CSC 272 Information Management System PDF

Ibadan Distance Learning Centre Series CSC 272 INFORMATION MANAGEMENT SYSTEM By Nancy C. Woods (PhD) Department of Computer Science, University of Ibadan, Ibadan, Nigeria. 1 ...

Ibadan Distance Learning Centre Series CSC 272 INFORMATION MANAGEMENT SYSTEM By Nancy C. Woods (PhD) Department of Computer Science, University of Ibadan, Ibadan, Nigeria. 1  TABLE OF CONTENT Table of Content.......................................................................................................................................... 2 LECTURE ONE.......................................................................................................................................... 7 INTRODUCTION TO MICROSOFT OFFICE 2013................................................................................. 7 Introduction........................................................................................................................................... 7 Objectives.............................................................................................................................................. 7 1.1 Definitions and Descriptions........................................................................................................ 7 1.2 Microsoft Word............................................................................................................................ 8 1.3 Microsoft Excel............................................................................................................................ 9 1.4 Microsoft Access....................................................................................................................... 10 1.5 Microsoft PowerPoint................................................................................................................ 11 LECTURE TWO....................................................................................................................................... 15 MICROSOFT WORD (I).......................................................................................................................... 15 Introduction......................................................................................................................................... 15 Objectives............................................................................................................................................ 15 2.1 Launching MS Word 2013......................................................................................................... 15 2.2 The Start Screen......................................................................................................................... 16 2.3 The MSWord Window................................................................................................................ 18 2.4 The File Tab............................................................................................................................... 19 The Info Menu................................................................................................................................... 20 Protect Document............................................................................................................................... 20 Inspect Document............................................................................................................................... 20 2.5 The Ribbon................................................................................................................................. 21 2.5.1 The Home Tab.................................................................................................................... 21 2.5.2 The Insert Tab.................................................................................................................... 22 2.5.3 The Design Tab.................................................................................................................. 23 2.5.4 The Page Layout Tab......................................................................................................... 23 2.5.5 References Tab................................................................................................................... 24 2.5.6 The Mailings Tab............................................................................................................... 24 2.5.7 Review Tab........................................................................................................................ 24 2.5.8 View Tab............................................................................................................................ 25 2.5.9 The Contextual Tabs........................................................................................................... 25 2.6 Quick Access Toolbar................................................................................................................ 26 2.6.1 Adding a command to the Quick Access Toolbar.............................................................. 26 2.6.2 Removing a button from the quick access toolbar............................................................. 27 2.6.3 Undoing and Redoing Changes.......................................................................................... 27 Summary............................................................................................................................................. 27 LECTURE THREE.................................................................................................................................... 29 MICROSOFT WORD 2013 (II)................................................................................................................ 29 Introduction......................................................................................................................................... 29 Objectives............................................................................................................................................ 29 2  3.1 Dialog Box Launcher................................................................................................................. 29 3.2 Views......................................................................................................................................... 29 3.3 Creating your first document..................................................................................................... 31 3.4 Saving a Word Document.......................................................................................................... 32 3.5 Closing the document................................................................................................................. 32 3.6 Opening a Document in Word................................................................................................... 33 3.6.1 Pick Up Where You Left Off............................................................................................. 33 3.7 Text Formatting......................................................................................................................... 33 3.7.1 The Mini Toolbar............................................................................................................... 34 3.7.2 Bold, Italic Underlined....................................................................................................... 34 3.7.3 Strikethrough, Subscript Superscript................................................................................. 34 3.7.4 Change Case....................................................................................................................... 35 3.7.5 Change Font Colour........................................................................................................... 35 3.7.6 Change Font Type.............................................................................................................. 35 3.7.7 Clear Formatting................................................................................................................ 36 3.8 Text Alignment.......................................................................................................................... 36 3.9 Changing Line Spacing of a paragraph...................................................................................... 36 3.10 Change Paragraph spacing..................................................................................................... 37 3.11 Bullets and Numbered Lists................................................................................................... 37 3.12 To Sort a List.......................................................................................................................... 38 LECTURE FOUR...................................................................................................................................... 39 MICROSOFT WORD 2013 (III)............................................................................................................... 39 Introduction......................................................................................................................................... 39 Objectives............................................................................................................................................ 39 Cutting, Copying and Pasting Text............................................................................................................ 39 Moving and Copying Blocks of Text Using the Ribbon...................................................................... 40 Paste................................................................................................................................................... 40 Moving Blocks of Text Using Drag and Drop..................................................................................... 40 Copying Blocks of Text Using Drag and Drop.................................................................................... 40 Copying and Moving Text between Applications................................................................................ 40 Finding and Replacing Text................................................................................................................. 41 Finding Text in a Document.............................................................................................................. 41 Navigating with the Go to Command................................................................................................ 42 Replacing Text in a Document........................................................................................................... 41 SUMMARY TABLE......................................................................... Error! Bookmark not defined. Page Layout............................................................................................................................................... 42 Changing the Page Orientation............................................................................................................. 43 Vertical Alignment............................................................................................................................... 43 dialog box launcher............................................................................................................................ 43 Changing the Margins.......................................................................................................................... 43 Review Tab................................................................................................................................................ 44 Word Count......................................................................................................................................... 44 To view the number of words in your document:.............................................................................. 44 3  Looking up words in the Thesaurus..................................................................................................... 45 To Look Up Words in the Thesaurus................................................................................................. 45 Editing and Proofing Tools........................................................................................................................ 45 Spell Check.......................................................................................... Error! Bookmark not defined. To Check Spelling................................................................................................................................ 45 Indents........................................................................................................................................................ 46 To Indent Paragraphs........................................................................................................................... 46 Increase............................................................................................................................................... 46 Indenting an Entire Paragraph from the Left..................................................................................... 46 Indenting a Paragraph from Both Sides............................................................................................. 46 Indenting the First Line of a Paragraph.............................................................................................. 47 Hanging Indent (Second line of text is indented)............................................................................... 47 Tables......................................................................................................................................................... 47 Creating a Table................................................................................................................................... 47 Merging Cells..................................................................................................................................... 48 Splitting Merged Cells....................................................................................................................... 48 Centring Text in Cells........................................................................................................................ 48 Displaying Borders and Grids............................................................................................................ 49 To Shade Cells................................................................................................................................... 49 Apply a Design to the Table.............................................................................................................. 49 Maths Tables.............................................................................................. Error! Bookmark not defined. Summing a Column Using a Formula................................................ Error! Bookmark not defined. Document Templates................................................................................. Error! Bookmark not defined. Creating a Letter Template................................................................... Error! Bookmark not defined. Inserting a Header.............................................................................. Error! Bookmark not defined. Inserting a Border or Horizontal Line................................................ Error! Bookmark not defined. Paragraph group................................................................................. Error! Bookmark not defined. Footer................................................................................................. Error! Bookmark not defined. Inserting a Footer............................................................................... Error! Bookmark not defined. Design tab.......................................................................................... Error! Bookmark not defined. Inserting a Border or Horizontal Line................................................ Error! Bookmark not defined. Paragraph group................................................................................. Error! Bookmark not defined. Centring the Page from Top to Bottom.............................................. Error! Bookmark not defined. Saving the Template........................................................................... Error! Bookmark not defined. When you need to use your Template…............................................ Error! Bookmark not defined. 1. Workbook...................................................................................................................................... 53 2. Worksheet...................................................................................................................................... 53 3. Cell................................................................................................................................................. 53 Window Components.......................................................................................................................... 53 4 #1. Active Cell................................................................................................................................... 54 #2. Column......................................................................................................................................... 54 #3. Row.............................................................................................................................................. 54 #4. Fill Handle................................................................................................................................... 54 #5. Address Bar.................................................................................................................................. 54 #6. Formula Bar................................................................................................................................. 55 #7. Title Bar....................................................................................................................................... 55 #8. File Menu..................................................................................................................................... 55 #9. Quick Access Toolbar.................................................................................................................. 55 #10. Ribbon Tab................................................................................................................................. 55 #11. Worksheet Tab........................................................................................................................... 55 #12. Status Bar................................................................................................................................... 55 5  GENERAL INTRODUCTION Have you ever wanted to store some form of data on your system, for instance the list of your friends with their addresses. Or perhaps you need to type and format a report for your boss. Or maybe your office needs to gather and store lots of numerical data for subsequent analysis. And then after the analysis you will have to make a presentation based on the analysed data. Well, this course is the course for you. This course is a service course to teach you how to use some of the common applications on your computer system to store data, analyze such data to become information and subsequently present your information to an audience. At the end of the course you should be familiar with four applications in the Microsoft Office suite. We chose the Microsoft Office Suite because they are easy to get and most computer come with the applications pre-installed. 6  LECTURE ONE INTRODUCTION TO MICROSOFT OFFICE 2013 Introduction Have you ever seen some documents and wondered how they were created. Perhaps you may have wondered if you can achieve such dexterity in the preparation of such documents, calculating large volume of data or even presenting such information. This course is designed to provide you with an introduction to the use of some Microsoft Office packages:- MS Word, MS Excel, MS Access and MS PowerPoint and how you can utilise them to be more productive. Objectives At the end of this lecture, you should be able to: 1. Explain the purpose of the packages covered in this course 2. State when to use a package 3. Identify the icon of the applications we will study. 1.1 Definitions and Descriptions We chose to use the Microsoft suite, because it is the most common suite for preparing and managing data. However, there are other applications such as Open Office which open source and can also be used in place of Microsoft Office. Files prepared in either applications can be modified with either. For the purpose of this class, we will stick to Microsoft Office applications. Microsoft designed software programmes for productivity in homes, schools, offices and organisations. These applications are commonly installed as Microsoft Office except if they are installed separately. It is available for both Windows and Mac and includes programs, servers, services, and solutions for various business purposes. The programmes found in Microsoft Suite include Access, Excel, Word, PowerPoint, Outlook and Project, and a few more (see figure below). As earlier written, for the 7 purpose of this course, we will limit our learning to the first four. In subsequent sections, you will briefly learn what each of these applications are used for and how they can assist you to be more productive. A list of some programmes found in Microsoft Office. For the purpose of this course, the programmes of focus are Microsoft Word, Microsoft Excel, Microsoft Access and Microsoft PowerPoint which will all be treated using a computer running Windows. The icons of each of these applications are used to launch the application. Each icon is displayed in the appropriate section. Note that the icons are different for different versions of Microsoft office. So the icons displayed here are for Office 2013. 1.2 Microsoft Word Microsoft Word or MS-WORD (often called Word) is a Graphical word processing program that users can type with. Its purpose is to allow 8 users to type and save texts, tables, some graphics, some charts, etc. A file prepared and saved with MSWord is usually called a document and is generally save with the extension “.doc” or with newer versions of MSWord, “.docx”. MSWord has helpful tools to make documents such as:  Choice of typefaces  Counting of words (this also counts letters and lines)  Display of synonyms of words  Insertion of pictures in documents  Insertion of Tables  Printing of document in different ways  Special codes  Spelling and grammar checker  Thesaurus to help improve your writing  Tracking of changes in a modified document  Web pages, graphs, etc. Microsoft Word also allows add-ons of third party software for spelling and grammar checker such as Grammarly. In the lecture two through lecture four, we will study aspects of MSWord for your level. 1.3 Microsoft Excel Microsoft Excel is a spreadsheet application included in the Microsoft Office suite. A spreadsheet application is a tremendous tool for maintaining, analysing and calculating small sets of information. Spreadsheets present tables of values arranged in rows and columns that can be manipulated mathematically using both basic and complex arithmetic operations and functions. Microsoft Excel is easy to understand and use. It allows you to create column names, enter your data, create formulas, analyse your data and perform so many other 9 functions. You can also sort, filter, and format the data quickly and easily. An Excel file is generally called a workbook, because it usually contains several worksheet, and the file is save with the extension “.xls” or “.xlsx”. In addition to its standard spreadsheet features, Excel also offers programming support via Microsoft's Visual Basic for Applications (VBA), the ability to access data from external sources via Microsoft’s Dynamic Data Exchange (DDE), and extensive graphing and charting capabilities. The best part about Excel is, it can apply to many business tasks, including statistics, finance, data management, forecasting, analysis, inventory, billing, and business intelligence. Following are the few things you can achieve with Excel:  Number Crunching  Plotting of Charts and Graphs  Storing and Importing Data  Manipulating Text  Automation of Tasks  Analysing of data  Spelling and grammar checker We will study some part of Excel in lectures five through eight. Note that we CANNOT exhaust ALL that can be achieved using Excel in the duration of this course. 1.4 Microsoft Access Have you ever wanted to store a lot of related information but still have them distinct? For instance, you may want to store a list of the books in your library, who borrowed which one and when? Well, Microsoft Access is an information management software that helps you store information for reference, reporting, and analysis. Microsoft Access helps you analyse large amounts of information, and manage related large amounts of data faster and more efficiently than with Excel or other types of spreadsheets applications. In simple term, Microsoft Access is a type of database software that is used 10 to store information for reporting, referencing and analysis. MSAccess is most popular for its tables, forms and queries, which are sometimes called ‘object’ of Access. Suppose you are the owner of some business and would like to keep track of the happening in the office, here are some of the basic functions of MSAccess and how they can help you be more productive. MSAcess can:  Maintain all information for each client or customer, including addresses, invoices, payment and order information.  Track financial data without needing a separate software program. If you have the full Microsoft Office Suite, you may even set payment reminders.  Manage marketing and sales.  Track production and inventory by entering data  Run reports and analyses using the reports and charts. You can basically run a report on anything within a matter of minutes, such as customers who are behind on payment. Now that you have learned a bit more about what Microsoft Access can be used for, be prepared to learn more in subsequent lectures. An Access file is usually called a database and saved with the extension “.mdb” or “.accdb”. 1.5 Microsoft PowerPoint Imagine you have analysed your data, prepared some information and you have been asked to present these to your team members. How do you co about this. Well, you need to use Microsoft PowerPoint. PowerPoint is a software used to design presentation slides for reporting of results. It provides the avenue to present reports, results and information in general in a concise, attractive and graphical way. It allows for less words and more straight to point approach. The presentations are a collection of slides used for storytelling or reporting information on ANY topic. PowerPoint presentations are commonly used in business meetings, seminars, for training and educational purposes. A PowerPoint file is usually called a Presentation and saved with the extension “.ppt” or ‘.pptx” for newer versions of PowerPoint. Some of the tasks you can achieve with PowerPoint include: 11   Plotting of simple charts  Inserting pictures and graphics to buttress your point  Inserting videos of importance  Using special effects on objects  Using beautified background for each slide  Spelling and grammar checker The Office Environment In the office environment, the window of each application has several portions namely the Name bar, status bar, tool bar, quick access to mention a few. These portions may vary from application to application. Even the tool bar for each application varies depending on what is “active’ at that time. For each of the applications we will study these portions. Summary In summary, Microsoft Office includes the following programs:  Access is a database management programme. Hence, it should be used when large amounts of data or information are to be collected and organised in a format for easy and future retrieval, reporting and analysis.  Excel is a spreadsheet programme. Hence, it should be used for mathematical manipulation using both basic and complex arithmetic operations and functions.  PowerPoint is a presentation programme. Hence it should be used for the presentation of information.  Word is a Word processing program. Hence it should be used to type reports and documents. Post Test 1. How are the various applications launched? 2. If you have a small amount of data and would want to analyze them, which application would you use? 12 3. Suppose you have a small business enterprise and need to keep track of several information in one spot, and at some point in time, generate reports based on the data available which of the office applications will be suitable for you? 4. Which ‘tool’ is available in all three of the applications discussed in this lecture? 13 References Jeff W., 2018, Microsoft Office - Service Description, The Board of Regents of the University of Wisconsin System. OpenGate Software Inc., 2018, A Brief MS Access Tutorial. ExcelChamps, 2019, An Introduction to Microsoft Excel Arkware.com, 2016, Microsoft-access-brief-introduction-new-users 14  LECTURE TWO MICROSOFT WORD (I) Introduction This course is designed to guide on the use of some Microsoft Office packages. For this chapter you will be introduced to the MS Word environment, how to launch the application depending on your operating system and also how to navigate through MSWord. Objectives At the end of this lecture, you should be able to: 1. Launch Microsoft Word 2013 on Windows 7, 8 and 10. 2. Navigate around the MSWord 2013 application. 3. Identify icons and state what they mean or stand for. 2.1 Launching MS Word 2013 The easiest way to launch MSWord in Windows 7 environment is to use the following steps: 1) Click the Start button 2) In the Start Search field type “Word” 3) Select Word 2013 from the search results as show on the right . If your system is running Windows 8, then you have two options you can use to launch the application: Option One: If the start screen is displayed: 1) Type “Word” and as in Windows 7, a search result will be displayed which will show the 15  MSWord icon. 2) Select Word 2013 from the search results Options Two: If the desktop is displayed, 1) Click the start button 2) Type “Word” 3) Select Word 2013 from the search results If your system is running Windows 10, then 1) Type “Word” in the search field on the bottom left of your desktop shown below: 2) Select Word 2013 from the search results If you have successfully launched the application, you will be directed to the start screen. We will study that next. 2.2 The Start Screen The start screen is shown below with some of the graphics and tools it offers. To make life easy for you, we used textboxes to label important sections of this start screen. The Start Screen is a new feature of Office 2013. Unlike older versions of Office, opening an Office 2013 application does not take you directly to a blank document – it instead opens the Start Screen. However, it will open directly to a blank document if a word document is already opened. Note that the Start Screen can be disabled under File Options., however, doing so will cause the application to open a blank document by default on start-up, similar to earlier versions of Office. 16  Recent Word Documents Browse other Word Template files s The Start Screen displays recently opened documents on the left, and a selection of templates in the preview pane on the right. Clicking a template will open a preview pane demonstrating that template and some information about it. MSWord templates include letters, labels, reports, event flyers and much more. You can also browse for other documents not listed in the recent document section on the left. This will let you navigate to the file manager where you can then select any other file. By default most people choose “Blank document” because they already have in mind what pieces of information they want to put in their Word document. This enables them start preparing their Word document, which is basically typing and formatting and inserting objects were necessary. Next we will study the MSWord window in details. 17 2.3 The MSWord Window If you chose the blank document template, the next screen you will be shown is below. That is the standard MSWord Window. We have also labelled it for ease. Note that the system will automatically name the document “Document1”. This is the standard view of Word, known in Word 2013 as the ‘Print Layout’ view File Tab Minimize, Maximize, Close Tabs Ribbon View Zoom The Minimize, Maximize, Close portion of the screen enables you to minimize a document you are currently working on, or maximize the document (if the window is not full) or Close the document entirely. Closing the document may also result in exiting the MSWord application. The Zoom section allows you to blow up your document especially if the font size is small. Note that this does not increase the size of the font, it only zooms in to make the font appear bigger on the screen only. The Layout section allows you to navigate through the three main different layouts allowed in MSWord, which are Read Mode, Print Layout (default layout) and Web layout. The other two 18 layouts are Outline and Draft. The layout can also be seen as the different ways of displaying the working environment of MSWord. The tabs are used to group similar tools and are named appropriately. So each time you click on a tab, the ribbons, which contain a collection of icons for to perform functions under that tab, is displayed. The icons or tool-points may also be expandable if it has an arrow-like symbol at the bottom right of each group. Next, we will briefly treat what each tab is used for. 2.4 The File Tab The File Tab is located on the top left hand corner of the screen can be regarded as a replacement for the file menu. The options normally found in the file menu such as Open, Close, Save, Save As and Print can all be found here. The next figure shows the arrangement of the functions available on the File Tab. You can clearly see the location of Open, Save, Save As and Print, other functions on this tab include the New, export, share and close among others. Of particular interest is the Info menu which will be briefly discussed. Back to document Document Properties 19 The Info Menu The Infor menu houses the Protect, Inspect and Versions sub-menus and they in turn contain some nice features such as Mark as Final and Run Compatibility Checker; however there are additional features such as Inspect Document, Encrypt Document, Restrict Access and Add Digital Signature that need to be understood and if used. For your level, we will only worry about the basic features. Protect Document Protect Document controls what type of changes people can make to the document you are working on, should you send them a softcopy. It lets you encrypt (which includes setting a password) your document before sending it to others. We would not recommend doing this because if the password is forgotten the data cannot be retrieved. So use the feature with caution. The Protect document sub-menu also allows you to Restrict Access to the current open document. This enables you to limit the functionality of a document while still allowing others to view it, and, if they have the necessary permissions, work with it. This feature is an add-on that needs to be bought. Before you share an electronic copy of a Word document with other people, you may use the Mark as Final command to make the document read-only and prevent changes to the document. When a document is marked as final, typing, editing commands, and proofing marks are disabled or turned off and the document becomes read-only. In addition, the Status property of the document is set to Final. Note that this is not a security feature, the mark as final can be removed by the recipient of the file and the file will be editable once more. Its use is merely to convey that you believe this to be a completed work. Lastly the Protect document feature allows files to be signed digitally and therefore be verified by a recipient. Again this feature is a commercial add- on that needs to be purchased. Inspect Document With this feature, you can check your document for obvious issues that might cause problems in 20 earlier versions of Word here. This is useful, for example when you need to save the document you are working on as an earlier version of MSWord. 2.5 The Ribbon The Ribbon is present in all Microsoft applications but contain differently named tabs and commands. Some tabs are however common in all the applications. There are three basic components to the Ribbon, See figure below. 1. Tabs: There are seven basic ones across the top. Each represents an activity area and has been carefully selected according to user activities. Eg. HOME. 2. Groups: Each tab has several groups that show related items together. E.g. Font 3. Commands: A command is a button, an icon, a box to enter information, or a menu. E.g.. One thing you should note is that if you place your mouse over any command, without clicking the command, Microsoft office will display the name of that command and state what is does, briefly. Try it now! 2.5.1 The Home Tab This tab is displayed by default as soon as a document is opened or a new document is created. It contains all the tools you use most often, such as the commands in the Font group for changing text font: Font, Font Size Bold, Italic superscript, subscript etc. One command that will come in handy is the change case command. It allows you to change the case of whatever has been typed! Try it right now. Type a sentence in ALL CAPS and then click on the icon. A dropdown menu will appear for you to select what you want. You see, not so difficult. The Clipboard group houses the cut, copy and paste (special) commands as well as a feature called 21 format painter, that basically copies the formatting used in one paragraph and applies it to another paragraph. The Paragraph group contains commands for Bullets and Numbering, Alignment and Shading, Line spacing, Indentation, Sorting among other commands. One icon I strongly advice students to active is the Show/hide ¶. This is called the paragraph mark and when activated, if allows non-printing characters like itself, the space and tab character to be visible in the MSWord environment. Activating this feature, tells you what is where. Turn this feature on right now ans notice all the ‘symbols’ that have appeared from nowhere. Next to this group of commands is the Styles group that allows you to set and apply a consistent format for a paragraph. Then then editing group that allows you Find, Replace and Select object. 2.5.2 The Insert Tab The Insert Tab, shown below allows you to among other things insert a cover page to a document, blank pages or a manual page break, tables, pictures smartArt headers and Footers among other commands. Some of these feature will be treated in subsequent lectures. All graphic objects can also be inserted from this tab. When you insert a graphic or table of shape, additional tabs known as contextual tabs become available. For example, if you insert a picture the Picture Tool contextual tab appears. 22 An important tool you would need is the Equation tool. It allows you to design an equation, exactly the way it should appear. The good thing is that the equation is treated an object and moves together instead of scattering when you move it. Try it out now. Click on the equation command and type the following equation. You need to be patient with this. 2.5.3 The Design Tab The Design tab is a new feature introduced in MSWord 2013. In previous versions of Word, commands and options related to the formatting and style of the overall document, such as themes, watermarks, styles, paragraph spacing etc. were spread across several tabs. Now they can all be found together in the Design Tab. This tab also gives you the option to change a document ‘theme,’ which changes the look of Headers Footer and Fonts. Two commands that may interest you are the watermark command and the page border command. The watermark command allows you to insert a picture or text and use it as the background of the page. Such pictures or text appear faint. Have you ever seen a document that had “Confidential” written faintly across the page? That is a water mark! The Page Borders, allow you to use some graphics as borders to the pages of your document. 2.5.4 The Page Layout Tab The Page Layout tab allows you to change the Page Setup of your document. That is, all the commands you need to set the margins of your document, set orientation, select the paper size, indent paragraphs among other commands. The Break command is usually helpful to ensure that a page, for instance starts on a new page, instead of the middle or bottom of the page. 23 Remember how newspapers are several columns, this tab allows you to achieve such. By default every new document is started as a one-column document but you can change that appearance from this tab using the Columns command. 2.5.5 References Tab There is a group in this tab for creating a Table of Contents, footnotes, an index, a bibliography and other references. This feature of MSWord is for advanced users of the application because of the complexities involved. 2.5.6 The Mailings Tab This tab contains tool that are for medium to advance users of MSWord. The Mailings tab is used to perform a mail merge and also create envelopes and labels. A step by step guide can be launched from the Start Mail Merge icon. Mail merge operation is used when you need to send say the same letter but with minor customization to a large number of people. You would need a table that has all their information. 2.5.7 Review Tab The review tab provides the tools for proofing a document that is spell checking, thesaurus, word count, etc. It is here you can also track changes and accept or reject changes on an edited document. 24 The review tab also allows you the set the language you want MSWord to use when performing Spell checks. 2.5.8 View Tab From the view tab, you can choose to switch on the ruler, gridlines, and split windows. You can also switch between ‘print layout’, ‘read mode’, ‘outline mode’ and others. If you have two documents open at the same time and would want to review them side by side, then you click on the “view side by side” command. This will allow you view the two documents side by side, you can even synchronize the scrolling so that while you scroll down in one document, the other document also scrolls down. 2.5.9 The Contextual Tabs In MSWord and other Microsoft applications, certain tabs appear only when you need them. Let's say you have inserted a picture or a table, but now you want to do more with it. Maybe you want to change how text wraps around it or you want to crop it. Where are those commands found? Just select the ‘object’ (picture, graph, table) and it’s tab will appear. For example: Select a picture The Picture Tools tab appears. Click that tab. Additional groups and commands appear for working with pictures; like the Picture Styles group. 25 When you click away from the picture, the Picture Tools tab disappears, and you are returned to the Home Tab. Note that the Contextual tabs are easily identified by their distinctive colours. They usually have either one or two tabs, as shown below. They also appear for other activity areas, such as:  Tables  Shapes/Drawings  Smart-art  Charts 2.6 Quick Access Toolbar The Quick Access Toolbar is located on the upper left hand corner next to the Microsoft File Tab. It is a customizable toolbar that contains a set of commands that are independent of the tab that is currently displayed. This means that the buttons remain the same no matter what tab is currently open. By default, it contains the commands save, undo, and re-do, but you can customize it to display any commands you wish. 2.6.1 Adding a command to the Quick Access Toolbar There may be a command that you use on a regular base that you would like to have access to without having to go through the ribbon interface. To add such a command to the quick access toolbar do the following: 1) Locate the command in its tab 26  2) Right Click on the command button 3) From the menu that displays select “Add to quick access toolbar” 4) The button will now be added to the toolbar. 2.6.2 Removing a button from the quick access toolbar 1) Right click on the button in the quick access toolbar 2) Select “Remove from quick access toolbar” from the menu that displays 2.6.3 Undoing and Redoing Changes Sometimes you’ll make a change to your text and then regret it. Fortunately, Word remembers every change you make to a document during a given session and lets you undo any number of them-even if you made them hours ago – as long as you do not exit the program. You can undo typing as well as formatting changes. Word also has a Redo command that redoes changes after you’ve undone them. Undo: Immediately after you type text in the document the undo button is activated on the Quick Access toolbar. Clicking the undo button will undo your Undo Redo last action. Re-do your last change (essentially “undoing the Undo”), choose Re-do from Toolbar. Summary In this lecture, we have been introduced to the general environment of MSWord. We studied tabs, commands and menus are used for. References https://www.ucc.ie/en/media/support/computercentre/trainingmanuals 27 28  LECTURE THREE MICROSOFT WORD 2013 (II) Introduction In this chapter, we will learn more about the MS Word application. Objectives At the end of this lecture, you should be able to: 1. Know how to use dialog launcher. 2. Understand views and how to use them. 3. Know how to save document 4. Know how to format text 3.1 Dialog Box Launcher There are times that at first glance, you may not see a certain command from a previous version of MSWord. Some groups have a small diagonal arrow in the lower-right corner.. The arrow is called a Dialog Box Launcher. If you click it, you'll see more options related to that group. Those options will often appear in the form of a dialog box that you may recognize from a previous version of Word. Or they may appear in a familiar- looking task pane. 3.2 Views 29 There are several views obtainable in MSWord. To see them, you click the View tab on the Ribbon. The views are: Print Layout: this is the default view and shows the document as it will appear on the printed page. Web Layout view: this displays the document as it would appear as a web page. Outline view: this view simplifies the text formatting to help you focus on the structure of the document. Draft view: is designed for speed of entry and editing, it was called Normal View in earlier versions of Word. The documents are displayed as an outline, with the paragraph formatting defining the levels of outline. Read Mode: The Read Mode is a new feature introduced in MSWord 2013. It maximizes the document in an un-editable view. It is useful to be aware of this feature and how to switch to a standard view, as if a document is closed in Read Mode, it will remain in Read Mode the next time it is opened. Read Mode has three menus:  File Tab: This is the standard File tab which you usually have access to from the ribbon.  Tools: This menu contains a “Find” button which can be used to search the document for a word or phrase.  View: This tab allows you to change several layout aspects of Read Mode, as well as return to the standard Print Layout view. o Edit Document: This will return you to the standard Print Layout View. o Navigation Pane: This will open up the same navigation pane found in Print Layout on the left-hand side. It is useful for navigating through large documents. o Comments Pane: The comments pane will display any comments made on the page of the document currently being viewed. o Page Colour: You can choose between white, inverse and sepia. o Layout: This allows you to switch from the standard “column” view to “Paper”, view, 30  which is quite similar to the “Print Layout” view, but it does not have the Ribbon Now that we are familiar with the working environment of MSWord, let us type our first document. As earlier studied, you create a new document by launching the application and selecting Blank document template. Do that right away. 3.3 Creating your first document After creating your blank document, type the following note without pressing “Enter” at the end of each line. You will notice that MSWord has a facility called word-wrap, which automatically brings the last word of the line onto the next line if the text won’t fit on just one line. I made myself a mud house, As perfect as could be. I was pleased with myself. I thought I'd keep it And sleep in it. I also made some mud beds And a pillow for myself. Then last night it rained and the house disappeared. Inserting Text The blinking insertion point in your documents shows you where the text you type will appear. You can move the insertion point by pointing and clicking to insert text wherever you like. Example: Click in the space to the left of the word “pleased” in the the first paragraph, and type very and add a space. The word is inserted and the remaining text is pushed to the right to accommodate it. Note: Never press the Enter key to end lines within a paragraph. This causes uneven line breaks and other problems when you format the text. 31 3.4 Saving a Word Document After creating and typing your document, you can save it with the following step: 1) Click on the File Tab 2) In the menu that is displayed select the ‘Save’ button 3) The Save As can also be used and this menu will display three options. To save the document to your computer, make sure the computer tab is highlighted, then navigate to the appropriate location on your computer or elsewhere. 4) The menu on the right will display recently accessed folders, and also a ‘browse’ button. 5) Click ‘browse.’ This will open the familiar Save As window.  Name the file  Select the file location.  Click Save Be sure before you click on the Save button that you have chosen the correct location. Saving Changes to a document To save a document with any new changes since it was first saved Choose Save from the Quick Access toolbar Or Click on the Save option in the File Tab. 3.5 Closing the document To close a document, use the following steps: 32  1. Click the x in the top right hand corner of the screen 2. If there have been any changes made since the document was last saved it will prompt you to save these changes before closing 3. Click yes on the dialog box that appears to save all changes 3.6 Opening a Document in Word After you have worked on a Word document and saved it, there may be need for you to continue working on such document. The following steps will guide you. 1. From the File tab choose Open 2. Click the folder you wish to open 3. Double click on the name of the document you want to open. 4. The file should now be open in Word – if not click on the open button. 3.6.1 Pick Up Where You Left Off A useful new function of Word 2013 is the “Pick Up Where You Left Off” function. When you are working on a Word document which is several pages long, Word will remember which page you were working on when you saved and closed. So, when you re-open that document, Word will offer to return you to that exact point. This can be very useful in particularly long documents. When you re-open a document, a box will pop out on the right of your screen. It tells you the name of the section you were last editing, and how long ago you last edited it. 3.7 Text Formatting Word has a number of character styles such as bold, underline, italics etc. The simplest way of formatting text is to simply highlight the text to be formatted and then select the type of formatting you require from the Home tab or the mini toolbar. 33 3.7.1 The Mini Toolbar The Mini Toolbar is a convenient pop-up toolbar which contains a selection of frequently used commands, and which appears when text is selected for formatting. For instance, you want to quickly format some text, but you're working on the Page Layout tab. You could click the Home tab to see the formatting options, but using the mini toolbar is faster. 1. Select your text by dragging with your mouse, and then point at the selection. 2. The Mini toolbar will appear and you can click a formatting option there. 3. If you move the mouse away from the Mini Toolbar, it will fade until it disappears entirely. Try it now! Select some text and the mini Toolbar will pop-up To format text that you have already typed, there are a variety of options you can choose from. Some of these are stated below. 3.7.2 Bold, Italic Underlined 1. Select the text to be formatted 2. On the Ribbon, select the Home tab. In the Font group click on the required option B for Bold I for Italics U for Underline – There is also a drop down arrow for more underline options 3.7.3 Strikethrough, Subscript Superscript 1. Select the text to be formatted 2. On the Ribbon, select the Home tab. In the Font group click on the required option 3. To create a single line strikethrough on text click 4. To create a subscript format e.g. H2O click 5. To create a superscript format e.g. 21st click 34 3.7.4 Change Case There are times you have types a whole paragraph only to realize you have been typing in the wrong case, say ALL CAPS, you can change the case of the text as follows: 1. Select the text you want to change 2. From the Ribbon select the Home tab. In the Font group click the arrow next to the change case command. 3. From here you can see all the options available 4. Select the option you desire 3.7.5 Change Font Colour 1. Select the text to be coloured 2. Select the Home tab. In the Font group click the arrow next to the font colour command 3. Click any colour and this will be applied to the selected text Note: To choose from an even larger selection of colours, click the More Colours command at the bottom of the Font Colour Palette. 3.7.6 Change Font Type The default font in MSWord is 11- point Calibri, but Microsoft Word comes with more than 150 fonts. You can change the font of any text at any time as follows: 1. Select the text that is to be changed. To select an entire document press Ctrl & A or from the Home tab in the Editing group click the arrow next to select and choose select all. 2. Click the down arrow in the Font box on the Home tab 3. Scroll down the list and choose a different font type 35 3.7.7 Clear Formatting To remove all formatting from a selected text do as follows: 1. Select the text 2. Click on the Clear formatting command Note: The Dialog box launcher at the bottom right of the Font group will launch further options for formatting 3.8 Text Alignment The default text alignment in a document is left. This means the text starts on the left and moves right as entered. To change alignment of words sentences or paragraphs; 1. Select the text 2. From the Home tab in the Paragraph group, click on the appropriate alignment button Note that Justifying text aligns it evenly at both the left and right sides. 3.9 Changing Line Spacing of a paragraph 1. Highlight the paragraph you need to edit. You can achieve this by clicking in the paragraph three time quickly. 2. From the Home tab in the Paragraph group click on the Line Spacing command 3. You are now given a list of line spacing options from1.0 to 3.0 4. Choose the desired spacing To view other line spacing and paragraph spacing options click on Line Spacing Options. 36 3.10 Change Paragraph spacing At times you type a paragraph and need some space before and after the paragraph. Some of us achieve this by pressing the enter key several times. Unfortunately, this may cause some trouble for you later. So the best way to do this is to: 1. Click inside the paragraph you want to change spacing before or after 2. From the Line Spacing command click on Add Space Before Paragraph Add Space After Paragraph Alternatively: OR On the Ribbon, select the Page Layout tab, in the Paragraph group, under Spacing click the up arrow on the Before or After to increase spacing. 3.11 Bullets and Numbered Lists Word can easily create bulleted or numbered lists for you. Bulleted and numbered lists make your document more readable by setting off key points or numbered steps. Creating a Numbered List as You Type 1. Move the insertion point to the beginning of the first line in the list 2. Type * 3. Press the Spacebar and then type the text of the first list item 4. Press Return 5. Enter the text for the next list item and so on Or 1. Type a number followed by a full stop such as 1. to begin a numbered list 2. Press the Spacebar and then type the text of the first list item 3. Press Return 37  4. Enter the text for the next list item and so on Bullets Numbers To Add Bullets or Numbers Using the Ribbon 1. Select the text you want to add bullets or numbers to 2. Click the arrow next to the bullets or numbers command to choose a different format of bullets or numbering 3.12 To Sort a List Select the text you want to sort then: Click on the Sort command from the Paragraph group. This will bring up a pop-up menu. 1. Under Sort by, select a field number or name 2. From the dialog box that appears click the drop down arrow next to Type to select the appropriate type of data which is to be sorted; i.e. text, number or date 3. Click on either Ascending or Descending to sort the list A- Z or Z-A 4. Click Ok to start sorting NOTE: If the list has a heading that you do not want sorted, select the Header Row option under My List Has. Summary In this lecture, we learned how to create an MSWord file, type into it, format the typed text, add bullet point as well as manipulate the front face and Colour. References https://www.ucc.ie/en/media/support/computercentre/trainingmanuals 38  LECTURE FOUR MICROSOFT WORD 2013 (III) Introduction In the previous lecture, we learned how to create a word document and save it. We also learned how to format the text, sort text and format paragraphs. Perhaps after typing the text you may need to re- structure your document by moving text around or even pick some text you have typed into another document. These are what we will learn in this lecture. Objectives At the end of this lecture, you should be able to: 1. Know how to use the clipboard tools. 2. Understand views and how to use them. 3. Know how to insert and format table 4.1 Manipulating ‘Elements’ After you have prepared your document, you may want to manipulate the text by moving it around or manipulate other objects. There are two main ways you can manipulate your text/ object and these are Cutting or Copying and the Pasting. You can move or copy any element in a document, whether it is text, graphics, or an item inserted from another application. Moving means to remove (cut) the selected text or graphic from one location and insert it in another location. Copying means to make a copy of the selected text or graphic and insert it in another location, leaving the original version unchanged. In the following sections, we will study how to achieve any of the two methods with different variations. The headings specify the variations. 39 4.1.1 Moving and Copying Blocks of Text or Object Using the Ribbon 1. Select the element 2. On the Ribbon, select the Home tab, in the Clipboard group click Cut or Copy 3. Click into the new location for the element you have cut or copied 4. On the Home tab from the Clipboard group click Paste. 5. The original element has now been moved or copied to the new location. 4.1.2 Moving Blocks of Text/ Objects Using Drag and Drop 1. Select the element you want to move 2. Click and hold down the left mouse button inside the selected element 3. With the left mouse button still held down, drag the mouse to the desired location and let go of the mouse button 4. The element has now been moved to the new location 4.1.3 Copying Blocks of Text/Objects Using Drag and Drop 1. Select the element you want to copy 2. Hold down the Ctrl key and hold down the left mouse button inside the selected element 3. With the Ctrl key and the left mouse button still held down, drag the mouse to the desired location 4. Let go of the mouse button and then the Ctrl key 5. The element has now been copied to the new location 4.1.4 Copying and Moving Text/objects between Documents Open all documents you wish to copy or move text between. You can switch between documents by opening the Window menu and selecting the filename of the document you need. 1. Select the element you want to move or copy 2. Do one of the following: 40  To move the selection, click the Cut button on the Home tab To copy the selection, click the Copy button on the Home tab 3. Position the insertion point in the new location. 4. Since your new location is in another document, open the Window menu and select the required document. 5. On the standard toolbar, click the Paste button 4.2 Finding and Replacing Text/ characters You can use the Find command on the Edit menu to search for text, formats such as bold and indent, special characters, and other elements such as footnotes, graphics, and fields. To search for and replace these items, you can use the replace command. 4.2.1 Finding Text in a Document 1. From the Home tab, select Find. 2. A Navigation pane will open on the left hand side of the screen 3. In the Search Document Field, type the text you want to find, e.g. elections 4. Each instance of the word will be highlighted on the document and listed in the Navigation pane. 5. Click X to close this Navigation Pane. 4.2.2 Replacing Text in a Document 1. From the Home tab, choose Replace 2. Type the text you want to find in the ‘Find What’ box: 3. Type the replacement text in the ‘Replace With’ box: 4. Click the Replace button, checking that each entry is to be changed beforehand. If not click the Find Next button to move to the next entry 41  5. Click OK 6. Click Close. There are three options you can use when replacing text. These are summarized below. TO CLICK Replace the text and find the next occurrence. The Replace button. Change all occurrences without confirmation. The Replace All button. Leave the text unchanged and search for the next occurrence. The Find Next button. 4.3 Navigating with the Go to Command When you want to jump to a particular place in your document, the Go To command can often take you there much more quickly than scrolling. This, only possible if you know the page number of the location you would want to get to. To do this, 1. From the Home tab click the arrow beside “Find”, and from the menu that displays choose “Go To” 2. This will display the Find and Replace dialog box with the Go To tab selected 3. Select the type of item you want to go to 4. If you know the exact number of the page, comment, or other item you want to see, enter the item number 5. Click Next or Previous to navigate forward or backward 6. Click the Close button to put away the dialog box 4.4 Setting the Page Layout of your document The Page Layout tab allows you to change the Page Setup of your document. That is, it contains all the commands you need to set the margins of your document, set orientation, select the paper size, indent paragraphs among other commands. 42 4.4.1 Changing the Page Orientation The default orientation for Word documents is Portrait. To change the page orientation to Landscape; 1. Click on the Page Layout Tab 2. From the Page Setup group choose Orientation 3. Choose the Landscape option 4.4.2 Vertical Alignment The default vertical alignment for a new document is ‘top’. Vertical alignment determines where the text you type will flow from. Basically aligning it on the page. 1. Click the Page Layout tab 2. On the Page Setup group click on the dialog box launcher 3. Choose the Layout tab 4. Open the Vertical Alignment drop down list box, by clicking on the down arrow 5. Select Centre 6. Click OK. You will notice that the cursor will move to the middle of the page. Whatever text you type will be centered vertically on the page. 4.4.3 Changing the Page Margins There are a number of pre-set options within margins. For example, the Narrow option changes the top and bottom as well the left and right margins to 1.27cm. To change the margins to a specific measurement; 1. Click the Page Layout tab 43  2. Choose one of the default options or click on the Custom Margins option 3. In the dialog box which pops out, click the up and down arrows beside your chosen margins to adjust them. 4.4.4 Adding Page Numbers There are a variety of page numbering options available in M S Word 2013. You can format your page numbers so that they appear at the bottom of your page, top of your page, or in the margins. You can even format the type of numbers Word should use (1,2,3 or A,B,C or I,II,III, etc) 1. From the Insert tab, choose Page Numbers. 2. Choose the desired location from the Position drop down list, i.e. Bottom of Page 3. Choose the desired position from the Alignment drop down list, i.e. Center 4. Click the OK button 4.5 Document Review The Review tab has groups of command to enable you ‘proof read’ you document, add comments, tracking changes in situations where you send the document to some else to edit. Among other commands. The following sections will guide you through. 4.5.1 Word Count When you’re writing to fill a specific amount of space or you’re simply curious about the size of your document, you can use the Word Count command. To view the number of words in your document; From the Review Tab, select Word Count. Note: Click the Include Footnotes and Endnotes check box to include the text from footnotes or endnotes in the count as well. However, if you want to count the number of words in a particular paragraph or some paragraphs, then select the area that you wish to count the words, then click on 44 Word Count. MSWord will display the result on the screen for you. 4.5.2 Looking up words in the Thesaurus The thesaurus helps you to improve the precision and variety of your writing. You can quickly find synonyms for a selected word or phrase. For some words, you may also find antonyms and related words. To Look Up Words in the Thesaurus 1. Select the word in the document for which you want to find a synonym, antonym or related word 2. From the Review tab, choose Thesaurus. The Thesaurus pane will open on the right hand side of screen 3. Hover the cursor over an equivalent word from the list in the Research window, for example surplus. The word will now have a drop down menu to its right. Click on the arrow, if you wish to use this word instead and choose Insert from the drop down list 4.5.3 Editing and Proofing Tools MSWord checks your document for spelling and grammatical errors by using its main dictionary, which contains most common words. If MSWord finds a word that isn’t in its main dictionary, it displays the word in the Spelling dialog box and gives you choices for correcting the possible misspelling. When you check spelling, Word checks your entire document, starting at the insertion point. However, if you highlight text, Word checks only the text you’ve selected and it will then ask if you want to continue checking the remainder of the document. To Check Spelling 1. On the Review tab, click the Spelling & Grammar button 2. For each word that is displayed in the “Not In Directory” box, select the appropriate options from the Suggestions box underneath If the correct option is not listed click into the Not in Directory box and correct the spelling yourself, 45 clicking Change when ready. 4.6 Indents Indentation is not new, when writing hand written letter, we sometimes indent the first line to differentiate one paragraph from the next. This is also possible in MSWord. To set off a paragraph from other text, you can indent the paragraph in one of the following ways: 4.6.1 To Indent Paragraphs 1. Select the paragraphs you want to indent 2. On the Home tab or Page layout tab, in the Paragraph group do one of the following To increase indent, click on the increase indent button. Increase Indent button This will indent the paragraph to the next tab stop. To decrease indent, click on the decrease indent button, to decrease indent to the previous tab stop Decrease Indent button Alternatively, you can set precise measurements for paragraph indents by using the dialog box in the Paragraph group on the Home tab. 1. From the Home tab, select the launch dialog box in the Paragraph group. 2. This brings you into the Paragraph dialog box. Here you have the choice of changing the Indents & Spacing from the Left and Right margins. 4.6.2 Indenting an Entire Paragraph from the Left 1. Under Indentations, change the Left Indentation to the required measurement 2. Type the text 4.6.3 Indenting a Paragraph from Both Sides 1. Change the Left and Right Indentations to the required measurement 2. Type the text 46 4.6.4 Indenting the First Line of a Paragraph 1. Click the arrow to the right of the Special box, choose First Line, and increase by the required measurement 2. Click OK 4.6.5 Hanging Indent (Second line of text is indented) 1. Click the arrow to the right of the Special box, choose Hanging Indent, and increase by the required measurement 2. Click OK 4.7 Tables Table are used mainly to organize ‘objects’ in an MSWord document. With tables, you can arrange columns of numbers and text in a document without using tabs. Tables also provide a convenient way to present text in side-by-side paragraphs, as in a resume, or to arrange text beside graphics. It also allows you to summarize data in concise manner as shown below: Monthly Sales Analysis of Cocacola State Number of Pack sold Oyo 20,568 Lagos 42,153 Ogun 10,007 4.7.1 Creating a Table To create a table like the one above do as follows: 1. Position the cursor where you want to add a table 2. From the Insert tab, select Table and Insert table 3. Enter 2 columns and 5 rows 4. Click OK and MSWord creates the table Or 1. From the Insert Tab select Table and highlight the appropriate number of columns and rows 47  When you insert a table in Word you will notice a Contextual Tab on the Ribbon called Table Tools and two additional tabs named Design and Layout. From these tabs you can change the design and layout features of the table. N.B. You must have clicked into the table to have these tabs be visible. 4.7.2 Merging Cells You must have noticed that the first row in our example has just one column. This is because the columns were merged. To merge cells together, 1. Highlight the cells to be merged. 2. Click the Layout Tab under Table Tools 3. Select Merge Cells from the Merge group 4. Click outside the table to view merged cells 4.7.3 Splitting Merged Cells 1. Highlight the cell to be split into cells 2. Click the Layout Tab under Table Tools 3. Select Split Cells 4. Choose the number of rows and columns into which you want the cell or cells divided 5. Click OK 4.7.4 Aligning Text in Cells If you want to align the text and graphics that you have typed in a table, 1 Highlight the rows and columns of the table 2 Click the Table Layout tab 3 Click the alignment icon of your choice in the Alignment Group 48 4.7.5 Displaying Borders and Grids Drawing a table does not mean that it would have border lines. From the Design tab there is a group Draw Borders which allows you to change the borders of a table. To make the border lines for your table visible, proceed as follows: 1. Highlight the table 2. Click on the Design tab 3. Select 4½ point in the Line thickness box of the borders group 4. Click the bottom border button or apply any borders you want 4.7.6 To Shade Cells 1. Highlight cells to be shaded 2. Click the drop down arrow next to the Shading button on the Design Tab. Click on the depth of shading required e.g. White Darker 25% 3. Click anywhere on the blank screen to remove highlighting. The selected cells are now shaded 4.7.7 Applying Design to a Table 1. Click anywhere into the table 2. From the Design tab in the Styles group you can select any of the styles available and this will be applied to the entire table 3. The styles will format the table with different borders font and shading 49  Summary In this lecture we have studied more about MSWord, especially how to manipulate elements, create tables, as well as format the layout of the pages of your document. Post Test Create the table below: Total amount spent on food items by month Month Food item November December Bean 3300 2300 Rice 5000 8500 Total 8300 5400 References https://www.ucc.ie/en/media/support/computercentre/trainingmanuals 50  LECTURE FIVE MICROSOFT EXCEL 2013 (I) Introduction In the previous lectures, we have studied the use of MSWord to type and format text, because MSWord is a word processor. This chapter will introduce you to another of Microsoft’s application that belongs to the spreadsheet package group. You will get to learn the environment of MS Excel. Objectives At the end of this lecture, you should be able to: 1. Know how to launch Microsoft Excel 2013 on Windows 7, 8 and 10. 2. Know how to navigate around the MS Excel 2013. 3. Identify icons and what they mean or stand for. 5.1 Launching Microsoft Excel The following sections will instruct you on how to launch MS Excel, depending on the environment. Using Windows 7 Search box 1. Click on the Start Button 2. In the Search Program and Files box type Excel Start Button 3. Click on Excel 2013 from the Program results 4. The Microsoft Excel 2013 program will open. Using Windows 8 1. Press the Windows key on the keyboard. 2. Type Excel 3. Click on Excel 2013 under the Apps results In Windows 10 environment: 51 1. Click the Start button 2. In the Start Search field (left) type Word 3. Select Excel 2013 from the search results 5.2 Getting Started with Excel 2013 Once you have successfully launched MS Excel, you will be automatically directed to the start page (below). Then, you’ll see templates for budgets, calendars, forms, and reports, and more. If you already have in mind the data you want to type in MS Excel, the do as follows: 1. Click on Blank workbook to create a new workbook. or 2. Click Open Other Workbooks to work on an existing workbook. Once you have successfully created a new workbook, it is then time to get to work. However, it will be important to look at the Excel Window so that you know what is where. 5.3 The Microsoft Excel Component Three most important components of MS Excel is which you need to understand first are: 52 5.3.1. Workbook A workbook is a separate file just like every other application has. Remember the MSWord file is called a document. Each workbook contains one or more worksheets. You can also say that a workbook is a collection of multiple worksheets or can be a single worksheet. You can add or delete worksheets, hide them within the workbook without deleting them, and change the order of your worksheets within the workbook. In addition, a workbook can store chart sheets; a chart sheet displays a single chart and is accessible by clicking a tab. 5.3.2. Worksheet A worksheet is made up of individual cells which can contain a value, a formula, or text. It also has an invisible draw layer, which holds charts, images, and diagrams. Each worksheet in a workbook is accessible by clicking the tab at the bottom of the workbook window. 5.3.3. Cell In Excel, a cell is the smallest but the most powerful part of a spreadsheet. You can enter your data into a cell either by typing or by copy-paste. Data can be a text, a number, or a date or other formats. You can also customize it by changing its size, font colour, background colour, borders, etc. Every cell is identified by its cell address, cell address contains its column label and row number (If a cell is on 11th row and on column C, then its address will be C11). 5.4 Excel Window Components Before you start using Excel, it’s very important for you to understand what is where in its window. The next figure shows all the major components which you need to know before entering the world of Microsoft Excel. 53 No. 1. Active Cell The active cell is a cell which is currently selected. It will be highlighted by a rectangular box and its address will be shown in the address bar. You can activate a cell by clicking on it or by using your arrow buttons. To edit a cell, you double-click on it or use F2 to as well. No. 2. Column A column is a vertical set of cells. A single worksheet contains 16,384 total columns. Every column has its own alphabet for identity, from A to XFD. You can select a column by clicking on its header, that is the alphabet. No. 3. Row A row is a horizontal set of cells. A single worksheet contains 1,048,576 total rows! Every row has its own number for identity, starting from 1 to 1048576. You can select a row by clicking on the row number marked on the left side of the window. No. 4. Fill Handle It’s a small dot present on the lower right corner of the active cell. It helps you to fill numeric values, text series, insert ranges, insert serial numbers, etc. No. 5. Address Bar The address bar is the small input bar at the left side of the window. It shows the address of the active 54 cell. If you have selected more than one cell, then it will show the address of the first cell in the range. No. 6. Formula Bar The Formula bar is an input bar, below the ribbon. It shows the content of the active cell and you can also use it enter a formula in a cell. No. 7. Title Bar The title bar will show the name of your workbook, followed by the application name (“Microsoft Excel”). No. 8. File Menu The file menu is a simple menu like all other applications. It contains options like (Save, Save As, Open, New, Print, Excel Options, Share, etc). No. 9. Quick Access Toolbar A toolbar to quickly access the options which you frequently use. You can add your favourite options by adding new options to quick access toolbar. No. 10. Ribbon Tab Starting from the Microsoft Excel 2007, all the options menus are replaced with the ribbons. Ribbon tabs are the bunch of specific option group which further contains option. No. 11. Worksheet Tab This tab shows the all the worksheets which are present in the workbook. By default you will see, three worksheets in your new workbook with a name of Sheet1, Sheet2, Sheet3 respectively. No. 12. Status Bar It is a thin bar at the bottom of the Excel window. It will give you an instant help once you start your working in Excel. Let us now study some of these components in details. 5.5 The File Menu Just as in MSWord 2013, the File menu changed in Excel 2013. However, this is still where you go to access functions such as creating a New file, Saving a file, Save As, 55 Close, Print (and Print Preview). To close the File menu click on the button on the top left or press Esc on the keyboard. 5.6 The Ribbon Menu The menus and toolbars in Excel have been replaced with the Ribbon, which is part of the Microsoft Office Fluent user interface. The Ribbon is designed to help you quickly find the commands that you need to complete a task. Commands are organized in logical groups, which are collected together under tabs. Each tab relates to a type of activity, such as writing or laying out a page. Tabs There are 7 standard tabs in Microsoft Excel 2013. Tabs are used to organize together related groups of commands. The commands work in the same way as before e.g. if you want to make a piece of text appear in bold font, select the piece of text using the mouse, on the home tab, in the font group, click on the bold command button. Dialog Box Launcher At first glance, you may not see a certain command from a previous version of Excel. Some groups have a small diagonal arrow in the lower-right corner. The arrow is called a Dialog Box Launcher. If you click it, you'll see more options related to that group. Those options will often appear in the form of a dialog box that you may recognize from a previous version of Excel. 5.7 Quick Access Toolbar The Quick Access toolbar is located on the upper left hand corner above the File Menu It is a customizable toolbar that contains a set of commands that are independent of the tab that is currently displayed this means that the buttons remain the same no matter what tab is currently open. By default it contains save, undo and re-do buttons. 56 By clicking on the arrow to the right of this toolbar you can quickly add other commands from the list or you can use the method outlined below. The position of the quick access toolbar can also be moved to below the Ribbon Summary In this lecture, we have been introduced to the MS Excel application environment. Reference https://www.ucc.ie/en/media/support/computercentre/trainingmanuals 57  LECTURE SIX MICROSOFT EXCEL 2013 (II) Introduction In this lecture, we will learn more about the Microsoft Excel application. Objectives At the end of this lecture, you should be able to: 1. Know how to navigate around the MS Word 2013. 2. Know how to format your data 3. Identify the different shapes of the mouse pointer and what they mean or stand for 6.1 The Worksheet Tabs As you already know, the Excel worksheet contains an array of cells. The name of the sheet appears on a tab at the bottom of the workbook window. By default, the first worksheet is called “Sheet1”. However, the name can be changed to properly depict what data is recorded in it. 6.1.1 Renaming a Tab It can be useful to name the sheets you are using. To do so 1. Right Click on the tab of the sheet to be named 2. Select Rename 3. Type the name of the sheet 4. Press enter on the Keyboard. Alternatively, double click on the sheet tab and type the new sheet name 6.1.2 Adding a new sheet It is useful to organize and store related information within the same file but on separate sheets. New sheets can be added to a workbook at any time 1. Click on the insert worksheet button 2. A new sheet will be created. 58 Alternatively, right click an existing sheet tab and select Insert. A new sheet will be inserted to the left of the worksheet. To move from sheet to sheet, click the sheet tabs. 6.1.3 Changing the Tab Colour of a Worksheet 1. Right click on the sheet tab and click Tab Colour… 2. Select the required colour 6.1.4 Deleting a Worksheet To delete a worksheet, do the following: 1. Right click on the sheet tab and select Delete. 2. The following warning appears 3. Click Delete to permanently that worksheet. Alternatively, from the Home Tab in the Cells Group click on Delete and select Delete Sheet. Warning: The Undo button will not undo the deletion of a worksheet 6.2 Saving an Excel File It is usually advisable to save your Excel file, before you begin adding content to the file. At least you are sure you will not lose the file mistakenly. The following steps will guide you to save your Excel file. 1. Click on the File menu and click SaveAs 2. Double click on Computer and the Save As window appears 3. Select which folder you wish to save the file and type the file name in the filename box 4. Click on Save. 5. Once you saved the file the name of the file appears at the top of the screen. 6.3 Closing a Workbook Once you are done working on your Excel file, you will have to close the file. The following step 59 should be used: 1. Click on the File menu 2. Select Close Alternatively you can 1. Click on the X button on the top right of the screen. 2. You will be prompted to save if you have any unsaved data in the file. 6.4 Cells Now that we know how to create and Excel file as well as how to save. We will move on to how to enter data in your Excel file. All data entered in the Excel file is placed in cells. A cell must be selected, that is, made active before entering the data. To make a cell active, click into the cell using the mouse. The active cell address is displayed in the Name Box and a dark border appears around the cell. A cell can hold different types of data. 6.4.1 Types of Data There are various types of data allowed in MS Excel, such as Text, numbers (integers, decimals) which can be formatted to display as currency, dates or a formula may be typed into a cell. By default, text aligns to the left of the cell whereas numbers, dates and formulas are right aligned. 6.4.2 Entering Data in a Cell To enter data in an Excel cell 1. Select the cell you wish to enter the data into and type. 2. As you type, the data appears in the active cell and in the formula bar. A cancel mark and an enter mark appear between the name box and the formula bar. Click on the tick mark upon completion of your entry or if you wish to delete the entry click on the x. 60  OR Alternative ways of completing the entry of data in a cell include the following: a. Press the Enter key – this completes the entry and moves you down one cell below the active cell. b. Press the Tab key - this completes the entry and moves you one cell to the right of the active cell. c. Press one of the Arrow keys – this completes the entry and moves you one cell in the direction of the arrow. d. Use the mouse to move to another cell. 6.4.3 Editing a cell 1. Double click on the cell you wish to edit and move the cursor to where you wish to type. Alternatively, select the cell you wish to edit then click into the formula bar and make the required change. 2. To replace existing data in a cell, simply click on the cell and type the new data and press enter. 3. To delete data in a cell, select the cell and press the Delete key on the keyboard. 6.4.4 The Mouse Pointer In MS Excel, the shape of the mouse pointer changes shape depending on where it is positioned on the worksheet. Each shape carries out a different task. 1. If the mouse is moved to the centre area of a cell the mouse shape will be a white 2. Click into a cell and move the mouse to any part of the border of the cell. The mouse pointer changes to a double headed arrow – this is used to move and drag the contents of the cell to a different location. 3. Click into a cell and move the mouse to bottom right of the cell. The mouse pointer changes to a + symbol. This is used for autofill or to copy contents of a cell. 61 Autofill If you need to enter a set series e.g. months of the year or days of the week you can type one of the series and then fill the rest of the series by using the autofill handle. If the entry in the cell is not part of a series the same data is filled into the other cells. If the cell contains a formula, the formula is copied into the other cells but the cell references will change (because excel uses relative cell referencing by default). Example 1. Click into cell B1 and type Jul. Rest your mouse to the bottom right of the cell until the autofill handle appears. 2. Click and drag over the two cells to the right of cell B1. Aug should appear in cell C1 and Sep in cell D1. 3. Now click into cell B2 and type 50000 using the autofill click and drag into the two cells to the right of cell B1. 50000 should now be copied into cells C2 and D2. Note: In Excel 2013 you can autofill in any direction Examples of series that can be auto filled Initial selection Extended series 1, 2, 3 4, 5, 6,... 9:00 10:00, 11:00, 12:00,... Mon Tue, Wed, Thu,... Jan Feb, Mar, Apr,