Teach Yourself Computer without Tears
Word Processing Application
Microsoft Word
Microsoft Excel
Microsoft PowerPoint and
Internet
Teach yourself to become an expert computer operator and not just a user
Produced and designed
by
Felix J. Medayese
An ICT compliant Instructor Personnel
E-mail: fmfmcool@gmail.com, ojounla4eva@yahoo.com
http//:www.productivemindinitiative.webs.com
08036924588, 08160249747, 07083652637
Mission quote: gone are the days when the superior ‘homeo sapience’- man lives in the cave
where their net is their ice circuit but now our yet promising world has gone web-net, a global
village viewing through the cyber brain. Man is becoming computer and computer becoming
cybernet and if you are not going with the trend, you will be left behind. And Mr. Felix J.
Medayese is bringing this golden opportunity to your door step to teach yourself computer
without tears. So be wise and grasp your copy now!
Teach Yourself Computer without Tears
MICROSOFT WORD
Microsoft is one of the numerous application software designed by Microsoft
Company for data and word processing.
Microsoft word:
It is one of the types of Microsoft application used for word processing (i.e.) typing
and formatting of different documents like letter, journals, books etc
Basic features of Microsoft word working environments
Screen layout
Menus
When you begin to explore Word 2007 you will notice a new look to the menu bar.
There are three features that you should remember as you work within Word 2007:
The Microsoft Office Button, The Quick Access Toolbar, And The Ribbon. These
three features contain many of the functions that were in the menu of previous
versions of Word.
The Microsoft Office Button
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The Microsoft Office button performs many of the functions that were located in the
File menu of older versions of Word. This button allows you to create a new
document, open an existing document, save or save as, print, send (through email or
fax), publish or close.
The Quick Access Toolbar
The quick access toolbar is a customizable toolbar that contains commands that you
may want to use frequently. It is the bar Next to the Microsoft Office button on the
title bar.
The Ribbon
The Ribbon is the panel at the top portion of the document. It has seven tabs: Home,
Insert, Page Layout, References, Mailings, Review, and View that contain many new
and existing features of Word. Each tab is divided into groups. The groups are logical
collections of features designed to perform functions that you will utilize in
developing or editing your Word document. Commonly used features are displayed on
the Ribbon, to view additional features within each group, click on the arrow at the
bottom right of each group. Each of the tabs contains the following tools:
Home: Clipboard, Fonts, Paragraph, Styles, and Editing. Insert: Pages, Tables,
Illustrations, Links, Header &Footer, Text, and Symbols
Page Layout: Themes, Page Setup, Page Background, Paragraph, Arrange
References: Table of Contents, Footnote, Citation & Bibliography, Captions, Index,
and Table of Authorities
Mailings: Create, Start Mail Merge, Write & Insert Fields, Preview Results, Finish
Review: Proofing, Comments, Tracking, Changes, Compare, Protect
View: Document Views, Show/Hide, Zoom, Window, Macros
Title Bar: This is the topmost bar on Microsoft window which displays the name of
the program and documents. E.g. Felix-ms. Word
The Status Bar: The Status bar appears at the very bottom of your window showing
the current page and the number of words in your document.
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Scroll Bars: These are horizontal and vertical right and left edges of the window
which contain arrows pointing up and down, left and right. It is used to move
documents and cursor up and down, left and right
1 Task bar: It is a bar that shows programs that are running underground on the
Microsoft window.
2 Ruler: is located at the four sides of the windows, use to adjust the Microsoft
page width
Document Views
There are many ways to view a document in Word. Infer to the right bottom of your
screen layout
Print Layout: This is a view of the document as it would appear when
printed. It includes all tables, text, graphics, and images.
Full Screen Reading: This is a full view length view of a document. Good
for viewing two pages at a time.
Web Layout: This is a view of the document as it would appear in a web
browser.
Outline: This is an outline form of the document in the form of bullets.
Draft: This view does not display pictures or layouts, just text.
To view a document in different forms, click the document views shortcuts at the
bottom of the screen or:
Click the View Tab on the Ribbon
Click on the appropriate document view.
HOW TO START WORKING WITH MICROSOFT WORD
Steps on Invoking Microsoft Word
1. Click on Start Button.
2. Place the mouse pointer or cursor on All Programs from the drop down menu.
3. Locate Microsoft Office from the sub-menu.
4. Selects and double click on Microsoft word.
After a successful operation of the above steps, a blank document of Microsoft
window would appear where the user can start typing his desired document.
Typing and inserting Text
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To enter text, just start typing! The text will appear where the blinking cursor is
located. Move the cursor by using the arrow buttons on the keyboard or positioning
the mouse and clicking the left button. NOTE: It is very essential that, you need to
take into cognizance the following keys while typing on your computer. SpaceBar,
BackSpace, Enter, Shift, Caps lock, directional arrows and ctrl. SpaceBar is used to
move the cursor and create space in between words. Enter key to move the cursor to
the next line while typing while caps lock to change the character from small letters to
capital letters. As you get along, you will discover some of the functions of other keys.
Steps in Saving a new document
1. click on file from the menu bar if you use office 2003 or 2005 but click on
Microsoft Office Button for office 2007
2. click on Save As from the drop down menu (remember, if you’re sending the
document to someone who does not have Office 2007, you will need to place
your cursor on Save As, and Click Word 97-2003 Document)
3. Pick a desired saving environment from the options e g desktop, my document,
My Computer for external storage device such as Flash drive, CD, Floppy Disk
4. type the desired saving name on the file name below the cascaded submenu
5. Click save or hit enter key on your keyboard
Save to an already existing document
Steps:
1 click on file from the menu bar or on office 2003 or 2005 but click on
Microsoft Office Button on office 2007
2 click on save
Or click on save icon from Quick Access Tool Bar
The keyboard shortcut for saving a document press and hold down the CTRL button
on your keyboard plus S. (CTRL +S)
Open an existing or already saved document.
Opening an existing document on your computer depends on the environment where
the document was saved initially
Open from Desktop
1 Right click on the icon which carries your file name from the desktop
2 Click open from the options of the drop down menu Or Just double click on
the icon from your desktop without right clicking
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Open from My Document
1 double click on my documents from the desktop
2 locate your file name from the option of the files
3 double click on your file name
Open from external storage e.g. Flash drive, C D, Floppy Disk, etc
1 click on Start Button
2 double click on My Computer
3 right click on the device where the document is stored e.g. removable, CD-
Rom, Floppy disk
4 click open from sub menu
EDIT AND FORMAT DOCUMENT
Highlight, Copy, Cut, Paste, Delete
To change any attributes of text of your document you must highlight first the portion
of that text you want to effect change.
Highlight Text
Using of Mouse Steps
1 point the cursor or mouse pointer at the beginning of the text to be
highlighted
2 click and hold down the left button of the mouse
3 drag down the mouse while your cursor move to your desired portion of the
text
4 release your hand from the mouse
Using of shift and directional arrow keys
1 Place your cursor at the beginning of your document
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2 Press and hold down the shift button from your keyboard.
3 Continue hitting on the arrow button (either up, down, left or right) until it
get to your desired portion but if you want to highlight all the document at
once use your keyboard shortcut. (CTRL+A) from your keyboard.
Copy
Copy is a way of making a duplicate copy of a document in another environment
leaving the original unchanged
Steps
1 highlight the portion of the document to be copied following the earlier
steps mentioned for highlight
2 right click by pressing the left button of your mouse
3 Select and click on copy from the drop down menu. Or
1 Highlight the portion to be copied.
2 Press copy icon from the clipboard on the Ribbon
Using keyboard shortcut
1 Highlight the portion to be copied
2 Press and hold down the CTRL key from your keyboard
3 Press Alphabet “C” (CTRL+C)
Cut
Cutting of a document is a process of removing a document from its original position
to another environment
Step:
1 Highlight the portion of the document to be cut
2 Right click on the document
3 Select and click on cut from the drop down menu
Or
1 Highlight the portion of the document to be copied
2 Click on cut icon from the Ribbon
Using keyboard shortcut
1 Highlight the portion of the document to be copied
2 Press and hold down the CTRL key from your keyboard
3 Press Alphabet X (CTRL+X)
Paste
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This is an act of appearing a copied or cut document in a desired environment.
Steps
1 After a successful processes of coping or cutting
2 Right click on the desired pasting environment
3 Select and click on Paste from the drop down menu or click on paste icon
on the Ribbon
Using keyboard shortcut
1 After coping or cutting the document
2 Place your cursor on the desired pasting environment
3 Press and hold down the CTRL button
4 Press Alphabet “V” (CTRL+V)
Delete:
It is an art of removing an unwanted part(s) of a document
1. Highlight the portion of the document to be deleted
2. Right click on the document
3. Select and click on the delete option from the drop down menu
OR
1. Highlight on the portion to be deleted
2. Press delete key on the keyboard
Using keyboard shortcut
1. Highlight the document
2. Press shift and delete button from the keyboard
Deleting Blocks of Text
Use the BACKSPACE and DELETE keys on the keyboard to delete text that are
mistakenly typed. Backspace will delete text to the left or behind the cursor and
Delete will erase text to the right or in front of the cursor.
Bold, Italics and Underline
The above tabs give us options of darken, italicize and underline text or line of text
within a document. e.g heading or title of a document, areas of emphasis in a
document. Also, certain grammatical constructs require that you bold, underline, or
italicize.
Steps for the above operations
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1. Highlight the portion of the document to be darkened, italicize and underline
respectively
2. Click on the alphabets ‘B’, for Bold ‘I’, for italics and ‘U’ for underline
respectively from the Ribbon on the top pane of the window.
Using keyboard shortcut Steps
1. Highlight the portion of the document to be Bolden, italicized or underlined
2. Press and hold down the CTRL key from your keyboard
3. Press alphabets ‘B’, ‘I’, or ‘U’ from your keyboard for either bold, italics, or
underline (CTRL+B,I,U) respectively.
STYLES
Font style and size
Change the Font style and Size
A font is the character or style in which your text is typed or written on Microsoft
word document.
Steps in changing your font character or face
Change the Font style or character
1. Highlight the portion of the document
2. Click the Home tab from your Ribbon.
3. Click the down arrow next to the Font Size box under insert tab. A drop down
menu of font sizes appears.
4. Use your arrows up and down to select your desired character or typeface or
name
5. Press Enter key from your keyboard.
OR
1. Highlight the portion of the document
2. Right click on the document
3. Click on font
4. Select your desired font face or name from field on the submenu
5. Click Ok
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Change the font size
1. Highlight the portion of the document
2. Click on the Home tab from your Ribbon
3. Click on the arrow down next to the font size beside font field
4. Use your arrow up and down from your keyboard to select your desired font
size
5. Press Enter key from your keyboard
Use Spell Check
Spell check is used to checks your spelling and grammar in case of any grammatical
and typographical error on your Microsoft word document. Hence, grammatical error
is indicated a red wavy line under the word while typographical error is indicated with
a green wavy line under the error. In Word 2007, you can use the Review tab's
Spelling & Grammar button to initiate a spell and grammar check of your document.
1. Highlight the portion of the document indicated with the error
2. Click on the Review tab from the Ribbon.
3. Click the Spelling & Grammar button. The Spelling and Grammar dialog box
appears.
OR
1. Highlight the portion of the document where error is indicated
2. Right click on the document
3. Select the correct spelling or setting
NOTE: Computer programs are written in American English, so you need to
understand some of spelling that are British and American English.
Add Space Before or After Paragraphs
1. Place your cursor anywhere in the second paragraph of your document
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2. Click on the Page Layout tab from the Ribbon. The default spacing appears in
the Spacing Before field.
3. Click the up arrow next to the Spacing Before or after under spacing depending
on your choice
4. Click the up arrow next to Before or After field to increase the amount of space
before or after the paragraph.
Create a First-line Indent
1. Place your cursor anywhere within the first paragraph of your document
2. Click the Home tab from the Ribbon.
3. In the Paragraphs group, click the launcher i.e an arrow pointing down from the
edge. The Paragraph dialog box appears.
4. Choose the Indents and Spacing tab.
5. Click to open the drop-down menu on the Special field.
6. Click First Line.
7. Enter 0.5" in the “By” field after the special field.
8. Click OK. The first line of your paragraph is now indented half an inch.
Special Note: To remove the first line indent:
1. Place the cursor anywhere in the paragraph.
2. Choose the Home tab.
3. In the Paragraphs group, click the launcher. The Paragraph dialog box opens.
4. Choose the Indents and Spacing tab.
5. Click the down arrow next to the Special field and then click none.
6. Click OK.
Indent Paragraphs
Indentation allows you to indent your paragraph from the left and/or right margin.
Most especially in the area of research study where large volume of information is
cited, you may find this necessary to use in order to paraphrase it.
1. Highlight the paragraph to be paraphrased.
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2. Click on the Page Layout tab from the Ribbon.
3. Use the up or down arrow buttons beside both the left and right under indent to
set the field value to your desired value".
Line Spacing
Line spacing sets the amount of space between lines of document within a paragraph.
These lines space start from 1.0 (single line space), 2.0 (double line space) etc
Change Line Spacing
1. Highlight the document
2. Click on the Home tab from the Ribbon.
3. Click the Line Spacing button . A drop down menu of options appears.
4. Use your arrows up and down to select the option of your choice
5. Press Enter key from your keyboard.
Alignment
Is the pattern of arranging your document in a proper order.
Right-align
1. Highlight your document.
2. Click on the Home tab from your Ribbon.
3. Click the Align-right button that looks like typed document in the
Paragraph group.
Left-align
1. Highlight your document.
2. Click on the Home tab from the Ribbon.
3. Click the Align-left button in the Paragraph group.
Keyboard shortcut
Center
1. Highlight your document.
2. Click on the Home tab.
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3. Click the Center button in the Paragraph group.
Justify
1. Highlight your document.
2. Click on the Home tab.
3. Click the Justify button in the Paragraph group.
Keyboard shortcut
1. After highlighting the document
Align-right = ctrl+R
Align-left = ctrl+L
Align-center = ctrl+E
Justify = ctrl+J
Adding Bullets and Numbers
These options are used to itemize or highlight series of ideas and subthemes. In
Microsoft Word, you can easily create bulleted or numbered lists of items.
Bullets
1. Type the first item on the list of your subthemes or ideas eg magi, pepper, salt,
meat, vegetable
2. Highlight the list
3. Click the Home tab from the Ribbon.
4. Use your cursor to trace bullet option under mailings In the Paragraph group,
click the down arrow next to the Bullets button . The Bullet Library
appears.
5. Click to select the type of bullet you want to use. Word adds bullets to your list.
Note: As you move your cursor over the various bullet styles, Word displays
the bullet style onscreen.
To remove the bulleting:
1. Select the list again.
2. Choose the Home tab.
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3. In the Paragraph group, click the down arrow next to the Bullets icon. The
Bullet dialog box appears.
4. Click None. Word removes the bullets from your list.
Numbers
The same procedure that was used in bullets is equally required in numbering
Undo and Redo
These option give you room to reverse your previous action that was carried out on
your document which probably was done out of error. You mistakenly delete a portion
of your document.
Undo = Click the Undo button that looks like arrow on the Quick Access Toolbar. The
typing disappears.
Redo = Click the Redo button on the Quick Access Toolbar. The typing reappears.
Keyboard Shortcut
Undo = CTRL+Z, Redo = +Y
Set the Orientation
Orientation is the way your paper is set to print out your document
1. Click on the Page Layout tab from your Ribbon.
2. Click Orientation. A drop down menu appears.
3. Choose your desired orientation. Word usually sets your default orientation to
Portrait.
4. Press Enter key
Page Size
Paper comes in a variety of sizes. Most business correspondence uses 8 1/2 by 11
papers which is the default page size in Word. If you are not using 8 1/2 by 11 papers,
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you can use the Size option in the Page Setup group of the Page Layout tab to change
the Size setting.
Page Size
1. Click on the Page Layout tab.
2. Click Size under orientation. A menu appears.
3. Use the arrows up and down to select your desired paper size
4. Press Enter key.
NOTE: The most form of paper type that is mostly moderate form any form of office
document is the A4 paper (21 x 29.7 cm)
Margins
Margins give the free environment for your document to be typed on the plain sheet of
Ms. Word and the space occupy by your document.
1. Click on the Page Layout tab from your Ribbon.
2. Click on Margins in the Page Setup group. A menu appears.
3. Click on custom margins at the bottom of the drop down menu
4. Change the numbers of the top, bottom, left, and right to get your desired
prescribed margins
5. Click ok.
Page Numbers
1. Click on the Insert tab from the Ribbon.
2. Click the Page Number button beside the Header & Footer from your Ribbon.
A menu appears.
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3. Place and Choose your desired choice (either top or bottom of page) from the
option
4. Move your mouse to your desired style either centre, left or right side
5. Press Enter key
Create a Table Tables are used to display data in a table format.
To create a table:
1. Place the cursor on the page where you want the new table to be created
2. Click the Insert Tab from the Ribbon
3. Click the Tables Button on the Tables directly under insert tab.
4. You can create a table in the following ways:
Highlight the number of row and columns from the table boxes
Click Insert Table and enter the number of rows and columns from the
dialog box
Click the Draw Table, create your table by clicking and entering the
rows and columns
Click Quick Tables and choose a table
Print Preview
1. Click the Microsoft Office button. A drop down menu appears.
2. Place your cursor on the Print option.
3. Click Print Preview. The Preview window appears, with your document in the
window.
4. Click One Page to view one page at a time. Click Two Pages to view two pages
at a time.
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5. Click on close preview or press the esc key from your keyboard
PRINT
1. Click on Microsoft Office Button
2. Click the Print button. The Print dialog box appears.
3. Click the down arrow next to the Name field and select the printer to which
you want to print.
4. Choose the numbers of pages you want to print.
5. Click OK. Word prints your document.
NOTE: Sometimes your document might be out of range of document margins, your
computer would pop up a dialog box telling you that your document is placed out of
margins. If you like the way the document is prepared just press enter key from our
keyboard.
MICROSOFT EXCEL OR ELECTRONIC SPREAD SHEET
Ms Excel. Program used for the analysis and evaluation of information. It allows or
helps users to manipulate easily than calculating one after the other. In other word, A
spreadsheet is an electronic document that stores various types of data. There are
vertical columns and horizontal rows. A cell is where the column and row intersect.
A cell can contain data and can be used in calculations of data within the spreadsheet.
An Excel spreadsheet can contain workbooks and worksheets. The workbook is the
holder for related worksheets. A spreadsheet program allows you to create different
kinds of documents that can be used both at home or work. You can store data,
perform calculations, and display values or figures using charts and graphs.
EXCEL TERMINOLOGY
Workbook: is the basic Excel file. It contains 3 worksheets by default.
Worksheet: it is made up of 16,384 columns and 1,048,576 rows. Columns are
labeled alphabetically along the top. Rows are labeled numerically along the left-hand
side of the screen.
Cells: the basic building block of an Excel worksheet where the rows and columns
intersect. There are over 17 billion cells in one worksheet.
Cell Address: each cell has one. The address is made up of the column letter and row
number. Examples: A1, G20, Z100.
Data: this is what is stored inside of the cells. Data can be Labels (text), Values
(numbers), or Formulas or functions (calculations, operations).
Home: the first cell in the worksheet, or cell A1.
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Cell Range: A group of cells
Active cell: can be identified by the cell selector, or the bold line that appears around
the cell. The cell address will appear in the Name box.
Spreadsheet: organizes information into columns and rows. A spreadsheet may be
used to keep track of monthly bills or earnings of a business.
Database: used to create and manage large amounts of information in one place.
Fields are established representing single pieces of information. For example Name,
Address and Zip. A complete set of fields represents one record. You can create a
database to organize contact information, your DVD collection, recipes etc...78
Chart: provides a graphical view of values.
APPLICATION OF SPREADSHEET
Budgeting
Cash flow analysis
Financial reporting
Inventory control
Sales processing
Decision making
Preparation of business balance sheet
Accounting receivable
Preparation of income statements
Invoicing
Recording of students’ results, records, or CA
OPERATORS AND FORMULARS
Arithmetic
Relational } Operators
Logical
Arithmetic operators
These are the common and normal sign and symbols in calculation
Addition {┼}
Subtraction {─}
Division {÷ or /}
Multiplication {*}
Exponentiation{^}
Relational operators
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Equal to {=}
Greater than {>}
Less than {=}
Less than or equal to {}
Logical operators
These operators help in making decision on spreadsheet in conditions that are more
than one situation. These are {AND}, {OR} and {NOT}. Relational and logical
operators are for decision making. However, “AND” is applicable when both
conditions are true before the result can be true and successful. “OR” is applicable
when either of the conditions or both must be true before the result can be true. While
“NOT” is applicable when the condition is to be negated.
Microsoft Excel Screen Layout
Getting started with Excel 2007 you will notice that there are many features that you
are not familiar with just like the Microsoft word. However, there are features that are
yet similar with Microsoft word such as the Microsoft Office Button, the Quick
Access Toolbar, and the Ribbon. Hence, other features will be explained better.
Microsoft Office Button
The Microsoft Office Button performs many of the functions that were located in the
File menu of older versions of Excel. This button allows you to create a new
workbook, Open an existing workbook, save and save as, print, send, or close.
Ribbon
The ribbon is the panel at the top portion of the document It has seven tabs: Home,
Insert, Page Layouts, Formulas, Data, Review, and View. Each tab is divided into
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groups. The groups are logical collections of features designed to perform function
that you will utilize in developing or editing your Excel spreadsheets. Commonly
utilized features are displayed on the Ribbon. To view additional features within each
group, click the arrow at the bottom right corner of each group.
The main Tabs on the Ms. Excel Ribbon
Home: Clipboard, Fonts, Alignment, Number, Styles, Cells, Editing
Insert: Tables, Illustrations, Charts, Links, Text
Page Layouts: Themes, Page Setup, Scale to Fit, Sheet Options, Arrange
Formulas: Function Library, Defined Names, Formula Auditing, Calculation
Data: Get External Data, Connections, Sort & Filter, Data Tools, Outline
Review: Proofing, Comments, Changes
View: Workbook Views, Show/Hide, Zoom, Window, Macros
Mini Toolbar
A new feature in Office 2007 is the Mini Toolbar. This is a floating toolbar that is
displayed when you select text or right-click text. It displays common formatting
tools, such as Bold, Italics, Fonts, Font Size and Font Color.
Formulas
This feature allows you to modify calculation options, working with formulas, error
checking, and error checking rules. Excel 2007 offers a wide range of customizable
options that allow you to make Excel work the best for you. To access these
customizable options:
Click the Office Button
Click Excel Options
Click Formulas
Select and edit your desired options
Press OK or Enter key from your keyboard
MANIPULATING Ms. EXCEL
Create a Workbook Open an Excel working environment
steps:
Click the Start Button
Select All Programs
Select Microsoft Office
Click on Microsoft Excel
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Entering Data
There are different ways to enter data into Excel workbook: in an active cell or in the
formula bar.
To enter data in an active cell:
Click in the cell where you want the data to be typed in
Begin typing
To enter data into the formula bar
Click the cell where you would like the formula to appear
Place the cursor in the Formula Bar
Type in the formula
Save a Workbook or a new Excel file
Steps
Click the Microsoft Office Button
Click on Save As
Select the your desired saving environment
Type in the name for the Workbook in the file name space
Click save
You may need to place your mouse pointer on Save As to have options of
compatibility of 2007 version with lower versions. Therefore, always remember that
older versions of Excel will not be able to open an Excel 2007 .worksheet unless you
save it as an Excel 97-2003 Format
Open an existing or an already saved Workbook
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Opening of an existing document depends on the environment where the
document was originally saved into. Eg My documents, Desktop, My Network
Places, CDs, Flash Drive etc
Open from My documents
Click on Start button
Double click on My documents
Right click on your file
Click open from the options
To open an existing workbook while working on another workbook:
Click the Microsoft Office Button
Click Open
Browse to the workbook
Click the name of the workbook or file
Click Open
EDITING AND FORMATTING OF EXCEL
Highlight Select Data
To select a cell or data
Click the cell
Click and drag the cursor to select many cells in a range
Release your hands from your mouse
Highlight a Row or Column
To select a row or column click on the row or column header.
Copy and Paste
To copy and paste data:
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Highlight the cell(s) that you wish to copy
On the Clipboard group of the Home tab, click Copy icon
Place your insertion box in the cell(s) where you would like to paste
On the Clipboard group of the Home tab, click Paste icon
Cut and Paste
To cut and paste data:
Highlight the cell(s) to be copied
On the Clipboard group of the Home tab, under the Microsoft office button
click Cut icon that looks like scissors
Select the cell(s) where you would like to copy the data
On the Clipboard group of the Home tab, click Paste
Undo and Redo
To undo or redo your most recent actions:
On the Quick Access Toolbar
Click Undo or Redo
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Auto Fill
The Auto Fill feature fills cell data or series of data in a worksheet into a selected
range of cells. If you want the same data copied into the other cells, you only need to
complete one cell. If you want to have a series of data (for example, days of the
week) fill in the first two cells in the series and then use the auto fill feature. To use
the Auto Fill feature:
Click the Fill Handle
Drag the Fill Handle to complete the cells
Insert Cells, Rows, and Columns
To insert cells, rows, and columns in Excel:
Place the cursor in the row below where you want the new row, or in the
column to the left of where you want the new column
Click on Home tab
Click the Insert button on the Cells group of the Home tab from your ribbon
Click the appropriate choice: Cell, Row, or Column
Delete Cells, Rows and Columns
To delete cells, rows, and columns:
Place the cursor in the cell, row, or column to be deleted
Click Home tab
Click the Delete button on the Cells group of the Home tab
Click the appropriate choice: Cell, Row, or Column
Excel Formulas
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A formula is a set of mathematical instructions that can be used in Excel to perform
calculations. Formals are started in the formula box with an = sign.
There are many elements to and excel formula.
References: The cell or range of cells that you want to use in your calculation
Operators: Symbols (+, -, *, /, etc.) that specify the calculation to be performed
Constants: Numbers or text values that do not change
Functions: Predefined formulas in Excel
To create a basic formula in Excel:
Place the insertion box in the cell for the formula
Type = (the equal sign) and the formula
Click Enter
Calculate with Functions
A function is a built in formula in Excel. A function has a name and arguments (the
mathematical function) in parentheses. Common functions in Excel:
Sum: Adds all cells in the argument eg place your cursor inside the cell where you
want the figures to be added =Sum (A1:G10) press Enter key from your keyboard.
Every figure from cell A1, B, C, D, E, F and G10 will be added
NOTE: After entering the required data in the cells, in computing any functions or
formula in Excel application ensure that you enter “equal to” sign (=) and you should
make use of every necessary operators
Count: Finds the number of cells that contain a numerical value within a range of the
argument
Average: Calculates the average of the cells in the argument
Min: Finds the minimum value
Max: Finds the maximum value
To calculate a function:
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Click the cell where you want the function applied
Click formulas tab from the Ribbon
Click the Insert Function button
Choose the function
Click OK
Complete the Number 1 box with the first cell in the range that you to be
calculated
Complete the Number 2 box with the last cell in the range that you want
calculated
Function Library
The function library is a large group of functions on the Formula Tab of the Ribbon.
These functions include:
AutoSum: Easily calculates the sum of a range
Recently Used: All recently used functions
Financial: Accrued interest, cash flow return rates and additional financial functions
Logical: And, If, True, False, etc.
Text: Text based functions
Date & Time: Functions calculated on date and time
Math & Trig: Mathematical Functions
CELL REVERENCING
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Cells referencing are group into three
Relative, Absolute and Mixed References
Calling cells by just their column and row labels (such as "A1") is called relative
referencing. When a formula contains relative referencing and it is copied from one
cell to another, Excel does not create an exact copy of the formula. It will change cell
addresses relative to the row and column they are moved to. For example, if a simple
addition formula in cell C1 "= (A1+B1)" is copied to cell C2, the formula would
change to "= (A2+B2)" to reflect the new row. To prevent this change, cells must be
called by absolute referencing and this is accomplished by placing dollar signs "$"
within the cell addresses in the formula. Continuing the previous example, the formula
in cell C1 would read "=($A$1+$B$1)" if the value of cell C2 should be the sum of
cells A1 and B1. Both the column and row of both cells are absolute and will not
change when copied.
Mixed referencing can also be used where only the row OR column fixed. For
example, in the formula "=(A$1+$B2)", the row of cell A1 is fixed and the column of
cell B2 is fixed.
Linking Worksheets
You may want to use the value from a cell in another worksheet within the same
workbook in a formula. For example, the value of cell A1 in the current worksheet
and cell A2 in the second worksheet can be added using the format
"sheetname!celladdress". The formula for this example would be "=A1+Sheet2!A2"
where the value of cell A1 in the current worksheet is added to the value of cell A2 in
the worksheet named "Sheet2".
Macros are advanced features that can speed up editing or formatting you may
perform often in an Excel worksheet. They record sequences of menu selections that
you choose so that a series of actions can be completed in one step.
Recording a Macro
To record a Macro:
Click the View tab on the Ribbon
Click Macros
Click Record Macro
Enter a name (without spaces)
Enter a Shortcut Key
Enter a Description
Perform the Macro
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Click Macros
Click Stop Recording
Running a Macro
To run a Macro from the Keyboard shortcut, simply press the keys that you have
programmed to run the Macro. Or you can view all macros and run by:
Click Macros
Click View Macros
Choose the Macro and click Run
Sorting and Filtering allow you to manipulate data in a worksheet based on given set
of criteria.
Basic Sorts
To execute a basic descending or ascending sort based on one column:
Highlight the cells that will be sorted
Click Home tab from your Ribbon
Click the Sort & Filter button on the Ribbon
Click the Sort Ascending (A-Z) button or Sort Descending (Z-A) button
Custom Sorts
To sort on the basis of more than one column:
Click the Home tab
Click the Sort & Filter button on the Ribbon
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Click on custom sorts
Choose which column you want to sort by first
Click Add Level
Choose the next column you want to sort
Click OK
Filtering
Filtering allows you to display only data that meets certain criteria. To filter:
Click the column or columns that contain the data you wish to filter
On the Home tab, click on Sort & Filter
Click Filter button
Click the Arrow at the bottom of the first cell
Click the Text Filter
Click the Words you wish to Filter
To clear the filter click the Sort & Filter button
Click Clear
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Adding a Picture
To add a picture:
Click the Insert tab
Click the Picture button on the ribbon
Browse to the picture from your files or any location of your choice
Click the name of the picture
Click Insert
To move the graphic, click it and drag it to where you want it
Adding Clip Art
To add Clip Art:
Click the Insert tab
Click the Clip Art button
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