Business Application Software.pdf

Skill Based Subject-1: BUSINESS APPLICATION SOFTWARE - I
Subject Description: This course aims to expose the students on the Applications of Computer
in Business
Goals: To enable the students to learn the concepts of MS-Office.
Objectives: On successful completion of this course, the student should have understood the
basic framework and how to work in Ms-Word and Ms-Excel.
Unit – I Microsoft Word: Basics - Creating Documents – Mouse, Keyboard Operations, Keys
– Formatting Features – Menus, Commands, Toolbars and their Icons.
Unit – II Creating Templates, Creating Tables, Changing Font and Text Size, Borders and
Shadings, Text box, Formatting, Insert picture.
Unit – III Mail Merge - Creating the Main Document – Creating data source, Adding fields,
removing fields – Merging Documents - Macros – Inserting Headers and Footer – Recording
macros.
Unit –IV Microsoft Excel: Introduction – Navigation, Selecting Cells, Entering and Editing
Text, Entering Numbers and Formulas – Alignments – Menus, Commands, Toolbars and their
Icons.
Unit – V Spreadsheet Overview – Creating Worksheet - Managing and Analyzing Complex
Worksheet – Creating Charts – Creating Form Templates – Sharing Data Between
Applications.
Books for Reference:
1. Sanjay Saxena , “MS-Office 2000”, Vikas Publishing House Private Ltd.
2. Timothy J.O’Leary and Lindai O’Leary , “ MS-Office “, IRWIN/McGraw Hill.

UNIT - I
Sometimes called Winword, MS Word, or Word, Microsoft Word is a word
processor published by Microsoft. It is one of the office productivity applications included in
the Microsoft Office suite. Originally developed by Charles Simonyi and Richard Brodie, it
was first released in 1983.
Microsoft Word is available for Microsoft Windows, Apple macOS, Android, and Apple iOS.
It can also run on the Linux operating system using WINE.
What is Microsoft Word used for?
Microsoft Word allows you to create professional-quality documents, reports, letters, and
résumés. Unlike a plain text editor, Microsoft Word has features including spell
check, grammar check, text and font formatting, HTML support, image support, advanced page
layout, and more.
Creating Documents
Word files are called documents. Whenever you start a new project in Word, you'll need
to create a new document, which can either be blank or from a template. You'll also need to
know how to open an existing document.
To create a new blank document:
When beginning a new project in Word, you'll often want to start with a new blank document.
1. Select the File tab. Backstage view will appear.
2. Select New, then click Blank document.

3. A new blank document will appear.
To open an existing document:
In addition to creating new documents, you'll often need to open a document that was
previously saved. To learn more about saving a document, visit our lesson on Saving and
Sharing Documents.
1. Navigate to Backstage view, then click Open.

2. Select Computer, then click Browse.
3. The Open dialog box appears. Locate and select your document, then
click Open.

If you've opened the desired presentation recently, you can browse your Recent
Documents rather than search for the file.

Word 2013 also allows you to open existing PDF files as editable documents. This is useful
when you want to modify a PDF file. Read our guide on Editing PDF Files for more
information.
Mouse Operations
Left mouse
button
Click Moves the cursor, highlights an object, pulls
down a menu, or
chooses a menu command
Left mouse
button
Double-
click
Highlights a word or edits an embedded object
Left mouse
button
Triple-
click
Highlights a paragraph
Left mouse
button
Drag Moves an object, resizes an object, highlights
text, or
highlights multiple objects
Wheel mouse
button
Click Automatically scrolls a document when you
move the mouse up or
down
Wheel mouse
button
Roll Scrolls a document up or down
Right mouse
button
Right-click Displays a shortcut pop-up menu

Keyboard Operations
Key combination Action
Document navigation
Ctrl-Up arrow Move up one paragraph
Ctrl-Down arrow Move down one paragraph
Ctrl-Right arrow Move right one word
Ctrl-Left arrow Move left one word
Ctrl-Home Move to the top of the document
Ctrl-End Move to the bottom of the document
Ctrl-G or F5 Go to a page, bookmark, footnote, table, comment or some other
location
Alt-Ctrl-Z Switch among the last four places in the document you edited
Ribbon navigation
Alt-F Go to the File tab
Alt-H Go to the Home tab
Alt-N Go to the Insert tab
Alt-G Go to the Design tab
Alt-JT Go to the Table Tools Design tab
Alt-P Go to the Page Layout tab

Alt-JL Go to the Table Tools Layout tab
Alt-S Go to the References tab
Alt-M Go to the Mailings tab
Alt-R Go to the Review tab
Alt-W Go to the View tab
Text formatting
Ctrl-B Make text bold
Ctrl-I Make text italic
Ctrl-U Underline text
Ctrl-Shift-D Double underline text
Ctrl-Shift-W Underline a word
Ctrl-Shift-A Make text all caps
Ctrl-Shift-K Make text small caps
Ctrl-Shift-+ Make text superscript
Ctrl- = Make text subscript
Ctrl-Shift-> Make font size larger
Ctrl-Shift-< Make font size smaller

Ctrl-D or Ctrl-Shift-
F
Open the font dialog box
Shift-F3 Change the case of letters from upper to lower or lower to upper
Paragraph formatting
Ctrl-L Left-align text
Ctrl-R Right-align text
Ctrl-E Center-align text
Ctrl-J Justify text
Ctrl-M Indent a paragraph
Ctrl-Shift-M Remove paragraph indentation
Ctrl-1 Change to single-line spacing
Ctrl-2 Change to double-line spacing
Ctrl-5 Change to 1.5-line spacing
Ctrl-Shift-S Open the Apply Styles task pane
Ctrl-Q Remove paragraph formatting
Other useful shortcuts
Ctrl-N Create a new document
Ctrl-O Open a document

Ctrl-S Save a document
Ctrl-W Close a document
Ctrl-F Open the Navigation pane
Ctrl-H Open the Search and Replace dialog box
Ctrl-P Print a document
Alt-Ctrl-P Switch to Print Layout View
Alt-Ctrl-O Switch to Outline View
Alt-Ctrl-N Switch to Draft View
Alt-Ctrl-M Insert a comment
Ctrl-K Insert a hyperlink
Ctrl-Shift-E Turn revision tracking on or off
Ctrl-A Select everything in the document
Ctrl-C Copy selection to the clipboard
Ctrl-V Paste from the clipboard
Ctrl-X Delete selection and copy it to the clipboard
Ctrl-Z Undo the last action
Ctrl-Y Redo the last action

Navigating Around the Word Interface
Quick Access Toolbar: The Quick Access Toolbar lets you access common commands no
matter which tab is selected. By default, it includes the Save, Undo, and Repeat commands.
You can add other commands depending on your preference.
Command Group: Each group contains a series of different commands. Simply click any
command to apply it. Some groups also have an arrow in the bottom-right corner, which you
can click to see even more commands.
Ruler: The Ruler is located at the top and to the left of your document. It makes it easier to
make alignment and spacing adjustments.
The Ribbon: The Ribbon contains all the commands you will need to perform common tasks
in Word. It has multiple tabs, each with several groups of commands.
The Ribbon
Word 2013 uses a tabbed Ribbon system instead of traditional menus. The Ribbon contains
multiple tabs, each with several groups of commands. You will use these tabs to perform the
most common tasks in Word.
• Home tab gives you access to some of the most commonly used commands for working with
Word 2013, including copying and pasting, formatting, aligning paragraphs, and choosing
document styles.
The Home tab is selected by default whenever you open Word.
• Insert tab allows you to insert pictures, charts, tables, shapes, cover pages, and more to
your document, which can help you communicate information visually and add style to your
document.
• Design tab gives you access to a variety of design tools, including document formatting,
effects, and page borders, which can give your document a polished look.
• Page Layout tab allows you to change the print formatting of your document, including
margin width, page orientation, page breaks, and more. These commands will be especially
helpful when preparing to print a document.
• References tab allows you add annotations to your document, such as footnotes and
citations. From here, you can also add a table of contents, captions, and a bibliography.
These commands are especially helpful when composing academic papers.

• You can use the Mail Merge feature in the Mailings tab to quickly compose letters, address
envelopes, and create labels. This is especially useful when you need to send a letter to many
different recipients.
• You can use the Review tab to access Word's powerful editing features, including adding
comments and tracking changes. These features make it easy to share and collaborate on
documents.
• The View tab allows you to switch between different views for your document and split the
screen to view two parts of your document at once. These commands will also be helpful when
preparing to print a document.
• Contextual tabs will appear on the Ribbon when working with certain items, such as tables
and pictures. These tabs contain special command groups that can help you format these items
as needed.
The Quick Access toolbar
Located just above the Ribbon, the Quick Access toolbar lets you access common commands
no matter which tab is selected. By default, it shows the Save, Undo, and Repeat commands.
You can add other commands depending on your preference.
To add commands to the Quick Access toolbar:
1. Click the drop-down arrow to the right of the Quick Access toolbar.
2. Select the command you wish to add from the drop-down menu. To choose from more
commands, select More Commands.
3. The command will be added to the Quick Access toolbar.

UNIT - II
Templates let you configure all the relevant settings you want pre-applied to documents—page
layout, styles, formatting, tabs, boilerplate text, and so on. You can then easily create a new
document based on that template.
When you save a document as a template, you can then use that template to create new
documents. Those new documents contain all the text (and images, and other content) that the
template contains. They also have all the same page layout settings, sections, and styles as the
template. Templates can save you a lot of time when you’re creating multiple documents that
need to have a consistent layout, format, and some boilerplate text.
If you frequently create a certain type of document, such as a monthly report, a sales forecast,
or a presentation with a company logo, save it as a template so you can use that as your starting
point instead of recreating the file from scratch each time you need it. Start with a document
that you already created, a document you downloaded, or a new template you customized.
SAVE A TEMPLATE
1. To save a file as a template, click File > Save As.
2. Double-click Computer or, in Office 2016 programs, double-click This PC.
3. Type a name for your template in the File name box.

4. For a basic template, click the template item in the Save as type list. In Word for example,
click Word Template.
If your document contains macros, click Word Macro-Enabled Template.
Office automatically goes to the Custom Office Templates folder.
5. Click Save.
Tip: To change where your application automatically saves your templates,
click File > Options > Save and type the folder and path you want to use in the Default
personal templates location box. Any new templates you save will be stored in that folder,
and when you click File > New > Personal, you'll see the templates in that folder.
EDIT YOUR TEMPLATE
To update your template, open the file, make the changes you want, and then save the template.
1. Click File > Open.
2. Double-click Computer or This PC.
3. Browse to the Custom Office Templates folder that’s under My Documents.
4. Click your template, and click Open.
5. Make the changes you want, then save and close the template.
Use your template to make a new document
To start a new file based on your template, click File > New > Custom, and click your template.

INSERT A TABLE
For a basic table, click Insert > Table and move the cursor over the grid until you highlight
the number of columns and rows you want.
For a larger table, or to customize a table, select Insert > Table > Insert Table.
Tips:

 If you already have text separated by tabs, you can quickly convert it to a table.
Select Insert > Table, and then select Convert Text to Table.
 To draw your own table, select Insert > Table > Draw Table.
CHANGING FONT AND TEXT SIZE
1. Open a new blank document.
2. On the Home tab, in the Styles group, click the dialog box launcher ..
Or press Ctrl+Alt+Shift+S.
3. Click the Manage Styles button (third from left at the bottom).
4. Click the Set Defaults tab and pick the size you want in the Size box.

You can also type in any size you want, between 1 and 1638, in multiples of .5, such as 10.5
or 105.5.
5. Click the New documents based on this template option.
6. Close and reopen Word. If you're prompted to save the Normal template, say Yes.
Tip: You can also change the default font or font color on the Set Defaults tab.
When you set a default font, every new document you open will use the font settings you
selected and set as the default. The default font applies to new documents that are based on the
active template, usually Normal.dotm. You can create different templates to use different
default font settings.
BORDERS AND SHADINGS
1. Click the Home tab.
2. In the Paragraph group, click the triangle by the Borders button to display the Borders
menu.
3. Choose the Borders and Shading command.
The Borders and Shading dialog box appears, as shown.

The Borders and Shading dialog box.
Unlike the Borders menu, additional and custom border-setting options are available in the
Borders and Shading dialog box. Most notably, you can set the border line style, thickness, and
color.
 The Borders and Shading dialog box also allows you to place a border around a page.
 You can use the commands in the Borders and Shading dialog box to format a table.
Boxing text in Microsoft Word
The border is primarily a paragraph-level format, though you can also wrap borders around
tiny tidbits of text. To do so, follow these steps:
1. Select the text.
2. Summon the Borders and Shading dialog box.
3. Set the border style you desire.
Only the Box and Shadow options are available, although you can set the color and line
thickness.
4. Ensure that the Apply To menu shows Text and not Paragraph.
5. Click OK.
From a design point of view, I believe shading text is a better option than wrapping it in a box.

Applying a page border in Microsoft Word
One gem hidden in the Borders and Shading dialog box is the tool to place a border around an
entire page of text. The border sits at the page’s margins and is in addition to any paragraph
borders you might apply.
Here are the secret directions to set a page border:
1. Put the insertion pointer on the page you want to border. For example, you might put it on
the first page in the document.
2. Summon the Borders and Shading dialog box.
3. Click the Page Border tab.
4. Set the border style. Choose a preset style, line style, color, thickness
Use the Art drop-down list to choose a funky pattern for the border.
5. Click the Apply To menu button to select which pages you want bordered.
Choose Whole Document to put borders on every page. To select the first page, choose the
This Section – First Page Only item. Other options let you choose other pages and groups, as
shown in the drop-down list. And now, the secret:
6. Click the Options button.
The Border and Shading Options dialog box appears.
7. In the Measure From drop-down list, choose the Text option.
The Edge of Page option just doesn’t work with most printers. Text does.
To add more “air” between the text and the border, increase the values in the Margin area.
8. Click OK.
9. Click OK to close the Borders and Shading dialog box.
To remove the page border, choose None under Settings in Step 4 and then click OK.
A page border is a page-level format. If you desire borders to sit on only certain pages, split
the document into sections. Use the Apply To drop-down menu (refer to Step 5) to select the
current section for the page borders.
Add a text box
1. Go to Insert > Text Box, and then select one of the pre-formatted text boxes from the list,
select More Text Boxes from Office.com, or select Draw Text Box.

2. If you select Draw Text Box, click in the document, and then drag to draw the text box the
size that you want.
3. To add text, select inside the box and type or your paste text.
If you aren't using a mouse
1. Press and release ALT, N, and then press X.
2. Press the arrow keys to select the text box that you want, and then press ENTER.
3. Type the text that you want.
4. When you are finished typing and want to switch back to editing text in your document, press
ESC.
Notes:
 To format the text in the text box, select the text, and then use the formatting options in
the Font group on the Home tab.
To format the text box itself, use the commands on the Format contextual tab, which appears
under Drawing Tools when you select a text box.
 To position the text box, click it, and then when the pointer becomes a , drag the text box
to a new location.
 You can also change or remove a border from a text box or shape.
 If you have multiple text boxes, you can link them together so that text will flow from one
box to another. Click one of the text boxes and on the Format tab, under Drawing Tools, in
the Text group, click Create Link.

Copy a text box
1. Select the border of the text box that you want to copy.
2. Press Ctrl+C.
Note: Make sure the pointer is on the border of the text box, not inside it. If the pointer is
inside, pressing Ctrl+C will copy the text, not the text box.
3. Select a location and press Ctrl+V to paste the text box.
Delete a text box
 Select the border of the text box that you want to delete, and then press Delete.
Note: Make sure the pointer is on the border of the text box and not inside it. If the pointer is
inside the box, pressing Delete will delete the text inside the text box, not the box.
Formatting
 Remove formatting: Select the text that has the formatting you want to remove, and then tap
the clear formatting icon ( ).
 Add subscript or superscript: Select the text you want to make subscript or superscript, tap
the font icon, and select subscript or superscript.
 Add bullet or numbered lists: Select the text and then tap the bullet or the numbered list icon.

You can select a bullet or numbering style.
 Indent a paragraph: Tap anywhere in the paragraph, and then tap the indent icon or the
negative indent icon.
 Align the text: Tap the text and then tap the alignment icon to align the text left, center, right,
or justified.

 Line spacing: To add or remove space before or after a line or paragraph, tap your text, tap
the spacing icon, and then make your selection.
 Insert or remove tabs: Tap the place where you want the tab to be located, tap the tab icon,
and then tap the insert tab or remove tab icon.
To indent only the first line or use a hanging indent, tap the paragraph tab icon, tap Special
Indent, and then make your selection.

Inserting Picture
1. Do one of the following:
 Select Insert > Pictures > This Device for a picture on your PC.
 Select Insert > Pictures > Stock Images for high quality images or backgrounds.
 Select Insert > Pictures > Online Pictures for a picture on the web.
Tip: For a picture from your OneDrive, go to the drop-down list at the top left, and switch
from Bing to OneDrive.
2. Select the picture you want, and then select Insert.
Resize or move pictures
 To resize a picture, select the picture and drag a corner handle.
 To wrap text around a picture, select the picture, and then select a wrapping option.

Tip: Pick something other than In Line with Text, and you can move the picture around the
page: select the picture and drag it.

UNIT – III
When you use the Word Mail Merge feature, Word merges a main document with a recipient
list to generate a set of output documents:
 The main document contains the basic text that is the same in all of the output documents.
It may contain a letterhead, text, and instructions in merge fields for inserting text (such
as recipient names and addresses) that vary from one output document to another.
 The recipient list is a database that contains the data that is to be merged into the output
documents. For example, the recipient list is a Microsoft Access database file or an Excel
worksheet.
This database is typically a list of names, addresses, phone numbers, and other categories
of personal information.
 The output documents are the result of the mail merge. The text in an output document
can be the same in all output documents, but you can apply formatting to specific
documents.
Step 1: Set Up the Excel Data File
Before you proceed with the Mail Merge Wizard, make sure that your Excel worksheet is well
structured for this purpose. Note the following requirements for the data table:
 The first row should contain field names for each column -- for example, Title, Salutation,
First Name, Middle Name, Last Name, Address1, and Address2.
 Each field name should be unique.
 Each row should provide information about a particular item. For example, in a mailing
list, each row might include information about a particular recipient.
 The table should contain no blank rows.
Create your Excel data file, and then arrange it by using the fields that you want to use for your
letter, as shown in the following sample data file.
After you create your Excel data file, save it, and then close the data file.
Step 2: Set Up the Main Document

1. In Microsoft Office Word 2003 and in earlier versions of Word, point to Letters and
Mailings on the Tools menu, and then click Mail Merge Wizard.
2. In Microsoft Office Word 2007, click Start Mail Merge in the Start Mail Merge group
on the Mailings tab, and then click Step by Step by Mail Merge Wizard.
3. Under Select document type, click Letters.
The active document becomes the main document. The main document contains the text and
graphics that are the same for each version of the merged document. For example, the return
address and the salutation in a form letter are the same for each version.
4. Click Next: Starting document.
5. Use one of the following methods:
 Start with the document that is currently shown in the document window. To do this,
click Use the current document.
You can then either type the letter in the document window or wait until the wizard
prompts you to do so in a later step.
 Start with a template. To do this, follow these steps:
1. Click Start from a template.
2. Click Select template.
3. On the Mail Merge tab, select the template that you want in the Select
Template dialog box, and then click OK.
 Start with an existing document. To do this, follow these steps:
1. Click Start from existing document.
2. In the Start from existing box, select the document that you want, and then
click Open.
3. If you do not see the document, click More files, and then click Open. In
the Open dialog box, locate the document that you want, and then click Open.
6. Click Next: Select recipients.
Step 3: Specify the Excel Data Source

1. Under Select recipients, click Use an existing list.
2. Click Browse.
3. In the Select Data Source dialog box, locate and then click the Excel worksheet that you
want to use.
4. By default, Word opens the "My Data Sources" folder.
5. Click Open.
6. If your Excel worksheet contains information about multiple tabs, select the tab that
contains the information that you want, and then click OK.
7. All entries in the data source appear in the Mail Merge Recipients dialog box. Here, you
can refine the list of recipients to include in the merge.
Step 4: Select the Recipients
1. In the Mail Merge Recipients dialog box, select the recipients that you want to include.
To do this, use one of the following methods:
 Use the check boxes to designate recipients.
This method is most useful if the list is short. Click to select the check boxes next to
the recipients that you want to include, and then click to clear the check boxes next
to the recipients that you want to exclude.
Note If you know that you want to include most of the list in your merge, click Select
All, and then click to clear particular records. Similarly, if you want to include only
a few records in the list, click Clear All, and then select the records that you want.
 Sort items in the list.
This method is useful if you want to see items in alphabetical or numeric order. Click
the column heading of the element by which you want to sort. For example, if you
want to display the list alphabetically by last name, click the Last Name column
heading.
 Filter items in the list.
This method is useful if the list contains records that you know you do not want to
see or include in the merge. After you have filtered the list, you can use the check

boxes to include and exclude records, as described earlier. To filter the list, follow
these steps:
1. Click the arrow next to the column heading of the element that you want to filter
by.
2. Click any of the following:
 (Blanks): This option displays all the records in which the corresponding
field is blank.
 (Nonblanks): This option displays all the records in which the
corresponding field contains information.
 If the data source contains records that share the same information, and if
there are 10 or fewer unique values in the column, you can filter by specific
information. For example, if there are multiple addresses that list Australia
as the country, you can filter by Australia.
 The Mail Merge Recipients dialog box displays only the designated records. To
display all the records again, click (All).
Notes
 For advanced sorting and filtering, click the arrow next to any column name, and
then click (Advanced). Use the Filter Records and Sort Records tabs to set up the
sorting or filtering query that you want.
 If you have installed address validation software, click Validate in the Mail Merge
Recipients dialog box to validate your recipients' addresses.
2. Click OK to return to the Mail Merge Wizard.
Word uses the recipients that you designated for the merge.
3. Click Next: Write your letter.
Step 5: Complete the Letter and Add Merge Fields
If you have not already done this, type the text that you want to appear in every form letter in
the main document.

Insert Merge Fields
Insert merge fields where you want to merge names, addresses, and other information from the
data source. To insert merge fields, follow these steps:
1. In the main document, click where you want to insert the field.
2. Insert any of the following:
 Address block with name, address, and other information:
1. Click Address block.
2. In the Insert Address Block dialog box, select the address elements that you
want to include and the formats that you want, and then click OK. For help on
an option, click the question mark, and then click the option.
3. For help on an option, click the question mark, and then click the option. If
the Match Fields dialog box appears, Word may be unable to find some of the
information it needs for the address block. Click the arrow next to
(not available), and then select the field from your data source that corresponds
to the field required for the mail merge.
 Greeting line:
1. Click Greeting line.
2. Select the greeting line format that includes the salutation, name format, and
following punctuation.
3. Select the text that you want to appear in the cases in which Word cannot
interpret the recipient's name. For example, Word cannot interpret the name
when the data source contains no first or last name for a recipient, but only a
company name.
4. Click OK.
5. If the Match Fields dialog box appears, Word may be unable to find some of the
information it needs for the greeting line. Click the arrow next to (not available),
and then select the field from your data source that corresponds to the field
required for the mail merge.
 Other fields of information:

1. Click More items.
2. Use one of the following methods:
 Click Address Fields to select from address fields that will automatically
map to corresponding fields in your data source, even if the data source's
fields do not have the same name as your fields.
 Click Database Fields to select from fields that always take data directly
from a column in a database.
3. In the Fields box, click the field that you want.
4. Click Insert, and then click Close.
5. If the Match Fields dialog box appears, Word may not be able to find some of
the information it needs to insert the field. Click the arrow next to (not
available), and then select the field from your data source that corresponds to
the field required for the mail merge.
Note If you insert a field from the Database Fields list, and if you later switch
to a data source that does not have a column with the same name, Word cannot
insert that field information into the merged document.
 Electronic postage:
To add electronic postage, you must first install an electronic postage program, such
as one that you can purchase from a third-party provider on the Web. To use
electronic postage, follow these steps:
1. Click Electronic postage.
If you do not have an electronic postage program installed, Word prompts you
to install one, and offers to connect to the following Microsoft Office Web site:
Print Online Postage
http://office.microsoft.com/services/service.aspx?sid=2.4
2. Insert the postage according to the program's instructions.
 To add electronic postage, you must first install an electronic postage program, such
as one that you can purchase from a third-party provider on the Web. To use
electronic postage, follow these steps:Postal bar code: You must select a letter or

envelope type that supports the POSTNET bar code. To use the Postal bar code,
follow these steps:
1. Click Postal Bar Code.
2. In the Insert Postal Bar Code dialog box, select the appropriate address fields.
Note The Postal Bar Code option appears only if you are using the U.S.
language version of Word.
3. Repeat steps a and b for all the fields that you want to insert. NOTES:
 You cannot type merge field characters (" ") or insert them by using
the Symbol command on the Insert menu.
 If the merge fields appear inside braces, such as { MERGEFIELD City },
Word is displaying field codes instead of field results. This does not affect
the merge, but if you want to display the results instead, right-click the
field code, and then click Toggle Field Codes on the shortcut menu.
For example, by using the sample database shown earlier, your letter might contain
the AddressBlock and GreetingLine fields, and therefore your first page appears
similar to the following:
February 26, 2002
AddressBlock
GreetingLine
Type your letter here.
Sincerely,
Type your name here
3. Note You can also use the Mail Merge toolbar to insert merge fields, work with your mail-
merge main document, or run a mail merge. To display the Mail Merge toolbar, point
to Letters and Mailings on the Tools menu, and then click Show Mail Merge Toolbar.
The Mail Merge toolbar provides additional commands that are not included in the Mail
Merge Wizard task panes. For example, you can use the Insert Word Field menu on

the Mail Merge toolbar to insert Word fields for controlling the merge process. For
example, you can insert an IF field that inserts text only if a particular merge field has a
specified value.
Alternatively, you can click Check For Errors to make Word run the mail merge and report
any errors that are contained in the main document.
Change the Format of the Merged Data
To format merged data, you must format the merge fields in the main document. Do not format
the data in the data source, because its formatting is not retained when you merge the data into
the document. To change the format of the merged data, follow these steps:
1. In the main document, select the field that contains the information that you want to
format, including the enclosing merge field characters (<< >>).
2. In Word 2003 and in earlier versions of Word, click Font on the Format menu, and then
select the options that you want.
In Word 2007, click the option that you want in the Theme Fonts box in the Font group
on the Home tab.
Format by Using Field Codes
To control other aspects of formatting, press ALT+F9 to display field codes, and then add
switches to the merge fields. When you work with fields, a switch is a special instruction that
causes a specific action to occur. Generally, a switch is added to a field to modify a result.
Examples of how to use switches are as follows:
 To display the number 34987.89 as $34,987.89, add the Numeric Picture switch (#).
 To print client names in uppercase letters, add the Format switch (*).
 To make sure that the merged information has the same font and point size that you apply
to the merge field, add the Charformat switch (*).
Step 6: Save the Document

After you have completed the main document and inserted all the merge fields, make sure that
you save the document before proceeding. To do this, follow these steps:
1. In Word 2003 and in earlier versions of Word, click Save As on the File menu.
In Word 2007, click the Microsoft Office Button, and then click Save As.
2. Name the document, and then click Save.
3. Click Next: Preview your letters.
Step 7: Preview the Letters and Fine-Tune the Recipient List
When the wizard displays the "Step 5 Mail Merge" task pane, the wizard replaces each of the
merge fields in the main document that has the actual text from the first entry of the recipient
list.Therefore, you can see how your first output document will look.
For example, if you were to continue to use the sample database shown earlier, the first page
should resemble the following page after you click Next: Preview your letters:
February 26, 2002
Andrew Fuller
908 W. Capital Way
Tacoma 98401
Dear Andrew Fuller,
Type your letter here.
Sincerely,
Type your name here
To preview additional entries, use one of the following methods:
 To preview the items in order, click the left or right arrow buttons.

 To locate and preview a specific item, click Find a recipient, and then enter the search
criteria in the Find Entry dialog box.
Fine-tune the recipient list if you want. To do this, use one of the following methods:
 To exclude a particular recipient from the merge operation, click Exclude this recipient.
 To change the list of recipients, click Edit recipient list, and then make your changes in
the Mail Merge Recipients dialog box.
Step 8: Complete the Merge
To complete the merge, use any of the following methods.
Personalize Individual Letters
To personalize individual items, you actually complete the merge, and then edit the information
that you want in the resulting merged document. To do this, follow these steps:
1. Click Edit individual letters.
2. In the Merge to New Document dialog box, select the records that you want to merge.
3. Click OK.
Word creates and opens a new merged document. Your main document also remains open,
and you can switch back to it if you want to change all the documents.
4. Scroll to the information that you want to edit, and then make your changes.
5. Print or save the document just as you would any regular document.
Print the Letters
To print the letters, use one of the following methods:
 If you personalized the items and if the merged document is active, follow these steps:
1. In Word 2003 and in earlier versions of Word, click Print on the File menu.
In Word 2007, click the Microsoft Office Button, and then click Print.

2. Select the options that you want.
 If you want to print directly from the Mail Merge Wizard, follow these steps:
1. In Step 6 of the Mail Merge Wizard (Complete the merge), click Print.
2. In the Merge to Printer dialog box, use one of the following methods, and then
click OK:
 To print all the documents, click All.
 To print the document that you see in the document window, click Current
record.
 To print a range of documents, click From, and then type the record numbers in
the From and To boxes.
3. In the Print dialog box, select the options that you want.
Save the Merged Letters for Later Use
If you want to edit merged letters or to save them for later use, you can collect them into a
single document. To do this, follow these steps:
1. Click Edit individual letters.
2. In the Merge to a New Document dialog box, use one of the following methods, and then
click OK:
 To merge all the documents, click All.
 To merge only the document that you see in the document window, click Current
record.
 To merge a range of documents, click From, and then type the record numbers in
the From and To boxes.
3. Word opens a single new document that contains all the individual letters. You can then
save the document for later use, just as you would any regular document.
Header and footer

In Microsoft Word, Headers and Footers are used to insert additional information such as title,
file name, date, page numbers, etc. The presence of both header and footer in the Word
document makes your document more professional and easier to read as well as understand.
Headers appear at the top margin of the Word document, while Footers appear at
the bottom margin of the Word document.
To insert a header and footer in Microsoft Word, follow the below given basic steps -
Step 1: Open the new or an existing Word document in which you want to insert header and
footer.
Step 2: Go to the Insert tab at the top of the Ribbon.
Step 3: Click on either header or footer drop-down menu in the Header & Footer section.
Note: In our case, we are going to use Header drop-down option.
Step 4: A Header or Footer drop-down menu will display on the screen with a list of built-in
Header or Footer options. Select your desired option from the Built-in list.
Note: In our case, we select the Blank option.

Step 5: A Design tab with Header & Footer option will appear at the top of the document (on
the Ribbon), as shown in the below screenshot.
Step 6: Type your desired information into the header or footer section.

Step 7: Once you type your desired text in the Header section, click on Close Header and
Footer under the Design section on the Ribbon or press the Esc key from the keyboard to
remove the dotted underline. Now, you can see that the Header is inserted to the Word
document.
Insert the Date or Time in a Header or Footer
To insert the Date or Time in a Header or Footer, follow the below instructions -
1. Go to the Insert tab on the Ribbon and click on the Date & Time option in the Text section.

2. A Date and Time dialog box will appear on the screen in which do the following -
o Select Date format from the Available format.
o Select your desired language.
o Tick on the Update automatically checkbox.
o Click on the OK button at the bottom of the dialog box.
Now, you can see that your selected format will appear on the Word document.
Edit Header and Footer in Word document
Once you create Header and Footer in Word document, you can also edit it based on your
requirement.
There are the following steps to edit Header and Footer in Word document.

Step 1: Go to the Insert tab on the Ribbon and click on either Header or Footer drop-down
menu that you want to Edit.
Note: In our case, we are going to edit a Header, so we select Header drop-down option.
Step 2: A Built-In Header option window will appear on the screen. Click on the Edit
Header option.
Step 3: Edit Header based on your requirement. Once you edit Header, click on
the Close Header and Footer option at the top right corner of the document to disappear the
blue dotted lines.

Now, you can see that Header is edit based on your requirement.
Delete Header and Footer from Word document
To Delete Header and Footer from Word document, follow the below steps -
1. Go to the Insert tab on the Ribbon and click on the Header & Footer option.
2. A Header or Footer dialog will appear on the screen. Click on the Remove Header or
Remove Footer option.

Macros
In Word, you can automate frequently used tasks by creating and running macros. A macro is
a series of commands and instructions that you group together as a single command to
accomplish a task automatically.
To save time on tasks you do often, bundle the steps into a macro. First, you record the macro.
Then you can run the macro by clicking a button on the Quick Access Toolbar or pressing a
combination of keys. It depends on how you set it up.
1.
Click View > Macros > Record Macro.

2. Type a name for the macro.
3. To use this macro in any new documents you make, be sure the Store macro in box
says All Documents (Normal.dotm).
4. To run your macro when you click a button, click Button.
5. Click the new macro (it’s named something like Normal.NewMacros.<your macro
name>), and click Add.

6. Click Modify.
7. Choose a button image, type the name you want, and click OK twice.

8. Now it’s time to record the steps. Click the commands or press the keys for each step
in the task. Word records your clicks and keystrokes.
Note: Use the keyboard to select text while you’re recording your macro. Macros don’t record
selections made with a mouse.
9. To stop recording, click View > Macros > Stop Recording.
The button for your macro appears on the Quick Access Toolbar.
To run the macro, click the button.
1. Click View > Macros > Record Macro.

2. Type a name for the macro.
3. To use this macro in any new documents you make, be sure the Store macro in box
says All Documents (Normal.dotm).
4. To run your macro when you press a keyboard shortcut, click Keyboard.
5. Type a combination of keys in the Press new shortcut key box.
6. Check to see whether that combination’s already assigned to something else. If it's
already assigned, try a different combination.

7. To use this keyboard shortcut in any new documents you make, be sure the Save
changes in box says Normal.dotm.
8. Click Assign.
9. Now it’s time to record the steps. Click the commands or press the keys for each step
in the task. Word records your clicks and keystrokes.
Note: Use the keyboard to select text while you’re recording your macro. Macros don’t record
selections made with a mouse.
10. To stop recording, click View > Macros > Stop Recording.
To run the macro, press the keyboard shortcut keys.
To run a macro, click the button on the Quick Access Toolbar, press the keyboard shortcut, or
you can run the macro from the Macros list.
1. Click View > Macros > View Macros.
2. In the list under Macro name, click the macro you want to run.
3. Click Run.

UNIT – IV
MS EXCEL
Microsoft Excel is a spreadsheet program that is used to record and analyse numerical data.
Think of a spreadsheet as a collection of columns and rows that form a table. Alphabetical
letters are usually assigned to columns and numbers are usually assigned to rows. The point
where a column and a row meet is called a cell. The address of a cell is given by the letter
representing the column and the number representing a row.
Microsoft Excel is one of the most used software applications of all time. Hundreds of millions
of people around the world use Microsoft Excel. You can use Excel to enter all sorts of data
and perform financial, mathematical or statistical calculations.
Excel, or for that matter any spreadsheet, essentially comprises of a grid of rows and columns.
Interaction of a row and a column is called SL typically rows are numbered numerically i.e.
1,2,3... and so on, columns are labelled alphabetically, i.e. A,B,C... and so on. Of course
columns do not end at Z, after Z they start AA a, AB, AC... and then BA, BB, BC... and so on.
Each spreadsheet contains 16384 rose and 256 columns. That makes 4,194,304 cells
(16384*256) each holding either text or numbers or formulas. And this not all, each workbook
can contain 16 or more touch worksheets.
To start MS Excel from the Windows Start menu, choose Start→All Programs→Microsoft
Office→Microsoft Excel. A new, blank workbook appears, ready for you to enter data.
Introduction to Microsoft Excel
NAVIGATING
Clicking the Up, Down, Left or Right arrow keys will move the active cell in the selected
direction one row or column at a time.
You can use the Page Up and Page Down buttons to move quickly to the top or bottom of the
screen.
A region is a range of cells that is surrounded by blank rows and columns.
You can also hold down the Ctrl key while pressing an Arrow key to move to the next row or
column in that current region.
Select cell "B2". Hold down the Ctrl key and press the Down arrow button. This will take you
to cell "B6" since this is the last row in the current region.

Hold down the Ctrl key and press the Up arrow button. This will take you back to cell "B2".
Similarly you can quickly move to any side of a contiguous block of cells using this method.
If a blank cell is active when you press the Ctrl key and an arrow key the active cell will move
to the first cell containing data in that direction. If there are no cells containing data in that
direction, then the cell in the first or last row or column is selected.
Page Up – for going one screen up
Page Down - for going one screen down
Mouse can be used to traverse the different parts of the worksheet through scroll bars.
One can also type the desired cell address directly in the Address name box randomly go
anywhere in the worksheet.
SELECTING CELLS
In Excel, you can select cell contents of one or more cells, rows and columns.
Select one or more cells
1. Click on a cell to select it. Or use the keyboard to navigate to it and select it.
2. To select a range, select a cell, then with the left mouse button pressed, drag over the
other cells.
Or use the Shift + arrow keys to select the range.
3. To select non-adjacent cells and cell ranges, hold Ctrl and select the cells.
Select one or more rows and columns
1. Select the letter at the top to select the entire column. Or click on any cell in the column
and then press Ctrl + Space.
2. Select the row number to select the entire row. Or click on any cell in the row and then
press Shift + Space.
3. To select non-adjacent rows or columns, hold Ctrl and select the row or column
numbers.
Select table, list or worksheet

1. To select a list or table, select a cell in the list or table and press Ctrl + A.
2. To select the entire worksheet, click the Select All button at the top left corner.
ENTERING AND EDITING TEXT
Enter text in a cell
1. On the worksheet, click a cell
2. Type the text that you want to enter, and then press Enter or Tab.
To enter data on a new line within a cell, enter a line break by pressing Alt+Enter
Editing a Text
 Double-click the cell that contains the data that you want to edit.
This starts Edit mode and positions the cursor in the cell in the location that you double-clicked.
The cell contents are also displayed in the formula bar.
 Click the cell that contains the data that you want to edit, and then click anywhere in
the formula bar.
This starts Edit mode and positions the cursor in the formula bar at the location that you clicked.
 Click the cell that contains the data that you want to edit, and then press F2.
This starts Edit mode and positions the cursor at the end of the cell contents.
Insert, delete, or replace cell contents
 To insert characters, click in the cell where you want to insert them, and then type the
new characters.
 To delete characters, click in the cell where you want to delete them, and then press
BACKSPACE, or select the characters and then press DELETE.
 To replace specific characters, select them and then type the new characters.
 To turn on Overtype mode so that existing characters are replaced by new characters
while you type, press INSERT.
ENTERING NUMBERS

Numbers are basic raw material for spreadsheets. You can type numbers either by using
the Number Keys on the top of letter keys or by using extended numeric pad on the keyboard.
Pressing the NumLock Key toggles the Numeric key Pad between numbers and cursor
movement mode. In addition to numbers 0 to 9, you can also enter various mathematical
symbols like
/ Division
* Multiplication
+ Addition
- Subtraction
% Percentage
. Decimals
^ Exponents
( ) Parantheses
And various camparison operators like
= Equal to
> Greater than
< Lesser than
>= Greater than or equal to
<= Lesser than or equal to
< > Not equal to
ENTERING FORMULAS
To enter a formula, execute the following steps.
1. Select a cell.
2. To let Excel know that you want to enter a formula, type an equal sign (=).
3. For example, type the formula A1+A2.

Tip: instead of typing A1 and A2, simply select cell A1 and cell A2.
4. Change the value of cell A1 to 3.
Excel automatically recalculates the value of cell A3. This is one of Excel's most powerful
features!
Edit a Formula
When you select a cell, Excel shows the value or formula of the cell in the formula bar.
1. To edit a formula, click in the formula bar and change the formula.
2. Press Enter.

Operator Precedence
Excel uses a default order in which calculations occur. If a part of the formula is in parentheses,
that part will be calculated first. It then performs multiplication or division calculations. Once
this is complete, Excel will add and subtract the remainder of your formula. See the example
below.
First, Excel performs multiplication (A1 * A2). Next, Excel adds the value of cell A3 to this
result.
ALIGNMENT
By default, Microsoft Excel aligns numbers to the bottom-right of cells and text to the bottom-
left. However, you can easily change the default alignment by using the ribbon, keyboard
shortcuts, Format Cells dialog or by setting your own custom number format.
How to change alignment in Excel using the ribbon?
To change text alignment in Excel, select the cell(s) you want to realign, go to
the Home tab > Alignment group, and choose the desired option:
Vertical alignment

If you'd like to align data vertically, click one of the following icons:
 Top Align - aligns the contents to the top of the cell.
 Middle Align - centers the contents between the top and bottom of the cell.
 Bottom Align - aligns the contents to the bottom of the cell (the default one).
Please note that changing vertical alignment does not have any visual effect unless you increase
the row height.
Horizontal alignment
To align your data horizontally, Microsoft Excel provides these options:
 Align Left - aligns the contents along the left edge of the cell.
 Center - puts the contents in the middle of the cell.
 Align Right - aligns the contents along the right edge of the cell.
By combining different vertical and horizontal alignments, you can arrange the cell contents in
different ways, for example:
Align to upper-left Align to bottom-right Center in the middle
of a cell
Change text orientation (rotate text)
Click the Orientation button on the Home tab, in the Alignment group, to rotate text up or
down and write vertically or sideways. These options come in especially handy for labeling

narrow columns:
Indent text in a cell
In Microsoft Excel, the Tab key does not indent text in a cell like it does, say, in Microsoft
Word; it just moves the pointer to the next cell. To change the indentation of the cell contents,
use the Indent icons that reside right underneath the Orientation button.
To move text further to the right, click the Increase Indent icon. If you have gone too far right,
click the Decrease Indent icon to move the text back to the left.
Shortcut keys for alignment in Excel
To change alignment in Excel without lifting your fingers off the keyboard, you can use the
following handy shortcuts:
 Top alignment - Alt + H then A + T
 Middle alignment - Alt + H then A + M
 Bottom alignment - Alt + H then A + B
 Left alignment - Alt + H then A + L
 Center alignment - Alt + H then A + C
 Right alignment - Alt + H then A + R
At first sight, it looks like a lot of keys to remember, but upon a closer look the logic becomes
obvious. The first key combination (Alt + H) activates the Home tab. In the second key
combination, the first letter is always "A" that stands for "alignment", and the other letter
denotes the direction, e.g. A + T - "align top", A + L - "align left", A + C - "center alignment",
and so on.

To simplify things further, Microsoft Excel will display all alignment shortcuts for you as soon
as you press the Alt + H key combination:
How to align text in Excel using the Format Cells dialog
Another way to re-align cells in Excel is using the Alignment tab of the Format Cells dialog
box. To get to this dialog, select the cells you want to align, and then either:
 Press Ctrl + 1 and switch to the Alignment tab, or
 Click the Dialog Box Launcher arrow at the bottom right corner of the Alignment

In addition to the most used alignment options available on the ribbon, the Format Cells dialog
box provides a number of less used (but not less useful) features:
Now, let's take a closer look at the most important ones.
Text alignment options
Apart from aligning text horizontally and vertically in cells, these options allow you to justify
and distribute the cell contents as well as fill an entire cell with the current data.
How to fill cell with the current contents
Use the Fill option to repeat the current cell content for the width of the cell. For example, you
can quickly create a border element by typing a period in one cell,

choosing Fill under Horizontal alignment, and then copying the cell across several adjacent
columns:
How to justify text in Excel
To justify text horizontally, go to the Alignment tab of the Format Cells dialog box, and select
the Justify option from the Horizontal drop-down list. This will wrap text and adjust spacing
in each line (except for the last line) so that the first word aligns with the left edge and last
word with the right edge of the cell:
The Justify option under Vertical alignment also wraps text, but adjusts spaces between lines
so the text fills the entire row height:
How to distribute text in Excel
Like Justify, the Distributed option wraps text and "distributes" the cell contents evenly across
the width or height of the cell, depending on whether you enabled Distributed horizontal or
Distributed vertical alignment, respectively.
Unlike Justify, Distributed works for all lines, including the last line of the wrapped text. Even
if a cell contains short text, it will be spaced-out to fit the column width (if distributed
horizontally) or the row height (if distributed vertically). When a cell contains just one item
(text or number without in-between spaces), it will be centered in the cell.
This is what the text in a distributed cell looks like:
Distributed horizontally Distributed vertically Distributed horizontally
& vertically

When changing the Horizontal alignment to Distributed, you can set the Indent value, telling
Excel how many indent spaces you want to have after the left border and before the right border.
If you don't want any indent spaces, you can check the Justify Distributed box at the bottom
of the Text alignment section, which ensures that there are no spaces between the text and cell
borders (the same as keeping the Indent value to 0). If Indent is set to some value other than
zero, the Justify Distributed option is disabled (grayed out).
The following screenshots demonstrate the difference between distributed and justified text in
Excel:
Justified horizontally Distributed horizontally Justify distributed
Tips and notes:
 Usually, justified and/or distributed text looks better in wider columns.
 Both Justify and Distributed alignments enable wrapping text In the Format
Cells dialog, the Wrap text box will be left unchecked, but the Wrap Text button on the
ribbon will be toggled on.
 As is the case with text wrapping, sometimes you may need to double click the boundary
of the row heading to force the row to resize properly.
Center across selection
Exactly as its name suggests, this option centers the contents of the left-most cell across the
selected cells. Visually, the result is indistinguishable from merging cells, except that the cells
are not really merged. This may help you present the information in a better way and avoid
undesirable side-effects of merged cells.

Text control options
These options control how your Excel data is presented in a cell.
Wrap text - if the text in a cell is larger than the column width, enable this feature to display
the contents in several lines.
Shrink to fit - reduces the font size so that the text fits into a cell without wrapping. The more
text there is in a cell, the smaller it will appear.
Merge cells - combines selected cells into one cell.
The following screenshots show all text control options in action.
Wrap text Shrink to fit Merge cells
Changing text orientation
The text orientation options available on the ribbon only allow to make text vertical, rotate text
up and down to 90 degrees and turn text sideways to 45 degrees.
The Orientation option in the Format Cells dialog box enables you to rotate text at any angle,
clockwise or counterclockwise. Simply type the desired number from 90 to -90 in
the Degrees box or drag the orientation pointer.
Changing text direction
The bottom-most section of the Alignment tab, named Right-to-left, controls the text reading
order. The default setting is Context, but you can change it to Right-to-Left or Left-to-Right. In
this context, "right-to-left" refers to any language that is written from right to left, for example
Arabic.
Menus, Tabs, Toolbars and their Icons
The Home tab is where you manage the formatting and appearance of your sheet, along with
some simple formulas you’ll always need.

A. Copy and Paste Tools: Use these tools to quickly duplicate data and format styles in the
spreadsheet. The Copy tool can either copy a selected cell or group of cells, or copy an area of
the spreadsheet that you’ll use as a picture in another document. The Cut tool moves the
selection of cells to a new destination rather than duplicating it.
The Paste tool can paste anything in your clipboard into the selected cell, and typically retains
everything including the value, formula, and format. However, Excel has a wealth of pasting
options: you can access these by clicking the down arrow next to the Paste icon. You can paste
what you’ve copied as a picture. You can also paste what you’ve copied as values only, so that
instead of duplicating the formula of a copied cell, you duplicate the final value shown in the
cell.
The Format paintbrush copies everything related to the formatting of a selected cell. When you
select a cell and click Format, you can then highlight a whole range of cells, and each one will
take on the formatting of the original cell, without changing their values.
B. Visual Formatting Tools: Many of these tools are similar to those found in Microsoft
Word. You can use the formatting tools to change the font, size, and color of typed words, and
make them bold, italicized, or underlined. It also has a couple spreadsheet-specific formatting
options. You can choose which sides of the cell get additional borders, and their style and
thickness. You can also change the highlight color of the entire cell. This is useful for creating
visually-appealing borders or differentiating rows or columns on large sheets, or for
highlighting a particular cell that you want to accentuate.
C. Position Formatting Tools: Align cell data to the top, bottom, or middle of the cell. There
is also an option for angling the values displayed, which can make it easier to read. The bottom
row has familiar options for left, center, and right alignment. There are also indent right and
left buttons.
D. Multi-cell Formatting Features: This section contains two very important features that
solve common problems for new Excel users. The first is Wrap Text. Normally, when you enter
text into a cell that extends beyond the size of the cell, it spills into the next cell. For example,
if you type “Budgeted Items” into A1, some of the word “Items” spills into B1. Then, if you
type into B1, you cover up any characters from A1 that extended into B1. The extra text from
cell A1 still exists, but now it is hidden. If you don’t want to widen the cells, click the Wrap
Text icon on A1 - this will split “Budgeted Items” into two stacked lines instead of one within
A1. This makes the entire row taller to accommodate the content. Now, typing into B1 won’t
cover up existing text.

The other tool in this section is Merge and Center. There are instances when you may want to
combine several cells and have them act as one long cell. For example, you might want a header
for an entire table to be clear and easy to read. Select all the cells you want combined,
click Merge, and then type your header and format it. Though the default setting for headers is
centered text, simply click the drop-down arrow to select different merging and unmerging
options.
E. Numbers-based Format Settings: A drop-down menu has options for number formatting.
For example, currency places everything you select into “$0.00” format, and percent turns .5
or ½ into “50%”, date options. These are the basic format options, but you can select More
Number Formats from the drop-down menu to get more specialty use cases (different
countries’ currencies, or adding the “(xxx)xxx-xxxx” formatting to phone number sequences).
Often, you may use these tools on entire columns to make all data in one category behave the
same way.
F. Table or Sheet Formatting: Format as Table and Cell Styles allow you to use presets or
customize tables (for example, with alternating row colors and highlighted header bars). Select
your data range and choose a style to standardize formatting.
Conditional formatting is a bit more complex. Use the drop-down menu to select from a range
of options, like inserting helpful visual icons to represent status or completion, or changing the
color of different rows. Most important are the conditional rules, which are created with a
simple logic. For example, let’s say you have a column with data in A1 through A3, and A4
holds the sum of these three cells. You could place formatting on A4 with a rule that says “if
A4 > 0, then highlight A4 green.” Then, you could add another rule that says “if A4 < 0, then
highlight A4 red.” Now you have a quick visual reference where green = a positive number
and red = a negative number, which will change based on what you enter into A1, A2, and A3.
G. Row and Column Formatting Tools: The Insert drop-down menu puts cells, rows, or
columns before or after a selected area on the sheet, and Delete removes them.
The Format drop-down lets you change the height of rows and the width of columns. It also
has options for hiding and unhiding certain sections.
H. Miscellaneous Tools: Starting at the top left, there’s AutoSum, which allows you to select
a swath of cells and place the sum in the cell located right below or directly to the right of the
last selected data point. You can use the drop-down to change the function to calculate the
average, display the maximum, minimum, or the count of numbers selected.
Use Fill to take a cell’s contents and extend them in any direction for as many cells as you
want. If the cell contains a value, Fill will simply copy the value over and over again. If it
contains a formula, it will recalculate its relative position for each new cell. If the first cell
equals A1+B1, then the next would equal A2+B2, and so on.
The Clear button lets you either clear the value, or just clear cell formatting.
Sort & Filter tools let you choose what to display, and in what order. At the base level, this
tool sorts cells containing text from A to Z, and cells containing numbers from lowest to

highest. It can also sort by color or icon. Sorting and filtering helps surface only the data you
need.
Use the Insert tab to add extra elements to your Excel workbook that go beyond text and colors.
A. These tools control PivotTables, an important Excel function. Think of PivotTables as
“reports,” a quick way to view all your data, analyze trends, and draw conclusions. By selecting
at least two rows of data and clicking on PivotTable, you can quickly generate a visually-
appealing table. Going through this process launches the PivotTable Builder, which helps you
select columns to include, sort them, and drag-and-drop them to quickly construct your table.
They can include collapsible rows to make reports interactive and uncluttered. There is also a
button for Recommended PivotTables, which can help when you don’t know where to start.
Table builds a simple table that includes any number of columns you select. Rather than placing
the table elsewhere on the worksheet, it turns the data into a table on the spot, and applies
customizable color formatting.
B. This section lets you insert visual elements, like picture files, pre-built shapes, and SmartArt.
You can add shapes and resize, recolor, and reposition them to create intuitive data sets and
reports. SmartArt objects are prebuilt diagrams that you can insert text and information into.
They’re great for representing what the data says in another place on your workbook.
C. These tools are for inserting elements from other Microsoft products, like Bing Maps, pre-
built information cards about People (from Microsoft accounts only), and add-ins from their
store.
D. Use these tools to create charts and graphs. Most of them work only if you select one or
more data sets (numbers only, with words for headers or categories). Charts and graphs
function like you’d expect - just select the data you want to visualize, then select your desired
type of visual (bar charts, scatter plots, pie charts, or line graphs). Creating one will bring up
formatting options where you can change the color, labels, and more.
E. Sparklines are more simplistic graphs that can fit in as little as one cell. You can place them
next to data for a small, quick visual representation.
F. Slicers are big lists of buttons that make your data more interactive. You can select
a PivotTable you’ve created, and then create a slicer from it - this allows a viewer to click on
buttons that correlate to the data they want to filter.
G. This hyperlink tool allows you to make a cell or table into a clickable link. Once a viewer
clicks on the affected cell(s), they’ll be taken to whatever website or intranet site you select.

H. Recent versions of Excel allow for better collaboration - insert comments on any cell or
range of cells to add more context. You can open or close the comments so the worksheet
doesn’t get too cluttered.
I. A Text Box is useful when you’re creating a report and don’t want typed words to behave
like cells. It makes it easy to move your text around, rather than cutting and pasting cells (which
could potentially mess up the formatting of real data). The next area is for Headers & Footers,
which will take you to the page layout view - here you can add headers and footers for the
entire page. WordArt, on the other hand, lets you embellish text. Insert Object lets you place
entire files (Word documents, PDFs, etc.) into the worksheet.
J. This section lets you insert Equations and Symbols. Use equations to write a math equation
with fractions, variables, and more that you can place in your sheet like a Text Box. For
instance, this can be helpful for explaining how a portion of a table was calculated in a
report. Symbols, on the other hand, can be inserted directly into cells, and include all non-
standard characters from most languages, as well as emojis.
The Page Layout tab has everything you need to change the structural parts of your worksheet,
especially for purposes of printing or presenting.
A. Use these buttons to quickly adjust the visual style of your entire sheet. You can regulate
the fonts and colors, and use the Themes section to quickly apply it to every table, PivotTable,
and SmartArt element for a clean, well-designed sheet.
B. These are print options. You can change the margin for printing, whether you want a vertical
or horizontal print alignment, which cells in your sheet you want to print, where you’d like
page breaks, and whether it has a background (to place your company name, for example). You
can also start giving each page a heading using the Print Titles button, and the order to print
each section.
C. This lets you choose how many pages across and how many pages down you’d like to print.
D. This section lets you toggle whether the automatic grids appear for working on the sheet
and for printing it, along with the row and column headings (A, B, C, 1, 2, 3, etc).
The Formulas tab stores nearly everything related to Excel’s reputation as “complex.”
Because this article is intended for beginners, we won’t cover every function is this section
thoroughly.

A. The Insert Function button is useful for those who don’t know all the shorthand. This brings
up a side Formula Builder section that describes each function, and you can select the one you
want to use.
B. These buttons divide all the functions by category.
 AutoSum works the same as it does in the Home tab.
 Recently Used is helpful for bringing up frequently used formulas to save time looking
through menus.
 Financial includes everything related to currency, values, depreciation, yield, rate, and
more.
 Logical includes conditional functions, like “IF X THEN Y.”
 Text functions help clean, regulate, and analyze plain text cells, such as displaying the
character count of a cell (helpful for Twitter posts), combining two different rows
via Concatenate, or pulling out numerical values from text entries that aren’t formatted
correctly.
 Date & Time functions help make meaning out of time-formatted cells, and include
entries like “TODAY,” which enters the current date.
 Lookup & Reference functions help pull information from different parts of your
workbook to save you the trouble of looking for them.
 Math & Trig functions are just what they sound like, involving every sort of math
discipline you can imagine.
 More Functions includes Statistical and Engineering data.
C. This section contains tagging options. If there’s a range of cells or a table you frequently
need to refer to in formulas, you can define its name and tag it here. For example, say you had
a column that contained the entire list of products you sell. You could highlight the names in
that list and Define Name as “ProductList.” Every time you want to refer to that column in a
formula, you can simply type “ProductList” (rather than finding that collection of data again
or memorizing their cell positions).
D. This contains error checking tools. With Trace Precedents and Trace Dependents, you can
see which cells contain formulas that refer to a given cell and vice versa. Show
Formulas reveals the formulas inside all cells, rather than their display values. Error
Checking automatically finds broken links and other issues with your spreadsheet.

E. Should you have a large sheet with a massive series of interconnected formulas, tables and
cells, you can use this section to trigger calculations, and also to choose which types of data
don’t run. A good example is a mortgage or asset depreciation sheet.
The Data tab is for performing more complex data analysis than most beginners will need.
A. These are database import tools, allowing you to import data from any web, file, or server-
based database.
B. This section helps you fix database connections, refresh data, and adjust properties.
C. These are Sort and Filter options similar to those for data you have within your sheet,
applied to data feeds. They’re especially crucial here as a database is sure to have more data
than you can or care to use.
D. These are data manipulation tools. You can take a single long string, like those separated by
commas or spaces, and divide them into columns with Text to Columns. You can seek and
remove duplicates, consolidate cells, and validate whether data meets certain criteria to assess
its accuracy. What-if Analysis helps you fill in gaps with incomplete data using existing data
and trends to determine likely outcomes for new scenarios.
E. These tools help you manage how much data you have to deal with at once and group them
by whatever criteria you deem necessary. It’s similar to sorting, but you can choose any range
of columns or rows and make them collapsible, each with their own label. Use Subtotal to
create automatic calculations along a data set by different categories, which is helpful for
financial sheets.
The Review tab is part of the Ribbon that helps with sharing and accuracy checks.
A. These are simple text-based checks (like in Word) that allow you to locate cells with spelling
errors, or find more appropriate words via the Thesaurus.
B. Check Accessibility pulls up errors that can make it difficult to access the data in other
programs, or just for reading purposes. It might find that your sheet is missing alt text, or that
you’re using defaults for sheet names that can make navigation less intuitive.
C. The commenting tools allow collaborators to “talk” to each other within the sheet.

D. Protecting and sharing tools allow you to invite collaborators and restrict access to certain
parts of the sheet. You can manually assign different levels of access - for example, you might
allow a contractor to edit just the cells related to the hours they worked, but not the cells that
calculate their pay. As with Word, sharing a sheet with Tracked Changes means you can see
everything that’s been done to the sheet.
E. When you’ve shared a workbook, you can restrict permissions later on using this button and
selecting individual contributors.
Use the tools in the View tab to change settings related to what you can see or do.
A. This is your basic view where you can see your default sheet view, how it’ll look when
printing, and in custom ways you set yourself.
B. Use these buttons to choose whether you want to see the grids, headings, formula bar, and
ruler.
C. This is another way to control zooming in and out of cells.
D. Freeze Pane controls are an important part of making a usable spreadsheet. Using these
tools, you can freeze a number of rows and/or columns while you scroll around. For example,
if the first row had all your column headings and remained frozen, you’ll always know which
column you are looking at as you scroll down.
E. Macros are a way of automating processes in Excel. It is far beyond Excel 101, however.

UNIT – V
Spreadsheet
A spreadsheet or worksheet is a file made of rows and columns that help sort data, arrange
data easily, and calculate numerical data. What makes a spreadsheet software program unique
is its ability to calculate values using mathematical formulas and the data in cells. An example
of how a spreadsheet may be utilized is creating an overview of your bank's balance.
There are numbers of spreadsheet programs but from all of them, Excel is most widely used.
People have been using it for last 30 years and throughout these years, it has been upgraded
with more and more features.
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 which it can do for you:
 Number Crunching
 Charts and Graphs
 Store and Import Data
 Manipulating Text
 Templates/Dashboards
 Automation of Tasks
 And Much More...
Three most important components of Excel is which you need to understand first:
1. Cell: A cell is a smallest but 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. You can also customize it by changing its size, font color, background color,
borders, etc. Every cell is identified by its cell address, cell address contains its column
number and row number (If a cell is on 11th row and on column AB, then its address
will be AB11).
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. In addition, a workbook can store chart sheets; a chart sheet
displays a single chart and is accessible by clicking a tab.
3. Workbook: A workbook is a separate file just like every other application has. 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.
Microsoft Excel Window Components
Before you start using it, it’s really important to understand that what’s where in its window.
So ahead we have all the major component which you need to know before entering the world
of Microsoft Excel.
1. Active Cell: 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.
2. Columns: A column is a vertical set of cells. A single worksheet contains 16384 total
columns. Every column has its own alphabet for identity, from A to XFD. You can
select a column clicking on its header.
3. Rows: A row is a horizontal set of cells. A single worksheet contains 1048576 total
rows. Every row has its own number for identity, starting from 1 to 1048576. You can
select a row clicking on the row number marked on the left side of the window.
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.
5. Address Bar: It shows the address of the active cell. If you have selected more than
one cell, then it will show the address of the first cell in the range.

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 to enter a formula in a cell.
7. Title Bar: The title bar will show the name of your workbook, followed by the
application name (“Microsoft Excel”).
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).
9. Quick Access Toolbar: A toolbar to quickly access the options which you frequently
use. You can add your favorite options by adding new options to quick access toolbar.
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 the option.
11. Worksheet Tab: This tab shows all the worksheets which are present in the workbook.
By default you will see, three worksheets in your new workbook with the name of
Sheet1, Sheet2, Sheet3 respectively.
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 working in Excel.

WORKSHEETS
A worksheet is a collection of cells where you keep and manipulate the data. Each Excel
workbook can contain multiple worksheets.
Select a Worksheet
When you open an Excel workbook, Excel automatically selects Sheet1 for you. The name of
the worksheet appears on its sheet tab at the bottom of the document window.
Insert a Worksheet
You can insert as many worksheets as you want. To quickly insert a new worksheet, click the
plus sign at the bottom of the document window.
Result:

Rename a Worksheet
To give a worksheet a more specific name, execute the following steps.
1. Right click on the sheet tab of Sheet1.
2. Choose Rename.
3. For example, type Sales 2016.
Delete a Worksheet
To delete a worksheet, right click on a sheet tab and choose Delete.
1. For example, delete Sheet2.

Result:
MANAGING WORKSHEETS
Moving Worksheets (Spreadsheets)
Sometimes we need our worksheets need to be in a different order or even in a different
workbook.
How to Move a Worksheet in the Same Workbook
There are two ways to move a worksheet in the same workbook. The easy way is to click and
hold the left mouse button on a worksheet's tab and slide the tab to its desired position. Watch
the little black arrow that appears just above. When it is to the right of left of the adjacent
worksheet, release the mouse and the worksheet will be moved.
If you dislike dragging with the mouse, here is another method. Right-click on the tab of the
source worksheet and click "Move or Copy..." In the Move or Copy window, click the name
of the worksheet that you want the sheet to be inserted before, and click OK.
How to Move a Worksheet to a NEW Workbook
To move a spreadsheet to a new workbook, right-click on the tab of the source spreadsheet and
click "Move or Copy." In the Move or Copy window, click the drop-down arrow under “To
Book:” and click (new book). Excel removes the worksheet from the existing workbook and
opens a new workbook containing the moved worksheet. Save the workbook.
How to Move a Worksheet to a Different Workbook

Open both the source workbook and the target workbook. Right-click on the tab of the source
worksheet (the one to be moved) and click "Move or Copy..." Then at the top under "To book,"
click the small down arrow to open up the drop-down menu and click on the name of the target
workbook (where the worksheet is to be moved to). Verify that the worksheet was successfully
moved to the other workbook and save the workbook.
Copying Worksheets (Spreadsheets)
Rather than start from scratch, it is often easier to copy, and then modify, an existing worksheet
- especially if you're going to be using a lot of the same formatting, formulas, and so on.
How to Copy a Worksheet in the Same Workbook
To copy a worksheet in the same workbook, right-click on the tab of the source worksheet and
click "Move or Copy..." In the Move or Copy window, check the “create a copy” box, click the
name of the worksheet that you want the sheet to be inserted before, and click OK.
How to Copy a Worksheet to a NEW Workbook
To copy a worksheet into a new workbook, right-click on the tab of the source worksheet and
click "Move or Copy..." In the Move or Copy window, click the drop-down arrow under “To
Book:” and click (new book). Excel opens a new workbook containing the copied spreadsheet.
Save the new workbook.
How to Copy a Worksheet to Different Workbook
The best way to copy a worksheet to a another workbook is as follows: Open both the source
workbook and the target workbook. Right-click on the tab of the source worksheet (the one to
be copied) and click "Move or Copy..." On the Move or Copy window, CHECK the box at the
bottom titled "Create a copy." Then at the top under "To book," click the small down arrow to
open up the drop-down menu and click on the name of the target workbook (the other
workbook). Verify that the worksheet was successfully copied to the other workbook and save
the workbook.
As a rather messy alternative, you can copy and paste the contents as follows. In the source
worksheet, right-click in the top left corner cell to select all the workbooks cells and select
Copy.
Then, open the other Excel workbook, find an empty worksheet, right-click in the top left
corner cell to select all cells, and click Paste. Save the workbook.
Return to the first (source) worksheet and press the ESC key to remove the animated border
and then click in an empty cell to deselect all of the cells.
How to Analyze Data in Excel: Analyzing Data Sets with Excel
To know how to analyze data in excel, you can instantly create different types of charts,
including line and column charts, or add miniature graphs. You can also apply a table style,

create PivotTables, quickly insert totals, and apply conditional formatting. Analyzing large data
sets with Excel makes work easier if you follow a few simple rules:
 Select the cells that contain the data you want to analyze.
 Click the Quick Analysis button image button that appears to the bottom right of your
selected data (or press CRTL + Q).
 Selected data with Quick Analysis Lens button visible
 In the Quick Analysis gallery, select a tab you want. For example, choose Charts to see
your data in a chart.
 Pick an option, or just point to each one to see a preview.
 You might notice that the options you can choose are not always the same. That is often
because the options change based on the type of data you have selected in your
workbook.
To understand the best way to analyze data in excel, you might want to know which analysis
option is suitable for you. Here we offer you a basic overview of some of the best options to
choose from.
 Formatting: Formatting lets you highlight parts of your data by adding things like data
bars and colors. This lets you quickly see high and low values, among other things.
 Charts: Charts Excel recommends different charts, based on the type of data you have
selected. If you do not see the chart you want, click More Charts.

 Totals: Totals let you calculate the numbers in columns and rows. For example,
Running Total inserts a total that grows as you add items to your data. Click the little
black arrows on the right and left to see additional options.
 Tables: Tables make it easy to filter and sort your data. If you do not see the table style
you want, click More.
 Sparklines: Sparklines are like tiny graphs that you can show alongside your data. They
provide a quick way to see trends.
CHART CREATION
A simple chart in Excel can say more than a sheet full of numbers. As you'll see, creating charts
is very easy.
Create a Chart
To create a line chart, execute the following steps.
1. Select the range A1:D7.
2. On the Insert tab, in the Charts group, click the Line symbol.

3. Click Line with Markers.
Result:
Note: enter a title by clicking on Chart Title. For example, Wildlife Population.
Change Chart Type
You can easily change to a different type of chart at any time.
1. Select the chart.
2. On the Design tab, in the Type group, click Change Chart Type.

3. On the left side, click Column.
4. Click OK.
Result:

Switch Row/Column
If you want to display the animals (instead of the months) on the horizontal axis, execute the
following steps.
2. On the Design tab, in the Data group, click Switch Row/Column.
Result:

Legend Position
To move the legend to the right side of the chart, execute the following steps.
2. Click the + button on the right side of the chart, click the arrow next to Legend and click
Right.
Result:
Data Labels
You can use data labels to focus your readers' attention on a single data series or data point.

2. Click a green bar to select the Jun data series.
3. Hold down CTRL and use your arrow keys to select the population of Dolphins in June (tiny
green bar).
4. Click the + button on the right side of the chart and click the check box next to Data Labels.
Result:

How to Create a Form in Microsoft Excel
Creating a form in Microsoft Excel can be simple or complicated depending on the information
you're adding to it. To help you get through the process easily, simply refer to the list of
instructions provided below.
1. Determine What Type of Form to Create
A form can mean so many things that involve both communication and gathering of
information, and they're used mostly by businesses and organizations. Before you can start
creating one, determine what form you're going for. Are you planning to create an application
form for job hunters? Or are you planning on conducting a survey through feedback forms?
Different forms follow different formats, which is why it's important to determine the type.
2. Know the Basics of the Form and Excel
After deciding on a type of form, know the basics of it such as the format, the details to include,
and the people who should be reading or filling it out. Agreement forms, for example, are
intended for professionals and should contain details regarding a particular business matter.
Aside from familiarizing yourself with the form, also try to familiarize yourself with Excel and
all the tools that it offers.
3. Collect and Organize the Data to Be Included in Your Form
Depending on the type of form you're planning to create, you can start collecting the needed
data that will be included in the Excel form. In legal forms, your data will usually involve rules
and regulations imposed by the state law as well as terms and conditions set by the organization.
After the collection of data, it is recommended but not required that you organize it; doing so
will make the data analysis process much easier.
4. Open and Set Up Microsoft Excel
https://www.template.net/editable/order-formWhen it's finally time to start using Excel, make
sure to already have all the data and resources ready. If you do, open Microsoft Excel and then
create a new workbook. From there, you can see tabs on the bottom edge that will enable you
to shift from one spreadsheet to another if ever you're creating multiple forms. Set up your
workbook's details by clicking File in the menu bar and then changing
the Margin, Orientation, Size, etc.
5. Input Data and Add Formulas (if applicable)
By using the cells in the Excel sheet, you can start inputting the data that you've collected in a
previous step. As long as you have organized your data, transferring them onto the spreadsheet
will be more straightforward. Of course, don't forget to include other simple details such as a
header for the columns and a title for the rows. And only if applicable, you can also add
formulas to the data by using the Function tool or by simply adding an equal sign to a cell.
6. Finalize Your Excel Form

Before you publish, share, or print your Excel form, be sure to go through the data and check
for the accuracy of the values especially if you added formulas. In terms of the text, it's also
essential that you proofread it to check for errors involving the grammar and/or spelling. After
finalizing your form, you can keep it in XLS or you can also convert it to PDF format to
preserve the quality as well as the layout.
SHARING DATA BETWEEN APPLICATIONS
The Microsoft Office suite has advanced in numerous ways and has been able to help many
users share data in between different programs, like MS Excel and Word. Such advances have
made the lives of direct mailers a lot easier by allowing them to easily insert Excel data into a
Word document in order to have several personalized copies of the same material. It is rather
easy to figure out and once you have mastered this skill, sharing data between different
Microsoft Office programs will become a breeze.
1. Create or open an MS Excel document. Go about this step as usual and make sure that
everything is correct in the finished MS Excel document because it is usually much easier to
fix any formatting issues within the actual MS Excel document rather than trying to fix errors
once it’s been transferred to the Word document.
2. Open a Word document. If you already have a predetermined Word document for your
project, then proceed to open that specific Word document; however, a blank Word document
will do just fine.
3. Locate the Insert tab. This tab is right next to the Home tab, which is the default tab
whenever you open a Word document. Once you locate the Insert tab, proceed to click on it.
4. Find the Table section. This section is approximately four from the left side of the document
window. Click on this section once you find it and examine its contents.
5. Click on Excel Spreadsheet. A new window within the Word document will expand and a
small Excel Spreadsheet will be placed within your document.
6. Select the data from the MS Excel document. Once it is highlighted in a bluish color,
either right click and select Copy or press CTRL+C on your keyword (for Mac users, it is
Command-C).

7. Transfer the data over to the Word document. Be sure that your Excel spreadsheet is also
selected in the Word document. Either right click inside the spreadsheet and select paste or
press CTRL+V (for Mac users, it is Command-V). Look at the spreadsheet to see if everything
looks okay and if needed, make the spreadsheet bigger by dragging on its handles located on
each corner of the box.
8. Click outside of the Excel Spreadsheet to place it. Once you click on another part of the
Word document, your Excel spreadsheet will set and be placed wherever you positioned it. If
you need to edit it for any reason, you can do so by double clicking on the inside of the Excel
spreadsheet.

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