Microsoft© Word 2010 Basics

Goals

After completing this section you will be able to:

 Create and save a new document
 Fix spelling and grammar as you type
 Add formatting to your text
 Change page margins
 Print document
 Practice exercises
 Test your knowledge

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When you open Word, you see two things, or main parts:

1. The ribbon, which sits above the document, and includes a set of buttons and
commands that you use to do things in and with your document (like print it). You’ll hear
more about the ribbon later, and you’ll get to use it in the practice at the end of the
lesson.

2. A blank document, which looks like a white sheet of paper and takes up most of the
window

In the document, look for the cursor, a blinking vertical line in the upper-left corner of the page,
which tells you where the content you type will appear on the page. Word waits for you to start
typing.

To start typing further down the page instead of at the very top, press the ENTER key on your
keyboard until the cursor is where you want to type.

When you start typing, the text you type pushes the cursor to the right. If you get to the end of
a line, just continue to type. The text and the insertion point will move on to the next line for
you.

Once you’ve finished typing your first paragraph, you press the ENTER key to go to the next
paragraph. If you want more space between the two paragraphs (or any two paragraphs),
press ENTER again and then start typing your second paragraph.

If you make a mistake while typing, just press the BACKSPACE key to “erase” the incorrect
characters or words.

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SPELL CHECK / GRAMMAR CHECK

As you type, Word will warn you if make spelling or grammar mistakes by inserting a wavy red,
green, or blue underline beneath the text that it thinks is an error, as follows:

Red underline This indicates either a possible spelling error or that Word doesn't recognize a
word, such as a proper name or place.

Green underline Word thinks that grammar should be revised.

Blue underline A word is spelled correctly but does not seem to be the correct word for the
sentence. For example, you type "too," but the word should be "to."

Right-click an underlined word to see suggested revisions (every once in a while Word may not
have any alternate spellings). Click a revision to replace the word in the document and
get rid of the underlines. Note that if you print a document with these underlines, they will
not show up on printed pages.

Caution - Word is really good at spelling, which is pretty straightforward, most of the
time. But grammar and correct word usage take some judgment. If you think that you
are right, and Word is wrong, you can ignore the suggested revisions and get rid of the
underlines. You'll see how in the practice.

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Formatting Text

Let’s make the text bold. Now, remember the ribbon we mentioned at the beginning of the
lesson? Now’s when you’ll see how it’s used.

As you can see in the picture, there are several tabs across the top. Each represents an
activity area. The second tab, the Home tab, should be selected (if not, you click it to select it).

Each tab has several groups of commands that show related items together. On the Home
tab, look for the Font group. In that group you’ll see several buttons and commands that
perform a specific action on your document.

For example the Bold button makes the text becomes bold.

Change the font color and size of text with the Font Color button and
Font Size button .

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CHANGE MARGINS

You also use the ribbon to change margins, except you work from the Page Layout tab.

First you click it to select it, and then, in the Page Setup group, you click Margins.
You'll see different margin sizes, shown in little pictures (icons), along with the
measurements for each of the margins.

The first margin in the list is Normal, which is a 1-inch (2.54 cm) page margin at the top,
bottom, left, and right sides of the page.

To get narrower margins, you would click Narrow. If you want the left and right margins to be
much wider, click Wide. When you click the margin type that you want, your entire document
automatically changes to the margin type you selected.

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FILE / SAVE / SAVE AS… / PRINT

On the ribbon, click the first tab, the File tab.

In the left column, you click Save. A smaller window, called a dialog box, opens. You use this
box to tell Word where you want to store the document on your computer, and what you want
to call it.

Need to print?
When you’re ready to print, click again the File tab (the first tab). In the left column, you click
the Print command. A large window opens, and you click the Print button. Of course, you’ll
need to have a printer hooked up to your computer.

Close the document

When you are through with the document and have saved your work, close the file. Click the
File tab, and in the left column click Close.

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Practice Exercise(s)
EXERCISE 1: DO SOME TYPING IN YOUR DOCUMENT
In this exercise you'll enter the date, and you'll see that Word can
enter the date for you if you like. Then you'll enter some text and see
what happens when Word thinks something is misspelled.
1. In the document that just opened, look for the cursor, the
blinking vertical line in the upper-left corner of the page. You
could start typing here, but in this practice you'll start typing a
little lower on the page.

2. Press the ENTER key on your keyboard three times. This moves the cursor down three
lines in the document.

3. Now press the BACKSPACE key once. That moves the cursor up one line. This is one
way to get rid of extra line spaces (and as mentioned in the lesson, it is also a way of
deleting text).

4. Type today's date. Start by typing the month (spelled out). Notice that after typing a few
letters, Word displays the current month in a little ScreenTip. Word is offering to
AutoComplete your text. As you can see in the ScreenTip, you can press ENTER to
automatically insert the name of the month.

5. After typing the current month, press the SPACEBAR on your keyboard once. Notice
that Word now displays the current date in a ScreenTip. (Note: this feature only works
for the current month.) You can press ENTER to allow Word to insert the complete date,
or just keep typing to complete the date on your own.

6. Press ENTER once more to insert another line before you type anything else.

7. You'll indent the first line of this paragraph. To do that, press the TAB key once. The
insertion point moves a little to the right.

8. In the next step, you'll type some more text. As you do, notice a few things:
1. As you start to type "Tuesday," Word will recognize the word and display a
ScreenTip with the complete word displayed. This is AutoComplete again. You
can either press ENTER to let Word complete the text or keep typing it yourself.
2. As you type the rest of the text, you'll see a red underline under the proper name;
you'll see a green one under another word, marking a grammatical error, and
you'll see a blue underline in another place. You'll see what to do about these in
the next exercise.

9. Now type this text, exactly as written do not make any spelling or grammar changes
until told to do so: On Tuesday, Adina Hagege gave a oral book report to her fifth
grade class about the environment. She was almost to nervous. But she did a
good job.

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 10. Press ENTER (sometimes you need to press ENTER to make all the underlines
appear).
11. Before you go on to the next exercise, let’s see how to delete extra spaces between
words. Click between the last two words, "good" and "job." Press the SPACEBAR four
times. Now there are five spaces between the two words instead of one.

12. Press the BACKSPACE key four times. You’re back to just one space between the two
words.

EXERCISE 2: ACCEPT REVISIONS FOR UNDERLINED WORDS

In this exercise, you'll see what you can do when Word inserts red, green, or blue underlines in
your document.
1. Using your mouse, place the insertion point on Adina's last name, "Hagege"; you can
click anywhere within the name. Then press your mouse's right button. This is called
right-clicking. A list appears, with alternative spellings for Adina's last name. If this
were an actual misspelling, you could click one of the alternative suggestions (if a
correct spelling were on the list), and the correct version would be inserted.

But her name is spelled correctly. Word just doesn't have her name in its dictionary.
(Word might not have your name in its dictionary either.)

2. Click Add to Dictionary. Now that the name is in the Word dictionary, Word will
recognize the name the next time you type it and will not insert a red underline.

Note that if you don't want to add a word to the dictionary but want to get rid of the
underline, you can instead click Ignore or Ignore All (which ignores all instances of a
misspelled word in a document).

Tip If for some reason text is misspelled but Word doesn't have a suggested revision,
select the text and then type the correctly spelled version over the incorrect version.

3. Now you'll do something about the underlined "a" in the phrase, "…gave a oral
report…". It's a little hard to right-click on one letter, but you
can right-click either just to the left or to the right of the "a."
You can also double-click the "a," which will select the
single letter.

4. Now right-click. Word suggests "an" for this sentence,

instead of "a," which is correct. In the list, click "an." Word
inserts "an" into the document, and the green underline is
removed.

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 5. Right-click the underlined word "to". The word is correctly
spelled, but Word detected that it is not the correct word for
this point in the sentence. At the top of the list, click "too,"
which is the correct word for the sentence. The word is
replaced in the sentence, and the underline disappears.

Tip To check underlines all at once instead of reviewing each

red, green, or blue underline as you go, click the Review tab
on the ribbon, and then click Spelling & Grammar in the
Proofing group.

EXERCISE 3: DO SOME MORE TYPING IN YOUR DOCUMENT

1. Type Press Release and then press ENTER.

2. Type Contoso Announces Quarterly Earnings Results and then press ENTER.

3. Type Earnings stronger than last year and then press ENTER.

4. Type Contoso Pharmaceuticals today announced net income of $1.2 million, or

$.06 per share, for its sixteen-week fourth quarter of FY 2004 ended June 30,
compared to a loss of $2.3 million, or $.57 per share for the last quarter of FY
2003. Then press ENTER.

5. Type Success due to many factors, and then press ENTER.

6. Type A significant market need for their vitamin supplement products and then
press ENTER.

7. Type A significant advertising campaign during the spring allergy season and then
press ENTER.

8. Type A significant deduction in operational costs and then press ENTER.

EXERCISE 4: SELECT TEXT

In the previous exercise you learned that you can double-click a letter or a word to select it. In
this exercise you'll select an entire sentence, by using two different methods:
1. In the sentence you typed at the top of the document, “On Tuesday, Adina Hagege
gave an oral book report...”, click just to the left of the word "On". Then press the
SHIFT key on your keyboard, and then click again at the end of the sentence, just right
of the end period after the word “job.” The sentence should be highlighted to show that
it is selected.

2. Now click anywhere in the document to cancel the selection.

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 3. In the same sentence, click again just to the left of the word “On”, but this time hold
down the left mouse button in the place you clicked and then drag the pointer over the
entire sentence until the end period after the word “job.” (This is called dragging.) The
sentence should be highlighted to show that it is selected.

4. With the entire sentence selected, press the DELETE key on your keyboard. The
sentence will disappear from your document.
EXERCISE 5: ADD EMPHASIS
In the lesson, we discussed how to add bold formatting to emphasize text. In this exercise
you'll add emphasis with italic and underline formatting.
1. In the paragraph that says, "Earnings stronger than last year", select the whole
sentence (using any of the methods you’ve learned in this practice).

2. In the ribbon, click the Home tab, and then in the Font group, click the Italic button
and then click the Underline button .

EXERCISE 6: CHANGE PAGE MARGINS

In this exercise you'll see how to change the margins.
1. On the ribbon, click the Page Layout tab.

2. In the Page Setup group, click Margins.

3. In the gallery that opens, click Wide. The left and right side
margins change from 1 inch (2.5 cm) to 2 inches (5.1 cm).

4. Click Margins again. Notice that Wide has a different color

background behind the icon that depicts the margins. The different color indicates that
those are the margin settings currently applied to your document.

EXERCISE 7: SAVE YOUR DOCUMENT

In this exercise you'll see how to save a document.
1. In the ribbon, click the File tab.

2. In the left column, click Save As. The Save As dialog box opens.

3. Near the bottom of the Save As dialog box, in the File name box, Word gives the file a
name based on the first few words in the document. You can save the file with that
name, or you can rename the file. To type a new name, type over the name that is in
the File name box; for example, type Word Practice.

4. Click Save. Depending on your version of Microsoft Windows, the document will be
saved to your Documents or My Documents folder. After you've saved your document,
if you were to continue to type, you should save your new work at regular intervals.

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 5. When you finish working on the file, close it. Click the File tab (the tab on the top left
corner of the ribbon) and then click Close.

6. Now you'll open the file so that you have practice in finding a file on your computer.
Click the File tab and then click Open. The Open dialog box appears; it is very similar
to the Save As dialog box you just used.

7. Depending on your version of Microsoft Windows, your Documents or My Documents

folder will appear. Look for the file you just saved in the list of files below the Address
bar. Click the file name. Then click Open.

Tip To open a new, blank document, click the File tab and then click New. In the New
Document dialog box, double-click Blank document.

Tip To close Word, click the File tab and then click Exit.

Test your knowledge – Word

1) When should you save your document?

a) Soon after you begin working.
b) When you are through typing it.
c) It doesn't matter.

2) Word puts a red underline beneath text. The word must be misspelled.
a) True.
b) False.

3) As you type, press ENTER to move from one line to the next.
a) True.
b) False.

4) To correct a spelling error:

a) Double-click, and select an option on the menu.
b) Right-click, and select an option on the menu.
c) Single-click, and select an option on the menu.

5) You want to add emphasis to a few words of text. The first step is to:
a) Select the text you want to format and then click the Bold button in the Font group.
b) On the Home tab, in the Font group, click Bold.
c) Type very hard.

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 ©
Microsoft Excel 2010 Basics
Goals

After completing this course you will be able to:

 Create a new spreadsheet.
 Enter and format text
 Add, subtract, multiply, and divide in a spreadsheet.
 Keep column titles in sight as you scroll down a
spreadsheet.
 Select some printing options.

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SPREADSHEETS AND EXCEL INTRODUCTION
At its heart, though, a spreadsheet is just a glorified calculator. The main point of using a
spreadsheet is doing some number crunching. The software will puzzle out the answers to sums
for you, and save you a lot of time and effort carrying sevens and trying to remember what eight
multiplied by six is.

The first thing to notice is the Ribbon running right across the top. The Ribbon is supposed to be
more intuitive than drop-down menus. Emphasis is placed on the tools and options appropriate
to what you're doing. Here's a closer look at the Ribbon when Excel first starts.

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CREATING A NEW SPREADSHEET
Spreadsheets are displayed in a grid layout. The letters across are the top are Column
headings.

Spreadsheets are all about individual Cells. A Cell is a letter combined with a number.
So if you combine the B column with Row 5, you get Cell B5. Combine Column D with
Row 5 and you get Cell D5.

To see this for yourself, click inside any of the cells on your spreadsheet. In the Images
below, we have clicked inside cell A1 and cell C3.

The first picture is Column A, Row 1 (A1), and the second picture is Column C Row 3
(C3). Notice that the cells we clicked on have a black border around them. This tells you
the cell is active. The cell that is active will have its Column letter and Row number
displayed in the top left, just above the letters A and B in the pictures. When you click
into a cell, you can then type text and numbers.

To move around the spreadsheet, and make other cells active, you can either just click
inside a Cell, or press the arrow keys on your keyboard. Try it now. Click inside a Cell
and notice the Cell reference appear above the letters A and B. Press your arrow keys
and notice how the active cells moves.

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ENTERING TEXT & FORMATTING TEXT
How to Enter Text and Numbers in a Cell

To make a start, we'll create this really simple spreadsheet:

All we're going to be doing here is entering some text and some numbers. We're not
adding anything up yet.

Click inside of cell A1 on your spreadsheet, and do the following:

 Type the word "Numbers" (with no quotation marks)

 Hit the Enter key on your keyboard
 The active cell will move down one, to cell A2
 Type the number 3, and again hit the Enter key on your keyboard
 The active cell will move down one, to cell A3
 Now put the number 6 into cell A3, and the number 9 in cell A4
 After you have typed the number 9, and hit the Enter key, you should see that
cell A5 is now the active cell

You should now have a spreadsheet that looks like ours above.

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How to Edit Text in a Cell

To change the text in cell A1, you can just click inside of the cell and start typing.
Anything you had there previously would be erased.

In the image below, you can see what's known as the Formula Bar. The Formula Bar is
like a long textbox that you can click inside and start typing.

To edit a Cell in Excel, first click inside the cell you want to edit (A1 for us). Then click
inside the formula bar. Notice where your cursor is now:

With the cursor in the Formula Bar, try changing the text "Numbers" to "Add these
Numbers". Press the Enter key when you've made the changes. Your spreadsheet
should look like ours below:

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Formatting Text

Let’s highlight cells A1, A2, A3 and A4, you can do this by :

 Placing your mouse over cell A1

 Your pointer should now be in the shape of a white cross
 When your pointer changes to the white cross, hold your left mouse button down
and drag to cell A4
 Let go of the left mouse button when cells A1, A2, A3 and A4 are highlighted
 The image below shows what you are aiming for

The cells highlighted in the image above have a different color to the normal white color
of a cell. When you highlight cells, you can do things to all the cells as a group.

To center the text and numbers in our highlighted cells, try this:

 From the Excel Ribbon at the top of the screen, locate the Alignment panel:

You can see the various alignment options laid out. These ones:

 Vertical Alignment

 Horizontal Alignment

Hold your mouse over each alignment icon and you'll see an explanation of what they
do. Click each icon and see what they do to your highlighted cells.

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You can also click the arrow in the bottom right of the Alignment panel to bring up the
Format Cells box (the one circled below).

When you click the arrow, you'll see this dialogue box:

Notice the Text Alignment section at the top of the Alignment tab. It has two drop down
menus, one for Horizontal alignment and one for Vertical alignment.

 Click the arrow on the Horizontal drop down menu, the one with Left (Indent) on it
 You'll see the following:

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As you can see, you have plenty of options to choose from in Excel. But click on
Center. Do the same for the Vertical drop down menu. Then click OK at the bottom of
the Format Cells dialogue box.

The text and numbers in cells A1, A2, A3 and A4 should now be centered, and your
spreadsheet will look like the one below:

Before moving on to other types of formatting you can do in Excel, have a try of this:

 Highlight the cells A5 and A6 on your spreadsheet

 Bring up the Format Cells dialogue box, just as you did above
 Make the alignment changes from the Horizontal and Vertical drop down menus
 Click OK to get rid of the dialogue box
 Now click inside of cell A5 on your spreadsheet and enter any number you like
 Hit the Enter key

The number you just entered should also be centered. So even if a cell is empty you
can still apply formatting to it.

Choosing a Font

You can pick a different font for the data you enter into cells, as well as choosing the
size you want. The color of the font, and the cell background, can be changed, too..

 Highlight cell A1 on your spreadsheet by simply clicking into it

 Locate the Font panel on the Excel Ribbon at the top of the page:

The font in the panel above is set to Calibri. To see more fonts, click the black down
arrow:

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When you move your mouse over one of the fonts on the list, the text in your selected
cell (A1) will change automatically. This is just a preview, though. When you have
decided on the font you want, click it with the left mouse button.

You can change the size of the font in the same way - just choose a new font size from
the list of numbers in the drop down box or if you know what size you want the font to
be you can type it into the box.

If you want to change the font via the Format Cells dialogue box, you can click the small
arrow in the bottom right of the Font panel (the one circled below):

When you click the arrow, you'll see the Format Cells dialogue box. You can choose
various options from this dialogue box: Font size, style, size, etc. The dialogue box
looks like this:

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You can also set the font color from here, and add text effects. Click OK when you have
made your choices.

When you have changed the font and font size, your A1 cell might look something like
this:

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Entering Mathematical Formulas
Simple Addition

The first thing we will be doing is adding up all these numbers, the ones going down
under the days of the week headings. The total for each day of the week will be placed
on Row 9. So Monday's total will go in cell B9, Tuesday's total will go in cell C9, and so
on.

First let’s create a new spreadsheet that is formatted to match below:

Our first total will go in cell B9.

Adding up in Excel

Excel needs to know which cells you want to add up. Look at the numbers for the
Monday column. We have a 1 in cell B4, a 7 in cell B5, an 8 in cell B6, and a 1 in cell
B7. So we want the answer to this:

B4 + B5 + B6 + B7

To let Excel know that this is what we want, try this:

 Click inside cell B9, which is where we want the answer to appear
 Once you've clicked on cell B9, click into the formula bar at the top
 Type this:

B4 + B5 + B6 + B7

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When you have entered the formula in the formula bar, press the enter key on your
keyboard. Your spreadsheet should look like ours below:

Something has gone wrong! This is not quite what we were expecting. We wanted Excel
to add up the numbers for us, but it hasn't done anything except enter the cells we
typed.

What went wrong was that we didn't "tell" excel to add up. Excel needs you to type an
equals (=) sign first, and then those cell references. If you don't include the equals sign,
Excel things it's just plain text, and so doesn't do any calculating.

So enter this inside of your formula bar instead:

= B4 + B5 + B6 + B7

In other words, put an equals sign ( = ) before B4. Press your enter key and you should
have the correct answer in cell B4.

Now click back inside the formula bar, and delete the equals sign. Press the enter key
again. You should then just have the same text as in the image above. We're doing this
to show you an easier way to add up - with the SUM function.

To expand your formula to include additional operations - such as addition,

multiplication, or more subtractions - just continue to add the correct mathematical
operator followed by the cell reference containing your data.

Note: Before you mix different mathematical operations, be sure you understand
the Order Of Operations that Excel follows when evaluating a formula.

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FREEZE PANES
When you want certain rows or columns to remain static on screen while you scroll
down or across data on a worksheet, you can use Freeze Panes.

To freeze panes:

Select the cell below and to the right of the cells you want to freeze.

Choose the view tab from the menu bar then click, Freeze panes.

You will see solid lines appear below and to the right of the frozen rows and columns.

If you only want the freeze for rows, select the cell in column A below the rows you want
to freeze. If you only want the freeze for columns, select the cell in row 1 to the right of
the columns you want to freeze.

To unfreeze panes:

Select the cell below and to the right of the cells you want to unfreeze.

Choose the view tab from the menu bar then click, Freeze panes, and then choose
Unfreeze Panes.

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SAVE IN EXCEL
Now that your spreadsheet is coming along nicely, you'll want to save your work. To
save your spreadsheet, do the following.

Click the File tab instead to see these menu options:

To save your work Click - Save As.

Here's the Save As dialogue

box in Windows 7:

In this image, we're saving our

Excel spreadsheet to a folder
we've created in the Libraries
> Documents folder.

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Choose a new location from the list, if you prefer. The large white rectangle on the Save
as dialogue box will then show you all the files already in the location.

When you're happy with your file location, type a name for your file in the area at the
bottom of the dialogue box :

Notice the "Save as Type" box below the file name. The type is a XLSX file, and this is
new from Excel 2007. The old ending was XLS. Excel 2007 and 2010 can open older
XLS files, but previous versions of Excel can't open XLSX files.)

Remember to save you work on a regular basis. Another way to just Save your file is to
click the disk icon on the Quick Access Toolbar:

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PRINTING IN EXCEL
Click the File tab, and then click Print. The right side of the window shows a preview of
how the current worksheet will look when printed. If the worksheet is blank, no preview
image appears.

You can use the left side of the window to fine-tune your preferences —for example, to
make all worksheet columns fit on a single, printed page or to change the orientation
from portrait to landscape.

If you want to set additional print options, click the Page Setup link under the printing
options, or click the Page Layout tab on the ribbon to close Backstage view and display
other options.

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Preview worksheet pages before printing

Click File, and then click Print.

Note: Unless you are configured to print on a color printer, the preview window will
display in black and white, regardless of whether your worksheet(s) includes color.

To preview the next and previous pages, at the bottom of the Print Preview window,
click Next Page and Previous Page.

Note: Next Page and Previous Page are available only when you select more than one
worksheet, or when a worksheet contains more than one page of data. To view multiple
worksheets, under Settings, click Entire workbook.

To exit print preview and return to your workbook, click any other tab above the preview
window.

To view page margins, at the bottom of the Print Preview window, click the Show
Margins button.

To change margins, you can drag the margins to the height and width that you want.
You can also change the column widths by dragging the handles at the top or bottom of
the print preview page.

TIP: To make page setup changes, including changing page orientation and page size,
select the appropriate options under Settings.

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Practice Exercises
EXERCISE 1: FORMATTING A SPREADSHEET
1) Open the workbook called: Plain telephone call stats from the
folder shown above.
2) Make the following formatting changes:

 Insert some extra rows at the top and type in the title
 Format the font, size etc. of the title
 Change the row heights to space them out more
 Change the vertical cell alignment of these rows to centered
 Insert more rows between the titles and first row of data and
before the totals
 Format the "Calls per Hour" figures to show only 2 decimal
places
 Format the " Bonus" figures to show the £" sign and 2
decimal places
 Change the column widths
 Line up the column titles with the numbers on the right
 Add borders, gridlines and shading as desired!

3) Your formatted example will look something like this:

Yours does not have to look exactly like this

4) Save the workbook with the name: Formatted telephone call stats

EXERCISE 2: SIMPLE FORMULAS

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1) Open “Richest People - Formula [Link]”.
2) Create a formula to work out the wealth per year for each person.
To do this you must divide wealth by age and then copy the formula
down.

3) Calculate the total by adding up all of the numbers in Wealth per year

Use the SUM and AVERAGE functions to do this

4) Save the file with the same name and close it down.

EXERCISE 3: USE OF BRACKETS

1) Open the workbook called Formulas.

2) Click on cell B11 and enter the current date by pressing [Ctrl] [;] and then pressing
[Enter].

3) Click on cell B12 and enter your date of birth.

We will create a formula in cell B13 that calculates your age by taking your date of birth
away from the current date.

4) Click in cell B13 and enter the following formula =B11-B12

The result of the formula will show your age just as it should. Unfortunately, it’s showing
you your age in days instead of in years. We can correct this by dividing the result by
the number of days in a year.

5) Edit the formula like the following formula and press [Enter]. =B11-B12/365
This still won’t give you the correct answer because Excel will calculate division before
it will calculate subtraction (remember the order of operations). We need to tell Excel to
calculate the subtraction first and then divide the result by 365. This is where the
brackets come in.

6) Edit the formula again to look like following formula and press [Enter]. =(B11-B12)/365
The brackets tell Excel to calculate that part of the formula first

Test your knowledge – Excel

1) The advantage of using a spreadsheet is:
a) Calculations can be done automatically.

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 b) Changing data automatically updates calculations (as long as Excel is not set
to calculate manually).
c) More flexibility
d) all of the above

2) The intersection of a row and a column is called:

a) Data.
b) A field.
c) A cell.
d) An equation.

3) When you are typing an equation into a cell the first thing that must be entered is:
a) The first cell referenced
b) Parenthesis
c) Quotation marks
d) An equal sign

4) The cell labeled F5 refers to:

a) row F column 5
b) column F row 5
c) functions available in cells
d) Function key F4

5) The formula =B2+A3 is located in cell b3. What would appear in cell B3 after
hitting enter?

A B C D
1 2 4 5 5
2 3 3 4 6
3 5 =B2+A3 3 8
4 4 3 4 6

a) B2+A3
b) 7
c) 12
d) none of the above

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 Microsoft© PowerPoint 2010
Basics
Goals

After completing this section you will be able to:






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 What is PowerPoint?

PowerPoint 2010 is a visual and graphical application, primarily used for creating
presentations. With PowerPoint, you can create, view, and present slide shows that
combine text, shapes, pictures, graphs, animation, charts, videos, and much more.

For more information about the features that are unique to PowerPoint 2010, see
What's new in PowerPoint 2010.
TOP OF PAGE
Find and apply a template
PowerPoint 2010 allows you to apply built-in templates, to apply your own custom
templates, and to search from a variety of templates available on [Link].
[Link] provides a wide selection of popular PowerPoint templates, including
presentations and design slides.

To find a template in PowerPoint 2010, do the following:

1. On the File tab, click New.

2. Under Available Templates and Themes, do one of the following:

 To reuse a template that you’ve recently used, click Recent Templates, click the
template that you want, and then click Create.
 To use a template that you already have installed, click My Templates, select the
template that you want, and then click OK.
 To use one of the built-in templates installed with PowerPoint, click Sample
Templates, click the template that you want, and then click Create.
 To find a template on [Link], under [Link] Templates, click a template
category, select the template that you want, and then click Download to download
the template from [Link] to your computer

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 NOTE You can also search for templates on [Link] from within PowerPoint. In the
Search [Link] for templates box, type one or more search terms, and then click
the arrow button to search.
For more information about how to find and apply templates, see Apply a template to
your presentation.
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Create a presentation

1. Click the File tab, and then click New.

2. Do one of the following:

 Click Blank Presentation, and then click Create.

 Apply a template or theme, either from those built-in with PowerPoint 2010, or
downloaded from [Link]. See Find and apply a template in this article.

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 TOP OF PAGE
Open a presentation

1. Click the File tab, and then click Open.

2. In the left pane of the Open dialog box, click the drive or folder that contains the
presentation that you want.
3. In the right pane of the Open dialog box, open the folder that contains the presentation.
4. Click the presentation, and then click Open.

NOTE By default, PowerPoint 2010 shows only PowerPoint presentations in the

Open dialog box. To view other kinds of files, click All PowerPoint
Presentations, and select the type of file that you want to view.

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Save a presentation

1. Click the File tab, and then click Save As.

2. In the File name box, type a name for your PowerPoint presentation, and then click
Save.

NOTE By default, PowerPoint 2010 saves files in the PowerPoint Presentation

(.pptx) file format. To save your presentation in a format other than .pptx, click the
Save as type list, and then select the file format that you want.

Microsoft PowerPoint– Basics 36 | P a g e

For more information about how to create a new presentation, see Name and save your
presentation.
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Insert a new slide

To insert a new slide into your presentation, do the following:

 On the Home tab, in the Slides group, click the arrow below New Slide, and
then click the slide layout that you want.

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 For more information about how to add slides to your presentation, see Add, rearrange,
and delete slides.
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Add shapes to the slide

1. On the Home tab, in the Drawing group, click Shapes.

2. Click the shape that you want, click anywhere on the slide, 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.

For more information about how to add shapes, see Add, change, or delete shapes.
TOP OF PAGE

Microsoft PowerPoint– Basics 38 | P a g e

 View a slide show

To view your presentation in Slide Show view from the first slide, do the following:

 On the Slide Show tab, in the Start Slide Show group, click From Beginning.

To view your presentation in Slide Show view from the current slide, do the following:

 On the Slide Show tab, in the Start Slide Show group, click From Current Slide.

For more information about how to view a slide show, see When and how to use views
in PowerPoint 2010.
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Print a presentation

1. Click the File tab, and then click Print.

2. Under Print What, do one of the following:

 To print all slides, click All.

 To print only the slide that is currently displayed, click Current Slide.

 To print specific slides by number, click Custom Range of Slides, and then enter a
list of individual slides, a range, or both.

NOTE Use commas to separate the numbers, with no spaces. For example:
1,3,5-12.

3. Under Other Settings, click the Color list, and select the setting that you want.
4. When you finish making your selections, click Print.

Microsoft PowerPoint– Basics 39 | P a g e

For more information about printing, see Print your slides or handouts of your
presentation.
TOP OF PAGE
Tips for creating an effective presentation

Consider the following tips to create a compelling presentation that engages your
audience.

Minimize the number of slides

To maintain a clear message and to keep your audience attentive and interested, keep
the number of slides in your presentation to a minimum.

Choose an audience-friendly font size

Choosing the best font size helps communicate your message. Remember that the
audience must be able to read your slides from a distance. Generally speaking, a font
size smaller than 30 might be too difficult for the audience to see.

Keep your slide text simple

You want your audience to listen to you present your information, instead of reading the
screen. Use bullets or short sentences, and try to keep each to one line; that is, without
text wrapping.

Some projectors crop slides at the edges, so that long sentences might be cropped.

Use visuals to help express your message

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Pictures, charts, graphs, and SmartArt graphics provide visual cues for your audience to
remember. Add meaningful art to complement the text and messaging on your slides.

As with text, however, avoid including too many visual aids on your slide.

Make labels for charts and graphs understandable

Use only enough text to make label elements in a chart or graph comprehensible.

Apply subtle, consistent slide backgrounds

Choose an appealing, consistent template (template: A file or set of files that contains
information about the theme, layout, and other elements of a finished presentation.) or
theme (theme: A set of unified design elements that provides a look for your document
by using color, fonts, and graphics.) that is not too eye-catching. You do not want the
background or design to detract from your message.

However, you also want to provide a contrast between the background color and text
color. The built-in themes in PowerPoint 2010 set the contrast between a light
background with dark colored text or dark background with light colored text.

For more information about how to use themes, see Apply a theme to add color and
style to your presentation.

Check the spelling and grammar

To earn and maintain the respect of your audience, always check the spelling and
grammar in your presentation

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