APPLICATION PACKAGES I [COM 123]

Applications package is a set of programs and documentation to carry out

particular computer operations. This is usually brought from an outside
agency or software house. Example of application packages include:
Microsoft Excel, Microsoft Word, Microsoft Access, Microsoft Publisher,
Microsoft Power point: these are all members of the Microsoft Office that
provides an integrated suite of packages that are commonly use in business
offices. They are the most recent and most modern` computer application
packages.
Among the formerly and now less use packages are: Lotus 1,2,3, Word
Perfect, Word Star, e.t.c. However we shall place more emphasis on the
packages that constitute the Microsoft family.

Word-processing is the use of computer hardware and software to create, edit

view, store, retrieve and print textual materials (e.g. letters, memos, document
e.t.c.) The group of software used for word-processing is called word
processors and examples include Microsoft Word, WordPerfect, MultiMate,
Loco- script, Professional Writer, Task- word etc.

Before the advent of word processing, typing was used to produce textual
materials. But they have many limitations and disadvantages, which word
processors have to solve.

Microsoft Word is a word processor from Microsoft Corporation. It is a

member of the Microsoft office that provides an integrated suite of packages
that are commonly use in business offices like spreadsheet word processor,
desktop publishing e.t.c. into a single, suite.
Microsoft Word has all the advantages of a word processor and also has
some. Special features that make it easier to use and generally makes it
better than other word processors. Microsoft Word has a number of versions

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which includes Word 1998,97, XP, 2003, 2010 e.t.c. But this time We are
going to used Microsoft Word 2007.

The main distinguishing features of MS-WORD are that it has an intelligent

editor. That is, a level of intelligence has s been built into the editing screen of
MS-WORD such that it can actually do some form of “thinking” and such that it
can “guess” what you are doing (or wants to do) and then help you do it
automatically.

ADVANTAGES OF MICROSOFT WORD

(a) “Check as you type” spelling checker: - in most word processors, the
correction of spellings, mistakes are done after you have finished typing. But
MS-WORD checks for spelling mistakes as you type along and underline
wrong spelling with redline.

(b) Grammar Checking: - this is a new facility in word processors. This facility
check for grammatical error like irregular capitalization, starting a. paragraph
with small letter, separating words with double spaces instead of single space.

(c) Automatic correction of some common mistakes like typing “hte” in stead
of “the”. MS- WORD will automatically correct it for you.

(d) Automatic line numbering with bullets and numbers.

(e) The use of “ClipArt” can help in performing some tasks in MS-WORD as it
can tell you how to perform the task.

Basic mouse operation:

All the user need is to point to an icon or menu on the screen then click (press
and release the mouse button).

Basic mouse movement techniques:

§ Pointing: This involves moving the mouse pointer until the tip rest on
a specific object or area on your screen.
§ Clicking: (Click) pressing and releasing of a mouse button left part of
the mouse.

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 § Double-clicking: This is the pressing and releasing of a mouse
button in two rapid successions.
§ Right click: to press the right part of the mouse.
§ Button: key or knob on the computer screen.
§ Desktop: plane computer screen before the open of any program.
§ Icon: graphic symbol on the display screen of computer.
§ Click-dragging: This is the pressing of a mouse button and holds it
down while moving the mouse piece across a surface.
§ Shift-clicking: Shift clicking is used to select icons scattered in
different places. To shift click the icon of your choice, then hold down
the shift key while clicking the last icon of your choice.
§ Start Button: Where to begging computer operations
§ Dragging: to click and hold the mouse and move across surface.
§ Programs: List of available software in the computer.
§ Software/application: Program designed for specific task.
§ Cursor/mouse pointer: A small movable spot of light or hair like on
the display screen that indicate where data are to be entered or erased

Definitions of terms:
Word-processing: This is the various activities involved in typing, editing,
storing, retrieving, formatting, styling, and printing of documents with the use
of computer.

WORD PROCESSOR:
A word processor is a sophisticated package that turns an electronic
computer into a typewriter.

TEXT:
One or more characters used to communicate ideas, thoughts, or information.
Texts generally include alphabetical and special characters.

DOCUMENT: It is an office file saved under a file name. A document is the

end product of word processing. Typical documents include letters, memos,
report, chapters, blocks or newsletters.

HARD COPY: A hard copy is the printed copy of any Word document.
FILE: A file is any document stored in disk when it is saved.

FILENAME: A filename is any name assigned to a document stored on disk. A

filename can be up to eight (8) characters but Windows accept up to 255
characters and include an additional three-character extension.

EXTENSION: The extension always follows a period. (.) Some word

processors automatically assign a specific extension e.g. .BAK for backup file,
WP for WordPerfect, (.doc) for Microsoft word, .exe .mp3 .jpg .AMR etc.
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A FONT: A font is a character style that determines the look and size of your
character

TEMPLATE: A template is a preset document you can edit to create a

customized document.

STARTING MS- WORD FROM WINDOWS

• Click on the start button on the desktop
• Click on All programs
• Select Microsoft office folder
• Select Microsoft Word from the program menu by clicking on it

The tabbed Ribbon menu system is how you access the various Word
commands. If you've used previous versions of Word, the Ribbon system
replaces the traditional menus. Above the Ribbon in the upper-left corner is
the Microsoft Office button. From here, you can access important options
such as New, Save, Save As, and Print. By default, the Quick Access
toolbar is pinned next to the Microsoft Office button and includes commands
like Undo and Redo.
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The Quick Access toolbar and Ribbon
The Quick Access toolbar

The Save, Undo, and Redo commands appear by default on the Quick Access
toolbar. You may want to add other commands to make using specific Word
features more convenient for you.

Setting Up Word 2007 Environment

To M inim ize and M axim ize the Ribbon:

• Right-click anywhere in the main menu.
• Select Minimize the Ribbon in the menu that appears. This will
toggle the Ribbon on and off.

þThe check mark beside Minimize the Ribbon indicates the feature is active.
The new, tabbed Ribbon system replaces traditional menus in Word 2007. It is
designed to be responsive to your current task and easy to use; however, you can
choose to minimize the Ribbon if you would prefer to use different menus or keyboard
shortcuts.

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To Add Com m ands to the Quick Access Toolbar: Click the arrow to the
right of the Quick Access toolbar. Select the command you wish to add from the drop-
down list. It will appear in the Quick Access toolbar.

The Save, Undo, and Redo commands appear by default in the Quick Access toolbar.
You may wish to add other commands to make using specific Word features more
convenient for you.

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The View Ruler icon works as a toggle button to turn the ruler on and off.

Challenge!
Open Word 2007 on your computer. A new blank document will appear
on the screen.
• Make sure your Ribbon is maximized.
• Display the Ruler.
• Add any commands you wish to the Quick Access toolbar.
• Close Word without saving the document

Text Basics
It is important to know how to perform basic tasks with text when working
in a word processing application. In this lesson you will learn the basics of
working with text including how to insert, delete, select, copy, paste, drag and
drop text.

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 Computer keyboard

As you can see there are a number of different sections of the keyboard. On
the top there are the Function Keys, the Special Keys and the Lock Keys. On
the right there is the Numeric Keypad and the Direction Keys. There is also
the Normal Keys and the Numeric Keys.
To Insert Text:
• Move your mouse to the location you wish text to appear in the
document.
• Click the mouse. The insertion point appears.
• Type the text you wish to appear.

To Delete Text:
• Place your cursor next to the text you wish to delete.
• Press the Backspace key on your keyboard to delete text to the left of
the cursor.
• Press the Delete key on your keyboard to delete text to the right of the
cursor.
It is important to know how to perform basic tasks with text when working
in a word processing application. In this lesson you will learn the basics of
working with text including how to insert, delete, select, copy, paste, drag and
drop text.

To Select Text:
• Place the insertion point next to the text you wish to select.
• Click your mouse and while holding it down, drag your mouse over the
text to select it.
• Release the mouse button. You have selected the text. A highlighted
box will appear over the selected text.
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When you select text or images in Word, a hover toolbar with formatting
options appears. This makes formatting commands easily accessible, which
may save you time.

Various Line Colors:

By default, Word automatically checks your document for spelling and
grammar errors. These errors are indicated by colored wavy lines.
The blue line indicates a contextual spelling error.
A contextual spelling error is when an incorrect spelling of a word is
chosen. For example, if I write,
"Deer Mr. The order," at the beginning of a letter, deer is a contextual
spelling error because I should have used dear. Deer is spelled correctly,
but it is used incorrectly in this letter.
• The red line indicates a misspelled word.
• The green line indicates a grammar error

To Use the Spelling Check Feature:

• Right-click the underlined word. A menu will appear.
• Select the correct spelling of the word from the listed suggestions.
• Click your mouse on the word. It will appear in the document.

To Use the Grammar Check Feature:

• Right-click the underlined word. A menu will appear.
• Select the correct word from the listed suggestions.
• Click your mouse on the word. It will appear in the document.

You can also choose to Ignore an underlined word, go to the Grammar

dialog box, or find out more information about the word and its usage.
You can also wait and run the spelling and grammar check after completing
the document. Click the Spelling & Grammar command on the Review tab.

Challenge!
Open an existing Word document.
• Type the following sentences at the beginning of the document:
• I really enjoy learning a computers and about new skillz.
• I like to take tutorials were I can learn independently.
• Correct the spelling errors in the sentences.
• Correct the grammar mistake that appears in one of the sentences.
• Use the Spelling and Grammar command to check the remainder of
the document.

Format Text
To create and design effective documents, you need to know how to format
text. In addition to making your document more appealing, formatted text
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can draw the reader's attention to specific parts of the document and help
communicate your message.
In this lesson you will learn to format the font size, style, and color; and use
the Bold, Italic, Underline, and Change Case commands.

To Format Font Size:

To create and design effective documents, you need to know how to format
text. In addition to making your document more appealing, formatted text
can draw the reader's attention to specific parts of the document and help
communicate your message.
In this lesson you will learn to format the font size, style, and color; and use
the Bold, Italic, Underline, and Change Case commands.
• Select the text you wish to modify.
• Click the drop-down arrow next to the font size box on the Home
tab. The font size drop-down menu appears.
• Move your cursor over the various font sizes. A live preview of the font
size will appear in the document.

Click the font size you wish to use. The font size will change in the document.

To Format Font Style:

• Select the text you wish to modify.
• Click the drop-down arrow next to the font style box on the Home
tab. The font style drop-down menu appears.
• Move your cursor over the various font styles. A live preview of the
font will appear in the document.

Click the font style you wish to use. The font style will change in the
document.

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To Format Font Color:
• Select the text you wish to modify the drop-down arrow next to the font
color box on the Home tab. The font color menu appears.
• Move your cursor over the various font colors. A live preview of the color
will appear in the document.

Click the font color you wish to use. The font color will change in the
document. Your color choices aren't limited to the drop-down menu that
appears. Select More Colors at the bottom of the list to access the Colors
dialog box. Choose the color that you want and click OK.

To Use the Bold, Italic, and Underline Commands:

Select the text you wish to modify.
Click the Bold, Italic, or Underline command in the Font group on the
Home tab.

To Change the Text Case:

• Select the text you wish to modify.
• Click the Change Case command in the Font group on the Home tab.
• Select one of the case options from the list.

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To Change Text Alignment:
• Select the text you wish to modify.
• Select one of the four alignment options from the Paragraph group on
the Home tab.
• Align Text Left: Aligns all the selected text to the left margin.
• Center: Aligns text an equal distance from the left and right margins.
• Align Text Right: Aligns all the selected text to the right margin.
• Justify: Justified text is equal on both sides and lines up equally to the
right and left margins. Traditionally many books, newsletters, and
newspapers use full-justification.

Challenge!
• Create a new, blank Word document. Insert text into the document.
• Change the font size of some text.
• Change the font style of some text.
• Change the font color of some text.
• Try various cases using the Change Case command.
• Try the 4 alignment commands.
• Save the document if you wish

To Copy and Paste Text:

• Select the text you wish to copy.
• Click the Copy command on the Home tab Place your insertion point
where you wish the text to appear.
• Click the Paste command on the Home tab. The text will appear.

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To Drag and Drop Text :
• Select the text you wish to copy.
• Click your mouse and drag the text to the location you wish it to
appear. The cursor will have a text box under it to indicate that you are
moving text.

Release the mouse button and the text will appear. If text does not appear
in the exact location you wish, you can click the Enter key on your keyboard
to move the text to a new line.

Challenge! Use the Cover Letter or any other W ord document you
choose to complete this challenge. Open an existing W ord document.

• Select a sentence.
• Copy and paste the sentence from one location in the document to
another.
• Select another sentence.
• Drag and drop it to another location in the document.
• Select the entire document.
• Change the font style, size, and color.

Saving Documents
It is important to know how to save the documents you are working with.
There are many ways you share and receive documents, which will affect how
you need to save the file.
Are you downloading the document? Saving it for the first time? Saving it as
another name? Sharing it with someone that does not have Word 2007? All of
these things will affect how you save your Word documents. In this lesson you
will learn how to use the save and save as commands, how to save as a
Word 97-2003 compatible document, and how to save as a PDF

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To Use the Save As Command:
• Click the Microsoft Office Button.
• Select Save As Word Document.
The Save As dialog box appears.

Select the location you wish to save the document using the drop-down
menu.

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Enter a name for the document.

Click the Save button.

To Use the Save Command:

• Click the Microsoft Office Button.
• Select Save from the menu.
Using the Save command saves the document in its current location using the
same file name. If you are saving for the first time and select Save, the Save
As dialog box will appear.

To Save As Word 97 - 2003 Document:

• Click the Microsoft Office Button.
• Select Save As Word 97-2003 Document.

Hint: you can copy from one file to another, from one Application to another
e.g. from MS WORD to MS- PUBLISHER, EXCEL, COREL etc.

Challenge! Use the Cover Letter or any other Word document you choose
to complete this challenge. Open an existing Word document.
• Save the document with the file name KANO.
• Close the document.
• Open another existing Word document.
• Save the document so that it is compatible with Word 2003.
• Close the document.

Bulleted and Numbered Lists

Bulleted and numbered lists can be used in your documents to arrange and
format text to draw emphasis. In this lesson, you will learn how to modify
existing bullets, insert new bulleted and numbered lists, and select symbols as
bullets.

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Click the bullet or numbering style you would like to use. It will appear in the
document.
• Position your cursor at the end of a list item and press the Enter key to
add an item to the list. To remove numbers or bullets from a list, select the
list and click the Bullets or Numbering commands.

To Select an Alternate Bullet or Numbering Style:

• Select all of the text in an existing list.
• Click the Bullets or Numbering commands on the Home tab.
• Click to select an alternate bullet or numbering style.

Bulleted Lists
To Use a Symbol as a Bullet:
• Select an existing list.
• Click the Bullets command.
• Select Define New Bullet from the list.
The Define New Bullet dialog box appears.
Click the Symbol button. The Symbol dialog box appears.

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Click the Font: drop-down box and select a font category.
Click a symbol to select it.
Click OK. The symbol will now appear in the Preview section of the Define
New Bullet dialog box.

Click OK to apply the symbol to the list in the document. You can use a
picture as a bullet. Click the Picture button in the Define New Bullet dialog
box, and then locate the image file on your computer.

To Change the Bullet Color:

• Select an existing list.
• Click the Bullets command.
• Select Define New Bullet from the list. The Define New Bullet dialog
box appears.
• Click the Font button. The Font dialog box appears
Click the Font color: drop-down box.
• Click a color to select it.
• Click OK. The bullet color will now appear in the Preview section of the
Define New Bullet dialog box.
• Click OK to apply the bullet color to the list in the document.
You can also change the bullet font and formatting in the Font dialog box.

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Challenge! Use the Resume or any Word template you choose to complete this
challenge.
• Change the bullet of an existing list to a different bullet.
• Insert a new numbered list into the document.
• Modify the color of a bullet.
Working with ClipArt
You may want to insert various types of illustrations into your documents to
make them more visually appealing. Illustrations include ClipArt, Pictures,
SmartArt, Charts, and more. In this lesson you will learn how to search for and
locate clip art, and insert it into your documents.

To Locate Clip Art:

• Select the Insert tab.
• Click the Clip Art command in the Illustrations group.

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The Clip Art options appear in the task pane on the right.
• Enter keywords in the Search for: field that are related to the image you
wish to insert.
• Click the drop-down arrow next to the Search in: field.
• Select Everywhere to ensure that Word searches your computer and its
online resources for an image that meets your criteria.

Click the drop-down arrow in the Results should be: field.

Deselect any types of images you do not wish to see.

To Insert Clip Art:

• Review the results from a clip art search.
• Place your insertion point in the document where you wish to insert
the clip art.
• Click an image in the task pane. It will appear in the document. OR
• Click the arrow next to an image in the task pane.
• Select Insert, Copy, or any of the other options on the list.

To delete text:
• Block on the text to delete
• Press delete or Backspace key.

Moving around in a document:

• Home key takes the cursor to the beginning of the line.
• End key takes the cursor to the end of the line
• Page down & page Up move your document one page down or one
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 page up respectively.
• Ctrl +Home takes you the beginning of the document
• Ctrl + End takes you to the end of the document
• Ctrl +G (Go to) helps you specify the specific page you want to go to

Finding text or word

• Click on Home Ribbon
• Select Find and or Replace
• Type the text, word praised or sentence to search for
• In the search textbox, select All to search through all the document.

Replacing text:
• On Home Ribbon
• Select Replace
• Type the Text to search for in the Find What text box .
• Click on Replace with textbox and type the word or text to use in
replacing the text in Fine what text box.
• Chick, on Replace Button to replace the text one at a time or click on
Replace All button to replace all tile occurrence of the text at once

Modifying Page Layout:

You may find that the default page layout settings in Word are not
sufficient for the document you wish to create, in which case you will want to
modify those settings. In addition, you may want to change the page
formatting depending on the document you are creating.
In this lesson, you will learn how to change the page orientation, paper size,
and page margins, and insert a break.

To Change Page Orientation:

• Select the Page Layout tab.
• Click the Orientation command in the Page Setup group.

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Click either Portrait or Landscape to change the page orientation.
Landscape format means that everything on the page is oriented
horizontally and portrait format is oriented vertically.

To Change the Paper Size:

• Select the Page Layout tab.
• Click the Size command and a drop-down menu will appear.
The current paper size is highlighted.

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Click a size option to select it. The page size of the document changes.

To Format Page Margins:

• Select the Page Layout tab.
• Click the Margins command. A menu of options appears. Normal is
selected by default.
• Click the predefined margin size you want.

Select the desired margin size in the appropriate fields.

þ You can always access the Page Setup dialog box by clicking the small
arrow in the bottom-right corner of the Page Setup group. The dialog box
should look familiar to people who have used previous versions of Word.

Challenge! Use the Newsletter or any W ord document you choose to

complete this challenge.
• Change the page orientation.
• Change the paper size.
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 • Modify at least one margin.
• Insert a section break.

Working with Headers and Footers:

You can make your document look professional and polished by utilizing
the header and footer sections. The header is a section of the document that
appears in the top margin, while the footer is a section of the document
that appears in the bottom margin. Headers and footers generally contain
information such as page number, date, document name, etc.
In this lesson, you will learn how to insert built-in and blank headers and
footers.

To Insert a Header or Footer:

• Select the Insert tab.
• Click either the Header or Footer command. A menu appears with a
list of built-in options you can use.
• Click one of the built-in options and it will appear in the document. OR
• Click Blank to select it.

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The Design tab with Header and Footer tools is active.

To Insert the Date or Time into a Header or Footer:

• With the header or footer section active, click the Date & Time
command.

Select a date format in the dialog box that appears.

Working with Tables:

A table is a grid of cells arranged in rows and columns. Tables can be
customized and are useful for various tasks such as presenting text
information and numerical data.
In this lesson, you will learn how to convert text to a table, apply table styles,
format tables, and create blank tables.

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Blank Table

To Insert a Blank Table:

• Place your insertion point in the document where you want the table to
appear.
• Select the Insert tab.
• Click the Table command.
• Drag your mouse over the diagram squares to select the number of
columns and rows in the table.
Click your mouse and the table appears in the document.
• Enter text into the table.

To Convert Existing Text to a Table:

• Select the text you wish to convert.
• Select the Insert tab.
• Click the Table command.
• Select Convert Text to Table from the menu. A dialog box appears.

Choose one of the options in the Separate text at: section. This is how
Word knows what text to put in each column.

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To Add a Row Above an Existing Row:
• Place the insertion point in a row below the location you wish to add a
row.
Right-click the mouse. A menu appears.
• Select Insert Rows Above.

You can also add rows below the insertion point. Follow the same steps, but
select Insert Rows Below from the menu.

To Add a Column:
• Place the insertion point in a column adjacent to the location you
wish the new column to appear.
• Right-click the mouse. A menu appears.
• Select Insert Insert Columns to the Left or Insert Columns to
the Right.
A new column appears.
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To Delete a Row or Column:
Select the row or column.
• Right-click your mouse and a menu appears.
• Select Delete Columns or Delete Rows.

To Apply a Table Style:

• Select the table.
A Table Tools Design tab now appears on the Ribbon.
• Select the Design tab to access all the Table Styles and Options .

Click through the various styles in the Table Styles section.

• Click a style to select it. The table style will appear in the document.
You can modify which table styles are displayed. In the Table Styles
Options you can select and deselect various table options. For example, you
can select Banded Rows and only tables with banded rows will appear in the
Tables Styles section.

Modify a Table Using the Layout Tab:

When you select a table in Word 2007, Design and Layout tabs appear
under Table Tools on the Ribbon.
Using commands on the Layout tab you can make a variety of modifications
to the table such as:
• Adding and deleting columns,
• Adding and deleting rows,
• Changing the cell size,
• Aligning cell text,
• Changing text direction,
• Merging and splitting cells,
• And More.

Challenge!
Use the Report or any Word document you choose to complete
this challenge.
Convert text into a table.
• Apply a table style.
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 • Delete a row from the table.
• insert a blank table with five rows and four columns.

Applying Styles and Themes:

Styles and themes are powerful tools in Word that can help you create
professional looking documents easily. A style is a predefined combination of
font style, color, and size of text that can be applied to selected text. A
theme is a set of formatting choices that can be applied to an entire
document and includes theme colors, fonts, and effects.

To Select a Style:
• Select the text to format. In this example, the title is selected.
• In the Style group on the Home tab, hover over each style to see a
live preview in the document. Click the More drop-down arrow to see
additional styles.

Click a style to select it. Now the selected text appears formatted in the
style.

To Create a New Style:

• Click the arrow in the bottom right corner of the Styles group.
This opens the Styles task pane.

To Create a New Style:

• Click the arrow in the bottom right corner of the Styles group.
This opens the Styles task pane.

Click the New Style button at the bottom and a dialog box appears.
Enter a name for the style and make all the formatting decisions.

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 MICROSOFT EXCEL

Microsoft Excel is a spreadsheet Package. It helps you to manage, analyze

and provides a graphical representation of your data. Financial institution such
as Banks often uses this package, Insurance etc. of course Excel does more
than just crunch numbers. You can create sophisticated charts, and graphs
with just a few mouse clicks to help analyze trends and patterns in your data.
Due to its flexibility of rows, and columns, Excel is perfect for keeping track of
lists, helping you sort, group and find data even in huge collection.

DEFINITION OF TERMS:
SPREADSHEET: Spreadsheet is a tool that helps us to arrange our
information in rows and columns. Examples of electronic spreadsheet are
LOTUS 123, MS-EXCEL VISICALC, SUPER CALC, SMART SUITE e.t.c.

WORKBOOK: A workbook is another name for an Excel file. It consist of

various Worksheets. You don't actually enter data or perform calculations In
Workbook

Instead, these files are designed to store and organize Worksheets, each of
which holds data you enter. It is just like a file holder, which holds many files
that consist of Information.
WORKSHEET: A Worksheet is an area where you enter your information. It
consists of rows and columns. The columns are vertical and are indicated by
letters from A to XFD. While rows are horizontal and are indicated by
numbers. Worksheet consists 16,384 ' columns and 1,048,576 rows.
CELL: Cell is the intersection of rows and columns. Cell can identify by its
column number and row number E.g. CELL A3, AK 200, B10 etc.

Setting Up Excel 2007 Environment

Before you begin creating spreadsheets in Excel, you may want to set up
your Excel environment and become familiar with a few key tasks and
features such as how to minimize and maximize the Ribbon, configure the
Quick Access toolbar, switch page views, and access your Excel options.

Exploring the Excel Environment

The tabbed Ribbon menu system is how you navigate through Excel and
access the various Excel commands. If you have used previous versions of
Excel, the Ribbon system replaces the traditional menus. Above the Ribbon in
the upper-left corner is the Microsoft Office Button. From here, you can
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access important options such as New, Save, Save As, and Print.
By default the Quick Access Toolbar is pinned next to the Microsoft Office
Button, and includes commands such as Undo and Redo. At the bottom, left
area of the spreadsheet, you will find worksheet tabs. By default, three
worksheet tabs appear each time you create a new workbook. On the
bottom, right area of the spreadsheet you will find page view commands, the zoom
tool, and the horizontal scrolling bar.

To Zoom In and Out:

• Locate the zoom bar in the bottom, right corner.
• Click the slider and drag it to the left to zoom out and to the right to
zoom in.

To Scroll Horizontally in a Worksheet:

• Locate the horizontal scroll bar in the bottom, right corner.
• Click the bar and move it from left to right.
To Change Page Views:
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 • Locate the Page View options in the bottom, right corner. The Page
View options are Normal, Page Layout, and Page Break.
• click an option to select it.

The default is Normal View.

To Add Commands to the Quick Access Toolbar:

• Click the arrow to the right of the Quick Access toolbar.
• Select the command you wish to add from the drop-down list. It will
appear in the Quick Access toolbar.

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OR
Select More Commands from the menu and a dialog box appears.
Select the command you wish to add.
Click the Add button.
Click OK.
The Save, Undo, and Redo commands appear by default in the Quick Access
toolbar. You may wish to add other commands to make using specific Excel
features more convenient for you.

Starting a Workbook:
You will need to know how to insert text and numbers into Excel
workbooks to be able to use it to calculate, analyze, and organize data. In this
lesson, you will learn how to create a new workbook, insert and delete text,
navigate a worksheet, and save an Excel workbook.

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To Create a New, Blank Workbook:

Click the Microsoft Office Button.

Select New. The New Workbook dialog box opens and Blank Workbook is
highlighted by default.

To Insert Text:
Click a cell to select it. Each rectangle in the worksheet is called a cell. As
you select a cell, the cell address appears in the Name Box.

Enter text into the cell using your keyboard. The text appears in the cell and
in the formula bar.

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Each cell has a name, or a cell address based on the column and row it
is in. For example, this cell is C3 since it is where column C and row 3
intersect.

To Edit or Delete Text:

• Select the cell by double clicking.
• using Edit key i.e. F2
• Press the Backspace key on your keyboard to delete text and make a
correction.
• Press the Delete key to delete the entire contents of a cell. You can
also make changes to and delete text from the formula bar. Just
select the cell and place your insertion point in the formula bar.
Working with Worksheets:
It is important that you know how to effectively manage your
worksheets. By default, three worksheets appear in each new workbook. In
this lesson, you will learn how to name, add, delete, group, and ungroup
worksheets. Additionally, you will learn how to freeze specific parts of the
worksheet so they are always visible.

Naming Worksheets
When you open an Excel workbook, there are three sheets by default and
the default name on the tabs are Sheet1, Sheet2 and Sheet3. These are not
very informative names. Excel 2007 allows you to define a meaningful name
for each worksheet in a workbook so you can quickly locate information.

To Name a Worksheet:
Right-click the sheet tab to select it.
Choose Rename from the menu that appears. The text is highlighted by a
black box.

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 Type a new name for the worksheet.

Click off the tab. The worksheet now assumes the descriptive name defined.
OR
Click the Format command in the Cells group on the Home tab.
Select Rename Sheet. The text is highlighted by a black box.
Type a new name for the worksheet.
Click off the tab. The worksheet now assumes the descriptive name defined.

Inserting Worksheets:
You can change the default number of sheets that appear by clicking the
Microsoft Office Button and choosing Excel Options. You also have the
ability to insert new worksheets if needed, while you are working.

To Insert a New Worksheet:

Click the Insert Worksheet icon. A new sheet will appear. It will be named
Sheet4, Sheet5 or whatever the next sequential sheet number may be in the
workbook.

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 MOVING WITHIN WORKSHEETS AND WORKBOOK

• You can shift the contents of a Worksheet relative to the screen by

clicking on the scroll bars.
• You can activate another Worksheet by clicking on the sheet tab. The
name of the active Worksheet is shown in bold faces.
• To name a Worksheet, right click on it. The rename sheet dialog
windows appear in which you can type the name.
Move to the beginning of row: Press HOME key
Move up down one window: Press PAGE UP/PAGE DOWN
Go to the top left corner of the worksheet: Press CTRL + HOME keys
Go to the right corner of the par of your W/sheet that contains
data: Press CTRL + END
Move to the active cell in the Previous W/sheet: Press CTRL +
PAGE UP

Move to the active cell in the Next W /sheet: Press CTRL +

PG/DOWN

Move to a specific cell: Press F5 or CTRL + G

Move to the end of columns: Press CTRL +

Move to the end of the Row:

Challenge!
Open Excel.
Create a new, blank workbook.
Practice entering text into cells.
Practice deleting text using the Backspace and Delete keys.
Navigate through the sheet using the Tab key.
Save the spreadsheet.

Modifying Columns, Rows, & Cells:

When you open a new, blank workbook, the cells, columns, and rows are set
to a default size. You do have the ability to change the size of each, and to
insert new columns, rows, and cells, as needed. In this lesson, you will learn
various methods to modify the column width and row height, in addition to how
to insert new columns, rows, and cells.

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To Modify Column Width:
Position the cursor over the column line in the column heading and a
double arrow will appear.

Click the mouse and drag the cursor to the right to increase the column
width or to the left to decrease the column width.
Release the mouse button. OR
Click the column heading of a column you'd like to modify. The entire
column will appear highlighted . OR

Click the Form at command in the Cells group on the Hom e tab. A menu will
appear.

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Select Column Width to enter a specific column measurement.
Select AutoFit Column Width to adjust the column so all the text will fit.

To Modify the Row Height:

Position the cursor over the row line you want to modify and a double
arrow will appear.

Click the mouse and drag the cursor upward to decrease the row height or
downward to increase the row height. Release the mouse button.
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To Insert Rows:
Select the row below where you want the new row to appear.
Click the Insert command in the Cells group on the Home tab. The row will appear.

The new row always appears above the selected row.

þ Make sure that you select the entire row below where you want the new
row to appear and not just the cell. If you select just the cell and then click
Insert, only a new cell will appear.

To Insert Columns:
Select the column to the right of where you want the column to appear.
Click the Insert command in the Cells group on the Home tab. The column
will appear. The new column always appears to the left of the selected
column. For example, if you want to insert a column between September and
October, select the October column and click the Insert command.
þ Make sure that you select the entire column to the right of where you
want the new column to appear and not just the cell. If you select just the
cell and then click Insert, only a new cell will appear.

To Delete Rows and Columns:

Select the row or column you’d like to delete.
Click the Delete command in the Cells group on the Home tab.

Challenge! Use the Budget or any Excel workbook you choose to

complete this challenge.
Open a workbook.
Insert a column.
Insert a row.
Delete a column.
Change the width of a column using Auto Adjust.

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Change the height of a row.
Close and save the file.

Adding Border to Cells:

Select the cell or cells you want to format.
Click the drop-down arrow next to the Borders command on the Home
tab. A menu will appear with border options.

Click an option from the list to select it. You can change the line style and
color of the border.

To add a Fill Color:

Select the cell or cells you want to format with colour.
Click the Fill command. A colour palette will appear.
Select a colour.

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þ You can use the fill color feature to format columns and rows, and
format a worksheet so that it is easier to read.

To Format Numbers and Dates:

Select the cell or cells you want to format.
Click the drop-down arrow next to the Number Format box.
Select one of the options for formatting number.

þ By default, the numbers appear in the General category, which means

there is no special formatting. In the Number group, you have some other
options. For example, you can change the U.S. dollar sign to another currency
format, numbers to percents, add commas, and change the decimal location.

AUTO FILL
Excel is very great in auto fill than any other packages. In Excel if you type the
first and the second word, Excel will automatically fill the rest for you. For

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example, if you type January, February, Excel will auto fill the rest to
December. Or 1,2,3 etc.

Method:
Place your mouse pointer on the bottom left edge of your cell point until
changes to dark black cross (+). Press, hold and drag to fill the rest and
release when satisfied.

Working with Basic Functions:

A function is a predefined formula that performs calculations using
specific values in a particular order. While you may think of formulas as being
short mathematical equations, like 2 + 2 or F2 * C2, they can actually be very
lengthy and involve complex mathematical calculations.
One of the key benefits of functions is that they can save you time since you
do not have to write the formula yourself. For example, you could use an
Excel function called Average to quickly find the average of a range of
numbers or the Sum function to find the sum of a cell range.
In this lesson, you will learn how to use basic functions such as SUM and
AVG, use functions with more than one argument, and how to access the
other Excel 2007 functions.

The Parts of a Function:

Each function has a specific order, called syntax, which must be strictly
followed for the function to work correctly.
1. Syntax Order:
2. All functions begin with the = sign.
3. After the = sign define the function name (e.g., Sum).

Then there will be an argument. An argument is the cell range or cell

references that are enclosed by parentheses. If there is more than one
argument, separate each by a comma.

Below is example of a function with one argument that adds a range of cells,
A3 through A9:

Below is example of a function with more than one argument that

calculates the sum of two cell ranges:

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Excel literally has hundreds of different functions to assist with your
calculations.
Relational Operaation:
It is possible to release two or more variables using relational operator,
relational operator such as:-
< Less than
<= Less than or equal to
> Greater than
>= Grater than or equal to
= Equal to
<> Not equal to

Excel's Different Functions:

There are many different functions in Excel 2007. Some of the more common
functions include:

• = Sum (A1: A10): - This will add all the values within the pecilied
range.
• = AVERAGE (A1: A10): - This will release the average number of
values in a specifie range.
• = MAX (A1: A10): - This will release the maximum number among ther
• = MIN (A1:A10): - This will release the minimum number among the
range.
• = NOW ( ) :- This will release the current date and time.
• = TODAY ( ): - This will release the current date.
• = MODE (A1: A10): - This will release the modal number of the range.
• = MEDIAN (A1: A10): - This will release the middle number of the
range.
• = MEAN (A1: A10): - This will release the mean value of the range.
• = ROUND (A1 2): - This will roundlthe value on Al to 2 decimal place
• = PROPER (A2) or = UPPER (A2): - This will release the upper
case of the argument.
• = LOWER (A2): This will release the loerr case of the argument.
• =PRODUCT (A1: A5):-This will release the product of the value of the
range.
• = SIN (A10): - This will release the Sine value of the argument.
• = COS (A10): -This will release the Cosine value of the argument.
• = TAN (A10): - This will release the Tangent value of the argument.
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• = ASIN (A10): - This will release the inverse Sine of the argument.
• = COUNT (A1: A10):- This will count the number of values within the
range.

Statistical Functions:
• SUM - summation adds a range of cells together.
• AVERAGE - average calculates the average of a range of cells.
• COUNT - counts the number of chosen data in a range of cells.
• MAX - identifies the largest number in a range of cells.
• MIN - identifies the smallest number in a range of cells.

Financial Functions:
• Interest Rates
• Loan Payments
• Depreciation Amounts

Date and Time functions:

DATE - Converts a serial number to a day of the month
Day of Week
DAYS360 - Calculates the number of days between two dates based on a
360-day year
TIME - Returns the serial number of a particular time
HOUR - Converts a serial number to an hour
MINUTE - Converts a serial number to a minute
TODAY - Returns the serial number of today's date
MONTH - Converts a serial number to a month
YEAR - Converts a serial number to a year
You don't have to memorize the functions but should have an idea of what
each can do for you

Creating Simple Formulas:

Excel can be used to calculate and analyze numerical information;
however, you will need to know how to write formulas to maximize Excel's
capabilities. A formula is an equation that performs a calculation using values
in the worksheet. In this lesson you will learn how to create simple
formulas using mathematical operators such as the addition, subtraction,
multiplication, and division signs.
• Click the cell where the formula will be defined (C5, for example).
• Type the equal sign (=) to let Excel know a formula is being defined.
• Type the first number to be added (e.g., 1500)
• Type the addition sign (+) to let Excel know that an add operation is
to be performed. Type the second number to be added (e.g., 200)
• Press Enter or click the Enter button on the Formula bar to complete
the formula.

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 Example one
A B C D E
S/N NAME ENG. MATH BIO TOTAL
1 HADIZA MUHD 81 78 51 =B1 + C1 + D1
2 IBRAHIM SHEHU 36 72 43 =B2 + C2 + D2
3 MANSUR USMAN 95 35 59 =B3 + C3 + D3
4 AMINA AMINU 68 48 61 =B4 + C4 + D4
5 NAFISAT GARBA 45 56 82 =B5 + C5 + D5

Cell References:

It is good to use cell reference whenever you are entering formula. This
will enable your result to quickly change any time you change any cf the
value in the cell.

As you can see, there are many ways to create a simple formula in
Excel. Most likely you will choose one of the methods that enters the cell
address into the formula, rather than an actual number. The cell address
is basically the name of the cell and can be found in the Name Box.

þ Now change score of Hadiza Muhd in Maths to 85. Change the

score of Amina Aminu in Bio to 38. Change tile score of Nafisat
Garba in Eng. To 75.

Example two
A B C D E F G
S/N NAME B/Salary Trans. House Gross Loan Net
All All All Salary Salary
1 Farida Waziri 25,000 16,000 10,000 4,000
2 Sunusi Kanta 41,000 45,000 15,000 8,000
3 Aminu Sule 85,000 62,000 32,000 2,000
4 Hauwa Musa 54,000 55,000 41,000 3,800
5 Kabiru Inspector 78,000 71,000 38,000 4,500

þ Now write a formula to calculate Gross Salary and Net Salary for
each staff.
• Write a formula to calculate the total amount the employer spent on Basic Salmy,
Transport, Dressing, Housing, and Gross Salary.

If conditional statement:
Syntax: = IF (Condition, Statement l, Stetement 2).
This could be explain thus: if condition stated is true, statement 1 will be
executed but if the condition is false, statement 2 will be executed.

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Example three
A B C D
S/N Customer name Amount Interest Balance
1 IBRAHIM GARBA 85,000
2 SKY NIGERIA LTD 105,000
3 GALI UMAR 28,000
4 MTN NIGERIA LTD 12,500
5 SANI GARIN- GABAS 30,050

Condition:
The bank gives an interest of 2% to any customer whose amount is
above 30,000 and 1% interest to any amount below or exactly 30,000.
Required: Write IF function to calculate the interest for each customers
Write a formula for each customer to calculate the balance.
Solution:
Interest
Ibrahim Garba = IF (B1>30000, B1* 0.02, B1*0.01)
Sky Nigeria Limited = IF (B2>30000, B2* 0.02, B2*0.01)
Gali Umar = IF (B3>30000, B3* 0.02, B3*0.01)
MTN Nigeria Ltd. = IF (B4>30000, B4* 0.02, B4*0.01)
Garin-Gabas & Co. = IF (B5>30000, B5* 0.02, B5*0.01)

Balance
Ibrahim Garba = B1+C1 8
Sky Nigeria Limited = B2+C28
Gali Umar = B3+C38
MTN Nigeria Ltd. = B4+C48
Sani Garin- Gabas = B5+C58
Exercise Four

A B C D E F G H
S/N Name Eng. maths Geo. Bio. Total Remarks GRADE
1 Abdu Abubakar 20 20 15 18
2 Hauwa Musa 11 11 9 16
3 Garba Soja 10 11 18 9
4 Saminu Turaki 13 15 12 15
5 Ibrahim Getso 21 13 20 24
§ Write a formula to calculate Total score for each students. If the pass
mark is 50.
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 § Write the IF function to determine whether a student FAILED or
PASSED.
§ Use the formula below to find the grade for each student.

=IF(F1>=75,"A",IF(F1>=65,"B",IF(F1>=54,"C",IF(F1>=40,"D","F"))))

Calculate the Sum of a Range of Data Using AutoSum:

Select the Formulas tab.
Locate the Function Library group. From here, you can access all the
available functions.
Select the cell where you want the function to appear. In this example, select
G42.
Select the drop-down arrow next to the AutoSum command.
Select Sum. A formula will appear in the selected cell, G42.
This formula, =SUM(G2:G41), is called a function. AutoSum command
automatically selects the range of cells from G2 to G41, based on where you
inserted the function. You can alter the cell range, if necessary.

Press the Enter key or Enter button on the formula bar. The total will
appear.
To Edit a Function:
Select the cell where the function is defined.
Insert the cursor in the formula bar.
Edit the range by deleting and changing necessary cell numbers.

To Calculate the Sum of Two Arguments:

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Select the cell where you want the function to appear. In this example,
G44. Click the Insert Function command on the Formulas tab. A dialog box
appears.
SUM is selected by default.

Click OK and the Function Arguments dialog box appears so that you can
enter the range of cells for the function. Insert the cursor in the Number 1
field. In the spreadsheet, select the first range of cells. In this example,
G21 through G26. The argument appears in the Number 1 field.
To select the cells, click cell G21 and drag the cursor to G26, and then
release the mouse button.
Insert the cursor in the Number 2 field.

in the spreadsheet, select the second range of cells. In this example, G40
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through G41. The argument appears in the Number 2 field.
Notice that both arguments appear in the function in cell G44 and the formula
bar when G44 is selected.

Creating Complex Formulas:

Excel is a spreadsheet application and is intended to be used to calculate
and analyze numerical information such as household budgets,
company finances, inventory, and more. To do this, you need to understand
formulas.
In this lesson, we’ll discuss complex formulas that use multiple
mathematical operators, and that use absolute and relative references.

Complex Formulas Defined

Simple formulas have one mathematical operation. Complex formulas
involve more than one mathematical operation.

Simple Formula: =2+2 Complex Formula: =2+2*8

To calculate complex formulas correctly, you must perform certain operations
before others. This is defined in the order of operations.

Example of How to Write a Complex Formula:

Click the cell where you want the formula result to appear.
In this example, H6.
Type the equal sign (=) to let Excel know a formula is being defined.
Type an open parenthesis, or (.
Click on the first cell to be included in the formula (G6, for example).
Type the addition sign (+) to let Excel know that an add operation is to be
performed.
Click on the second cell in the formula (G7, for example)
Type a close parentheses ).

Type the next mathematical operator, or the division symbol (/) to let Excel
know that a division operation is to be performed.
• Type an open parenthesis, or (
• Click on the third cell to be included in the formula (D6, for example).
• Type the addition sign (+) to let Excel know that an add operation is
to be performed.
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• Click on the fourth cell to be included in formula. (D7, for example).
Type a close parentheses ).

Very Important: Press Enter or click the Enter button on the Formula
bar. This step ends the formula. To show fewer decimal places, you can just
click the Decrease Decimal place command on the Home tab.

Working with Cells:

It is important to know how to move information from one cell to another in
Excel. Learning the various ways will save you time and make working with
Excel easier. Certain methods are more appropriate depending on how much
information you need to move and where it will reside on the spreadsheet. In
this lesson you will learn how to cut, copy, and paste, as well as drag and
drop information.

To Copy and Paste Cell Contents:

Select the cell or cells you wish to copy.
Click the Copy command in the Clipboard group on the Home tab. The
border of the selected cells will change appearance.

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To Drag and Drop Information:
Select the cell or cells you wish to move.
Position your mouse pointer near one of the outside edges of the
selected cells. The mouse pointer changes from a large, white cross to a
black cross with 4 arrows

Printing Workbooks:
In Excel, there are many things you can do to prepare your workbook for
printing. Many of these tasks make it easier to format the spreadsheet for
the printed page.
In this lesson you will learn how to view the spreadsheet in print preview,
modify margins, change the page orientation, use the scale to fit feature, use
the Print Titles command, insert breaks, and more.

To View the Spreadsheet in Print Preview:

Click the Microsoft Office Button.
Select Print.
Select Print Preview. The spreadsheet will appear in Print Preview view.

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Click the Close Print Preview buttoný to return to the Normal View.
To make previewing your spreadsheet easier, add the Print Preview
command to the Quick Access toolbar.

Exploring Print Preview:

Once you are in Print Preview, you can access many of the same features
that you can from the Ribbon; however, in Print Preview you can see how the
spreadsheet will appear in printed format.

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To Modify Margins, Column Width, or Row Height While in Print
Preview:

Click the Print Preview command on the Quick Access toolbar, or select
Print Preview from the Microsoft Office Button menu. The spreadsheet opens
in print preview mode.
Hover your cursor over one of the black margin markers until a double
arrow appears.

Click and drag the marker to the desired location. The change will be reflected
in the spreadsheet.

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To Modify Margins:
Select the Page Layout tab.
Click the Margins command.
Choose one of the predefined settings or enter custom margins.

To Change Page Orientation:

Select the Page Layout tab.
Click the Orientation command.
Select either Portrait or Landscape.

Portrait orients the page vertically, while Landscape orients the page
horizontally.

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To Use Scale to Fit:
Select the Page Layout tab.
Locate the Scale to Fit group.
Enter a specific height and width, or use the percentage field to decrease
the spreadsheet by a specific percent.
þ Scale to Fit is useful features that can help you format spreadsheets to fit
on a page.
þ Be careful with how small you scale the information it can become
difficult to read!

To Change the Paper Size:

Select the Page Layout tab.
Click the Size command.
Select a size option from the list.

To Define a Print Area:

Click and drag your mouse to select the cells you wish to print.
Click the Print Area command.
Choose Set Print Area.

Now, only the selected cells will print. You can confirm this by viewing the
spreadsheet in Print Preview.
To return to the default setting, which is the entire worksheet, click the Print
Area command and select Clear Print Area.

To Insert a Break:
Select a cell below where you want the break to appear.
Select the Breaks command.
Select Insert Break.
Click Print Preview to confirm the break appears in the correct place in your
spreadsheet.

To Use the Print Titles command:

This is an important command to be familiar with if you intend to print your
worksheets. It allows you to select specific rows and/or columns that will
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be repeated on each printed sheet. Imagine how difficult it would be to read
page 48 of a printed spreadsheet if the column and row headings only
appeared on the first page.
Select the Page Layout tab.
Click the Print Titles command. The Page Setup dialog box appears.
Click the icon at the end of the field.

Select the first row in the spreadsheet that you want to appear on each
printed page.

Repeat for the column, if necessary.

Click OK.

To Print from the Microsoft Office Button:

Click the Microsoft Office Button.
Select Print Print. The Print dialog box appears.

Select a printer if you wish to use a printer other than the default setting.
• Click Properties to change any necessary settings.
• Choose whether you want to print specific pages, all of the worksheet, a
selected area, the active sheet, or the entire workbook.
• Select the number of copies you'd like to print.
• Click OK. You can select Quick Print to bypass the Print dialog box
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Challenge! Use the Budget or any Excel workbook you choose
to complete this challenge.
• View the spreadsheet in Print Preview.
• Change a column width in Print Preview.
• Insert a break.
• Use the Print Titles command to print a specific row or column on
each printed page. Use Print Preview to verify how this will appear.
• Print the spreadsheet.
• Explore the other commands discussed in this lesson.

Sorting, Grouping, and Filtering:

A Microsoft Excel spreadsheet can contain a great deal of information. With

more rows and columns than previous versions, Excel 2007 gives you the
ability to analyze and work with an enormous amount of data. To most
effectively use this data, you may need to manipulate this data in different
ways.

A Microsoft Excel spreadsheet can contain a great deal of information.

Sometimes you may find that you need to reorder or sort that information,
create groups, or filter information to be able to use it most effectively.
Sorting lists is a common spreadsheet task that allows you to easily reorder
your data. The most common type of sorting is alphabetical ordering, which
you can do in ascending or descending order.

To Sort in Alphabetical Order:

Select a cell in the column you want to sort (In this example, we choose a cell
in column A).
Click the Sort & Filter command in the Editing group on the Home tab.
Select Sort A to Z. Now the information in the Category column is
organized in alphabetical order.

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You can Sort in reverse alphabetical order by choosing Sort Z to A in the
list.

To Sort from Smallest to Largest:

Select a cell in the column you want to sort (a column with numbers).
Click the Sort & Filter command in the Editing group on the Home tab.
Select From Smallest to Largest. Now the information is organized from
the smallest to largest amount.
You can sort in reverse numerical order by choosing From Largest to
Smallest in the list.

To Sort Multiple Levels:

Click the Sort & Filter command in the Editing group on the Home tab.
Select Custom Sort from the list to open the dialog box. OR
Select the Data tab.
Locate the Sort and Filter group.
Click the Sort command to open the Custom Sort dialog box. From here,
you can sort by one item, or multiple items.

Click the drop-down arrow in the Column Sort by field, and choose one of
the options. In this example, Category.

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Choose what to sort on. In this example, we'll leave the default as Value.
Choose how to order the results. Leave it as A to Z so it is organized
alphabetically.
Click Add Level to add another item to sort by.

Select an option in the Column Then by field. In this example, we chose

Unit Cost.
Choose what to sort on. In this example, we'll leave the default as Value.
Choose how to order the results. Leave it as smallest to largest.
Click OK.

Filtering Cells
Filtering, or temporarily hiding, data in a spreadsheet very easy. This allows
you to focus on specific spreadsheet entries.

To Filter Data:
Click the Filter command on the Data tab. Drop-down arrows will appear
beside each column heading.

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Click the drop-down arrow next to the heading you would like to filter. For
example, if you would like to only view data regarding Flavors, click the drop-
down arrow next to Category .

Uncheck Select All.

Choose Flavor.
Click OK. All other data will be filtered, or hidden, and only the Flavor data is
visible.

To Clear One Filter:

Select one of the drop-down arrows next to a filtered column.
Choose Clear Filter From....

To remove all filters, click the Filter command.

Filtering may look a little like grouping, but the difference is that now I can filter
on another field, if I want to. For example, let’s say I want to see only the
Vanilla-related flavors. I can click the drop-down arrow next to Item, and
select Text Filters. From the menu, I’ll choose Contains because I want to
find any entry that has the word vanilla in it. A dialog box appears. We’ll type
Vanilla, and then click OK. Now we can see that the data has been filtered
again and that only the Vanilla-related flavors appear.

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Challenge! Use the Inventory workbook or any workbook you
choose to complete this challenge.
Use the Sort command to sort data alphabetically.
Use the Sort command to sort data numerically from smallest to largest.
Practice using the Filter command.

Formatting Tables:
Once you have entered information into a spreadsheet, you may want to
format it. Formatting your spreadsheet can not only make it look nicer, but
make it easier to use. In a previous lesson we discussed many manual
formatting options such as bold and italics. In this lesson, you will learn how to
use the predefined tables styles in Excel 2007 and some of the Table
Tools on the Design tab.

To Format Information as a Table

Select any cell that contains information.
Click the Format as Table command in the Styles group on the Home tab.
A list of predefined tables will appear.

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Click a table style to select it.
A dialog box will appear. Excel has automatically selected the cells for
your table. The cells will appear selected in the spreadsheet and the range
will appear in the dialog box.

Change the range listed in the field, if necessary.

Verify the box is selected to indicate your table has headings, if it does.
Deselect this box if your table does not have column headings.
Click OK. The table will appear formatted in the style you chose.

By default, the table will be set up with the drop-down arrows in the
header so that you can filter the table, if you wish.
In addition to using the Format as Table command, you can also select the
Insert tab, and click the Table command to insert a table.

To Modify a Table:
Select any cell in the table. The Table Tools Design tab will become active.
From here you can modify the table in many ways.

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You can:
Select a different table in the Table Styles Options group. Click the
More drop-down arrow to see more table styles.
Delete or add a Header Row in the Table Styles Options group.
Insert a Total Row in the Table Styles Options group.
Remove or add banded rows or columns.
Make the first and last columns bold.
Name your table in the Properties group.
Change the cells that make up the table by clicking Resize Table.
When you apply a table style, filtering arrows automatically appear. To turn
off filtering, select the Home tab, click the Sort & Filter command, and
select Filter from the list.

Challenge! Use the Inventory workbook or any workbook you

choose to complete this challenge.

Format the information in a worksheet as a table.

Format the first column in bold.
Name the table.
Change the table style.
Practice using the other features discussed in this lesson to modify the
table in various ways.

Working with Charts:

A chart is a tool you can use in Excel to communicate your data
graphically. Charts allow your audience to more easily see the meaning
behind the numbers in the spreadsheet, and make showing comparisons and
trends a lot easier. In this lesson, you will learn how to insert and modify
Excel charts and see how they can be an effective tool for communicating
information.

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Creating a Chart
A chart is a tool you can use in Excel to communicate your data
graphically. Charts allow your audience to more easily see the meaning
behind the numbers in the spreadsheet, and make showing comparisons and
trends a lot easier. In this lesson, you will learn how to insert and modify
Excel charts and see how they can be an effective tool for communicating
information.
Charts can be a useful way to communicate data. When you insert a chart in
Excel, it appears in the selected worksheet with the source data, by default.

To Create a Chart:
Select the worksheet you want to work with. In this example, we use the
Summary worksheet.
Select the cells that you want to chart, including the column titles and the
row labels.
Click the Insert tab.

Hover over each Chart option in the Charts group to learn more about it.
Select one of the Chart options. In this example, we use the Columns
command.
Select a type of chart from the list that appears. For this example, we use a
2-D Clustered Column.
The chart appears in the worksheet.

Identifying the Parts of a Chart:

Have you ever read something you didn't fully understand but when you saw a
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chart or graph, the concept became clear and understandable? Charts are a
visual representation of data in a worksheet. Charts make it easy to see
comparisons, patterns, and trends in the data.

Source Data:
The range of cells that make up a chart. The chart is updated automatically
whenever the information in these cells change.

Title
The title of the chart.
Legend
The chart key, which identifies each color on the chart represents.
Axis
The vertical and horizontal parts of a chart. The vertical axis is often referred
to as the Y axis, and the horizontal axis is referred to as the X axis.
Data Series
The actual charted values, usually rows or columns of the source data.
Value Axis
The axis that represents the values or units of the source data.
Category Axis
The axis identifying each data series

Chart Tools:
Once you insert a chart, a new set of Chart Tools, arranged into 3 tabs, will
appear above the Ribbon. These are only visible when the chart is selected.

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To Change the Chart Type:
Select the Design tab.
Click the Change Chart Type command. A dialog box appears.

Select another chart type.

Click OK.

The chart in the example compares each salesperson's monthly sales to

his/her other month's sales; however you can change what is being
compared. Just click the Switch Row/Column Data command, which will
rotate the data displayed on the x and y axes. To return to the original
view, click the Switch Row/Column command again.

To Move the Chart to a Different Worksheet:

Select the Design tab.
Click the Move Chart command. A dialog box appears. The current location
of the chart is selected.
Select the desired location for the chart (i.e., choose an existing worksheet, or
select New Sheet and name it).

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Challenge! Use the Company Sales workbook or any other
workbook to complete this challenge.

Use worksheet data to create a chart.

Change the chart layout.
Apply a chart style.
Move the chart to a separate worksheet.

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