENTER.
• To delete a shape from your SmartArt graphic, click the shape
you want to delete, and then press DELETE. To delete your entire
SmartArt graphic, click the border of your SmartArt graphic, and
then press DELETE.

Change the colors of an entire SmartArt graphic

You can apply color variations that are derived from the theme colors to the
shapes in your SmartArt graphic.
1. Click your SmartArt graphic.
2. Under SmartArt Tools, on the Design tab, in the SmartArt Styles group,

click Change Colors.


If you don't see the SmartArt Tools or Design tabs, make sure that you've
selected a SmartArt graphic.
3. Click the color variation that you want.

Apply a SmartArt Style to a SmartArt graphic

A SmartArt Style is a combination of various effects, such as line style, bevel,
or 3-D, that you can apply to the shapes in your SmartArt graphic to create a
unique and professionally designed look.
1. Click your SmartArt graphic.
2. Under SmartArt Tools, on the Design tab, in the SmartArt Styles group,

click the SmartArt Style that you want.

To see more SmartArt Styles, click the More button.
64 GREEN Computer Book-8

Undoing the last thing you did
Click the Undo button.
Or Press Ctrl +z.
Redoing the last thing you undid!
Click the Redo button.
Press Ctrl + Y.
Undoing more than just the last action
1. Click on the down arrow next to the undo button.
2. Use the scroll-bar to scroll to the last action you wish to undo.
3. Click on the action. The last x number of actions will be undone.
Changing the spelling and grammar options
1. Click on the Office button (2007).
2. Click on Word Options (2007).
3. Click on Proofing.


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4. Make any changes.
5. Click OK.

Creating a simple bulleted or numbered list.
1. Position your Cursor where you would like to start the list.
2. Click on the Bullets or Numbering icon. A number or bullet will appear.

3. Type the text.
4. Press Enter key whenever you require a new number or bullet.

Turning Bullets or Numbers off
Press Enter twice

Applying bullets or numbers to existing text
Word will put a number or a bullet at the beginning of a new paragraph. A
paragraph ends when the Enter key has been pressed.
1. Select the text to change.
2. Click on the Bullets or Numbering icon.

Changing the view with the View tab
1. Click on the View tab.
2. Change the view.

Page Setup

Changing the margins using the Page
Layout tab.
1. Click on the Page Layout tab.
2. Within the Page Setup group, click on

the Margins button.
3. Choose one of the Preset settings.
4. Change the margins by either typing in

the number or using the up and down
arrows.
5. Click OK.
66 GREEN Computer Book-8

Switching AutoCorrect off
If you do not want these corrections to
be made, do the following:
1. Click on Tools menu.
2. Click on AutoCorrect Options.
3. Un-tick the required options at the

top of the box.
4. Click OK.

Work with Different Headers

To use these features, you should already know how to insert headers in a
document.

To have a different header in odd and even pages:
1. Double click on the existing header.
2. A new “design” menu will appear.
3. Select the option “Different Odd & Even Pages”.
4. Type or create the new header.
5. Click on Close Header and Footer.

GREEN Computer Book-8 67

To have a different header in odd and even pages:
1. Double click on the existing header.
2. A new “design” menu will appear.
3. Select the option “Different First Page”.
4. Type the new header or delete the existing header.
5. Click on Close Header and Footer.

Set a password in a Word document

To encrypt your file and set a password to open it:
1. Click the Microsoft Office Button , point to Prepare, and then click

Encrypt Document.

2. In the Encrypt Document dialog box, in the Password box, type a password,
and then click OK.
Caution: Keep your password in a safe place. If you lose or forget the
password, it can't be recovered.

68 GREEN Computer Book-8

You can type up to 255 characters. By default, this feature uses AES 128-bit
advanced encryption. Encryption is a standard method used to help make
your file more secure.

3. In the Confirm Password dialog box, in the Reenter password box, type
the password again, and then click OK.

4. To save the password, save the file.

Remove password protection from a Word document

1. Use the password to open the document.

2. Click the Microsoft Office Button , point to Prepare, and then click
Encrypt Document.

3. In the Encrypt Document dialog box, in the Password box, delete the
encrypted password, and then click OK.

4. Save the file.

Set a password to modify a Word document

In addition to setting a password to open a Word document, you can set a
password to allow others to modify the document.

1. Click the Microsoft Office Button , click Save As, and on the bottom of
the Save As dialog, click Tools.

2. On the Tools menu, click General Options. The General Options dialog
box opens.

3. Under File sharing options for this document, in the Password to modify
box, type a password.

4. In the Confirm Password dialog, re-type the password. Click OK.
5. Click Save.

Note:

To remove the password, repeat these instructions and then delete the
password from the Password to modify box. Click Save.

Creating Table

A table is made up of rows and columns. The intersection of a row and column
is called a cell. Tables are often used to organize and present information, but
they have a variety of uses as well. You can use tables to align numbers and
create interesting page layouts.

GREEN Computer Book-8 69

To Create a Table:
1. Click the Insert tab on the Ribbon.
2. Click the Table button.
3. Select Insert Table.
4. Click the arrows to select the desired number of columns.
5. Click the arrows to select the desired number of rows.
6. Click OK.

To Insert a Row:

1. Position the cursor in the table where you would like to insert a row.
2. Select the Layout tab on the Ribbon.
3. Click either the Insert Row Above or the Insert Row Below button in the

Rows & Columns group.

To Insert a Column

1. Position the cursor in the table where you would like to insert a column.
2. Select the Layout tab on the Ribbon.
3. Click either the Insert Columns to Left button or the Insert Columns to

Right button in the Rows & Columns group.
70 GREEN Computer Book-8

To Delete a Row

1. Position your cursor in the row that you would like to delete.
2. Select the Layout tab on the Ribbon.
3. Click the Delete button in the Rows & Columns group.
4. Select Delete Rows.

To Delete a Column

1. Position your cursor in the column that you would like to delete.
2. Select the Layout tab on the Ribbon.
3. Click the Delete button in the Rows & Columns group.
4. Select Delete Columns.

Formatting a Table

Using Microsoft Word you are able to format a table by changing table lines
and colors, shading tables, adjusting row and column size as well as alignment.

Merge Cells in a Table
1. Select the cells that you would like to merge in the table.
2. Click on the Layout tab on the ribbon.
3. Click the Merge Cells button in the Merge group.

Shade the Cells/Table:
1. Position your cursor in the table.
2. Click the Layout tab on the Ribbon.
3. Click the Select button in the Table group.
4. Choose the item you wish to format.
5. Click the Design tab on the Ribbon.
6. Click the Shading button.
7. Select a Shading color.

GREEN Computer Book-8 71

POINTS TO REMEMBER

1. This software provides user to create, edit and format documents in
systematic and scientific ways.

2. Office 2007 works with something known as the “Ribbon”, which
appears at the top of the screen and is divided into a series of “Tabs”,
which group related features together.

3. Saving a document creates a copy inside the computer that you can use
again at a later date.

4. Print Preview allows you to see how the document will look when it’s
printed, without actually printing it.

5. A table is made up of rows and columns.
6. Mini Toolbar provides easy access to the most commonly used

formatting options.
7. Contextual Tabs are hidden by default and appear only when required.

Exercise

1. Answer the following questions:
a. What is MS-Word? Write some versions of MS-Word.
b. Write steps to insert SmartArt.
c. Write steps to enter shapes in your document.
d. What is the difference between Save and Save As?
e. Write the rules for writing a filename for MS Word document.
f. Write down the steps to save a new document.
g. Write a keyboard method to select a word, sentence and a paragraph.
h. What is table? Write the steps to create a table.
i. Write the difference between Undo and Redo.
j. What is the main difference between Copy Paste and Cut Paste?
k. Write the steps to copy an object and paste it.
l How can you protect your document? Write steps.

2. Write the missing steps for following.

a. To Delete a column

i. Position your cursar in the column that you would like to delete.

ii.

iii.

iv.
72 GREEN Computer Book-8

Practical 1

Create the following table and insert required data.

Fees Collection Sheet-2073

Name of student :……………………….. Grade:……………….

Date Admission Security Tuition Food Transport Stationery Field trip Total Remarks
Baisakh Fees Fee

Jesth

Ashadh

Shrawan

Bhadra

Ashoj

Kartik

Mangsir

Poush

Magh

Falgun

Chaitra

Totla Amt.

Practical: 2

Perform the following word art:

GREEN Computer Book-8 73

Practical: 3 Photo

Prepare your curriculum Vitae as given below

CURRICULUM VITAE

Rajababu Kumar
Pokhara, Kaski
Phone: ……………………
Email: [email protected]

OBJECTIVE: To work in challenging environment being a part of the
organization & put my all skills, knowledge and ideas for the betterment of
the organization.

PERSONAL PROFILE: : 20th Nov. 1987 AD.
Date of Birth : Male
Sex : B+ve
Blood Group : Good
Health condition : 5’9”
Height : Unmarried
Marital status : Nepali
Nationality : 2473
Citizenship no.

ADDRESS: : Dharampur-2, Dhanusha, Nepal
Permanent Add. : Kantipath, Lalitpur
Mailing Add Phone: ………………………


74 GREEN Computer Book-8

LANGUAGES KNOWN : Nepali, English, Bhojpuri & Hindi.
To Write : Nepali, English, Bhojpuri, Maithili.
To Speak

ACADEMIC QUALIFICATIONS

Name of the Board/ Univesity Major Subjects
examination
M.B.A. T.U. Finance
K.U. Finance
B.B.S. HSEB, Nepal A/C, Finance
SLC Board, Nepal Computer, A/C
+2

SLC

Practical: 4

Type the following text in document and save in the file named “pps.doc” in
2003 version of Word.

Quick entry of date and time
Press ALT + SHIFT + D Date is inserted
Press ALT + SHIFT + T Time is inserted

Correcting the date if it is wrong
If the date is wrong when you insert it, then you need to change the setting on
the computer.

Inserting Special Symbols Or Characters
You can include symbols and international characters into your documents.

GREEN Computer Book-8 75

Practical 5

Perform the task given below.

Practical 6

Draw the following flow chart.

Start

I=1
S=0

Yes Is No

I < = 10?

Display I Stop

I=I+1

76 GREEN Computer Book-8

8 More on Spreadsheet

Introduction

Excel is a spreadsheet application. With Excel, we can record information
in a row-and-column format. We can make simple calculations or statistical
analysis across a row or a column. Create charts on the basis of the recorded
data. Records of family expenses, travel log with calculation of the mileage
and reimbursement, student grade book with calculation of the final grades
and making charts. A spreadsheet (worksheet): a piece of electronic paper in
which data can be manipulated by the computer stored in rows and columns.
A workbook (Excel file) has multiple sheets. Spreadsheet consists of electronic
grids of rows and columns.

• Each sheet may have multiple pages.

• Record and organize information in a row (record)-and-column (field)
format.

• Make calculations and simple statistical analyses across a row or a column.

• Create charts based on the data displayed in a spreadsheet.

Use of Spreadsheet

1. Make a list for home or work
2. Graph your data in a chart
3. Automate bookkeeping with functions
4. Calculate with complex formulas
5. Keeping records of employees
6. Making purchasing and sales report
7. Making salary sheet of employees

GREEN Computer Book-8 77

Number of Rows and Columns

Version Number of Rows & Columns

Excel 2003: 1 to 65,536 rows and 256 columns
(A to IV).

Excel 2007 & 2010 1 to 1,048,576 rows and 16,384 columns
(and later versions of Excel): (A to XFD).

Workbook vs Sheets

When you open Excel, a new file is created called Book 1 (until you name it
differently). It is called “Book” because it is a Workbook that is initially made
up of three Worksheets (accessible from the tabs in the lower left corner of
your excel window). Think of a three ring binder with three sheets of paper in
it. As with a binder, you can:

• Add sheets to your Workbook : Insert >> Worksheet, or click on the new
worksheet tab to the right of the tabs for your existing worksheets.

• Delete worksheets : by right-clicking on the tab of the worksheet you wish
to delete, then selecting “delete”.

• Re-arrange them : by clicking on the worksheet tab and dragging it to the
location you desire.

• Rename worksheets : by double-clicking on the worksheet title.

Starting and Closing Excel

a. Click on the Start button.

b. Select All Programs.

c. Click on Microsoft Office.

d. Click on Excel.

Know More

Work book is Excel file and
worksheet is a page of a workbook.

78 GREEN Computer Book-8

Excel 2007 Interface

Quick Access Toolbar Tab Bar
MS Office Button

Ribbon

Worksheet Area

Status Bar
Sheet Tabs

Office Environment in Ms-Excel

Window controls
and help

GREEN Computer Book-8 79

What’s New in Office 2007/2010?

The Ribbon
Microsoft has now done away with its familiar menus and toolbars from
the previous versions. Office 2007/2010 works with something known as the
“Ribbon”, which appears at the top of the screen and is divided into a series of
“Tabs”, which group the related features together.

Office 2007 – Excel 2007

Office 2010 – Excel 2010
• Each “tab” (such as “Home”, “Insert”…) will open a ribbon with several

command items each in similar groupings.
• Home: has the common formatting tools, clipboard, fonts, paragraphs,

number, Styles, Cells, and Editing.
Microsoft Office Button–Office 2007
Now instead of the File menu we have the Office
Button which provides access to the common tasks
carried out in all of the Office applications.
1. Click on the Office Button.
2. Click on the menu option.
File tab – Office 2010
In Office 2010, Microsoft replaced the

80 GREEN Computer Book-8

Office button with the File tab.
1. Click on the File tab.
2. Click on the option you need.

To select: Do this

A single cell Left click on the cell.

A range of adjacent cells Drag from the first cell to the last cell, or
click on the first cell, hold the Shift key and
click on the last cell (scrolling if necessary).

Non-adjacent cells or ranges Hold CTRL (Windows) or Command (Mac)
key and click or drag.

An entire row or column Left click on the row or column heading.

All cells Left click on the blank header in the upper
left corner.

The next cell to the right Use the Tab key.

The next cell down the column Use the Enter key.

The A1 Home cell Press Ctrl + Home keys together.

The last cell in a sheet Press Ctrl + End keys together.

The cells around the active cell Press Ctrl + Shift + 8 keys together (Select
Region).

The Excel screen

Tabs : There are 8 tabs, each one represents a core task in
Excel.

Groups : Each tab contains a group of related items.

Commands : These are buttons and can represent a box to enter
information or even a menu.

Title bar : Which program you are in and the name of the current
workbook.

Quick Access toolbar : This holds some of the common features, such as
Undo and Redo.

File tab : This has replaced the File menu, so it contains options
like Save, Open, Close and Print, as well as some more
features.

Ribbon : Replaces Menus and Toolbars, Contains tabs and
commands.

GREEN Computer Book-8 81

Formula bar : Shows you which cell you are in, and what its contents
Cells : are.
Sheet tabs :
Sheet navigation : The boxes that make up the spreadsheet. Each cell has
a cell reference, made up of its column letter and row
number. E.g. A1.

When you first create a new workbook, it has three
sheets inside it. The sheet tabs show you which sheet
you are currently on.

If you add more sheets to your workbook, these
buttons allow you to move through them.

Exiting Excel
Click on the cross in the top right corner in Excel

Data Entry in a worksheet

• Place your mouse in a cell and click once. This will allow you to enter data
in that cell.

• To move HORIZONTALLY across cells, hit TAB or arrow keys.

• To move VERTICALLY, hit ENTER or arrow keys.

• Enter the data as given in the sheet.

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Click on cell A1 by clicking it. Once you select a cell, the cell border is highlighted
in bold, the cell's address appears in the name area of formula bar, and the
cell's contents appear in the contents area of the formula bar. The selected cell
is called active cell.
Active cell: The selected cell where the next action takes, such as typing or
formatting takes place.
Click cell A1, press and hold down the loft mouse button, and then drag
the mouse pointer to cell G1. Release the left mouse button when the mouse
pointer is in cell G1.
Cell Range: Group of adjacent cells is called cell range. For example: A1: H1.
is the example of cell range and colon (:) is range operate.

Note:
To edit data of the particular cell, press function key F2 and you can
correct your entries.

Insert a Row/Column

Insert a row:
• Select the row you would like to insert above.
• Clicking on the row number tab.
• In Home tab, go to Insert and select Insert Sheet Rows.

Insert a column:
• Select the column you would like to insert next to it Clicking on the column

letter tab such as L.
• In Home tab, go to Insert and select Insert Sheet Column.

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Change Column Width or Row Height

Column Width
• Drag the border between two columns to
adjust a column width.
• Adjust column width for a group of columns.

Highlight the columns you want to adjust their
width.

In Home tab, go to Format and select Column
width.

Enter a number of characters for column width.
Click on OK.

Row Height.
• Drag the border between two rows to adjust a row width.
• Adjust row width for a group of rows.

Highlight the rows you would like to change their height.
In Home tab, go to Format and select Row Height.
Enter a number of the row height and click on OK.
One point = .035 cm.

Format a Worksheet

To format a worksheet means to change the font size, colour, and the background
of a cell or group of cells. It also includes setting alignment of enter data of a
cell or cell range as well as to apply different setting with numbers such as
percentage, currency, decimal positions.

Select the cells you would like to change. Then select a formatting tool.
To show cell borders, highlight the cells and select All Borders as shown

below.

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Merge and Center

Highlight the cells you would like to merge and center. For example, we
are highlighting from cell A1 to H1 to display the text “The Personal Budget
Worksheet” to merge and center.

Formulas

Select the cell that the formula result is going to be displayed in. The formula
can be constructed in the formula bar or typed directly into the cell in which
you want the formula to begin. You must always put the = sign before a
formula, as this is how Excel recognizes what you are entering as a formula.
Autofill helps you fill in formulae quickly once you have constructed one in a
cell. In order to Autofill, select the cell with the formula. Place your cursor so

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the small black cross appears in the lower right corner of the cell (+). Once that
cursor is visible, simply drag your formula down the column (or across the
row as the case may be). Autofill will change the cell references accordingly.
(E.g.: If the formula in A3 is =A1+A2, when you drag that formula over to B3
then the formula becomes =B1+B2.)

Note that cell references can also change automatically when you copy and
paste a formula using the clipboard, unless you use an absolute cell reference.

Working with formula in worksheet
A sequence of values, Cell references, names, functions, operators that are
contained in a cell and produce a new value from existing expression (values).

A formula always begins with an equal to sign (=). Let’s see an example of
formula to find Total.

e.g. =SUM (A1+B1)

There are several ways to do this. Each method has its advantages and
disadvantages.

Discuss about cell reference:

1. Relative cell reference 2. Absolute cell reference

3. Mixed cell reference

Begin by moving your cursor to cell H5, and clicking-on cell H5.

Note: Always move to the cell where you want the answer to be located.

Method I : TYPE-IN METHOD

You want to add the numbers in cells B5, C5, D5, E5, F5, and G5 . To
use this method type-in (using the keys on the keyboard) the following
formula in cell H5:

=B5+ C5 + D5 + E5 + F5 + G5 in formula bar.

Operation::: Sign Example
Addition + =A1+B1+C1+D1
Subtraction - =A1-A2
Multiplication * =C1*C2
Division /
Combination () =C1/C2

= A1*(B1+C1)

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Now, press enter key to obtain total from cell b5 to g5 which is 6000.

Copying the formula using AutoFill

Process of fillings sequential data in the specified range cell in a worksheet
automatically. It saves the time, less error and saves manual work.

AutoFill

Step: Move the cursor to H5 and point the mouse pointer to right most bottom
corner of the cell H5. Now mouse pointer changes to small + sing. Then draw
the mouse pointer of your desired destination cell.

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The final result looks like in given sheet.

Method II Using Excel Function

To find Total of above worksheet.

Step 1: Type the formula =sum(b5:g5) and press enter key.
Step 2: Copy the formula using autofill handle to find the total in other cells.
Now, let us find Monthly total using function sum ().
Step 1: Move the cursor to cell b14.
Step 2: Type the formula, =sum (b5:b12) and press enter key.
Step 3: Copy the formula using auto fill handle to cell H14.
Now, let us find Monthly Maximum Expenses using function max ( ).
Step 1: Move the cursor to cell b15.

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Step 2: Type the formula, =max (b5:b12) and press enter key.
Step 3: Copy the formula using autofill handle to cell H15.
Now, let us find Monthly Minimum Expenses using function min ( ).
Step 1: Move the cursor to cell b16.
Step 2: Type the formula, =min (b5:b12) and press enter key.
Step 3: Copy the formula using autofill handle to cell H16.
Now, let us find Monthly Average Expenses using function average ( ).
Step 1: Move the cursor to cell b17.
Step 2: Type the formula, =average(b5:b12) and press enter key.
Step 3: Copy the formula using autofill handle to cell H17.
So, Now, what is function in excel?
An excel function is a built in formula that helps us to do calculation more
quickly and easily. In above example sum ( ) is math function which returns
the total of given cell range or given excel expression.
Types of function in excel
• Math function : sum, sart, abs, round.
• Logical function : if, true, false, or, and are logical functions.
• Statistical function : average, max, min , count, mode.
• Text function : upper, lower, len, mid, left, right.

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The final output is given in the following screen.

Working with a Chart

A chart is a visual representation of numeric values. Charts (also known as
graphs) have been an integral part of spreadsheets since the early days of
Lotus 1-2-3. Charts generated by early spreadsheet products were quite crude,
but they have improved significantly over the years. Excel provides you with
the tools to create a wide variety of highly customizable charts.
Displaying data in a well-conceived chart can make your data more
understandable. Because a chart presents a picture, charts are particularly
useful for summarizing a series of numbers and their interrelationships.
Making a chart can often help you spot trends and patterns.
• Click the Insert Tab at the top of the Excel screen. Then, you’ll see that one

of the Groups in the Insert Tab/Ribbon is Charts.

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Types of charts • Line chart
• Bar chart
• Column chart • Scatter chart
• Pie chart
• Area chart
• Other chart

Elements of a Chart

1. The chart area of a chart.

2. The plot area of a chart.

3. The data points of the data series
that are plotted in a chart.

4. The horizontal (category) and
vertical (value) axis along which the
data is plotted in a chart.

5. The legend of a chart.

6. A chart and axis title that you can use in a chart.

7. A data label that you can use to identify the details of a data point in a
data series.

Create a Chart

To create a line chart, execute the following steps.

1. Select the range A1:D7.

2. On the Insert tab, in the Charts group, choose Line, and select Line with
Markers.

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Result

Change Chart Type
You can easily change to a different type of chart at any time.
1. Select the chart.
2. On the Insert tab, in the Charts group, choose Column, and select Clustered

Column.

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Result

How To Create a Pivot Table in Excel 2007

Excel’s Pivot Table is probably the most useful and time-saving tool for
analyzing data, that is in table format. In the simplest Pivot Table, one identifies
a row value, a column value, and a data value. The data value (usually a
numeric value) in this simple Pivot Table is automatically summarized at each
row and column intersection.
Create a Pivot Table
First select any cell in the worksheet that contains the data you want to create
the report on. Then under the Insert tab click on the Pivot Table button.

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The PivotTable dialog box opens and the table or data range we already
selected will show in that field.
The Pivot Table Field List opens up and the PivotTable tools become available.

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Select the fields you want to include in the table by dragging them to the
different boxes below. The table is built while dragging the fields into the
boxes for Report Filter, Column Labels, Row Labels, and Values. This lets you
move the data around so you can best organize it for your report.

You can arrange the view of the PivotTable Field list so it works best for you.

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While building the PivotTable it’s fully functional so you can go through and
test it out, like in this example where we’re filtering the months.

So, now instead of having to hunt through a bunch of data in a large spreadsheet.

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You can create a nice PivotTable for better organization and presentations.

Hopefully, this will get you started creating your own Pivot Table. A lot of
creating the table is trial and error and finding the best way to organize the
data.

Troubleshooting

Common sources of errors are parentheses that don’t match or missing
arguments for functions. If your formula is free from those errors, here are
some error values you might get:

###### There is nothing wrong with your formula; the cell simply
#DIV/0 isn’t big enough to display the result. Widen the column.
You are trying to divide by zero
#NAME?
• Correct the divisor

• If the divisor is a cell reference, check to make sure the cell
isn’t empty

There is a name in the formula that Excel doesn’t recognize.

• If you used a natural language name, check the spelling.

• If you typed in a function, check the spelling or verify that
the function exists.

• If you are performing operations on text, enclose the text in
double quotation marks.

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#REF! A cell reference is not valid. Check to make sure your formula
#VALUE! references the right cells.

The formula uses the wrong type of operand or argument.
This can also happen if you try to perform an impossible
mathematical function (ex: taking the square root of a negative
number).

Saving

There is a Save button in the Quick Access Toolbar
– click it often. The first time you save a workbook
(Book1, etc.) you will be in the Save As dialog box
where you will enter the name of the file. Use any
combination of letters, numbers, spaces and special
characters.

Note:

There are a few special characters that cannot be used: (" * : < > ? \ / |.).
While in Save As, be sure to note the location of the workbook so you can
find it later – usually defaults to My Documents.

Closing a workbook

Go to File → Close. If changes were made since you last saved, you will be
prompted to save the workbook

Printing a Workbook

The page breaks can be changed on an Excel
spreadsheet so that it prints a bit nicer. This can
also help to reduce the number of pages that get
printed.

1. First, check out how it is currently set to
print with MS Office Button >Print>Print
Preview.

2. If you want to change the page breaks, go back
to the document and click the View tab>
Page Break → Preview button.

3. Now you will see the spreadsheet broken up by blue lines with a page
number in each region

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4. You can move these dashed lines by clicking on them and dragging them
to change the page breaks.

You can adjust
the page breaks
by dragging
these lines

Printing

Only Part of the Spreadsheet
1. Highlight the area that you want to print.
2. From the menu bar, select Page Layout > Print Area > Set Print Area.
3. Now when you go to MS Office Button > Print Preview, you will see only

the area that you highlighted.
4. To go back to printing the entire document, use Page Layout > Print Area

> Clear Print Area.
Printing a Section on Each Page
If you want to print a section of your spreadsheet on every page you print
(for example, printing the titles of your columns on every page in a long list
of data), go to Page Layout > Print Titles, and select or type the name(s) of the
row(s)/column(s) you would like to repeat on each page.

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POINTS TO REMEMBER
1. In a spreadsheet application, all values are entered in a cell.
2. A workbook (Excel file) has multiple sheets and will have the extension XlS.
3. Microsoft has now done away with its familiar menus and toolbars from

the previous versions. Office 2007/2010 works with something known
as the “Ribbon”,
4. Each cell has a cell reference, made up of its column letter and row
number. E.g. A1
5. A chart is a visual representation of numeric values.
6. AutoFill is the process of filling sequential data in the specified range
cell in a worksheet automatically.
7. A formula always begins with an equal to sign (=).
8. Functions are the in-built formulae in the spreadsheet. They help to
make the calculations fast and easy.
9. There are a few special characters that cannot be used: (" * : < > ? \ / |.).
in a file name.
10. Excel’s Pivot Table is probably the most useful and time-saving tool for
analyzing data that’s in table format.

Exercise

1. Answer the following questions:

a. What is a worksheet? Give the total number of rows and columns in
a worksheet.

b. In MS-EXCEL, how is a cell addressed? List its types.

c. What is an Excel function? List any four types of Excel functions.

d. What is a range in a worksheet? How is the range reference written?

e. List any four types of cell formatting.

f. What is a chart? What does it express?

g. What are the elements of a chart?

h. Explain why excel is regarded as financial wizard.

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