Microsoft office include Excel, Word and Power point

THE INSTITUTE OF CHARTERED ACCOUNTANTS OF PAKISTAN i
HANDS-ON
COURSE
MS OFFICE

ii THE INSTITUTE OF CHARTERED ACCOUNTANTS OF PAKISTAN
First edition published by
The Institute of Chartered Accountants of Pakistan
Chartered Accountants Avenue
Clifton
Karachi – 75600 Pakistan
Email: studypacks@icap.org.pk
www.icap.org.pk
© The Institute of Chartered Accountants of Pakistan, October 2022
All rights reserved. No part of this publication may be reproduced, stored in a retrieval system, or transmitted, in any
form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, without the prior
permission in writing of the Institute of Chartered Accountants of Pakistan, or asexpressly permitted by law, or under
the terms agreed with the appropriate reprographics rights organization.
You must not circulate this book in any other binding or cover and you must impose the same condition on any
acquirer.
Notice
The Institute of Chartered Accountants of Pakistan has made every effort to ensure that at the time of writing, the
contents ofthis study text are accurate, but neither the Institute ofChartered Accountants of Pakistan nor its directors
or employees shall be under any liability whatsoever for any inaccurate or misleading information this work could
contain.

THE INSTITUTE OF CHARTERED ACCOUNTANTS OF PAKISTAN iii
TABLE OF CONTENTS
CHAPTER PAGE
Chapter 1 COMPUTER SYSTEMS 1
Chapter 2 EXPLORING MICROSOFT OFFICE INTERFACE 27
Chapter 3 WORKING WITH DATA IN EXCEL 45
Chapter 4 ORGANIZING DATA 75
Chapter 5 FORMATTING THE DATA 87
Chapter 6 PERFORMING CALCULATIONS 115
Chapter 7 COLLABORATE AND PROTECT DATA 157
Chapter 8 FORMATTING DOCUMENS 171
Chapter 9 COLUMNS AND TABLE 217
Chapter 10 REFERENCES 233
Chapter 11 MERGING DATA WITH DOCUMENTS 249
Chapter 12 CREATING SLIDES 259
Chapter 13 INSERT AND MANAGE GRAPHICS AND CHARTS 279
Chapter 14 ANIMATIONS AND TRANSITIONS 307
Chapter 14 USEFUL KEYBOARD SHORTCUTS 321

iv THE INSTITUTE OF CHARTERED ACCOUNTANTS OF PAKISTAN

THE INSTITUTE OF CHARTERED ACCOUNTANTS OF PAKISTAN 1
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CHAPTER 1
COMPUTER SYSTEMS
AT A GLANCE
Computers are electronic devices that are programmed
for accepting data, performing operations, presenting
outputs and storing information. From research to
production and from travel to teaching computer
applications and their uses are wide spread.
Earlier computers were large, expensive and unable to
compute complex operations or calculations. Later 80s
saw rise in microprocessors and personal machines that
increased operational efficiencies for more complex tasks
and computations. Availability of internet and world wide
web in the subsequent years laid the foundations for
existing transformation that computer devices are now
able to perform.
IN THIS CHAPTER:
AT A GLANCE
SPOTLIGHT
1. Introduction To Computers And
Computer Systems
2. Hardware And Software
Components
3. Windows Operating System
STICKY NOTES
SELF-TEST

CHAPTER 1: COMPUTER SYSTEMS HANDS ON COURSE
2 THE INSTITUTE OF CHARTERED ACCOUNTANTS OF PAKISTAN
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1. INTRODUCTION TO COMPUTERS AND COMPUTER SYSTEMS
The computers systems range from the very large supercomputers to the very small hand-held computing
devices. Internet and handheld devices has made sharing of information across borders easier, cost efficient and
fast. Computers are now being used in education, businesses as well as at home for performing multiple tasks.
„ For Example:
Computer type Description
Supercomputers Used only in the very largest systems – e.g. complex calculations in
climate and global weather predictions, molecular modelling, national
defence and aerospace
Mainframe The most powerful computers typically found in multi-nationals and
other large businesses – e.g. an airline or oil company. Not as powerful
as a supercomputer, but still incredibly powerful
Mini-computers Less powerful than mainframe computers, although not portable like
smaller models, are used in business transactions processing. For e.g.
database management and file handling.
Desk-top personal
computers (PCs)
A computer placed at the user’s desk with its own processing
capabilities and usually a keyboard, mouse and screen.
Portable laptops
and notebooks
computers
Similar concept to PCs but much smaller and portable.
Handheld
computers
Hand-held computers or PDAs (Personal Data Assistants) that have
much of the functionality found on PCs. For example, smart-phones.
The four operations that a computer system is programmed to perform include:
• Input: Facilitate introduction of data and information into the system
• Process: The ‘brain’ of the computer that takes the inputs, carries out instructions of a computer program,
processes them and then delivers output results.
• Output: Facilitate the extraction of processed information from the system
• Storage: Enable data to be saved for future use.
Components of the Computer System
The four components required for performing computer functions include:
• Computer hardware consists of the computers themselves plus all the peripheral equipment connected to
a computer for input, output and storage of data. They can be placed inside the main system (internal) or
located outside (external).
• Computer Software comprises a set of machine-readable instructions that directs a computer’s processor
to perform specific operations.
Input Output
Central processing unit (CPU)
Storage

HANDS ON COURSE CHAPTER 1: COMPUTER SYSTEMS
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• Data or Datasets are numeric, alphanumeric, graphic or any other form of content that can be sorted,
processed or represented.
• Communications controls the transmission of data within a computer network making it possible to send
and receive data.
All these components together make a system architecture. The term system architecture refers to the way in
which the components of a computer system such as input, process, output and storage devices are linked
together and how they interact.
The Central Processing Unit (CPU)
Central Processing Unit (CPU) is where most calculations take place. Also referred to as a microprocessor, this
part contains all the electronic circuitry that the computer needs to manipulate data and execute instructions.
Despite the incredibly vast amount of electronic circuitry contained within a CPU it is actually physically
incredibly small.
The CPU comprises of following basic components:
• Control unit: The control unit is responsible for directing the flow of instructions and data. The control unit
extracts instructions from memory (via the bus – see below), decodes them then executes them based on the
data provided. The control unit also controls the input and output devices and all the passing of data to the
ALU for computation.
• Arithmetic logic unit (ALU) The arithmetic logic unit (ALU) performs all the mathematical and logical
calculations. The ALU is comprised of complex electronic circuitry that can add, subtract, multiply, divide
and perform many other calculations.
• Memory: Memory stores data while it is being processed. It is usually placed inside the system and can be
both volatile (Cache memory, Random Access Memory and registers) and non-volatile (Read Only Memory
and flash memory).
• Interface Unit: This moves program instructions and data between the CPU and other hardware
components. It connects with memory and other input/output devices.
Computers for future:
Modern CPUs are so fast that a typical PC is capable of executing many instructions every second. It is possible
for computers now to contain more than one CPU. This is called multi-processing. Furthermore, some
microprocessors can contain multiple CPUs on a single chip. This is called a multi-core processor.
Such technologies have helped improve computer processing speed over the years. The future technologies
transforming our world include nanotechnologies, quantum and optical computing.

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2. HARDWARE AND SOFTWARE COMPONENTS
Hardware:
The physical or tangible component of computer system, hardware devices are associated with all of the
components of the system.
Input Devices:
Devices that are used to input data into the system. Some of the input devices include:
• Keyboards are the most common input device and are part of virtually all computer systems. Keyboards can
be stand-alone and connected to the computer with a cable or through a wireless connection, or they might
be integrated into the computer itself, such as with a laptop or notebook. Mobile devices, tablets or
notebooks have keyboard feature inbuilt or displayed on-screen.
• Mouse or Pointing devices locate and move a cursor on the display screen. Touch sensitive pads and other
pointing devices that similarly control the cursor are also now commonly found in the centre of the keyboard.
Earlier mice used ball for moving pointer on the screen, later optical or laser mechanics but now various 3D
applications are being used for navigation and movement control.
• Digital pens and styluses make digital writing, drawing and tapping easier just as one writes on paper.
• Touch pads and touch screens are a recent trend towards integrating touch-sensitive data into the system.
Such screens or pads also recognizes multi-finger touch for example rotating or zooming an image on screen.
This has increased user interaction with the system.
• Microphone or headset helps input audio data into the computer system. Speech, music and any other
voice can be integrated using inbuilt or connected audio input devices.
• Scanners, Readers and Digital Cameras convert physical data that already exist into digital format. Finger
prints, images, or codes as data points are entered into the system using these devices.
Keyboard Mouse Digital Pens Touch Screen
Headsets Scanners Digital Cameras Code Scanner
Output Devices:
An output device is the part of a computer system that receives the processed data from the computer and
presents it in desired format. Output devices are distinct from input devices which are the parts of the computer
that provide data and instructions. However, technology has advanced to the stage where some devices are a
combination of both input and output such as a touch-sensitive screen.

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• Monitors are most common display device for computers that temporarily projects data outputs on
screens. Other display devices include digital billboards, mobile or tablet screens,
• Printer is a device that prints output to a page (on paper), also refers to as hardcopy. Printing can be in
colour or ‘black and white’ on paper as well as on other special surfaces. Various technologies are being
used for printing including dot-matrix, laser, ink-jets and 3D.
• Speaker and headsets are audio output devices that can range from simple, single-speaker output
devices offering low-quality audio to surround-sound multi-channel units sending different output to
multiple speakers in different locations.
• Data projectors translate the digital output into a visual display projected onto a screen. These are used
within classrooms, conferences and other spaces for wide spectators.
Monitor Printer Speakers Projectors
Storage Devices:
Storage devices help save data, programs outputs that can accessed for later use. Such devices can be internally
within the system, attached externally or accessed remotely. These storage devices are either Random Access
(or direct access) where retrieval can be from any location or Sequential Access where data can be retrieved in
the same sequence as stored. The different types of storage devices found within a computer system include the
following:
• RAM (Random Access Memory): RAM is used till the period functions and programs are being processed.
Once the calculations are completed and system is no longer in use, the content is lost.
• Magnetic Hard Drives and Solid State Drives (SSDs): Magnetic hard drives, as the name indicate, use
magnetic tapes to store data. Typical desktop hard drives use magnetic tapes as storing medium. Solid state
drives use flash memory technology that uses electronic charges to store data. These drives are relatively
faster and less vulnerable to physical shocks.
• Internal and External Hard Drives: Each computer system has at least one internal hard drive (either
magnetic or Solid state). External hard drives are used as portable drives to transfer data. These drives are
non-volatile as data remains intact even when powered off.
• Network and online storage: Storage devices accessed remotely via internet or over a network are a
recent trend whereby collective data is stored in a separate space in addition to or instead of local
computer system. Online or cloud storage is an increasing trend that provides storage spaces via world
wide web.
RAM Magnetic Hard Drive Portable hard drives

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Software:
Computer software comprises a set of machine-readable instructions that directs a computer’s processor to
perform specific operations. Computer software can be divided into the following types:
System Software:
The main operational software that allows computer to work are collectively referred as system software.
Operating system (OS) is the key system software that works as a liaison between computer and a user. It also
aids in starting up and run other application software.
„ For Example
Most of the Desktop Computers uses Windows as operating system. Other Operating systems
also include Linux and Mac OS.
For Mobile devices, operating systems include Windows, Apple iOS, Android and Symbian OS
Key features of OS include:
• The OS controls all operations within the computer itself.
• The OS controls the operation of all other software, such as the application software.
• The OS controls the operation of all the other hardware connected to the computer.
• The OS provides systems security. For example, it enables work to be saved and provides
password protection.
• The OS also provides the graphical user interface (GUI) between the user and the
computer.
Other System software include Utility Software enable to perform specific tasks such as copying
files, sorting data, maintaining and managing files and checking for viruses.
Application Software:
Application software enables computer users to perform specific activities. Some software can be open source
while other can be licenced for particular users.
„ For Example
Some of the application software developed commercially include Microsoft Office that includes
MS Word, MS Excel and MS PowerPoint.

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3. WINDOWS OPERATING SYSTEM
Windows is the most common operating system developed by Microsoft Corporation. It is being used for many
years now for desktop as well as mobile devices. From version 1.0 to now Windows 10, this operating system is
available to users across the globe.
Windows starts immediately as the computer starts (boot). It immediately directs to a lock screen that asks for
credentials. Credentials include a Username and Password that is specified upon installation and is specific to
user.
The work area on a computer screen that acts as your virtual desk is called a Desktop. The desktop contains the
following:
• Icons: Shortcuts to files, folders, programs and other documents such as reports, presentations and pictures
that can be accessed by clicking on them.
• Taskbar: The bar displayed at the edge of the screen that is used to launch and monitor running applications
• Start Menu: The point on the taskbar that provides access to installed apps, files, control options and power
and display settings.
• Gadgets: These are single-purpose applications such as a clock, calendar or temperature gauge that can be
added to the desktop.
Customizing the Desktop:
As with any real desk it is possible to personalize (customize) computer desktop. Desktop background, theme,
taskbar and start menu can be personalized are per the user’s ease and need.
To customize theme and Background:
The theme is the combination of colours, sounds and pictures on a computer that include the desktop
background, screen saver, window border colour and sound scheme.
• Open the Personalization window by right-clicking on the background and select personalize from the
menu. Then click on a theme on the left bar to select appropriate theme to apply. Or if need to change
background image only then click on Background.
Taskbar
Start menu
Icons
Background

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• Customize colours, background, sounds, screen saver and other settings by selecting appropriate options
from the menu.
Personalize
Click a theme to
apply it
Get More themes
Click Themes
Change colour,
background and other
settings
Browse to locate other pictures
Slideshow
Click
Background

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To use any picture stored on the computer (or a picture you are currently viewing) as the background, right-click
the picture then click Set as Desktop Background.
To Customize taskbar
Task bar by default appears at the bottom of the desktop that provides access to running application as well as
other tools.
• Right-click an empty space in the taskbar.
• Select Taskbar settings
• Choose appropriate options as required from lock, locations and other possible settings.
Solid Colour
1. Right-click
2. Set as
background
Picture
Right-click space on the
task bar
Click Taskbar settings

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To add a program icon to the taskbar:
If the program is already running:
• Right-click the program’s icon on the taskbar (or drag the icon toward the desktop to open the program’s
‘jump list’)
• Click ‘Pin this program to taskbar’
If the program is not already running or added
• Right click a program icon either on desktop or in the start menu
• Click pin to taskbar
Click Pin to
Taskbar
Right-click a
program icon
Right-click a
program
icon
Click Pin to
Taskbar
Select
appropriate
options

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A program can be pinned by dragging the program's shortcut from the desktop or Start menu to the taskbar.
Additionally, drag the shortcut of a file, folder, or website to the taskbar (and if the program is not already pinned
to taskbar), then the program is pinned to the taskbar and the item is pinned to the program’s Jump List.
To remove a program icon from the taskbar:
• Right-click a program icon on the Taskbar
• Click Unpin this program from Taskbar
Other customization features can be found in the same menu (right-click space on the taskbar) including:
• How multiple windows are displayed – cascade, stacked, side by side
• Launching the Taskbar properties dialog box where settings can be changed such as Auto-hiding the
taskbar and icon size
Customizing gadgets
Desktop gadgets are a suite of handy icon-sized programs that can be placed on the desktop such as a clock,
temperature gauge or calendar.
To add a gadget to the desktop:
• Open the gadget window by right-clicking on the desktop background and selecting Gadgets from the
pop-up menu
• Double-click a gadget to add it
There may be user-customization options for some gadgets e.g. currency. To set options, hover the icon over a
gadget then press the spanner icon. Note that pressing the white cross that appears will remove the gadget from
the desktop.
Right-click a program
Click
1. Right-click
the desktop
background
2. Click
Gadgets
3. Double-
click a
gadget to
add to the
desktop

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Customizing the Start menu
Customizing the Start menu means adding favourite programs and folders at the menu. Start menu has program
list, program tiles, search bar and shutdown menu.
Shortcuts to regularly used programs can be permanently attached (pinned) to the start menu as follows:
• Right-click either an icon on the desktop or a program in the start menu
• Select Pin to Start Menu
To subsequently unpin an icon from the start menu:
• Right-click the program in the start menu
• Select Unpin from Start Menu
Recently opened files or programs can be removed to increase privacy from the start menu as follows:
• Open the Start Menu settings by clicking on settings option in the personalization section.
• Click on the start option at the left to turn off the recently opened items.
Programs in
Alphabetical
order
Start menu
Right
pane
Shut down
menu
Search bar
Click Settings on
the Start menu
Click
Personalization

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The maximum number of programs that can be pinned to the start menu can be adjusted as follows:
• Open the Start Menu settings dialog box as above
• Click Which folders to appear on start to open the same
• Customize the icons to appear as shortcuts on the start menu.
The Start menu right pane contains items such as create, explore and Play. Commonly known as tiles, various
items can be added, removed and changed to be appearing as groups or individually.
• Right click the apps that needed to be added on the right pane.
• Click pin to start menu
• Amend settings as necessary
On/off
Click
Customize
Shortcut to
folders

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Working with files and folders
Files are the stored contents, for example images, text or music. In Microsoft Windows files are represented by
icons or name lists.
If an office had thousands of paper files lying around it would be virtually impossible to find anything. This is
why filing cabinets are used for paper files. Similarly, folders are computer versions of filing cabinets that are
used for storing computer files. In fact, folders can contain other folders which themselves contain other folders
and so on. These are called subfolders.
Windows Explorer is the standard interface for opening, saving, renaming, deleting and moving files.
Pin to start
Resize
File
Explorer
File
Explorer

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The below example and subsequent table give some tips and hints as to how to work efficiently with File Explorer.
Explorer Description
Backward / forward
buttons
Use the back button to navigate to the previous folder viewed. Use the forward
button to return to the later page.
Think of navigation of folders like climbing a ladder - each folder view
represents a rung on the ladder with backward and forward simply moving up
or down the ladder.
Address bar Use the Address bar if address of the folder for navigation is known.
Once in a folder single-click in the address bar to display the full address. This
can be copied and pasted as text if needed elsewhere.
Navigation pane Double-click a folder to show contents.
Column headers and
file list
Clicking on a column header re-orders the list of files. The order toggles
between ascending and descending.
For example click on the date column in order to display the earliest or latest
file modified at the top of the window.
To add and remove columns from the file list, right-click on any column header
then tick or un-tick column names.
Re-size the width of columns by hovering over a column boundary. Once the
mouse arrow changes into a double-ended horizontal
arrow hold the left mouse button and drag the mouse right or left to resize
Search The search facility helps identify all relavant files and folders needed to be
looked at (explained in detail later)
Navigation
pane
File list
View
options
Preview
pane
Help
Backward /
Forward
Address bar
Column
headers
Search

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Explorer Description
Preview button and
preview pane
The preview pane is one of the most useful features of Windows Explorer as it
allows you to quickly preview the contents of (most) files such as email
messages, text files and pictures.
The preview pane can be opened and closed by clicking the preview button.
View Options Click View Options to change how the information is displayed in the file list.
Choose between options such as ‘Details’ (shown in the illustration above),
tiles, small/medium/large icons.
To open files using Explorer either:
• Double-click the file in the file list to open using the default program associated with the selected file type.
For example, Survey.docx would open in Microsoft Word; or
• Right-click on a file in the file list then select a program under the Open with option
To delete the selected file or folder and move it to the recycle bin:
• Highlight the folder or file to be deleted in either the navigation pane or file list. Then press the DELETE key
• Alternatively, right-click on the highlighted file/folder then select “Delete”.
Anything placed in the recycle bin consumes disk space. To permanently delete files or folders,
• Highlight the folder or file to be hard deleted in either the navigation pane or file list.
• Press SHIFT+DELETE
• Click yes when prompted if you want to permanently delete the file (or folder)
In order to search for items in File Explorer:
Use the search box in File Explorer.
• Type a search string into the search box at the top right of the File Explorer exactly as you would if searching
from the Start Menu.
Use a search filter
• Click in the search box in File Explorer
• Customize search from the search tool in the File Explorer.
Note: The options will vary depending on the type of library or folder being viewed e.g. Date, Tags, Kind or size,
Artists and Genre are applicable to the music library and Date Modified and Size are applicable to general
folder lists.

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Expand the search beyond a specific library or folder:
• Type a word in the search box.
• At the top left corner used Search again in option to select one of the locations:
§ Click Libraries to search across every library
§ Click Microsoft Outlook to search across your mail box.
§ Click Internet to search online, using your default web browser and your default search provider
Using tags
Tags are essentially personalised properties that can make files much easier to find. File properties are details
about a file such as date last saved or author name.
To add a tag:
• Right-click the file name in the file list then select Properties
• On the Details tab click to the right of Tags and type the tag
• Click OK
1. Click
Click
Click to the
right of Tags,
enter a tag,
then click
OK

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To search for files with a particular tag simply type the tag into the File Explorer search bar.
„ For example:
The Recycle Bin
The recycle bin is a hidden folder on the C-drive that temporarily warehouses deleted files.
In order to maximise available storage space periodic review of the contents of the recycle bin is required.
To empty the bin:
• Right-click the bin icon on the desktop then select Empty Recycle Bin
• Alternatively, open the Recycle Bin folder in File Explorer and click Empty Recycle Bin on the toolbar
To recover items from the bin:
• Open the Recycle Bin folder in Windows Explorer by clicking the “Recycle Bin icon” on the desktop
To restore an individual file right-click the required file then click Restore.
Type search
tag here
Click
Select a file,
right-click,
Restore
Click

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It is pertinent to note that the file will be restored in the same folder or sub-folder from where earlier it had been
deleted.
• To restore the whole contents of the recycle bin select the folder in the folder list then click Restore All
Items on the toolbar
1. Select
Recycle Bin
folder
2. Click

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STICKY NOTES
The four operations that a computer system is programmed to perform include,
Input, process, Output and storage.
The four components required for performing computer functions include,
Computer hardware and Software, Data or Datasets and Communications.
Windows starts immediately as the computer starts (boot). It immediately directs
to a lock screen that asks for credentials. Credentials include a Username and
Password that is specified upon installation and is specific to user.
The work area on a computer screen that acts as your virtual desk is called a
Desktop. The desktop contains Icons, Taskbar, Start Menu, and Gadgets
To customize theme and Background, personalization window can be used.
Files are the stored contents, for example images, text or music. In Microsoft
Windows files are represented by icons or name lists.
In order to search for items in File Explorer, use the search box in File Explorer, use
a search filter or expand the search beyond a specific library or folder.

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SELF-TEST
1.1. Which of the following is the most powerful type of computer commonly found in multi-national and other
large businesses?
A Desk-top personal computers (PCs)
B Mainframe computer
C Mini-computer
D Supercomputer
1.2. Which are the three basic components found in a central processing unit?
A RAM, register, bus
B Control unit, ALU, register memory
C ALU, control unit, motherboard
D Motherboard, cache, register
1.3. Which of the below best describes primary storage (internal memory)?
A Volatile by nature as it is erased when power is turned off
B Examples include CD, DVD and USB flash drives
C The medium is typically recorded on a tertiary storage device that is physically removed or
disconnected
D Browser cache
1.4. Which of the following list is an example of pointing devices?
A Mouse, joystick and keyboard
B Keyboard, track ball and light pen
C Track pen, light pen and keyboard
D Mouse, track ball and light pen
1.5. Storage devices are classified as random access storage devices and sequential access storage devices. Which
of the following is not an example of randomly accessible storage device?
A Magnetic tape drive
B Hard disk drive
C Optical drive
D USB drive
1.6. The contents of this type of memory remain unchanged usually for a long period of time, while in some cases
the contents are never need to be changed.
A Random Access Memory
B Read Only Memory
C Cache Memory
D Buffer memory

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1.7. A microprocessor has a number of electronic components built inside it. Each electronic component is
designed to perform a specific function. Which of the following electronic component of microprocessor is
responsible to perform computations?
A CPU
B CU
C ALU
D CLU
1.8. Which of the following computer is smaller than a laptop computer?
A Super computer
B Mini computer
C Micro computer
D Notebook computer
1.9. The term Multiprocessing is commonly used in computer technology that means:
A Use of many programs
B Use of many formulas
C Use of many users
D Use of many CPUs
1.10. Which of the following is an example of volatile storage?
A Hard disk drive
B Magnetic tape
C Random Access Memory
D Read Only Memory
1.11. Which of the below best describes desktop gadgets?
A Single-purpose applications such as a calendar or temperature gauge that sit on the user’s computer
desktop
B The bar displayed at the edge of the screen that is used to launch and monitor running applications
C Multi-purpose applications such as clock or currency that sit on the user’s computer desktop
D Icons such as folders, programs and other documents such as reports that can be arranged as if they
were real objects on a desk
1.12. Which of the below is the correct sequence for unpinning a shortcut from the start menu (using a standard
right-handed mouse)?
A Right-click the program in the start menu; select ‘unpin from start menu’
B Open the ‘start menu properties’ box by right-clicking a gadget on the desktop; select ‘unpin from start
menu’
C Left-click the program in the start menu; select ‘unpin from start menu’
D Select the ‘info’ tab within a Microsoft Office document; Uncheck the ‘pin to start menu’ option

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1.13. Which of the below best describes the preview pane in Windows Explorer?
A The vertical pane used to navigate to the previous folder viewed
B The horizontal bar at the top of the Explorer window
C A facility for previewing the contents of many types of files such as email messages and pictures
immediately after opening a file
D A facility for previewing the contents of many types of files such as email messages and pictures before
actually opening the file
1.14. What are file tags?
A The last three digits of an IP address
B Details about a file such as date last saved or author name
C The address of a file
D The final three letters of file name that denotes the type of file it is – e.g. xls (Excel) or doc (Word)
1.15. Whenever you are asked to “double-click” an item on the computer screen, you need to use:
A Right mouse button twice
B Left mouse button twice
C Both right and left mouse buttons at the same time
D First press right then press left mouse button
1.16. Which of the following character is allowed in a Microsoft Windows file name or folder?
A ? (question mark)
B * (asterisk)
C – (hyphen)
D All of the above
1.17. Which of the following statements about operating system is correct?
A It controls the operation of all software including application software.
B It provides systems security.
C It provides the graphical user interface between the user and the computer.
D All of the above
1.18. You can access a shortcut menu for most objects in Microsoft Windows by:
A Right click
B Shift click
C Ctrl click
D Double click

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1.19. In MS Windows, which of the following utility programs provides most appropriate way of deleting
unnecessary files and freeing up space on the hard disk?
A Disk defragmenter
B Task manager
C Disk cleanup
D Check disk
1.20. You can move shortcuts on the Quick Launch toolbar by:
A Clicking
B Shift clicking
C Dragging
D Ctrl clicking
1.21. The purpose of Shift + Delete command in Microsoft Windows is:
A Do not delete
B Keep a copy of selected file(s)
C Bypass recycle bin feature
D None of the above
1.22. The bar displayed at the edge of the screen for launching and monitoring the running applications in
Microsoft Windows is called:
A Title bar
B Side bar
C Task bar
D Top bar
1.23. Microsoft Windows operating system has a great user convenience called “Pin to taskbar” that means:
A Display a pin on taskbar
B Show running programs on taskbar
C Fix taskbar at a particular position
D To add a program icon on taskbar
1.24. Microsoft Windows operating system contains many useful programs called gadgets. Which of the following
is a list of gadgets?
A Calendar, clock and slide show
B Calendar, Microsoft Word and Microsoft PowerPoint
C Control panel, accessories and recent items
D All of the above are gadgets

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ANSWERS TO SELF-TEST QUESTIONS
1.1 1.2 1.3 1.4 1.5 1.6
B B A D A B
1.7 1.8 1.9 1.10 1.11 1.12
C D D C A A
1.13 1.14 1.15 1.16 1.17 1.18
D D B C D A
1.19 1.20 1.21 1.22 1.23 1.24
C C C C D A

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CHAPTER 2
EXPLORING MICROSOFT
OFFICE INTERFACE
AT A GLANCE
The Office apps share many common user interface elements
and functions. The ways in which tasks are performed such as
opening, saving, searching, printing, and sharing files are
standardized across the apps. This chapter guides through
procedures common to Word, Excel and PowerPoint.
IN THIS CHAPTER:
AT A GLANCE
SPOTLIGHT
1. Office User Interface
2. Customizing the App
STICKY NOTES
SELF-TEST

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1. OFFICE USER INTERFACE
Office 2019 is engineered for Windows 10. To start an app from the Start menu app list or tile area, Start screen,
or the taskbar search box can be used. Shortcuts to apps are also placed on desktop or on the Windows taskbar.
In starting Word, Excel, or PowerPoint without opening a specific file, the app Home page appears. The Home
page is a hybrid of the Open and New pages of the Backstage view. It displays links to pinned and recent files in
the left pane, and new file templates in the right pane.
A typical Office 2019 app window contains the elements described in this section. It might also display optional
elements such as rulers, gridlines, navigation panes, and tool panes. Commands for tasks that can be performed
often are readily available, and even those that are use infrequently are easy to find.
Title bar
At the top of the app window, this bar displays the name of the active file and provides tools for managing the
app window, ribbon, and content. If the file is stored online, in OneDrive or SharePoint, a drop-down menu
adjacent to the file name provides a simple way to change the file name and access the storage location and
version history.

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Quick Access Toolbar:
The Quick Access Toolbar is located, by default, at the left end of the title bar (can be moved below the ribbon as
per the preference). Each app has a default set of Quick Access Toolbar buttons that can be built on; most
commonly, the default Quick Access Toolbar displays the Save, Undo, and Redo/Repeat buttons. If the file is
stored online in OneDrive or SharePoint, it also features an AutoSave toggle button. Customize the Quick Access
Toolbar to include any command for easy access.
Four buttons at the right end of the title bar serve the same functions in all Office apps. Control the display of the
ribbon by selecting commands on the Ribbon Display Options menu.
For example, temporarily hide the app window by selecting the Minimize button, adjust the size of the window
by selecting the Restore Down/Maximize button, and close the active document or exit the app by selecting the
Close button.
The ribbon of commands
Below the title bar, all the commands for working with an Office file are gathered together in this central location
for efficient work within the app. Across the top of the ribbon is a set of tabs. Each tab displays named groups of
commands.
• Standard ribbon tabs The Home tab, which is active by default, contains the most frequently used
commands. Other tabs contain commands specific to the type of action needed to be performed, such as
Insert, Draw, and Design.
• Object-specific tool tabs: When a graphic element such as a picture, table, or chart is selected in a
document, one or more tool tabs appear at the right end of the ribbon to make commands related to that
specific object easily accessible. Tool tabs are available only when the relevant object is selected. They
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• On each tab, buttons representing commands are organized into named groups. Point to any button to
display a ScreenTip with the command name, its keyboard shortcut (if it has one), and a description of
its function.
• Some buttons include an arrow, which might be integrated with or separated from the button. To
determine whether a button and its arrow are integrated, point to the button to activate it. If both the
button and its arrow are shaded, selecting the button displays options for refining the action of the
button.
If only the button or arrow is shaded when point to it, selecting the button carries out its default action
or applies the current default formatting. Selecting the arrow and then an action carries out the action.
Selecting the arrow and then a formatting option applies the formatting and sets it as the default for the
button.
• Formatting Thumbnails: When a formatting option includes several choices, they are often displayed
in a gallery of images, called thumbnails, that provide a visual representation of each choice. When
pointing towards a thumbnail in a gallery, the Live Preview feature shows what the active content will
look like. Click on the thumbnail to apply the associated formatting.
When a gallery contains more thumbnails than can be shown in the available ribbon space, more content
can be displayed by selecting the scroll arrow or More button located on the right edge of the gallery.
Display the gallery in a separate floating pane by clicking the dialog box launcher.
• Related but less common commands are not represented as buttons in a group. Instead, they’re available
in a dialog box or pane, which can be displayed by selecting the dialog box launcher located in the lower-
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Status bar
Across the bottom of the app window, the status bar displays information about the current file and provides
access to certain app functions. Choose the statistics and tools that appear on the status bar. Some items, such as
Document Updates Available, appear on the status bar only when that condition is true.
Shortcuts Toolbar
At the right end of the status bar in the Word, Excel, and PowerPoint app windows are the View Shortcuts
toolbar, the Zoom slider, and the Zoom Level button. These tools provide convenient methods for adjusting
the display of file content.
Work with the ribbon and status bar
The goal of the ribbon is working with file content as intuitive as possible. The ribbon is dynamic, meaning that
as its width changes, its buttons adapt to the available space. As a result, a button might be large or small, it might
or might not have a label, or it might even change to an entry in a list. For example, when sufficient horizontal
space is available, the buttons on the References tab of the Word app window are spread out, and commands
available in each group can be reviewed.

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When app window is narrowed (and decrease the horizontal space available to the ribbon), small button labels
disappear, and entire groups of buttons might hide under one button that represents the entire group. Selecting
the group button displays a list of the commands available in that group.
When the ribbon becomes too narrow to display all the groups, a scroll arrow appears at its right end. Selecting
the scroll arrow displays the hidden groups.
Hide the ribbon completely if do not need access to any of its buttons, or hide it so that only its tabs are visible.
(This is a good way to gain vertical space when working on a smaller screen).
To completely hide the ribbon
• Near the right end of the title bar, select the Ribbon Display Options button.
• On the Ribbon Display Options menu, select Auto-hide Ribbon.
To display only the ribbon tabs
• Double-click any tab name.
• Near the upper-right corner of the app window, select the Ribbon Display Options button, and then
select Show Tabs.
• In the lower-right corner of the ribbon, select the Collapse the Ribbon button.
• Press Ctrl+F1.

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To temporarily redisplay the ribbon
• Select any tab to display the tab until a command is selected or clicked away from the ribbon.
To permanently redisplay the ribbon
• Select any tab name, and then in the lower-right corner of the ribbon, select the Pin the ribbon button
(the pushpin).
• Double-click any tab name.
• Near the upper-right corner of the app window, select the Ribbon Display Options button, and then
select Show Tabs and Commands.
• Press Ctrl+F1.
To specify the items that appear on the status bar
1. Right-click the status bar to display the Customize Status Bar menu. A check mark indicates each item
that is currently enabled.
2. Click to enable or disable a status bar indicator or tool. The change is effected immediately. The menu
remains open to permit multiple selections.
3. When you finish, click away from the menu to close it.
The Backstage view
Commands related to managing the app and files (rather than file content) are gathered together in the Backstage
view, which can be displayed by selecting the File tab located at the left end of the ribbon.
Commands available in the Backstage view are organized on named pages, which are displayed by selecting the
page tabs in the colored left pane.
Redisplay the document and the ribbon by selecting the Back arrow located above the page tabs.
Manage app options
Selecting Options in the left pane of the Backstage view opens the app-specific Options dialog box. Every Options
dialog box has a General tab where user-specific information that is shared among the Office apps (some of this
is the same information you can configure in the Backstage view) is set and configured using high-level app-
specific options.

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Each app’s Options dialog box contains hundreds of settings specific to that app.
„ For example:
• In Word the default behavior can be changed when pasting content, or automatically downloading
local copies of remote files, and updating the remote files when required to save the local versions.
• In Excel the direction that the cell selection moves when pressing the Enter key, or hide comment
indicators in cells can be changed.
• In PowerPoint the toolbar that appears by default in full-screen slide shows can be hidden or choose
not to automatically display a black slide at the end of slide shows.
There are also settings specific to the working file. For example, hide spelling or grammar errors in a specific
document or specify the image compression level for a document or presentation to increase image quality or
decrease file size.
To open an app-specific Options dialog box
1. Select the File tab to display the Backstage view.
2. In the left pane, select Options.
To enable or disable the Mini Toolbar
1. Open the app-specific Options dialog box.

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2. On the General page, in the User Interface options area, select or clear the Show Mini Toolbar on selection
check box. Then select OK.
To enable or disable the Live Preview feature
2. On the General page, in the User Interface options area, select or clear the Enable Live Preview check
box. Then select OK.
To enable or disable the Home screen for the app
2. On the General page, in the Option dialog box, select or clear the “Show the Start screen when this
application starts” check box.

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2. CUSTOMIZING THE APP
Customize the Quick Access Toolbar
By default, buttons representing the Save, Undo, and Redo commands appear on the Quick Access Toolbar. For
regular use, a few commands that are scattered on various tabs of the ribbon can be added to the Quick Access
Toolbar so that they’re always available at user’s discretion.
Add commands to the Quick Access Toolbar directly from the ribbon, or from the Quick Access Toolbar page of
the app-specific Options dialog box.
Customize the Quick Access Toolbar in the following ways:
• Define a custom Quick Access Toolbar for all files opened in the app or for a specific file.
• Add any command from any group of any tab, including tool tabs, to the toolbar.
• Display a separator between different types of buttons.
• Move commands around on the toolbar until they are in the order wanted.
• Reset everything back to the default Quick Access Toolbar configuration.
After adding commands to the Quick Access Toolbar, it can be reorganized and divided into groups to simplify
the process of locating the command that needed to be performed.

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To add a command to the Quick Access Toolbar from the ribbon
• Right-click a command on the ribbon, and then select Add to Quick Access Toolbar. Any type of
command can be added this way; including a drop-down list of options or gallery of thumbnails.
• At the right end of the Quick Access Toolbar, select the Customize Quick Access Toolbar button. On the
menu of commonly used commands, select a command that needed to be added.
To display the Quick Access Toolbar page of the Options dialog box
• At the right end of the Quick Access Toolbar, select the Customize Quick Access Toolbar button, and
then select More Commands.
• Select the File tab and then, in the left pane of the Backstage view, select Options. In the left pane of the
Options dialog box, select Quick Access Toolbar.
• Right-click any ribbon tab or empty area of the ribbon, and then select Customize Quick Access
Toolbar.
To add a command to the Quick Access Toolbar from the Options dialog box
• Display the Quick Access Toolbar page of the Options dialog box.
• In the Choose commands from list, select the tab the command appears on, or select Popular
Commands, Commands Not in the Ribbon, All Commands, or Macros.
• In the left list, locate and select the command to be added to the Quick Access Toolbar. Then select the
Add button.
• Make any other changes, and then select OK in the Options dialog box.
To move the Quick Access Toolbar
• At the right end of the Quick Access Toolbar, select the Customize Quick Access Toolbar button, and
then select Show Below the Ribbon or Show Above the Ribbon.
• Display the Quick Access Toolbar page of the Options dialog box. Below the Choose Commands From
pane, select or clear the Show Quick Access Toolbar below the Ribbon check box.

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To display a separator on the Quick Access Toolbar
1. Display the Quick Access Toolbar page of the Options dialog box.
2. In the right pane, select the command after which separator is to be inserted.
3. Do either of the following:
• In the left pane, double-click <Separator>.
• Select <Separator> in the left pane, and then select the Add button.
4. Make any other changes required, and then select OK.
To move buttons on the Quick Access Toolbar
2. In the right pane, select the button to be moved. Then select the Move Up or Move Down arrow until the
button reaches the required position.
To reset the Quick Access Toolbar to its default configuration
2. In the lower-right corner of the page, select Reset, and then select either of the following:
• Reset only Quick Access Toolbar
• Reset all customizations
3. In the Microsoft Office message box verifying the change, select Yes.
Customize the ribbon
From the Customize Ribbon page of an app’s Options dialog box, one can control the tabs that appear on the
ribbon, and the groups that appear on the tabs.
To display the Customize Ribbon page of the Options dialog box
• Display the Options dialog box, and in the left pane, select Customize Ribbon.
• Right-click any ribbon tab or empty area of the ribbon, and then select Customize the Ribbon.
To permit or prevent the display of a tab
1. Display the Customize Ribbon page of the Options dialog box.
2. In the Customize the Ribbon list, select the tab set that is required to be managed
• All Tabs
• Main Tabs
• Tool Tabs
3. In the right pane, select or clear the check box of any tab other than the File tab (the File tab cannot be
hidden).

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To remove a group of commands from a tab
2. In the Customize the Ribbon list, select the tab set is to be managed.
3. In the right pane, select the Expand button (+) to the left of the tab needed to be modified.
4. Select the group that is required to be removed, and then in the center pane, select the Remove button.
To create a custom tab
2. On the Customize Ribbon page, select the New Tab button to insert a new custom tab below the active
tab in the right pane. The new tab includes an empty custom group.

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To rename a custom tab
• Select the custom tab, and then select the Rename button.
• In the Rename dialog box, replace the existing tab name with the tab required name, and then select
OK.
To rename a custom group
1. Select the custom group, and then select the Rename button to open a Rename dialog box that includes
icons.
2. In the Rename dialog box, change the display name, select the symbol to be displayed when the ribbon
is too narrow to display the group’s commands, and then select OK.
To create a custom group
2. On the Customize Ribbon page, in the right pane, select the tab that is to be added to the group. Then
select the New Group button to add an empty custom group.

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To add commands to a custom group
2. In the Customize the Ribbon list, expand the tab set that is required to be managed, and then select the
group where commands are required to be added.
3. In the Choose commands from list, select the tab the command appears on, or select Popular Commands,
Commands Not in the Ribbon, All Commands, or Macros.
4. In the left list, locate and select the command to be added to the group. Then select the Add button.
5. Make any other changes, and then select OK.
To reset the ribbon to its default configuration
2. In the lower-right corner of the page, select Reset, and then select either of the following:
• Reset only selected Ribbon tab
• Reset all customizations

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STICKY NOTES
Word, Excel, and PowerPoint common user interface elements include title bar,
ribbon, status bar, backstage view and quick access tool bar.
Changing the appearance and functionality of the Office apps can be done using
option dialogue box.
In the Quick Access Toolbar one can add command from the ribbon, display
separator, move button or even reset the toolbar to its default configuration.
Incustomizingaribbon,onecanpermitorpreventadisplayoftab,removeagroup
ofcommandsfromatab,createacustomtab,renamecustomtaborgroupandeven
add or reset the group.

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SELF-TEST
2.1 Which of the below describes the shortcut for opening a new, blank workbook?
A CTRL + N whilst in an existing presentation
B Click New + Blank workbook on the File tab
C CTRL + N whilst in an existing workbook
D Click Microsoft Excel from the start menu
2.2 How can you access the Office Backstage view?
A Press CTRL-B when in an open workbook
B Click on the File tab within a Microsoft Office document
C Go to the desktop Start menu and select Backstage from the Excel option
D Click on the Backstage view tab within a Microsoft Office document
2.3 Label the following on the given imge
• Quick Access Toolbar
• Ribbon Display Options
• Cloud Storage Menu
• Window Storage Menu
A B
C D
2.4 The highlighted tab in the given image is an example of
A Table Tab
B Tool Tab
C Ribbon Tab
D Chart Tab
2.5 It is possible to create a custom tab in MS Office Application to add specific tools.
A True
B False

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Answers to SELF-TEST
2.1 2.2 2.3 2.4 2.5
C B A. Quick Access Toolbar
B. Ribbon Display
Options
C. Cloud Storage Menu
D. Window Management
Buttons
B A

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CHAPTER 3
WORKING WITH DATA IN EXCEL
AT A GLANCE
Excel provides a wide variety of tools that can be used to enter
and manage worksheet data effectively. For example,
organizing data into Excel tables for quicker and efficient
analysis. In addition, data can be entered in series quickly; one
or more values can be repeated; and excel formats that includes
cells, columns, and rows are easily controlled. It is also easier to
move from one part of a worksheet to another and that too all
with a minimum of effort.
This chapter guides through the procedures related to entering
and revising Excel data, moving data within a workbook, finding
and replacing existing data, using proofing and reference tools
to enhance and organize data using Excel tables.
IN THIS CHAPTER:
AT A GLANCE
SPOTLIGHT
1. Basic Components of an Excel
Workbook
2. Introduction to Managing Data
3. Enter and Revise Data
4. Importing and Exporting Data
5. Find and Replace Data
6. Define Excel Tables
7. Selecting, Navigation and
Managing Worksheets

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1. BASIC COMPONENTS OF AN EXCEL WORKBOOK
A workbook is a file that contains one or more worksheets (also called spreadsheets) that can be used to organize
various kinds of related information.
The basic components of an Excel workbook include the following
Component Comments
Workbook The overall file that contains one or more worksheets
Worksheet One or more spreadsheets that belong to a workbook
Row An Excel 2016 worksheet has 1,048,576 rows numbered from 1 to 1,048, 576
Column An Excel 2016 worksheet has 16,384 columns ranging from column A to XFD
Cell An Excel 2016 worksheet has 17,179,869,184 cells which are identified by their column
and row position. For example cells A1 and CF38. Cells are where the user enters data.
Name box This is used to identify either individual cells or groups of cells.
Formula bar The formula bar shows the value or formula entered into the upper-left most selected
cell.
Ribbon and tabs The logical groupings (tabs) of commands that can be accessed from the top of the Excel
screen. Each tab relates to a type of activity – e.g. laying out a page (Page layout), or
writing (Home)
Menus A menu is a list of options that become available when you click on a ‘drop-down’ arrow
Workbook
Formulas tab
Ribbon
Menu drop-
down arrow
Worksheet ‘Sheet1’
Name box Cell A1
Row 15
Column O
Formula bar

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Open a new, blank workbook
There are a number of ways to open a new, blank workbook.
• Click Microsoft Excel 2016 from the start menu. This launches a new session of Excel and a new blank
workbook will open automatically.
• If Excel is already open click New + Blank workbook on the File tab. This will open a new workbook in
addition to the already open workbook.
• Press CTRL +N whilst in an existing workbook to quickly create a new, blank workbook. Initial new
workbook will be created with name Book1, Book2 and so on. Save it with appropriate name.
Click
Click

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1.1 Recently opened workbook
All recent used files or workbooks may be opened by
• Clicking on the recent file tab and after opening the workbook and select the required file from all
recently used files.
• Browsing through previously used file from the Open other workbooks.
1.2 Base a new workbook on a template
A template is a preformatted workbook designed for a specific purpose such as tracking sales or budgeting.
Using templates can remove much of the set-up and design effort where a template already exists that suits the
required needs. Furthermore, it will help achieve consistency in the ‘look and feel’ of the workbooks. This may
or may not be of benefit depending on how bespoke or standard the situation is.
Templates exist for a wide range of uses such as budgets, agendas, inventories, invoices, reports, receipts and
schedules. To base a new workbook on a template, do the following:
• Open Excel
• Click New on the File tab
• Now there are range of options including the following:
1. Open a recently used template (usually appear the first template after Blank Workbook).
2. Open other available templates form the tab.
3. Search for online available templates from the search menu.
Note –sub-options within a category include for example Budgets opens a second suite of options from which
one might select Expense trends budget
To open the selected template click Create.
Browse from folders
Select file
Click

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Recent
template
Available
Categories
Search for online
templates
Preview
screens
Browse
through other
options
Preview
screens
Create

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2. INTRODUCTION TO MANAGING DATA
There are two sources to manage data in an Excel workbook:
1. Storing data directly in the workbook
Storing data locally in a workbook has the benefit of speed, control and accessibility. However, it can become
cumbersome to manage and consume disk space. Furthermore, users may encounter accessibility challenges,
particularly when sharing workbooks, which can lead to multiple and inconsistent copies of data co-existing.
This is why many operations benefit from having a single copy of secure and well-managed data that is
maintained centrally but that multiple users can share.
2. Storing data in an external data source
Examples of external data sources include text files, Databases or OLAP (Online Analytical Processing) cubes.
The workbook and external data source communicate via data connection which includes information on
location, log-in and accessing the external data source.
The benefits of storing data externally include
• Periodic analysis of the external data without repeatedly copying the data into existing workbook. Such
copying of data can be time-consuming and error-prone.
• Automatic refresh (update) of the linked Excel workbook from the original data source once connection
has been established. This enables the workbook to be kept up-to-date.
• Support for data sharing and promotion of data integrity by having just one central copy of the data.
Connection information is stored in a workbook and can also be stored in a connection file such as:
• ODC file – Office Data Connection
• .dsn – Data Source Name file
„ Illustration: The basics of Excel data connections
Data source such as a text file (.csv, .txt.), SQL Server or Microsoft Access.
Data source may have an associated Open Database Connectivity (ODBC) driver or Object Linking and
Embedding Database (OLE DB) provider. The terms ODBC driver and OLE DB connection describe the interface
that connects a database with an application such as an Excel workbook. OLE DB is a more up-to-date and
versatile method than ODBC.
A connection file is required which provides the bridge between data source and the workbook. This defines all
the information needed to access and retrieve data from a data source.
Connection information is copied from the connection file into a workbook. Users can then access and edit the
connection information from within the workbook.
Data is ultimately displayed into the workbook (all the way from the data source) and available directly in the
workbook for use.
1. Data
source
3. Connection
file
5. Workbook
2. 4.

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3. ENTER AND REVISE DATA
Typing a Value:
The simplest way to enter data is to click a cell and type a value. This method works very well when entering a
few pieces of data, but it can be troublesome when data is of longer sequences or series of values.
„ For example,
Create a worksheet tracking each customer’s monthly program savings.
Repeatedly entering the sequence January, February, March, and so on can be handled by copying
and pasting the first occurrence of the sequence, but in excel there are easier way to do this.
AutoFill
With AutoFill, first element in a recognized series is entered and then dragged until the series extends far enough
to accommodate given data. Fill Series is a similar tool with which two values in a series are entered and then
extended to the series in your worksheet using the fill handle.
There is some control over how Excel extends the values in a series when dragging the fill handle. If dragging the
fill handle up (or to the left), Excel extends the series to include previous values.
„ For example:
If you enter January in a cell and then drag that cell’s fill handle up (or to the left), Excel places
December in the first cell, November in the second cell, and so on.
Another way to control how Excel extends a data series is by holding down the Ctrl key while dragging the fill
handle. Select a cell that contains the value January and then drag the fill handle down. Excel extends the series
by placing February in the next cell, March in the cell after that, and so on. Hold down the Ctrl key while dragging
the fill handle, however, Excel repeats the value January in each cell added to the series.
AutoComplete
AutoComplete detects when a value entered is similar to previously entered values; Pick from Drop-Down List,
to choose a value from among the existing values in a column; and Ctrl+Enter, to enter a value in multiple cells
simultaneously.
Another handy feature in Excel is the AutoFill Options button that appears next to data added to a worksheet by
using the fill handle.

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Clicking the AutoFill Options button displays a menu of actions Excel can take regarding the cells affected by fill
operation. The options on the menu are summarized in the following table.
To enter values into a cell
1. Click the cell into which to enter the value.
2. Type the value by using the keyboard.
3. Press Enter to enter the value and move one cell down.
Or
Press Tab to enter the value and move one cell to the right.
To extend a series of values by using the fill handle
1. Select the cells that contain the series values.
2. Drag the fill handle to cover the cells where the new values are to appear.
To enter a value into multiple cells at the same time
1. Select the cells into which to enter the value.
2. Enter the value.
3. Press Ctrl+Enter.

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To enter cell data by using AutoComplete
1. Start entering a value into a cell.
2. Use the arrow keys or the mouse to highlight a suggested AutoComplete value.
3. Press Tab.
To enter cell data by picking from a list
1. Right-click the cell below a list of data.
2. Click Pick From Drop-down List.
3. Click the value to enter.
To control AutoFill options
1. Create an AutoFill sequence.
2. Click the AutoFill options button.
3. Click the option to apply.
Flash Fill
Often it is required to combine values from several cells into a single value. One common data configuration is to
have a customer’s first name and last name in separate cells.
In this example, the contacts’ names appear in three columns: LastName, FirstName, and Initial. Note that not
every contact has a middle initial. Combine the names manually or by creating a formula, but Flash Fill can figure
out the pattern if given a few examples.
Note that Flash Fill did not include the middle initials in any row due to the lack of an initial in some of the rows.
If you click in the FullName cell next to a row that contains an Initial value and edit the name as one wish to
appear, Flash Fill recognizes the new pattern for this subset of the data and offers to fill in the values. Press Enter
to accept the values Flash Fill suggests.

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Flash Fill also fixes errors in data. One common issue occurs when trying to enter numbers with leading zeros,
such as United States postal codes, into cells formatted as General or with a number format. If entering a zero-
leading number into such a cell, Excel removes the zero.
To fix this error, one would select the cells that contain the postal codes and format the cells as text. Then, in the
blank cell next to the first postal code that should have a leading zero, enter the postal code as it should appear,
and press Enter. In starting to enter the postal code into the second cell, Flash Fill offers to change the data by
adding a zero to every value in the list.
The logic behind Flash Fill guessed that a zero is to be added to every postal code, but this change is incorrect for
any value that should start with a number other than zero. To correct this, after accepting the values Flash Fill
suggests, move to a blank cell next to a postal code that should not start with a zero and enter the correct value.
Flash Fill updates its logic to suggest the correct values.
To enter data by using Flash Fill
1. In a cell on the same row as data that can be combined or split, enter the result for that row’s data, and
press Enter.
2. In the cell directly below the first cell where data has been entered, start entering a new value for the
row.
3. Press Enter to accept the suggested values.
To correct a Flash Fill entry
1. Create a series of Flash Fill values in a worksheet.
2. Edit a cell that contains an incorrect Flash Fill value that so it contains the correct value.
3. Press Enter.
Insert cells, rows and columns
Blank cells can be inserted to the left of or above the active cell on a worksheet. When this happens, Excel shifts
other cells in the same row to the right or in the same column down to accommodate the new cell(s).
There’s a similar affect with inserting rows above or columns to the left of the selected column or row.
To insert blank cells:
• Select the cell (or range of cells) where to insert new blank cells.
Note –must select the same number of cells that are to be inserted.
• On the Home tab, click Insert Cells on the Insert drop-down.
Alternatively, right-click the selected cells and then click Insert
• Click the direction in which to shift surrounding cells in the Insert dialog box

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To insert blank rows or columns:
• Follow a similar procedure as when adding cells, except from the Insert drop-down select Insert Sheet
Rows or Insert Sheet Columns instead.
• Insert Row(s) and Column(s) by Right clicking on Row or Column and select Insert option.
Deleting cells, rows and columns
The DELETE key on the keyboard only deletes the contents of the selected cells rather than the cells themselves.
To delete the actual cells, rows or columns use the Delete option in the Cells group on the Home tab. Select Delete
Cells, Delete Sheet Rows or Delete Sheet Columns as applicable.
Insert sheet
row
Blank row
appears
Right Click the
column and
select Insert
Option

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The below example incorporates the following rotations:
1. Angle Counter clockwise
2. Vertical text
3. Rotate text up
4. Rotate text down
2. Delete Sheet
Rows
3. Seven rows
were deleted
1. seven cells
are selected
Rotation
drop-down
Increase
indentation
Reduce
indentation

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4. IMPORTING AND EXPORTING DATA
There are two types of text files are typically used:
Text file type Comments
.txt Delimited text file – the TAB character typically separates each text field. However, other
separators are possible such as comma, semicolon and space.
.csv Comma separated values text files – data is separated by a comma in these files.
The difference can be observed by looking at the same data set in Microsoft Notepad in both .txt and .csv formats
as follows:
There are a number of methods for using this data in an Excel worksheet:
Method Comments
Open a .csv file
directly into
Excel
This is the simplest method. Either:
• use the ‘File-Open’ function in Excel (changing file type from ‘All Excel Files’ to ‘Text
Files’ so you can find the .csv file’)
or
• use Windows Explorer to find the .csv file then use the ‘Open With…’ and select
Microsoft Excel.
Note:
• Opening a .csv file directly in Excel does NOT import the data nor create a
connection. It is like being literally in the live and original .csv file so any changes
made will change the .csv file.
Text file: Tab-delimited
CSV file: Comma-delimited

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Method Comments
Import a .csv or
.txt using the
Text Import
Wizard within
Excel
Use the Text Import Wizard to generate a copy of the source data from the .csv or .txt file
in an Excel Workbook. The process is explained in full detail below.
Note:
• Importing data using the Text Import Wizard (for both .csv and .txt files) creates a
copy of the source data in your workbook and also creates a connection back to
the source file. The connection can then be subsequently updated to reflect further
changes to the source data.
Using the Text Import Wizard
The Text Import Wizard assists users with importing data from a text file into a worksheet.
The Text Import Wizard is accessed by clicking From Text in the Get External Data group on the Data tab.
„ Illustration:
Let’s import the below tab-delimited text file (shown open in MS Notepad):
To start the process, double-click the text file to be imported from the Import Text File dialog
box:
The text import wizard now involves three steps…
Step 1 – Establish whether source data is delimited
• Select whether the text is delimited (i.e. fields are separated by a tab, colon, semicolon,
space or other character) or fixed width (i.e. every column has the same number of
characters)
• Select which row to start the import from.
Note that unnecessary data rows can be easily deleted from the imported worksheet
later.
• Select file origin – i.e. the character set used in the text file. It is rare to need to re-set this
from the default setting but should be double-checked.
• Review the file preview.
Click
Double Click

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Step 2a – Delimited text - specify the delimiters
• Select the character that separates values in your text file – i.e. the delimiter.
• Set the text qualifier – i.e. the character that encloses values in the text file. Typically this
will be double quotation marks “.
• Review the data preview.
Step 2b – Fixed width data
• If the data source is fixed-width, then step 2 involves specifying the column widths.
Step 3 – Specify data format for each column
• A practical approach to step 3 is to start by reviewing the data preview. You very quickly
get a feeling for whether the settings are ‘about right’ or ‘need major surgery’.
• The ‘advanced’ button opens an advanced dialog box that allows you to
1. adjust the decimal and thousands separators; and
2. specify that one or more numeric values may contain a trailing minus sign
2. Set the text
qualifier
1. Delimited or fixed width
2. Start row 3. File origin
4. Preview
5. Next
1. Specify the
delimiter
3. Review
4. Next

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• For each of the data columns
1. Select the column by clicking somewhere on the data
2. Set the column data format (general, text or date) or alternatively select “Do not
import column” to exclude that column from importing.
Final steps
• Clicking the ‘finish’ button opens a final dialogue box seeking confirmation exactly where
you want the imported data importing to.
The imported text data has now populated into given workbook.
Adjust as
appropriate
Specify exactly where
you want the text to be
imported to.
1. Select a column by
clicking in the data
2. Set an appropriate
data format for import
3. After setting each
column’s format
click ‘Finish’.
Imported
data

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Exporting data to a text file
Export data to a text file simply by saving the worksheet with a .txt or .csv file-type.
Note:
• If needed to save multiple worksheets then, each worksheet is needed to be saved individually each with
a different name.
• Text files are by definition relatively simple files (which minimises file size dramatically) without many
of the features of an Excel workbook. Therefore, data formatting such as bold, colours and shading will
be lost in the export process.
To export data to a text file:
• Click Save As on the File tab
• Choose the text file format to export to:
1. Text (Tab delimited)
2. CSV (Comma delimited)
• Click Save
1. Choose appropriate
file format
2. Save
Click

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5. FIND AND REPLACE DATA
Find and Replace dialog box helps locate specific data in an Excel worksheet. Find and Replace option has two
tabs (one named Find, the other named Replace) that is used to search for cells that contain particular values.
For more control over the data —for instance, if need to find cells in which the entire cell value matches the value
searched for— expand the Find and Replace dialog box to display more options.
By default, Excel looks in formulas, not cell values. To change that option, in the Look In drop-down list, click
Values.
The following table summarizes the elements of the Find and Replace dialog box.
To edit a cell’s contents
Do any of the following:
• Click the cell, enter a new value, and press Enter.
• Click the cell, edit the value on the formula bar, and press Enter.
• Double-click the cell, edit the value in the body of the cell, and press Enter.

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To edit part of a cell’s contents
1. Click the cell.
2. Edit the part of the cell’s value that is to be changed on the formula bar.
3. Press Enter.
Or
1. Double-click the cell.
2. Edit the part of the cell’s value is to be changed in the body of the cell.
3. Press Enter.
To find the next occurrence of a value in a worksheet
1. On the Home tab, in the Editing group, click the Find & Select button to display a menu of choices, and
then click Find.
2. In the Find what box, enter the value to find.
3. Click Find Next.
To find all instances of a value in a worksheet
1. On the Find & Select menu, click Find.
2. In the Find what box, enter the value to find.
3. Click Find All.
To replace a value with another value
1. On the Find & Select menu, click Replace.
2. In the Find what box, enter the value to change.
3. In the Replace with box, enter the value to replace the value from the Find what box.
4. Click the Replace button to replace the next occurrence of the value.
Or
Click the Replace All button to replace all occurrences of the value.
To require Find or Replace to match an entire cell’s contents
1. On the Find & Select menu, click either Find or Replace.
2. Set your Find or Replace values.
3. Click Options.
4. Select the Match entire cell contents check box.
5. Complete the find or replace operation.
To require Find or Replace to match cell contents, including uppercase and lowercase letters
3. Click Options.
4. Select the Match case check box.
5. Complete the find or replace operation.

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To find or replace formats
3. Click Options.
4. Click the Find what row’s Format button, set a format by using the Find Format dialog box, and click OK.
5. If you want to perform a Replace operation, click the Replace with row’s Format
6. button, set a format by using the Find Format dialog box, and click OK.
7. Finish your find or replace operation.

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6. DEFINE EXCEL TABLES
With Excel, data management is effective by way of sorting worksheet on certain values in one or more columns,
limiting the data displayed using criteria (for example, show only those routes with fewer than 100 stops), and
creating formulas that summarize the values in visible (that is, unfiltered) cells.
Excel also provides these tasks, and more, through Excel tables.
Excel can also create an Excel table from an existing cell range as long as the range has no blank rows or columns
within the data and there is no extraneous data in cells immediately below or next to the list. If your existing data
has formatting applied to it, that formatting remains applied to those cells when you create the Excel table, but
you can have Excel replace the existing formatting with the Excel table’s formatting.
Entering values into a cell below or to the right of an Excel table adds a row or column to the Excel table. After
you enter the value and move out of the cell, the AutoCorrect Options action button appears. If you didn’t mean
to include the data in the Excel table, you can click Undo Table AutoExpansion to exclude the cells from the Excel
table. If you never want Excel to include adjacent data in an Excel table again, click Stop Automatically Expanding
Tables.
You can resize an Excel table manually by using your mouse. If your Excel table’s
headers contain a recognizable series of values (such as Region1, Region2, and Region3), and you drag the resize
handle to create a fourth column, Excel creates the column with a label that is the next value in the series—in
this example, Region4.
Excel tables often contain data you can summarize by calculating a sum or average, or by finding the maximum
or minimum value in a column. To summarize one or more columns of data, you can add a total row to your Excel
table.

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When you add the total row, Excel creates a formula that summarizes the values in the rightmost Excel table
column. You can change the summary function by picking a new one from the partial list displayed in the Excel
table or by selecting a function from the full set.
Much as it does when you create a new worksheet, Excel gives your Excel tables generic names such as Table1
and Table2. You can change an Excel table’s name to something easier to recognize in your formulas. Changing
an Excel table name might not seem important, but it helps make formulas that summarize Excel table data much
easier to understand. You should make a habit of renaming your Excel tables so you can recognize the data they
contain.
If for any reason you want to convert your Excel table back to a normal range of cells, you can do so quickly.
To create an Excel table
1. Click a cell in the list of data you want to make into an Excel table.
2. On the Home tab, in the Styles group, click Format as Table.
3. Click the style you want to apply to the table.
4. Verify that the cell range is correct.
5. If necessary, select or clear the My table has headers check box, and then click OK.
To create an Excel table with default formatting
1. Click a cell in the range that you want to make into an Excel table.
2. Press Ctrl+L.
3. Click OK.
To add a column or row to an Excel table
1. Click a cell in the row below or the column to the right of the Excel table.
2. Enter the data and press Enter.
To expand or contract an Excel table
1. Click any cell in the Excel table.
2. Point to the lower-right corner of the Excel table.
3. When the mouse pointer changes to a diagonal arrow, drag the Excel table’s outline to redefine the table.
To add a total row to an Excel table
2. On the Design tool tab of the ribbon, in the Table Style Options group, select the Total Row check box.
To change the calculation used in a total row cell
1. Click any Total row cell that contains a calculation.
2. Click the cell’s arrow.
3. Select a summary function.
Or
Click More Functions, use the Insert Function dialog box to create the formula, and click OK.
To rename an Excel table
2. On the Design tool tab, in the Properties group, enter a new name for the Excel table in the Table Name
box.
3. Press Enter.

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To convert an Excel table to a cell range
2. On the Design tool tab, in the Tools group, click Convert to Range.
3. In the confirmation dialog box that appears, click Yes.

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7. SELECTING, NAVIGATION AND MANAGING WORKSHEETS
Similar to the average human’s use of a limited amount of words actually available in a language, many
accountants’ experience of Excel is limited to a sub-set of its true potential.
Whilst likely familiar with a number of techniques described in section 3 students must ensure they are
comfortable across the syllabus.
Find and select cells meeting specific conditions
We can use the Go To command to identify all cells containing specific types of data (e.g. comments) or cells that
meet specific criteria.
• Identify the search area
1. To search the entire worksheet, click any cell
2. To search a defined area highlight that area e.g. a selection of rows or columns
• Click Go To Special within Find & Select in the Editing group on the Home tab (or CTRL+G)
• Select appropriate options to define the search parameters. E.g. Comments or Data validation
1. Find & Select
(Home tab). Click
‘Go To Special’
2. Set
parameters
then click OK

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Hide or display scroll bars
• Select Options on the File tab
• Click Advanced
• Set parameters under Display options for this workbook
Select one or multiple worksheets
You can quickly select a different sheet by clicking the tabs of worksheets at the bottom of a worksheet. s
Select multiple sheets to make a group so that you can edit several worksheets simultaneously. To select multiple
sheets:
• For adjacent sheets: Click the tab of the first sheet then hold down SHIFT as you click the tab of the last
sheet you wish to select
• For non-adjacent sheets: Click the tab of the first sheet you wish to select. Then hold down CTRL whilst
you click the other tabs individually you wish to group-select.
• To select all sheets: Right-click a sheet tab then Select All Sheets
Set
parameters

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Locating hidden cells on a worksheet
Sometimes it may be difficult to locate hidden columns or rows. To locate them you can use the Visible cells only
command.
• Click anywhere on the worksheet containing hidden cells
• Click Find & Select in the Editing group on the Home tab
• Select Go To Special
• Click Visible cells only within Select
• Click Ok
You can identify hidden rows and columns as they are marked with a white border.
8.1 Managing worksheets
Change font or font size
Changing fonts and font sizes helps emphasise and present work in a clearer fashion.
To change the font or font size:
• Select what you want to re-format – text, characters, a cell or range of cells
• Use the Font group on the Home tab to adjust font settings.
White borders allow
us to identify hidden
rows (9 to 12) and
columns (E & F)
Change
settings as
applicable
Increase or
decrease font
size one notch
at a time

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Create a new workbook
To open a new, blank workbook press CTRL+N.
Rename a worksheet
To rename a worksheet either:
• Right-click the sheet tab you wish to rename and select Rename Sheet; or
• Double-click the existing name on the sheet tab that you wish to rename. Then edit the name directly.
Insert or delete a worksheet
There are a number of options for inserting worksheets.
• To insert a new worksheet after all the existing worksheets click the Plus icon at the bottom of the
screen.
• To insert a worksheet in front of the existing worksheet, click Insert in the Cells group on the Home tab.
Then click Insert Sheet.
• To insert multiple worksheets at the same time hold down the SHIFT key, select the same number of
existing sheet tabs as you want new worksheets then follow the same procedure as described above.
To change the order of worksheets in a workbook:
• Click and hold the mouse button on the worksheet tab at the bottom of the screen then drag it to its new
location.
1. Right-click
tab name
2. Rename
Click
Click

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To delete a worksheet:
• Click Delete Sheet from the Delete options in the Cells group on the Home tab.
Alternatively, Right-click on the tab name at the bottom of the screen and select Delete
8.2 Adding comments
Introduction
We are all familiar with leaving ourselves post-it notes on the fridge door or at our workstation to remind
ourselves of something. We can also add comments to our workbooks to annotate cells, make them easier to
understand and also share information with colleagues in shared workbooks.
Cells with comments are identified with a red indicator in the upper right corner. The comment appears when
you rest the mouse pointer on the cell.
Add a comment
• Right-click the cell you wish to add a comment to
• Select ‘Insert Comment’
• Enter your comment in the body of the comment
• Click outside the comment box to save your comment
Right click a cell
then click “Insert
Comment”
Click

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Edit or delete a comment
• Right-click the cell containing the comment you wish to edit
• Select Edit or Delete comment as appropriate
Copy comments to other cells
• Select the cell containing the comment you wish to copy
• Click Copy in the Clipboard group on the Home tab (or use CTRL+C)
• Select Paste Special (within the arrow below Paste) in the Clipboard group on the Home tab (or use
CTRL+ALT+V)
• Select Comments in the Paste Special dialog box then click OK.
Right click a cell then
click Edit or Delete as
appropriate
Select
‘Comments’

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Display or hide comments and review comments on the worksheet
To display or hide comments:
• Click the cell containing the comment you wish to be permanently displayed
• Click Show/Hide Comment in the Comments group on the Review tab
Note: Alternatively, you can show all comments on the worksheet by selecting Show All Comments
To review comments use the Next and Previous buttons in the Comments group on the Review tab.
On the ‘Review’ tab
use ‘Show/Hide
Comment’ or ‘Show
All Comments’ as
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CHAPTER 4
ORGANIZING DATA
AT A GLANCE
Sorting and filtering offer two different ways to customize the
view of data in your sheet. The filter tool gives you the ability to
filter a column of data within a table to isolate the key
components you need. The sorting tool allows you to sort by
date, number, alphabetic order and more. In the following
chapter, we will explore the usage of sorting and filtering
options in detail.
IN THIS CHAPTER:
AT A GLANCE
SPOTLIGHT
Workbook
6. Manage Data by Using Flash Fill
Managing Worksheets

CHAPTER 4: ORGANIZING DATA HANDS ON COURSE
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1. SORTING DATA
When you sort data in a worksheet, you rearrange the worksheet rows based on the contents of cells in a
particular column or set of columns. For instance, you can sort a worksheet to find your highest-revenue services.
You can sort a group of rows in a worksheet in a number of ways, but the first step is to identify the column that
will provide the values by which the rows should be sorted. You can do this by using the commands available
from the Sort & Filter button on the Home tab of the ribbon.
Smallest To Largest and Largest To Smallest options in sort let you sort rows in a worksheet quickly, but you can
use them only to sort the worksheet based on the contents of one column, even though you might want to sort
by two columns. For example, you might want to order the worksheet rows by service category and then by total
so that you can tell which service categories are used most frequently.
You can sort rows in a worksheet by the contents of more than one column by using the Sort dialog box, in which
you can pick any number of columns to use as sort criteria and choose whether to sort the rows in ascending or
descending order.
If your data cells have fill colors appliedto them, perhaps representing cells with values you want your colleagues
to notice, you can sort your list of data by using those colors. In addition, you can create more detailed sorting
rules, change the order in which rules are applied, and edit and delete rules by using the controls in the Sort
dialog box.
To sort worksheet data based on values in a single column
1. Select a cell in the column that contains the data by which you want to sort.
2. On the Home tab of the ribbon, in the Editing group, select the Sort & Filter button to display a menu of
sorting and filtering choices.
3. Select Sort A to Z to sort the data in ascending order.
Or
Select Sort Z to A to sort the data in descending order.

HANDS ON COURSE CHAPTER 4: ORGANIZING DATA
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To sort worksheet data based on values in multiple columns
1. Select a cell in the list of data you want to sort.
2. On the Sort & Filter menu, select Custom Sort.
3. If necessary, select the My data has headers check box.
4. In the Sort by list, select the first field.
5. In the Sort On list, select the option by which you want to sort the data (Cell Values, Cell Color, Font Color,
or Conditional Formatting Icon).
6. In the Order list, select an order for the sort operation.
7. Select the Add Level button.
8. In the Then by list, create another rule by using the techniques described in steps 4 through 6.
9. When you are finished creating sort levels, select OK to sort the values.
To sort by cell color
1. Select a cell in the list of data.
4. In the Sort by list, select the field by which you want to sort.
5. In the Sort On list, select Cell Color.
6. In the Order list, select the cell color on which you want to sort.
7. In the last list box, choose On Top to position the color you identified on top.
8. When you are done creating sorting rules, select OK to sort the values.

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To copy a sorting level
1. Select a cell in the list of data.
3. Select the sorting level you want to copy.
4. Select the Copy Level button, and edit the rule as needed.
5. Select OK.
To move a sorting rule up or down in priority
2. Select the sorting rule you want to move.
3. Select the Move Up button to move the rule up in the order.
4. Select OK.
To delete a sorting rule
2. Select the sorting level you want to delete.
3. Select the Delete Level button.
4. Select OK.
Sort data by using custom lists
The default setting for Excel is to sort numbers according to their values and to sort words in alphabetical order,
but that pattern doesn’t work for some sets of values. One example in which sorting a list of values in alphabetical
order would yield incorrect results isthe months of the year.In an “alphabetical” calendar, April is the first month
and September is the last!
Fortunately, Excel recognizes a number of special lists, such as days of the week and months of the year. You can
have Excel sort the contents of a worksheet based on values in a known list. And, if needed, you can create your
own list of values. You can create a new custom list by using the Custom Lists dialog box, which you access
through the Excel Options dialog box. The Custom Lists dialog box gives you the choice of entering the values
yourself or importing them from a cell range in your workbook.

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To define a custom list by entering its values
1. On the File tab, select Options.
2. In the Excel Options dialog box, select the Advanced category.
3. Scroll down to the General area, and then select the Edit Custom Lists button.
4. In the Custom Lists dialog box, enter a list of items in the List entries area.
5. Press Enter after each item to move to the next line.
6. Select Add.
7. Select OK, and then select OK again to close the Excel Options dialog box.
To define a custom list by copying values from a worksheet
1. Select the cells that contain the values for your custom list.
2. Open the Custom Lists dialog box.
3. In the Custom Lists dialog box, select the Import button.
4. Select OK, and then select OK again to close the Excel Options dialog box.
To sort worksheet data by using a custom list
1. Select a cell in the list of data you want to sort.
2. On the Home tab, select the Sort & Filter button, and then select Custom Sort.
4. In the Sort by list, select the field that contains the data by which you want to sort.
5. If necessary, in the Sort On list, select Values.
6. In the Order list, select Custom List.
7. In the Custom Lists dialog box, select the list you want to use.
8. Select OK.

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2. FILTERING DATA
You can limit the data shown on a worksheet by creating a filter, which is a rule that selects rows to be shown in
a worksheet. When you turn on filtering, a filter arrow appears to the right of each column label in the list of data.
Selecting the filter arrow displays a menu of filtering options and a list of the unique values in the column. Each
item has a check box next to it, which you can use to create a selection filter. Some of the commands vary
depending on the type of data in the column. For example, if the column contains a set of dates, you will get a list
of commands specific to that data type.
When you select a filtering option, Excel displays a dialog box in which you can define the filter’s criteria. As an
example, you could create a filter that displays only dates after 3/31/2019.
If you want to display the highest or lowest values in a data column, you can create a Top 10 filter. You can choose
whether to show values from the top or bottom of the list, define the number of items you want to display, and
choose whether that number indicates the actual number of items or the percentage of items to be shown when
the filter is applied. Top 10 filters can be applied only to columns that contain number values.
Excel includes a capability called the search filter, which you can use to enter a search string that Excel uses to
identify which items to display in an Excel table or a data list. Enter the character string you want to search for,
and Excel limits your data to values that contain that string.
When you create a custom filter, you can define a rule that Excel uses to decide which rows to show after the
filter is applied. For instance, you can create a rule that determines that only days with package volumes of less
than 100,000 should be shown in your worksheet. You might then be able to determine whether the weather or
another factor resulted in slower business on those days.

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Excel indicates that a column has a filter applied by changing the appearance of the column’s filter arrow to
include an icon that looks like a funnel. After you finish examining your data by using a filter, you can clear the
filter or turn off filtering entirely and hide the filter arrows.
To turn on filter arrows
1. Select any cell in the list of data you want to filter.
2. On the Home tab of the ribbon, in the Editing group, select Sort & Filter, and then select Filter.
To create a selection filter
1. Select Sort & Filter, and then select Filter.
2. Select the filter arrow for the column by which you want to filter your data.
3. Clear the check boxes next to the items you want to hide.
4. Select OK.
To create a filter rule
1. Display the filter arrows for your list of data.
2. Select the filter arrow for the field by which you want to filter your data.
3. Point to the Type Filters item to display the available filters for the column’s data type.
4. Select the filter you want to create.
5. Enter the arguments required to define the rule.
6. Select OK.
To create a Top 10 filter
2. Select the filter arrow for a column that contains number values, point to Number Filters, and then select
Top 10.
3. In the Top 10 AutoFilter dialog box, select the arrow for the first list box and select whether to display
the top or bottom values.
4. Select the arrow for the last list box and select whether to base the rule on the number of items or the
percentage of items.
5. Click in the middle box and enter the number or percentage of items to display.
6. Select OK.

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To create a search filter
2. Select the filter arrow for the field by which you want to filter your data.
3. Enter the character string that should appear in the values you want to display in the filter list.
4. Select OK.
To clear a filter
1. Select the filter arrow for the field that has the filter you want to clear.
2. Select Clear Filter from Field.
To turn off the filter arrows
1. Select any cell in the list of data.
2. Select Sort & Filter, and then select Filter.

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3. REPRESENTING DATA
Use of Charts
Data can be presented in form of Charts which makes it easier to understand the relationship between series of
data. Representing data into graphical form can also help analyze, organize or summarize data into meaningful
information.
3.1 Steps for Drawing up Charts:
1. Enter numeric data in Excel
2. Go to Insert Menu, you will find options for different type of charts there.
3. Select the most appropriate form in which you want to present the data.
Excel also provides recommended chart options together with all chart tools that may be used to represent data
visually.
1. Select the
data
2. Click Insert
3. Click Charts
Recommended/ All
charts
5. Click Ok
4. Select Chart type

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3.2 Types of charts:
1. Column Charts: are used to compare values across categories.
2. Line Charts: are used to display trends over time.
3. Pie Charts: display the contribution of each value to a total.
4. Bar Charts: are the best chart types for comparing multiple values.
5. Area Charts: emphasize differences between several sets of data over a period of time.
6. Scatter Charts: compares pairs of values.
7. Other Charts: Stock chart, Surface chart, doughnut chart, Bubble or Radar chart.
3.3 Elements of a Chart:
A chart has many elements, some of which are displayed by default and some of them can be added or deleted as
per the requirement of the work. The display of the chart elements can be changed, resized and formatted.
1. The chart area of the chart.
2. The plot area of the chart.
3. The data points of the data series that are plotted in the chart.
4. The horizontal (category) and vertical (value) axis along which the data is plotted in the chart.
5. The legend of the chart.
6. A chart and axis title that you can use in the chart.
7. A data label that you can use to identify the details of a data point in a data series.
Highest
0
2
4
6
8
10
12
14
16
18
1 2 3 4 5 6 7 8 9 10
Scores
Overs
Score Board
Pak
Ind
6
6
6
4
4
5
1 2 3
7

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3.4 Modifying Chart:
Inserted Chart can be modified or altered using Chart tools. When inserted chart is selected, Chart tools tab
appears.
Chart Design:
Chart design tool has option to change
• Color
• Layout
• Chart elements
• Chart type
• Switch rows/column
Change chart type: It consists of multiple options. If you have selected a Bar chart and now you want to change
it to Column chart then it could be done by using ‘change chart type’ option.
Quick layout: Another option in Chart design is that you can save the layout of a chart as a template; hence you
can apply same as for the other charts in future.
Switching data: Data being charted on the X-axis will move to Y-axis and vice versa.
Select data: Data being used in the chart can be changed by using Select data option.
Change color: A combination of color to choose from in modifying chart type.
Chart styles: For a selected chart type there are multiple styles available with different look and formatting.
Move chart: Option moves your chart as an object or in another sheet which is a powerful option to place a chart
in another sheet.
Resize Chart: A chart can be resized by selecting it and then from all four corners cursors will show and drag it
to the desired size.

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Chart Format: Chart formatting tools include
Shape styles: To apply a style to overall chart inserted.
Fill shape, Shape outline and Shape effects: Used to apply colors to the chart area, bordered lines to the chart
and glow effects respectively.
Word art styles: Used to change the format of the elements of charts.
Chart Elements
Chart elements may be inserted using a plus (+) sign when selecting an inserted chart.
Chart title: To apply a title to the chart and it can be changed, removed and repositioned at right or left side.
Axis title: To apply a title to X-axis and Y-axis, it is actually used to label each axis.
Legend: Legend contains the names of data series with their actual data values.
Data Table: Same data (as in the sheet) will be shown in tabular form with the chart.
Axes: Option is used to change layout and formatting of each axes.
Grid lines: Option is being used to show and hide the grid lines in the chart on horizontal and vertical axes.
Plot Area: Option is being used to change the background of the chart with gradient and solid colors etc.
Trend line: Shows the trends between data series from beginning to end.

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CHAPTER 5
FORMATTING THE DATA
AT A GLANCE
Changing how data appears on a worksheet helps set the
contents of a cell apart from the contents of surrounding cells.
To save time, you can define a number of custom formats and
then apply them quickly to the cells you want to emphasize. You
might also want to specially format a cell’s contents to reflect
the value in that cell. For example, you could create a worksheet
that displays the percentage of improperly delivered packages
from each regional distribution center. If that percentage
exceeds a threshold, Excel could display a red traffic light icon,
indicating that the center’s performance is out of tolerance and
requires attention. This chapter guides you through procedures
related to changing the appearance of data, applying existing
formats to data, making numbers easier to read, changing data’s
appearance based on its value, and adding images to
worksheets.
IN THIS CHAPTER:
AT A GLANCE
SPOTLIGHT
Workbook
Managing Worksheets

CHAPTER 5: FORMATTING THE DATA HANDS ON COURSE
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1. WORKBOOK THEMES AND EXCEL TABLE STYLES
Workbook Themes
Microsoft Office 2016 includes powerful design tools that you can use to create attractive, professional
documents quickly. The Excel product team implemented these capabilities by defining workbook themes and
Excel table styles. A theme is a way to specify the fonts, colors, and graphic effects that appear in a workbook.
Excel comes with many themes.
When you start to format a workbook element, Excel displays a palette of colors with two sections: standard
colors, which remain constant regardless of the workbook’s theme, and colors that are available within the active
theme. If you format workbook elements by using colors specific to a theme, applying a different theme changes
the colors of those elements.
You can change a theme’s colors, fonts, and graphic effects. If you like the combination you create, you can save
your changes as a new theme that will appear at the top of the themes gallery.

HANDS ON COURSE CHAPTER 5: FORMATTING THE DATA
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Table Syles
Just as you can define and apply themes to entire workbooks, you can apply and define Excel table styles. After
you give your style a descriptive name, you can set the appearance for each Excel table element, decide whether
to make your new style the default for the current document, and save your work.
To apply a table style
1. Click any cell in the list of data you want to format as a table.
2. On the Home tab, in the Styles group, click the Format as Table button, and then click the table style you
want to apply.
3. In the Format As Table dialog box, verify that Excel has identified the data range correctly.
4. Select or clear the My table has headers check box to reflect whether or not your list of data has headers.
5. Click OK.
To apply a table style and overwrite existing formatting
1. Click any cell in the list of data you want to format as a table.
2. Click the Format as Table button, and right-click the table style you want to apply.
3. On the shortcut menu that appears, click Apply and Clear Formatting.
4. Click OK.
To create a new table style
1. Click the Format as Table button, and then click New Table Style.
2. In the New Table Style dialog box, enter a name for the new style.
3. Click the table element you want to format.
4. Click the Format button, change the element by using the controls in the Format Cells dialog box, and
then click OK.
5. Click OK to close the New Table Style dialog box.

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To modify an existing table style
1. Click the Format as Table button, right-click the table style you want to modify, and then click Modify.
2. In the Modify Table Style dialog box, edit style elements you want to modify.
3. Click OK.
To delete a table style
1. Click the Format as Table button, right-click the table style you want to delete, and then click Delete.
2. In the message box that appears, click OK.
To apply an Office theme to a workbook
1. On the Page Layout tab of the ribbon, in the Themes group, click the Themes button.
2. Click the theme you want to apply.
To change the fonts, colors, and effects of an Office theme
1. Click the Colors, Fonts, or Effects button.
2. Click the set of colors, fonts, or effects you want to apply.
To create a new Office theme
1. Use the controls in the Themes group to change the fonts, colors, or effects applied to the current theme.
2. Click the Themes button, and then click Save Current Theme.
3. Enter a name for your new theme.
4. Click Save.
To delete a custom Office theme
1. Click the Themes button, and then click Save Current Theme.
2. In the Save Current Theme dialog box, right-click the theme you want to delete, and then click Delete.
3. Click Cancel.

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2. FORMATTING CELLS
Data labels give you and your colleagues information about data in a worksheet, but it’s important to format the
labels so that they stand out visually. To make your data labels or any other data stand out, you can change the
format of the cells that hold your data.
Many of the formatting-related buttons on the ribbon have arrows at their right edges Clicking the arrow displays
a list of options for that button, such as the fonts available on your system or the colors you can assign to a cell.
You can also make a cell stand apart from its neighbors by adding a border around the cell or changing the color
or shading of the cell’s interior.
If you want to change the attributes of every cell in a row or column, you can click the header of the row or column
you want to modify and then select the format you want. One task you can’t perform by using the tools on the
ribbon is to change the default font for a workbook, which is used in the formula bar. The default font when you
install Excel is Calibri, a simple font that is easy to read on a computer screen and on the printed page. If you’d
prefer to change the default font, you can do so, but only from the Excel Options dialog box, not from the ribbon.

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To change the font used to display cell contents
1. Select the cell or cells you want to format.
2. On the Home tab of the ribbon, in the Font group, click the Font arrow.
3. In the font list, click the font you want to apply.
To change the size of characters in a cell or cells
2. Click the Font Size arrow.
3. In the list of sizes, click the size you want to apply.
To change the size of characters in a cell or cells by one increment
2. Click the Increase Font Size button.
Or
Click the Decrease Font Size button.
To change the color of a font
2. Click the Font Color arrow (not the button).
3. Click the color you want to apply.
Or
Click More Colors, select the color you want from the Colors dialog box, and then click OK.
To change the background color of a cell or cells
2. Click the Fill Color arrow (not the button).
3. Click the color you want to apply.
Or
Click More Colors, select the color you want from the Colors dialog box, and click OK.

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To add a border to a cell or cells
2. Click the Border arrow (not the button).
3. Click the border pattern you want to apply.
Or
Click More Borders, select the borders you want from the Border tab of the Format Cells dialog box, and click OK.
To copy formatting between cells
1. Select the cell that contains the formatting you want to copy.
2. Click the Format Painter button.
3. Select the cells to which you want to apply the formatting.
Or
1. Select the cell that contains the formatting you want to copy.
2. Double-click the Format Painter button.
3. Select cells or groups of cells to which you want to apply the formatting.
4. Press the Esc key to turn off the Format Painter.
To delete cell formatting
1. Select the cell or cells from which you want to remove formatting.
2. In the Editing group, click the Clear button.
3. In the menu that appears, click Clear Formats.
To change the default font of a workbook
1. Display the Backstage view, and then click Options.
2. On the General page of the Excel Options dialog box, in the Use this as the default font list, click the font
you want to use.
3. In the Font size list, click the font size you want.
4. Click OK.
5. Exit and restart Excel to complete the default font change.

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Cell Styles:
As you work with Excel, you will probably develop preferred formats for data labels, titles, and other worksheet
elements. Instead of adding a format’s characteristics one element at a time to the target cells, you can format
the cell in one action by using a cell style. Excel comes with many built-in styles, which you can apply by using
the Cell Style gallery. You can also create your own styles by using the Style dialog box and apply them as needed.
If you want to preview how the contents of your cell (or cells) will look when you apply the style, point to the
style to get a live preview.
To apply a cell style to worksheet cells
1. Select the cells to which you want to apply the style.
2. On the Home tab, in the Styles group, click the Cell Styles button.
3. In the gallery that appears, click the style you want to apply.
To create a cell style
1. Click the Cell Styles button, and then click New Cell Style.
2. In the Style dialog box, enter a name for the new style.
3. Select the check boxes next to any elements you want to include in the style definition.
4. Click the Format button.
5. Use the controls in the Format Cells dialog box to define your style.
6. Click OK.

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To modify an existing cell style
1. Click the Cell Styles button. Right-click the style you want to modify, and then click Modify.
2. In the Style dialog box, modify the name of your style and select the elements to include in the style.
5. Click OK.
To duplicate a cell style
1. Click the Cell Styles button. Right-click the style you want to duplicate, and then click Duplicate.
2. In the Style dialog box, modify the name of your style and select the elements to include in the style.
5. Click OK.
To merge cell styles from another open workbook
1. Click the Cell Styles button, and then click Merge Styles.
2. In the Merge Styles dialog box, click the workbook from which you want to import cell styles.
3. Click OK.
To delete a custom cell style
1. Click the Cell Styles button, right-click the style you want to delete, and then click Delete.

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CELL formatting options
Changing the format of the cells in your worksheet can make your data much easier to read, both by setting data
labels apart from the actual data and by adding borders to define the boundaries between labels and data even
more clearly. Of course, using formatting options to change the font and appearance of a cell’s contents doesn’t
help with idiosyncratic data types such as dates, phone numbers, or currency values.
You can watch this format in operation if you compare the contents of the active cell and the contents of the
formula box for a cell with the Phone Number formatting.
You can also create a custom numeric format to add a word or phrase to a number in a cell. For example, you can
add the phrase per month to a cell with a formula that calculates average monthly sales for a year, to ensure that
you and your colleagues will recognize the figure as a monthly average. If one of the built-in formats is close to
the custom format you’d like to create, you can base your custom format on the one already included in Excel.

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To apply a special number format
1. Select the cells to which you want to apply the format.
2. On the Home tab, in the Number group, click the Number Format arrow, and then click More Number
Formats.
3. In the Format Cells dialog box, in the Category list, click Special.
4. In the Type list, click the format you want to apply.
5. Click OK.
To create a custom number format
1. On the Number Format menu, click More Number Formats.
2. In the Format Cells dialog box, in the Category list, click Custom.
3. Click the format you want to use as the base for your new format.
4. Edit the format in the Type box.
5. Click OK.
To add text to a number format
1. On the Number Format menu, click More Number Formats.
2. In the Format Cells dialog box, in the Category list, click Custom.
3. Click the format you want to use as the base for your new format.
4. In the Type box, after the format, enter the text you want to add, in quotation marks —for example,
“boxes”.
5. Click OK.

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3. CONDITIONAL FORMATTING
Another way you can make your data easier to interpret is to have Excel change the appearance of your data
based on its value. The formats that make this possible are called conditional formats, because the data must
meet certain conditions, defined in conditional formatting rules, to have a format applied to it. In Excel, you can
define conditional formats that change how the app displays data in cells that contain values above or below the
average values of the related cells, that contain values near the top or bottom of the value range, or that contain
values duplicated elsewhere in the selected range.
When you select which kind of condition to create, Excel displays a dialog box that contains fields and controls
you can use to define your rule. If your cells already have conditional formats applied to them, you can display
those formats.
You can control your conditional formats in the following ways:
• Create a new rule.
• Change a rule.
• Remove a rule.
• Move a rule up or down in the order.
• Control whether Excel continues evaluating conditional formats after it finds a rule to apply.
• Save any rule changes and stop editing rules.
• Save any rule changes and continue editing.
• Discard any unsaved changes.
Clicking the New Rule button in the Conditional Formatting Rules Manager opensthe New Formatting Rule dialog
box. The commands in the New Formatting Rule dialog box duplicate the options displayed when you click the
Conditional Formatting button in the Styles group on the Home tab. You can use those controls to define your
new rule and the format to be displayed if the rule is true.

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You can also create three other types of conditional formats in Excel: data bars, color scales, and icon sets. Data
bars summarize the relative magnitude of values in a cell range by extending a band of color across the cell.
Color scalescompare the relative magnitude of values in a cell range byapplying colors from a two-color or three-
color set to your cells. The intensity of a cell’s color reflects the value’s tendency toward the top or bottom of the
values in the range.
Icon sets are collections of three, four, or five images that Excel displays when certain rules are met.
To create a conditional formatting rule
1. Select the cells you want to format.
2. On the Home tab, in the Styles group, click the Conditional Formatting button, point to Highlight Cells
Rules, and then click the type of rule you want to create.
3. In the rule dialog box that appears, set the rules for the condition.
4. Click the arrow next to the with box, and then click Custom Format.
5. Use the controls in the Format Cells dialog box to define the custom format.
6. Click OK to close the Format Cells dialog box.
7. Click OK to close the rule dialog box.

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To edit a conditional formatting rule
1. Select the cells to which the rule is applied.
2. Click the Conditional Formatting button, and then click Manage Rules.
3. In the Conditional Formatting Rules Manager, click the rule you want to edit.
4. Click Edit Rule.
5. Use the controls in the Edit Formatting Rule dialog box to change the rule settings.
6. Click OK twice to close the Edit Formatting Rule dialog box and the Conditional Formatting Rules
Manager.
To change the order of conditional formatting rules
1. Select the cells to which the rules are applied.
3. In the Conditional Formatting Rules Manager, click the rule you want to move.
4. Click the Move Up button to move the rule up in the order.
5. Click OK.
To stop applying conditional formatting rules when a condition is met
1. Select the cells to which the rule is applied.
3. In the Conditional Formatting Rules Manager, select the Stop If True check box next to the rule where
you want Excel to stop.
4. Click OK.
To create a data bar conditional format
1. Click the Conditional Formatting button, point to Data Bars, and then click the format you want to apply.
To create a color scale conditional format
1. Click the Conditional Formatting button, point to Color Scales, and then click the color scale you want to
apply.
To create an icon set conditional format
1. Click the Conditional Formatting button, point to Icon Sets, and then click the icon set you want to apply.

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To delete a conditional format
1. Select the cells to which the rules are applied.
3. In the Conditional Formatting Rules Manager, click the rule you want to delete.
4. Click Delete Rule.
5. Click OK.
To delete all conditional formats from a worksheet
1. Click the Conditional Formatting button, point to Clear Rules, and then click Clear Rules from Entire
Sheet.

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4. OTHER FORMATTING TOOLS
Gridlines
Gridlines are the faint lines that appear around cells in your worksheet to help you manage your work by
distinguishing cells.
Gridlines can be removed or reinstated by ticking or un-ticking the View option under Gridlines in the Sheet
Options group on the Page Layout tab.
Note that by default gridlines do NOT appear when printing. To show (or subsequently remove) gridlines on
printed output tick or un-tick the Print option under Gridlines on the Page Layout tab.
Underlining
The quickest method is to use a keyboard shortcut. Highlight either the relevant text within a cell, a cell or
selection of cells, then press CTRL+U. To remove the underlining, press CTRL+U again.
Bold text
The quickest method is to use a keyboard shortcut. Highlight either the relevant text within a cell, a cell or
selection of cells, then press CTRL+B. To remove the bold effect, press CTRL+B again.
Indentation and orientation
Texts can be left/center/right and top/middle/bottom aligned. We’ve also seen how text can be wrapped within
a cell.
Gridlines
switched on
Gridlines
switched off

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Other alignment options include indentation and orientation.
• Increase or decrease indentation using the indentation buttons within the Alignment group on the
Home tab.
• Change rotation by selecting an option from the Orientation drop-down in the Alignment group on
the Home tab.
The below example incorporates the following rotations:
1. Angle Counter clockwise
2. Vertical text
3. Rotate text up
4. Rotate text down
Change the width of a column
When a cell contains a number or a date and the width of its column cannot display all the characters that its
format requires you will see #### displayed. You must increase the width of the column to see all the characters.
Column width can be specified between 0 and 255 (which represents how many ‘standard font’ characters that
can be displayed – the default is 8.43 characters). Column width of zero will hide the column.
To set a column (or columns) to a specific width:
• Click the column(s) to be re-sized
• Click Format in the Cells group on the Home tab
• Click Column Width under Cell Size
• Type the value you want in Colum Width
• Click OK
Rotation
drop-down
Increase
indentation
Reduce
indentation

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An alternate technique is to use the Autofit facility as follows.
• Click the cell that is not displaying fully
Select Autofit Column Width from the Format drop-down on the Home tab
Column not
wide enough
Autofit column
width
1. Click column
header to select
column for resize
2. Click Column
Width
3. Enter new
column width
4. Column has
been resized!

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Tip: A really useful short-cut for auto-fitting a column is to double click the right-hand boundary in the header
row of the column that needs auto-fitting.
Change the height of a row
Row height can be set between 0 and 409 (representing height measurement in points – default is 12.75 points).
A row height of zero will hide the row.
The process for adjusting row heights is almost identical to the process for adjusting column widths. The same
two methods are available – set a specific row height, or auto-fit.
To set a row (or rows) to a specific height:
• Click the row(s) to be re-sized
• Click Row Height under Cell Size
• Type the value you want in Row Height
• Click OK
Cell now fully
displayed
Double-click
here
Re-sized!
Use ‘Row Height…’ to enter a
specific height. Otherwise click
AutoFit Row Height.
In this example the 28 point font
is too tall for a 14.4 point row
height.
Double click the row
header below (i.e.
between 3 and 4) to
AutoFit re-size

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Add or remove a sheet background
A sheet background is used for display purposes only and is not printed.
To add a sheet background:
• Click the worksheet you want to add a background to
• Click Background within the Page Setup group on the Page Layout tab
• Select your desired picture, then click Insert.
To remove a sheet background click Delete Background in the Page Setup group on the Page Layout tab.
Merge cells
A highly useful feature used by accountants is the merge facility which enables two or more neighbouring cells
to be merged into a single larger cell. There are a number of options, the two most common being:
• Merge and center (illustration 1 below) – Merges all selected cells into a single cell retaining only the
contents of the upper-left most cell. The result is center/bottom aligned.
• Merge across (illustration 2 below) – Merges selected cells on a line by line basis, again retaining only
the contents of the left-most cells. The result is left aligned.
Add or remove
background here

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Show or hide columns and rows
A row or column can be hidden either by changing its height or width to zero or by using the Hide command.
To hide a row or column:
• Select the rows or columns that you would like to hide
• Click Hide Rows or Hide Columns under Hide & Unhide within Visibility
Alternatively, Change Row Height or Column Width to zero under Cell Size
You can also hide row(s) or column(s) by right clicking the row/column header and select hide.
To unhide a row or column:
• To unhide a hidden row(s), select the rows above and below the hidden row(s). Similarly, to unhide a
hidden column(s), select the column(s) to the left and right of the hidden column(s).
Note: If you need to unhide column A or Row 1 you need to type “A1” in the Name Box next to the formula
bar to select column A/Row 1
• Click Unhide Rows or Unhide Columns under Hide & Unhide within Visibility
• Alternatively, Change Row Height or Column Width to a number greater than zero under Cell Size
Merge
options

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1. Select
rows to hide
2. Hide
1.Select rows
above and
below the
hidden rows
2. Unhide
To unhide row 1 or column A,
type “A1” in the name box to
select row/column 1/A.

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A quicker way to hide/unhide is to right-click when columns either side of the hidden column (or rows either
side of the hidden row) are highlighted. The right-click offers the option to hide/unhide as applicable.
To display all hidden rows and columns at the same time use the Select All button:
• Click Select All
• Right-click in the Worksheet
• Click Unhide
Freeze panes (lock rows / columns)
Freezing panes or splitting panes enables you to keep an area of a worksheet visible whilst you scroll to another
area of the worksheet. The difference between freezing and splitting is that with freezing you continue to view
just one view of the worksheet, whereas with splitting panes the screen effectively becomes either two or four
views of the underlying worksheet.
Note that when freezing panes you can only freeze the upper most rows and left most columns starting from row
1 and column A respectively. It is not possible for example to freeze say column K or Row 7 only.
To freeze panes:
• To lock rows, select the row below the row you wish to remain visible. To lock columns select the
column to the right of the column you wish to remain visible. To lock rows and columns
simultaneously, click the cell below and to the right of the rows and columns you wish to remain
visible.
• Click Freeze Panes within the Window group on the View tab
• Select an appropriate action. E.g. Freeze First Column, Freeze Top Row or Freeze Panes.
1. Click here
to select all
2. Right-click in
the Worksheet
3. Unhide
1. Select a cell in the row
below the row(s) you wish
to remain visible
2. In this example we could
either ‘Freeze Panes’ or
‘Freeze Top Row’

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To un-freeze panes:
• Click Freeze Panes within the Window group on the View tab
• Select Unfreeze Panes
Splitting panes
To split panes:
• Click Split in the Window group on the View tab
• The split windows will appear differently depending on which was the active (selected) cell at the time
of splitting:
Active cell Comment
Somewhere in column A Split into two horizontal panes
Somewhere in row 1 Split into two vertical panes
Neither in column A nor row 1 Split into four panes
• Once split you can change where the split occurs by clicking on the split line with your mouse then
dragging it in any direction.
To remove a split:
• Re-click Split in the Window group on the View tab
3. Now when we
scroll the first row
remains displayed
1. Split
2. The screen is now split.
You can click and drag
here to change the split
view.

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Hide worksheets
You may wish to hide worksheets for example to maintain confidentiality in the workplace, or to help manage
large workbooks. Note that the hide feature never closes or erases a worksheet, it just disappears from the
monitor screen but remains active in memory.
To hide a worksheet:
• Select the worksheet(s) you wish to hide
• Click Hide Sheet under Hide & Unhide within Visibility
• You can hide worksheet by Right Clicking the Sheet Tab and select Hide.
To unhide a hidden worksheet:
• Click Unhide Sheet under Hide & Unhide within Visibility
• Double click the hidden sheet you wish to display in the Unhide dialog box (note: you can only unhide
one sheet at a time)
Hide sheet This can be
used later to
unhide a
hidden sheet
The ‘Unhide’
dialog box

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Hide workbooks
When working with multiple workbooks simultaneously (e.g. with linked data) you may not need them all visible.
To better manage your workspace you can hide an entire workbook.
• Click Hide in the Window group on the View tab. This will hide the current workbook without actually
closing it.
• To subsequently unhide a hidden workbook click Unhide in the Window group on the View tab then
select the workbook to unhide from the unhide dialog box.
Custom views
You can save specific display settings such as hidden columns, filter settings and row heights in a custom view.
These can be later re-applied to quickly re-instate the same settings to that worksheet. You can also create a
library of multiple custom views but note that you can only apply custom views to the same worksheets they
were created in. Old custom views can be deleted.
To create a custom view:
• Arrange display and print settings as you wish them to be saved on a particular workbook
• Click Custom Views in the Workbook Views group on the View tab
• Click Add
• Select the check boxes of the settings you want to include.
• Type a name for the view in the Name box then click OK
Note that Custom Views isn’t available for workbooks that contain an Excel table anywhere in the workbook
(even if in a different worksheet!).
Hide or unhide
a workbook
Select workbook to
unhide from the
unhide dialog box

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To apply a custom view:
• Click Custom Views in the Workbook Views group on the View tab
• Double-click the saved view you wish to apply
To delete a custom view click Delete from the Custom Views dialog box.
1. Click
Double-click to
apply a saved
custom view
Delete an existing
custom view
2. Click
3. Choose what to save
4. Give the view a name
5. Ok

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CHAPTER 6
PERFORMING CALCULATIONS
AT A GLANCE
Excel workbooks give you a handy place to store and organize
your data, but you can do a lot more with your data in Excel than
just store it. One important task you can perform is to calculate
totals for values in a series of related cells. You can also use
Excel to discover other information about data you select, such
as the maximum or minimum value in a group of cells. And if
you make an error, you can find the cause and correct it quickly.
Microsoft Excel is, at its core, a calculation engine. Like a
calculator, it accepts a question (such as 2+2) and gives you an
answer. When you’re working witha calculator,these questions
are called mathematical operations. In Excel, you call these
formulas.
Excel allows you to use formulas to perform not only
mathematical operations but also a myriad of other complex
actions, such as parsing textual values, searching for certain
values in a range of data, performing recursive calculations, and
much more.
To leverage the full power of Excel formulas, you need to
understand how Excel formulas work as well as some of the
ground rules for working with formulas. The goal of this
chapter, therefore, is for you to get acquainted with the
fundamentals of using Excel formulas.
IN THIS CHAPTER:
AT A GLANCE
SPOTLIGHT
Workbook
Managing Worksheets

CHAPTER 6: PERFORMING CALCULATIONS HANDS ON COURSE
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1. CREATING AND EDITING EXCEL FORMULAS
An Excel spreadsheet is simply a collection of cells that you can use to enter data. Each cell is given a name based
on its position in the spreadsheet. The top-leftmost cell is called cell A1. It’s the cell located in column A, row 1.
When you enter a value in cell A1 (for example, the number 5), that cell’s value becomes 5. If you enter the
number 10 in cell B1, that cell’s value becomes 10. You can use then use these values in a formula.
After you press the Enter key on your keyboard, Excel recognizes what you’re asking and performs the
calculation that gives you the result of 15 (5+10 = 15). The reason Excel recognizes that you were entering a
formula and not just another value is the equal sign (=). Entering the equal sign followed by other values tells
Excel that you’re starting a formula. In this example, we used what are known as cell references (A1 and B1).
These cell references are just one of the types of values that you can use in your formulas.
Methods for entering formulas
You have several ways to actually enter a formula into a cell:
• Enter the formula directly into a cell: Simply click a cell, begin typing your formula, and then press
the Enter key on your keyboard.
• Enter the formula into the Formula Bar: Click inside the Formula Bar found above the column
headers, type your formula, and then press the Enter key on your keyboard.
• Enter the formula using the mouse: If your formula involves cell references, you can use the mouse to
help reduce the amount of typing you need to do. For instance, instead of typing =A1+B1, you can type
the equal symbol, use your mouse to click cell A1, type the plus symbol, use the mouse to click cell B1,
and then press the Enter key.
• Enter the formula using the arrow keys: If your formula involves cell references, you can use the
arrow keys on your keyboard to help reduce the amount of typing you need to do. For instance, instead
of typing =A1+B1, you can type the equal symbol, use the arrow keys on your keyboard to move the
cursor to cell A1, type the plus (+) symbol, use the arrow keys on your keyboard to move the cursor to
cell B1, and then press the Enter key.
Editing a formula
If you find that you need to edit a formula, you can do so in three ways:
• Edit directly in the Formula Bar: Select the cell that contains your formula, go up to the Formula Bar,
and start editing the formula there.
• Double-click the formula cell: You can edit the formula directly in the cell it’s in by double-clicking the
cell. Double-clicking the cell gets you into Edit mode, where you can edit the formula as needed.
• Press F2: Select the cell that contains your formula and then press F2 on your keyboard to get into Edit
mode. As stated previously, you can then edit the formula as needed.

HANDS ON COURSE CHAPTER 6: PERFORMING CALCULATIONS
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Understanding the order of operator precedence
It’s important to understand that when you create a formula with several operators, Excel evaluates and
performs the calculation in a specific order. For instance, Excel always performs multiplication before addition.
This order is called the order of operator precedence. You can force Excel to override the built-in operator
precedence by using parentheses to specify which operation to evaluate first.
The order of operations for Excel is as follows:
• Evaluate items in parentheses.
• Evaluate ranges (:).
• Evaluate intersections (spaces).
• Evaluate unions (,).
• Perform negation (-).
• Convert percentages (%).
• Perform exponentiation (^).
• Perform multiplication (*) and division (/), which are of equal precedence.
• Perform addition (+) and subtraction (-), which are of equal precedence.
• Evaluate text operators (&).
• Perform comparisons (=, <>, <=, >=).
Relative versus Absolute Cell References
If you copy the formula =A1+B1 from cell C1 and paste it into cell D1, the formula in D1 will seem different to
you. You will see =B1+C1. But to Excel, the formula is exactly the same: Take the value in the cell two spaces to
the left and add it to the value in the cell one space to the left. By default, Excel considers every cell reference
used in a formula as a relative reference. That is, it takes no heed of actual column row coordinates. Instead, it
evaluates the cell references in terms of where they are relative to the cell the formula resides in.
This behavior is by design and works in situations in which you need the cell references to be adjusted when you
copy the formula and paste it to other cells. For instance, the formula shown in cell C1 (see Figure) was copied
and pasted down to the rows below. Note how Excel helps by automatically adjusting the cell references to match
each row.
When you copy and paste a formula, Excel automatically adjusts the cell references.However, if you cut and paste
a formula, Excel assumes that you want to keep the same cell references and does not adjust them.
If you want to ensure that Excel does not adjust cell references when a formula is copied, you can lock the
references down by turning them into absolute references. You turn them into absolute references by adding a
dollar symbol ($) before the column and row reference. For instance, you can enter =$A$1+$B$1 to add the value
in A1 to the value of B1.
By adding the dollar symbol to any cell reference and making that reference absolute, you can copy the formula
anywhere else on the spreadsheet, and the formula will always point to A1 and B1. Excel gives you the flexibility
to make any part of your cell reference absolute. That is, you can specify that only the column part of your cell
reference should be locked but the row part can adjust. Alternatively, you can specify that only the row part of
your cell reference should be locked but the column part can adjust.

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These different types of absolute references are commonly called Absolute, Row Absolute, and Column Absolute,
and here’s how they work:
• Absolute: When the formula is copied, the cell reference does not adjust at all. Example: $A$1
• Row Absolute: When the formula is copied, the column part adjusts but the row part stays locked.
Example: A$1
• Column Absolute: When the formula is copied, the column part stays locked but the row part adjusts.
Example: $A1
Instead of manually entering the dollar symbols, you can easily toggle between the possible reference styles by
highlighting the cell reference in your formula and pressing the F4 key.
Using External Cell References
An external cell reference is nothing more than a cell reference that resides in an outside workbook. The benefit
of using an external cell reference is that when the data in the outside workbook changes, Excel automatically
updates the value returned by the external cell reference. Creating an external cell reference is relatively easy.
Open both workbooks (the workbook that you’re currently working in and the outside workbook). While
entering a formula in the workbook you’re currently working in, click the cell that you want to reference in the
outside workbook. As you can see in Figure, you’ll immediately be able to tell that the cell reference is an external
reference due to the full file path and sheet name prefixing the cell reference.
All external cell references have the same component parts, as follows:
'File Path[Workbook Name]Sheet Name'!Cell Reference
Formula Calculation Modes
By default, Excel is set to recalculate automatically. If you change any of the cells referenced in a particular
formula, Excel automatically recalculates that formula so that it returns a correct result based on the changes in
its cell references.
You can choose to set Excel’s calculation mode to Manual. You can do this by clicking the Formulas tab in the
Excel Ribbon and selecting Calculation Options⇒Manual. While working in Manual calculation mode, none of
your formulas will recalculate until you trigger the calculation yourself. You have several ways to trigger a
recalculation:
• Click the Calculate Now command on the Formulastab torecalculate all formulas inthe entire workbook.
• Click the Calculate Sheet command on the Formulas tab to recalculate only the formulas on the currently
active sheet.
• Click the Calculate link on the status bar to recalculate the entire workbook.
• Press F9 to recalculate all formulas in the entire workbook.
• Press Shift+F9 to recalculate only the formulas on the currently active sheet.

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2. EXCEL FUNCTIONS
Functions are essentially canned formulas that Excel provides as a way to accomplish common tasks. Some Excel
functions perform simple calculations, saving you from having to enter the formula yourself. Other functions
perform complex actions that would be impossible to perform with simple formulas alone.
One of the key benefits of using Excel functions is that they help simplify your formulas. For example, if you
wanted to get the average of the values in cell A1, A2, and A3, you could enter this formula:
=(A1+A2+A3)/3
This particular formula isn’t too bad, but what if you had to get the average of 100 values? How cumbersome
would that formula be to create and manage?
Luckily, Excel has an AVERAGE function. With the AVERAGE function, you can simply enter this formula:
=AVERAGE(A1:A3)
If you had to get the average of 100 values, you could simply expand the range:
=AVERAGE(A1:A100)
Another key benefit of using functions is that they help you accomplish tasks that would be impossible with
standard formulas. For instance, imagine that you wanted a couple of formulas that would automatically return
the largest and smallest numbers in a range of cells. Sure, if your range was small enough, you could eyeball the
largest and smallest numbers. But that’s hardly automated. There is no nonfunction-driven formula you could
possibly enter that would automatically return the largest or smallest number in a range. Excel’s MAX and MIN
functions, however, make short work of this task. The MAX function returns the largest number, whereas the
MIN function returns the smallest.
=MAX(A1:A100)
=MIN(A1:A100)
Understanding function arguments
Most of the functions found in Excel require some input or information in order to calculate correctly. For
example, to use the AVERAGE function, you need to give it a range of numbers to average.
=AVERAGE(A1:A100)
Any input you give to a function is called an argument.
The basic construct of a function is:
Function Name (argument1, argument2,…)
To use a function, you enter its name, open parenthesis, the needed arguments, and then the close parenthesis.
The number of arguments needed varies from function to function.
Using functions with no arguments
Some functions, such as the NOW() function, don’t require any arguments. To get the current date and time, you
can simply enter a formula like this:
=NOW()
Note that even though no arguments are required, you still need to include the open and close parentheses.

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Using functions with one or more required arguments
Some functions require one or more arguments. The LARGE function, for instance,returns the nth largest number
in a range of cells. This function requires two arguments: a cell reference to a range of numeric values and a rank
number. To get the third largest value in range A1 through A100, you can enter:
=LARGE(A1:A100,3)
Note that each argument is separated by a comma. This is true regardless of how many arguments you enter.
Each argument must be separated by a comma.
Understanding Formula Errors
It’s not always smooth sailing when you’re working with formulas. Sometimes a formula returns an error value
instead of the value you were expecting. Excel helps you identify what the problem may be by returning one of
seven error values: #DIV/0!, #N/A, #NAME?, #NULL!, #NUM!, #REF!, and #VALUE!, explained in the following
list:
• #DIV/0!: This error value means that the formula is attempting to divide a value by zero. There is
mathematically no way to divide a number by zero. You will also see this error if the formula is trying to
divide a value by an empty cell.
• #N/A: This error value means that the formula cannot return a legitimate result. You would typically
see this error when you use an inappropriate argument in a function. You will also see this error when
a lookup function does not return a match.
• #NAME?: This error value means Excel doesn't recognize a name you used in a formula as a valid object.
This error could be a result of a misspelled function, a misspelled sheet name, a mistyped cell reference,
or some other syntax error.
• #NULL!: This error value means the formula uses an intersection of two ranges that don’t intersect.
• #NUM!: This error value means there is a problem with a number in your formula; typically an invalid
argument in a math or trig function. For example, you entered a negative number where a positive
number was expected.
• #REF!: This error value means that your formula contains an invalid cell reference. This is typically
caused by deleting a row or column to which the formula refers. This could also mean that the formula
uses a cell reference that doesn’t exist (A2000000, for instance).
• #VALUE: This error value means that your formula uses the wrong data type for the operation it’s trying
to do. For example, this formula will return a #VALUE error (=100+”dog”).

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3. USING NAMED RANGES IN FORMULAS
When you work with large amounts of data, it’s often useful to identify groups of cells that contain related data.
For example, you can create a worksheet in which columns of cells contain data summarizing the number of
packages handled during a specific time period and each row represents a region.
Instead of specifying the cells individually every time you want to use the data they contain, you can define those
cells as a range (also called a named range). For example, you could group the hourly packages handled in the
Northeast region shown in the preceding image into a group called NortheastVolume. Whenever you want to use
the contents of that range in a calculation, you can use the name of the range instead of specifying the range’s
address.
If the cells you want to define as a named range have labels in a row or column that’s part of the cell group, you
can use those labels as the names of the named ranges. For example, if your data appears in worksheet cells
B4:I12 and the values in column B are the row labels, you can make each row its own named range.
If you want to manage the named ranges in your workbook—for example, to edit a range’s settings or delete a
range you no longer need—you can do so in the Name Manager dialog box.

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To create a named range
1. Select the cells you want to include in the named range.
2. In the Name Box, next to the formula bar, enter a name for your named range.
Or
1. Select the cells you want to include in the named range.
2. On the Formulas tab of the ribbon, in the Defined Names group, select Define Name.
3. In the New Name dialog box, enter a name for the named range.
4. Verify that the named range includes the cells you want.
5. Select OK.
To create a series of named ranges from worksheet data with headings
1. Select the cells that contain the headings and data you want to include in the named ranges.
2. In the Defined Names group, select Create from Selection.
3. In the Create Names from Selection dialog box, select the check box next to the location of the heading
text from which you want to create the range names.
4. Select OK.
To edit a named range
1. In the Defined Names group, select Name Manager.
2. Select the named range you want to edit.
3. In the Refers to box, change the cells to which the named range refers.
4. Select Close.
To delete a named range
1. Select Name Manager.
2. Select the named range you want to delete.
3. Select Delete.
4. Select Close.

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Named Ranges – Things to Remember
• You cannot use spaces in range names. Use an underscore to emulate a space instead (for example,
Sales_Items).
• Range names must begin with a letter or an underscore.
• Range names cannot be the same ascell addresses.For instance, you cannot name your range Q1 because
Excel already has a cell Q1.
• You can use any single letter as a range name except for R and C. These are reserved in Excel for the
R1C1 reference style.
• You cannot use operator symbols (+, –, *, /, <, >, &) in range names. The only symbols valid in range
names are the period (.), question mark (?), underscore (_), and backslash () symbols, as long as they
are not used as the first character of the name.
• Avoid using names that Excel uses internally, for example, Print_Area. Although Excel allows this name,
using it can cause name conflict errors in the workbook. Other names to avoid are Auto_Activate,
Auto_Close, Auto_Deactivate, Auto_Open, Consolidate_Area, Criteria, Data_Form, Database, Extract,
FilterDatabase, Print_Titles, Recorder, and Sheet_Title.
• The maximum length for a range name is 255 characters. That being said, you should avoid very long
range names in general. Remember that the purpose of a range name is to provide a meaningful, easy-
to-remember name that you can easily type into a formula.

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4. WORKING WITH THE NAME BOX
The Name Box, found to the left of the Formula Bar, offers a couple of handy features for working with named
ranges. You can click the drop-down selector in the Name Box to see all the named ranges in your workbook.
Clicking any of the named ranges in the list automatically selects that range.
The Name Box also serves as a faster way to create a named range. To create a named range with the Name Box,
first select the cell or range you want to name. Next, enter a valid name directly into the Name Box. Press the
Enter key to create the name.

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5. BASIC ROUNDING OF NUMBERS
Often, your customers want to look at clean, round numbers. Inundating a user with decimal values and
unnecessary digits for the sake of precision can actually make your reports harder to read. For this reason, you
may want to consider using Excel’s rounding functions.
Figure illustrates how the number 9.45 is affected by the use of the ROUND, ROUNDUP, and ROUNDDOWN
functions.
How it works
Excel’s ROUND function is used to round a given number to a specified number of digits. The ROUND function
takes two arguments: the original value and the number of digits to round to.
Entering a 0 as the second argument tells Excel to remove all decimal places and round the integer portion of the
number based on the first decimal place. For instance, this formula rounds to 94:
=ROUND(94.45,0)
Entering a 1 as the second argument tells Excel to round to one decimal based on the value of the second decimal
place. For example, this formula rounds to 94.5:
=ROUND(94.45,1)
You can also enter a negative number as the second argument, telling Excel to round based on values to the left
of the decimal point. The following formula, for example, returns 90:
=ROUND(94.45,-1)
You can force rounding in a particular direction using the ROUNDUP or ROUNDDOWN functions.
This ROUNDDOWN formula rounds 94.45 down to 94:
=ROUNDDOWN(94.45,0)
This ROUNDUP formula rounds 94.45 up to 95:
=ROUNDUP(94.45,0)

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6. COUNTING VALUES IN A RANGE
Excel provides several functions to count the values in a range: COUNT, COUNTA, and COUNTBLANK. Each of
these functions provides a different method of counting based on whether the values in your range are numbers,
numbers and text, or blank.
Figure illustrates the different kinds of counting you can perform. In row 12, the COUNT function is counting only
exams where students have passed. In column H, the COUNTA function is counting all the exams taken by a
student. In column I, the COUNTBLANK function is counting only those exams that have not yet been taken.
How it works
The COUNT function counts only numeric values in a given range. It requires only a single argument in which
you pass a range of cells. For example, this formula counts only those cells in range C4:C8 that contain a numeric
value:
=COUNT(C4:C8)
The COUNTA function counts any cell that is not blank. You can use this function when you’re counting cells that
contain any combination of numbers and text. It requires only a single argument in which you pass a range of
cells. For instance, this formula counts all the nonblank cells in range C4:F4:
=COUNTA(C4:F4)
The COUNTBLANK function counts only the blank cells in a given range. It requires only a single argument in
which you pass a range of cells. For instance, this formula counts all the blank cells in range C4:F4:
=COUNTBLANK(C4:F4)

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7. MANIPULATING TEXT WITH FORMULAS
Often, the work you do with Excel involves not only calculating numbers but also transforming and shaping data
to fit your data models. Many of these activities include manipulating text strings. This chapter highlights some
of the common text transformation exercises that an Excel analyst performs, and in the process gives you a sense
of some of the text-based functions Excel has to offer.
Joining Text Strings
One of the more basic text manipulation actions you can perform is joining text strings together. In the example,
you create a full-name column by joining together first and last names.
How it works
This example illustrates the use of the ampersand (&) operator. The ampersand operator tells Excel to
concatenate values with one another. As you can see, you can join cell values with text of your own. In this
example, you join the values in cells B3 and C3, separated by a space (created by entering a space in quotes).
Excel also provides a CONCATENATE function that joins values without the need for the ampersand. In this
example, you could enter =CONCATENATE(B3," ",C3). Frankly, it’s better to skip this function and simply use the
ampersands. This function is more processing intensive and requires using more keystrokes.
Setting Text to Sentence Case
Excel provides three useful functions to change the text to upper-, lower-, or proper case. Tese functions require
nothing more than a pointer to the text you want converted. As you might guess, the UPPER function converts
text to all uppercase, the LOWER function converts text to all lowercase, and the PROPER function converts text
to title case (the first letter of every word is capitalized).
What Excel lacks is a function to convert text to sentence case (only the first letter of the first word is capitalized).
You can use the following formula to force text into sentence case:
=UPPER(LEFT(C4,1)) & LOWER(RIGHT(C4,LEN(C4)-1))

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How it works
If you take a look at this formula closely, you can see that it’s made up of two parts that are joined by the
ampersand. The first part uses Excel’s LEFT function:
UPPER(LEFT(C4,1))
The LEFT function allows you to extract a given number of characters from the left of a given text string. The
LEFT function requires two arguments: the text string you are evaluating and the number of characters you need
extracted from the left of the text string. In this example, you extract the left 1 character from the text in cell C4.
You then make it uppercase by wrapping it in the UPPER function.
The second part is a bit trickier. Here, you use the Excel RIGHT function:
LOWER(RIGHT(C4,LEN(C4)-1))
Like the LEFT function, the RIGHT function requires two arguments: the text you are evaluating, and the number
of characters you need extracted from the right of the text string. In this case, however, you can’t just give the
RIGHT function a hard-coded number for the second argument. You have to calculate that number by subtracting
1 from the entire length of the text string. You subtract 1 to account for the first character that is already
uppercase thanks to the first part of the formula.
You use the LEN function to get the entire length of the text string. You subtract 1 from that, which gives you the
number of characters needed for the RIGHT function.
You can finally pass the formula you’ve created so far to the LOWER function to make everything but the first
character lowercase.
Joining the two parts together gives results in sentence case:
=UPPER(LEFT(C4,1)) & LOWER(RIGHT(C4,LEN(C4)-1))

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8. CHARACTERS IN A STRING
Counting Characters
The LEN function takes one argument and returns the number of characters in the argument. For example,
assume that cell A1 contains the string “September Sales”. The following formula returns 15:
=LEN(A1)
How it works
Notice that space characters are included in the character count. The LEN function can be useful for identifying
strings with extraneous spaces, which can cause problems in some situations, such as in lookup formulas. The
following formula returns FALSE if cell A1 contains any leading spaces, trailing spaces, or multiple spaces.
=LEN(A1)=LEN(TRIM(A1))
Removing Spaces from a Text String
If you pull data in from external databases and legacy systems, you will no doubt encounter text that contains
extra spaces. Sometimes these extra spaces are found at the beginning of the text, whereas at other times, they
show up at the end. Extra spaces are generally evil because they can cause problems in lookup formulas, charting,
column sizing, and printing.
How it works
The TRIM function is relatively straightforward. Simply give it some text and it removes all spaces from the text
except for single spaces between words. As with other functions, you can nest the TRIM function in other
functions to clean up your text while applying some other manipulation. For instance, the following function
trims the text in cell A1 and converts it to uppercase all in one step:
=UPPER(TRIM(A1))
Extract Parts of a Text String
One of the most important techniques for manipulating text in Excel is the capability to extract specific portions
of text. Using Excel’s LEFT, RIGHT, and MID functions, you can perform tasks such as:
• Convert nine-digit postal codes into five-digit postal codes
• Extract phone numbers without the area code
• Extract parts of employee or job codes for use somewhere else
Figure demonstrates how using the LEFT, RIGHT, and MID functions can help easily accomplish these tasks.

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How it works
The LEFT function allows you to extract a given number of characters from the left of a given text string. The
LEFT function requires two arguments: the text string you are evaluating and the number of characters you need
extracted from the left of the text string. In the example, you extract the left five characters from the value in Cell
A4.
=LEFT(A4,5)
The RIGHT function allows you to extract a given number of characters from the right of a given text string. The
RIGHT function requires two arguments: the text string you are evaluating and the number of characters you
need extracted from the right of the text string. In the example, you extract the right eight characters from the
value in Cell A9.
=RIGHT(A9,8)
The MID function allows you to extract a given number of characters from the middle of a given text string. The
MID function requires three arguments: the text string youare evaluating; the character position in the text string
from where to start extracting; and the number of characters you need extracted. In the example, you start at the
fourth character in the text string and extract one character.
=MID(A14,4,1)
Cleaning Strange Characters from Text Fields
When you import data from an external data source such as text files or web feeds, strange characters may come
in with your data. Instead of trying to clean these manually, you can use Excel’s CLEAN function.
How it works
The CLEAN function removes nonprintable characters from any text you pass to it. You can wrap the CLEAN
function within the TRIM function to remove unprintable characters and excess spaces at the same time.
=TRIM(CLEAN(B3))

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Formatting the Numbers in a Text String
It’s not uncommon to have reporting that joins text with numbers. For example, you may be required to show a
line in your report that summarizes a salesperson’s results, like this:
John Hutchison: $5,000
The problem is that when you join numbers in a text string, the number formatting does not follow. Take a look
at Figure 3-13 as an example. Note how the numbers in the joined strings (column E) do not adopt the formatting
from the source cells (column C).
To solve this problem, you have to wrap the cell reference for your number value in the TEXT function. Using the
TEXT function, you can apply the needed formatting on the fly. The formula shown in Figure 3-14 resolves the
issue:
=B3&": "&TEXT(C3, "$0,000")
How it works
The TEXT function requires two arguments: a value, and a valid Excel format. You can apply any formatting you
want to a number as long as it’s a format that Excel recognizes.
For example, you can enter this formula into Excel to display $99:
=TEXT(99.21,"$#,###")
You can enter this formula into Excel to display 9921%:
=TEXT(99.21,"0%")
You can enter this formula into Excel to display 99.2:
=TEXT(99.21,"0.0")

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9. WORKING WITH DATES AND TIMES
In Excel, every possible date starting from January 1, 1900, is stored as a serial number. For example, January 1,
1900, is stored as 1; January 2, 1900, is stored as 2; and so on. This system of storing dates as serial numbers,
commonly called the 1900 system, is the default date system for all Microsoft Office applications. To work with
times, Excel simply extends the date serial system to decimal fractions of a 24-hour day, with each time value
being represented by a number between 0 and 1. The fact that, beneath the covers, dates and times are nothing
more than a numbering system opens the door for all kinds of cool formula-driven analyses.
Getting the Current Date and Time
Instead of typing the current date and time, you can use one of two Excel functions. The TODAY function returns
the current date.
=TODAY()
The NOW() function returns the current date along with the current time.
=NOW()
How it works
Both the TODAY and NOW functions return date serial numbers that represent the current system date and time.
The TODAY function assumes 12 p.m. as the time, whereas the NOW function returns the actual time. It’s
important to note that both of these functions automatically recalculate each time you change or open your
workbook, so don’t use these functions as a timestamp of record.
Calculating Age
One of the easiest ways to calculate the age of anything is to use Excel’s DATEDIF function. This mysterious
function doesn’t appear in Excel’s Help files, but it has been around since Excel 2000. This function makes
calculating any kind of date comparisons a breeze.
To calculate a person’s age using the DATEDIF function, you can enter a formula like this:
=DATEDIF("5/16/1972",TODAY(),"y")
You can, of course, reference a cell that contains a date:
=DATEDIF(B4,TODAY(),"y")
How it works
The DATEDIF function calculates the number of days, months, or years between two dates. It requires three
arguments: a start date, an end date, and a time unit. The time units are defined by a series of codes, which are
listed below:
DATEDIF Time Unit Codes
"y" The number of complete years in the period.
"m" The number of complete months in the period.
"d" The number of days in the period.
"md" The difference between the days in start_date and end_date. The months and years of the dates are
ignored.
"ym" The difference between the months in start_date and end_date. The days and years of the dates are
ignored.
"yd" The difference between the days of start_date and end_date. The years of the dates are ignored.

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Using these time codes, you can easily calculate the number of years, months, and days between two dates. If
someone was born on May 16, 1972, you could find that person’s age in year, months and days using these
respective formulas:
=DATEDIF("5/16/1972",TODAY(),"y")
=DATEDIF("5/16/1972",TODAY(),"m")
=DATEDIF("5/16/1972",TODAY(),"d")
Calculating the Number of Workdays between Two Dates
Often when reporting on the elapsed number of days between a start date and end date, counting the weekends
in the final number of days is not appropriate. Operations are typically shut down on the weekends, so you would
want to avoid counting those days.
You can use Excel’s NETWORKDAYS function to calculate the number of days between a start date and end date
excluding weekends.
How it works
This formula is fairly straightforward. The NETWORKDAYS function has two required arguments: a start date
and an end date. If your start date is in cell B4 and your end date is in cell C4, this formula returns the number of
workdays (excluding Saturdays and Sundays):
=NETWORKDAYS(B4,C4)
Alternative: Using NETWORKDAYS.INTL
The one drawback to using the NETWORKDAYS function is that it defaults to excluding Saturdays and Sundays.
But what if you work in a region where the weekends are actually Fridays and Saturdays? Or worst yet, what if
your weekends include only Sundays?
Excel has you covered with the NETWORKDAYS.INTL. In addition to the required start and end dates, this
function has an optional third argument: a weekend code. The weekend code allows you to specify which days
to exclude as a weekend day.
As you enter the NETWORKDAYS.INTL function, Excel activates a tooltip as soon as you go into the third
argument. Simply select the appropriate weekend code and press Enter.
Extracting Parts of a Date
Excel provides a simple set of functions to parse dates out into their component parts. These functions are:
• YEAR: Extracts the year from a given date
• MONTH: Extracts the month from a given date
• DAY: Extracts the month day number from a given date

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• WEEKDAY: Returns the weekday number for a given date
• WEEKNUM: Returns the week number for a given date
How it works
These functions are fairly straightforward.
The YEAR function returns a four-digit number that corresponds to the year of a specified date. This formula
returns 2015:
=YEAR("5/16/2015")
The MONTH function returns a number between 1 and 12 that corresponds to the month of a specified date. This
formula returns 5:
=MONTH("5/16/2015")
The DAY function returns a number between 1 and 31 that corresponds to the day of the month represented in
a specified date. This formula returns 16:
=DAY("5/16/2015")
The WEEKDAY function returns a number from 1 to 7 that corresponds to the day of the week (Sunday through
Saturday) on which the given date falls. If the date falls on a Sunday, the number 1 is returned. If the date falls on
a Monday, the number 2 is returned, and so on. The following formula returns 7 because 5/16/2015 falls on a
Saturday:
=WEEKDAY("5/16/2015")
This function actually has an optional return_type argument that lets you specify which day of the week defines
the start of the week. By default, the WEEKDAY function defines the start of the week as Sunday. As you enter the
WEEKDAY function, Excel activates a tooltip through which you can select a different return_type code. You can
adjust the formula so that the return values 1 through 7 represent Monday through Sunday. In the following case,
the formula using a 1 as the optional argument tells Excel that the week starts on Monday and ends on Sunday.
Because May 16, 2015, falls on a Saturday, the formula returns the number 6.
=WEEKDAY("5/16/2015", 1)
The WEEKNUM function returns the week number within which the specified date falls. This formula returns 20
because 5/16/2015 falls within week number 20 in 2015.
=WEEKNUM("5/16/2015")
Extracting Parts of a Time
In some situations, you need to be able to pick out a specific part of a time. Excel provides a simple set of functions
to parse times out into their component parts. These functions are
• HOUR: Extracts the hour portion of a given time value
• MINUTE: Extracts the minute portion of a given time value
• SECOND: Extracts the second portion of a given time value

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How it works
These functions are fairly straightforward.
The HOUR function returns a number between 0 and 23 corresponding to the hour of a given time. The following
formula returns 6:
=HOUR("6:15:27 AM")
The MINUTE function returns a number between 0 and 59 corresponding to the minutes of a given time. This
formula returns 15:
=MINUTE("6:15:27 AM")
The SECOND function returns a number between 0 and 59 corresponding to the seconds of a given time. This
formula returns 27:
=SECOND("6:15:27 AM")
Calculating Elapsed Time
One of the more common calculations done with time values involves calculating elapsed time — that is, the
number of hours and minutes between a start time and an end time.
=IF(C4< B4, 1 + C4 - B4, C4 - B4)
How it works
To get the elapsed time between a start and end time, all you need to do is subtract the end time from the
beginning time. However, there is a catch. If the end time is less than the start time, you have to assume that the
clock has been running for a full 24-hour period, effectively looping back the clock.
For such cases, you have to add a 1 to the time to represent a full day. Adding a 1 ensures that you don’t have
negative elapsed times. In the elapsed time formula, you use an IF function to check whether the end time is less
than the beginning time. If it is, you add a 1 to the simple subtraction. If it’s not, you just perform the subtraction:
=IF(C4< B4, 1 + C4 - B4, C4 - B4)

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10.PERFORMING CONDITIONAL ANALYSIS
Excel provides several worksheet functions for performing conditional analysis, and in this chapter, we show
you how to use some of those functions. Conditional analysis means performing different actions depending on
whether a condition is met.
Check to See Whether a Simple Condition Is Met
A condition is a value or expression that returns TRUE or FALSE. Based on the value of the condition, a formula
can branch into two separate calculations. That is, when the condition returns TRUE, one value or expression is
evaluated while the other is ignored. A FALSE condition reverses the flow of the formula, and the first value or
expression is ignored and the other evaluated.
Figure displays a list of states and six monthly gas prices. For each price, say that you want to determine whether
that state’s price in that month is above or below average for all the states for the same month. For higher-than-
average prices, you report “High,” and for lower than average, “Low”. A grid below the data is used to report the
results.
=IF(C3>AVERAGE(C$3:C$11),”High”,”Low”)
How it works
The IF function is the most basic conditional analysis function in Excel. It has three arguments: the condition;
what to do if the condition is true; and what to do if the condition is false.
The condition argument in this example is C3>AVERAGE(C$3:C$11). Condition arguments must be structured to
return TRUE or FALSE, and that usually means that there is a comparison operation (like an equal sign or greater-
than sign) or another worksheet function that returns TRUE or FALSE (such as ISERR or ISBLANK). In this
example, the condition has a greater-than sign and compares the value in C3 to the average of all the values in
C3:C11.
If the condition argument returns TRUE, the second argument of the IF function is returnedto the cell. The second
argument is “High” and because the value in C3 is indeed larger than the average, cell C14 shows the word “High”.
Cell C15 compares the value in C4 to the average. Because it is lower, the condition argument returns FALSE and
the third argument is returned. Cell C15 shows “Low”, the third argument of the IF function.

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Checking for Multiple Conditions
Simple conditions like the one shown in Formula 44 can be strung together. This is known as nesting functions.
The value_if_true and value_if_false arguments can contain simple conditions of their own. This allows you test
more than one condition where subsequent conditions are dependent on the first one.
Figure shows a spreadsheet with two user input fields for the type of automobile and a property of that
automobile type. The properties are listed in two ranges below the user input fields. For this example, when the
user selects the type and property, you want a formula to report whether the user has identified a coupe, a sedan,
a pickup, or an SUV, as follows:
=IF(E2="Car",IF(E3="2-door","Coupe","Sedan"),IF(E3="Has Bed","Pickup","SUV"))
How it works
With some conditional analysis, the result of the first condition causes the second condition to change. In this
case, if the first condition is Car, the second condition is 2-door or 4-door. But if the first condition is Truck, the
second condition changes to either Has Bed or No Bed. The data validation in cell E3 in Figure 5-2 changes to
allow only the appropriate choices based on the first condition. See the “Conditional data validation” sidebar in
this chapter for instructions on how to create the data validation in cell E3.
As mentioned previously, Excel provides the IF function to perform conditional analyses. You can also nest IF
functions — that is, use another IF function as an argument to the first IF function — when you need to check
more than one condition. In this example, the first IF checks the value of E2. Rather than return a value if TRUE,
the second argument is another IF formula that checks the value of cell E3. Similarly, the third argument doesn’t
simply return a value of FALSE, but contains a third IF function that also evaluates cell E3.
In Figure, the user has selected “Truck”. The first IF returns FALSE because E2 doesn’t equal “Car” and the FALSE
argument is evaluated. In that argument, E3 is seen to be equal to “Has Bed” and the TRUE condition (“Pickup”)
is returned. If the user had selected “No Bed”, the FALSE condition (“SUV”) would have been the result.
In Excel versions prior to 2007, you can only nest functions up to seven levels deep. Starting in Excel 2007, that
limit was increased to 64 levels. As you can imagine, even seven levels can be hard to read and maintain. If you
need more than three or four levels, it’s good idea to investigate other methods.
Check Whether Condition1 AND Condition2 Are Met
In addition to nesting conditional functions, such functions can be evaluated together inside an AND function.
This is useful whentwo or more conditions need tobe evaluatedat the same time to determine where the formula
should branch.
Figure shows a listing of inventory items, their quantities, and the discount that applies when they are sold. The
inventory items are structured with three sections divided by hyphens. The first section is the department; the

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second section determines whether the item is a part, a subassembly, or a final assembly; and the third condition
is a unique four-digit number. For this example, you want to assign a discount of 10 percent to only those items
that are in department 202 and are final assemblies. All other items have no discount.
=IF(AND(LEFT(B3,3)="202",MID(B3,5,3)="FIN"),0.1,0)
How it works
The IF function returns 10 percent if TRUE and 0 percent if FALSE. For the condition argument (the first
argument), you need an expression that returns TRUE if both the first section of the item number is 202 and the
second section is FIN. Excel provides the AND function to accomplish this task. The AND function takes up to 255
logical arguments separated by commas. Logical arguments are expressions that return either TRUE or FALSE.
For this example, you use only two logical arguments.
The first logical argument, LEFT(B3,3)=“202”, returns TRUE if the first three characters of B3 are equal to 202.
The second logical argument, MID(B3,5,3)=“FIN”, returns TRUE if the three digits starting at the fifth position are
equal to FIN.
With the AND function, all logical arguments must return TRUE for the entire function to return TRUE. If even
one of the logical arguments returns FALSE, the AND function returns FALSE.
Check Whether Condition1 OR Condition2 Is Met
In Formula, you apply a discount to certain products based on their item number. In this example, you expand
the number of products eligible for the discount. As before, only final assembly products get the discount, but the
departments will be expanded to include both departments 202 and 203. Figure shows the inventory list and the
new discount schedule.
=IF(AND(OR(LEFT(B3,3)="202",LEFT(B3,3)="203"),MID(B3,5,3)="FIN"),10%,0%)

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How it works
You expand the conditional argument to the IF function to account for the changes in the discount scheme. The
AND function is restrictive because all the arguments must be TRUE for AND to return TRUE. Conversely, the OR
function is inclusive. With OR, if any one of the arguments is TRUE, the entire function returns TRUE. In this
example, you nest an OR function inside the AND function, making it one of the arguments. Table 5-2 shows a
truth table for how these nested functions work.
Sum All Values That Meet a Certain Condition
Simple conditional functions like IF generally work on only one value or cell at a time. Excel provides some
different conditional functions for aggregating data, such as summing.
Figure shows a listing of accounts with positive and negative values. You want to sum all the negative balances,
which you will later compare to the sum of all the positive balances to ensure that they are equal. Excel provides
the SUMIF function to sum values based on a condition.
=SUMIF(C3:C12,"<0")

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How it works
SUMIF takes each value in C3:C12 and compares it to the condition (the second argument in the function). If the
value is less than zero, it meets the condition and is included in the sum. If it is zero or greater, the value is
ignored. Text values and blank cells are also ignored. For the example in Figure 5-7, cell C3 is evaluated first.
Because it is greater than zero, it is ignored. Next, cell C4 is evaluated. It meets the condition of being less than
zero, so it is added to the total. This process continues for each cell. When it's complete, cells C4, C7, C8, C9, and
C11 are included in the sum and the others are not.
The second argument of SUMIF, the condition to be met, has quotation marks around it. Because this example
uses a less-than sign, you have to create a string that represents the expression.
The SUMIF function has an optional third argument called the sum_range. So far, you’ve applied the condition to
the very numbers that you’re summing. By using the third argument, you can sum a range of numbers but apply
your conditions to a different range. Figure 5-8 shows a listing of regions and their associated sales. To sum the
sales for the East region, use the formula =SUMIF(B2:B11,“East”,C2:C11).
Sum All Values That Meet Two or More Conditions
The limitation of SUMIF shown in Formula 48 is that it works with only one condition. In Excel 2010 and later
versions, you can use the SUMIFS function when more than one condition is needed.
Figure shows a partial listing of countries and their gross domestic product (GDP) from 2000 to 2009. You want
to total Brazil's GDP from 2003 to 2006. You use the Excel SUMIFS worksheet function to sum values when two
or more conditions must be met, such as Country and Year in this example.
=SUMIFS(D3:D212,B3:B212,G3,C3:C212,">="&G4,C3:C212,"<="&G5)

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How it works
SUMIFS arguments start with the range that contains the value you want to sum. The remaining arguments are
in pairs that follow the pattern criteria_range, criteria. Because of the way the arguments are laid out, SUMIFS
will always have an odd number of arguments. The first criteria pair is required; without at least one condition,
SUMIFS would be no different than SUM. The remaining pairs of conditions, up to 126 of them, are optional.
In this example, each cell in D3:D212 is added to the total only if the corresponding values in B3:B212 and
C3:C212 meet their respective conditions. The condition for B3:B212 is that it matches whatever is in cell G3.
There are two year conditions because you need to define the first year and last year of your year range. The first
year is in cell G4 and the last year is in cell G5. Those two cells are concatenated with greater-than-or-equal-to
and less-than-or-equal-to, respectively, to create the year conditions. Only if all three conditions are true is the
value included in the total.
Get a Count of Values That Meet a Certain Condition
Summing values isn’t the only aggregation you can do in Excel. As with SUMIF and SUMIFS, Excel provides
functions for conditionally counting values in a range.

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Figure shows a partial listing of countries and their gross domestic product (GDP) from 2000 to 2009. For this
example, you want to know how many times the GDP was greater than or equal to 1 million. The criteria to be
applied will be in cell G3.
=COUNTIF(D3:D212,G3)
How it works
The COUNTIF function works very similarly to the SUMIF function from Formula 48. The obvious difference, as
the name suggests, is that it counts entries that meet the criteria rather than sums them. Another difference is
that the formula uses no optional third argument as the SUMIF formula does. With SUMIF, you can sum a range
that's different from the range to which the criterion is applied. With COUNTIF, however, doing that wouldn't
make sense because counting a different range would get the same result.
The formula in this example uses a slightly different technique to construct the criteria argument. The string
concatenation occurs all in cell G3 rather than in the function's second argument. If you had used the same
approach as SUMIF in Formula 48, the second argument would look like ">=1000000" or ">="&G3 rather than
just pointing to G3. You may also note that the formula in G3, =">="&10^6, uses the exponent operator, or caret
(^), to calculate 1 million. Representing large numbers using the caret can help reduce errors caused by
miscounting the number of zeros that you typed.
Get a Count of Values That Meet Two or More Conditions
The SUMIF function has its COUNTIF cousin. Of course, Microsoft couldn’t introduce SUMIFS for summing
multiple conditions without also introducing COUNTIFS to count them. Microsoft did just that in Excel 2010.
Figure contains a list of Alpine Skiing medalists from the 1972 Winter Olympics. For this example, you would like
to know how many silver medalists have an ö in their name. The letter you're looking for is typed in cell I3, and
the type of medal is in cell I4. (See the “Finding the code for a nonstandard character” sidebar for how to obtain
the ö character and other nonstandard characters.)
=COUNTIFS(C3:C20,"*"&I3&"*",F3:F20,I4)

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How it works
The criteria_range and criteria arguments come in pairs, just as in SUMIFS. Whereas SUMIFS will always have an
odd number of arguments, COUNTIFS will always have an equal number.
The first criteria_range argument is the list of athlete's names in C3:C20. The matching criteria argument, "*" &
I3 & "*", surrounds whatever is in I3 with asterisks. Asterisks are wildcard characters in COUNTIFS that stand
for zero, one, or more characters of any kind. By including an asterisk both before and after the character, you
ask Excel to count all the names that include that character anywhere within the name. That is, you don't care
whether there are zero, one, or more characters before ö and you don't care whether there are zero, one, or more
characters after ö — as long as that character is in there somewhere.

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11.USING LOOKUP FORMULAS
Finding data in a list or table is central to many Excel formulas. Excel provides several functions to assist in
looking up data vertically, horizontally, from left to right, and from right to left. By nesting some of these
functions, you can write a formula that looks up the correct data even after the layout of your table changes.
Looking Up an Exact Value Based on a Left Lookup Column
Many tables are arranged so that the key piece of data, the data that makes a certain row unique, is in the far-left
column. Although Excel has many lookup functions, VLOOKUP was designed for just that situation. Figure 6-1
shows a table of employees. You want to fill out a simplified paystub form by pulling the information from this
table when an employee’s ID is selected.
The user will select an employee ID from a data validation list in cell L3. From that piece of data, the employee’s
name, address, and other information will be pulled into the form. The formulas for the pays form in Figure are
shown here:
Employee Name: =VLOOKUP($L$3,$B$3:$I$12,2,FALSE)
Pay: =VLOOKUP($L$3,$B$3:$I$12,5,FALSE)/VLOOKUP($L$3,$B$3:$I$12,4,FALSE)
Taxes: =(M7-O8-O9)*VLOOKUP($L$3,$B$3:$I$12,6,FALSE)
Insurance: =VLOOKUP($L$3,$B$3:$I$12,7,FALSE)
Retirement: =M7*VLOOKUP($L$3,$B$3:$I$12,8,FALSE)
Total: =SUM(O7:O10)
Net Pay: =M7-O11

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How it works
The formula to retrieve the employee’s name uses the VLOOKUP function. VLOOKUP takes four arguments:
lookup value, lookup range, column, and match. VLOOKUP searches down the first column of the lookup range
until it finds the lookup value. When the lookup value is found, VLOOKUP returns the value in the column
identified by the column argument. In this case, the column argument is 2, and VLOOKUP returns the employee’s
name from the second column.
All of the VLOOKUP functions in this example have FALSE as the final argument. A FALSE in the match argument
tells VLOOKUP to return a value only if it finds an exact match. If it doesn’t find an exact match, VLOOKUP returns
N/A#. Formula 60, later in this chapter, shows an example of using TRUE to get an approximate match.
Looking Up an Exact Value Based on Any Lookup Column
Not all tables have the value you want to look up in the leftmost column. Fortunately, Excel provides some
functions for returning values that are to the left of the value you’re looking up. Figure shows a list of cities and
states where the stores are. You want to return the city and store number when the user selects the state from a
drop-down box.
City: =INDEX(B3:D25,MATCH(G4,C3:C25,FALSE),1)
Store: =INDEX(B3:D25,MATCH(G4,C3:C25,FALSE),3)
How it works
The INDEX function returns the value from a particular row and column of a range. In this case, you pass it your
table of stores, a row argument in the form of a MATCH function, and a column number. For the City formula, you
want the first column, so the column argument is 1. For the Store formula, you want the third column, so the
column argument is 3.
Unless the range you use starts in A1, the row and column won’t match the row and column in the spreadsheet.
They relate to the top, left cell in the range, not the spreadsheet as a whole. A formula like =INDEX(G2:P10,2,2)
would return H3. The cell H3 is in the second row and the second column of the range G2:P10.

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To get the correct row, you use a MATCH function. The MATCH function returns the position in the list where the
lookup value is found. It has three arguments:
Lookup value: The value you want to find.
Lookup array: The single column or single row to look in.
Match type: For exact matches only, set this argument to FALSE or 0.
The value you want to match is the state in cell G4, and you’re looking for it in the range C3:C25, the list of states.
MATCH looks down the range until it finds "NH". It finds it in the 12th position, so 12 is used by INDEX as the row
argument.
With MATCH computed, INDEX now has all it needs to return the right value. It goes to the 12th row of the range
and either gets the value from the first column (for City) or the third column (for Store #).
Looking Up Values Horizontally
If the data is structured in such a way that your lookup value is in the top row rather than the first column and
you want to look down the rows for data rather than across the columns, Excel has a function just for you.
Figure shows a table of cities and their temperatures. The user will select a city from a drop-down box, and you
want to return the temperate to the cell just below it.
=HLOOKUP(C5,C2:L3,2,FALSE)
How it works
The HLOOKUP function has the same arguments as VLOOKUP. The H in HLOOKUP stands for horizontal, and the
V in VLOOKUP stands for vertical. Instead of looking down the first column for the lookup_value argument,
HLOOKUP looks across the first row. When it finds a match, it returns the value from the second row of the
matching column.
Hiding Errors Returned by Lookup Functions
So far, you’ve used FALSE for the last argument of your lookup functions so that you return only exact matches.
When you force a lookup function to return an exact match but it can’t find one, it returns the #N/A error.
The #N/A error is useful in Excel models because it alerts you when a match couldn’t be found. But you may be
using all or a portion of your model for reporting, and #N/A errors are ugly. Excel has functions to see those
errors and return something different.

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Figure shows a list of companies and CEOs. The other list shows CEOs and salaries. A VLOOKUP function is used
to combine the two tables. But you obviously don’t have salary information for all of the CEOs, and you have a lot
of #N/A errors.
=VLOOKUP(C3,$F$3:$G$11,2,FALSE)
In Figure the formula has been changed to use the IFERROR function to return a blank if no information is
available. The IFERROR function is known as an error trapping function because it recognizes, or traps, errors
and provides a way for you to handle them other than simply allowing them to propagate through your formula.
=IFERROR(VLOOKUP(C3,$F$3:$G$11,2,FALSE),"")
How it works
The IFERROR function accepts a value or formula for its first argument and an alternative return value for its
second argument. When the first argument returns an error, the second argument is returned. When the first
argument is not an error, the results of the first argument are returned.

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In this example, you’ve made your alternative return value an empty string (two double quotation marks with
nothing between them). That keeps the report nice and clean. But you could return anything you want, such as
“No info” or 0.
Alternative: The ISNA Function
IFERROR was introduced in Excel 2010. In older versions, you can use the ISNA function to check for errors.
=IF(ISNA(VLOOKUP(C3,$F$3:$G$11,2,FALSE)),"",VLOOKUP(C3,$F$3:$G$11,2,FALSE))
The ISNA function returns TRUE if its argument returns the #N/A error and returns FALSE if it doesn’t. The IF
function checks for the error, returns an empty string if it’s there, or returns the value of the VLOOKUP if it’s not.
The downside to using ISNA is that you have to include the formula twice: once inside ISNA and once for the third
argument of the IF function. This means that Excel has to calculate the same formula twice, and if you have a
calculation-intensive workbook, it will be even slower.
Finding the Closest Match from a List of Banded Values
The VLOOKUP, HLOOKUP, and MATCH functions allow the data to be sorted in any order when you want an exact
match. You set each of their final arguments to FALSE to force an exact match or to return an error.
These functions also work on sorted data for the times you want only an approximate match. Figure shows a
method for calculating income tax withholding. The withholding table doesn’t have every possible value, but it
has bands of values. You first determine which band the employee’s pay falls in, and then you use the information
on that row to compute the withholding:
=VLOOKUP(D15,B3:E10,3,TRUE)+(D15-VLOOKUP(D15,B3:E10,1,TRUE))*VLOOKUP(D15,B3:E10,4,TRUE)
How it works
The formula uses three VLOOKUP functions to get three pieces of data from the table. The final argument for each
VLOOKUP formula is TRUE, indicating you want only an approximate match.
To get a correct result when using a final argument of TRUE, the data in the lookup column must be sorted lowest
to highest. VLOOKUP looks down the first column and stops when the next value is higher than the lookup value.
In that way, it finds the largest value that is not larger than the lookup value. Finding an approximate match with
a lookup function does not find the closest match. Rather, it finds the largest match that’s not larger than the
lookup value even if the next highest value is closer to the lookup value.
If the data in the lookup column isn’t sorted highest to lowest, you may not get an error, but you will likely get an
incorrect result.The lookup functions use a binary searchtofind an approximate match. A binary search basically
starts in the middle of the lookup column and determines whether the match will be in the first half or the second

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half of the values. Then it splits that half in the middle and looks either forward or backward depending on the
middle value. That process is repeated until the result is found. You can see with a binary search that unsorted
values could cause the lookup function to choose the wrong half to look in and return bad data.
Looking Up a Value Based on a Two-Way Matrix
A two-way matrix is a rectangular range of cells. That is, it’s a range with more than one row and more than one
column. In other formulas, you’ve used the INDEX and MATCH combination as an alternative to some of the
lookup functions. However, INDEX and MATCH were made for two-way matrixes.
Figure shows a table of sales figures by region and year. Each row represents a region and each column
represents a year. You want the user to select a region and a year and return the sales figure at the intersection
of that row and column.
=INDEX(C4:F9,MATCH(C13,B4:B9,FALSE),MATCH(C14,C3:F3,FALSE))
How it works
By now, you’re no doubt familiar with INDEX and MATCH. Unlike other formulas, you’re using two MATCH
functions within the INDEX function. The second MATCH function returns the column argument of INDEX as
opposed to hardcoding a column number.
Recall that MATCH returns the position in a list of the matched value. In Figure the North region is matched, so
MATCH returns 3 because it’s the third item in the list. That becomes the row argument for INDEX. The year 2011
is matched across the header row, and because 2011 is the second item, MATCH returns 2. INDEX then takes the
2 and 3 returned by the MATCH functions to return the proper value.

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12.COMMON BUSINESS AND FINANCIAL FORMULAS
Spreadsheets got their start in the accounting and finance departments back when it was all done with paper and
pencil. And even though Excel has grown far beyond a simple electronic ledger sheet, that ledger sheet is still a
required tool in business. In this chapter, you look at some formulas commonly used in accounting, finance, and
other areas of businesses.
Creating a Loan Payment Calculator
You can use the Excel PMT worksheet function to calculate your monthly payment on a loan. You can hard-code
the values, such as the loan amount and interest rate, into the function’s arguments, but by entering those values
in cells and using the cells as the arguments, you can easily change the values to see how the payment changes.
Figure shows a simple payment calculator. The user enters values in C2:C4 and the payment is calculated in C6
with the following:
=PMT(C3/12,C4*12,C2,0,0)
How it works
The PMT function takes three required arguments and one optional argument:
• rate (required): The rate argument is the annual nominal interest rate divided by the number of
compounding periods in a year. In this example, the interest compounds monthly, so the interest rate in
C3 is divided by 12.
• nper (required): The nper argument is the number of payments that will be made over the life of the
loan. Because your user input asks for years and the payments are monthly, the number of years in C4
is multiplied by 12.
• pv (required): The pv argument, or present value, is the amount being borrowed. Excel’s loan functions,
of which PMT is one, work on a cash flow basis. When you think about present value and payments as
cash inflows and outflows, it’s easier to understand when the value should be positive or negative. In
this example, the bank is loaning you $215,000, which is a cash inflow and thus positive. The result of
the PMT function is a negative because the payments will be cash outflows.
If you want the PMT function to return a positive value, you can change the pv argument to a negative number.
That’s like calculating the payment from the bank’s perspective: The loan is a cash outflow and the payments are
cash inflows.
The most common mistake in financial formulas is a mismatch between compounding periods and payment
frequency. In this example, the rate is divided by 12 to make it a monthly rate and the nper is multiplied by 12 to
make it a monthly payment. Both arguments are converted to monthly, so they match and you get the correct
result. If you forgot to divide the rate by 12, Excel would think you were entering a monthly rate, and the payment
would be way too high. Similarly, if you entered years for the nper and a monthly rate, Excel would think you
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Calculating Present Value
The time value of money (TVM) is an important concept in accounting and finance. The idea is that a dollar today
is worth less than the same dollar tomorrow. The difference in the two values is the income you can create with
that dollar. The income may be interest from a savings account or the return on an investment.
Excel provides several functions for dealing with TVM, such as the PV function for calculating the present value.
In its simplest form, PV discounts a future value amount by a discount rate to arrive at the present value. If I
promise to pay you $10,000 one year from now, how much would you take today instead of waiting? The
following formula and Figure 7-19 show how you would calculate that amount:
=PV(C4,C3,0,-C2)
How it works
The present value calculator in Figure suggests that you would take $9,434 now instead of $10,000 a year from
now. If you took the $9,434 and were able to earn 6 percent over the next year, you would have $10,000 at the
end of the year.
The PV function accepts five arguments:
• rate: Also known as the discount rate, the rate argument is the return you think you could make on your
money over the discount period. It is the biggest factor in determining the present value and can also be
the hardest to determine. If you’re conservative, you might pick a lower rate — something you’re sure
you can achieve. If you were to use the money to pay off a loan with a fixed rate, the discount rate would
be easy to determine.
• nper: The nper is the period of time to discount the future value. In this example, the nper is 1 year and
is entered in cell C3. The rate and the period must be in the same units. That is, if you enter an annual
rate, nper must be expressed as years. If you use a monthly rate, nper must be expressed as months.
• pmt: The pmt argument is the regular payments received over the discount period. When there is only
one payment, as in this example, that amount is the future value and the payment amount is zero. The
pmt must also the match the nper argument. If your nper is 10 and you enter any nonzero pmt, PV
assumes that you’ll get that payment amount 10 times over the discount period. The next example shows
a present value calculation with payments.
• fv: The future value amount is the amount you will receive at the end of the discount period. Excel’s
financial function works on a cash flow basis. That means the future value and present value have
opposite signs. For this example, the future value was made negative so the formula result would return
a positive number.
• type: The type argument can be 0 if the payments are received at the end of the period or 1 if the
payments are received at the beginning of the period. The type argument has no effect on this example
because the payment amount is zero. The type argument can be omitted, in which case it is assumed to
be 0.
Calculating Net Present Value
The PV function from Formula 79 can calculate the present value of future cash flows if all the cash flows are the
same. But sometimes that’s not the case. The NPV (net present value) function is the Excel solution to calculating
the present value of uneven future cash flows.

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Suppose that someone wanted you to invest $30,000 in a new business. In exchange for your investment, you
would be entitled to an annual dividend over the next seven years. The estimated amounts of those dividends
are shown in the schedule in Figure. Further suppose that you would like to earn an 8 percent return on your
money.
To determine whether this investment is worth your while, you can use the following NPV function to calculate
the net present value of that investment:
=NPV(C2,C5:C11)
How it works
NPV discounts each cash flow separately based on the rate, just as PV value does. Unlike PV, however, NPV
accepts a range of future cash flows rather than just a single payment amount. NPV doesn’t have an nper
argument because the number of values in the range determines the number of future cash flows.
Although the payments can be for different amounts, they are still assumed to be at regular intervals (one year,
in this example). Also, as with the other TVM functions in this chapter, the rate period must be consistent with
the payment period. In this example, the 8 percent return you’d like is an annual return and the payments are
annual, so they match. If you were getting a quarterly dividend, you would have to adjust the rate to a quarterly
return.
The NPV for these cash flows calculates to $33,068. Because the required investment to get those cash flows,
$30,000, is less than the NPV (and assuming that the estimates are correct), these would be good investments. In
fact, this data shows that you would make something more than the 8 percent return you wanted.
Calculating an Internal Rate of Return
You calculate the net present value of future expected cash flows and compare it to the initial investment amount.
Because the net present value was greater than the initial investment, you knew the rate of return would be
greater than the desired rate. But what is the actual rate of return?
You can use the Excel IRR function to calculate the internal rate of return of future cash flows. IRR is very closely
related to NPV. IRR computes the rate of return that causes the NP of those same cash flows to be exactly zero.
For IRR, you have to structure the data a little differently. You have to have at least one positive and one negative
cash flow in the values range. If you have all positive values, that means you invest nothing and only receive
money. That would be a great investment, but it’s not very realistic. Typically, the cash outflows are at the
beginning of the investment period and the cash inflows are at the end. But it’s not always that way, as long as
there is at least one inflow and one outflow.

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Figure shows the same dividend schedule as Formula 80, but you have to include the initial investment for IRR
to work. You add the first row to show the initial $30,000 investment. The following IRR formula shows that the
investment return is 10.53 percent.
=IRR(C3:C10,0.08)
How it works
The first argument for IRR is the range of cash flows. The second argument is a guess of what the internal rate of
return will be. If you don’t supply a guess, Excel uses 10 percent as the guess argument. IRR works by calculating
the present value of each cash flow based on the guessed rate. If the sum of those present value calculations is
greater than zero, it reduces the rate and tries again. Excel keeps iterating through rates and summing present
values until the sum is zero. When the present values sum to zero, it returns that rate.

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13.COMMON STATISTICAL ANALYSES
Excel is an excellent tool for performing statistical analysis, in part because of the many statistical functions it
provides.
Getting the Largest or Smallest Value
Two of the simplest properties of a data set are the largest and the smallest values, also known as the maximum
and minimum, respectively. You can use the maximum and minimum to help you grasp the range of the data set.
Figure shows the average low temperature by month for the city of Marietta, Georgia. For this example, you want
to determine which months have the highest and lowest average temperature. The first formula will find the
maximum average low temperature.
=MAX(C3:C14)
The next formula will return the month that corresponds to the temperature found in the previous formula.
=INDEX(B3:B14,MATCH(E5,C3:C14,FALSE),1)
How it Works
Excel provides two functions for finding the largest and smallest values from a range: MAX and MIN. Both
formulas accept up to 255 arguments. Your data is in C3:C14 and that is the range passed into MAX and MIN.
MAX returns 70, the largest value in the range, and MIN returns 33, the smallest.
Getting the Nth Largest or Smallest Value
The MIN and MAX functions are great for finding the largest and smallest values. But sometimes you need to find
the second largest or the fifth smallest value.
For this example, Figure shows the results of a bowling tournament. The bowlers are sorted alphabetically by
name, which makes seeing who the winners are difficult. You want to identify the first through third-place
bowlers and their scores. This formula returns the third largest value from the list of scores:
=LARGE($C$3:$C$14,ROW(A3))
The formula to find the bowler’s name uses INDEX and MATCH, similarly to Formula 85:
=INDEX($B$3:$B$14,MATCH(F5,$C$3:$C$14,FALSE),1)

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How it works
The LARGE and SMALL functions are used to find the Nth largest and smallest values in a list. As with the MAX
function, you pass a range of values into LARGE. But LARGE has another argument for the “N” in the Nth largest
value.
In cell F3, you use ROW(A1) to determine N. The ROW function returns the row for the cell passed to it — row 1
in this case. You could simply pass the number 1 to the LARGE function, but by using ROW(A1), you can copy this
formula down to increase the row. The A1 reference is relative, and when the formula is copied to cell F4, it
becomes ROW(A2). That returns 2 and the LARGE function in F4 then returns the second-largest value.
Alternative – The Rank function
Another way to determine the Nth largest or smallest number is the RANK function. The RANK function takes
three arguments: the number to be ranked; the list of all the numbers; and the sort order.
Figure shows another result of a competition, but this time, the lowest time is the winner. It also includes another
column to rank each result, and that formula is the following:
=RANK(C3,$C$3:$C$14,1)
To determine the rank of Gianna Ruiz, you pass into RANK the time in C3, the total list of times in C3:C14, and the
order. The order is 1 in this example because you want the lowest number to have rank 1. If you wanted the
highest number to be ranked 1, the final argument would be 0.

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In contrast to LARGE and SMALL, which return the actual values, RANK returns the position of the value in the
list if the list is sorted according to the last argument. To get the actual values, you need to use INDEX and MATCH
just as you did for the names. The formula in cell G3 to return the time of the first-place competitor is as follows:
=INDEX($C$3:$C$14,MATCH(ROW(A1),$D$3:$D$14,FALSE),1)
Calculating Mean, Median, and Mode
When people refer to the “average,” they are usually referring to the arithmetic mean: the sum of the values
divided by the count of the values. You can calculate two other averages in Excel: median and mode.
Figure shows a list of 20 students and their grades on an assignment. You want to analyze the grades by finding
the mean, median, and mode and draw conclusions from the results. The three formulas that follow calculate the
arithmetic mean, median, and mode for the data shown in Figure:
=AVERAGE(C3:C22)
=MEDIAN(C3:C22)
=MODE(C3:C22)
How it works
You can see from Figure 8-11 that the mean is 85.1, the median is 90.5, and the mode is 93.0. The mean is
computed using the AVERAGE function, which sums all the values in the range and divides by the number of
values. How the median and mode compare to the average may provide some insights into the data.
The median is computed using the aptly named MEDIAN function. If all the grades are listed in order, MEDIAN
returns the value that’s right in the middle. Because you have an even number of grades, no exact middle value
exists. In that case, MEDIAN returns the mean of the two values closest to the middle. Figure shows that 90 and
91 are the two grades closest to the middle.
A big difference between the AVERAGE and the MEDIAN indicates that the grades are not evenly distributed
through the population. In this case, there appears to be a large gap between the higher-scoring students and the
lower-scoring students. In other cases, one unusually large or small number may just be what affects the
AVERAGE but not the MEDIAN.
The mode is calculated using the MODE function. MODE returns the grade that appears most frequently. You can
see that 93 occurs four times — the most of any grade. If all the values appear an equal number of times, MODE
returns #N/A. If more than one grade appears the same number of times, MODE returns the first one it finds.

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CHAPTER 7
COLLABORATE AND PROTECT DATA
AT A GLANCE
You and your colleagues can enhance the Excel workbook data
you share by adding comments that offer insight into the
information the data represents. Ifthe workbook in whichthose
projections and comments are stored is available on a network
or an intranet, you can allow more than one user to access the
workbook at a time by turning on workbook sharing, and you
can track changes.
If you prefer to limit the number ofcolleagueswho can view and
edit your workbooks, you can add password protection to a
workbook, worksheet, cell range, or even an individual cell. You
can also hide formulas used to calculate values. If you work in
an environment in which you exchange files frequently, you can
use a digital signature to help verify that your workbooks and
any macros they contain are from a trusted source. This chapter
guides you through managing comments in workbook cells,
tracking and managing colleagues’ changes, adding protection
to workbooks and worksheets, finalizing and authenticating
workbooks
IN THIS CHAPTER:
AT A GLANCE
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1. SHARE WORKBOOKS
If you want several users to be able to edit a workbook simultaneously, you must turn on workbook sharing.
Workbook sharing works well for businesses where multiple users might require access to a file at the same
time. When you share a workbook, you can set the sharing options to maintain a change history and manage
which changes take priority.
There are two main ways to share a workbook with your colleagues: you can make it available over your
organization’s network, or you can send a copy of the file to your colleagues via email. Every organization’s
network is different, so you should check with your network administrators to determine the best way to share
a file. Although the specific command to attach a file to an email message is different in every email app, the most
common method of attaching a file is to create a new email message and then click the Attach button, as in
Microsoft Outlook.
To share a workbook
1. On the Review tab of the ribbon, in the Changes group, click Share Workbook.
2. On the Editing tab of the Share Workbook dialog box, select the Allow changes by more than one user at
the same time check box.
3. Change the settings on the Advanced tab of the Share Workbook dialog box to do any of the following:
• Control how long the change history is maintained.
• Indicate when to update changes.
• Indicate how to handle conflicting changes.
• Include print settings or personal settings in each user’s personal view of the workbook.
4. Click OK to close the Share Workbook dialog box.
5. In the confirmation dialog box that appears, click OK to save and share the workbook.
To require a password to turn off change tracking
1. In the Changes group, click Protect and Share Workbook.
2. In the Protect Shared Workbook dialog box, select the Sharing with track changes check box.
3. In the Password box, enter a password.
4. Click OK.

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5. In the Confirm Password dialog box, re-enter the password and click OK.
6. Click OK to verify that you want to save the workbook.
To unprotect a shared workbook
1. In the Changes group, click Unprotect Shared Workbook.
2. In the Unprotect Sharing dialog box, enter the password.
3. Click OK.
4. In the message box that appears, click Yes to remove the password.
To end workbook sharing
1. In the Changes group, click Share Workbook.
2. On the Editing tab of the Share Workbook dialog box, clear the Allow changes by more than one user at
the same time check box.
3. Click OK.
4. In the message box that appears, click Yes to remove the workbook from shared use, erase the change
history, and prevent other users who are currently editing the workbook from saving their changes.
To send a workbook as an email attachment from within Excel by using Outlook Important
You must have Outlook configured on your system to follow this procedure.
1. Display the Backstage view, and then click Share.
2. Click Email.
3. Click Send as Attachment.
4. Create and send the message in Outlook.

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2. SAVE WORKBOOKS FOR ELECTRONIC DISTRIBUTION
Even though most businesses use Excel, there might be times when you want to distribute a copy of your data in
a file other than an Excel workbook. You can create a read-only copy of a workbook for electronic distribution by
saving it as a PDF or XML Paper Specification (XPS) file.
Publishing your workbook as a PDF or XPS document gives your colleagues the information they need to make
decisions in an easily readable format that also preserves the integrity of your data.
To export a workbook as a PDF or XPS file
1. Display the Backstage view, and then click Export.
2. If necessary, click Create PDF/XPS Document, and then click Create PDF/XPS.
3. In the Publish as PDF or XPS dialog box, in the File name box, enter a name for the file.
4. Click the Save as type arrow and select the target file type.
5. Use the navigation tools to display the folder to which you want to export the file.
6. Set the output options you want to apply to the file, choosing either to publish it at standard size, which
is appropriate for publishing online or by printing, or to minimize file size for online-only publishing.
7. Click Publish.

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3. MANAGE COMMENTS
Excel makes it easy for you and your colleagues to insert comments in workbook cells, adding insights that go
beyond the cell data. When you add a comment to a cell, a flag appears in the upper-right corner of the cell. When
you point to a cell that contains a comment, the comment appears in a box next to the cell, along with the user
name of the user who was logged on to the computer on which the comment was created.
Normally, Excel only displays a cell’s comment when you point to the cell. You can change that behavior to display
an individual comment or to show all comments within a worksheet. If you want to edit a comment, you can do
so, or you can delete a comment from your workbook.
You can control whether a cell displays just the comment indicator or the indicator and the comment itself. Also,
if you’ve just begun to review a worksheet, you can display all of the comments on the sheet or move through
them one at a time.
To add a comment to a cell
1. Click the cell where you want to add a comment.
2. On the Review tab of the ribbon, in the Comments group, click New Comment.
Or
Right-click the cell, and then click Insert Comment.
3. In the comment box that appears, enter a comment.
4. Click away from the cell to close the comment box.
To display a comment
1. Point to the cell that contains the comment.
To show or hide a comment
1. Click the cell that contains the comment.
2. In the Comments group, click Show/Hide Comment.
Or
Right-click the cell, and then click Show/Hide Comments.
To edit a comment
2. In the Comments group, click Edit Comment.

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Or
Right-click the cell, and then click Edit Comment.
3. In the comment box that appears, edit the text of the comment.
4. Click away from the cell to close the comment box.
To delete a comment
2. In the Comments group, click Delete.
Or
Right-click the cell, and then click Delete Comment.
To change how Excel indicates that a cell contains a comment
1. Display the Backstage view, and then click Options.
2. In the Excel Options dialog box, click Advanced.
3. In the Display section of the Advanced page, select one of the three available comment display options:
• No comments or indicators
• Indicators only, and comments on hover
• Comments and indicators
To display or hide all comments
1. In the Comments group, click Show All Comments.
To move through worksheet comments
1. In the Comments group, do either of the following:
• Click Previous to display the previous comment.
• Click Next to display the next comment.

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4. TRACK AND MANAGE COLLEAGUES’ CHANGES
Whenever you collaborate with your colleagues to produce or edit a document, you should consider tracking the
changes each user makes. When you turn on change tracking, any changes made to the workbook are highlighted
in a color assigned to the user who made the changes. One benefit of tracking changes is that if you have a
question about a change, you can quickly identify who made the change and verify that it is correct.
You can use the commands in the Highlight Changes dialog box to choose which changes to track. Most commonly
you will have Excel track all changes, but you can also specify a time frame, users, or areas of the workbook to
limit which changes are highlighted. Each user’s changes are displayed in a unique color. When you point to a
cell that contains a change, the date and time when the change was made and the name of the user who made it
appear as a ScreenTip.
After you and your colleagues finish modifying a workbook, anyone with permission to open the workbook can
decide which changes to accept and which changes to reject. You can select which changes to review and then
accept or reject individual changes.
To turn on change tracking
1. On the Review tab, in the Changes group, click Track Changes, and then click Highlight Changes.
2. Select the Track changes while editing check box.
3. Use the When, Who, and Where boxes to specify which changes to track.
4. Click OK.
5. In the confirmation dialog box that appears, click OK to save the workbook and start tracking changes.

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To accept and reject changes
1. With change tracking turned on, click Track Changes, and then click Accept/Reject Changes.
2. In the confirmation dialog box that appears, click OK to save the workbook and continue.
3. In the Select Changes to Accept or Reject dialog box, specify which changes to review.
4. Click OK.
5. In the Accept or Reject Changes dialog box, perform any of these actions:
• Click Accept to accept the current change.
• Click Reject to reject the current change.
• Click Accept All to accept all changes.
• Click Reject All to reject all changes.
• Click Close to stop reviewing changes and close the dialog box.
To turn off change tracking
1. Click Track Changes, and then click Highlight Changes.
2. Clear the Track changes while editing check box.
3. Click OK.
4. In the confirmation dialog box that appears, click Yes to stop tracking changes and remove the workbook
from shared use.

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5. ADD PROTECTION TO WORKBOOKS AND WORKSHEETS
An important part of sharing files, is ensuring that only those users you want to have access to the files can open
or modify them. You can limit access to your workbooks or elements within workbooks by setting passwords.
When you set a password for an Excel workbook, any users who want to access the protected workbook must
enter the workbook’s password in a dialog box that opens when they try to open the file. If users don’t know the
password, they cannot open the workbook.
To remove the passwords from a workbook, repeat these steps, but delete the passwords rather than setting
them.
If you want to allow anyone to open a workbook but want to prevent unauthorized users from editing a
worksheet, you can protect an individual worksheet. You can also set a password that a user must type in before
protection can be turned off, and choose which elements of the worksheet a user can change while protection is
turned on.
The check box at the top of the list of allowed actions in the Protect Sheet dialog box mentions locked cells. A
locked cell is a cell that can’t be changed when worksheet protection is turned on. You can lock or unlock a cell
by changing the cell’s formatting.
When worksheet protection is turned on, selecting the Locked check box prevents unauthorized users from
changing the contents or formatting of the locked cell, whereas selecting the Hidden check box hides the formulas
in the cell. You might want to hide the formula in a cell if you draw sensitive data, such as customer contact
information, from another workbook and don’t want casual users to see the name of the workbook in a formula.

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Finally, you can password-protect a cell range. For example, you might want to let users enter values in most
worksheet cells but also want to protect the cells with formulas that perform calculations based on those values.
To require a password to open a workbook
1. Display the Backstage view, and then click Info.
2. Click Protect Workbook, and then click Encrypt with Password.
3. In the Encrypt Document dialog box, enter a password for the file.
4. Click OK.
5. In the Confirm Password dialog box, re-enter the password, and then click OK.
To remove a password from a workbook
1. Open the password-protected workbook.
2. On the Info page of the Backstage view, click Protect Workbook, and then click Encrypt with Password.
3. In the Encrypt Document dialog box, delete the existing password.
4. Click OK.
To require a password to change workbook structure
1. On the Review tab of the ribbon, in the Changes group, click Protect Workbook.
2. In the Protect Structure and Windows dialog box, enter a password for the workbook.
3. Click OK.
4. In the Confirm Password dialog box, re-enter the password.
5. Click OK.
To remove a password that protects a workbook’s structure
1. Click Protect Workbook.
2. In the Unprotect Workbook dialog box, enter the workbook’s password.
3. Click OK.
To protect a worksheet by setting a password
1. In the Changes group, click Protect Sheet.
2. In the Protect Sheet dialog box, enter a password in the Password to unprotect sheet box.
3. Select the check boxes next to the actions you want to allow users to perform.
4. Click OK.
6. Click OK.

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To remove a worksheet password
1. In the Changes group, click Unprotect Sheet.
2. In the Unprotect Sheet dialog box, enter the worksheet’s password.
3. Click OK.
To lock a cell to prevent editing
1. Right-click the cell you want to lock, and then click Format Cells.
2. In the Format Cells dialog box, click the Protection tab.
3. Select the Locked check box.
4. Click OK.
To hide cell formulas
1. Right-click the cell you want to lock, and then click Format Cells.
2. Click the Protection tab.
3. Select the Hidden check box.
4. Click OK.
To restrict editing of a cell range by using a password
1. In the Changes group, click Allow Users to Edit Ranges.
2. In the Allow Users to Edit Ranges dialog box, click New.
3. In the New Range dialog box, in the Title box, enter a title for the range.
4. Click in the Refers to cells box and select the cell range you want to affect.
5. In the Range password box, enter the password for the range.
6. Click OK.
8. Click OK.
9. Repeat steps 2 through 8 to protect another cell range.
10. Click OK.

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To remove a cell range password
1. Click Allow Users to Edit Ranges.
2. In the Allow Users to Edit Ranges dialog box, click the range you want to edit.
3. Click Delete.
4. Click OK.

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6. FINALIZE WORKBOOKS
Distributing a workbook to other users carries many risks, not the least of which is the possibility that the
workbook might contain private information you don’t want to share with users outside your organization. With
Excel, you can inspect a workbook for information you might not want to distribute to other people, and create
a read-only final version that prevents other people from making changes to the workbook content.
By using the Document Inspector, you can quickly locate comments and annotations, document properties and
personal information, custom XML data, headers and footers, hidden rows and columns, hidden worksheets, and
invisible content. You can then easily remove any hidden or personal information that the Document Inspector
finds.
The Document Inspector checks your document for every category of information that is selected in the list.
When the Document Inspector displays its results, you can select which pieces of personally identifiable
information you want to remove. When you’re done making changes to a workbook, you can mark it as final.
Marking a workbook as final sets the status property to Final and turns off data entry and editing commands. If
you later decide that you want to make more changes, you can do so, save your changes, and mark the worksheet
final again.
To remove personally identifiable information from a workbook
1. Press Ctrl+S to save the workbook.
2. Display the Backstage view and, if necessary, click Info.
3. Click Check for Issues, and then click Inspect Document.
4. Select the check box next to each category of information you want the Document Inspector to look for.
5. Click Inspect.
6. In the results list, click the Remove All button next to any category of information you want to remove.
7. If necessary, click Reinspect and then click Inspect to ensure that no personal information remains in
the file.
8. Click Close.

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To mark a workbook as final
1. Press Ctrl+S to save the workbook.
2. On the Info page of the Backstage view, click Protect Workbook, and then click Mark as Final.
3. In the confirmation dialog box that appears, click OK.
4. In the informational dialog box that appears, click OK.

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CHAPTER 8
FORMATTING DOCUMENS
AT A GLANCE
Documents contain text that conveys information to readers,
but the appearance of the document content also conveys a
message. You can provide structure and meaning by formatting
the text in various ways. Word provides a variety of simple-to-
use tools that you can use to apply sophisticated formatting and
create a navigational structure.
This chapter guides you through procedures related to applying
character and paragraph formatting, structuring content
manually, creating and modifying lists, applying styles to text,
and changing a document’s theme
IN THIS CHAPTER:
AT A GLANCE
SPOTLIGHT
1. Introduction to Microsoft Word
2016
2. Apply page formatting
3. Page numbers, Headers and
footers
4. Page breaks and section breaks
5. Apply paragraph formatting
6. Apply character formatting
7. Create and modify lists
8. Apply built-in styles to text
9. Manage outline levels
10. Change the document theme

CHAPTER 8: FORMATTING DOCUMENS HANDS ON COURSE
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1. INTRODUCTION TO MICROSOFT WORD 2016
Microsoft Word 2016 is the official word processor tool of the Microsoft Office 2016 suite. It seems nowadays
that nearly every office and boardroom employs Microsoft Word if not daily then certainly frequently, whether
for preparing letters to clients, invoices or reports
Some of you may already have encountered Microsoft Word at some stage of their lives whether preparing their
own reports, letters, and CVs or receiving work from their lecturers who have used Microsoft Word in preparing
hand-outs and exercises.
The sections of the study text covering Microsoft Word will therefore be for some a revision tool with perhaps a
small element of new functionality encountered, whereas for others it will represent a whole new subject area.
Practical uses for Microsoft Word
Microsoft Word’s substantial power and flexibility make it a useful tool for both personal and business use. It can
be used to create both simple and complex documents with the ability to add numerous types of graphics such
as pictures, charts and tables.
Some examples of how it is used include:
Use Comment
Write a business plan Business plans are commonly used when a business is looking to attract new funding
and investment. They might be aimed for example at banks or potential new major
shareholders.
Prepare a CV or job
profile
Applicants for a new job will often use Word to prepare their CV. Within organisations
Word is commonly used to draft job profiles.
Write a letter Whether it’s formal business letters or something much less formal, Word is a great
tool for assisting you in writing an impressively presented letter.
Compose a client
report
Similar to a business plan, Word’s many formatting features and ability to integrate
graphics and illustrations mean it is perfect for composing a client report.
Prepare a meeting
agenda
Lists and numbered bullet points can be mixed with tables to prepare clear, concise
and logical meeting agendas.
Create business
cards and labels
The power of Microsoft Word can be matchedto the increasing sophistication of home
and business printing to enable users to create professional looking business cards
and address labels quickly and efficiently.
Issue certificates The numerous templates and style features mean that Word is useful for preparing
certificates, whether for safety compliance, completion of a course, high achievement
or certification of authenticity.
Write minutes of a
meeting
Subsequent to having prepared meeting agendas, Word can also be used in the follow-
up to a meeting for writing-up notes (minutes) from the meeting highlighting points
discussed and actions agreed.
Generate customer
statements and
invoices
Word can be used to generate clear and effective customer invoices and monthly
statements.

HANDS ON COURSE CHAPTER 8: FORMATTING DOCUMENS
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2. APPLY PAGE FORMATTING
Add a blank page
• Click in the document where you want to add a blank page.
Note that the newly inserted page will appear immediatelybefore the cursor location, so for example
if your cursor was at the start of the document a new blank page would be inserted at the start.
• Click Blank Page in the Pages group on the Insert tab
Remember that page breaks will be visible when the paragraph markers are visible – Click
Show/Hide in the Paragraph group on the Home tab.
Delete a page
To delete a blank page:
• Ensure ‘non-print’ characters (such as tab and page-break) are visible. If they are not click
• Delete the “page break” marking at the end of the blank page.
To delete a non-blank page (i.e. a page that has some contents such as text, diagrams or tables:
• Click anywhere in the page you wish to delete
• Click the Find drop-down in the Editing group on the Home tab
• Select Go To
1. Click to show non-
print characters
2. Click the page break
with the cursor then
press delete
1. Click where to
add a page
2. Click

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• Type page in the Enterpage number box thenclick Go To.This will select the full content of the current
page.
• Click Close then press the DELETE key
6. The page of
content to be
deleted is now
selected.
Press the DELETE
key
3. Type “page”
4. Go To 5. Close
1. Click anywhere on
the page to delete
2. Find….Go To..

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Add a cover page
Microsoft Word incorporates an excellent gallery of pre-designed cover pages that can used with as little or much
customization as desired. Simply add a cover page then replace the sample text with your own.
To add a cover page:
• Click Cover Page in the Pages group on the Insert tab
• Select a cover page layout from the gallery of options then click to insert it
Note that if you insert an alternative Cover Page the previous Cover Page will be replaced.
Result: Cover page has
been inserted. Replace the
text with your own
customized text
1. Click
2. Click a cover
page to insert it
– e.g. Austin
design
Result: Page was
deleted

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Delete a cover page
To delete a cover page:
• Click Remove Current Cover Page under Cover Page in the Pages group on the Insert tab
Click to remove
cover page

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3. PAGE NUMBERS, HEADERS AND FOOTERS
Adding headers and footers
Adding headers and footers from the gallery
Microsoft Word includes a suite of pre-defined headers and footers that can be easily and quickly inserted. These
can then be customized to your particular requirements.
To add a header or footer from the gallery:
• Click Header or Footer in the Header & Footer group on the Insert tab
• Select a style from the various drop-down options then click to insert
• Press ESCAPE to return to the document
2. Select a style from the
drop-down options e.g.
Pinstripes
1. Click Header or Footer in
the Header & Footer group on
the Insert tab

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Customizing headers and footers
You can customize headers and footers as follows:
• Enter the header or footer by double-clicking somewhere in the header or footer area. This will activate
the Header & Footer Tools tab. Note that the Header & Footer Tools tab is only visible when a header
or footer is selected for editing.
• You can then edit the header or footer just like you would edit any other part of the document - for
example using the bold, underline and shading formatting available on the Home tab. The Header &
Footer Tools tab offers additional functionality for quickly adding items such as page numbers, dates &
times, pictures and Clip Art.
3. Some styles require
tailoring e.g. type in the
document title. When
finished press ESCAPE to
return to the document.
1. Double-click into
the header or footer
to activate the Header
& Footer Tools
Result: New tool-bar
has been activated
Result: Header has
been inserted

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Adding page numbers
Microsoft Word offers a range of page number formats that can easily be inserted into a document. Page numbers
can be inserted into a header, footer or the current location (i.e. where the cursor currently sits).
To add page numbers:
• Click Page Number in the Header & Footer group on the Insert tab
• Select a location and style from the various drop-down options then click to insert
If you inserted a page number into either a header or footer then to return to the body of the document either:
• Click Close Header and Footer on the Design tab under Header & Footer Tools; or
• Press the ESCAPE key
2. Use the Header & Footer Tools
plus regular editing facilities. In
this example we’ve added
date/time and a graphic. Press
ESCAPE to return to the document.
1. Click
2. Select a location E.g. top
of page, bottom of page

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Removing page numbers, headers and footers
To remove page numbers, headers or footers:
• Double-click the page number, header or footer containing the item(s) you wish to delete
• Select the relevant text then press the DELETE key
1. Double-click then
highlight the header
or footer you wish to
delete.
2. Use the DELETE
as appropriate.
Press ESCAPE to
return to the
document.
2. Select a location E.g. left,
right or centered
Result: Page numbering is
added in the selected
format. To return to the
document from the header
section press ESCAPE

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Result: Header
has been deleted

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4. PAGE BREAKS AND SECTION BREAKS
Page breaks
Insert a page break
When creating a document Word automatically inserts page breaks at the end of each page. You can change the
default Word rules so that automatic page breaks are placed where you want them. You can also insert manual
page breaks.
To insert a manual page break:
• Click where you want to insert a page break. The character immediately to the right of the cursor will
become the first character on the new page.
• Click Page Break in the Pages group on the Insert tab
• Page Break can be inserted using shortcut key Ctrl+Enter. Page break will be inserted at the cursor
position.
2. Click Page Break
1. Click where you want to
start a new page
Result: Blank
page has been
inserted

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Change Word’s default auto-page break rules
Accountants are typically involved in a broad variety of activities throughout their careers during which they will
encounter a huge array of reports, presentations and other documents. Many of these documents will be more
than a few pages long and potentially some might stretch into the hundreds of pages.
Customizing Word’s default auto-page break rules can substantially reduce subsequent editing time adjusting
default page-breaks.
Page break rules can be customized using the Line and Page Breaks tab in the Paragraph Dialog Box on the
Line and Layout tab to achieve the following effects:
Option Effect
Keep lines together Prevent page breaks in the middle of a paragraph
Keep with next Prevent page breaks between paragraphs to keep the selected paragraphs together
on a single page
Page break before Insert a page break before the selected paragraph
Widow/Orphan
control
Professional documents never end a page with just one line of a new paragraph (an
orphan) or start a page with just the last line of the previous paragraph (a widow).
Widow/Orphan control prevents widows and orphans within the selected
paragraphs.
1. Click to launch the
Paragraph dialog box
2. Change pagination
settings on the ‘Line
and Page Breaks’ tab
Preview screen
3. Click OK

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Removing a page break
You cannot remove page-breaks that Word inserts automatically. However, you can remove a page break that
has been inserted manually.
To remove a manually inserted page-break:
• Locate the manually inserted page-break then delete by pressing DELETE
Section breaks
Insert a section break
To insert a section break:
• Click the Breaks drop-down arrow in the Page Setup group on the Layout tab
• Click the relevant section break that you want to add from the below options.
Option Effect
Next page Insert section break and start next section on the next page
Continuous Insert section break and start next section on the same page
Even page Insert section break and start next section on the next even-numbered page
Odd page Insert section break and start next section on the next odd-numbered page
2. Locate the page-break for
deletion. Press DELETE to
remove it.
1. Ensure ‘non-print’
characters are visible

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Removing a section break
To remove a section break:
• Locate the section-break then delete by pressing DELETE
1. Click
2. Click the type of
section break you want
e.g. Continuous
Result: A continuous
section break has been
added. Note how section
breaks are only visible
when non-print
characters are visible.

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Rulers
 Definition: Rulers
Rulers are the horizontal and vertical numbered and measured bars that appear across the top
and the left side of a document. Rulers are used to align items within the document such as
paragraphs and tables by setting indents and tab stops.
Rulers can be switched between visible and invisible by clicking the ‘show ruler’ icon.
Set tab stops
To set tab stops:
• Ensure the ruler is visible. If not then click View Ruler icon at the top of the vertical scroll bar.
• Click the tab selector at the left end of the ruler to select the required tab type. Repeated clicking toggles
between the different types of tabs available. Note that the tab selector also includes two indent options
– first line and indent.
• Click the ruler where you want to set the tab stop.
The different tab selector options available are:
Option Description
Left tab
Sets the start position of text that will run to the right as you type.
Center tab
Sets the position of the middle of the text. Text centres on this position as you
type.
Right tab Sets the right end of the text. As you type, the text moves to the left.
Decimal tab Aligns numbers around a decimal point
First line indent
Sets the position where you want the first line of a paragraph to begin
Hanging indent Sets the position where the second and subsequent lines of text start
Show ruler icon
Vertical
Ruler
Horizontal
Ruler

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Set indentation
Indentation settings are used to establish the left- and right- boundaries for text and graphic presentation.
Indentation settings are shown on the horizontal ruler and can be adjusted for the current selection by clicking
and sliding the indent marker.
There are three indent markers, two of which we have already seen above:
• First line indent
• Hanging indent (note this also incorporates the left indent)
• Right indent
These effects are demonstrated in the below illustrations. Note that the indents have been restricted to the first
paragraph by highlighting the paragraph before then changing the indents.
2. Select the section you
wish to apply indent
changes to
1. Ensure the
horizontal ruler is
visible
First line indent
First line indent

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Page orientation
You can set page orientation as portrait (vertical) or landscape (horizontal) in your document. Page orientation
is applied across the whole document or set on a section basis.
To set the orientation of a particular section of the document:
• Split your document into sections by inserting section breaks
• Click anywhere in the section whose orientation you wish to change
• Click Orientation in the Page Setup group on the Layout tab
• Click Portrait or Landscape as applicable
Note that if you have not inserted any section breaks then the orientation of the whole document will be set
consistently.
Hanging
indent
Hanging indent
Right indent
Right
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Alternative method for setting the orientation of a particular section of the document:
• Select the paragraphs or pages you want to change orientation
• Click Margins in the Page Setup group on the Layout tab
• Click Custom Margins
• Click Portrait or Landscape on the Margins tab
• Click one of the following in the Apply to list:
• Selected section
• Selected text
• Whole document
• Click OK
Note that Microsoft Word will automatically create new sections for orientation change in case of “selected text”
option.
Click
Click anywhere
in the section
whose
orientation you
wish to change
Select Portrait or
Landscape
Result: Portrait
Result: Landscape

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4. Select
portrait or
landscape
Margins
5. Select from the
‘Apply to’ list as
appropriate
6. OK
1. Select
paragraph or page
to change
2. Click Margins
3. Click Custom Margins

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Line numbers
Line numbering can be a critical reference point for professional documents. Being able to refer to specific lines
can be useful when reviewing documents and improve the efficiency of the whole process.
Note that Microsoft Word numbers all lines in a document except tables, footnotes, endnotes, text boxes, headers
and footers.
Add line numbers
To add line numbers:
• Press CTRL + A to select the whole document
• Click Line Numbers in the Page Setup group on the Page Layout tab
• Select one of the following as appropriate:
¯ Continuous
¯ Restart Each Page
¯ Restart Each Section
Result: Selected
paragraph
orientation has
changed

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1. CTRL+A to
select whole
document
2. Click Line
Numbers
3. Select the
appropriate
option e.g.
continuous
Result: Continuous
line numbering has
been added

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Remove line numbers
To remove line numbers:
• Click the paragraph (or section) from which you want to remove line numbering. Alternatively click
CTRL + A to select the whole document
• Click Line Numbers in the Page Setup group on the Page Layout tab
• Select one of the following as appropriate:
¯ To remove line numbers from the entire document or section select None
¯ To remove line numbers from just the current paragraph click Suppress for Current Paragraph
`
Result: Line
numbering has
been removed from
the current
paragraph only
2. Click Line
Numbers
3. Click ‘None’
or ‘Suppress
for Current
Paragraph
1. Click
paragraph (or
section) you
wish to remove
line numbering
from

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Margins
Margins are the empty spaces along the four edges of each page – left, right, top and bottom. Headers and footers
appear in the top and bottom margins respectively.
Text is indented from the left and right margins and pages break on the bottom margin.
Note the difference between a margin and an indent – text is indented from the margin (rather than the edge of
the page). So an indent of zero means that text will start at the edge of the margin.
Other relevant terms include:
• Gutter: The part of the paper that the binding eats into when binding a document.
• Mirror margins: A term used with duplex (double-sided) printing. When printing double-sided the
terms left and right margin are meaningless. More relevant are the terms inside and outside margins.
Inside margins are in the middle of a page spread next to the bindings.
Apply one of Word’s predefined margin settings
Margins can be adjusted to either one of Word’s built-in predefined settings or customized to your own specific
needs.
Tip: Take care when adjusting margins as margins define the ‘useable’ portion of each page. If you change margins
after having entered content such as text, tables and pictures, Microsoft Word will re-position the document content
based on the new margins. This could well change where the auto page-breaks fall and therefore any manual page-
breaks may need revising.
To use one of the pre-defined margin settings:
• Click Margins in the Page Setup group on the Page Layout tab
• Click the margin type that you want to apply
Note that if your document contains multiple sections (rather than the default single section of a new blank
document) the margin settings will only be applied to the current section.
1. Click
2. Select a pre-
defined margin
setting

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Customize margin settings
To create your own customized margin settings:
• Click Margins in the Page Setup group on the Page Layout tab
• Click Custom Margins… at the bottom of the drop-down
• Customize settings on the Margins tab as appropriate.
• Select where to apply the new settings to from the Apply To drop-down:
¯ This section
¯ This point forward
¯ Whole document
• Click OK
1. Click
2. Click Custom
Margins…

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View page margins
It can be useful to see exactly where the margins lie whilst writing your document. To do this you must switch
the margins to visible.
To view page margins:
• Click Options in the File tab
• Click Advanced
• Within Show document content select Show text boundaries then click OK
4. Select where to apply
the new settings
5. OK
1. Click

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Result: Margins
are shown by a
dotted line
around the page
2. Advanced
3. Switch on
‘Show text
boundaries’
then click OK.

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5. APPLY PARAGRAPH FORMATTING
A paragraph is created by entering text and then pressing the Enter key. A paragraph can contain one word, one
sentence, or multiple sentences. Every paragraph can contain one word, one sentence, or multiple sentences.
Every paragraph ends with a paragraph mark, which looks like a backward P (¶).
You can change the look of a paragraph by changing its indentation, alignment, and line spacing, in addition to
the space before and after it. You can also put borders around it and shade its background. Collectively, the
settings you use to vary the look of a paragraph are called paragraph formatting.
You can modify a paragraph’s left and right edge alignment and vertical spacing by using tools on the Home tab
of the ribbon, and its left and right indents from the Home tab or from the ruler.
When you want to make several adjustments to the alignment, indentation, and spacing of selected paragraphs,
it is sometimes quicker to make changes in the Paragraph dialog box than to click buttons and drag markers.
To open the Paragraph dialog box
• On the Home tab or the Layout tab, in the Paragraph group, click the Paragraph dialog box launcher.
• On the Home tab, in the Paragraph group, click the Line and Paragraph Spacing button, and then
click Line Spacing Options.

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To set paragraph alignment
1. Position the cursor anywhere in the paragraph, or select all the paragraphs you want to adjust.
• On the Home tab, in the Paragraph group, click the Align Left, Center, Align Right, or Justify button.
• Open the Paragraph dialog box. On the Indents and Spacing tab, in the General area, click Left,
Centered, Right, or Justified in the Alignment list.
Configure vertical spacing
Paragraphs have two types of vertical spacing:
Paragraph spacing The space between paragraphs, defined by setting the space before and after each
paragraph. This space is usually measured in points.
Line spacing The space between the lines of the paragraph, defined by setting the height of the lines either in
relation to the height of the text (Single, Double, or a specific number of lines) or by specifying a minimum or
exact point measurement.
To quickly adjust the vertical spacing before, after, and within all paragraphs in a document
1. On the Design tab, in the Document Formatting group, click the Paragraph Spacing button to display the
Paragraph Spacing menu.
2. Click the option you want to apply to all of the paragraphs in the document

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To adjust the spacing between paragraphs
1. Select all the paragraphs you want to adjust.
2. On the Layout tab, in the Paragraph group, adjust the Spacing Before and Spacing After settings.
To adjust spacing between the lines of paragraphs
2. To make a quick adjustment to selected paragraphs, on the Home tab, in the Paragraph group, click Line And
Paragraph Spacing, and then click any of the line spacing commands on the menu.
Configure indents
In Word, you don’t define the width of paragraphs and the length of pages by defining the area occupied by the
text; instead, you define the size of the white space—the left, right, top, and bottom margins—around the text.
A paragraph indent is the space from the page margin to the text. You can change the left indent by clicking
buttons on the Home tab, or you can set the indents directly on the ruler. Three indent markers are always
present on the ruler:
Left Indent This defines the outermost left edge of each line of the paragraph.
Right Indent This defines the outermost right edge of each line of the paragraph.
First Line Indent This defines the starting point of the first line of the paragraph.
The ruler indicates the space between the left and right page margins in a lighter color than the space outside of
the page margins.

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The default setting for the Left Indent and First Line Indent markers is 0.0”, which aligns with the left page
margin. The default setting for the Right Indent marker is the distance from the left margin to the right margin.
For example, if the page size is set to 8.5” wide and the left and right margins are set to 1.0”, the default Right
Indent marker setting is 6.5”.
You can arrange the Left Indent and First Line Indent markers to create a hanging indent or a first line indent.
Hanging indents are most commonly used for bulleted and numbered lists, in which the bullet or number is
indented less than the main text (essentially, it is outdented). First line indents are frequently used to distinguish
the beginning of each subsequent paragraph in documents that consist of many consecutive paragraphs of text.
Both types of indents are set by using the First Line Indent marker on the ruler.
To indent or outdent the left edge of a paragraph
2. Do any of the following:
• On the Home tab, in the Paragraph group, click the Increase Indent or Decrease Indent button to
move the left edge of the paragraph in 0.25” increments.
• Open the Paragraph dialog box. On the Indents and Spacing tab, in the Indentation area, set the
indent in the Left box, and then click OK.
• On the ruler, drag the Left Indent marker to the ruler measurement at which you want to position
the left edge of the body of the paragraph.
To create a hanging indent or first line indent
2. Open the Paragraph dialog box. On the Indents and Spacing tab, in the Indents area, click First line or
Hanging in the Special box.
3. In the By box, set the amount of the indent, and then click OK.
To indent or outdent the right edge of a paragraph
• On the ruler, drag the Right Indent marker to the ruler measurement at which you want to set the
maximum right edge of the paragraph.
• Open the Paragraph dialog box. On the Indents and Spacing tab, in the Indentation area, set the right
indent in the Right box, and then click OK.

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Configure paragraph borders and shading
To make a paragraph really stand out, you might want to put a border around it or shade its background. (For
real drama, you can do both.) You can select a predefined border from the Borders menu, or design a custom
border in the Borders And Shading dialog box.
After you select the style, color, width, and location of the border, you can click the Options button to specify its
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6. APPLY CHARACTER FORMATTING
Earlier in this chapter, you learned about methods of applying formatting to paragraphs. This topic covers
methods of formatting the text of a document. Formatting that you apply to text is referred to as character
formatting. In Word documents, you can apply three types of character formatting:
• Individual character formats including font, font size, bold, italic, underline, strikethrough, subscript,
superscript, font color, and highlight color
• Artistic text effects that incorporate character outline and fill colors
• Preformatted styles associated with the document template, many of which convey structural
information (such as titles and headings)
When you enter text in a document, it is displayed in a specific font. By default, the font used for text in a new
blank document is 11-point Calibri, but you can change the font of any element at any time. The available fonts
vary from one computer to another, depending on the apps installed.
You can vary the look of a font by changing the following attributes:
• Size Almost every font has a range of sizes you can select from. (Sometimes you can set additional sizes
beyond those listed.) The font size is measured in points, from the top of the ascenders to the bottom of
the descenders. A point is approximately 1/72 of an inch (about 0.04 centimeters).
• Style Almost every font has a range of font styles. The most common are regular (or plain), italic, bold,
and bold italic.
• Effects Fonts can be enhanced by applying effects, such as underlining, small capital letters (small caps),
or shadows.
• Character spacing You can alter the spacing between characters by pushing them apart or squeezing
them together.
You apply character formatting from one of three locations:
• Mini Toolbar Several common formatting buttons are available on the Mini Toolbar that appears when
you select text.
• Font group on the Home tab This group includes buttons for changing the font and most of the font
attributes you are likely to use.

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• Font dialog box Less-commonly applied attributes such as small caps and special underlining are
available from the Font dialog box.
In addition to applying character formatting to change the look of characters, you can apply predefined text
effects (sometimes referred to as WordArt) to a selection to add more zing. The available effects match the
current theme colors.
To change the font of selected text
1. On the Mini Toolbar or in the Font group on the Home tab, in the Font list, click the font you want to
apply.
To change the font size of selected text
1. Do any of the following on the Mini Toolbar or in the Font group on the Home tab:
• In the Font Size list, click the font size you want to apply.
• In the Font Size box, enter the font size you want to apply (even a size that doesn’t appear in the
list). Then press the Enter key.
• To increase the font size in set increments, click the Increase Font Size button, or press Ctrl+>.
• To decrease the font size in set increments, click the Decrease Font Size button, or press Ctrl+<.

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To format selected text as bold, italic, or underlined
• On the Mini Toolbar, click the Bold, Italic, or Underline button.
• On the Home tab, in the Font group, click the Bold, Italic, or Underline button.
• Press Ctrl+B to format the text as bold.
• Press Ctrl+I to format the text as italic.
• Press Ctrl+U to underline the text.
To cross out selected text by drawing a line through it
1. On the Home tab, in the Font group, click the Strikethrough button.
To display superscript or subscript characters
1. Select the characters you want to reposition.
2. On the Home tab, in the Font group, do either of the following:
• Click the Subscript button to shift the characters to the bottom of the line.
• Click the Superscript button to shift the characters to the top of the line.
To apply artistic effects to selected text
1. On the Home tab, in the Font group, click the Text Effects and Typography button, and then do either of
the following:
• In the gallery, click the preformatted effect combination that you want to apply.
• On the menu, click Outline, Shadow, Reflection, Glow, Number Styles, Ligatures, or Stylistic Sets.
Then make selections on the submenus to apply and modify those effects.
To change the font color of selected text
1. On the Home tab, in the Font group, click the Font Color arrow to display the Font Color menu.
2. In the Theme Colors or Standard Colors palette, select a color swatch to apply that color to the selected
text.
To change the case of selected text
• On the Home tab, in the Font group, click the Change Case button, and then click Sentence case,
lowercase, UPPERCASE, Capitalize Each Word, or tOGGLE cASE.
• Press Shift+F3 repeatedly to cycle through the standard case options (Sentence case, UPPERCASE,
lowercase, and Capitalize Each Word).
To highlight text
1. Select the text you want to change, and then do either of the following in the Mini Toolbar or in the Font
group on the Home tab:
• Click the Text Highlight Color button to apply the default highlight color.
• Click the Text Highlight Color arrow, and then click a color swatch to apply the selected highlight
color and change the default highlight color.

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To copy formatting to other text
1. Click anywhere in the text that has the formatting you want to copy.
2. On the Home tab, in the Clipboard group, do either of the following:
• If you want to apply the formatting to only one target, click the Format Painter button once.
• If you want to apply the formatting to multiple targets, double-click the Format Painter button.
1. When the pointer changes to a paintbrush, click or drag across the text you want to apply the copied
formatting to.
2. If you activated the Format Painter for multiple targets, repeat step 3 until you finish applying the
formatting. Then click the Format Painter button once, or press the Esc key, to deactivate the tool.
To repeat the previous formatting command
1. Select the text to which you want to apply the repeated formatting.
2. Do either of the following to repeat the previous formatting command:
• On the Quick Access Toolbar, click the Repeat button.
• Press Ctrl+Y.
To open the Font dialog box
• On the Home tab, in the Font group, click the Font dialog box launcher.
• Press Ctrl+Shift+F.
To remove character formatting
1. Select the text you want to clear the formatting from.
• Press Ctrl+Spacebar to remove only manually applied formatting (and not styles).
• On the Home tab, in the Font group, click the Clear All Formatting button to remove all styles and
formatting other than highlighting from selected text.
To change the character spacing
1. Select the text you want to change.
2. Open the Font dialog box, and then click the Advanced tab to display character spacing and typographic
features.
3. In the Spacing list, click Expanded or Condensed.
4. In the adjacent By box, set the number of points you want to expand or condense the character spacing.
5. In the Font dialog box, click OK.

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7. CREATE AND MODIFY LISTS
Lists are paragraphs that start with a character (usually a number or bullet) and are formatted with a hanging
indent so that the characters stand out on the left end of each list item. You can format an existing set of
paragraphs as a list or create the list as you enter information into the document. After you create a list, you can
modify, format, and customize the list as follows:
• You can move items around in a list, insert new items, or delete unwanted items. If the list is numbered,
Word automatically updates the numbers.
• You can modify the indentation of the list. You can change both the overall indentation of the list and the
relationship of the first line to the other lines.
• For a bulleted list, you can sort list items into ascending or descending order, change the bullet symbol,
or define a custom bullet (even a picture bullet).
• For a numbered list, you can change the number style or define a custom style, and you can specify the
starting number for a list.
To format a new bulleted or numbered list as you enter content
1. With the cursor at the position in the document where you want to start the list, do either of the following:
• To start a new bulleted list, enter * (an asterisk) at the beginning of a paragraph, and then press the
Spacebar or the Tab key before entering the list item text.
• To start a new numbered list, enter 1. (the number 1 followed by a period) at the beginning of a
paragraph, and then press the Spacebar or the Tab key before entering the list item text.
When you start a list in this fashion, Word automatically formats it as a bulleted or numbered list. When you
press Enter to start a new item, Word continues the formatting to the new paragraph. Typing items and pressing
Enter adds subsequent bulleted or numbered items. To end the list, press Enter twice; or click the Bullets arrow
or Numbering arrow in the Paragraph group on the Home tab, and then in the gallery, click None.
To convert paragraphs to bulleted or numbered list items
1. Select the paragraphs that you want to convert to list items.
2. On the Home tab, in the Paragraph group, do either of the following:
• Click the Bullets button to convert the selection to a bulleted list.
• Click the Numbering button to convert the selection to a numbered list.
To create a list that has multiple levels
1. Start creating a bulleted or numbered list.
2. When you want the next list item to be at a different level, do either of the following:
• To create the next item one level lower (indented more), press the Tab key at the beginning of that
paragraph, before you enter the lower-level list item text.
• To create the next item one level higher (indented less), press Shift+Tab at the beginning of the
paragraph, before you enter the higher-level list item text.
In the case of a bulleted list, Word changes the bullet character for each item level. In the case of a numbered list,
Word changes the type of numbering used, based on a predefined numbering scheme.
To sort bulleted list items into ascending or descending order
1. Select the bulleted list items whose sort order you want to change.
2. On the Home tab, in the Paragraph group, click the Sort button to open the Sort Text dialog box.
3. In the Sort by area, click Ascending or Descending. Then click OK.

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To change the bullet symbol
1. Select the bulleted list whose bullet symbol you want to change.
2. On the Home tab, in the Paragraph group, click the Bullets arrow.
3. In the Bullets gallery, click the new symbol you want to use to replace the bullet character that begins
each item in the selected list.
To define a custom bullet
1. In the Bullets gallery, click Define New Bullet.
2. In the Define New Bullet dialog box, click the Symbol, Picture, or Font button, and make a selection from
the wide range of options.
3. Click OK to apply the new bullet style to the list.
To change the number style
1. Select the numbered list whose number style you want to change.
2. On the Home tab, in the Paragraph group, click the Numbering arrow to display the Numbering gallery.
3. Make a new selection to change the style of the number that begins each item in the selected list.
To define a custom number style
1. In the Numbering gallery, click Define New Number Format.
2. In the Define New Number Format dialog box, do any of the following:
• Change the selections in the Number Style, Number Format, or Alignment boxes.
• Click the Font button, and make a selection from the wide range of options.
3. Click OK to apply the new numbering style to the list.

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8. APPLY BUILT-IN STYLES TO TEXT
You don’t have to know much about character and paragraph formatting to be able to format your documents in
ways that will make them easier to read and more professional looking. With a couple of mouse clicks, you can
easily change the look of words, phrases, and paragraphs by using styles. More importantly, you can build a
document outline that is reflected in the Navigation pane and can be used to create a table of contents.
Apply styles
Styles can include character formatting (such as font, size, and color), paragraph formatting (such as line spacing
and outline level), or a combination of both. Styles are stored in the template that is attached to a document. By
default, blank new documents are based on the Normal template. The Normal template includes a standard
selection of styles that fit the basic needs of most documents. These styles include nine heading levels, various
text styles including those for multiple levels of bulleted and numbered lists, index and table of contents entry
styles, and many specialized styles such as those for hyperlinks, quotations, placeholders, captions, and other
elements.
By default, most common predefined styles are available in the Styles gallery on the Home tab. You can add styles
to the gallery or remove those that you don’t often use.
Initially, the Normal template displays only a limited number of styles in the Styles gallery, but in fact it contains
styles for just about every element you can think of. Although they are available, these styles aren’t actually used
unless you apply the style or add the corresponding element to the document.For example, nine paragraph styles
are available for an index, but none of them is used until you create and insert an index in the document.
You can display style names or previews in the Styles pane, and configure it to show all styles, styles that are in
the template, styles that are used in the document, or recommended styles.

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There are three primary types of styles, identified in the Styles pane by icons:
• Paragraph These styles can include any formatting that can be applied to a paragraph. They can also
include character formatting. Paragraph styles are appliedto the entire paragraph containing the cursor.
In the Styles pane, a paragraph style is identified by a paragraph mark to the right of its name.
• Character These styles can include any formatting that can be applied to selected text. They are applied
on top of the character formatting defined for the paragraph style. Like direct character formatting,
character styles are applied to selected text; to apply them to an entire paragraph, you must select the
paragraph. In the Styles pane, a character style is identified by a lowercase letter a.
• Linked These styles are hybrids. If you click in a paragraph and then apply the style, the style is applied
to the entire paragraph like a paragraph style. If you select text and then apply the style, the style is
applied to the selection only. In the Styles pane, a linked style is identified by both a paragraph mark and
a lowercase letter a.
Style sets are available from the Document Formatting gallery on the Design tab. Pointing to a style set in the
gallery displays a live preview of the effects of applying that style set to the entire document.
To open the Styles pane
• On the Home tab, click the Styles dialog box launcher.
• Press Alt+Ctrl+Shift+S.
To change which styles are displayed in the Styles pane
1. At the bottom of the Styles pane, click the Options link to open the Style Pane Options dialog box.
2. In the Style Pane Options dialog box, do any of the following, and then click OK:
• In the Select styles to show list, click one of the following:
• Recommended Displays styles that are tagged in the template as recommended for use
• In use Displays styles that are applied to content in the current document
• In current document Displays styles that are in the template that is attached to the current
document
• All styles Displays built-in styles, styles that are in the attached template, and styles that were
brought into the document from other templates
• In the Select how list is sorted list, click Alphabetical, As Recommended, Font, Based on, or By type

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• In the Select formatting to show as styles area, select each check box for which you want to display
variations from named styles
• In the Select how built-in style names are shown area, select the check box for each option you want
to turn on
To open the Apply Styles pane
1. On the Home tab, in the Styles group, click the More button (in the lower-right corner of the Styles gallery
pane) to display the Styles gallery and menu.
2. On the Styles menu, click Apply Styles.
To apply a style from the Apply Styles pane
• To apply the style that is shown in the Style Name list, click the Reapply button.
• To apply a different style, click the Style Name list and then click the style you want to apply.
To change the style set
1. On the Design tab, in the Document Formatting group, click the More button if necessary to display all
the style sets.
2. Point to any style set to preview its effect on the document.
3. Click the style set you want to apply.

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9. MANAGE OUTLINE LEVELS
Styles can be used for multiple purposes: to affect the appearance of the content, to build a document outline,
and to tag content so that you can easily locate it.
Each paragraph style has an associated Outline Level setting. Outline levels include Body Text and Level 1
through Level 9. (Most documents make use only of body text and the first three or four outline levels.)
Paragraphs that have the Level 1 through Level 9 outline levels become part of the hierarchical structure of the
document. They appear as headings in the Navigation pane and act as handles for the content that appears below
them in the hierarchy. You can collapse and expand the content below each heading, and move entire sections of
content by dragging the headings in the Navigation pane.
To display the document outline in the Navigation pane
1. In the Navigation pane, click Headings to display the document structure.
To expand or collapse the outline in the Navigation pane
1. In the Navigation pane, do either of the following:
• If there is a white triangle to the left of a heading, click it to expand that heading to show its
subheadings.
• If there is a downward-angled black triangle to the left of a heading, click it to collapse the
subheadings under that heading.

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To expand or collapse sections in the document
1. In a document that contains styles, point to a heading to display a triangle to its left. Then do either of
the following:
• If the triangle is a downward-angled gray triangle, click the triangle to hide the content that follows
the heading.
• If the triangle is a white triangle, click the triangle to display the hidden document content.

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10. CHANGE THE DOCUMENT THEME
Every document you create is based on a template, and the look of the template is controlled by a theme. The
theme is a combination of coordinated colors, fonts, and effects that visually convey a certain tone. To change the
look of a fonts, and effects that visually convey a certain tone. To change the look of a document, you can apply a
different theme from the Themes gallery.
Each theme has a built-in font set and color set, and an associated effect style.
• Each font set includes two fonts—the first is used for headings and the second for body text. In some
font sets, the heading and body fonts are the same.
• Each color in a color set has a specific role in the formatting of styled elements. For example, the first
color in each set is applied to the Title and Intense Reference styles, and different shades of the third
color are applied to the Subtitle, Heading 1, and Heading 2 styles.
If you like the background elements of a theme but not the colors or fonts, you can mix and match theme
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To apply a built-in theme to a document
1. On the Design tab, in the Document Formatting group, click the Themes button, and then click the theme
you want to apply.
To change theme elements in a document
1. On the Design tab, in the Document Formatting group, do any of the following:
• Click the Colors button (the ScreenTip says Theme Colors), and then click the color set you want to
apply.
• Click the Fonts button (the ScreenTip says Theme Fonts), and then click the font set you want to
apply.
• Click the Effects button (the ScreenTip says Theme Effects), and then click the effect style you want
to apply.
To change the default theme
1. In the document, apply the theme you want to use as the default theme.
2. On the Design tab, in the Document Formatting group, click Set as Default.

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CHAPTER 9
COLUMNS AND TABLE
AT A GLANCE
When you need to present facts and figures in a document,
using columns or tables is often more efficient than describing
the data in a paragraph, particularly when the data consists of
numeric values. You can display small amounts of data in
simple columns separated by tabs, which creates a tabbed list.
Larger amounts of data and data that is more complex are
better presented in table form—that is, in a structure of rows
and columns, frequently with row and column headings. Tables
make data easier to read and understand.
IN THIS CHAPTER
AT A GLANCE
SPOTLIGHT
1. Present information in columns
2. Present information in tables
3. Format tables

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1. PRESENT INFORMATION IN COLUMNS
By default, Word displays text in one column that spans the width of the page between the left and right margins.
If you prefer, however, you can specify that text be displayed in two, three, or more columns to create layouts
like those used in newspapers and magazines.
When you format text to flow in columns, the text fills the first column on each page and then moves to the top
of the next column. When all the columns on one page are full, the text moves to the next page. You can manually
indicate where you want the text within each column to end.
You can format an entire document or a section of a document in columns. When you select a section of text and
format it in columns, Word inserts section breaks at the beginning and end of the selected text to delineate the
area in which the columnar formatting is applied. Within the columnar text, you can insert column breaks to
specify where you want to end one column and start another. Section breaks and column breaks are visible when
you display hidden formatting marks in the document.
The Columns gallery in the Page Setup group on the Layout tab displays several standard options for dividing
text into columns. You can choose one, two, or three columns of equal width or two columns of unequal width.
three columns of equal width or two columns of unequal width.

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If the standard options don’t suit your needs, choose More Columns. This opens the Columns dialog box, where
you can specify the number and width of columns. The number of columns is limited by the width and margins
of the page. Each column must be at least a half inch (or 0.27 centimeter) wide.
To lay out text in columns
• To format only a section of the document, select the paragraphs that you want to display in columns.
• To format the entire document withthe same number of columns, click anywhere in the document—
you don’t have to select the text.
2. On the Layout tab, in the Page Setup group, click the Columns button.
3. In the Columns gallery, do either of the following:
• Select one of the thumbnails to flow the selected text into that column configuration.
• At the bottom of the gallery, click More Columns to display the Columns dialog box. Make the
adjustments you want, and then click OK.
To justify column text
1. Select the columns you want to align.
• On the Home tab, in the Paragraph group, click the Justify button.
• Press Ctrl+J.
To resize columns
1. Click anywhere in the columnar text.
2. On the Layout tab, at the bottom of the Columns gallery, click More Columns to open the Columns dialog
box.
3. In the Width box for any of the columns, enter or select a new width. The Width measurements for the
other columns change to match, and the width of all the columns changes. The columns in the Preview
thumbnail reflect the new settings.
4. When the column width is changed to your satisfaction, click OK.

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To change the indentation of a paragraph in a column
1. Click anywhere in the paragraph you want to indent.
2. On the horizontal ruler, do any of the following:
• Drag the column’s First Line Indent marker to the right to indent only the first line of the paragraph.
• Drag the column’s Hanging Indent marker to the right to indent all but the first line of the paragraph.
• Drag the column’s Left Indent marker to the right to indent all lines of the paragraph.
To insert a column break
1. Click at the beginning of the line you want to flow to the next column.
2. In the Page Setup group of the Layout tab, click the Breaks button, and then click Column to insert a
column break. The text that follows moves to the top of the next column.

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2. PRESENT INFORMATION IN TABLES
A table is a structure of vertical columns and horizontal rows. Each column and each row can be identified by a
heading, although some tables have only column headings or only row headings. The box at the junction of each
column and row is a cell in which you can store data (text or numeric information).
You can create tables in a Word document in the following ways:
• To create a blank table of up to 10 columns and eight rows, you can display the Insert Table gallery and
menu. The gallery is a simple grid that represents columns and rows of cells. When you point to a cell in
the grid, Word outlines the cells that would be included in a table created by clicking that cell and
displays a live preview of the prospective table. Clicking a cell in the grid insertsan empty table the width
of the text column. The table has the number of rows and columns you indicated in the grid, with each
row one line high and all the columns of an equal width.
• To create a more customized empty table, use the Insert Table dialog box. Here, you can specify the
number of columns and rows and the width of the table and its columns.
• To manually create an empty table, use the Draw Table feature, available from the Insert Table menu.
This displays a pencil with which you can draw cells directly in the Word document to create a table.
The cells you draw connect by snapping to a grid, but you have some control over the size and spacing
of the rows and columns.

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• To present data that already exists in the document (either as regular text or as a tabbed list) as a table,
you can use the Convert Text To Table feature. When you do, Word prompts you to specify the number
of columns; whether the column width should be fixed or if AutoFit settings should apply; and whether
columns should correlate to paragraph marks, commas, tabs, or some other character.
A table appears in a document as a set of cells, usually delineated by borders or gridlines. Each cell contains an
end-of-cell marker, and each row ends with an end-of-row marker. You can easily move and position the cursor
in the table by pressing the Tab key or the arrow keys or by clicking in a table cell.
When you point to a table, a move handle appears in its upper-left corner and a size handle in its lower-right
corner. When the cursor is in a table, two Table Tools tabs—Design and Layout—appear on the ribbon.
After you create a table in Word, you can enter data (such as text, numbers, or graphics) into the table cells. You
can format the data in a table as you would any other text in Word, changing the font, aligning the text, and so on.
You can also sort data in a table. For example, in a table that has the column headings Name, Address, Postal
Code, and Phone Number, you can sort on any one of those columns to arrange the information in alphabetical
or numerical order.When you want to perform calculations on numbers in a Word table, you can create a formula
by using the tools in the Formula dialog box.

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To use a function other than SUM in the Formula dialog box, you click the function you want in the Paste Function
list. You can use built-in functions to perform a number of calculations, including averaging (AVERAGE) a set of
values, counting (COUNT) the number of values in a column or row, or finding the maximum (MAX) or minimum
(MIN) value in a series of cells.
Although formulas commonly refer to the cells above or to the left of the active cell, you can also use the contents
of specified cells in formulas by entering the cell address in the parentheses following the function name. The
cell address is a combination of the column letter and the row number. For example, A1 is the cell at the
intersection of the first column and the first row. A series of cells in a row can be addressed as a range consisting
of the first cell and the last cell separated by a colon, such as A1:D1. For example, the formula =SUM(A1:D1) totals
the values in row 1 of columns A through D.
You can modify a table’s structure in any number of ways. These include the following:
• Insert rows or columns With Word you can insert a row or column with just one click. Adding multiple
rows and columns is also very easy.
• Insert cells You can insert cells in a Word table. When you do, you must specify the direction in which
adjacent cells should move to accommodate the new cells.
• Resize an entire table You can easily make a table larger or smaller, maintaining its original aspect
ratio if you want.
• Resize a single column or row You can drag to resize a single column or row. For finer control, you can
use the commands in the Cell Size group on the Layout tool tab.
• Merge and split cells You can merge cells so they span multiple columns or rows. For example, if you
wanted to enter a title for a table in the table’s first row, you could merge the cells in that row to create
one merged cell that spans the table’s width. You could then enter the title in the merged cell. In addition
to merging multiple cells to create a single cell, you can split a single cell to create multiple cells. When
you do, you must specify the number of columns and rows into which you want to split the cell.

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• Delete table elements You can delete table elements, including cells, columns, rows, and the entire
table, from the Mini Toolbar or the Layout tool tab.
To create a table from a preset grid
1. Position the cursor where you want to insert the table.
2. On the Insert tab, in the Tables group, click the Table button.
3. In the Insert Table gallery, point to (don’t click) a cell in the gallery to preview the effect of creating the
table in the document.
4. Select a cell to create a blank table consisting of the selected number of columns and rows.
To create a custom table
1. Position the cursor where you want to insert the table.
2. In the Insert Table gallery, click Insert Table to open the Insert Table dialog box.
3. In the AutoFit behavior area, do any of the following, and then click OK:
• Click Fixed column width, and then specify a standard width for the table columns.
• Click AutoFit to contents to size the table columns to fit their contents. The width of the resulting
table can be less than the width of the page.
• Click AutoFit to window to create a table that fits within the page margins and is divided into
columns of equal size.

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To draw a table
1. In the Insert Table gallery, click Draw Table. The cursor changes to a pencil.
2. In the document, point to the location where you want the upper-left corner of the table to be, and then
click to start the table.
3. Move the cursor to the location where you want the lower-right corner of the table to be, and click to
complete the table footprint. If there is text within the footprint of the table, it moves to accommodate
the table.
4. Click along the table borders to create columns and rows.
5. When you have finished adding columns and rows, click the Esc key to turn off the table-drawing
function.
To enter data in a table
1. Position the cursor in the cell in which you want to enter data.
2. Enter the data.
3. Continue entering data in cells, pressing the Tab key and the arrow keys to move from cell to cell.
To navigate within a table
1. With the cursor in a table cell, do either of the following:
• Press the Tab key to move the cursor to the next cell in the row, or from the last cell of a row to the
first cell of the next row.
• Press Shift+Tab to move the cursor to the previous cell.
To add calculations to a table cell
1. Position the cursor in the cell to which you want to add a calculation.
2. On the Layout tool tab, in the Data group, click the Formula button to open the Formula dialog box.
3. If the rows above the selected cell contain numeric data, the Formula box contains a simple formula for
adding the amounts in the rows above the cell. To apply a different formula, delete the existing formula
and choose a different formula from the Paste function list.
4. Verify that the parentheses following the function name include the correct cells, and then click OK.
To update a calculation in a table
1. In the cell that contains a calculation you want to update, right-click the formula results, and click Update
Field.
To align text in a table cell
1. Click in or select the cell or cells that you want to align.
2. On the Layout tool tab, in the Alignment group, select an alignment button to align the text in the cell.
To sort data in a table
1. Click anywhere in the table.
2. On the Layout tool tab, in the Data group, click the Sort button.
3. In the Sort dialog box, do the following, and then click OK:

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• In the Sort by area, select the primary column by which you want to sort the content, the content
type (Text, Number, or Date) if necessary to set the correct numeric sorting order, and Ascending or
Descending.
• In the Then by area, select and configure up to two additional nested sorting criteria.
To select table cells
• To select a single cell, double-click in the cell.
• To select a single cell, double-click in the cell.
• To select multiple cells, click the first cell you want to select, and then do either of the following:
• To select adjacent cells, hold down the Shift key, and click the last cell you want to select. The first
cell, the last cell, and all the cells in between will be selected.
• To select non-adjacent cells, hold down the Ctrl key, and click each additional cell you want to select.
All the cells you clicked will be selected.
To select table columns
• To select a single column, point to the top of the column. When the cursor changes to a downward-
pointing arrow, click to select the column.
• To select multiple columns, when the cursor changes to a downward pointing arrow, click to select
the first column. Then do either of the following:
• To select adjacent columns, hold down the Shift key, and then click to select the last column.
• To select non-adjacent columns, hold down the Ctrl key, and then click to select each additional
column.
To select table rows
• To select a single row, point to the left edge of the row. When the cursor changes to an upward-
pointing arrow, click to select the row.
• To select multiple rows, when the cursor changes to an upward-pointing arrow, click to select the
first row. Then do either of the following:
• To select adjacent rows, hold down the Shift key, and then click to select the last row.
• To select non-adjacent rows, hold down the Ctrl key, and then click to select each additional row.
To select a table
1. Point to the table to display the move handle, and then click the move handle.
To resize a table column
• Point to the right border of the column you want to resize. When the cursor changes to a vertical
line with arrows on each side, click and drag the border to the left or right to make the column
narrower or wider.
• Double-click the right border of a column to adjust the width so that it is as narrow as possible while
accommodating the contents of the column.
• Click in the column you want to resize. Then, on the Layout tool tab, in the Cell Size group, change
the Width setting.

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To resize a table row
• Point to the bottom border of the row you want to resize. When the cursor changes to a horizontal
line with arrows on each side, click and drag the border up or down to make the row shorter or
taller.
• Click in the row you want to resize. Then, on the Layout tool tab, in the Cell Size group, change the
Height setting.
To resize a table
1. Point to the table.
2. Click the size handle that appears in the lower-right corner of the table and drag it inward to make the
table smaller or outward to make it larger.
To insert a table column
1. Point to the top of the table where you want to insert a column. A gray insertion indicator with a plus
sign appears.
2. Point to the plus sign. Then, when it turns blue, click it to insert a column where indicated.
To insert one table row
1. To insert a row at the end of a table, click in the last cell of the last row, and then press Tab to create a
new row with the same formatting as the previous row.
Or
1. Point to the left of the table where you want to insert a row. A gray insertion indicator with a plus sign
appears.
2. Point to the plus sign. When it turns blue, click it to insert a row where indicated.
To insert multiple table rows
1. Select the number of rows that you want to insert in the table, adjacent to the location you want to insert
them.
• On the Mini Toolbar that appears, click Insert, and then click Insert Above or Insert Below.
• On the Layout tool tab, in the Rows & Columns group, click Insert Above or Insert Below.
To insert table cells
1. Select the number of cells you want to insert adjacent to the location where you want to insert them.
2. Click the Rows & Columns dialog box launcher on the Layout tool tab to open the Insert Cells dialog box.
3. Specify the direction to move adjacent cells to accommodate the new cells.
4. Click OK.
To merge table cells
1. Select the cells you want to merge.
2. On the Layout tool tab, in the Merge group, click the Merge Cells button to combine the selected cells
into one cell.

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To delete table elements
1. Select one or more cells, columns, or rows that you want to delete.
• On the Mini Toolbar that appears, click Delete, and then click Delete Cells, Delete Columns, or Delete
Rows.
• On the Layout tool tab, in the Rows & Columns group, click the Delete button and choose from the
same set of options.
To delete a table
2. On the Mini Toolbar or on the Layout tool tab, in the Rows & Columns group, click the Delete button.

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3. FORMAT TABLES
Manually formatting a table to best convey its data can be a process of trial and error. With Word, you can quickly
get started by applying one of the table styles available in the Table Styles gallery on the Design tool tab. The
table styles include a variety of borders, colors, and other attributes that give the table a very professional
appearance.
If you want to control the appearance of a table more precisely, you can use the commands on the Design and
Layout tool tabs for tables to format the table elements. For example, you can do the following:
• Apply formatting to emphasize the header row and total row.
• Apply formatting to emphasize the first and last columns.

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• Apply formatting to the rows or columns so the rows or columns appear banded.
• Apply a border to a cell, row, column, or table.
• Change the shading of a cell, row, or column.
To apply a table style to a table
2. On the Design tool tab, in the Table Styles group, click the More button to expand the gallery of available
table styles.
3. Scroll through the gallery and preview styles that you like.
4. Select a thumbnail to format the table to match the thumbnail. The selected thumbnail moves to the
visible row of the Table Style gallery on the ribbon.

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To apply special formatting to the header or total row
2. In the Table Style Options group, select the Header Row or Total Row check box.
To apply special formatting to the first or last column
2. In the Table Style Options group, select the First Column or Last Column check box.
To apply banding to table rows or columns
2. In the Table Style Options group, select the Banded Rows or Banded Columns check box.
To add a border to a table element
1. Select the cell, row, or column to which you want to add a border, or select the whole table.
2. On the Design tool tab, in the Borders group, in the Line Weight list, click a border thickness.
3. In the Borders group, in the Borders list, click the border option you want.

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CHAPTER 10
REFERENCES
AT A GLANCE
Word has many types of reference tools that you can use to help
readers locate information in or about a document. Many of
these reference tools pull information directly from the
document content based on its formatting. For example, you
can format paragraphs as headings, and then insert a table of
contents built from those headings. Similarly, you can insert
index tags and then generate an index that references or links
to them, or insert citations and then generate a bibliography
from them.
This chapter guides you through procedures related to
inserting bookmarks and cross-references, displaying
document information in fields, inserting and modifying
footnotes and endnotes, creating and modifying tables of
contents, creating and modifying indexes, and citing sources
and compiling bibliographies
IN THIS CHAPTER
AT A GLANCE
SPOTLIGHT
1. Bookmarks and cross-references
2. Footnotes and endnotes
3. Tables of contents
4. Create and modify indexes
5. Cite sources and compile
bibliographies

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1. BOOKMARKS AND CROSS-REFERENCES
Word provides two tools that you can use to jump easily to designated places within the same document:
bookmarks and cross-references. Whether the document you’re reading was created by you or by someone else,
you can insert bookmarks to flag information to which you might want to return later. Like a physical bookmark,
a Word bookmark marks a specific named place in a document. Each bookmark is identified by a unique name.
(Bookmark names can contain only letters, numbers, and underscore characters.)
You can quickly go directly to any bookmark from the Bookmark dialog box, from the Go To tab of the Find And
Replace dialog box, or from a hyperlink to the bookmark.
To insert a bookmark
a) Position the cursor in the location where you want to insert the bookmark.
b) Select the text that you want to include in the bookmark.
2. On the Insert tab, in the Links group, click the Bookmark button to open the Bookmark dialog box
3. In the Bookmark name box, enter a name for the bookmark you want to create (or replace the name that
is currently in the Bookmark Name box.).
4. Click Add or press Enter.
To display bookmarks in text
1. From the Backstage view, open the Word Options dialog box, and then click the Advanced page tab.
2. In the Show Document Content area of the Advanced page, select the Show bookmarks check box.
3. Click OK.

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To go to any bookmark
1. Open the Bookmark dialog box, and then do either of the following:
• In the Bookmark name list, double-click the bookmark you want to go to.
• Click the bookmark you want to go to, and then click the Go To button.
To insert a cross-reference to a bookmark
1. On the Insert tab, in the Links group, click the Cross-reference button to open the Cross-reference dialog
box.
2. In the Reference type list, click the type of item you want to reference (for example, Heading).
3. In the Insert reference to list, click the text you want the cross-reference to display. (For example, when
cross-referencing to a bookmark, you can display the bookmark text (when the bookmark includes a
span of text), the page or paragraph number of the bookmark, or the word above or below depending
on the location of the bookmark in relation to the location of the cross-reference.)
4. If you want the cross-reference to include a hyperlink, select the Insert as hyperlink check box. If you
plan to distribute the document only on paper, it isn’t necessary to hyperlink the cross-reference.
5. In the For which item pane, click the specific item you want to reference.
6. Click Insert, and then click Close.
7. Review the cross-reference, and add any words or punctuation that are necessary to assist the reader.
To go to a cross-referenced location
1. Hold down the Ctrl key, and then click the cross-reference.
2. In the Reference type list, click the type of item you want to reference (for example, Heading).
3. In the Insert reference to list, click the text you want the cross-reference to display. (For example, when
cross-referencing to a bookmark, you can display the bookmark text (when the bookmark includes a
span of text), the page or paragraph number of the bookmark, or the word above or below depending
on the location of the bookmark in relation to the location of the cross-reference.)
4. If you want the cross-reference to include a hyperlink, select the Insert as hyperlink check box. If you
plan to distribute the document only on paper, it isn’t necessary to hyperlink the cross-reference.
5. In the For which item pane, click the specific item you want to reference.
6. Click Insert, and then click Close.
7. Review the cross-reference, and add any words or punctuation that are necessary to assist the reader.

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To go to a cross-referenced location
1. Hold down the Ctrl key, and then click the cross-reference.

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2. FOOTNOTES AND ENDNOTES
When you want to make a comment about a statement in a document—for example, to explain an assumption or
cite the source for a different opinion—you can enter the comment as a footnote or an endnote. Doing so inserts
a number or symbol called a reference mark in the body of your document. The associated comment appears
with the same number or symbol, either as a footnote at the bottom of the page or as an endnote at the end of
the document or document section. In most views, footnotes or endnotes are divided from the main text by a
note separator line. Footnotes appear on the same page as their reference marks, and endnotes appear at the end
of the document.
You can insert and manage footnotes and endnotes by using the commands in the Footnotes group on the
References tab.
You can use commands in the Footnote And Endnote dialog box to change various settings, such as where the
footnote or endnote should appear, how it should be laid out, and what number format to use.

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To insert a footnote
1. Click in the document where you want the footnote reference to appear.
2. On the References tab, in the Footnotes group, click Insert Footnote.
3. Word creates a blank footnote at the bottom of the page and displays a blinking cursor. Enter the
footnote text, and then click anywhere outside of the footnote area to return to the document.
To insert an endnote
1. Click in the document where you want the endnote reference to appear.
2. On the References tab, in the Footnotes group, click Insert Endnote.
3. Word creates a blank endnote at the end of the document and displays a blinking cursor. Enter the
endnote text, and then click anywhere outside of the endnote area to return to the document.
To convert a footnote to an endnote
1. Right-click the footnote, and then click Convert to Endnote.
To convert an endnote to a footnote
1. Right-click the endnote, and then click Convert to Footnote.
To display footnotes or endnotes
• Double-click a reference mark in the body of the document to display its corresponding footnote
or endnote.
• On the References tab, in the Footnotes group, click the Show Notes button to display the list of
footnotes or endnotes.
To delete a footnote or endnote
1. In the document text, select the footnote or endnote marker, and then press Delete.

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3. TABLES OF CONTENTS
When you create a long document that includes headings, such as an annual report or a catalog that has several
sections, you might want to add a table of report or a catalog that has several sections, you might want to add a
table of contents to the beginning of the document to give your readers an overview of the document content and
help them navigate to specific sections. In a document that will be printed, you can indicate with a page number
the page where each heading is located. If the document will be distributed electronically, you can link each entry
in the table of contents to the corresponding heading in the document so that readers can jump directly to the
heading with a click of the mouse.
By default, Word creates a table of contents based on paragraphs within the document that you have formatted
with the standard heading styles: Heading 1, Heading 2, and so on. Word can also create a table of contents based
on outline Heading 2, and so on.
The Table of Contents controls are available from the References tab. In the Table of Contents gallery, you can
select from three standard options:
1. Automatic Table 1 This option inserts a table of contents that has the heading Contents and includes
all text styled as Heading 1, Heading 2, or Heading 3.
2. Automatic Table 2 This option inserts a table of contents that has the heading Table of Contents and
includes all text styled as Heading 1, Heading 2, or Heading 3.
3. Manual Table This option inserts a table of contents that has the heading Table of Contents and includes
placeholders that are not linked to the document content.

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Entries in a table of contents are formatted by using nine levels of built-in TOC styles (TOC 1, TOC 2, and so on).
By default, Word uses the styles that are assigned in the template attached to the document.
You can modify the elements on which Word bases the table at any time, and update the table with a single click
to reflect your changes. If you change a heading in the document or if edits to the text change the page breaks,
you can update the table of contents to reflect those changes. You have the option of updating only the page
numbers or, if you have changed, added, or deleted headings, you can update (re-create) the entire table. If
headings or page breaks change, you can easily update the table of contents.

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You can use the table of contents to navigate within your document. For example, you can hold down the Ctrl key
and click on a heading in a table of contents to access the corresponding section in the text.
To insert a table of contents for a document with headings
1. Position the cursor in the document where you want to insert the table of contents.
2. On the References tab, in the Table of Contents group, click the Table of Contents button to display the
Table of Contents menu.
3. In the Table of Contents gallery, select the table of contents style you want.
To create a custom table of contents
1. Position the cursor in the document where you want to add a custom table of contents.
2. Click the Table of Contents button, and click Custom Table of Contents to open the Table Of Contents
dialog box.
3. In the General area of the Table of Contents tab, in the Formats list, click the format you want.
4. In the Tab leader list, click the leader option you want.
5. Click OK.
To update a table of contents
1. Do either of the following to display the Update Table Of Contents dialog box:
• Click anywhere in the table of contents to select it, and then click the Update button that appears
above the table.
• On the References tab, in the Table of Contents group, click the Update Table button.
2. In the dialog box, do either of the following:
• Click Update page numbers only to update the page numbers but not the headings.
• Click Update entire table to update the headings and page numbers.
3. OK.
To jump to a location in the document from the table of contents
1. Point to any entry in the table of contents.
2. Press and hold the Ctrl key. The pointer changes to a hand.
3. Click the entry to move directly to that heading.
To delete a table of contents
1. On the References tab, in the Table of Contents group, click the Table of Contents button.
2. Click Remove Table of Contents

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4. CREATE AND MODIFY INDEXES
To help readers find specific concepts and terms that they might not be able to readily locate by looking at a table
of contents, you can include an index at the end of a document. Word creates an index by compiling an
alphabetical listing with page numbers based on index entry fields that you mark in the document.
In the index, an entry might apply to a word or phrase that appears on one page or one that is discussed on
several pages. The entry might have related subentries. For example, in the index to this book, the main index
entry text effects might have below it the subentries applying and live preview of. An index might also include
cross-reference entries that direct readers to related entries.
For example, the main index entry text wrapping breaks might be crossreferenced to line breaks. You can use
cross references to direct readers to index terms they might not think of when looking for specific information.
Before you can generate an index for your document, you must insert index entry fields throughout the
document. Word then compiles the entries in these fields into the index. To insert an index entry field into the
document, you use the Mark Index Entry dialog box. In this dialog box, you can do the following:
• Modify the selected text to alter how it appears in the index.
• Add a subentry.
• Designate the entry as a cross-reference, one-page entry, or, if the selected text spans multiple pages, a
page-range entry. In the case of page-range entries, Word creates a bookmark for the selected text and
prompts you to enter a name for it in the Mark Index Entry dialog box.
• Format the page number associated with the entry—for example, to make it appear bold or italic in the
index.

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After you set the options in the dialog box, you can insert an index entry field adjacent to the selected text by
clicking Mark, or adjacent to every occurrence of the selected text in the document by clicking Mark All.
Index entry fields are formatted as hidden. They are not visible unless you display formatting marks and hidden
characters. When the index entry field is visible, the entry appears in the document enclosed in quotation marks
within a set of braces, with the designator XE and a dotted underline.
When you click OK in the Index dialog box, Word calculates the page numbers of all the entries and subentries,
consolidates them, and inserts the index as one field in the specified format at the specified location in the
document. If you make changes to a document that affect index entries or page numbering, you can update the
index.
To mark a word or short phrase as an index entry
1. Select the word or phrase you want to mark.
2. On the References tab, in the Index group, click the Mark Entry button. Notice that the selected word or
phrase has already been entered in the Main Entry box.
• Click Mark to insert an index entry field next to just this occurrence of the selected word or phrase.
• Click Mark All to insert index entry fields adjacent to every occurrence of the selected word or
phrase in the document.
To add a cross-reference to an index entry
1. After marking a word, phrase, or longer text as an index entry, without leaving the Mark Index Entry
dialog box, in the Options area, select the Cross-reference option. Notice that the cursor moves to the
space after the word See in the adjacent box.
2. Without moving the cursor, enter the text you want to use for a cross-reference. This text should exactly
match another index entry in the document.
3. Click Mark to insert a cross-reference to the new index entry adjacent to the current index entry.
To insert an index in a document
1. In a document with previously marked index entries, position the cursor where you want to insert the
index—usually at the end of the document.
2. On the Home tab, in the Paragraph group, click the Show/Hide ¶ button to hide formatting marks, fields,
and content that is formatted as hidden.

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3. On the References tab, in the Index group, click the Insert Index button to open the Index dialog box.
4. Optionally, change the number of columns and the format.
5. Click OK to compile an index based on the index entries you previously marked.
To delete an index entry
1. On the Home tab, in the Paragraph group, click the Show/Hide ¶ button to show formatting marks, fields,
and content that is formatted as hidden.
2. Scroll to the index entry you want to delete.
3. Select the entire entry and press the Delete key.
To update an index
• Click anywhere in the index, and then, on the References tab, in the Index group, click the Update
Index button.
• Right-click the index and then click Update Field.

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5. CITE SOURCES AND COMPILE BIBLIOGRAPHIES
Many types of documents that you create might require a bibliography that lists the sources of the information
that appears or is referenced in the document. Whether your sources are books, periodicals, websites, or
interviews, you can record details about them. You can also select a common style guide, such as the Chicago
Manual of Style, to have Word automatically list your sources in that style guide’s standard format.
Word offers a tool, called the Source Manager, to help you keep track of sources and to ensure that you reference
them in the proper format. When you enter source information, Word stores the information in a separate file
on your computer’s hard disk so that you can cite the sources in any document you create. The Source Manager
offers easy access to this master list of sources, in addition to access to the list of sources cited in your current
document.
The Source Manager accumulates sources from all documents, so if other documents already contain citations,
their source information might appear here.
To create sources, you use the Create Source dialog box. In this dialog box, you can select the type of source—for
example, whether it’sa book, a journal article, or other type of source. You can thenenter the author ofthe source,
the title of the source, and other key information. If the source has multiple authors, you can open the Edit Name
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Within your document, you can cite the sources you create by using the Source Manager dialog box or by using
the Insert Citation menu available from the Citations & Bibliography group of the References tab. You can also
use the Insert Citation menu to create new citations as you work and to set placeholders for citations, which you
can fill in later. When you add a citation to the document, it appears alongside the associated text in the format
you specified—for example, the Chicago Manual of Style.
After you enter citations in a document, you can compile their sources into a list with one of three headings:
Bibliography, References, or Works Cited. (The heading you choose is usually specified by the organization or
person for whom you are preparing the document, such as your company, your instructor, or the publication in
which you intend to publish the document.) You can also insert a source list with no heading at all.
When you compile a bibliography, Word inserts it at the cursor as one field. You can edit the text ofa bibliography,
but if the source information changes, it is more efficient to edit the source in the Source Manager and then
update the bibliography the same way you would update a table of contents or index.
To set the style rules for citations
1. On the References tab, in the Citations & Bibliography group, display the Style list.
2. In the style list, click the style guide you want Word to use when creating the bibliography.

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To create a bibliography source
1. In the Citations & Bibliography group, click the Manage Sources button to open the Source Manager
dialog box.
2. In the Source Manager dialog box, click New to open the Create Source dialog box.
3. In the Type of Source list, click the type of source (book or magazine, for example) that you want to add.
4. In the Bibliography Fields for Style area, enter the required bibliographic data.
5. Click OK to add the source to both the Master List and the Current List.
To insert a citation to an existing source in a document
1. Position the cursor in the document at the location where you want to insert a citation.
2. On the References tab, in the Citations & Bibliography group, click the Insert Citation button to display
the list of available sources.
3. On the Insert Citation menu, click a source to insert it in the document.
To generate and insert a bibliography
1. In the Citations & Bibliography group, click Bibliography to display the Bibliography gallery.
2. Select a bibliography format from the gallery to insert a bibliography containing all the citations in the
document in alphabetical order.
To update a bibliography
• Click anywhere in the bibliography to activate it. Then above the bibliography, click the Update
Citations and Bibliography button.
• Right-click the bibliography, and then click Update Field.

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CHAPTER 11
MERGING DATA WITH DOCUMENTS
AT A GLANCE
Many organizations communicate with customers or members
by means of letters, newsletters, and promotional pieces that
are sent to everyone on a mailing list. You can use a reasonably
simple process called mail merge to easily insert specific
information from a data source into a Word document to create
personalized individual items such as form letters, labels,
envelopes, or email messages. You can also use this process to
create a directory, catalogue, or other listing that incorporates
information from the data source.
The primary requirement for a mail merge operation is a well-
structured data source. You can pull information from a variety
of data sources—even your Outlook address book—and merge
it with a starting document or a content template to create the
output you want. Word has a wizard that can guide you through
the processes, but this chapter provides information about each
of the individual processes so you can quickly get started with
your merging projects.
IN THIS CHAPTER
AT A GLANCE
SPOTLIGHT
1. Mail merge process
2. Labels
3. Email messages
4. Managing data source

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1. MAIL MERGE PROCESS
The process for creating a mail merge document is quite straightforward and logical. All the tools for performing
mail merge operations are available from logical. All the tools for performing mail merge operations are available
from the Mailingstab.From this tab, you can runthe wizardor perform individual steps of the mail merge process
on your own.
Three important terms that are used when discussing mail merge processes are:
• Data source The file or storage entity that contains the variable information you want to pull into the
merge output.
• Field A specific category of information, such as a first name, last name, birthdate, customer number,
item number, or price.
• Record A set of the information that goes in the fields; for example, information about a specific
person or transaction. A record doesn’t have to contain information for every field, but it must have a
placeholder for any missing information.
The mail merge process varies slightly depending on whether you’re creating one document per record or one
document containing all the records. However, the basic process is this:
1. Identify a data source that contains the records you want to use.
2. Create a document into which you want to merge the records.
3. In the document, identify the fields from the data source that you want to merge into the document.
4. Preview the results and make any necessary adjustments.
5. Merge the data into the document to either create one or more new documents or to print the merge
results directly to the printer.
You can perform the mail merge process by using the commands on the Mailings tab of the ribbon, or you can get
step-by-step guidance from the Mail Merge wizard. The wizard displays options in a series of panes, and you
choose the options you want. If you’re new to mail merge, the wizard can provide a helpful framework. If you are
comfortable with the mail merge process and know what you want to create, it can be faster to perform the steps
manually.
To use the Mail Merge wizard
1. Start Word and display the Mailings tab.
2. In the Start Mail Merge group, click the Start Mail Merge button, and then click Step-by-Step Mail Merge
Wizard.
3. In each of the six panes of the wizard, select an option or provide the requested information.
4. In the last pane, specify whether to send the merge output directly to the printer or to create one or
more documents that you can review and save.
For most mail merge projects, you need a starting document that provides structure and common content, and
that identifies the locations where you want to insert data. You specify the data to merge into each location by
inserting merge fields. The merge fields pull data from the data source fields into the starting document. To
identify the data fields that are available for the mail merge operation, you must select the data source and import
its records into the Mail Merge Recipients list.

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To start a letter mail merge
1. Open a blank document or a document that contains the static content you want to pull data into.
2. On the Mailings tab, in the Start Mail Merge group, click the Start Mail Merge button.
3. On the Start Mail Merge menu, click Letters. There is no visible change to the document.
4. To continue and complete the process:
a) Use the procedures described in “Choose and refine the data source” later in this chapter to identify
the data source and available fields.
b) Create or edit the document content, and use the procedures described in “Insert merge fields” later
in this chapter to insert the merge fields.
c) Use the procedures described in “Preview and complete the merge” later in this chapter to finish
creating the letter.

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2. LABELS
The mail merge processes for labels are designed not only for stickers but also for name tags, badge inserts,
business cards, tab inserts for page dividers, CD labels, postcards, notecards, printable magnets, and anything
else that you print onto paper or other sheet-fed media that is divided into fixed areas. Many of these products
are available from office supply and craft supply retailers. Common manufacturers of label materials include
Avery and 3M, but there are many others.
When creating labels, you select the manufacturer and product number of the specific printing media, and then
Word creates a table that defines the printable area of the label sheet. You insert merge fields into the first cell
as a template for all the other cells, format the content as you want it, and then copy the cell content to the other
fields. If you’re making sheets of labels that pull data from multiple records, each additional field starts with a
«Next Record» tag that signals Word to move to the next record.
It’s important that you select the correct manufacturer and product, because the document page setup is very
precisely controlled to match the media. The definition for each label product includes the dimensions of the
printable and nonprintable areas of the sheet
To start a label mail merge
1. Open a blank document and display paragraph marks and formatting symbols.
3. On the Start Mail Merge menu, click Labels. The Label Options dialog box opens.
4. In the Printer information area, choose the correct printer type for the label forms and, for standard
printers, choose the input tray (or manual feed) for the label sheets.
5. On the label package, identify the manufacturer and product number of the labels you will be using. In
the Label information area, do the following:
• In the Label vendors list, click the label manufacturer.
• In the Product number list, click the product number.

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1. In the Label Options dialog box, click OK to return to the document. Word creates the label form in which
you will enter the merge fields and any static content.
b) Create or edit the static label content, and use the procedures described in “Insert merge fields” later
creating the labels.

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3. EMAIL MESSAGES
When you want to send the same information to all the people on a list—for example, all your customers, or all
the members of a club or your family—you don’t have to print letters and physically mail them. Instead, you can
use mail merge to create a personalized email message for each person in a data source.
As with a form letter that will be printed, you can either use the Mail Merge wizard or use the buttons on the
Mailings tab to insert merge fields into a document. These merge fields will be replaced with information from
the specified data source and the starting document will be converted to individual email messages.
To start an email mail merge
1. Open a blank document or a document that contains the static content you want to pull data into.
3. On the Start Mail Merge menu, click E-mail Messages. Word displays the current content in Web view.
b) Create or edit the document content, and use the procedures described in “Insert merge fields” later
creating the messages.

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4. MANAGING DATA SOURCE
It’s likely that your contact list contains a variety of contacts—clients, employees, friends, relatives, and other
people you have corresponded with. Many of these contacts might not be current, and many of them might not
be people to whom you want to direct the specific form letter or email message that you’re creating. But that’s
okay—you can import the entire contact list and then use the filtering function in the Mail Merge Recipients
dialog box to identify only those people you want to include in your current mail merge project. A selected check
box indicates that a record will be included in the mail merge.
Refine the data source records
The data source you choose doesn’t have to be specific to the item you’re creating. For example, you could create
postcards announcing an in-store sale only for customers who live in that area, or create gift certificates only for
people who have birthdays in the next month.
If you don’t want to include all the data source records in your mail merge operation, you can now whittle down
the list to those you want. You can use the following processes to remove a record from the recipient list:
Filter the list on one or more fields You can filter the list to display only the records that you want to include, or
to locate (and then remove) the records that you want to exclude.
Remove duplicates The wizardcan help to identifyentries that might be duplicates. You caneither clear the check
boxes for the duplicate versions that you don’t want to use, or you can remove the entries from the data source
file, save the file, and refresh the recipients list.
Manually exclude records Each record has a check box. Clearing the check box removes the record from the mail
merge operation.
In addition to limiting the set of information used in a mail merge, you can also sort the records to specify the
order in which they appear in the mail merge document—for example, in postal code order for a bulk mailing.
To filter the recipients list to display only records you want to include
1. Display the Mail Merge Recipients list.
2. In the Refine recipient list area, click Filter to display the Filter Records tab of the Filter and Sort dialog
box.
3. In the Field list, click the field you want to filter by.

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4. In the Comparison list, click one of the following:
• Equal to
• Not equal to
• Less than
• Greater than
• Less than or equal
• Greater than or equal
• Is blank
• Is not blank
• Contains
• Doesn’t contains
5. In the Compare to list, enter the criterion for the field filter.
6. To apply multiple criteria, click And or Or in the leftmost list and then enter the additional criteria.
7. In the Filter and Sort dialog box, click OK. Records that are not displayed in the filtered list are not
included in the mail merge operation.
To manually exclude records from the recipients list
1. Display the Mail Merge Recipients list.
2. If necessary, sort or filter the list to locate records.
3. Clear the check boxes of any records that you want to exclude from the mail merge operation.

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Preview and complete the merge
After you specify the data source you want to use and enter merge fields in the main document, you can preview
the effect of merging the records into the documents, and then perform the actual merge. You can further filter
the source data during the preview process. When you’re ready, you can either send the merged documents
directly to the printer or you can merge them into a new document. If you merge to a new document, you have
another chance to review and, if necessary, edit the merged documents before sending them to the printer.
To preview merged documents
1. Display the starting document with merge fields in place and the data source attached.
2. On the Mailings tab, in the Preview Results group, click the Preview Results button to display the data
source information in place of the merge fields.
3. In the Preview Results group, do any of the following:
• Click the Next Record or Previous Record button to move through the data source one record at a
time.
• Click the First Record or Last Record button to move to the first or last record in the data source.
• Click the Preview Results button again to redisplay the merge fields.
To merge the data to a new document
1. On the Mailings tab, in the Finish group, click the Finish & Merge button, and then click Edit Individual
Documents. The Merge To New Document dialog box opens.
2. In the Merge to New Document dialog box, indicate the record or records that you want to merge, and
then click OK.
To merge the data and print the resulting file
1. On the Mailings tab, in the Finish group, click the Finish & Merge button, and then click Print Documents.
2. In the Merge to Printer dialog box, indicate the record or records that you want to merge, and then click
OK.
3. In the Print dialog box, select your printer, configure any additional printer settings that are necessary,
and then click OK.
To merge the data and email the resulting messages
1. On the Mailings tab, in the Finish group, click the Finish & Merge button, and then click Send Email
Messages. The Merge To E-mail dialog box opens.
2. In the Message options area, do the following:
• In the To list, click the field that contains the recipients’ email addresses.
• In the Subject line box, enter the message subject you want the email message to display
• In the Mail format list, click Attachment, Plain text, or HTML.

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3. In the Send records area, indicate the record or records that you want to merge. Then click OK.

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CHAPTER 12
CREATING SLIDES
AT A GLANCE
When you create a presentation from a design template, the
only slide in the initial presentation is the title slide. It’s up to
you to add more slides for the content that you want the
presentation to include. You can create slides based on slide
templates designed to hold specific types of content, or you can
copy existing slides from other presentations.
When the presentation you’re developing includes a lot of
slides, it can be useful to organize them into sections. Sections
are not visible to the audience, but they make it easier to work
with slide content in logical segments. This chapter guides you
through procedures related to adding, copying, and importing
slides; importing slide content; hiding and deleting slides;
applying themes; changing slide backgrounds; dividing
presentations into sections; andrearranging slidesand sections
IN THIS CHAPTER
AT A GLANCE
SPOTLIGHT
1. Microsoft powerpoint 2016
2. Add and remove slides
3. Hide and delete slides
4. Apply themes
5. Change slide backgrounds
6. Divide presentations into
sections
7. Rearrange slides and sections
8. Printing

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1. MICROSOFT POWERPOINT 2016
Microsoft PowerPoint 2016 is the presentation tool of the Microsoft Office 2016 suite. It seems nowadays that
nearly every office and boardroom employs Microsoft PowerPoint if not daily then certainly frequently.
Microsoft PowerPoint’s substantial power and flexibility make it a useful tool for both personal and business use.
It is typically used as a graphical approach to presentations in the form of slide shows that accompany oral
delivery of the topic.
Users create dynamic, informational slides through the use of
• Text
• Graphics
• Animation
Some examples of how it is used include:
Use Comment
Sales and marketing
presentations
Present the companies’ products in an exciting, engaging and dynamic way
Education PowerPoint is often used by Universities and technical colleges for lecture slides
Internal meetings PowerPoint can help bring to life internal meetings with charts, graphs and tables
Professional training Many businesses use PowerPoint for internal training courses
Create a photo album
or slideshow
Whether for personal use, displaying a companies’ portfolio of products or
presenting some design pictures in a product development seminar, PowerPoint can
provide a highly professional landscape for sharing pictures and videos
Building effective presentations
One of the key criticisms of Microsoft PowerPoint is the boredom that audiences can encounter from poorly
designed presentations, commonly paraphrased as “Death by PowerPoint”. The criticism refers to the state of
boredom and fatigue that can be induced by information overload from a badly designed presentation.
Therefore, you should consider the following tips when constructing a presentation:
• Your goal is not to impress the audience with your amazing PowerPoint skills, but rather to
communicate a message.
• Think about what you want to communicate to the audience. The message may be the transfer of
information, to persuade the audience of a particular perspective, or to motivate an audience in a
certain direction. Whatever the message, be clear in your mind before you start constructing the
presentation.
• Start by writing the text in Microsoft Word. Essentially you are telling a story, so by writing it first in
Word will ensure there is logical flow and the story reaches the desired conclusion.
• Consider the audience when choosing a design. Is this a presentation to the sales and marketing team,
a group of consumers, a technical development team or a finance group?
• Keep it simple. The presentation should not detract from the presenter but support them. Too many
flashy features might change your presentation from a useful business tool into an overly complex and
confusing circus.
• Don’t use too many slides. One frequently quoted benchmark is the ‘minimum one minute per slide
rule’.
• Don’t just use words, use visuals too.

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2. ADD AND REMOVE SLIDES
The appearance and structure of slides is defined by the slide layouts associated with the design template. Slide
layouts define the elements on specific types of slides, such as:
• Slide backgrounds and incorporated graphics.
• Text box locations, sizes, and formats.
• Default paragraph and character formats for each text box location.
• Standard headers or footers.
A template could have only one slide layout, but most have unique slide layouts for slides that display the
presentation title, section titles, various combinations of slide titles and content, and a blank slide that contains
only the background. Each slide layout is named; the name suggests the primary application of the slide layout,
but you aren’t limited to that suggestion; you can enter any type of content in any slide layout and modify the
layout of any slide. The slide layouts available in a presentation are displayed on the New Slide menu.
You can modify the built-in slide layouts, create your own slide layouts, or create entirely new sets of slide layouts
called slide masters, and you can reset slides to match their slide layouts, or apply different slide layouts to
existing slides.
Insert new slides
When you create a new slide, PowerPoint inserts it after the currently active slide. In a new presentation based
on a standard PowerPoint template, a slide you add after the title slide has the Title And Content layout, and a
slide added after a slide other than the title slide has the layout of the preceding slide.

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If you want to add a slide that has a different layout, you can select the layout when you insert the slide or you
can change the slide layout at any time after you create the slide.
To add a slide based on the default slide layout
1. Select the slide after which you want to add the new slide.
• On the Home tab, in the Slides group, click the New Slide button (not its arrow).
• Press Ctrl+M.
To add a slide based on any slide layout
1. Select the slide after which you want to add the new slide.
2. On the Home tab, in the Slides group, select the New Slide arrow to display the New Slide gallery and
menu.
3. In the gallery, click a slide layout thumbnail to add a slide based on that slide layout.
Copy and import slides and content
You can reuse slides from one presentation in another, in one of two ways: you can copy the slides from the
original presentation to the new presentation, or you can use the Reuse Slides tool, which displays the content
of an original presentation and allows you to choose the slides you want to insert in the new presentation.
Within a presentation, you can duplicate an existing slide to reuse it as the basis for a new slide. You can then
customize the duplicated slide instead of having to create it from scratch.
If you frequently include a certain type of slide in your presentations, such as a slide that introduces you to the
audience, you don’t have to re-create the slide for each presentation. You can easily reuse a slide from one
presentation in a different presentation. If the content of your presentation exists in a document, you can
configure that content in outline format and then import the outline into PowerPoint. For the import process to
work smoothly, format the document content that you want to port into the presentation as headings.
PowerPoint converts some styles into slide headings, converts some styles into bullet points, and ignores other
styles.
To select a single slide
• In Normal view, select the slide in the Thumbnails pane.
• In Outline view, select the slide header in the Outline pane.
• In Slide Sorter view, select the slide in the Slide pane.

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To select multiple slides
1. In Normal view, Outline view, or Slide Sorter view, click the first slide you want to select.
• To select a contiguous series of slides, press and hold the Shift key, and then click the last slide you
want to select.
• To select noncontiguous slides, press and hold the Ctrl key, and then click each additional slide you
want to select.
To insert a slide from another presentation
1. Open the source and destination presentations in PowerPoint. Display each presentation in Normal view
or Slide Sorter view.
2. Display the two PowerPoint windows side by side.
3. In the source presentation, select the slide or slides you want to copy.
4. Drag the selection to the destination presentation. A horizontal line between slide thumbnails in Normal
view or a vertical line between thumbnails in Slide Sorter view indicates the location at which
PowerPoint will insert the slides.
PowerPoint creates copies of the slides and applies the destination theme to the copies.
To prepare a source document to import as a presentation
1. Enter the content that you want to appear on the slides (and any other content) in a document.
2. Review the styles applied to the content you want to include in the presentation.
• Title, Subtitle, Heading 1, and any list items will convert to slide titles.
• Heading 2 through Heading 8 will convert to bulleted list items.
3. Save and close the document.
To create a presentation by importing a Word document
1. On the Open page of the Backstage view, select Browse.
2. In the file type list, select All Files (*.*).
3. Browse to the folder that contains the Word document that contains the slide title and bullet point
information.
4. Double-click the document to create a new presentation.
5. Select all the slides in the new presentation, and then on the Home tab, in the Slides group, select the
Reset button.
6. Apply the design template you want.
To create slides in an existing presentation by importing a Word document
1. Select the slide after which you want to insert the new slides.
2. On the Home tab or Insert tab, in the Slides group, select the New Slide arrow.
3. On the New Slide menu, below the gallery, select Slides from Outline to open the Insert Outline dialog
box, which resembles the Open dialog box.
4. Use standard Windows techniques to browse to the folder that contains the Word document you want
to use for the slide titles and content.
5. Double-click the document to insert slides based on its content.

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3. HIDE AND DELETE SLIDES
If you create a slide and then later realize that you don’t need it, you can delete it. If you don’t need the slide for
a presentation to a specific audience but might need it later, you can hide the slide instead. Hidden slides aren’t
presented in slide shows. They remain available from the Thumbnails pane, but their thumbnails are dimmed
and slide numbers crossed through with a backslash.
When you select a hidden slide, the Hide Slide button on the Slide Show tab is shaded to indicate that the
command is in effect. You can edit a hidden slide in the Slide pane just as you can any other, so you might use this
feature to keep a slide that you’re still working on hidden until it’s final. You can unhide a slide to include it in
the slide show.
To hide or unhide slides
1. Right-click a single slide, and then select Hide Slide.
Or
2. Select the slide or slides you want to hide or unhide.
• Right-click the selection, and then select Hide Slide.
• On the Slide Show tab, in the Set Up group, select Hide Slide.
To delete slides
1. Right-click a single slide, and then select Delete Slide.
Or
2. Select the slide or slides you want to delete.
• Right-click the selection, and then select Delete Slide.
• On the Home tab, in the Clipboard group, click Cut.
• Press the Delete key.

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4. APPLY THEMES
The appearance of every presentation that you create is governed by a theme— a combination of colors, fonts,
effect styles, and background graphics or formatting that coordinates the appearance of all the presentation
elements. Even a blank presentation has a theme: the Office theme, which has a white slide background, a
standard set of text and accent colors, and the Office font set, which uses Calibri Light for headings and Calibri
for body text.
You can change the theme applied to an entire presentation or to only one section of the presentation. If you like
the colors of one theme, the fonts of another, and the effects of another, you can mix and match theme elements.
You can also create your own themes.
When working in Normal view, you can use the Live Preview feature to see how your presentation would look
with a different theme applied. Simply point to any theme and pause. PowerPoint temporarily applies the
selected formatting to the slide in the Slide pane. This makes it easy to try different themes and theme elements
until you find the ones you want.
To apply a standard theme to a presentation
1. Display the presentation in Normal view.
2. On the Design tab, in the Themes group, select the More button (below the scroll arrows) to display the
menu that includes the Office theme gallery.
3. Point to thumbnails in the gallery to display the theme names in tooltips and preview the effect of
applying the themes to your presentation.
4. Select a theme thumbnail to apply that theme to the entire presentation.

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To change the color scheme of the presentation
1. On the Design tab, in the Variants group, select a variant thumbnail.
Or
2. On the Design tab, in the Variants group, select the More button (below the scroll arrows) to expand the
Variants menu.
3. On the Variants menu, select Colors.
4. On the Colors menu, select the color set you want to apply.
To change the font set of the presentation
Variants menu.
2. On the Variants menu, select Fonts.
3. On the Fonts menu, select the font set you want to apply.

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To change the effect style of the presentation
Variants menu.
2. On the Variants menu, select Effects.
3. On the Effects menu, select the effect style you want to apply.
To apply a theme or theme variant to only part of a presentation
1. Create a section that contains the slides you want to have a different theme.
2. Click the section header to select the section.
3. Apply the theme or theme element.

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5. CHANGE SLIDE BACKGROUNDS
The presentation theme includes a standard background. The background might be a color or it might include a
background graphic.
You can customize slide backgrounds by removing the background graphic and filling the slide background with
a solid color, a color gradient, a texture, a pattern, or a picture of your choice. You make these changes in the
Format Background pane.
Each of the options in the Format Background pane has specific settings that appear when you select the option.
A solid color background is a good choice for readability, but if you want to add some interest without a lot of
distraction, you can use a color gradient in which a solid color gradually changes to another. PowerPoint offers
several light-to-dark and dark-to-light gradient patterns based on the color scheme. You can also create custom
gradients of two, three, or more colors. Each change in color within a gradient is controlled by a gradient stop.
For each gradient stop, you can specify the location and specific color (including the transparency and brightness
of the color). A color gradient can have from 2 to 10 gradient stops.
If you want something fancier than a solid color or a color gradient, you can give the slide background a texture
or pattern. PowerPoint comes with several built-in texturesthat you can easily apply to the background of slides.

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To display the Format Background pane
• On the Design tab, in the Customize group, select Format Background.
To close the Format Background pane
• In the upper-right corner of the pane, select the Close button (the X).
• To the right of the pane name, click the down arrow, and then select Close.
To apply a background change to all slides
1. In the Format Background pane, configure the slide background formatting you want.
2. At the bottom of the pane, select Apply to All.
To remove the slide background graphic applied by a theme
1. Display the Format Background pane.
2. In the Format Background pane, select the Hide background graphics check box.
To apply a solid background color to one or more slides
1. In the Format Background pane, select Solid fill.
2. Select the Color button to display the color palette.
3. Select a theme color variant, a solid color, or a recent color, or select More Colors and select a custom
color.
4. Move the Transparency slider to adjust the background color transparency, or set a specific
transparency percentage.

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6. DIVIDE PRESENTATIONS INTO SECTIONS
To make it easier to organize and format a longer presentation, you can divide it into sections. In both Normal
view and Slide Sorter view, sections are designated by titles above their slides. The titles do not appear in other
views, and they do not create slides or otherwise interrupt the flow of the presentation.
Because you can collapse entire sections to leave only the section titles visible, the sections make it easier to
focus on one part of a presentation at a time.
To create a section
1. In Normal view or Slide Sorter view, select the slide that you want to be first in the new section.
2. On the Home tab, in the Slides group, select the Section button, and then select Add Section to insert a
section title named Untitled Section before the selected slide.
To rename a section
1. In Normal view or Slide Sorter view, do either of the following to open the Rename Section dialog box:
• Right-click the section title you want to change, and then select Rename Section.
• On the Home tab, in the Slides group, select the Section button, and then select Rename Section.
2. In the Section name box, replace or edit the existing section name, andthen press Enter or select Rename.

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To collapse or expand one slide section
In Normal view or Slide Sorter view, click the arrow that precedes the section title.
To collapse or expand all slide sections
• On the Home tab, in the Slides group, select the Section button, and then select Collapse All or Expand
All.
• Right-click any section name, and then select Expand All or Collapse All.

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7. REARRANGE SLIDES AND SECTIONS
After you have added several slides to a presentation, you might want to rearrange their order so that they more
effectively communicate your message. You can rearrange a presentation by moving individual slides or entire
sections of slides.
To move a slide within a presentation
• In Normal view or Slide Sorter view, drag the slide thumbnail to its new position. Notice as you drag
that the other thumbnails move to indicate where the selected slide will appear when you release Or
1. Right-click the slide thumbnail, and then select Cut.
2. Right-click between the other slide thumbnails where you want to move the slide.
3. In the Paste Options section of the shortcut menu, select the Use Destination Theme button or the Keep
Source Formatting button.
To move a section within a presentation
1. Click the title of the section of slides you want to move, to select all the slides in the section.
2. Drag the section to its new location.
Or
3. Right-click the section title, and then select Move Section Up or Move Section Down to move the section
and all its slides before the preceding section or after the following section.
To merge a section into the preceding section by removing the section divider
1. Select the title of the section of slides you want to ungroup.
2. On the Home tab, in the Slides group, select the Section button, and then select Remove Section.
Or
• Right-click the section title, and then select Remove Section.
To merge all sections by removing all section dividers
• On the Home tab, in the Slides group, select the Section button, and then select Remove All Sections.
To delete a section of slides
1. Select the title of the section of slides you want to delete, to select all the slides in the section.
2. Press the Delete key.
Or
1. Right-click the section title, and then select Remove Section & Slides.
2. If PowerPoint prompts you to confirm the deletion, select Yes to delete the section title and all the slides
in the section.

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8. PRINTING
Previewing presentations before printing
Print preview allows you to see on-screen exactly how the presentation will look when you proceed with printing
it to paper (or another output file). This saves both time and money by avoiding wasteful print-runs when further
amendments may still be required
To preview a presentation either click print on File tab, click the Print Preview icon or press CTRL + F2
• Illustrative print preview screen
Navigate
multiple pages
here
The preview
shows on the right
Zoom in or out
‘File’ tab
‘Print Preview’ icon

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Printing presentations
Continuing the above example once you’re in the print preview screen select appropriate print options, double
check the preview on the right hand side, then click Print.
Print examples
The below examples illustrate the various options available for printing presentations under point 4 above.
Note that 6-horizontal and 9-horizontal follow the same pattern as illustration 7, and 6-vertical and 9-vertical
follow the same pattern as illustration 8.
1. How many copies do you
want to print?
2. Select which
printer to print to 3. Print the whole
presentation or
specific slides?
5. Single or
duplex printing?
6. Collated (e.g. 123, 123) or
uncollated (11, 22, 33)?
7. Portrait or
landscape?
8. Black + white, grayscale or
colour
9. Print
4. Select how many slides
per printed page, slide
ordering (horizontal or
vertical) and whether to
frame printed slides. See
below for examples.

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Illustration 1 – Full page
Illustration 2 – Notes

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Illustration 3 – Outline
Illustration 4 – Handouts: 1 slide per page

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Illustration 5 – Handouts: 2 slides per page
Illustration 6 – Handouts: 3 slides per page

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Illustration 7 – Handouts: 4 slide per page horizontal
Illustration 8 – Handouts: 4 slides per page vertical
Note the slide
ordering…
Note the slide
ordering…

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CHAPTER 13
INSERT AND MANAGE GRAPHICS
AND CHARTS
AT A GLANCE
Successful presentations are likely to have fewer words and
more graphic elements. You can use images, diagrams,
animations, charts, tables, and other visual elements to
graphically reinforce your spoken message (which can be
conveniently documented in the speaker notes attached to the
slides).
This chapter guides you through procedures related to
inserting, moving, and resizing pictures; editing and formatting
pictures; drawing and modifying shapes; capturing and
inserting screen clippings; and creating a photo album
IN THIS CHAPTER
AT A GLANCE
SPOTLIGHT
1. Insert, move, and resize pictures
2. Edit and format pictures
3. Create a photo album
4. Capture and insert screen
clippings
5. Draw and modify shapes
6. Move and modify shapes
7. Add audio content to slides
8. Add video content to slides

CHAPTER 13: INSERT AND MANAGE GRAPHICS AND CHARTS HANDS ON COURSE
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1. INSERT, MOVE, AND RESIZE PICTURES
You can place digital photographs and images created and saved in other programs on slides in your PowerPoint
presentations. Collectively, these types of images are referred to as pictures. You can use pictures to make slides
more visually interesting, but in a PowerPoint presentation, you’re more likely to use pictures to convey
information in a way that words cannot.
You can insert a picture onto a slide either from your computer or from an online source, such as the internet or
your cloud storage drive.
After you insert a picture, you can make it larger or smaller and position it anywhere you want on the slide.
Inserting or selecting a picture activates its sizing handles and the Format tool tab in the Picture Tools tab group.
This tab contains commands for formatting the appearance of a picture and controlling its position relative to
text, images, and other page elements.
To insert a picture from your computer
1. Do either of the following to open the Insert Picture dialog box:
• If the slide has a content placeholder, select the Pictures button in the placeholder.
• If the slide doesn’t have a content placeholder, on the Insert tab, in the Images group, select the
Pictures button.
2. In the Insert Picture dialog box, browse to and select the picture (or pictures) you want to insert. Then
select Insert.
The inserted picture is surrounded by a frame to indicate that it is selected. You can use the handles around the
frame to size and rotate the picture.
To insert a picture from an online source
1. Do either of the following to open the Insert Pictures window:
• If the slide has a content placeholder, select the Online Pictures button in the placeholder.
• If the slide doesn’t have a content placeholder, on the Insert tab, in the Images group, select the Online
Pictures button.
2. In the Online Pictures window, select the source you want to use (such as OneDrive) or enter a search
term in the search box.
3. Browse to and select the picture or pictures you want to insert. Then select Insert.
To select a picture for editing
• Click or tap the picture once.

HANDS ON COURSE CHAPTER 13: INSERT AND MANAGE GRAPHICS AND CHARTS
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To move a picture
• Point to the image. When the cursor changes to a four-headed arrow, drag the picture to its new
location.
To resize a picture
• Select the picture, and then do any of the following:
¯ To change only the width of the picture, drag the left or right size handle.
¯ To change only the height of the picture, drag the top or bottom size handle.
¯ To change both the height and the width of the picture without changing its aspect ratio, drag a
corner size handle or set the Height or Width measurement in the Size group on the Format tool
tab, and then press Enter.

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2. EDIT AND FORMAT PICTURES
After you insert any picture into a presentation, you can modify it by using the commands on the Format tool tab.
For example, you can do the following:
• Remove the background by designating either the areas you want to keep or those you want to
remove.
• Sharpen or soften the picture, or change its brightness or contrast.
• Enhance the picture’s color.
• Make one of the picture’s colors transparent.
• Apply effects such as shadows, reflections, and borders; or apply combinations of these effects.
• Add a border consisting of one or more solid or dashed lines of whatever width and color you choose.
• Crop away the parts of the picture that you don’t want to show on the slide.
All these changes are made to the representation of the picture on the slide and do not affect the original picture.
To crop a picture
1. Select the picture. On the Format tool tab, in the Size group, click the Crop button to display thick black
handles on the sides and in the corners of the picture.
2. Drag the handles to define the area you want to crop to. The areas that will be excluded from the cropped
picture are shaded.
3. When you finish defining the area, click away from the picture, or click the Crop button again to apply
the crop effect.
To redisplay the uncropped picture at any time, select it and click the Crop button.
Or
1. Select the picture. On the Format tool tab, in the Size group, click the Crop arrow, and then do one of the
following:
• Click Crop to Shape, and then click a shape.
• Click Aspect Ratio, and then click an aspect ratio.
Word crops the picture to meet your specifications.

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To frame a picture
1. Select the picture. On the Format tool tab, in the Picture Styles group, click the More button to display
the Picture Styles gallery.
2. Point to each picture style in turn to display a live preview of the frame applied to your picture. Click the
picture style you want to apply.
To remove a background from a picture
1. Select the picture. On the Format tool tab, in the Adjust group, click the Remove Background button to
display the Background Removal tool tab and apply purple shading to the areas of the picture that the
tool thinks you want to remove.
2. Drag the white handles to define the area that you want to keep. The Background Removal tool updates
its shading as you do.
3. On the Background Removal tool tab, click Mark Areas to Keep, and then click any areas of the photo that
are shaded, that you’d like to expose and keep.
4. On the Background Removal tool tab, click Mark Areas to Remove, and then click any areas of the photo
that aren’t shaded, that you’d like to remove. Depending on the simplicity of the picture, you might need
to make a lot of adjustments or only a few.
5. When you finish, click the Keep Changes button to display the results.
You can return to the Background Removal tool tab at any time to make adjustments.

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To adjust the color of a picture
1. Select the picture whose color you want to adjust.
2. On the Format tool tab, in the Adjust group, click the Color button toexpand the gallery of color choices.
3. In the Color gallery, point to a thumbnail to preview its effect on the picture.
4. Click a thumbnail to apply the corresponding picture color to the picture.
To apply an artistic effect to a picture
1. Select the picture. On the Format tool tab, in the Adjust group, click the Artistic Effects button to display
the Artistic Effects gallery.
2. Point to each effect to display a live preview of the effect on the selected photo.
3. Click the effect that you want to apply.

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3. CREATE A PHOTO ALBUM
When you want to display a dynamic array of pictures in a presentation, you can use a photo album template to
do the initial layout and then customize the album by adding frames of different shapes, in addition to captions,
or by applying layouts from the Design Ideas pane.
The first step in creating a photo album is to choose the pictures you want to include. After you know the album
contents, you can configure the album options. When creating a photo album, you have several choices. The
primary choice is the slide layout. You can choose from seven layouts that display one, two, or four pictures per
slide. The pictures can optionally have titles. The default layout is Fit To Slide, which creates one slide per photo.
The photo album uses the layout you select on all pages of the album.
A basic preview of the selected layout is available in the Photo Album dialog box while you’re creating the album.
When you choose a layout, a slide number appears next to the first picture that will be on that slide. If you want
to group pictures differently, you can reorder the photos before creating the album.
You can insert a text box on a photo album page, where it takes the place of a picture. You can use the text boxes
to display comments about the pictures on that page, or you can leave them blank to control the layout. The total
number of text boxes and pictures on a slide is the same as the layout that you choose. (In other words, if you
choose a four-picture layout, the slide can display any combination of pictures and text boxes for a total of four
objects.)
When you choose any layout other than Fit To Slide, you can opt to display captions below all the pictures. It isn’t
necessary to specify the captions when you select the photos for the album; if you choose the option to have
captions, PowerPoint creates placeholders for them.
You can choose from these seven picture frame styles:
• Rectangle
• Rounded Rectangle
• Simple Frame, White
• Simple Frame, Black
• Compound Frame, Black
• Center Shadow Rectangle
You can choose a theme for the album when you’re creating it, but it’s easier to create the album and then apply
the theme separately, because you can’t preview the theme in the Photo Album dialog box. You can also choose
to render all the pictures in the album in black and white rather than their native colors.

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To create a photo album
1. Start PowerPoint and display any blank or existing presentation. (PowerPoint creates the photo album
as an entirely separate file.)
2. On the Insert tab, in the Images group, select Photo Album to open the Photo Album dialog box.
3. In the Insert picture from area, select File/Disk to open the Insert New Pictures dialog box.
4. Browse to the folder that contains the pictures you want to use, and select the photos. Then select Insert
to add the selected files to the Pictures In Album list in the Photo Album dialog box.
5. Review the images in the Preview window. Select any image that you want to rotate or recolor, and use
the commands beneath the Preview window to do so.
6. Next, configure the album layout. In the Picture layout list, select the layout you want to use. A generic
preview of the layout appears to the right of the list. The numbers preceding the photo file names change
to reflect the slide number the photo appears on.
7. Now confirm the picture order and slide content.
8. Next, if the picture layout is set to something other than Fit To Slide, choose the picture frame. In the
Frame shape list, select the frame you want to use.
9. Finally, do any of the following:
• If you want to display captions below the photos, select the Captions below ALL pictures check
box.

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• If you want to display grayscale versions of the photos, select the ALL pictures black and white
check box.
• If you know the theme you want to apply to the photo album, select the Browse button to the right
of the Theme box, and then double-click the theme you want to use.
10. Select Create to create the photo album.
11. Review the photo album, and do any of the following:
• Change the photo album title from the generic Photo Album to something more meaningful.
• If you added titles, captions, or text boxes, insert appropriate content in the placeholders.
• If you didn’t choose a theme, or don’t like the theme you chose, choose an appropriate theme from
the Themes gallery on the Design tab.
12. Save the photo album.
To edit photo album settings
1. On the Insert tab, in the Images group, select the Photo Album arrow, and then select Edit Photo Album
to open the Photo Album dialog box with all the current settings.
2. Add, remove, and modify photos; change the photo order; insert or remove text boxes; change the
picture layout or frame; add or remove captions; or make any other changes you want.
3. When you finish, select the Update button to apply your changes.

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4. CAPTURE AND INSERT SCREEN CLIPPINGS
PowerPoint provides a screen-clipping tool that you can use to easily capture an image of anything visible on
your computer screen. After you capture the image, you can edit it just as you can other graphics.
To insert an image of an on-screen window
1. Display the window that you want to capture and size it to display its contents as you want to show
them.
2. Switch to PowerPoint and display the slide you want to insert the screen content on.
3. On the Insert tab, in the Images group, select Screenshot. The Screenshot menu displays thumbnails of
all the windows on your screen that are currently available to insert.
4. On the Screenshot menu, select the window you want to insert an image of on the slide.
5. Resize the inserted image to suit your needs.
To capture a screen clipping from PowerPoint
1. Display the content that you want to capture.
2. Switch to PowerPoint and display the slide you want to insert the screen content on.

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3. On the Insert tab, in the Images group, select Screenshot.
4. On the Screenshot menu, select Screen Clipping. The PowerPoint menu minimizes to the taskbar, and a
translucent white layer covers the entire display.
5. When the cursor changes to a plus sign, point to the upper-left corner of the area you want to capture,
and then drag down and to the right to define the screen clipping borders.
When you release the mouse button, PowerPoint captures the clipping, restores the window, and inserts the
clipping in the center of the slide.
Insert and format icons
A terrifically useful feature that was introduced in Office 365 and has now been made available in Word, Excel,
PowerPoint, and Outlook is an extensive icon library. At the time of this writing, the icon library contains
approximately 500 different icons that you can insert into your PowerPoint presentations.
The icon library is stored online—which is good because Microsoft can easily add new icons to it, but not perfect,
because it requires an internet connection to access it. Provided that you’re online, the icon library is easy to
access and use. The library is not searchable but is divided into categories that make it a bit easier to find what
you’re looking for.

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To insert an icon
1. Position the cursor where you want to insert the icon.
2. On the Insert tab, in the Illustrations group, select Icons.
3. Scroll the icon library or select any category in the left pane to move to that section of the library.
4. Select each icon that you want to insert. A check mark appears in the corner of each selected icon. Then
select Insert to insert the icon or icons as individual drawings.
To convert an icon to an Office shape
• Select the icon. On the Format tool tab for drawings, in the Change group, click Convert to Shape.
• Right-click the icon, and then select Convert to Shape.
2. In the Microsoft PowerPoint message box prompting you to confirm that you want to convert the icon
to a Microsoft Office drawing object, select Yes.
To resize, recolor, rotate, or otherwise modify an icon
1. Select the icon, and then use the standard tools on the Format tool tab to modify it as you would any
other image object.

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5. DRAW AND MODIFY SHAPES
An extensive library of shapes is available in PowerPoint. Shapes can be simple, such as lines, circles, or squares;
or more complex, such as stars, hearts, and arrows. Some shapes are three-dimensional (although most are two-
dimensional). Some of the shapes have innate meanings or intentions, and others are simply shapes.
Pointing to any shape in the gallery displays a ScreenTip that contains the shape name.
Draw and add text to shapes
After you select a shape that you want to add to your document, you drag to draw it on the slides. Shapes are also
text boxes, and you can enter text directly into them. You can format the text in shapes just as you would regular
text.
To create a shape on a slide
1. On the Insert tab, in the Illustrations group, click the Shapes button and then, on the Shapes menu, click
the shape you want to insert.
2. When the cursor changes to a plus sign, do either of the following:
• Click on the slide to create a shape of the default size.
• Drag diagonally on the page to specify the upper-left and lower-right corners of the rectangle that
surrounds the shape (the drawing canvas).
To add text to a shape
1. Select the shape, and then enter the text you want to display on the shape. There is no cursor to indicate
the location of the text; simply start typing and it appears on the shape.

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6. MOVE AND MODIFY SHAPES
You can change the size, angles, outline and fill colors, and effects applied to the shape. You can apply different
colors to the outline and inside (fill) of a shape. When you first draw a shape and any time you select it thereafter,
it has a set of handles.
You can use the handles to manipulate the shape in the following ways:
• Drag the side or corner handles (hollow circles) to change the size or aspect ratio of the shape.
• Drag the angle handles (yellow circles) to change the angles or curves of the shape. Not all shapes have
angle handles.
• Drag the rotate handle (circling arrow) to rotate the shape.
To resize a shape
1. Click the shape once.
2. Select the shape, and then do any of the following:
1. To change only the width of the shape, drag the left or right size handle.
2. To change only the height of the shape, drag the top or bottom size handle.
3. To change both the height and the width of the shape, drag a corner size handle.
4. To resize a shape without changing its aspect ratio, hold down the Shift key and drag a corner size
handle or press an arrow key.
To rotate or flip a shape
1. Select the shape.
2. On the Format tool tab, in the Arrange group, click the Rotate Objects button.
3. On the Rotate Objects menu, click the Rotate or Flip option you want.
Or
2. Drag the Rotate handle in a clockwise or counterclockwise direction until the shape is at the angle of
rotation you want.

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To change a shape to another shape
1. Select the shape you want to change.
2. On the Format tool tab, in the Insert Shapes group, click the Edit Shape button, click Change Shape, and
then click the new shape.
Changing the shape doesn’t affect the shape formatting or text.
Format shapes
When a shape is selected, the Format tool tab in the Drawing Tools tab group appears on the ribbon. You can use
the commands on the Format tool tab to do the following:
• Replace the shape with another without changing the formatting.
• Change the fill and outline colors of the shape, and the effects applied to the shape.
• Separately, change the fill and outline colors and effects of any text that you add to the shape.
• Arrange, layer, and group multiple shapes.
When you have multiple shapes on a page, you can group them so that you can copy, move, and format them as
a unit. You can change the attributes of an individual shape—for example, its color, size, or location—without
ungrouping the shapes.
To format a shape
1. Select the shape that you want to format.
2. On the Format tool tab, in the Shape Styles group, click the More button to display the Shape Styles
gallery.
3. Point to thumbnails to display live previews of their effects, and then select a style thumbnail to apply
the selected style.
To format text on a shape
2. On the Format tool tab, in the WordArt Styles group, modify the style, text fill, text outline, or text effects.
To copy formatting from one shape to another
1. Select the formatting source shape.
2. On the Home tab, in the Clipboard group, click the Format Painter button.
3. Click the shape you want to copy the formatting to.

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To set formatting as the default for the active document
1. Right-click the formatting source shape, and then click Set as Default Shape.
To group shapes together as one object
1. Select all the shapes that you want grouped together.
2. On the Format tool tab, in the Arrange group, click the Group button (when you point to this button, the
ScreenTip that appears says Group Objects) and then, in the list, click Group.
To ungroup shapes
1. Select the group.
2. On the Format tool tab, in the Arrange group, click the Group button, and then click Ungroup.
 Charts and graphs
Definition: Charts and graphs
There are many kinds of data charts and graphs that can be added to Microsoft PowerPoint presentations
including column charts, line graphs, radar graphs, bubble graphs, doughnut charts, surface charts, stock charts,
scatter graphs, area graphs, bar charts and pie charts.
Add a chart or graph to a presentation
To add a chart or graph to a presentation:
• Click Chart in the Illustrations group on the Insert tab
• Select the type of chart you want in the Insert Chart dialog box then click OK
This inserts a standard default chart into the presentation and also opens an Excel worksheet with the underlying
data. You can edit the data in the worksheet then close the worksheet once complete.
1. Click

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2. Select a chart
style
3. OK
Having clicked
OK a basic
chart is
displayed

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To subsequently edit the underlying data either:
• Right-click the chart or graph then click Edit Data; or
• Click Edit Data on the Chart Tools-Design tab
This will re-open the underlying Excel worksheet allowing further editing of the data values and range.
The underlying data is also
displayed in an Excel
worksheet. You can edit the
data values and change the
data range in Excel before
closing the workbook.
Right click on the chart and
select ‘Edit Data’ to re-open
the underlying Excel
worksheet.

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Insert a linked Excel chart
Rather than create a new chart in PowerPoint and enter new data you can base a chart on an existing Excel
worksheet. This creates a link between the PowerPoint presentation and the Excel worksheet.
To insert a linked Excel chart in PowerPoint:
• In Excel:
¯ Open the Excel workbook containing the chart you want to link. Note – the workbook must have
been saved.
¯ Select the chart by clicking it
¯ Click Copy in the Clipboard group on the Home tab
• In PowerPoint:
¯ Select the slide where you want to insert the chart
¯ Click the Paste arrow in the Clipboard group on the Home tab
o If you wish to retain the look and feel of the chart as it appeared in Excel select Keep Source
Formatting & Link Data
o Alternatively select Use Destination Theme & Link Data
1. Click on the
chart in Excel
2. Copy
Alternatively click “Edit
Data” on the Chart Tools-
Design tab

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In order to capture any changes in the underlying Excel chart the link must be refreshed. To refresh the link:
• Click Refresh Data in the Data group on the Design tab under Chart Tools
You can also re-open the linked worksheet as follows:
• Select the chart by clicking on it
• Click Edit Data in the Data group on the Design tab under Chart Tools
Change the appearance of a chart or graph
When you click on a chart or graph the Chart Tools ribbon grouping is displayed. The group includes two tabs –
Design and Format.
Result: Linked
chart now
appears on the
slide
3. Click ‘Paste’
in PowerPoint
Update links
with ‘Refresh
Data’
Re-open the
worksheet in
Excel with
“Edit Data”

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Layout tab
Format tab
Design tab
Chart tools ribbon
grouping

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You can explore the various options in more detail in a live session of Microsoft PowerPoint which are
summarised in the following table:
Tab Functionality
Design • Chart type – change chart type or save as a new template
• Data – Select data, edit data, switch row/column or referesh data
• Chart Layouts – insert, labes, axes or add chart element
• Chart Style - change colors or chart styles
Format • Edit shape styles – fill, outline and effects
• Use WordArt styles
• Arrange – promote and demote the chart object versus other objects

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7. ADD AUDIO CONTENT TO SLIDES
You can enhance presentations by adding sound to slide transitions, to animated content, to an individual slide,
or to the presentation as a whole. For example, you could run a presentation that provides basic information and
icebreakers during the time leading up to your actual presentation. You can add a pleasant royalty-free
soundtrack that loops while the presentation plays, to avoid the discomfort of a room full of people who don’t
want to break the silence.
If you plan to distribute a presentation electronically for people to watch on their own, you might want to add
audio narration to an animation or provide narration for the entire presentation. You can add prerecorded audio
content to a presentation or record your own content directly within PowerPoint. PowerPoint supports the most
common audio formats— MP3, MP4, WAV, and WMA—and more specialized formats such as ADTS, AU, FLAC,
MIDI, and MKA audio.
When you add audio to a slide (rather than to an animation or transition), the audio icon (shaped like a speaker)
appears on the slide, and the audio trigger event appears in the Animation Pane. When the audio icon is selected,
the Audio Tools tab group, which includes the Format and Playback tool tabs, appears on the ribbon, and audio
playback controls appear on the slide.
You can start audio content on a slide automatically or from the playback controls. The playback controls are
visible only when the audio icon is active. The icon isn’t obtrusive, but you can disguise or hide it if you want to.
You can customize the audio content by using commands on the Playback tool tab, as follows:
• Edit the audio content so that only part of it plays.
• Make the sound gradually increase and decrease in volume.
• Adjust the volume or mute the sound.
• Specify whether the audio content plays:
¯ Automatically when the slide appears.
¯ Only if you select its icon.
• Make the audio object invisible while the presentation is displayed in Reading view or Slide Show view.
• Specify that the audio content should play continuously until you stop it.
• Ensure that the audio content starts from the beginning each time it is played.

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To insert an audio clip onto a slide
1. Save the audio clip on your computer or on a network-connected location.
2. On the Insert tab, in the Media group, selectAudio, and then select Audio on My PC to open the Insert
Audio dialog box.
3. In the Insert Audio dialog box, browse to and select the audio file, and then select Insert.
Or
1. In File Explorer, open the folder that contains the audio file.
2. Arrange the File Explorer and PowerPoint windows on your screen so that both are visible.
3. Drag the audio file from File Explorer to the slide.
To record audio directly onto a slide
1. On the Insert tab, in the Media group, selectAudio, and then select Record Audio to open the Record
Sound dialog box.
2. In the Name box, enter a name to uniquely identify the recording. Then select the Record button (labeled
with a red circle).
3. Speak or otherwise provide the audio that you want to record. When you finish, select the Stop button
(labeled with a blue square). The audio icon and an accompanying trigger icon appear in the center of
the slide, and the trigger event appears in the Animation Pane.
To fade into or out of an audio clip
• Select the audio icon. On the Playback tool tab, in the Editing group, do the following:
¯ In the Fade In box, specify the length of time over which you want to increase the audio to full
volume.
¯ In the Fade Out box, specify the number of seconds at the end of the audio clip over which you
want to decrease the audio volume.
To modify or hide the audio icon
• Select the audio icon, and then do any of the following:
¯ Drag the sizing handles to make the icon larger or smaller.
¯ Drag the icon to a different location on the slide, or to a location slightly off the slide but still on the
development canvas.
¯ Use the commands on the Format tool tab to change the icon’s appearance.
¯ Replace the default icon with a different image (such as a picture or logo).
To manually start audio playback
• In Normal view, Reading view, or Slide Show view, point to the audio icon. When the playback controls
appear, select the Play button.

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• In Normal view, select the audio icon, and then select the Play button on the playback toolbar or in the
Preview group on the Playback tool tab.
• In Slide Show view, after the audio icon has had focus, press Alt+P.
To automatically start audio playback
• On the Playback tool tab, in the Audio Options group, in the Start list, select Automatically. Then select
the Loop until Stopped check box.
To prevent an audio clip from stopping when the slide changes
• On the Playback tool tab, do either of the following:
¯ To play to the end of the audio and then stop, in the Audio Options group, select the Play Across
Slides check box.
¯ To loop the audio until the end of the slide show regardless of other audio tracks, in the Audio
Styles group, select Play in Background.
To loop (repeat) an audio clip
• On the Playback tool tab, in the Audio Options group, select the Loop until Stopped check box.

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8. ADD VIDEO CONTENT TO SLIDES
Sometimes the best way to ensure that your audience understands your message is to show a video. For example,
if your company has developed a short advertising video, it makes more sense to include the video in a
presentation about marketing plans than to try to describe it by using bullet points or even pictures. To save you
the trouble of switching between PowerPoint and a video player, you can embed a video recording directly onto
a slide, and then play the video as part of presenting the slide show. This is a much smoother way of presenting
information from multiple sources than switching between them.
You can insert a video onto a slide from your computer or a connected local storage device, from your Facebook
account, from YouTube, or from a website that provides an “embed code” (basically, an address that you can link
to). After you insert the video, you can format its representation on the slide in all the ways that you can other
imagery. You can move and resize it, display it in a frame of your choice, and even adjust the brightness or color
contrast.
When working with local videos that you embed rather than online videos that you link to, you can fade into and
out from the video playback, and manage the content of the video by trimming it to play only a specific portion.
You can insert bookmarks to use as triggers for other events (for example, you might display a list of selling
points as each is presented in the advertising video).
When you’re previewing or presenting a slide show, you can play (and pause) embedded audio or video, move
around within the recording, and control the volume by using the controls that appear when the audio icon or
video placeholder image is active. When playing back a video, you can display it at the embedded size or full
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To insert a video clip onto a slide
1. On a slide that includes a content placeholder, select the Insert Video button in the content placeholder
to display the Insert Video window that contains links to all the video sources you’ve configured Office
to connect to.
2. In the Insert Video window, select the source of the video that you want to insert, and then follow the
process to insert a video from the selected source.
Or
1. On any slide, on the Insert tab, in the Media group, select Insert Video, and then do either ofthe following:
2. Select Online Video to open the Insert Video window. In the Insert Video window, select the source of
the video that you want to insert, and then follow the process to insert a video from the selected source.
3. Select Video on My PC to open the Insert Video dialog box. In the Insert Video dialog box, browse to and
select the video file, and then select Insert.
To select an embedded video
• Select the video image one time. Selection handles appear around the video image, the playback
toolbar appears below it, and the Video Tools tab group appears on the ribbon.
To move the video image on the slide
• Select the video, and then do either of the following:
¯ Drag the video to the new location. Smart guides might appear on the slide to help you align the
video with other objects.
¯ Press the arrow keys to move the video by small amounts.
To resize the video image on the slide and retain its aspect ratio
• Drag any corner handle. Smart guides appear on the slide to help you align the video with other
objects.
• On the Format tool tab, in the Size group, set a specific Video Height or Video Width, and then press
Enter to change both settings.
To configure an embedded video to play back at full screen size
1. Select the video.
2. On the Playback tool tab, in the Video Options group, select the Play Full Screen check box.

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To set the relative volume of a video soundtrack
1. Select the video.
2. On the Playback tool tab, in the Video Options group, select Volume.
3. In the Volume list, select Low, Medium, High, or Mute.
To compress media files
1. Save the PowerPoint presentation, and then display the Info page of the Backstage view.
2. Note the total size of the presentation, the size of the media files in the presentation, and the number of
files that have been trimmed.
3. On the Info page, select Compress Media, and then select the level of compression you want. In the
Compress Media window, PowerPoint itemizes the media elements and their compression levels, and
reports the total space savings.
1. In the Compress Media window, select the Close button. In the Media Size And Performance area of the
Info page, the Compress Media button is active to indicate that media has been compressed, and specifics
about the compression are available.
2. Play the presentation to assess the quality, and then save the file if the quality is acceptable.

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CHAPTER 14
ANIMATIONS AND TRANSITIONS
AT A GLANCE
In the context of PowerPoint,animation refersto the movement
of an element on a slide. When used appropriately, animated
slide elements can both capture the audience’s attention and
effectively convey information. You can animate individual
objects on a slide, including text containers, pictures, and
shapes. (You can’t animate objects that are part of the slide
background or slide master, other than as part of the transition
between slides.)
IN THIS CHAPTER
AT A GLANCE
SPOTLIGHT
1. Animations
2. Customize animation effects
3. Add and manage slide
transitions

CHAPTER 14: ANIMATIONS AND TRANSITIONS HANDS ON COURSE
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1. ANIMATIONS
You can configure four types of animations: the appearance, movement, emphasis, and disappearance of objects
on the slide. There are multiple options within these four categories. The options are categorized as Basic, Subtle,
Moderate, and Exciting (although you might have a different concept of “exciting” than the PowerPoint developer
who categorized the effects). A few more animation effects are available for text than for other slide objects.
Here’s a breakdown of the animation effects available in PowerPoint:
Entrance animations An object with an animated entrance is not visible when the slide first appears. (It is
visible during the development process but not when you present the slide show.) It then appears on the slide in
the manner specified by the entrance effect. Some entrance effects are available in the Animation gallery. They’re
illustrated in green, and their icons provide some idea of the movement associated with the effect.
Selecting More Entrance Effects at the bottom of the Animation menu opens a dialog box that displays all the
available entrance animations by category to help you choose an appropriate effect.

HANDS ON COURSE CHAPTER 14: ANIMATIONS AND TRANSITIONS
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Emphasis animations These effects animate an object that is already visible on the slide to draw attention to it,
without changing its location. The emphasis effects available in the Animation gallery are illustrated in yellow.
Selecting More Emphasis Effects at the bottom of the Animation menu opens a dialog box that displays all the
available emphasis animations by category.
Motion Path animations These effects move an object along a path that you specify, over a period of time that
you specify. A few simple motion paths are available from the Animation gallery, but a surprisingly large variety
is available from the dialog box that opens when you select More Motion Paths at the bottom of the Animation
menu.

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Exit animations These effects take an existing object through a process that results in the object no longer being
visible on the slide. The exit effects available in the Animation gallery are illustrated in red.
Additional exit effects are available from the Change Exit Effect dialog box.
Animations can be very simple or very complex. Many animations have options that you can configure, such as
the direction, speed, size, or color. For example, when you configure an entrance effect for a bulleted list, you can
specify whether to have the entire list enter the slide at the same time, or to have only one bulleted item enter at
a time. After you choose an effect, the applicable options are available on the Effect Options menu.
You can apply multiple animation effects (for example, an entrance effect and an emphasis effect) to a single
object. As you assign animations to slide objects, numbers appear on the objects to specify the order of the
animation effects. The numbers are visible only when the Animation tab is active.
To animate an object on a slide
1. Display the slide in the Slide pane, and select the object that you want to animate, or its container. (For
example, if you want to animate the entrance of a bulleted list, select the text box that contains the
bulleted list.)

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2. On the Animations tab, in the Animation group, select the More button to display the Animation menu
and gallery.
• In the Animation gallery, select the icon that represents the animation you want to apply.
• On the Animation menu, select the More command for the type of animation you want to apply,
and then in the Change Type Effect dialog box, select the animation you want.
PowerPoint displays a live preview of the selected animation effect and adds an animation number adjacent to
the object. A star appears next to the slide thumbnail to indicate that the slide contains either an animation or a
transition.
To select an applied animation
• On the slide or in the Animation Pane, select the animation number.
To display or hide the Animation Pane
• On the Animations tab, in the Advanced Animation group, select Animation Pane.
To configure animation options
1. Apply the animation, or select a previously applied animation.
2. On the Animations tab, in the Animation group, select Effect Options. (If the button is unavailable, the
animation has no configurable options.) The Effect Options menu has one titled section for each option
that you can configure.
3. On the Effect Options menu, select one option in each section.
To apply multiple animation effects to one object
1. Apply the first animation effect and configure any options.
2. Select the object (not the animation). The existing animation information is highlighted on the
Animations tab and in the Animation Pane.
3. On the Animations tab, in the Advanced Animation group, select Add Animation. In the Add Animation
gallery, select the additional animation you want to apply.

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To copy a set of animation effects from one object to another object
1. Select the source object.
2. On the Animations tab, in the Advanced Animation group, select Animation Painter.
3. Point to the object you want to format. When a paintbrush appears to the right of the cursor, select the
object to apply the formatting.
To preview animations
• To preview all animations on a slide in order, on the Animations tab, in the Preview group, select
Preview.
• To preview a specific animation and those that follow, in the Animation Pane, select the first animation,
and then select Play From.
• To preview one animation, select the animation on the slide and then, in the Animation Pane, select
Play From.
To remove animation effects from slide objects
• Do either of the following in the Animation Pane:
¯ To remove one animation, right-click the animation, and then select Remove.
¯ To remove all animations, select any animation, press Ctrl+A to select all the animations, and then
press Delete.

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2. CUSTOMIZE ANIMATION EFFECTS
Many presentations don’t require much in the way of animation, and you might find that transitions and ready-
made animation effects will meet all your animation needs. However, for those occasions when you want a
presentation with pizzazz, you can customize the animation effects. After you apply an animation effect, you can
fine-tune its action in the following ways:
• Specify the direction, shape, or sequence of the animation. (The options vary depending on the type of
animation you apply.)
• Specify what action will trigger the animation. For example, you can specify that selecting a different
object on the slide will animate the selected object.
• As an alternative to clicking the mouse button to build animated slides, have PowerPoint build the
slide for you.
• Control the implementation speed (duration) of each animation, or delay an animation effect.
• Change the order of the animation effects.
Entrance and exit effects cause objects to appear and disappear when you’re previewing or presenting a slide.
However, all the objects are visible while you’re working in the Slide pane. A very helpful tool when managing
multiple animated objects on a slide is the Animation Pane. Each numbered animation on the slide has a
corresponding entry in the Animation Pane that provides information and options for managing the animations.
The color coding of the Entrance, Emphasis, and Exit effects is visible in the Animation Pane, and a timeline is
available at the bottom of the pane. The visual indicators to the right of each object name represent the type,
starting point, and duration of each animation event, as follows:
• The indicator color represents the animation type (green for Entrance, yellow for Emphasis, blue for
Motion Path, and red for Exit).
• The left side of the indicator aligns with the animation starting point. If the left sides of two indicators
align, those animations start at the same time. If the left side of an indicator aligns with the right side of
the previous indicator, the animations run in order.
• The width of the indicator is the animation duration as it relates to the timeline at the bottom of the
Animation Pane.
• The right side of the indicator is either triangular or square. A square indicates that the animation has
a fixed duration; a triangular edge indicates that the duration is set to Auto.

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Each animation is an individual event. By default, each animation starts immediately “on click,” meaning when
you switch to the slide, click the mouse button, tap the screen, or press an arrow key—any action that would
otherwise move to the next slide. You can change the animation “trigger” to run with or after another event, to
run it after a certain length of time, or to run it when you select a specific screen element or reach a bookmark in
an audio or video clip. You control these settings either from the Advanced Animation and Timing groups on the
Animations tab, or from the Animation Pane.
Selecting Effect Options on the shortcut menu provides access to an effect-specific dialog box where you can
refine that type of animation in the following ways:
• Specify whether the animation should be accompanied by a sound effect.
• Dim or hide the element after the animation, or have it change to a specific color.
• If the animation is applied to text, animate all the text at once or animate it word by word or letter by
letter.
• Repeat an animation and specify what triggers its action.
• If a slide has more than one level of bullet points, animate different levels separately.
• If an object has text, animate the object and the text together (the default) or separately, or animate
one but not the other.
The dialog box title is the animation type, and the options available in the dialog box are specific to that type of
animation.
To open the effect-specific dialog box for an animation
• Do either of the following in the Animation Pane:
¯ Point to the animation, select the arrow, and then select Effect Options.
¯ Double-click the animation.
To change the order of animation effects on a slide
1. On the slide or in the Animation Pane, select the animation you want to reorder.
2. On the Animations tab, in the Timing group, select Move Earlier or Move Later.

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Or
1. In the Animation Pane, select the animation or animations that you want to move.
2. Drag the selection to the new position in the Animation Pane. The animation numbers change to reflect
the new positions.
To set the trigger for a selected animation
• Do any of the following in the Timing group on the Animations tab:
¯ To start the animation manually, select the Start list, and then select On Click.
¯ To start the animation based on the previous animation, select the Start list, and then select With
Previous or After Previous.
¯ To start the animation a specific period of time after the trigger, specify the Delay in seconds.
Or
• Do either of the following in the Advanced Animation group on the Animations tab:
¯ To start the animation when you select an object on the slide, select the Trigger button, select On
Click of, and then select a trigger object on the slide.
¯ To start the animation at a specific point during the playback of an audio clip or video clip, in the
Trigger list, select On Bookmark, and then select a bookmark that you’ve set in an audio or video
clip.
To set the duration of a selected animation
• On the Animations tab, in the Timing group, specify the Duration in seconds.
• In the Animation Pane, drag the right side of the colored indicator bar to set the duration in accordance
with the timeline at the bottom of the pane.
To add a sound effect to an animation
1. In the Animation Pane, double-click the animation to open the animation-specific effect options dialog
box.
2. On the Effect tab, select the Sound list, and then select the sound effect you want to assign to the
animation.
3. Select the speaker icon to the right of the Sound list to display the volume slider, and set the volume level
of the sound effect.
4. Select OK to close the dialog box.

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3. ADD AND MANAGE SLIDE TRANSITIONS
When you deliver a presentation, you can manually specify when to display the next slide, or you can have
PowerPoint move automatically to the next slide after a specific amount of time. Rather than simply replacing
one slide with the next, you can use transitions to control the way each slide appears on the screen.
PowerPoint has 48 basic transition effects divided into three categories: Subtle, Exciting, and Dynamic Content.
Many of these have multiple options, such as the direction or specific form of the content in the effect.
As with animations, take care when using transitions to not overdo it. That being said, transitions can be a useful
way of visually drawing the audience’s attention to the display of a new slide. The effects in the Subtle category
are designed to make the incoming slide content available to the audience members with the least amount of
movement.
Here are some ideas about other ways to use transitions:
• In a multi-section presentation, use one transition on all the slides, and then use a different transition
at the beginning of each new section of the presentation to signal a change in topic.
• Use a more dramatic slide transition to get the audience’s attention at a specific point in a
presentation.
You apply and manage transition effects by using the commands on the Transitions tab of the ribbon. The basic
transition effects are available from the Transition To This Slide gallery. If you apply a transition that has
additional options, the Effect Options button becomes active and you can choose an option from the list. You can
specify the duration of the transition effect, or add a sound effect if you want to.

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You can apply a transition effect or configure effect options for one slide at a time, for a group of slides, or for an
entire presentation by first selecting the slide or slides you want to work with. (You can also apply and configure
a transition effect on one slide and then apply that effect to all slides.) When you apply a transition effect or select
an effect option, PowerPoint immediately demonstrates it.
As mentioned in “Animate text and pictures on slides” earlier in this chapter, PowerPoint displays a star next to
the slide thumbnail to indicate that a slide has an animation or transition. (There is no indication on the slide
itself.) In the Thumbnails pane or in Slide Sorter view, you can click the star to preview the animated slide
elements beginning with the transition.
To select slides to apply or configure transitions
• Display the presentation in Normal view, and select one or more slides in the Thumbnails pane.
• Display the presentation in Slide Sorter view, and select one or more slides in the Slides pan
To apply a transition to one or more slides
1. Select the slide or slides you want to apply the transition to.
2. On the Transitions tab, in the Transition to This Slide gallery,click the transition effect you want to apply.
To apply a transition to all slides in a presentation
1. Select all the slides, apply the transition, and then configure the transition and timing options.
Or
1. Apply the transition to one slide, and then configure transition and timing options.
2. On the Transitions tab, in the Timing group, click the Apply To All button.
To modify a transition
1. On the Transitions tab, in the Transition to This Slide group, click the Effect Options button, and then
click the option you want. PowerPoint previews the modified transition effect.
To add a sound effect to a transition
1. On the Transitions tab, in the Timing group, click the Sound arrow, and then click the sound you want to
play. PowerPoint doesn’t automatically play the sound when you select it; only when you preview the
transition.
2. If you want the sound to repeat until another sound effect plays, select the sound effect and then, in the
Sound list, click Loop Until Next Sound.

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3. If you loop the sound effect and want it to stop when you move to the next slide, do either of the following
on the next slide:
• In the Sound list, click [Stop Previous Sound].
• In the Sound list, click any sound effect other than the one on the preceding slide.
To specify the duration of a transition
1. On the Transitions tab, in the Timing group, enter or set the duration in seconds in the Duration box.
To preview slide transitions
1. To preview one slide transition, do any of following:
• Display the slide in Normal view. On the Transitions tab, in the Preview group, click the Preview
button.
• Display the slide in Normal view. In the Thumbnails pane, click the star next to the slide number.
• Display the presentation in Slide Sorter view, and then click the star next to the slide number.
Or
1. To preview multiple slide transitions, select the first slide that you want to preview, and then do either
of the following:
• ●● On the Slide Show tab, in the Start Slide Show group, click the From Current Slide button.
• ●● Press Shift+F5.
2. Advance through the slide show to preview each slide transition as the slide appears.
Or
1. To preview all slide transitions, do any of the following to start the slide show from the beginning, and
then advance through the slide show to preview each slide transition as the slide appears:
• On the Quick Access Toolbar, click the Start From Beginning button.
• On the Slide Show tab, in the Start Slide Show group, click the From Beginning button.
• Press F5.
To remove slide transitions
1. Display or select the slides you want to remove the transitions from.
2. On the Transitions tab, in the Transition to This Slide gallery, in the Subtle section, click None.

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CHAPTER 15
USEFUL KEYBOARD SHORTCUTS
IN THIS CHAPTER
1. Keyboard shortcut keys in
Microsoft Windows
2. Keyboard shortcut keys in
Microsoft Office

CHAPTER 15: USEFUL KEYBOARD SHORTCUTS HANDS ON COURSE
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1. KEYBOARD SHORTCUTS IN MICROSOFT WINDOWS
1.1 Top keyboard shortcuts
Press this key To do this
Ctrl + C (or Ctrl + Insert) Copy the selected item
Ctrl + X Cut the selected item
Ctrl + V (or Shift + Insert) Paste the selected item
Ctrl + Z Undo an action
Alt + Tab Switch between open apps
Alt + F4 Close the active item, or exit the active app
Windows logo key + L Lock your PC or switch accounts
Windows logo key + D Display and hide the desktop
1.2 General keyboard shortcuts
F1 Display Help
F2 Rename the selected item
F3 Search for a file or folder
F4 Display the address bar list in File Explorer
F5 Refresh the active window
F6 Cycle through screen elements in a window or on the desktop
F10 Activate the Menu bar in the active app
Alt + F4 Close the active item, or exit the active app
Alt + Esc Cycle through items in the order in which they were opened
Alt + underlined letter Perform the command for that letter
Alt + Enter Display properties for the selected item
Alt + Spacebar Open the shortcut menu for the active window
Alt + Left arrow Back

HANDS ON COURSE CHAPTER 15: USEFUL KEYBOARD SHORTCUTS
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Alt + Right arrow Forward
Alt + Page Up Move up one screen
Alt + Page Down Move down one screen
Alt + Tab Switch between open apps (except desktop apps)
Ctrl + F4 Close the active document (in apps that are full-screen and allow
you to have multiple documents open simultaneously)
Ctrl + A Select all items in a document or window
Ctrl + C (or Ctrl + Insert) Copy the selected item
Ctrl + D (or Delete) Delete the selected item and move it to the Recycle Bin
Ctrl + R (or F5) Refresh the active window
Ctrl + V (or Shift + Insert) Paste the selected item
Ctrl + X Cut the selected item
Ctrl + Y Redo an action
Ctrl + Z Undo an action
Ctrl + plus (+) or Ctrl + minus (-) Zoom in or out of a large number of items, like apps pinned to the
Start screen
Ctrl + mouse scroll wheel Change the size of desktop icons or zoom in or out of a large
number of items, like apps pinned to the Start screen
Ctrl + Right arrow Move the cursor to the beginning of the next word
Ctrl + Left arrow Move the cursor to the beginning of the previous word
Ctrl + Down arrow Move the cursor to the beginning of the next paragraph
Ctrl + Up arrow Move the cursor to the beginning of the previous paragraph
Ctrl + Alt + Tab Use the arrow keys to switch between all open apps
Ctrl + arrow key (to move to an
item) + Spacebar
Select multiple individual items in a window or on the desktop
Ctrl + Shift with an arrow key Select a block of text
Ctrl + Esc Open Start

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Ctrl + Shift + Esc Open Task Manager
Ctrl + Shift Switch the keyboard layout when multiple keyboard layouts are
available
Ctrl + Spacebar Turn the Chinese input method editor (IME) on or off
Shift + F10 Display the shortcut menu for the selected item
Shift with any arrow key Select more than one item in a window or on the desktop, or
select text within a document
Shift + Delete Delete the selected item without moving it to the Recycle Bin first
Right arrow Open the next menu to the right, or open a submenu
Left arrow Open the next menu to the left, or close a submenu
Esc Stop or leave the current task
1.3 New keyboard shortcuts
The following table contains new keyboard shortcuts that you can use in Windows.
Windows logo key + start typing Search your PC
Ctrl + plus (+) or Ctrl + minus (-) Zoom in or out of a large number of items, like apps pinned to the
Start screen
Ctrl + scroll wheel Zoom in or out of a large number of items, like apps pinned to the
Start screen
Windows logo key + C Open the charms
In an app, open the commands for the app
Windows logo key + F Open the Search charm to search files
Windows logo key + H Open the Share charm
Windows logo key + I Open the Settings charm
Windows logo key + K Open the Devices charm
Windows logo key + O Lock the screen orientation (portrait or landscape)
Windows logo key + Q Open the Search charm to search everywhere or within an open
app (if the app supports app search)

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Windows logo key + S Open the Search charm to search Windows and the web
Windows logo key + W Open the Search charm to search settings
Windows logo key + Z Show the commands available in the app
Note: You can also see some settings and options by going to the
Settings charm when the app is open.
Windows logo key + spacebar Switch input language and keyboard layout
Windows logo key + Ctrl +
spacebar
Change to a previously selected input
Windows logo key + Tab Cycle through recently used apps (except desktop apps)
Windows logo key + Ctrl + Tab Cycle through recently used apps (except desktop apps)
Windows logo key + Shift + Tab Cycle through recently used apps (except desktop apps) in
reverse order
Windows logo key + Shift + period
(.)
Snaps an app to the left
Windows logo key + period (.) Cycle through open apps
Esc Stop or exit the current task

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2. KEYBOARD SHORTCUTS IN MICROSOFT OFFICE
2.1 Common Short Cut Keys
Press Ctrl + B to toggle the Bold attribute
Press Ctrl + I to toggle the Italic attribute
Press Ctrl + U to toggle the Underline attribute
Press Ctrl + Q to remove paragraph formatting
Press Ctrl + C to copy selected text to the clipboard
Press Ctrl + X to cut selected text to the clipboard
Press Ctrl + V to paste text from clipboard
Press Ctrl + Z to undo the last action
Press Ctrl + Y to redo the last action
Press Ctrl + Shift + < to decrease font size one point
Press Ctrl + Shift + > to increase font size one point
Press Ctrl + Spacebar to remove character formatting
Press Ctrl + Shift + Spacebar to create a non-breaking space
Press Ctrl + Hyphen to create a non-breaking hyphen
Press Ctrl + Home to go to the start of the document
Press Ctrl + End to go to the end of the document
2.2 Function key Shortcuts
Press F1 to access online Help or the Office Assistant
Press F2 to move text or graphics
Press F3 to insert an AutoText entry(after Word displays the entry)
Press F4 to repeat the last action
Press F5 to choose the Go To command (Edit menu)
Press F6 to go to next pane or frame
Press F7 to launch the Spelling and Grammar check
Press F8 to extend a selection
Press F9 to update selected fields
Press F10 to activate the Menu Bar
Press F11 to go to the next field
Press F12 to choose the Save As command (File menu)

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2.3 Shift + Function key
Press Shift + F1 to start context-sensitive Help or reveal formatting
Press Shift + F2 to copy selected text
Press Shift + F3 to change the case of letters
Press Shift + F4 to repeat a Find or Go To action
Press Shift + F5 to move to a previous revision
Press Shift + F6 to go to the previous pane or frame
Press Shift + F7 to choose the Thesaurus command (Tools menu, Language
submenu)
Press Shift + F8 to shrink a selection
Press Shift + F9 to switch between a field code and its result
Press Shift + F10 to display a shortcut menu
Press Shift + F11 to go to the previous field
Press Shift + F12 to choose the Save command (File menu)
2.4 Ctrl + Function key
Press Ctrl + F2 to choose the Print Preview command (File menu)
Press Ctrl + F4 to close the window
Press Ctrl + F5 to restore the document window size
Press Ctrl + F6 to go to the next window
Press Ctrl + F10 to maximize the document window
Press Ctrl + F12 to choose the Open command (File menu)
2.5 Ctrl Key
Press Ctrl + C or Shift + F2 to copy selected text to the clipboard
Press Ctrl + X to cut selected text to the clipboard
Press Ctrl + V to paste text from clipboard
Press Ctrl + Z to undo the last action
Press Ctrl + Y to redo the last action
Press Ctrl + N to new document
Press Ctrl + O to open a document
Press Ctrl + P to print a document
Press Ctrl + A to select all

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Press Ctrl + F to find
Press Ctrl + H to replace
Press Ctrl + G to go to
Press Ctrl + up arrow to paragraph up
Press Ctrl + down arrow to paragraph down
Press Ctrl + left arrow to go to the word to the left
Press Ctrl + right arrow to go to the word to the right
2.6 Press Ctrl + Shift + Function key
Press Ctrl + Shift + F5 to edit a bookmark
Press Ctrl + Shift + F6 to go to the previous window
Press Ctrl + Shift + F7 to update linked information in a Word source document
Press Ctrl + Shift + F8 to extend a selection or block (then press an arrow key)
Press Ctrl + Shift + F10 to activate the ruler
Press Ctrl + Shift + F12 to choose the Print command (File menu)
2.7 Alt + Function key
Press Alt + F1 to go to the next field
Press Alt + F3 to create an AutoText entry
Press Alt + F4 to quit Word
Press Alt + F5 to restore the program window size
Press Alt + F8 to run a macro
Press Alt + F9 to switch between all field codes and their results
Press Alt + F10 to maximize the program window

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