This document discusses online communication in business organizations. It defines online communication as reading, writing, and communicating via networked computers. There are two main types of online communication: synchronous which allows real-time communication through chat or video conferencing, and asynchronous which uses delayed communication through email or discussion forums. Some common online communication tools discussed are the Internet, which allows access to information resources and services globally, and communication platforms like email, blogs, and discussion boards. The benefits of online communication for businesses include gaining a larger customer base worldwide and better networking opportunities.

1. -i-
INFORMATION
COMMUNICATION
TECHNOLOGY
Self-Directed & Collaborative
Learning Approach
Volume 2
By:
Yekini, Nureni Asafe
Department of Computer Technology
Yaba College of Technology

2. -ii-
Copyright © 2014 by Yekini Nureni Asafe
rinted & Typesetting @ Yeknua ICT & Educational
Research-Publication Centre, No 07, Christ Possibility
Street, Sango-Ota, Ogun State, Nigeria.
All rights reserved. No part of this publication may be
reproduced, stored in a retrieval system or transmitted in any
form or by any means, electronic, mechanical, photocopying,
recording or otherwise, without the prior permission of the
copyright holder.
ISBN:
Published in Nigeria by:
Hasfem Publication Center
Shomolu, Lagos,
Nigeria.
Tel: 08023663124, 07038501188
P

3. -iii-
Foreword
I thank God for the grace and opportunity to contribute to
human development via this textbook.
This book has been written in a very simple language in order
to cater for the needs of students who aim to be a progressive
and dynamic ICT application user after their academic careers
as well as for the needs of practicing managers that refuses to
be obsolete, but current, dynamic and progressive in mind.
This book treats some vital topics in ICT for Business
administration, Accountancy, Office technology and banking
and finance students.
Without mincing words, I can say the richness and simplicity
of this book is based on academic background of the author
cum his teaching experience.
Hence, with all respect, I have no single reservation of
whatsoever nature in recommending this book for the
consumption of our determined and knowledge seeking
students, individuals and group.
Haastrup V.A. (PhD)
Head Computer Technology
Yaba College of Technology
Yaba, Lagos Nigeria

4. -iv-
Preface
he objective of this book is to introduce students of
Accountancy & Finance, Business Administration,
Marketing, Banking & Finance, and Office Technology
Management of Nigeria Polytechnics and Colleges of
Technology to modern Information Communication
Technology (ICT), Data Processing and Its Applications. This
book is continuation of volume 1 written by the same author.
This volume 2 provides basic theoretical and practical
information on online communication in business
organization, PowerPoint presentation, System analysis and
design, and spreadsheets packages for the departments
mentioned. The content of this book is not in contradiction to
Curriculum and Course Specification produced by the
National Board for Technical Education (NBTE) UNESCO –
Nigeria Project.
The book will be very useful for the readers of different
categories undergraduate students of University, Polytechnics,
Colleges of Education and Allied institutions in areas of
computer science, management science and other related
disciplines. The book can also be used as course material for
introduction to computer course in other departments. There is
no doubt that this book will be very useful to all categories of
readers. In case of any positive contrary or suggestion for
improvement in the next edition of this book you may call
08094204341 or e-mail engryekini@yahoo.com. You can visit
www.engryekini.com for more detail.
T

5. -v-
Instruction for the Users of This Book
he users refer to in this page are Students, Instructors
and Lecturers. The Curriculum and Course
Specifications varies from one Department to another,
as a result users are advised to use Curriculum and Course
Specifications for their course as reference guide to usage of
this book.
This book is specifically written and covered the syllabus for
Information Communication Technology II (ICT II), Data
Processing and Its Application in school of management and
business studies, but it is usage is not limited to that, it can
also be used as instructional material for computer packages in
other departments. Meanwhile the users are advised to go
through the syllabus for the course before start using this
book.
Thank you
T

6. -vi-
Acknowledgement
irst of all I am very grateful to Allah (SWT) for his
mercy and wisdom bestow on me to write this book.
This book evolved from my experiences in teaching and
research in Computer Science and Technology and also as ICT
service lecturers to some departments from school of
management and business studies of Yaba College of
Technology.
There are some people that contributed to the success of the
research that gave birth to this book. I acknowledged all staff
of Department of Computer Technology; they are all
wonderful to me during the process of compiling this book.
I acknowledge the contribution of the management of Yaba
College of Technology for providing enabling environment for
research and publication in the college. I also acknowledged
members‘ of staff of Yeknua ICT & Educational Research-
Publication Center.
I also acknowledged the contribution of my past students from
the department of accountancy, business administration, and
office technology and computer department of Yaba College
of technology.
Finally, I acknowledged the contribution of my wife and
children. Their prayer and endurance has made this project a
reality.
Thank you.
F

7. -vii-
THIS BOOK BELONGS TO
NAME: ________________________________________
SCHOOL: _____________________________________
DEPARTMENT: ________________________________
SIGNATURE: __________________________________
DATE: ________________________________________

8. -viii-
FrontPage i
Copyright ii
Foreword iii
Preface iv
Instruction Users v
Acknowledgement vi
Ownership vii
Contents viii - ix
Chapter One 010-029
Online Communication in Business
Chapter Two 030-043
Spreadsheet Packages
Chapter Three 044-053
Presentation Packages
Chapter Four 054-057
Business Organization as a System
Chapter Five 058-063
System Development Life Cycle
Chapter Six 064-106
Microsoft Excel Basic
Chapter Seven 107-130
Common Tasks in Excel
Chapter Eight 131-179
Advance Excel Operation
Chapter Nine 180-215
Microsoft PowerPoint 2010 Basic
Chapter Ten 216-238
Basic Tasks in PowerPoint
Chapter Eleven 239-272
Advance MS PowerPoint

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MCQs 273-317
Solution to MCQs 318-319
Bibliography 320

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Chapter One
Online Communication in Business
Organization
1.1 What is Online Communication?
he term "online communication" refers to reading,
writing, and communication via networked computers.
The online communication can be represented as in the
diagram below:
Online Communication
T

11. -11-
Types of Online Communication
1. Synchronous Computer-Mediated Communication
In this case people communicate in real time via chat or
discussion software, with all participants at their computers at
the same time.
a. Chat is a form of synchronous communication and it
provides the opportunity for people to communicate in real
time. Some businessmen may use Chat for live office
hours, business sessions, or business discussions. When
chatting online it is particularly important to keep your
communication short.
b. Conference is another form of synchronous
communication and may be called webinars or live online
meetings. This form of communication is very similar to
chat but may be considered more formal. Typically, the
Business leader will lead the discussion and may use a
whiteboard or upload a presentation to be used while they
deliver their discussion.
2. Asynchronous computer-mediated communication
In this case people communicate in a delayed fashion by
computer, using programs such as e-mail, and the reading and
writing of online documents via the World Wide Web.
a. Threaded Discussions is a type of asynchronous
communication and is often used to promote class
discussion. This is an open discussion meaning that all
messages can be seen by everyone in the course or group.
Messages in a threaded discussion will appear with the
original message (first message posted) at top level and all
replies are indented under the original message.

12. -12-
b. Blogs - Blogs are an online journal kept by one person or a
group of people. Entries in the blog are posted by date and
can be categorized in several ways. Most blogs allow
comments from the community. Some common software
that is used by people who blog are Blogger.com and
WordPress.com.
c. Email is probably the most common form of asynchronous
communication and is frequently used in online courses.
Email allows you to send private messages to one or more
persons in your course.
1.2 Online Communication Tools
Online communication tools are the devices or platform that
is/are required for communication online. Some common
online communication tools are described below:
Internet
The Internet is a global system of interconnected computer
networks that use the standard Internet protocol suite (TCP/IP)
to serve several billion users worldwide. It is a network of
networks that consists of millions of private, public, academic,
business, and government networks, of local to global scope,
that are linked by a broad array of electronic, wireless, and
optical networking technologies. The Internet carries an
extensive range of information resources and services, such as:
a. The inter-linked hypertext documents of the World Wide
Web (WWW)
b. The infrastructure to support email, and peer-to-peer
networks.

13. -13-
The origins of the Internet date back to research commissioned
by the United States government in the 1960s to build robust,
fault-tolerant communication via computer networks.
Benefits of Internet to Business
Several benefits can be derived from incorporation of internet
into an operation of business organization. Some of the
benefits are described as follows:
1. Larger Customer Base: A key benefit of the Internet for
business is the potential for customer growth. A small
business without a website may be able to compete only
with other local businesses. However, people conducting
business on the Internet have the potential to gain
customers from around the world because Internet
companies are open 24 hours a day.
2. Networking: Another benefit of the Internet for business
includes the availability to network with other business
people and organizations. Many Internet businesspeople
have created organizations with others in their field in
which they can talk about the challenges and rewards of
Internet business. This interchange of encouragement often
helps new businesses experience growth.
3. Saves Money on Office Supplies: Businesses that use the
Internet for transactions save money on paper and other
office supplies. Instead of mailing or faxing multiple
letters to clients and other businesses, they can correspond
via email or set up paperless eFax accounts.
4. Affiliate Programs: Internet businesses that participate in
affiliate programs gain extra income by marketing the
products and services of other companies on their
websites. Many companies that regularly do business with

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certain companies join these programs, which help both
companies gain more customers and revenue.
5. Remote Services: Many companies employ workers,
contractors and consultants as telecommuters.
Telecommuters can be located locally or very far away
from a company's base of operations. Companies with an
international presence use the Internet to facilitate
communications between their offices in varied locations.
6. Information Gathering: Whether the searches take place
on the Web or through specialized databases such as
LexisNexis or Hoovers, Internet searching has become an
absolutely essential research tool for businesses in nearly
every industry. Libraries have been transformed by the
Internet explosion, with much of their collections being
converted to electronic records, which are made available
to patrons through the Internet. In addition to accessing
library records online, businesses access breaking news
and stock exchange information in real time via the
Internet. Businesses also conduct research online.
7. Communication and Interaction: Although telephone
communication is far from dead, much business
communication takes place through email. Companies use
email to communicate with the public and to transmit
messages within the company. Additionally, real-time
communication such as instant messaging (IM), Internet
telephony (through services such as Skype) and even
virtual meetings and conferences have become
increasingly important in the day-to-day workings of
business in the 21st century.
8. Marketing and Advertising: The Internet has become an
essential marketing and advertising tool for businesses.
Some businesses do not exist in bricks-and-mortar form,
and therefore the Internet, in the form of a website and

15. -15-
online advertising, represents the entire storefront they
present to the buying public. Other businesses use Internet
advertising to supplement newspaper and radio advertising
or in store promotions, especially when targeting younger
potential customers.
Disadvantages of Using Internet for Business
An increasing number of businesses are using the Internet to
conduct transactions, market to their potential customers, and
communicate with customers and clients. However, using the
Internet for business actually has many disadvantages.
1. Security: Security issues are the primary concern and the
biggest disadvantage of using the Internet for business,
particularly if your business involves financial
transactions.
2. Staying connected: Connectivity issues can also become a
disadvantage, if you are using a computer that is not
reliable and is prone to locking up, or "freezing."
3. Availability: Not everyone has Internet access, and many
of your potential customers who are not able to use the
Internet may actually be lost to you if you do not provide
an alternate means of doing business with them.
4. Access: If you are going to use the Internet for business,
you must consistently be able to get access, whether
through a wireless, DSL or cable connection. Finding
access can become a disadvantage if you travel for your
business.
5. Misunderstandings: Written text, especially in emails,
can easily be misread or misinterpreted when there is no
face-to-face contact.

16. -16-
Intranet
An intranet is a computer network that uses Internet Protocol
technology to share information, operational systems, or
computing services within an organization. Sometimes, the
term refers only to the organization's internal website, but may
be a more extensive part of the organization's information
technology infrastructure, and may be composed of multiple
local area networks. The objective is to organize each
individual's desktop with minimal cost, time and effort to be
more productive, cost efficient, timely, and competitive. An
intranet can be understood as a private analog of the Internet,
or as a private extension of the Internet confined to an
organization.
Benefits of Intranet
1. Workforce productivity: Intranets can help users to
locate and view information faster and use applications
relevant to their roles and responsibilities. With the help of
a web browser interface, users can access data held in any
database the organization wants to make available,
anytime and subject to security provisions from anywhere
within the company workstations, increasing employees'
ability to perform their jobs faster, more accurately, and
with confidence that they have the right information.
2. Time: Intranets allow organizations to distribute
information to employees on an as-needed basis;
Employees may link to relevant information at their
convenience, rather than being distracted indiscriminately
by email.
3. Communication: Intranets can serve as powerful tools for
communication within an organization, vertically strategic
initiatives that have a global reach throughout the
organization. The type of information that can easily be

17. -17-
conveyed is the purpose of the initiative and what the
initiative is aiming to achieve, who is driving the initiative,
results achieved to date, and who to speak to for more
information. By providing this information on the intranet,
staffs have the opportunity to keep up-to-date with the
strategic focus of the organization. Some examples of
communication would be chat, email, and or blogs.
4. Web publishing: this allows cumbersome corporate
knowledge to be maintained and easily accessed
throughout the company using hypermedia and Web
technologies. Examples include: employee manuals,
benefits documents, company policies, business standards,
news feeds, and even training, can be accessed using
common Internet standards (Acrobat files, Flash files, CGI
applications). Because each business unit can update the
online copy of a document, the most recent version is
usually available to employees using the intranet.
5. Business operations and management: Intranets are also
being used as a platform for developing and deploying
applications to support business operations and decisions
across the internetworked enterprise.
6. Cost-effective: Users can view information and data via
web-browser rather than maintaining physical documents
such as procedure manuals, internal phone list and
requisition forms. This can potentially save the business
money on printing, duplicating documents, and the
environment as well as document maintenance overhead.
7. Enhance collaboration: Information is easily accessible
by all authorized users, which enables teamwork.
8. Promote common corporate culture: Every user has the
ability to view the same information within the Intranet.
9. Immediate updates: When dealing with the public in any
capacity, laws, specifications, and parameters can change.

18. -18-
Intranets make it possible to provide your audience with
"live" changes so they are kept up-to-date, which can limit
a company's liability.
Planning and Creation of Internet
Most organizations devote considerable resources into the
planning and implementation of their intranet as it is of
strategic importance to the organization's success. Some of the
planning would include area are:
1. The purpose and goals of the intranet
2. Persons or departments responsible for implementation
and management
3. Functional plans, information architecture, page layouts,
design
4. Implementation schedules and phase-out of existing
systems
5. Defining and implementing security of the intranet
6. How to ensure it is within legal boundaries and other
constraints
7. Level of interactivity desired.
8. Is the input of new data and updating of existing data to be
centrally controlled or devolved
Extranet
An extranet is a computer network that allows controlled
access from the outside, for specific business or educational
purposes. In a business-to-business context, an extranet can be
viewed as an extension of an organization's intranet that is
extended to users outside the organization, usually partners,
vendors and suppliers, in isolation from all other Internet
users. An extranet is similar to a DMZ in that it provides

19. -19-
access to needed services for channel partners, without
granting access to an organization's entire network.
In computer, a DMZ or Demilitarized Zone (sometimes
referred to as a perimeter network) is a physical or logical
subnetwork that contains and exposes an organization's
external-facing services to a larger and untrusted network,
usually the Internet.
Advantages of Extranet
1. Exchange large volumes of data using Electronic Data
Interchange (EDI)
2. Share product catalogs exclusively with trade partners
3. Collaborate with other companies on joint development
efforts
4. Jointly develop and use training programs with other
companies
5. Provide or access services provided by one company to a
group of other companies, such as an online banking
application managed by one company on behalf of
affiliated banks
Disadvantages of Extranet
1. Extranets can be expensive to implement and maintain
within an organization.
2. Security of extranets can be a concern when hosting
valuable or proprietary information.
Information Super Highway (worldwide web)
Many people use the terms Internet and World Wide Web, or
just the Web, interchangeably, but the two terms are not
synonymous. Information super highway is refers to as World
Wide Web.

20. -20-
The World Wide Web is only one of hundreds of services used
on the Internet. The Web is a global set of documents, images
and other resources, logically interrelated by hyperlinks and
referenced with Uniform Resource Identifiers (URIs). URIs
symbolically identifies services, servers, and other databases,
and the documents and resources that they can provide.
Hypertext Transfer Protocol (HTTP) is the main access
protocol of the World Wide Web. Web services also use
HTTP to allow software systems to communicate in order to
share and exchange business logic and data. World Wide Web
browser software, such as Microsoft's Internet Explorer,
Mozilla Firefox, Opera, Apple's Safari, and Google Chrome,
lets users navigate from one web page to another via
hyperlinks embedded in the documents. Tim Berners Lee first
proposed the "Worldwide Web" project now known as the
World Wide Web. Berners-Lee and his team are credited with
inventing the original HTTP along with HTML and the
associated technology for a web server and a text-based web
browser.
HTTP
HTTP functions as a request-response protocol in the client-
server computing model. A web browser, for example, may be
the client and an application running on a computer hosting a
web site may be the server. The client submits an HTTP
request message to the server. The response contains
completion status information about the request and may also
contain requested content in its message body. The term
HyperText was coined by Ted Nelson.
E-mail
Electronic mail, most commonly referred to as email is a
method of exchanging digital messages from an author to one

21. -21-
or more recipients. Modern email operates across the Internet
or other computer networks. Some early email systems
required that the author and the recipient both be online at the
same time, in common with instant messaging. Today's email
systems are based on a store-and-forward model. Email
servers accept, forward, deliver, and store messages. Neither
the users nor their computers are required to be online
simultaneously; they need connect only briefly, typically to a
mail server, for as long as it takes to send or receive messages.
Advantages and Benefits of Email for a Business
Email has revolutionized business communications.
Entrepreneurs are no longer at the mercy of the speed of the
post office and don't have to roll the dice on whether someone
is in the office to receive a phone call. Some of the advantages
of email for business are:
1. Ease of Communication: Email has reached a high level
of popularity due to the convenience of it. Messages move
quickly and lots of information can be shared in the body
of the email or through attachments.
2. Costs: Small budgets are often a reality of small business
life. Businesses can keep costs down by using low cost or
free web email services. Many documents that used to be
sent through the mail at regular postage rates can be sent
by email. These savings add up significantly over time.
Money is also saved by the speed of email.
3. Marketing: Marketing is a major business use of email. A
well-run email marketing campaign is effective,
inexpensive and builds good will with customers. Brick
and mortar businesses can easily send coupons or store
updates to drive visitors. Any business can start a regular
e-newsletter with compelling content that captures

22. -22-
customers' attention and keeps the business at the front of
their minds. All of this comes without the printing and
postage costs associated with physical newsletters and
mailings.
4. Ease of Access: Physical letters may stack up in filing
cabinets and be inaccessible when you are on the road.
Emails can be accessed through laptops and other mobile
devices regardless of whether you are at the office, on the
road, out in the field or away for the weekend. Email
allows employees and owners to efficiently manage
communications in ways that fit into their time and
scheduling.
5. Collaboration: Email can be sent to multiple people and
groups for use as a collaboration or training tool. This may
come in the form of a survey or request for feedback from
customers. It can also be used for drafting business
proposals with partners and keeping employees in the loop
on new procedures or projects. Email allows the
participants to work together at their own speed, rather
than under the pressure of a conference call or in-person
meeting. It also means that a good record of the work is
maintained for future reference.
Disadvantages of Email for Business
1. Decreased Management Levels: Employees at all levels
of the business can send emails to anyone in the business.
This ease of sending messages can result to decrease in
management level.
2. Accuracy: The ease of sending emails can decrease the
accuracy of information. As a more informal medium,
senders typically respond to messages quickly and do not
review information. Employees may also feel pressured to
respond to requests quickly without regard to accuracy.

23. -23-
3. Competition: Email can increase business competition.
Customers can forward sales quotes to competitors
soliciting lower prices. If they receive a lower price, they
may go with a competitor or come back requesting an even
lower price.
4. Professionalism: Email can lead to a lower level of
professionalism. Employees tend to use a less formal
approach to communications when using emails, which
can appear unprofessional to current and potential clients.
Creative formatting through text and color changes can
appear juvenile and inconsistent with your company
profile.
5. Information Overload: Email can easily create
information overload in recipients. The ease of copying
messages throughout the organization can overload
employees with unwanted or unnecessary information to
review. Hence decreases productivity.
6. Security: Data security can be difficult to maintain since
sensitive information can easily be sent by email. Viruses
sent through email attachments, which cause computer
system damage and data loss, can compromise computer
networks.
E-mail Terms
Here are some of the terms used within e-mail environment.
1. Address: Each site on the Internet has a unique address:
http://www.yabatech.edu.ng is the address for the Yaba
College of technology yekini@yabatech.edu.ng is an
example of an email address. Addresses have no spaces
and are usually typed in lowercase. Email addresses
always have the @ symbol.
2. Attachment: When composing an email message, files
can be attached and sent to other recipients. For example,

24. -24-
files that may be attached to an email message may
include: a résumé (word processing file), a photograph of
your family (graphic file) or a game (executable file).
3. BCC (Blind Carbon Copy). It is a secretive method for
sending messages. A person can send a message to one
individual and blind carbon someone else. The recipient of
the message does not know another person was also sent
the same message.
4. CC: This acronym stands for Carbon Copy. You can send
a copy or copies of your message to other recipients.
5. Flame: To flame a person on the Internet is to engage in
rude or offensive verbal attacks, whether it be through
sending an email message, or posting a message on a
bulletin board, newsgroup, or listserv.
6. Netiquette: The term netiquette is created from the two
words Internet and Etiquette. Netiquette refers to the
unwritten rules of proper online behavior.
7. Shouting: When composing a message it is important not
to type in all caps. TYPING IN ALL CAPS IS KNOWN
AS SHOUTING. According to the rules of Netiquette,
shouting is considered to be very rude online behavior.
8. Smilies: Smilies, sometimes referred to as emoticons, have
been adopted by many Internet users as a way to convey
emotion when communicating online. Here some
examples of smiles:
:-) Smiling, happy
:-( Frowning, sad
:-| Straight face
:-/ Don‘t quite know what to say
;-) Wink and a smile
:‘-( Crying
:-@ Screaming
:-o Oh no!

25. -25-
:-D Big Smile/Laughing
9. Spam UCE (Unsolicited Commercial Email) or UJE
(Unsolicited junk email): The term spam is a noun, piece
of junk email, or a verb, to spam, or send junk email
messages. Spamming is in gross violation with the rules of
Netiquette.
10. Email blacklist: It is common for an ISP to a use a
blacklist to determine which emails should be blocked (see
―email blocking‖). Blacklists contain lists of domains or IP
addresses of known and suspected spammers.
Unfortunately, these blacklists also contain many
legitimate email service providers. Just a few spam
complaints can land an email service provider or IP
address on a blacklist despite the fact that the ratio of
complaints to volume of email sent is extremely low.
11. Email blocking: Email blocking typically refers to
blocking by ISPs or corporate servers. Email blocking
occurs when the receiving email server (e.g. Yahoo!, AOL,
Hotmail etc) prevents an inbound email from reaching the
inbox of the intended recipient. Most of the time the
sender of the email receives a ―bounce‖ message notifying
the sender that their email has been blocked. ISPs actively
block email coming from suspected spammers.
12. Email filters: ―Filtering‖ is a technique used to block
email based on the content in the ―from:‖ line, ―subject:‖
line, or body copy of an email. Filtering software searches
for key words and other indicators that identify the email
as potential spam. This type of blocking occurs on a per
email basis.
13. Email whitelist: A whitelist is the opposite of a blacklist.
Instead of listing IP addresses to block, a whitelist includes
IP addresses that have been approved to deliver email

26. -26-
despite blocking measures. It is common practice for ISPs
to maintain both a blacklist and a whitelist. When email
service providers, like Constant Contact, say they are
―whitelisted‖ it means that their IP addresses are on a
specific ISP‘s whitelist and are confident that emails sent
using their service will be delivered.
Social media
Social media refers to interaction among people in which they
create, share, and/or exchange information and ideas in virtual
communities and networks. Social media depend on mobile
and web-based technologies to create highly interactive
platforms through which individuals and communities share,
co-create, discuss, and modify user-generated content. They
introduce substantial and pervasive changes to communication
between organizations, communities, and individuals.
Examples of social media network are: Facebook, Twitter,
LinkedIn, Pinterest, Tumblr, Instagram, VK, Flickr, MySpace,
Tagged Ask.fm, etc.
Relevance of Social Media to Business Organization
Social Media Has Forever Changed the Way We Work
According to Morgan, social media has enabled several new
things, among them are:
1. Collective Intelligence: Organizations have the ability to
leverage the experience and wisdom of an entire workforce
to solve a problem or identify an opportunity instead of
just relying on a specific team.
2. Serendipity: Being able to come across a person or piece
of information that can be used to improve a situation is a
valuable thing. Organizations who deploy collaborative
solutions greatly improve the chances of this happening.

27. -27-
Employees have the ability to discover information which
they can contribute to in a positive way.
3. Easy to find people and information: Email and static
intranets are the default forms of communication and
collaboration within many organizations. This leads to
around 25-30 percent of an employees work week spent in
front of email and a large amount of duplicated content.
Enterprise collaboration platforms have enabled a much
more effective way to find people and information.
4. Anyone can be a leader and employees have a voice:
When most employees think of a leader at their company
they typically think of an executive. Social media has
changed what it means to be a leader. Employees now
have a voice where they can share their ideas for anyone
within the company to see and read. These employees have
the ability to become leaders in their own right on any
topic that they care about.
5. Transparency and flatness: There is greater insight for
employees to understand not just what is happening in
their organization but how their individual contributions
are impacting something greater. Managers and executives
are now able to interact and engage with anyone at any
level and vice versa. Entry level employees can
communicate and share information directly with top-level
executives and executives have the opportunity to discover
and recognize employees and their ideas in a public way.
1.3 Exercise
1. Describe briefly the term "online communication
2. Explain briefly the two major types online
communication and site 2 examples in each
3. What is online communication tool? Hence identify any
5 online communication tools you know

28. -28-
4. Explain briefly the term Internet and describe 4 major
benefits of internet to business organization
5. Discuss any 5 disadvantages of Internet for Business
6. Compare Intranet and Extranet
7. Explain briefly any 5 benefit of Intranet to business
organization
8. Highlights various things to cater for when planning for
creation and design of internet for business organization
9. What is DMZ? Hence discuss the relationship between
extranet and DMZ.
10. Identify 5 advantages each of internet and extranet to
business organization
11. Discuss any 5 advantages and Benefits of Email to a
business organization
12. Explain briefly any 5 dis-advantages of e-mail to a
business organization
13. What is the implication of typing in all caps the content
of an e-mail to the receiver of such mail
14. Define smiles and gives the smiley for the following
a. Happy
b. Crying
c. Straight face
d. Frowning
e. Big smile/Laughing
15. Explain the following briefly as related to e-mail
a. E-mail filters
b. E-mail whitelist
c. Flame
d. Spam
e. E-mail blocking
f. Netiquette
g. Shouting

29. -29-
16. Define social media. Hence discuss 5 relevance of social
media to business organization

30. -30-
Chapter Two
Spreadsheet Packages
2.1 Description of Spreadsheet
he way different people perceive spreadsheet vary it
may depend on the usage, profession etc. some of the
way in which we can view spreadsheet is discussed
below:
1. In Accounting: In the realm of accounting jargon a
"spread sheet" or spreadsheet was and is a large sheet of
paper with columns and rows that lays everything out
about transactions for a business person to examine. It
spreads or shows all of the costs, income, taxes, etc. on a
single sheet of paper for a manager to look at when
making a decision. An electronic spreadsheet organizes
information into software defined columns and rows. The
data can then be "added up" by a formula to give a total or
sum. The spreadsheet program summarizes information
from many paper sources in one place and presents the
information in a format to help a decision maker see the
financial "big picture" for the company.
2. Spreadsheet As Modeling Tool: A spreadsheet is a
software package used for modeling multivariate data
for the purposes of planning, policy formulation,
monitoring operations, control of operations, forecasting,
sensitivity analysis and decision making. Spreadsheet can
be used to build a model of real life situations where data
T

31. -31-
can be arranged in rows and columns. The spreadsheet
users determine which data or information should be
presented in it, how it should be presented and how the
data should be manipulated by the spreadsheet program.
3. Spreadsheet as Data Processing Tool: A spreadsheet
allows you to define a problem logically in terms of text,
data and formulae while the computer bears the brunt of
complicated or tedious calculations. It can be used
wherever the problem can be set out in logical stages.
Thus, a spreadsheet is a data processing tool that uses the
traditional method of generating database from a collection
of data spread on pieces of paper and generating graphical
(pictorial) representation of the data from the database.
4. As General Purpose Package: Since spreadsheets can be
used to build a wide variety of models. Spreadsheet
packages are‘ general purpose‘ software packages, as
distinct from software packages which are designed for
specific applications such as ledger package. The common
denominators of all the areas of application of spreadsheet
are: Numerical data, Repetitive and time-consuming
calculations and a logical processing structure.
2.2 Types of Spreadsheet Package
There are many spreadsheet packages available but the most
common among them are described below:
1. Microsoft Excel: Excel from Microsoft has set the
standard for all other spreadsheet packages. Excel was the
first to divide spreadsheets into workbooks. In 1984, Excel
was written for the Apple Macintosh computer. It was one
of the first spreadsheets to use a graphical interface. In
1987, when Windows was first released, Excel was the
first application designed to run on the new operating

32. -32-
system. By late in the 1980s, other companies had released
their own versions of spreadsheet programs, many of them
attempting to emulate Excel in appearance and
functionality.
2. Lotus: The Lotus Development Corporation was founded
by Mitchell Kapor, a friend of the developers of VisiCalc.
1-2-3 was originally written by Jonathan Sachs, who had
written two spreadsheet programs previously while
working at Concentric Data Systems, Inc. It was cleanly
programmed and relatively bug-free, as well as speed
gained from being written completely in x86 assembly
language (this remained the case for all versions until 3.0
when Lotus switched to C and wrote directly to video
memory rather than use the slow DOS and/or BIOS text
output functions. Lotus 1-2-3 Release 9.8 became
available and is now known as Lotus SmartSuite. This
version has a new tool using speech-enabled SmartMaster
templates, which allow users to perform common tasks
using speech. The @Functions have been improved to be
more compatible with Microsoft Excel, and users can skip
typing formulas, since this new version recognizes terms
such as "total" and "average" along with dozens of other
terms to return a result.
3. GS-Calc: This spreadsheet package is not as powerful as
some of the others but does contain some interesting
features. GS-Calc is downloadable to most portable
devices and contains more than 2 million rows and over
2,000 columns. The program contains around 300 built-in
formulas. This package features password protection and
encryption and in the read-only mode formulas can be
hidden. Text created in dBase III and IV and Excel '02
files can be imported. GS-Calc features an amazing 20,000
undo and redo levels.

33. -33-
4. Bye Design Ltd: A Microsoft partner, Bye Design Ltd.,
developed a freeware spreadsheet program primarily for
personal data assistants which can also be used on desktop
computing devices. This spreadsheet package supports
hundreds of spreadsheet functions including file editing,
formatting, macro creation and form tools including check
boxes, drop-down lists and combo boxes. Spreadsheets
created using Excel 95/97 and Pocket Excel files can
easily be imported into this program.
5. VisiCalc: VisiCalc was the first spreadsheet computer
program, originally released for the Apple II. It is often
considered the application that turned the microcomputer
from a hobby for computer enthusiasts into a serious
business tool.
6. Supercalc: Supercalc was a spreadsheet application
published by Sorcim in 1980, and originally bundled
(along with WordStar) as part of the CP/M software
package included with the Osborne 1 portable computer.
An improvement over VisiCalc, SuperCalc was notable for
being one of the first spreadsheet programs capable of
iteratively solving circular references (cells that depend on
each other's results). It would be over 10 years after the
introduction of SuperCalc before this feature was
implemented in Microsoft Excel, although in Lotus 1-2-3,
manual programming of iterative logic could also be used
to solve this issue.
7. Multiplan: Multiplan was an early spreadsheet program
developed by Microsoft. Known initially by the code name
"EP" (for "Electronic Paper"), it was introduced in 1982 as
a competitor for VisiCalc. Multiplan was released first for
computers running CP/M; it was developed using a
Microsoft proprietary p-code C compiler as part of a
portability strategy that facilitated ports to systems such as

34. -34-
MS-DOS, Xenix, Commodore 64, Texas Instruments TI-
99/4A, Radio Shack TRS-80 Model II, TRS-80 Model 100
(on ROM), Apple II, and Burroughs B-20 series.
8. VP Planners: An early Lotus-compatible relational
spreadsheet from Paperback Software. In 1991, it was
taken off the market due to a settlement of Lotus' copyright
lawsuit. VP-Planner is an integrated spreadsheet and
database program that performs many of the same tasks as
the Lotus 1-2-3 program.
9. Quattro Pro: Quattro Pro is a spreadsheet program
developed by Borland and now sold by Corel, most often
as part of Corel's WordPerfect Office suite. Historically,
Quattro Pro used keyboard commands close to Lotus 1-2-
3. It is commonly said to have been the first program to
use tabbed sheets. Quattro Pro had a comparative
advantage, in regards to maximum row and column limits,
(allowing a maximum worksheet size of one million rows
by 18,276 columns). This avoided the 65,536 row by 256
column spreadsheet limitations inherent to Microsoft
Excel, (prior to Excel 2007). Even with the maximum row
advantage, Quattro Pro has been a distant second to Excel,
in regards to the number of sales.
10. WingZ: Wingz was a spreadsheet program sold by
Informix in the late 1980s and early 1990s. Originally
developed for the Macintosh, it was later distributed on
Microsoft Windows, OS/2, NextStep and several other
commercial flavors of Unix.
2.3 Application of Spreadsheet Packages in Business
Organization
The uses of spreadsheets are only limited by imagination, and
by the number of ‗rows and columns‘ in the spreadsheet.

35. -35-
Some of the common areas of applications of spreadsheet
packages are:
1. Balance sheets.
2. Cash flow analysis and forecasting.
3. General ledger.
4. Inventory records.
5. Job cost estimates.
6. Market share analysis and planning.
7. Profit projections.
8. Profit statements.
9. Project budgeting and control.
10. Sales projection and records.
11. Tax estimation.
12. Payroll
2.4 Features of Spreadsheet Packages
Spreadsheets are versatile tools, and different spreadsheets
will offer different facilities; but some of the more basic which
should feature in all spreadsheet programs are:
1. Print command: this allow the users to printing the
contents of the spreadsheet in total or in part, with or
without the spreadsheet row and column labels
2. Cell editing facility: this allows the users to modify the
contents of the spreadsheet. This is particularly useful for
‗what if?‘ calculations.
3. Sort command: which allows for the sorting in ascending
order or descending order of the character strings or
numeric data values
4. Copy commands: this allows for the copying of a formula
already recorded in a spreadsheet to any other cell of the
spreadsheet.

36. -36-
5. Format command: this controls the way in which
headings and data are shown. For example, by altering
column widths, ‗justifying‘ text and numbers, changing the
number of decimal places display and so on, one can
format a selected range of cells or the whole spreadsheet
6. Graphics facility: Many spreadsheets offer graphics
facility, so that data can be displayed as charts.
7. Commands in a menu: Many spreadsheet facilities are
provided as commands in a menu. Some procedures
require a number of commands to be executed. For
example in printing one may then see a menu which asks
you to specify for example, what range of the spreadsheet
one wishes to print?, What print ‗option one wishes to use.
8. Macro facility: Many spreadsheets provide a macro
facility which allows the user to automate a sequence of
commands, executing them with the depression of two
keys.
2.5 Guideline for Selection of Spreadsheet Packages
In volume 1 of this book, I discussed the guideline for
selection of software packages, the guidelines for choosing the
spreadsheet package to buy is similar to that of any software
packages, but in addition, some points worth thinking about
which are specific to spreadsheets. These are discussed below:
1. Spreadsheet capacity: Check the spreadsheet capacity
(size) and speed. For very high spreadsheet packages, the
package may need 10MB RAM or higher
2. Programming features: Check the programming features
in the package. Spreadsheet models should have an easily
used ‗macro feature‘ for pre-programming standard
spreadsheet operations

37. -37-
3. Computation functions (Mathematical, logical statistical
and financial): Check the mathematical, logical statistical
and financial computation functions in the package. A
package must have some of these features but what it has
may not be in combinations that suit the user‘s needs best.
Check what add-ons, if any, will be available if required,
to enhance the basic spreadsheet package.
4. Level of Integration: Check the level of integration the
spreadsheet package has with the other software such as
simple combines a spreadsheet module with a database
module and a word processing module.
5. Ease of learning/availability of training: Ease of use and
introductory documentation for the inexperienced user.
6. Editing features in the package: Assess the editing
features in the packages. Good packages will minimize
manipulation and re-typing work for editing the
spreadsheet
7. Security feature: Make sure that the package has a
security feature that protects data in certain sections of the
spreadsheet from unauthorized access or from alteration by
‗what if?‘
8. Merging features: If the data user intends to develop
spreadsheet models which will be merged during
processing, for example, consolidation of two or more sets
of divisional account, select a package that offers good
merging features for the user
2.6 Spreadsheet Function
Function is a commonly used formula built into Excel. Some
are general, like the functions to add or average a range of
numbers. Some have specialized uses, like those designed for
engineering, statistics, or financial work. Some of the most
commonly used functions in Microsoft Excel are:

38. -38-
i.Average: averages a group of numbers
ii. Count: counts the number of cells that contain values
iii. Maximum: finds the largest value in a set of values
iv. Minimum: finds the smallest value in a set of values
v. Sum: adds a group of numbers and displays the total
Spreadsheet Function Components
Each function has its own syntax, or rules of wording, that
specifies how it must be written. Functions have three parts:
1. The equal sign identifier (=): this is a symbol that
identifies the formula as a function.
2. A keyword: this is a function name, such as SUM or
AVERAGE.
3. Arguments: this is data the function must use. It‘s often a
reference to a cell or a range of cells but may be a number,
date, or other data. A function's arguments are enclosed in
parentheses.
Copying Functions
If different parts of a spreadsheet require the same function,
you only need to write the function once and then copy and
paste it. Suppose cell D2 has the function =SUM(A2..C2).
You can copy this formula and paste it into cell D3. In that
cell, the formula automatically changes to =SUM(A3..C3). In
fact, you could paste that formula from cell D3 to any
destination cell - even cell D500! In each case, the formula
would change to add the numbers in columns A, B, and C of
that same row. This occurs because the cell references in the
function are relative to its location. When the formula is
copied, the references are automatically adjusted to use cell
addresses that are specific to the new location of the formula.

39. -39-
Insert Function Dialog Box
The Insert Function dialog box help excel users to find and
enter arguments.
i. Click the Insert Function button on the formula bar.
ii. The Insert Function dialog box opens.
iii. In the Search for a function box, type a description of what
you want to do.
2.6 Worksheets
When we use a spreadsheet program, our data goes into a
special kind of document called a worksheet, a grid made of
vertical columns and horizontal rows. Columns are labeled
with letters, and rows are labeled with numbers. Each column
and row meets to make a box called a cell. Each cell in the
grid is identified by a unique name its cell address. The
address is made simply by taking the letter of the column and
the number of the row that meet to make the cell. For example,
column C and row 3 create the cell address C3.
2.7 Data in Spreadsheet
Basic data one can enter into a spreadsheet (worksheet) are,
graph/chart, Values, Label, Dates and times & Formulas.
1. Chart: With a spreadsheet program, you can create charts,
which are also called graphs. Charts show data in ways that
are visually more interesting than tables. Simply select the
cells that have data you want to graph. Then choose the
command for creating a chart. Next, you select a type of
chart. Once you have chosen the type of chart to create,
dialog boxes help you through the rest of the process. After

40. -40-
you have made a chart, you can copy it and paste it into
another document.
2. Values: A value is a number, such as a whole number, a
fraction, or a decimal. Values are formatted to align to the
right in a cell. If a value is too large for the width of the
cell, you may see a set of symbols such as ###### or
*******. You can change the column width so that the full
number shows. Click the right edge of the column heading
and drag it to the right.
3. Labels: A label is text or a combination of numbers and
text. Labels are typically used for headings or explanations.
By default, labels are aligned to the left in a cell. Labels
that are too wide will overlap into the next cell to the
right—if that cell is empty. If that cell already has text, the
long text in the first cell will appear cut off. Again, you can
widen the column to show the entire label.
4. Dates and Times: Data typed as dates or times are
displayed in the format you choose. For example,
November 1, 2005, can be typed as 11/01/05 or 01-Nov-05.
Times can simply be typed as the hour and minute—07:45
or 12:52, for instance.
5. Formulas: A formula is a mathematical expression used to
link and perform calculations on numbers in worksheet
cells. To write a formula, click the cell where you want the
result of the formula to appear, and type the formula in the
formula bar. You need to begin the formula with an equal
sign to signify that you are typing a formula. When you are
done writing the formula, press Enter. That completes the
formula and places the result in the selected cell. Simple
Formulas: Simple formulas use single basic arithmetic
operations of addition (+), subtraction (–), multiplication
(*), and division (/), exponentiation (^). Complex
Formulas: complex formulas can include many numbers,

41. -41-
such as =1+2+3+4+5. They can also include more than one
mathematical operation, eg. =2*4(8-9)/6
Ranking Operation in formula
Operations are rank in the formula; here is how operations are
ranked in excel spreadsheet formula.
1. Operations within parentheses are the most important.
2. Exponentiation comes next
3. Followed by multiplication or division
4. Then addition or subtraction
Use the sentence, ―Please Exclude My Dear Abiodun Salewa‖
to remember the order. The first letter of each word (P-E-M-
D-A-S) matches the first letter of each operation in the right
order.
Order of Evaluation
Suppose you want to write an Excel formula to average the
numbers 29, 34, and 27. The formula =(29+34+27)/3 is
correct. The parentheses tell the program to add the three
numbers first. The sum, 90, is then divided by 3 to find the
average, which is 30. The formula =29+34+27/3 is not correct.
In this case, the program would first divide 27 by 3 because
division is the more important operation. It would then add the
result, 9, to 29 and 34 for an answer of 72. Some formulas
have more than one operation with the same importance, such
as addition and subtraction. In this case, those operations are
done in the order in which they appear from left to right.
Using References, Not Values
The formulas discussed so far have used values. But formulas
can also use cell references, or cell addresses. For example,

42. -42-
suppose you wanted to multiply cell A1, with a value of 5, and
cell B2, with a value of 3. Instead of =5*3, you can write
=A1*B2.
Why References Are Better
In general, it is better to use cell references for the two reasons
listed below.
1. Avoiding Errors: You might accidentally type the wrong
value and not realize it, as the formula does not always
show in the cell. If you insert a cell reference, however, the
formula will always use the correct value.
2. Reflecting Changes: A value in a formula never changes.
The formula =5*3 will always produce 15. But what if the
value in cell A1 changes? The formula =5*3 will no longer
correctly multiply A1 and B2. If you use a cell reference,
the formula uses whatever value the cell has. If the cell
value changes, so will the result calculated by the formula.
By using cell references, you make sure that your
worksheet remains up-to-date even if data changes.
2.8 Exercise
1. Describe the term spreadsheet as an accountant
2. Why is spreadsheet refers to as Modeling Tool
3. Identify common denominators of all the areas of
application of spreadsheet
4. Highlights any 5 types of spreadsheet packages
5. Identify any 5 areas of application of spreadsheet
packages to business organization
6. Discuss any 5 features of spreadsheet
7. Explain briefly any 5 guideline for Selection of
Spreadsheet Packages for a business organization
8. Compare spreadsheet function and Formula

43. -43-
9. Describe 3 major components spreadsheet function
10. What is the major important of function dialog box to a
spreadsheet user? Hence highlights the procedure to insert
Function dialog box
11. Explain briefly any 5 types of data we can put into
spreadsheet
12. If you enter data into spreadsheet and you see this symbol
###### or *******. What does this mean, and how can it
be remove
13. Describe how operations are rank in spreadsheet formula
14. Why is it advisable to use cell reference compare to cell
values when writing formula in spreadsheet

44. -44-
Chapter Three
Presentation Packages
3.1 Description of Presentation Packages
resentation program (also called a presentation graphics
program) is a computer software package used to display
information, normally in the form of a slide show. It
typically includes three major functions:
a. An editor that allows text to be inserted and formatted
b. A method for inserting and manipulating graphic images
c. A slide-show system to display the content.
Presentation programs enable the speaker with an easier access
to his ideas and the participants with visual information which
complements the talk. There are many different types of
presentations including professional (work-related), education,
entertainment, and for general communication.
Presentation programs can either supplement or replace the
use of older visual aid technology, such as: Pamphlets,
handouts, chalkboards, flip charts, posters, slides and overhead
transparencies. Text, graphics, movies, and other objects are
positioned on individual pages or "slides" or "foils". The
"slide" analogy is a reference to the slide projector, a device
that has become somewhat obsolete due to the use of
presentation software.
p

45. -45-
Slides can be printed, or (more usually) displayed on-screen
and navigated through at the command of the presenter.
Transitions between slides can be animated in a variety of
ways, as can the emergence of elements on a slide itself.
Typically a presentation has many constraints and the most
important being the limited time to present consistent
information.
1. Microsoft PowerPoint
2. Corel Presentation
3. Google Docs (web-based)
4. CustomShow
5. Harvard Graphics (obsolete)
6. Hewlett Packard Bruno (software)
7. IBM Lotus Freelance Graphics (obsolete)
8. Kingsoft Presentation
9. LibreOffice Impress (open source)
10. OpenOffice.org Impress (open source)
11. SlideRocket
12. Prezi
13. SlideDog
14. Apple Keynote
3.2 Microsoft PowerPoint
Microsoft PowerPoint is a presentation program by Microsoft.
It is part of the Microsoft Office suite, and runs on Microsoft
Windows and Apple's Mac OS X operating system.
PowerPoint is used by business people, educators, students,
and trainers. From Microsoft Office 2003 to 2008 for Mac,
Microsoft revised the branding to emphasize PowerPoint's
place within the office suite, calling it Microsoft Office
PowerPoint instead of just Microsoft PowerPoint. The current
versions are Microsoft PowerPoint 2010 for Windows and

46. -46-
Microsoft Office PowerPoint 2008 for Mac. The diagram
below illustrates a presentation using PowerPoint
.
Presentation Using MS PowerPoint
3.3 History of Microsoft PowerPoint
The original version of this program was created by Dennis
Austin and Thomas Rudkin of Forethought, Inc. originally
designed for the Macintosh computer, the initial release was
called "Presenter".
In 1987, it was renamed to "PowerPoint" due to problems with
trademarks, the idea for the name coming from Robert
Gaskins. In August of the same year, Forethought was bought
by Microsoft and became Microsoft's Graphics Business Unit,
which continued to further develop the software.

47. -47-
PowerPoint changed significantly with PowerPoint 97. Prior to
PowerPoint 97, presentations were linear, always proceeding
from one slide to the next. PowerPoint 97 incorporated the
Visual Basic for Applications (VBA) language, underlying all
macro generation in Office 97, which allowed users to invoke
pre-defined transitions and effects in a non-linear movie-like
style without having to learn programming (or even having to
be aware of the existence of VBA).
PowerPoint 2000 (and the rest of the Office 2000 suite)
introduced a clipboard that could hold multiple objects at
once. Another noticeable change was that the Office Assistant,
whose frequent unsolicited appearances in PowerPoint 97 (as
an animated paperclip) had annoyed many users, was changed
to be less intrusive.
3.4 PowerPoint Viewer
The Microsoft Office PowerPoint Viewer is a program used to
run presentations on computers that do not have Microsoft
PowerPoint installed.
3.5 Slide Design in PowerPoint
PowerPoint has many features and options; it's easy for users
who are new to PowerPoint to spend more time choosing slide
designs and effects (animation, sound, transition) than
developing a clear message. This section explains how to
make a great-looking presentation quickly.
Add Slides
When PowerPoint opens, there's only one slide in the show.
It's up to you to add the rest. Add them as you go or several at
a time, as you prefer. In PowerPoint 2010 you insert new
slides from the Slides section on the Home tab. Six slides are
the magic number for short presentations, and here's why: you

48. -48-
want to stay on time, deliver a clear message, and keep other
students and teachers interested. Limiting a show to six slides
(plus a title slide) helps you to focus your message.
Choosing Layout for Slide Contents
As you insert slides, think about how you want to arrange
information on the slides. PowerPoint slides include one or
more placeholders for titles, text such as lists or regular
paragraphs, and other content such as pictures or charts.
PowerPoint displays slide layouts to choose from each time
you add a slide. A slide layout uses a specific combination of
placeholders to arrange your information on the slide. For
example, if you know you'll have text on the slide and you
also want a picture or graphic of some kind, choose a layout
that has both text and content placeholders. Make your best
guess about a slide's layout as you go; you can apply a
different one later, though this can sometimes mean that you
need to adjust the content. In PowerPoint 2010 choose Layout
from the Slides section on the Home tab.
Add Text
A text placeholder can contain a paragraph or a list (with
numbers or bullets). If you type more text than fits in the
placeholder, PowerPoint uses AutoFit to reduce the size of the
text, so it all fits. You can turn this behavior off, if you prefer.
As you add text to your slides, remember following facts:
1. Include only the high points. Put additional details on the
notes pages.
2. Don't overload a slide or your audience with too much
text.
3. Say it with a picture, if you can.

49. -49-
Add Graphics to Slide
A picture paints a thousand words. Graphical elements, such
as pictures, charts, tables, and video clips, can quickly
communicate an idea to your audience. You can discuss the
important details of the graphic, instead of making your
audience read about it. For example, instead of describing the
emergency exits in your school, include a map that shows a
route. Or use a pie chart with labels to illustrate the results of a
local election. PowerPoint has tools to help you draw
diagrams, create charts and graphs, and draw shapes.
Any graphics you include should: relate to the topic illustrate a
point be large enough to see clearly Before you add graphics
or an image to your document, be sure that it makes sense in
the context you're using it in, and that you're not including it
just because it looks good. Use graphics to illustrate your
points, clarify your text, or explain numbers and results.
Applying Design Template
When you've put the text in your slide show, lift the
presentation out of its black-and-white doldrums by applying a
design template. A template provides color, style, and
decorative accents. The design template determines the look
and colors of the slides, including the slide background, bullet
and font styles, font color and size, placeholder position, and
varied design accents.
We can also apply a template at any stage of creating the
show. If you decide later that you would rather use a different
design template, you can apply another one. Use the Slide
Design task pane to preview and apply a template.

50. -50-
Save Your Work
There you have it. You now know the basic steps for creating
a PowerPoint presentation. One last detail after you have
created a presentation, don't forget to save it.
3.6 Preparing To Make Presentation
Presenter will be more relaxed and confident during your
presentation if you spend time reviewing your notes for each
slide and practicing your delivery. As you get ready for your
presentation, don't forget the following:
i. Review notes for each slide: When you create a
presentation, you can use the notes pane on each slide to
include the details that you want to present to your
audience. As you prepare for your presentation, and while
you are presenting, you can refer to the notes page to
remind you of the important points you want to cover. You
can print out pages that show the slide and your notes.
Refer to these notes while you practice your presentation.
ii. Practice navigating: Practice navigating through your
slide show. Remember that you might have to move
backward in your presentation if someone asks a question
about an earlier slide, or you accidentally skip a slide. You
can use the mouse and the onscreen arrows to advance and
backtrack through the slide show or navigate by using the
up and down arrows on the keyboard. Pick the navigation
method that works best for you and stick with it
throughout the entire presentation.
iii. Rehearse your delivery: Rehearse your presentation
enough times to feel comfortable with the material. It's
important to practice giving your presentation from start to
finish, out loud. If possible, find someone to sit through
your presentation and give you feedback. If you can't find

51. -51-
a practice audience, try giving your presentation in front of
the mirror. You can also record your presentation to hear
what you sound like.
iv. Time your presentation: Time your presentation as you
rehearse it, and adjust the running time if necessary.
PowerPoint can help you by tracking the time while you
rehearse. To record the time, click Rehearse Timings on
the Slide Show menu. The time for each slide is recorded
and you'll see the final running time when you reach the
end of the slide show. To record the time in PowerPoint
2010, click Rehearse Timings on the Slide Show tab.
v. Make handouts for your audience: If you want to
provide copies of your presentation to your audience, you
can give them handouts: printed versions of your slides,
which can include your notes. It's a good idea to print a
handout with notes for you, even if you don't need them
for your audience. You can refer to it while you give your
presentation.
3.7 Delivering Presentation with Style
If you've researched your subject, know your material, and are
prepared to speak, you can relax because you have nothing to
worry about. To give a presentation like a professional,
remember the following:
1. Introduce yourself and your subject: Before you begin,
take a deep breath and then smile. Start by introducing
yourself and explaining the subject of your presentation.
You want your audience to be interested so it's OK to
show a little enthusiasm about your subject.
2. Speak clearly: If your audience can't understand you or
hear you, they won't be able to enjoy your presentation. As
you speak, be sure to:

52. -52-
a. Speak clearly and enunciate your words
b. Speak loudly enough that the back of the room can hear
you
c. Speak at a normal pace not too fast and not too slow
d. Use a conversational style to deliver your presentation
3. Connect With Your Audience: During your presentation,
the stage is yours. Make eye contact with different people
in the audience. Don't just talk to your audience or look
down at your notes. It's appropriate to show some
excitement and enthusiasm for the subject of your
presentation. Your enthusiasm will rub off on the
audience. It's also okay to talk with your hands and be a
somewhat animated.
4. Answer questions: Questions are a good indication that
people are interested and paying attention. Early questions
are often answered by upcoming slides and commentary.
Consider asking your audience to hold questions until the
end. When you do take questions, repeat each question so
that everyone in the audience can hear it clearly. That
gives the questioner a chance to clarify if you
misunderstood the question.
5. Watch your time: Stay on time! If your allotted time is 60
minutes, don't go over that limit. If there's no time limit,
use less time rather than more to ensure that people stay
interested.
3.8 Exercise
1. What is Presentation program?
2. Explain briefly 3 major functional components of
presentation program
3. Discuss the relevant of Presentation programs to the
speakers (presenters) and participant (audience)

53. -53-
4. Identify any 5 older visual aid technology that
presentation program has come to complement or
replace
5. Identify any 5 examples of presentation programs
6. Who created the original version of Microsoft
PowerPoint?
7. What was the original name of Microsoft PowerPoint?
Why was it renamed to power and in what year?
8. You have a copy of presentation prepared with
Microsoft PowerPoint stored in a flash drive. But your
computer does not have Microsoft PowerPoint installed.
Describe 2 means of viewing the contents of the flash
drive.
9. Describe any 5 things that needs to done in order to
make a good presentation during preparation for
presentation with PowerPoint.
10. Explain briefly the major consideration in order to make
a presentation like professional during presentation with
Microsoft PowerPoint.

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Chapter Four
Business Organization as a System
4.1 Description of a System
usiness is a complex structure with interrelated
components, processes and behavioral patterns. The
way in which a business organizes these elements to
allocate responsibility is called a business organizational
system. Throughout most of modern business history, two
organizational models centralized by Function and
Decentralized by Product, Customer or Geographical Region
has dominated the business environment. A system is a whole
made up of parts. Each part can affect the way other parts
work, the way all parts work together will determine how well
the system. This is a fundamental challenge to traditional
management thinking.
Traditionally we have learned to manage an organization by
managing its separate pieces (sales, marketing, production,
logistics, service, etc.). Managing in this way always causes
sub-optimization; parts achieve their goals at the expense of
the whole. The systems perspective emphasizes that
everything is connected to everything else and that it's often
worthwhile to model businesses and processes in terms of
flows and feedback loops.
A Primer," author Donnella H. Meadows defined a system as
"an interconnected set of an element that is coherently
B

55. -55-
organized in a way that achieves something." An
organizational system consists of
1. Elements
2. Interconnections
3. Function or purpose
Elements: Every organizational system has elements, or
different parts that work together. The elements of a tree, for
example its roots, bark, branches and leaves--all work together
in an organizational pattern that gather the water, nutrients and
carbon dioxide needed to keep the tree alive and thriving.
Similarly, members of a family can work together to create
unity among each other or, at many times, disharmony if they
fall into a pattern of fighting all the time. Each element plays a
significant role that affects the system, for better or worse.
Interconnections: All the elements of a system are
interconnected. That means they all work together and depend
on one another to make the system work right. An employee,
for example, needs an effective leader to help him understand
the vision, mission and goals of the company. Without an
effective leader offering guidance, an employee feels lost in
the organizational system of his workplace.
Function or Purpose: All organizational systems serve a
purpose. As a unit, a finance department can do stellar work,
but the work it produces would be quite pointless if it is not
fed to other divisions of a company, like accounting and
marketing, or the company's top executives, which all rely on
the knowledge the finance department produces to make
decisions.

56. -56-
4.2 Types of Organizational Systems
There are four main types of organizational systems. Deciding
which one works best for a particular company or enterprise
requires answering a number of questions, including about
operations, growth potential and accountability.
Entrepreneurial: The entrepreneurial structure involves a
strong, centralized leadership and works well for smaller
companies. In classic management theory, this type of
organization was referred to as having a line structure. There
was a definite and linear chain of command and responsibility.
The owner, president or chief executive officer makes the
major decisions and is usually easily accessible to all workers.
He wields total authority and shoulders total accountability.
However, the leader may eventually be hampered by an
inability to know all things about the business. As a company
expands, the entrepreneurial leader may find the company has
outstripped his expertise and time.
Functional: A functional structure is organized around similar
operations or tasks that need to be completed. Only slightly
less centralized than the entrepreneurial form, a functional
organizational system works best for smaller companies with a
few satellite operations, usually all located on the same
continent or in the same country. A functional organizational
structure might not work as well as a company expands. If the
leader dies or decides to retire, finding a good successor
becomes problematic. Longtime employees may have become
good specialists but lack the ability to stand back and see the
larger organization.
Divisional: A divisional structure is one step further from the
total centralized control exercised under the entrepreneurial

57. -57-
system. This organizational structure groups operations
according to similar products or geographical proximity.
Rather than reporting to one single corporate head, each
location is led by a general manager or similar company
officer who in turn reports to the chief executive or president.
This structure offers more flexibility. On the other hand,
competition among divisions for scarce resources, the
duplication of effort and confusion over responsibilities
regarding financial performance may increase as the
individual divisions grow larger.
Matrix: The matrix organizational structure is difficult to plan
and implement. It is used most successfully by organizations
that need highly independent and creative thinking in a chaotic
environment. A matrix is decentralized in its decision-making,
making it good for multinational corporations with diverse
operations on different continents. A matrix works best when
creativity is more important than cost control and quick
decision-making.
4.3 Exercise
1. Describe business organization as a system
2. Name and explain the entities that make up of organization
system
3. Explain four main types of organizational systems

58. -58-
Chapter Five
System Development Life Cycle
5.1 Description of System Development Life Cycle
ystem development life cycle can be described based on
the following:
1. Growth of Organization: The growth of organizations
often necessitates the development of new systems. These
systems are often required either as solution to some
problems or in preparation for new opportunities and
challenges. The decision to change the information system
of an organization may have derived from one or several
causes, such as inaccurate information, the need to have a
more integrated system combining the information
requirements of all management, or the need for a quicker
or more complete information etc. The term system
development life cycle in this case describes the activities
that go into producing an information systems solution to
organizational problems or opportunities. It is the creation
of new or amended information system, which should
satisfy the terms of reference of the project.
2. Software Developer/Software engineer: The systems
development life cycle (SDLC), to a software developer p
and software engineering, is a process of creating or
altering information systems, and the models and
methodologies that people use to develop these systems. In
S

59. -59-
software engineering, the SDLC concept underpins many
kinds of software development methodologies. These
methodologies form the framework for planning and
controlling the creation of an information system.
3. System Analysts: The system analyst perceive the
Systems development life cycle (SDLC) as a process used
by a systems analyst to develop an information system,
training, and user (stakeholder) ownership. The SDLC
aims to produce a high quality system that meets or
exceeds customer expectations, reaches completion within
time and cost estimates, works effectively and efficiently
in the current and planned Information Technology
infrastructure, and is inexpensive to maintain and cost-
effective to enhance.
4. Business Information System Experts: Information
systems activities revolved around heavy data processing
and number crunching routines". The systems life cycle
(SLC) is a methodology used to describe the process for
building information systems, intended to develop
information systems in a very deliberate, structured and
methodical way, reiterating each stage of the life cycle.
The systems development life cycle, is used to develop
large scale functional business systems in an age of large
scale business conglomerates.
5.2 Phases Of System Development Life Cycle
A Systems Development Life Cycle (SDLC) adheres to
important phases that are essential for developers. These
phases are:
i. Initial Idea
ii. Feasibility Study
iii. Requirement analysis
iv. System analysis

60. -60-
v. Specification
vi. System Design
vii. System Development
viii. Testing
ix. Implementation
x. Maintenance
xi. Review
5.3 The phases mentioned can be model as in the figure
below:
1. Initial Ideas: Initial ideas are simple ideas that you
thought of at the start of the project. Most of the time

61. -61-
people want to keep these ideas. Each business project is
developed around an idea that emerges once a business
opportunity has been detected. The idea of how to set the
business up will vary depending of the circumstances of
the person/people involved. There are many factors that
lead a person to lean towards a certain type of business or
project. Generally speaking, the factors that determine the
choice are:
a. Repeating other people's experiences: this is an
automatic reflex of new businesses that frequently
occurs during times of economic growth.
b. New business opportunities in undersupplied or
newly-created markets or those showing a high rate
of growth.
c. Technical knowledge on specific markets, sectors or
businesses.
d. The experience of the future entrepreneur, who was
first a worker or a manager in another company and
who know wants to go out on his/her own.
e. In the case of an innovative product that is expected
to create demand.
f. In the case of a relatively easy business or activity
that will allow anyone to set themselves up.
2. Requirements analysis: Requirements analysis in systems
engineering and software engineering, encompasses those
tasks that go into determining the needs or conditions to
meet for a new or altered product, taking account of the
possibly conflicting requirements of the various
stakeholders, analyzing, documenting, validating and
managing software or system requirements. Requirements
analysis is critical to the success of a systems or software
project. The requirements should be documented,
actionable, measurable, testable, traceable, related to

62. -62-
identified business needs or opportunities, and defined to a
level of detail sufficient for system design.
3. Specification: (often abbreviated as spec) may refer to an
explicit set of requirements to be satisfied by a material,
design, product, or service. Should a material, product, or
service fail to meet one or more of the applicable
specifications, it may be referred to as being out of
specification; the abbreviation OOS may also be used. In
casual usage, underspec or overspec are used when
something is worse or better than specified. A
specification is a type of technical standard. A technical
specification may be developed by any of various kinds of
organizations, both public and private.
4. Feasibility Study: The objective of phase 1 is to conduct a
preliminary analysis, propose alternative solutions,
describe costs and benefits and submit a preliminary plan
with recommendations. Conduct the preliminary analysis:
in this step, you need to find out the organization's
objectives and the nature and scope of the problem under
study. Even if a problem refers only to a small segment of
the organization itself then you need to find out what the
objectives of the organization itself are. Then you need to
see how the problem being studied fits in with them.
5. System Analysis: Defines project goals into defined
functions and operation of the intended application.
Analyzes end-user information needs.
6. System Design: Describes desired features and operations
in detail, including screen layouts, business rules, process
diagrams, Pseudocode and other documentation.
7. System Implementation: The real code is written here
and brings all the pieces together into a special testing
environment, then checks for errors, bugs and

63. -63-
interoperability., the system then put into production and
runs actual business.
8. System Maintenance/Review: This describes what
happens during the rest of the software's life: changes,
correction, additions, moves to a different computing
platform and more. This is often the longest of the stages.
5.3. Exercise
1. Explain briefly SDLC based on the following
a. Growth of organization
b. Software developer
c. Software analysts
d. Business information system expert
2. Identify phases of SDLC. Hence draw the diagram to model
the phases mentioned
3. Describe the SDLC phase
a. Initial ideas
b. Feasibly study
c. System analysis
d. System deployment
e. System design
f. Maintenance
g. specification

64. -64-
Chapter Six
Microsoft Excel Basic
6.1 Introduction to Excel 2010
xcel is a spreadsheet program that allows you to store,
organize, and analyze information. The Excel 2010
interface is very similar to Excel 2007. There have
been some changes that we will review later in this chapter,
but if you are new to Excel, first take some time to learn how
to navigate an Excel workbook. The excel 2010 user interface
is as shown below. Some of its components are described as
follows.
Excel Users Interface
E

65. -65-
The Ribbon
The Ribbon contains multiple tabs, each with several groups
of commands. You can add your own tabs that contain your
favorite commands. Certain programs, such as Adobe
Acrobat Reader, may install additional tabs to the ribbon.
These tabs are called Add-ins.
Customize Ribbon
You can customize the ribbon by creating your own tabs that
house your desired commands. Commands are always housed
within a group, and you can create as many groups as you
need to keep your tabs organized. In addition, you can even
add commands to any of the default tabs, as long as you create
a custom group within the tab.
1. Right-click the Ribbon and select customize the Ribbon.
A dialog box will appear.
2. Click New Tab. A new tab will be created with a new
group inside it.
3. Make sure the new group is selected.

66. -66-
4. Select a command from the list on the left, then click
Add. You can also drag commands directly into a group.
5. When you are done adding commands, click OK.
Note: If you do not see the command you want, click on the
Choose commands drop-down box and select All
Commands.
To Minimize and Maximize the Ribbon:
The Ribbon is designed to be responsive to your current task
and easy to use, but if you find it is taking up too much of your
screen space, you can minimize it.
1. Click the arrow in the upper-right corner of the Ribbon to
minimize it.
Minimizing the Ribbon
2. To maximize the Ribbon, click the arrow again.

67. -67-
Note: When the Ribbon is minimized, you can make it
reappear by clicking on a tab. However, the Ribbon will
disappear again when you are not using it.
Quick Access Toolbar
The Quick Access Toolbar is located above the Ribbon, and it
lets user access common commands no matter which tab you
are on. By default, it shows the Save, Undo, and Repeat
commands. You can add other commands to make it more
convenient for you.
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.
Adding command to the QAT

68. -68-
6.2 Backstage View
Backstage view gives you various options for saving, opening
a file, printing, or sharing your document. It is similar to the
Office Button menu from Excel 2007 or the File menu from
earlier versions of Excel. However, instead of just a menu, it is
a full-page view, which makes it easier to work with.
To Get to Backstage View
1. On the Ribbon, click the File tab.
Backstage view
2. Choose your desired option, or return to your workbook
by clicking on any tab on the Ribbon.
6.3 Creating and Opening Workbooks
Excel files are called workbooks. Each workbook holds one
or more worksheets (also known as "spreadsheets").
To Create a New, Blank Workbook:

69. -69-
1. Click the File tab. This takes you to backstage view.
2. Select New.
3. Select Blank workbook under Available Templates. It will
be highlighted by default.
4. Click Create. A new, blank workbook appears in the Excel
window.
Creating a new workbook
Note: To save time, you can create your document from a
template, which you can select under Available Templates.
We will talk more about this in a later lesson.
To Open an Existing Workbook
1. Click the File tab. This takes you to backstage view.
2. Select Open. The Open dialog box appears.
3. Select your desired workbook and then click Open.
Note: If you have opened the existing workbook recently, it
may be easier to choose Recent from the File tab instead of
Open to search for your workbook.

70. -70-
6.3 Compatibility Mode
Sometimes, you may need to work with workbooks that were
created in earlier versions of Microsoft Excel, such as Excel
2003 or Excel 2000. When you open these kinds of
workbooks, they will appear in
Compatibility mode
Compatibility mode disables certain features, so you'll only be
able to access commands found in the program used to create
the workbook. For example, if you open a workbook created
in Excel 2003, you can only use tabs and commands found in
Excel 2003.
In order to exit Compatibility mode, you'll need to convert the
workbook to the current version type. However, if you're
collaborating with others who only have access to an earlier
version of Excel, it's best to leave the workbook in
Compatibility mode so that the format will not change.
To Convert a Workbook
If you want access to all of the Excel 2010 features, you can
convert the workbook to the 2010 file format. Note that
converting a file may cause some changes to the original
layout of the workbook.
1. Click the File tab to access backstage view.
2. Locate and select Convert command.
3. The Save As dialog box will appear.
4. Select the location where you wish to save the workbook,
enter a file name for the presentation, and click Save.
5. The workbook will be converted to the newest file type.

71. -71-
Practice
1. Open Excel 2010 on your computer. A new blank
workbook will appear on the screen.
2. Try minimizing and maximizing the Ribbon.
3. Click through all of the tabs and notice how the Ribbon
options change.
4. Try switching page views.
5. Add any commands you wish to the Quick Access Toolbar.
6. Close Excel without saving the workbook.
6.4 Cell Basics
Each rectangle in a worksheet is called a cell. A cell is the
intersection of a row and a column. See figure below.
Cells are the basic building blocks of a worksheet. Cells can
contain a variety of content such as text, formatting attributes,
formulas, and functions. To work with cells, you'll need to
know how to select them; insert content; and delete cells and
cell content.
Figure shown a Cell

72. -72-
To Select a Cell
Click on a cell to select it. When a cell is selected, you will
notice that the borders of the cell appear bold Cursor and the
column heading and row heading of the cell are highlighted.
Release your mouse. The cell will stay selected until you click
on another cell in the worksheet.
To Select Multiple Cells:
1. Click and drag mouse until all of the adjoining cells you
want are highlighted.
2. Release your mouse. The cells will stay selected until you
click on another cell in the worksheet.
Cell Content
Each cell can contain its own text, formatting, comments,
formulas, and functions.
a. Text: cells can contain letters, numbers, and dates.
b. Formatting attributes: cells can contain formatting attributes
that change the way letters, numbers, and dates are
displayed. For example, dates can be formatted as
MM/DD/YYYY or Month/D/YYYY.
c. Comments: cells can contain comments from multiple
reviewers.

73. -73-
d. Formulas and Functions: cells can contain formulas and
functions that calculate cell values. For example, SUM(cell
1, cell 2...) is a formula that can add the values in multiple
cells.
To Insert Content
1. Click on a cell to select it.
2. Enter content into the selected cell using your keyboard.
The content appears in the cell and in the formula bar. You
also can enter or edit cell content from the formula bar.
To Delete Content Within Cells
1. Select the cells that contain content you want to delete.
2. Click the Clear command on the Ribbon. A dialog box will
appear.
3. Select Clear Contents.
To Delete Cells
1. Select the cells that you want to delete.

74. -74-
2. Choose the Delete command from the Ribbon.
To Copy and Paste Cell Content
1. Select the cells you wish to copy.
2. Click the Copy command. The border of the selected cells
will change appearance.
3. Select the cell or cells where you want to paste the content.
4. Click the Paste command. The copied content will be
entered into the highlighted cells.
To Cut and Paste Cell Content
1. Select the cells you wish to cut.
2. Click the Cut command. The border of the selected cells
will change appearance.
3. Select the cells where you want to paste the content.
4. Click the Paste command. The cut content will be
removed from the original cells and entered into the
highlighted cells.

75. -75-
To Access More Paste Options
There are more Paste options that you can access from the
drop-down menu on the Paste command. These options
may be convenient to advanced users who are working with
cells that contain formulas or formatting.
To Access Formatting Commands by Right-Clicking
1. Select the cells you want to format.
2. Right-click on the selected cells. A dialog box will appear
where you can easily access many commands that are on
the ribbon.

76. -76-
Drag and Drop Cells
1. Select the cells that you wish to move.
2. Position your mouse on one of the outside edges of the
selected cells. The mouse changes from a white cross to a
black cross with 4 arrows.
3. Click and drag the cells to the new location.
4. Release your mouse, and the cells will be dropped there.
To Use the Fill Handle to Fill Cells
1. Select the cell or cells containing the content you want to
use. You can fill cell content either vertically or
horizontally.
2. Position your mouse over the fill handle so that the white
cross becomes a black cross.
3. Click and drag the fill handle until all the cells you want to
fill are highlighted.
4. Release the mouse, and your cells will be filled.

77. -77-
Practice 2
1. Open an existing Excel 2010 workbook.
2. Select D3 and notice how its cell addresses appears in the
Name box and its content appears in the Formula bar.
3. Try inserting text and numbers.
4. Use the Fill handle to fill in data to adjoining cells both
vertically and horizontally.
5. Cut cells and paste them into a different location.
6. Delete a cell and note how the content underneath it shifts
up to fill in its place.
7. Try dragging and dropping some cells to other parts of the
worksheet.
6.4 To Modify Column Width
1. Position your mouse over the column line in the column
heading so that the white cross becomes a double arrow.
2. Click and drag the column to the right to increase the
column width or to the left to decrease the column width.
3. Release the mouse. The column width will be changed in
your spreadsheet.
To Set Column Width with a Specific Measurement
1. Select the columns you want to modify.
2. Click the Format command on the Home tab. The format
drop-down menu appears.
3. Select Column Width.

78. -78-
4. The Column Width dialog box appears. Enter a specific
measurement.
5. Click OK. The width of each selected column will be
changed in your worksheet.
To Modify the Row Height
1. Position the cursor over the row line so that the white
cross becomes a double arrow.
2. Click and drag the row downward to increase the row
height or upward decrease the row height.

79. -79-
3. Release the mouse. The height of each selected row will be
changed in your worksheet.
To Set Row Height with a Specific Measurement
1. Select the rows you want to modify.
2. Click the Format command on the Home tab. The format
drop-down menu appears.
3. Select Row Height.
4. The Row Height dialog box appears. Enter a specific
measurement.
5. Click OK. The selected rows heights will be changed in
your spreadsheet.
To Delete Rows
1. Select the rows you want to delete.
2. Click the Delete command on the Home tab.
3. The rows are deleted from your worksheet.
To Delete Columns
1. Select the columns you want to delete.

80. -80-
2. Click the Delete command on the Home tab.
3. The columns are deleted from your worksheet.
6.5 Wrapping Text and Merging Cells
If a cell contains more text than can be displayed, you can
choose to wrap the text within the cell or merge the cell with
empty, adjoining cells. Wrap text to make it display on
multiple lines of the cell. Merge cells to combine adjoining
cells into one larger cell.
To Wrap Text
1. Select the cells with text you want to wrap.
2. Select the Wrap Text command on the Home tab.
3. The text in the selected cells will be wrapped in your
worksheet.
If you change your mind, re-click the Wrap Text command to
unwrap the text.
To Merge Cells Using the Merge & Center Command
1. Select the cells you want to merge together.
2. Select the Merge & Center command on the Home tab.
3. The selected cells will be merged, and the text will be
centered.
To Access More Merge Options
Click the drop-down arrow next to the Merge & Center
command on the Home tab. The merge drop-down menu
appears.
1. Merge & Center: Merges selected cells into one cell and
centers the text.
2. Merge Across: Merges each row of selected cells into
larger cells. This command is useful if you are merging

81. -81-
content across multiple rows of cells and do not want to
create one large cell.
3. Merge Cells: Merges selected cells into one cell.
4. Unmerge Cells: Unmerges the selected cells.
Practice
1. Open an existing Excel 2010 workbook.
2. Modify the size of a column. Modify the size of a row to
be 46 pixels.
3. Insert a column between column A and column B.
4. Insert a row between row 3 and row 4.
5. Delete a column or a row.
6. Try merging some cells together.
7. Try using the Text Wrap command on some cells.
6.6 Formatting Cells
In Excel, there are many tools you can use to format text and
cells. In this lesson, you will learn how to change the color
and style of text and cells, align text, and apply special
formatting to numbers and dates.
Formatting Text
Many of the commands you will use to format text can be
found in the Font, Alignment, and Number groups on the
Ribbon. Font commands let you change the style, size, and
color of text. You can also use them to add borders and fill
colors to cells. Alignment commands let you format how text
is displayed across cells both horizontally and vertically.
Number commands let you change how selected cells display
numbers and dates.
To Change the Font
1. Select the cells you want to modify.

82. -82-
2. Click the drop-down arrow next to the font command on
the Home tab. The font drop-down menu appears.
3. Move your mouse over the various fonts. A live preview
of the font will appear in the worksheet.
Changing the font
4. Select the font you want to use.
To Change the Font Size
1. Select the cells you want to modify.
2. Click the drop-down arrow next to the font size
command on the Home tab. The font size drop-down menu
appears.
3. Move your mouse over the various font sizes. A live
preview of the font size will appear in the worksheet.
4. Select the font size you want to use.

83. -83-
Note: You can also use the Grow Font and Shrink Font
commands to change the size.
Grow Font and Shrink Font commands
To Use the Bold, Italic, and Underline Commands
1. Select the cells you want to modify.
2. Click the Bold (B), Italic (I), or Underline (U) command
on the Home tab.
Bold, Italic, and Underline commands
To Add a Border
1. Select the cells you want to modify.

84. -84-
2. Click the drop-down arrow next to the Borders
command on the Home tab. The border drop-down menu
appears.
3. Select the border style you want to use.
Note: Excel user can draw borders and change the line style
and color of borders with the Draw Borders tools at the
bottom of the Borders drop-down menu.
To Change the Font Color
1. Select the cells you want to modify.
2. Click the drop-down arrow next to the font color
command on the Home tab. The color menu appears.
3. Move your mouse over the various font colors. A live
preview of the color will appear in the worksheet.
Adding a font color
4. Select the font color you want to use.

85. -85-
Note: Your color choices are not limited to the drop-down
menu that appears. Select More Colors at the bottom of the
menu to access additional color options.
To Add a Fill Color
1. Select the cells you want to modify.
2. Click the drop-down arrow next to the fill color command
on the Home tab. The color menu appears.
3. Move your cursor over the various fill colors. A live
preview of the color will appear in the worksheet.
4. Select the fill color you want to use.
To Change Horizontal Text Alignment
1. Select the cells you want to modify.
2. Select one of the three horizontal Alignment commands
on the Home tab.
a. Align Text Left: Aligns text to the left of the cell.
b. Center: Aligns text to the center of the cell.
c. Align Text Right: Aligns text to the right of the cell.
To Change Vertical Text Alignment
1. Select the cells you want to modify.
2. Select one of the three vertical Alignment commands on
the Home tab.
a. Top Align: Aligns text to the top of the cell.
b. Middle Align: Aligns text to the middle of the cell.
c. Bottom Align: Aligns text to the bottom of the cell.
Note: By default, numbers align to the bottom-right of cells,
and words or letters align to the bottom-left of cells.

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Formatting Numbers and Dates
One of the most useful features of Excel is its ability to format
numbers and dates in a variety of ways. For example, you
might need to format numbers with decimal places, currency
symbols ($), percent symbols (%), etc.
To Format Numbers and Dates
1. Select the cells you want to modify.
2. Click the drop-down arrow next to the Number Format
command on the Home tab.
Accessing Number Format commands
3. Select the number format you want. For some number formats,
you can then use the Increase Decimal and Decrease
Decimal commands (below the Number Format command) to
change the number of decimal places that are displayed.

87. -87-
Practice
1. Open an existing Excel 2010 document.
2. Select a cell and change the font, size, or color of the text.
3. Select a portion of the content in one cell and make only
that portion bold. For example, if the words "Weight
(pounds)" are in a cell, make only the word "Weight" bold.
4. Add a border to a group of cells.
5. Change the fill color of a group of cells.
6. Try changing the vertical and horizontal text alignment for
some cells.
7. Try changing the formatting of a number.
6.7 Saving
Are you saving a workbook for the first time? Saving it as
another name? Sharing it with someone who does not have
Excel 2010? There are many ways you share and receive
workbooks, which will affect how you need to save the file.

88. -88-
Saving Workbooks
Whenever you create a new workbook in Excel, you'll need to
know how to save it in order to access and edit it later. Excel
allows you to save your documents in a number of ways.
To Use the Save As Command:
Save As allows you to choose a name and location for your
workbook. Use it if you are saving a workbook for the first
time or if you want to save a different version of a workbook
while keeping the original.
1. Click the File tab.
2. Select Save As.
Save As
3. The Save As dialog box will appear. Select the location
where you wish to save the workbook.
4. Enter a name for the workbook and click Save.
Note: If you are using Windows 7, you will most likely want to
save files to your Documents library. For other versions of

89. -89-
Windows, you will most likely want to save files to the My
Documents folder.
To Use the Save Command
1. Click the Save command on the Quick Access Toolbar.
Saving a workbook
2. The workbook will be saved in its current location with the
same file name.
Note: If you are saving for the first time and select Save, the
Save As dialog box will appear.
To Use AutoRecover
Excel automatically saves your workbooks to a temporary
folder while you are working on them. If you forget to save
your changes, or if Excel crashes, you can recover the
autosaved file.

90. -90-
1. Open a workbook that was previously closed without
saving.
2. In Backstage view, click Info.
3. If there are autosaved versions of your workbook, they will
appear under Versions. Click on the file to open it.
4. A yellow caution note will appear on the Ribbon of the
workbook. To restore this version of the workbook, click
Restore and then click OK.
Restoring a file
By default, Excel autosaves every 10 minutes. If you are
editing a workbook for less than 10 minutes, Excel may not
create an autosaved version.
Note: If you do not see the file you are looking for, or if you
are looking for an autosaved version of a file that has no
previously saved versions, you can browse all autosaved files
by clicking on the Manage Versions button and selecting
Recover Unsaved Workbooks from the drop-down menu.

91. -91-
Accessing all autosaved files
To Save As an Excel 97-2003 Workbook
You can share your workbooks with anyone using Excel 2010
or 2007, since they use the same file format. However, earlier
versions of Excel use a different file format, so if you want to
share your workbook with someone using an earlier version of
Excel, you will need to save it as an Excel 97-2003
Workbook.
1. Click the File tab.
2. Select Save As.
3. In the Save as type drop-down menu, select Excel 97-
2003
To Save as a PDF
Saving your workbook as an Adobe Acrobat Document,
which is called a PDF file, can be especially useful when your
recipients do not have Excel. A PDF file will make it possible

92. -92-
for recipients to view the content from your workbook, but
they will not be able to edit anything.
1. Click the File tab.
2. Select Save As.
3. In the Save as type drop-down menu, select PDF.
4. Select the location you wish to save the file.
5. Enter a name for the file and click Save.
Note: Excel defaults to saving the active worksheet only. If
you have multiple worksheets and want to save all of them in
the same PDF file, click on Options. The Options dialog box
will appear. Select Entire workbook from the Options dialog
box and click OK.
Practice
1. Open an existing Excel workbook.
2. Using the Save As command, save the workbook with the
file name Trial.
3. Save the workbook as a PDF file.
4. Close the workbook.
5. Open another existing Excel 2010 workbook.
6. Save the workbook so that it is compatible with Excel
2003.
7. Close the workbook.
6.8 Creating Formulas
Excel can be used to calculate numerical information. In this
lesson you will learn how to create simple formulas in Excel
to add, subtract, multiply, and divide values in a workbook.
Also, you will learn the various ways you can use cell
references to make working with formulas easier and more
efficient.

93. -93-
Simple Formulas
A formula is an equation that performs a calculation. Like a
calculator, Excel can execute formulas that add, subtract,
multiply, and divide.
One of the most useful features of Excel is its ability to
calculate using a cell address to represent the value in a cell.
This is called using a cell reference.
In order to maximize the capabilities of Excel, it is important
to understand how to create formulas and use cell references.
Creating Simple Formulas
Excel uses standard operators for equations, such as a plus
sign for addition (+), a minus sign for subtraction (-), an
asterisk for multiplication (*), a forward slash for division (/),
and a caret (^) for exponents. The key thing to remember
when writing formulas for Excel is that all formulas must
begin with an equal sign (=). This is because the cell contains,
or is equal to, the formula and its value.
To Create a Simple Formula in Excel:
1. Select the cell where the answer will appear (B4, for
example).
2. Type the equal sign (=).
3. Type in the formula you want Excel to calculate.
4. Press Enter. The formula will be calculated, and the value
will be displayed in the cell.
Formulas with Cell References
When a formula contains a cell address, it is called a cell
reference. Creating a formula with cell references is useful
because you can update data in your worksheet without having
to rewrite the values in the formula.

94. -94-
To Create a Formula Using Cell References
1. Select the cell where the answer will appear (B3, for
example).
2. Type the equal sign (=).
3. Type the cell address that contains the first number in the
equation
4. Type the operator you need for your formula. For example,
type the addition sign (+).
5. Type the cell address that contains the second number in
the equation.
6. Press Enter. The formula will be calculated, and the value
will be displayed in the cell.
Note: If you change a value in either the cell the total will
automatically recalculate.
To Create a Formula using the Point and Click Method
1. Select the cell where the answer will appear (B4, for
example).
2. Type the equal sign (=).
3. Click on the first cell to be included in the formula
4. Type the operator you need for your formula. For example,
type the multiplication sign (*).
5. Click on the next cell in the formula.
6. Press Enter. The formula will be calculated, and the value
will be displayed in the cell.
To Edit a Formula
1. Click on the cell you want to edit.
2. Insert the cursor in the formula bar and edit the formula
as desired. You can also double-click the cell to view and
edit the formula directly from the cell.
3. When finished, press Enter or select the Enter command.

95. -95-
4. The new value will be displayed in the cell.
Practice
1. Open an existing Excel workbook.
2. Write a simple division formula.
3. Write a simple addition formula using cell references.
4. Write a simple subtraction formula using the point and
click method.
5. Edit a formula using the formula bar.
6.9 Worksheet Basics
Every Excel workbook contains at least one or more
worksheets. If you are working with a large amount of related
data, you can use worksheets to help organize your data and
make it easier to work with. When you open an Excel
workbook, there are three worksheets by default. The default
names on the worksheet tabs are Sheet1, Sheet2, and Sheet3.
To organize your workbook and make it easier to navigate,
you can rename and even color code the worksheet tabs.
Additionally, you can insert, delete, move, and copy
worksheets.
To Rename Worksheets
1. Right-click the worksheet tab you want to rename. The
worksheet menu appears.
2. Select Rename.
3. The text is now highlighted by a black box. Type the name
of your worksheet.
4. Click anywhere outside of the tab. The worksheet is
renamed.

96. -96-
To Insert New Worksheets
Click on the Insert Worksheet icon. A new worksheet will
appear.
Inserting a new worksheet
Note: You can change the setting for the default number of
worksheets that appear in Excel workbooks. To access this
setting, go into Backstage view and click on Options.
To Delete Worksheets
Worksheets can be deleted from a workbook, including those
that contain data.
1. Select the worksheets you want to delete.

97. -97-
2. Right-click one of the selected worksheets. The worksheet
menu appears.
3. Select Delete. The selected worksheets will be deleted
from your workbook.
To Copy a Worksheet
1. Right-click the worksheet you want to copy. The
worksheet menu appears.
2. Select Move or Copy.
3. The Move or Copy dialog box appears. Check the Create
a copy box.
4. Click OK. Your worksheet is copied.
Move a Worksheet
1. Click on the worksheet you want to move. The mouse will
change to show a small worksheet icon.
2. Drag the worksheet icon until a small black arrow appears
where you want the worksheet to be moved.
3. Release your mouse, and the worksheet will be moved.
To Color Code Worksheet Tabs
You can color worksheet tabs to help organize your
worksheets and make your workbook easier to navigate.
1. Right-click the worksheet tab you want to color. The
worksheet menu appears.
2. Select Tab Color. The color menu appears.
3. Select the color you want to change your tab.
4. The tab color will change in the workbook. If your tab still
appears white, that is because the worksheet is still
selected. Select any other worksheet tab to see the color
change.

98. -98-
Grouping and Ungrouping Worksheets
We work with each worksheet in a workbook individually, or
work with multiple worksheets at the same time. Worksheets
can be combined together into a group. Any changes made to
one worksheet in a group will be made to every worksheet in
the group. While worksheets are grouped, you can navigate to
any worksheet in the group and make changes that will appear
on every worksheet in the group. If you click on a worksheet
tab that is not in the group, however, all of your worksheets
will become ungrouped. You will have to regroup them.
To Group Worksheets
1. Select the first worksheet you want in the group.
2. Press and hold the Ctrl key on your keyboard.
3. Select the next worksheet you want in the group. Continue
to select worksheets until all of the worksheets you want to
group are selected.
4. Release the Ctrl key. The worksheets are now grouped.
The worksheet tabs appear white for the grouped
worksheets.
To Ungroup All Worksheets
1. Right-click one of the worksheets. The worksheet menu
appears.
2. Select Ungroup. The worksheets will be ungrouped.
Freezing Worksheet Panes
The ability to freeze specific rows or columns in your
worksheet can be a very useful feature in Excel. It is called
freezing panes. When you freeze panes, you select rows or
columns that will remain visible all the time, even as you are
scrolling. This is particularly helpful when working with large
spreadsheets.

99. -99-
To Freeze Rows
1. Select the row below the rows that you want frozen. For
example, if you want rows 1 & 2 to always appear at the
top of the worksheet
2. Click the View tab.
3. Click the Freeze Panes command. A drop-down menu
appears.
4. Select Freeze Panes.
Freeze Panes command from the View tab
5. A black line appears below the rows that are frozen in
place. Scroll down in the worksheet to see the rows below
the frozen rows.
To Freeze Columns
1. Select the column to the right of the columns you want
frozen. For example, if you want columns A & B to always
appear to the left of the worksheet even as you scroll, then
select column C.

100. -100-
2. Click the View tab.
3. Click the Freeze Panes command. A drop-down menu
appears.
4. Select Freeze Panes.
5. A black line appears to the right of the frozen area. Scroll
across the worksheet to see the columns to the right of the
frozen columns.
To Unfreeze Panes
1. Click the View tab.
2. Click the Freeze Panes command. A drop-down menu
appears.
3. Select Unfreeze Panes. The panes will be unfrozen, and
the black line will disappear.
Practice 7
1. Open an existing Excel 2010 workbook.
2. Insert a new worksheet.
3. Change the name of a worksheet.
4. Delete a worksheet.
5. Move a worksheet.
6. Copy a worksheet.
7. Try grouping and ungrouping worksheets.
8. Try freezing and unfreezing columns and rows.
6.10 Printing
There are many choices we can make when printing an Excel
workbook. You can choose what parts of a workbook to print
and how the data fits on the page. In previous versions of
Excel, there was a Print Preview option that allowed you to
preview and modify the workbook before printing. You may
have noticed that this feature seems to be gone in Excel 2010.
It actually has not disappeared; it has just been combined with

101. -101-
the Print window to create the Print pane, which is located in
Backstage view.
To View the Print Pane
1. Click the File tab. This takes you to Backstage view.
2. Select Print. The Print pane appears, with the print
settings on the left and the Print Preview on the right.
To Print Active Sheets
If you have multiple worksheets in your workbook, you will
need to decide if you want to print the whole workbook or
specific worksheets. Excel gives you the option to Print
Active Sheets. A worksheet is considered active if it is
selected.
1. Select the worksheets you want to print. To print multiple
worksheets, click on the first worksheet, hold down the
Ctrl key, then click on the other worksheets you want to
select.
2. Click the File tab.
3. Select Print to access the Print pane.
4. Select Print Active Sheets from the print range drop-
down menu.
5. Click the Print button.
To Print the Entire Workbook:
1. Click the File tab.
2. Select Print to access the Print pane.
3. Select Print Entire Workbook from the print range
drop-down menu.
4. Click the Print button.
To Print a Selection, or Set the Print Area:

102. -102-
Printing a selection (sometimes called setting the print area)
lets you choose which cells to print, as opposed to the entire
worksheet.
1. Select the cells that you want to print.
2. Click the File tab.
3. Select Print to access the Print pane.
4. Select Print Selection from the print range drop-down
menu.
5. You can see what your selection will look like on the page
in Print Preview.
6. Click the Print button.
Note: You don't have to wait until you're ready to print to set
the print area. You can also set it from the Page Layout tab in
advance. This will place a dotted line around your selection,
so you can see which cells are going to print while you work.
To do this, just select the cells you want to print, go to the
Page Layout tab, and choose Print Area.
To Change Page Orientation
Change the page orientation to Portrait to orient the page
vertically or Landscape to orient the page horizontally.
Portrait is useful for worksheets needing to fit more rows on
one page, and Landscape is useful for worksheets needing to
fit more columns on one page.
1. Click the File tab.
2. Select Print to access the Print pane.
3. Select either Portrait Orientation or Landscape
Orientation from the orientation drop-down menu.
4. Your page orientation is changed.

103. -103-
To Fit a Worksheet on One Page:
1. Click the File tab.
2. Select Print to access the Print pane.
3. Select Fit Sheet on One Page from the scaling drop-down
menu.
Fit Sheet on One Page command
4. Your worksheet is reduced in size until it fits on one page.
Remember that if it is scaled too small, it might be difficult
to read.
To Modify Margins While in Print Preview
The margins of your worksheet may need to be adjusted to
make data fit more comfortably on the printed page. You can
adjust the margins in Print Preview.
1. Click the File tab.
2. Select Print to access the Print pane.
3. Click on the Show Margins button. Your margins will
appear.

104. -104-
4. Hover your mouse over one of the margin markers until
the double arrow appears.
5. Click and drag the margin to your desired location.
6. Release the mouse. The margin is modified.
To Use Print Titles
Imagine how difficult it would be to read a worksheet if the
column and row headings only appeared on the first page. The
Print Titles command allows you to select specific rows and
columns to appear on each page.
1. Click the Page Layout tab.
2. Select the Print Titles command.
3. The Page Setup dialog box appears. Click the icon at the
end of the Rows to repeat at top field.
Clicking on icon

105. -105-
4. Your mouse becomes the small selection arrow . Click on
the rows you want to appear on each printed page. The
Rows to repeat at top dialog box will record your
selection.
5. Click the icon at the end of the Rows to repeat at top field.
6. Repeat for Columns to repeat at left, if necessary.
7. Click OK. You can go to Print Preview to see how each
page will look when printed.
To Insert a Break
1. Click the Page Layout tab.
2. Determine the placement of the break by clicking on the
row below, cell below, or column to the right of where
you want the break to appear. For example, select column
C and a break will appear after column B.
3. Select the Insert Page Break command from the Breaks
drop-down menu.
4. The break is inserted. You can go to Print Preview to
confirm it appears in the correct place on the page.
Practice
1. Open an existing Excel 2010 workbook.
2. Try printing two active worksheets.
3. Try printing only a selection of cells.
4. Change the page orientation to Landscape.
5. Try fitting a large worksheet on one page.
6. Try modifying the margins of a worksheet in Print
Preview.
7. Create a page break so that only columns A and B appear
on one page.

106. -106-
6.11 Exercise
1. Identify and give function any 5 components excel 2010
users interface.
2. Outline procedures to add commands to any of the default
tabs in Microsoft office Suite 2010
3. What is quick access toolbar (QAT)? Outline procedures to
add commands to QAT.
4. Define the following briefly
i. Cells
ii. Worksheets
iii. Workbook
5. Outline the procedures to use fill handle to generate
months of the year in ascending order along the column of
a worksheet.
6. What is freeze pane? Give advantage of freeze pane in
excel.
7. Highlight procedures to freeze a Row or Colum in excel
8. What are the page orientation available when print
worksheets? Outline the procedures to change the page
orientation before printing the worksheet.

107. -107-
Chapter Seven
Common Tasks in Excel
7.1 Complex Formulas
xcel is a spreadsheet application that can help you
calculate and analyze numerical information for
household budgets, company finances, inventory, and
more. To do this, you need to understand complex formulas.
Simple formulas have one mathematical operation, such as
5+5. Complex formulas have more than one mathematical
operation, such as 5+5-2. When there is more than one
operation in a formula, the order of operations tells us which
operation to calculate first. In order to use Excel to calculate
complex formulas, you will need to understand the order of
operations.
Order of Operations
Excel calculates formulas based on the following order of
operations:
1. Operations enclosed in parentheses
2. Exponential calculations (to the power of)
3. Multiplication and division, whichever comes first
4. Addition and subtraction, whichever comes first
A mnemonic that can help you remember the order is Please
Excuse My Dear Aunt Sally.
E

108. -108-
Example 1
The following example demonstrates how to use the order of
operations to calculate a formula:
Order of Operations example
To Create a Complex Formula Using the Order of
Operations
In this example, we will use cell references in addition to
actual values to create a complex formula that will add tax to
the nursery order.
1. Click the cell where you want the formula result to appear
(for example, F11).
2. Type the equals sign (=).

109. -109-
3. Type an open parenthesis, then click on the cell that
contains the first value you want in the formula (for
example, F4).
4. Type the first mathematical operator (for example, the
addition sign).
5. Click on the cell that contains the second value you want in
the formula (for example, F5), and then type a closed
parenthesis.
6. Type the next mathematical operator (for example, the
multiplication sign).
7. Type the next value in the formula (for example, 0.055 for
5.5% tax).
8. Click Enter to calculate your formula. The results show
that $2.12 is the tax for the nursery order.
Working with Cell References
In order to maintain accurate formulas, it is necessary to
understand how cell references respond when you copy or fill
them to new cells in the worksheet. Excel will interpret cell
references as either relative or absolute. By default, cell
references are relative references. When copied or filled, they
change based on the relative position of rows and columns. If
you copy a formula (=A1+B1) into row 2, the formula will
change to become (=A2+B2).
Absolute references, on the other hand, do not change when
they are copied or filled and are used when you want the
values to stay the same.
Relative References
Relative references can save you time when you are repeating
the same kind of calculation across multiple rows or columns.

110. -110-
In the following example, we are creating a formula with cell
references in row 4 to calculate the total cost of the electric bill
and water bill for each month (B4=B2+B3). For the upcoming
months, we want to use the same formula with relative
references (C2+C3, D2+D3, E2+E3, etc.) For convenience, we
can copy the formula in B4 into the rest of row 4, and Excel
will calculate the value of the bills for those months using
relative references.
Create and Copy a Formula with Relative References
1. Select the first cell where you want to enter the formula (for
example, B4).
2. Enter the formula to calculate the value you want (for
example, add B2+B3).
3. Press Enter. The formula will be calculated.
4. Select the cell you want to copy (for example, B4) and
click on the Select the cells where you want to paste the
formula and click on the Paste command from the Home
tab. (You may also drag the fill handle to fill cells.)
5. Your formula is copied to the selected cells as a relative
reference (C4=C2+C3, D4=D2+D3, E4=E2+E3, etc.) and
the values are calculated.
Absolute References
There may be times when you do not want a cell reference to
change when copying or filling cells. You can use an absolute
reference to keep a row and/or column constant in the
formula.
An absolute reference is designated in the formula by the
addition of a dollar sign ($). It can precede the column
reference, the row reference, or both.

111. -111-
In the below example, we want to calculate the sales tax for a
list of products with varying prices. We will use an absolute
reference for the sales tax ($B$1) because we do not want it to
change as we are copying the formula down the column of
varying prices.
Create and Copy a Formula Using an Absolute Reference
1. Select the first cell where you want to enter the formula (for
example, C4).
2. Click on the cell that contains the first value you want in
the formula (for example, B4).
3. Type the first mathematical operator (for example, the
multiplication sign).
4. Type the dollar sign ($) and enter the column letter of the
cell you are making an absolute reference to (for example,
B).
5. Type the dollar sign ($) and enter the row number of the
same cell you are making an absolute reference to (for
example, 1).
6. Press Enter to calculate the formula.
7. Select the cell you want to copy (for example, C4) and
click on the Copy command from the Home tab.
8. Select the cells where you want to paste the formula and
click on the Paste command from the Home tab. (You may
also drag the fill handle to fill cells.)

112. -112-
9. Your formula is copied to the selected cells using the
absolute reference (C5=B5*$B$1, C6=B6*$B$1, etc.) and
your values are calculated.
Practice
1. Open an existing Excel 2010 workbook.
2. Create a complex formula that uses the addition and
subtraction operations.
3. Create a complex formula that uses the multiplication and
division operations.
4. Create a formula that uses an absolute reference.
5. Create a formula that uses a relative reference.
7.2. Working with Basic Functions in Excel
Figuring out formulas for calculations you want to make in
Excel can be tedious and complicated. Fortunately, Excel has
an entire library of functions or predefined formulas that you
can take advantage of.
Basic Functions
A function is a predefined formula that performs
calculations using specific values in a particular order. One of
the key benefits of functions is that they can save you time
since you do not have to write the formula yourself. Excel has
hundreds of different functions to assist with your
calculations.
In order to use these functions correctly, you need to
understand the different parts of a function and how to create
arguments in functions to calculate values and cell references.
The Parts of a Function
The order in which you insert a function is important. Each
function has a specific order, called syntax, which must be

113. -113-
followed for the function to work correctly. The basic syntax
to create a formula with a function is to insert an equals sign
(=), a function name (SUM, for example, is the function
name for addition), and an argument. Arguments contain the
information you want the formula to calculate, such as a range
of cell references.
Syntax of a basic function
Working with Arguments
Arguments must be enclosed in parentheses. Individual
values or cell references inside the parentheses are separated
by either colons or commas.
 Colons create a reference to a range of cells. For example,
=AVERAGE(E19:E23) would calculate the average of the
cell range E19 through E23.
 Commas separate individual values, cell references, and cell
ranges in the parentheses. If there is more than one argument,
you must separate each argument by a comma. For example,
=COUNT(C6:C14,C19:C23,C28) will count all the cells in
the three arguments that are included in parentheses.

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Create a Basic Function in Excel
1. Select the cell where the answer will appear (F15, for
example).
2. Type the equals sign (=) and enter the function name
(SUM, for example).
3. Enter the cells for the argument inside the parentheses.
4. Press Enter and the result will appear.
Using AutoSum to select Common Functions:
The AutoSum command allows you to automatically return
the results for a range of cells for common functions like SUM
and AVERAGE.
1. Select the cell where the answer will appear (E24, for
example).
2. Click on the Home tab.
3. In the Editing group, click on the AutoSum drop-down
arrow and select the function you desire (Average, for
example).

115. -115-
AutoSum command
4. A formula will appear in the selected cell E24. If logically
placed, AutoSum will select your cells for you. Otherwise,
you will need to click on the cells to choose the argument
you desire.
5. Press Enter and the result will appear.
Note: The AutoSum command can also be accessed from the
Formulas tab.
Function Library
There are hundreds of functions in Excel, but only some will
be useful for the kind of data you are working with. There is
no need to learn every single function, but you may want to
explore some of the different kinds to get ideas about which
ones might be helpful to you as you create new spreadsheets.
A great place to explore functions is in the Function Library
on the Formulas tab. Here you may search and select Excel
functions based on categories such as Financial, Logical,
Text, Date & Time, and more. Click the buttons in the
interactive below to learn more.

116. -116-
To Insert a Function from the Function Library
1. Select the cell where the answer will appear (I6, for
example).
2. Click on the Formulas tab.
3. From the Function Library group, select the function
category you desire. In this example, we will choose Date
& Time.
4. Select the desired function from the Date & Time drop-
down menu. We will choose the NETWORKDAYS
function to count the days between the order date and
receive date in our worksheet.
5. The Function Arguments dialog box will appear. Insert
the cursor in the first field and then enter or select the
cell(s) you desire (G6, for example).
6. Insert the cursor in the next field and then enter or select
the cell(s) you desire (H6, for example).
7. Click OK and the result will appear.
Insert Function Command
The Insert Function command is convenient because it
allows you to search for a function by typing a description of
what you are looking for or by selecting a category to peruse.
The Insert Function command can also be used to easily enter
or select more than one argument for a function.
Using the Insert Function command:
In this example, we want to find a function that will count the
total number of supplies listed in the Office Supply Order Log.
The basic COUNT function only counts cells with numbers;
we want to count the cells in the Office Supply column, which
uses text. Therefore, we will need to find a formula that counts
cells with text.

117. -117-
1. Select the cell where the answer will appear (A27, for
example).
2. Click on the Formulas tab and select the Insert Function
command.
3. The Insert Function dialog box will appear.
4. Type a description of the function you are searching for
and click Go. For our example, we will type: Count cells
with text. (You may also search by selecting a category.)
5. Review the results to find the function you desire. We will
use COUNTA. Then click OK.
6. The Function Arguments dialog box will appear. Insert
the cursor in the first field and then enter or select the
cell(s) you desire (A6:A14, for example).
7. Insert the cursor in the next field and then enter or select
the cell(s) you desire (A19:A23, for example). (You may
continue to add additional arguments if needed.)
8. Click OK and the result will appear.
Practice
1. Open an existing Excel 2010 workbook.
2. Create a function that contains more than one argument.
3. Use AutoSum to insert a function.
4. Insert a function from the Functions Library.
5. Use the Insert Function command to search and explore
functions.
7.3. Sorting Data
With more than 17 billion cells in a single worksheet, Excel
2010 gives you the ability to work with an enormous amount
of data. Arranging your data alphabetically, from smallest to
largest or other criteria can help you find the information
you're looking for more quickly.

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Basic Sorting
Sorting is a common task that allows you to change or
customize the order of your spreadsheet data. For example,
you could organize an office birthday list by employee,
birthdate, or department, making it easier to find what you're
looking for. Custom sorting takes it a step further, giving you
the ability to sort multiple levels (such as department first,
then birthdate, to group birthdates by department), and more.
To Sort in Alphabetical Order
1. Select a cell in the column you want to sort by. In this
example, we will sort by Last Name.
2. Select the Data tab, and locate the Sort and Filter group.
3. Click the ascending command to Sort A to Z, or the
descending command to Sort Z to A.
4. The data in the spreadsheet will be organized
alphabetically.
Note: Sorting options can also be found on the Home tab,
condensed into the Sort & Filter command.
Sort in Numerical Order
1. Select a cell in the column you want to sort by.
2. From the Data tab, click the ascending command to Sort
Smallest to Largest, or the descending command to Sort
Largest to Smallest.
3. The data in the spreadsheet will be organized numerically.
Sort by Date or Time
1. Select a cell in the column you want to sort by.

119. -119-
2. From the Data tab, click the ascending command to Sort
Oldest to Newest, or the descending command to Sort
Newest to Oldest.
3. The data in the spreadsheet will be organized by date or
time.
Custom Sorting
To Sort in the Order of Your Choosing:
You can use a Custom List to identify your own sorting order,
such as days of the week, or, in this example, T-shirt sizes
from smallest to largest (Small, Medium, Large, and X-Large).
1. From the Data tab, click the Sort command to open the
Sort dialog box.
2. Identify the column you want to Sort by by clicking the
drop-down arrow in the Column field. In this example, we
will choose T-Shirt Size.
3. Make sure Values is selected in the Sort On field.
4. Click the drop-down arrow in the Order field, and choose
Custom List...
5. Select NEW LIST, and enter how you want your data
sorted in the List entries box. We will sort T-shirt sizes
from smallest to largest.
6. Click Add to save the list, then click OK.
7. Click OK to close the Sort dialog box and sort your data.
8. The spreadsheet will be sorted in order of Small, Medium,
Large, and X-Large.
To Sort by Cell Color, Font Color, or Cell Icon:
1. From the Data tab, click the Sort command to open the
Sort dialog box.

120. -120-
2. Identify the column you want to Sort by by clicking the
drop-down arrow in the Column field.
3. Choose whether you want to sort by Cell Color, Font
Color, or Cell Icon in the Sort On field. In this example,
we will sort on Font Color.
4. In the Order field, click the drop-down arrow to choose a
color, then decide whether you want it ordered On Top or
On Bottom.
5. Click OK. The data is now sorted by attribute rather than
text.
Sorting Multiple Levels
Another feature of custom sorting, sorting multiple levels
allows you to identify which columns to sort by and when,
giving you more control over the organization of your data.
For example, you could sort by more than one cell color (such
as red, then yellow, then green, to indicate different levels of
priority), or, as seen here, sort students by homeroom number,
then by last name.
To Add a Level:
1. From the Data tab, click the Sort command to open the
Sort dialog box.
2. Identify the first item you want to Sort by.
3. Click Add Level to add another item.
4. Identify the item you want to sort by next. We will sort
Last Name from A to Z.
5. Click OK.
6. The spreadsheet will be sorted so that homeroom numbers
are in order, and within each homeroom, students are listed
alphabetically by last name.

121. -121-
To Change the Sorting Priority:
1. From the Data tab, click the Sort command to open the
Custom Sort dialog box.
2. Select the level you want to re-order.
3. Use the Move Up or Move Down arrows. The higher the
level is on the list, the higher its priority.
4. Click OK.
Practice
1. Open an existing Excel workbook.
2. Sort a column in ascending or descending order.
3. Add a second level, and sort it according to cell color, font
color, or cell icon.
4. Add another level, and sort it using a Custom List.
5. Change the sorting priority.
Showing or Hiding Data
To Show or Hide a Group
1. Click the minus sign, also known as the Hide Detail
symbol, to collapse the group.
2. Click the plus sign, also known as the Show Detail symbol,
to expand the group again.
Note: You can also use the or commands on the Data tab in
the Outline group. First select a cell in the group you want to
show or hide, then click the appropriate command.
7.4 Creating Your Own Groups
The Group command allows you to group any range of cells
either columns or rows. It does not calculate a subtotal or rely
on your data being sorted. This gives you the ability to show
or hide any part of your worksheet, and display only the
information you need.

122. -122-
To Create and Control Your Own Group
In this example, we will prepare a list of T-shirt colors and
sizes that need to be distributed to each homeroom. Some of
the data in the worksheet is not relevant to the distribution of
the T-shirts; however, instead of deleting it, we will group it,
then temporarily hide it from view.
1. Select the range of cells that you want to group. In this
example, we will group the First Name, Last Name, and
Payment columns.
2. From the Data tab, click the Group command.
3. Excel will group the selected columns or rows.
4. Click the minus sign, also known as the Hide Detail
symbol, to hide the group.
5. The group will be hidden from view.
Note: Click the plus sign, also known as the Show Detail
symbol, to show the group again.
Practice
1. Open an existing Excel workbook.
2. Outline your worksheet using the Subtotal command.
3. Display the first level of groups in your outline.
4. Display the highest level to view your entire worksheet
again.
5. Create your own group of rows or columns, then hide the
group from view.
6. Ungroup any range of data.
7. Remove subtotaling from your worksheet.
7.5. Filtering Data
Filters can be used to narrow down the data in your worksheet
and hide parts of it from view. While it may sound a little like

123. -123-
grouping, filtering is different in the way that it allows you to
qualify and display only the data that interests you. For
example, you could filter a list of survey participants to view
only those who are between the ages of 25 and 40. You could
also filter an inventory of paint colors to view anything that
contains the word "blue," such as "bluebell" or "robin's egg
blue."
Filtering Data
Filters can be applied in many different ways to improve the
performance of your worksheet. You can filter text, dates, and
numbers. You can even use more than one filter to further
narrow down your results.
To Filter Data
In this example, we will filter the contents of an equipment log
at a technology company. We will display only the laptops and
projectors that are available for checkout.
1. Begin with a worksheet that identifies each column using a
header row.
2. Select the Data tab, and locate the Sort & Filter group.
3. Click the Filter command.
4. Drop-down arrows will appear in the header of each
column.
5. Click the drop-down arrow for the column you would like
to filter. In this example, we will filter the Type column to
view only certain types of equipment.
6. The Filter menu appears.
7. Uncheck the boxes next to the data you don't want to view.
(You can uncheck the box next to Select All to quickly
uncheck all.)

124. -124-
8. Check the boxes next to the data you do want to view. In
this example, we will check Laptop and Projector to view
only those types of equipment.
9. Click OK. All other data will be filtered, or temporarily
hidden. Only laptops and projectors will be visible.
To Add Another Filter
Filters are additive, meaning you can use as many as you need
to narrow down your results. In this example, we will work
with a spreadsheet that has already been filtered to display
only laptops and projectors. Now we will display only laptops
and projectors that were checked out during the month of
August.
1. Click the drop-down arrow where you would like to add a
filter. In this example, we will add a filter to the Checked
Out column to view information by date.
2. Uncheck the boxes next to the data you don't want to view.
Check the boxes next to the data you do want to view.
3. Click OK. In addition to the original filter, the new filter
will be applied. The worksheet will be narrowed down even
further.
To Clear a Filter
1. Click the drop-down arrow in the column from which you
want to clear the filter.
2. Choose Clear Filter From...
3. The filter will be cleared from the column. The data that
was previously hidden will be on display once again.
Note: To instantly clear all filters from your worksheet, click
the Filter command on the Data tab.

125. -125-
Advanced Filtering
To Filter Using Search
Searching for data is a convenient alternative to checking or
unchecking data from the list. You can search for data that
contains an exact phrase, number, or date, or a simple
fragment.
1. From the Data tab, click the Filter command.
2. Click the drop-down arrow in the column you would like
to filter. In this example, we will filter the Equipment
Detail column to view only a specific brand.
3. Enter the data you would like to view in the Search box.
4. Check the boxes next to the data you want to display.
5. Click OK. The worksheet will be filtered according to your
search term.
To Use Advanced Text Filters
Advanced text filters can be used to display more specific
information, such as cells that contain a certain number of
characters, or data that does not contain a word you specify.
1. From the Data tab, click the Filter command.
2. Click the drop-down arrow in the column of text that you
would like to filter.
3. Choose Text Filters to open the advanced filtering menu.
4. Choose a filter.
5. The Custom AutoFilter dialog box appears.
6. Enter your text to the right of your filter..
7. Click OK. The data will be filtered according to the filter
you chose and the text you specified.

126. -126-
To Use Advanced Date Filters
Advanced date filters can be used to view information from a
certain time period, such as last year, next quarter, between
two dates, and more. Excel automatically knows your current
date and time, making this tool very easy to use. In this
example, we will use advanced date filters to view only the
equipment that has been checked out this week.
1. From the Data tab, click the Filter command.
2. Click the drop-down arrow in the column of dates that
you would like to filter. In this example, we will filter the
Checked Out column to view only a certain range of dates.
3. Choose Date Filters to open the advanced filtering menu.
4. Click a filter. We will choose This Week to view
equipment that has been checked out this week.
5. The worksheet will be filtered according to the date filter
you chose.
To Use Advanced Number Filters
Advanced number filters allow you to manipulate numbered
data in many different ways. For example, in a worksheet of
exam grades, you could display the top and bottom numbers to
view the highest and lowest scores. From the Data tab, click
the Filter command.
1. Click the drop-down arrow in the column of numbers
that you would like to filter.
2. Choose Number Filters to open the advanced filtering
menu.
3. Choose a filter.
4. Enter a number to the right of each filter.
5. Click OK. The data will be filtered according to the filter
you chose and the numbers you specified.

127. -127-
Practice
1. Open an existing Excel workbook.
2. Filter a column of data.
3. Add another filter by searching for the data you want.
4. Clear both filters.
5. Use an advanced text filter to view data that does not
contain a certain word or phrase.
6. Use an advanced date filter to view data from a certain time
period.
7. Use an advanced number filter to view numbers less than a
certain amount.
7.5 Formatting Tables
Once you have entered information into a spreadsheet, you
may want to format it. Formatting your spreadsheet can not
only improve the look and feel of your spreadsheet, but it also
can make it easier to use. In a previous lesson, we discussed
many manual formatting options such as bold and italics. In
this lesson, you will learn how to format as a table to take
advantage of the tools and predefined table styles available in
Excel 2010.
Format Information as a Table
1. Select the cells you want to format as a table. In this
example, an invoice, we will format the cells that contain
the column headers and the order details.
2. Click the Format as Table command in the Styles group
on the Home tab.
3. A list of predefined table styles will appear. Click a table
style to select it.
4. A dialog box will appear, confirming the range of cells you
have selected for your table. The cells will appear selected

128. -128-
in the spreadsheet, and the range will appear in the dialog
box.
5. If necessary, change the range by selecting a new range of
cells directly on your spreadsheet.
6. If your table has headers, check the box next to My table
has headers.
7. Click OK. The data will be formatted as a table in the style
that you chose.
Modifying Tables
To Add Rows or Columns
1. Select any cell in your table. The Design tab will appear on
the Ribbon.
2. From the Design tab, click the Resize Table command.
3. Directly on your spreadsheet, select the new range of cells
that you want your table to cover. You must select your
original table cells as well.
4. Click OK. The new rows and/or columns will be added to
your table.
To Change the Table Style
1. Select any cell in your table. The Design tab will appear.
2. Locate the Table Styles group. Click the More drop-down
arrow to see all of the table styles.
3. Hover the mouse over the various styles to see a live
preview.
4. Select the desired style. The table style will appear in your
worksheet.
To Change the Table Style Options
When using an Excel table, you can turn various options on or
off to change its appearance. There are six options: Header

129. -129-
Row, Total Row, Banded Rows, First Column, Last
Column, and Banded Columns.
1. Select any cell in your table. The Design tab will appear.
2. From the Design tab, check or uncheck the desired options
in the Table Style Options group.
Table style options
Note: Depending on the Table Style you're using, certain
Table Style Options may have a different effect. You may
need to experiment to get the exact look you want.
Practice
1. Open an existing Excel workbook.
2. Format a range of cells as a table.
3. Add a row or a column.
4. Change the table style options.
5. Change the table style several times. Take note of how the
table options may appear different depending on the style
you use.

130. -130-
7.6 Exercise
1. Compare formula and Function
2. Describe order of evaluation of formula in excel
3. Compare the 2 major interpretation of Cell references in
excel
4. What is function in excel? Name and give important 3
major components of Excel Funtion

131. -131-
Chapter Eight
Advance Excel Operation
8.1 Reviewing and Sharing Workbooks
uppose someone asked you to proofread a worksheet
they put together. If you had a hard copy, you might use
a red pen to cross out cell data, mark misspellings, or
add comments in the margins. However, you could also do all
of these things in Excel using the Track Changes and
Comments features.
When you've finished reviewing the worksheet, the other
person can choose to automatically Accept all of your
changes, or decide whether to Accept or Reject each change
one by one.
8.2 Tracking Changes
When you need to collaborate on the content of a spreadsheet
or if you need someone to proofread your worksheet, Excel's
Track Changes and Comments features make it easier for
you to collaborate with others.
When you turn on the Track Changes option, every change
you make to the worksheet will be highlighted with a unique
border and indicator. Hovering your mouse over a highlighted
cell will display the details of the change. This allows the
other person to see what changes have been made before
making the changes permanent.
S

132. -132-
The color of the highlights will vary depending on who is
reviewing the document, so if there are multiple reviewers,
you'll be able to tell at a glance who made each change.
To Turn on Track Changes
1. Go to the Review tab.
2. Click Track Changes, then select Highlight Changes
from the drop-down menu.
Highlight tracked changes
3. The Highlight Changes dialog box will appear.
4. Check the box next to Track changes while editing.
5. Verify the box is checked for Highlight changes on
screen. This will highlight your changes while you work.
6. Click OK.

133. -133-
Turning Track Changes on
7. If prompted, click OK to allow Excel to save your
workbook.
8. Change tracking is now active. Any changes you make to
the worksheet will be highlighted with a unique border
and indicator.
Your workbook will be "shared" automatically when you turn
Track Changes on. Shared workbooks are designed to be
stored where other users (such as users on the same network)
can access and edit the workbook at the same time. However,
you can also track changes in a local or personal copy.
To Turn off Track Changes
1. From the Review tab, click Track Changes. Then select
Highlight Changes from the drop-down menu.
2. Uncheck the box next to Track changes while editing.

134. -134-
Turning Track Changes off
3. Click Yes to confirm that you want to turn off Track
Changes and stop sharing your workbook.
Removing the workbook from shared mode
Note: Turning off Track Changes will delete any tracking that
has taken place in your workbook. You will not be able to
view, accept, or reject changes; instead, they will all be

135. -135-
applied to your workbook automatically. Always review the
changes in your worksheet before turning Track Changes off.
8.3 Adding and Deleting Comments
Sometimes, you may want to add a comment to a worksheet,
to provide feedback for the author instead of changing the
contents. Comments are highlighted by a unique indicator and
can be read by the original author or by any other reviewers.
To Add a Comment
1. Select the cell where you want the comment to appear.
2. From the Review tab, click the New Comment command.
New Comment command
3. Type your comment.
4. The red indicator in the upper right corner shows that there
is a comment in that cell.
5. Hover your mouse over the cell to view the comment.

136. -136-
To Edit a Comment
1. Select the cell containing the comment you wish to edit.
2. From the Review tab, click the Edit Comment command
(where the New Comment command used to be).
3. Edit your comment.
To Delete a Comment:
1. Select the cell containing the comment you wish to delete.
2. From the Review tab, click the Delete command.
3. The comment will be deleted.
Accepting or Rejecting Changes
Tracked changes are really just "suggested" changes. To
become permanent, they have to be Accepted. On the other
hand, the original author may disagree with some of the
tracked changes and choose to Reject them.
To Accept or Reject Changes
1. From the Review tab, click Track Changes. Then select
Accept/Reject Changes from the drop-down menu.
Accept/Reject Changes command
2. If prompted, allow Excel to save your workbook.

137. -137-
3. Identify which changes you want to accept or reject. In this
example, we will address all the changes that we have not
yet reviewed.
4. Click OK.
5. The Accept or Reject Changes dialog box will appear.
6. Click Accept or Reject for each change in the document.
Excel will cycle through each change automatically until
you have addressed them all.
Note: To accept or reject all the changes at once, click Accept
All or Reject All in the Accept or Reject Changes dialog box.
Adjusting How Changes are Viewed
Sometimes it's hard to see exactly what has been changed in a
shared workbook. Taking in the meaning of a large amount of
feedback can also be problematic if your worksheet contains
many comments. There are a few settings you can use to
adjust the way changes and comments are viewed.
To List Changes on a Separate Worksheet
An alternative to viewing them as highlights on your
worksheet, you can view changes on a new worksheet of their
own, sometimes called the change history. The change
history lists everything in your worksheet that has been
changed, including the "old value" (what the cell used to
contain) and the "new value" (what the cell contains now).
1. Save your workbook.
2. From the Review tab, click Track Changes. Then select
Highlight Changes from the drop-down menu.
3. Check the box next to List changes on a new sheet.

138. -138-
Listing changes on a separate worksheet
4. Click OK.
To Show or Hide Comments
1. Select a cell that contains a comment.
2. From the Review tab, click the Show/Hide Comment
command to show the comment.
3. The comment will remain on display without you having to
hover your mouse over the cell.
4. Click the Show/Hide Comment command again to hide
the comment.
Note: Click the Show All Comments command to view every
comment in your worksheet at once.
8.4 Finalizing and Protecting Your Workbook
Before you send your workbook out, take a minute to prepare
a final copy. Excel has tools that might save you from sharing

139. -139-
a workbook that contains spelling errors, or information about
the workbook itself that you do not want the recipient to see.
Use the Spelling command to find and edit any misspelled
words; use the Document Inspector to find and delete any
hidden data or personal information that is stored in the
workbook, such as hidden comments, invisible objects, and
file paths; and consider your Protect Workbook options,
designed to keep other users from making unwanted changes
to your workbook.
To Check Spelling
1. Select the cells you want to spell check.
2. Click on the Spelling command from the Review tab.
Selecting the Spelling command
3. The Spelling dialog box will open. From the Spelling
dialog box, you can review and edit any misspelled words.

140. -140-
Note: You can also check the spelling of every cell in an active
worksheet by selecting any empty cell in the worksheet and
then clicking on the Spelling command.
Ignoring Spelling "Errors"
There are times when Excel will say something is an error
when it is not. This often happens with people's names, which
may not be in the dictionary. Even if Excel says that
something is an error, you can choose not to change it. There
are three options you can choose from:
 Ignore Once: This will skip the word without changing it.
 Ignore All: This will skip the word without changing it, and
it will also skip all other instances of this word in the
worksheet.
 Add to Dictionary: This adds the word to the dictionary so
that it will never come up as an error again. Make sure that
the word is spelled correctly before choosing this option.
To Use the Document Inspector
1. In Backstage view, click Info.
2. Click on the Check for Issues button. A drop-down menu
will appear.
3. Select Inspect Document. A dialog box will appear.
4. Check the boxes beside the content you want to inspect.
To unselect a box, simply click it again and the check
mark will disappear.
5. Click Inspect.

141. -141-
Document Inspector dialog box
6. After the Document Inspector finishes, a new dialog box
will appear where you can review the inspection results.
Click the Remove All command beside any information
you want to remove.
Note: It is a good idea to save an additional copy of your
workbook before you use the Document Inspector to remove
information, because some changes cannot be undone.
Protecting Your Workbook
By default, anyone with access to your workbook will be able
to open, copy, and change any part of it unless you protect it.
There are many ways you can protect your workbook
depending on your needs. For example, you can mark your
workbook as final, set it up with a password, put restrictions

142. -142-
on who can make changes, or make it so that only certain cells
or features of the workbook are changeable.
To Protect Your Workbook
1. Click the File tab to access the Backstage view.
2. From the Info pane, click the Protect Workbook
command.
3. Choose the option that best suits your needs. In this
example, we will select Mark as Final. Marking your
workbook as final is a way to discourage others from
making any changes to the workbook. It will alert whoever
opens it that typing, editing, and proofreading commands
are unavailable.
4. Click OK.

143. -143-
Marking the workbook as final
Practice
1. Open an existing Excel workbook.
2. Turn on Track Changes.
3. Delete, add, or edit the text in several cells.
4. Add several comments.
5. Show all of the comments, then hide them.
6. Save your workbook, then list the tracked changes on a
separate worksheet (also known as the change history).
7. Accept all of the changes and turn off Track Changes.
8. Perform a spell check to prepare the final copy.
9. Use the Document Inspector to check the workbook.
10. Mark the workbook as Final.
8.5 Using Templates
In Excel 2010, you have many templates that can save you a
lot of time. A template is a pre-designed spreadsheet that you
can use to create new spreadsheets with the same formatting
and pre-defined formulas. With templates, you don't need to
know how to do the math, or even how to write formulas,
these are already integrated into the spreadsheet.

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Using Templates
Excel allows you to create a new workbook using a template,
which is a pre-designed spreadsheet. Several templates are
pre-loaded in Excel, and others are located on Office.com.
To Create a New Workbook Using a Template:
1. Click the File tab to go to Backstage view.
2. Select New. The Available Templates pane appears.
3. Click Sample templates to choose a built-in template, or
select an Office.com template category to download a
template. In this example, we will download a template
from Office.com.
Available Templates pane
4. Thumbnail images of the templates you have to choose
from appear in the center. A larger preview appears on the
right.

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5. Select the desired template, then click Download to open it.
(If using a Sample template, Download will be replaced by
Create.)
Opening a Template
6. A new workbook will appear using the template you
chose.
Note: Use caution when downloading Office.com templates.
Some of them are uploaded by people not affiliated with
Microsoft, and Microsoft cannot guarantee that those
templates are free from viruses or defects. For those templates,
you'll see a warning message before downloading them.

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Practice
1. Browse the Sample templates on your computer.
2. Browse several different template categories from
Office.com.
3. Create a new workbook using a template.
4. Enter your data into the template.
5. Save and close the workbook.
8.6 Working with Charts
A chart is a tool you can use in Excel to communicate your
data graphically. Charts allow your audience to see the
meaning behind the numbers, and they make showing
comparisons and trends a lot easier.
Excel has many different types of charts, so you can choose
one that most effectively represents the data.
To Create a Chart
1. Select the cells that you want to chart, including the
column titles and the row labels. These cells will be the
source data for the chart.
2. Click the Insert tab.
3. In the Charts group, select the desired chart category
(Column, for example).
4. Select the desired chart type from the drop-down menu
(Clustered Column, for example).
5. The chart will appear in the worksheet.
Chart Tools
Once you insert a chart, a set of Chart Tools, arranged into
three tabs, will appear on the Ribbon. These are only visible
when the chart is selected. You can use these three tabs to
modify your chart.

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To Change the Chart Type
1. From the Design tab, click the Change Chart Type
command. A dialog box appears.
2. Select the desired chart type and click OK.
Selecting a chart type
To Switch Row and Column Data
Sometimes when you create a chart, the data may not be
grouped the way you want it to be. In the clustered column
chart below, the Book Sales statistics are grouped by
Fiction/Non-Fiction, with a column for each year. However,
you can also switch the row and column data so that the
chart will group the statistics by year, with columns for
Fiction and Non-Fiction. In both cases, the chart contains the
same data; it's just organized differently.
Book Sales, grouped by Fiction/Non-Fiction

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1. Select the chart.
2. From the Design tab, select the Switch Row/Column
command.
3. The chart will then readjust.
To Change the Chart Layout
1. Select the Design tab.
2. Click the More drop-down arrow in the Chart Layouts
group to see all of the available layouts.
3. Select the desired layout.
4. The chart will update to reflect the new layout.
Note: Some layouts include chart titles, axes, or legend
labels. To change them, just place the insertion point in the
text and begin typing.
To Change the Chart Style
1. Select the Design tab.
2. Click the More drop-down arrow in the Chart Styles
group to see all of the available styles.
3. Select the desired style.
4. The chart will update to reflect the new style.
To Move the Chart to a Different Worksheet:
1. Select the Design tab.
2. Click the Move Chart command. A dialog box appears.
The current location of the chart is selected.
3. Select the desired location for the chart (i.e., chooses an
existing worksheet, or selects New Sheet and name it).
4. Click OK. The chart will appear in the new location.

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Practice
1. Open an existing Excel workbook.
2. Use worksheet data to create a chart.
3. Change the chart layout.
4. Apply a chart style.
5. Move the chart to a different worksheet.
8.7 Working with Sparklines
Sparklines are miniature charts that fit into a single cell. Since
they're so compact, you can place a large number of them in
your worksheets. For example, you could place one sparkline
on each row to show trends within that row. In this lesson, you
will learn how to insert sparklines and change their type and
appearance.
Types of Sparklines
There are three different types of sparklines: Line, Column,
and Win/Loss. Line and Column work the same as line and
column charts. Win/Loss is similar to Column, except it only
shows whether each value is positive or negative, instead of
how high or low the values are. All three types can display
markers at important points, such as the highest and lowest
points, to make them easier to read.
Line Column Win/Loss

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Why Use Sparklines?
Sparklines are basically charts, so why would you want to use
sparklines instead of charts? Sparklines have certain
advantages that make them more convenient in many cases.
Imagine you have 1000 rows of data. If you place a sparkline
on each row, it will be right next to its source data, making it
easy to see the relationships between the numbers and the
sparkline. If you used a traditional chart, it would need to have
1000 data series in order to represent all of the rows, and you
would probably need to do a lot of scrolling to find the
relevant data in the worksheet.
Sparklines are ideal for situations where you just want to make
the data clearer and more eye catching, and where you don't
need all of the features of a full chart. On the other hand,
charts are ideal for situations where you want to represent the
data in greater detail, and they are often better for comparing
different data series.
To Create Sparklines
Generally, you will have one sparkline for each row, but you
can create as many as you want in any location you want. Just
like with formulas, it's usually easiest to create a single
sparkline and then use the fill handle to automatically create
the sparklines for the remaining rows.
1. Select the cells that you will need for the first sparkline.
2. Click the Insert tab.
3. In the Sparklines group, select Line. A dialog box will
appear.
4. Make sure the insertion point is next to Location Range.
5. Click the cell where you want the sparkline to be.
6. Click OK. The sparkline will appear in the document.
7. Click and drag the fill handle downward.

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8. Sparklines will be created for the remaining rows.
Changing the Appearance of Your Sparklines
To Show Points on the Sparkline
Certain points on the sparkline can be emphasized with
markers, or dots, making the sparkline more readable. For
example, in a line with a lot of ups and downs, it may be
difficult to tell which ones are the highest and lowest points,
but if you show the High Point and Low Point, it will be easy
to identify them.
1. Select the sparklines that you want to change. If they are
grouped, you only need to select one of them.
2. Locate the Show group in the Design tab.
3. Hover over the different checkboxes to see a description of
each one.
Hovering over the High Point checkbox
4. Check each option that you want to show. The sparklines
will update to show the selected options.

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To Change the Style
1. Select the sparklines that you want to change.
2. Locate the Style group in the Design tab.
3. Click the More drop-down arrow to show all of the
available styles.
4. Select the desired style.
5. The sparklines will update to show the selected style.
To Change the Sparkline Type
1. Select the sparklines that you want to change.
2. Locate the Type group in the Design tab.
3. Select the desired type (Column, for example).
4. The sparkline will update to reflect the new type.
Note: Some sparkline types will be better or worse for certain
types of data. For example, Win/Loss is best suited for data
where there may be positive and negative values (such as net
earnings).
Changing the Display Range
By default, each sparkline is scaled to fit the maximum and
minimum values of its own data. This allows it to fill the
entire cell no matter how high or low the values are. However,
it has a downside: If you are trying to compare several
sparklines, you won't be able to tell at a glance which ones
have higher or lower values. The solution is to make the
display range the same for all of the sparklines.
To Change the Display Range
1. Select the sparklines that you want to change.
2. In the Design tab, click the Axis command. A drop-down
menu will appear.

153. -153-
3. Under Vertical Axis Minimum Value Options and Vertical
Axis Maximum Value Options, select Same for All
Sparklines.
Changing the range of the sparklines
4. The sparklines will update to reflect the new range.
Practice
1. Open an existing Excel workbook.
2. Create a sparkline on the first row of data.
3. Use the fill handle to create sparklines for the remaining
rows.
4. Change the sparkline type.
5. Create markers for the High Point and Low Point.

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8.8 Using Conditional Formatting
Imagine you have a spreadsheet with thousands of rows of
data. It would be extremely difficult to see patterns and trends
just from examining the raw data. Excel gives us several tools
that will make this task easier. One of these tools is called
conditional formatting. With conditional formatting, you can
apply formatting to one or more cells based on the value of
the cell. You can highlight interesting or unusual cell values,
and visualize the data using formatting such as colors, icons,
and data bars.
Conditional formatting presets
Excel has a number of presets you can use to quickly apply
conditional formatting to your cells. They are grouped into
three categories:
To use preset conditional formatting
1. Select the cells you want to add the formatting to.
2. In the Home tab, click the Conditional Formatting
command. A drop-down menu will appear.
3. Select Data Bars, Color Scales, or Icon Sets (Data Bars,
for example). Then select the desired preset.

155. -155-
4. The conditional formatting will be applied to the selected
cells.
To remove conditional formatting rules:
1. Select the cells that have conditional formatting.
2. In the Home tab, click the Conditional Formatting
command. A drop-down menu will appear.
3. Select Clear Rules.
4. A menu will appear. You can choose to clear rules from
the Selected Cells, Entire Sheet, This Table, or This
PivotTable. In this example, we will clear rules from the
entire sheet.

156. -156-
Note: You can edit or delete individual rules by clicking on
the Conditional Formatting command and selecting Manage
Rules. This is especially useful if you have applied multiple
rules to the cells.
Practice
1. Open an existing Excel workbook.
2. Apply conditional formatting to a range of cells with numerical
values.
3. Apply a second conditional formatting rule to the same set of
cells.
4. Explore the Conditional Formatting Rules Manager dialog
box.
5. Clear all conditional formatting rules from the worksheet.

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8.9 What-If Analysis
Imagine you're trying to solve a complicated problem with Excel.
For example, you might need to calculate an unknown value. You
could try solving it on your own, plugging in different numbers until
you find the right answer. However, this method could take a lot of
time and effort.
Instead of calculating the answer by yourself, you could use a
powerful Excel tool called what-if analysis. This feature makes it
easier to experiment with your data.
Excel includes many powerful tools to perform complex
mathematical calculations, such as what-if analysis. This feature
can help you experiment and answer questions with your data,
even when the data is incomplete.
Goal Seek
Whenever you create a formula or function in Excel, you put
various parts together to calculate a result. Goal Seek works
in the opposite way: It lets you start with the desired result,
and it calculates the input value that will give you that result.
We'll use a few examples to show how to use Goal Seek.
To use Goal Seek (Example 1)
Imagine you're enrolled in a class. You currently have a grade
of 65, and you need at least a 70 to pass the class. Luckily, you
have one final assignment that might be able to raise your
average. You can use Goal Seek to find out what grade you
need on the final assignment to pass the class.
In the image below, you can see that the grades on the first
four assignments are 58, 70, 72, and 60. Even though we don't
know what the fifth grade will be, we can go ahead and write a
formula or function that calculates the final grade. In this case,
each assignment is weighted equally, so all we have to do is

158. -158-
average all five grades by typing =AVERAGE(B2:B6). Once
we use Goal Seek, cell B6 will show us the minimum grade
we'll need to make on that assignment.
1. Select the cell whose value you wish to change. Whenever you
use Goal Seek, you'll need to select a cell that already contains a
formula or function. In our example, we'll select cell B7
because it contains the formula =AVERAGE(B2:B6).

159. -159-
2. From the Data tab, click the What-If Analysis command, then
select Goal Seek from the drop-down menu.
3. A dialog box will appear with three fields:
 Set cell: The cell that will contain the desired result. In our
example, cell B7 is already selected.
 To value: The desired result. In our example, we'll enter
70 because we need to earn at least that to pass the class.
 By changing cell: The cell where Goal Seek will place its
answer. In our example, we'll select cell B6, because we
want to determine the grade we need to earn on the final
assignment.
4. When you're done, click OK.

160. -160-
5. The dialog box will tell you if Goal Seek was able to find a
solution. Click OK.
6. The result will appear in the specified cell. In our example, Goal
Seek calculated that we will need to score at least a 90 on the
final assignment to earn a passing grade.

161. -161-
To insert the PMT function
1. Select the cell where you want the function to be.
2. From the Formula tab, select the Financial command.
3. A drop-down menu will appear showing all finance-related
functions. Scroll down and select the PMT function.

162. -162-
4. A dialog box will appear.
5. Enter the desired values and/or cell references into the different
fields. In this example, we're only using Rate, Nper (the
number of payments), and Pv (the loan amount).
6. Click OK. The result will appear in the selected cell.

163. -163-
Note that this is not our final result, as we still don't know what the
interest rate will be.
To use Goal Seek to find the interest rate
1. From the Data tab, click the What-If Analysis command.
2. Select Goal Seek.
3. A dialog box will appear containing three fields:
 Set cell: This is the cell that will contain the desired result (in
this case, the monthly payment). In this example, we will set it to
B5 (it doesn't matter whether it's an absolute or relative
reference).

164. -164-
 To value: This is the desired result. We'll set it to -400. Since
we're making a payment that will be subtracted from our loan
amount, we have to enter the payment as a negative number.
 By changing cell: This is the cell where Goal Seek will place its
answer (in this case, the interest rate). We'll set it to B4.
4. When you're done, click OK. The dialog box will tell you
whether or not Goal Seek was able to find a solution. In this
example, the solution is 7.42%, and it has been placed in cell
B4. This tells us that a 7.42% interest rate will give us a $400-
per-month payment on a $20,000 loan that is paid off over five
years, or 60 months.
5.

165. -165-
Other types of what-if analysis
For more advanced projects, you may want to consider the
other types of what-if analysis: scenarios and data tables.
Rather than starting from the desired result and working
backward, like Goal Seek, these options allow you to test
multiple values and see how the results change.
 Scenarios let you substitute values for multiple cells (up to 32)
at the same time. You can create as many scenarios as you want
and then compare them without changing the values manually.
In the example below, each scenario contains a term and an
interest rate. When each scenario is selected, it will replace the
values in the spreadsheet with its own values, and the result will
be recalculated.
 Data tables allow you to take one or two variables in a formula and
replace them with as many different values as you want, then

166. -166-
view the results in a table. This option is especially powerful
because it shows multiple results at the same time, unlike scenarios
or Goal Seek. In the example below, we can view 24 possible results
for a car loan.
Practice
1. Open an existing Excel workbook.
2. Use Goal Seek to determine an unknown value.
3. Insert the PMT function into the worksheet
8.9 Creating PivotTables
PivotTable reports (or PivotTables) make the data in your
worksheets much more manageable by summarizing the data and
allowing you to manipulate it in different ways. PivotTables can be
an indispensable tool when used with large, complex spreadsheets,
but they can be used with smaller spreadsheets as well.
Using PivotTables to answer questions
The example below contains sales statistics for a fictional
company. There is a row for each order, and it includes the
order amount, the name of the salesperson that made the sale,
the month, the sales region, and the customer's account
number.

167. -167-
Suppose we wanted to answer the question, "What is the
amount sold by each salesperson?" This could be time
consuming, as each salesperson appears on multiple rows, and
we would need to add up all of the order amounts for each
salesperson. Of course, we could use the Subtotal feature to
add them, but we would still have a lot of data to sift through.
Luckily, a PivotTable can instantly do the entire math for us
and summarize the data in a way that's not only easy to read
but also easy to manipulate. When we're done, the PivotTable
will look something like this:

168. -168-
As you can see, the PivotTable is much easier to read. It only
takes a few steps to create one, and once you create it you'll be
able to take advantage of the PivotTable's powerful features.
To create a PivotTable
1. Select the table or cells (including column headers) containing
the data you want to use.
2. From the Insert tab, click the PivotTable command.

169. -169-
3. The Create PivotTable dialog box will appear. Make sure the
settings are correct, then click OK.
4. A blank PivotTable will appear on the left, and the Field List
will appear on the right.

170. -170-
To add fields to the PivotTable
Now, you'll need to decide which fields to add to the
PivotTable. Each field is simply a column header from the
source data. It may be helpful to recall the question you are
trying to answer. In this example, we want to know the total
amount sold by each salesperson, so we'll just need the Order
Amount and Salesperson fields.
1. In the Field List, place a checkmark next to each field you want
to add.
2. The selected fields will be added to one of the four Areas below
the Field List. In this example, the Salesperson field is added to
the Row Labels area, and the Order Amount is added to the
Values area. If a field is not in the desired area, you can drag it
to a different one.
3. The PivotTable now shows the amount sold by each
salesperson.
Note: Just like with normal spreadsheet data, you can sort the
data in a PivotTable using the Sort & Filter command in the
Home tab. You can also apply any type of formatting you

171. -171-
want. For example, you may want to change the Number
Format to Currency. However, be aware that some types of
formatting may disappear when you modify the PivotTable.
Pivoting data
One of the best things about PivotTables is that they let you
"pivot" the data in order to look at it in a different way. This
allows you to answer multiple questions and even
experiment with the data to learn new things about it.
In our example, we used the PivotTable to answer the
question, "What is the total amount sold by each salesperson?"
But now we'd like to answer a new question, such as "What is
the total amount sold in each month?" We can do this by
simply changing the Row Labels.
To change the Row Labels
1. Drag any existing fields out of the Row Labels area, and they
will disappear.

172. -172-
2. Drag a new field from the Field List into the Row Labels area.
In this example, we're using the Month field.
3. The PivotTable will adjust to show the new data. In this
example, it now shows us the total Order Amount for each
month.
To add Column Labels
So far, our PivotTable has only shown one column of data at a
time. In order to show multiple columns, we'll need to add
Column Labels.
1. Drag a field from the Field List into the Column Labels area.
In this example, we're using the Region field.

173. -173-
2. The PivotTable will now have multiple columns. In this
example, there is a column for each region.
8.9 Report filters
Sometimes you may want focus on just a portion of the data
and filter out everything else. In our example, we're going to
focus on certain salespeople to see how they affect the total
sales.
To add a report filter
1. Drag a field from the Field List into the Report Filter area. In
this example, we're using the Salesperson field.

174. -174-
2. The report filter appears above the PivotTable. Click the drop-
down arrow on the right side of the filter to view the list of
items.
3. Select the item you wish to view. If you want to select more
than one item, place a check mark next to Select Multiple
Items, then click OK. In the example below, we are selecting
five salespeople.

175. -175-
4. Click OK. The PivotTable will adjust to reflect the changes.
8.10 Slicers
Slicers were introduced in Excel 2010 to make filtering data
easier and more interactive. They're basically just report
filters, but they're more interactive and faster to use, as they let
you quickly select items and instantly see the result. If you
filter your PivotTables a lot, you might want to use slicers
instead of report filters.
To add a slicer
1. Select any cell in your PivotTable. The Options tab will appear
on the Ribbon.
2. From the Options tab, click the Insert Slicer command. A
dialog box will appear.

176. -176-
3. Select the desired field. In this example, we'll select
Salesperson. Then click OK.
4. The slicer will appear next to the PivotTable. Each item selected
will be highlighted in blue. In the example below, the slicer
contains a list of all of the different salespeople, and four of
them are currently selected.

177. -177-
Using the slicer
Just like with report filters, only the selected items are used
in the PivotTable. When you select or deselect items, the
PivotTable will instantly reflect the changes. Try selecting
different items to see how they affect the PivotTable.
 To select a single item, just click on it.
 To select multiple items, hold down the Control (Ctrl) key on
your keyboard, then click on each item you want.
 You can also select multiple items by clicking and dragging the
mouse. This is useful if the desired items are adjacent to one
another, or if you want to select all of the items.
 To deselect an item, hold down the Control (Ctrl) key on your
keyboard, then click on the item.
8.11 Pivot Charts
PivotCharts are like regular charts, except they display data
from a PivotTable. As with a regular chart, you'll be able to
select a chart type, layout, and style to best represent the
data. In this example, we'll use a PivotChart so we can
visualize the trends in each sales region.

178. -178-
To create a PivotChart
1. Select any cell in your PivotTable. The Options tab will appear
on the Ribbon.
2. From the Options tab, click the PivotChart command.
3. From the dialog box, select the desired chart type (3-D
Clustered Column, for example), then click OK.
4. The PivotChart will appear in the worksheet. If you want, you
can move it by clicking and dragging.

179. -179-
Note: If you make any changes to the PivotTable, the
PivotChart will adjust automatically.
Practice
1. Open an existing Excel workbook.
2. Create a PivotTable using the data in the workbook.
3. Experiment with different Row Labels and Column Labels.
4. Filter the report with a slicer.
8.12 Exercise
1. Identify the excel features to compare 2 worksheet project
2. Outline the procedures to turn On track changes in excel
2010
3. Identify the procedures to create a chart
4. What is Sparkline? Hence 3 types of sparklines.
5. Compare the usage of sparklines and regular chart in excel
2010
6. What are the procedures for creating sparklines?
7. Describe the function of Pivot table in excel
8. What is slicer? Describe the procedure to filter report with
a slicer.

180. -180-
Chapter Nine
Microsoft PowerPoint 2010 Basic
9.1 Description of PowerPoint 2010
owerPoint 2010 is presentation software that allows you
to create dynamic slide presentations that may include
animation, narration, images, videos, and more.
If you are familiar with PowerPoint 2007, then you will notice
that there are not too many changes to the 2010 interface,
other than the Backstage View.
However, if you are new to PowerPoint, you will first need to
take some time to learn about slides and how to navigate
through PowerPoint.
PowerPoint uses slides to build a presentation. In order to
create an engaging presentation, PowerPoint allows you to add
text, bulleted lists, images, charts, video, and more to your
slides. You can add as many slides as you'd like to a
presentation and at any time you can view or play back your
presentation by selecting one of the Slide Show play options.
The figure below shows the PowerPoint 2010 user
environment.
P

181. -181-
PowerPoint 2010 users environment
9.2 PowerPoint 2010 Users Environment Component
Ribbon and the Quick Access Toolbar
The Ribbon and the Quick Access Toolbar are where you
will find the commands you need to do common tasks in
PowerPoint. If you are familiar with PowerPoint 2007, you
will find that the main difference in the PowerPoint 2010
Ribbon is that commands such as Open and Print are now
housed in Backstage view.
The Ribbon
The Ribbon contains multiple tabs, each with several groups
of commands. Some tabs, like "Drawing Tools" or "Table
Tools," may appear only when you are working with certain

182. -182-
items like images or tables. In addition, you can add your own
customized tabs that contain your favorite commands.
PowerPoint Ribbon
Certain programs, such as Adobe Acrobat Reader, may
install additional tabs to the Ribbon. These tabs are called
Add-ins.
To Customize the Ribbon
You can customize the Ribbon by creating your own tabs that
house your desired commands. Commands are always housed
within a group, and you can create as many groups as you
need to keep your tabs organized. In addition, you can even
add commands to any of the default tabs, as long as you create
a custom group within the tab.

183. -183-
1. Right-click the Ribbon and select Customize the Ribbon.
A dialog box will appear.
2. Click New Tab. A new tab will be created with a new
group inside it.
3. Make sure the new group is selected.
4. Select a command from the list on the left, then click Add.
You can also drag commands directly into a group.
5. When you are done adding commands, click OK.
Customize Ribbon Dialog Box

184. -184-
Note: If you do not see the command you want, click on the
Choose commands drop-down box and select All
Commands.
Displaying All Commands
To Minimize and Maximize the Ribbon:
The Ribbon is designed to be responsive to your current task
and easy to use, but if you find it is taking up too much of your
screen space, you can minimize it.
1. Click the arrow in the upper-right corner of the Ribbon to
minimize it.
Minimize the Ribbon button

185. -185-
2. To maximize the Ribbon, click the arrow again.
Note: When the Ribbon is minimized, you can make it
reappear by clicking on a tab. However, the Ribbon will
disappear again when you are not using it.
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.
Backstage View
Backstage view gives you various options for saving, opening
a file, printing, or sharing your document. It is similar to the
Office Button Menu from PowerPoint 2007 or the File Menu
from earlier versions of PowerPoint. However, instead of just
a menu, it is a full-page view which makes it easier to work
with.
To Get to Backstage View
1. Click the File tab.
2. You can choose an option on the left side of the page.
3. To get back to your document, just click any tab on the
Ribbon.
9.3 Creating and Opening Presentations
PowerPoint files are called presentations. Whenever you start
a new project in PowerPoint, you'll need to create a new
presentation. You'll also need to know how to open an existing
presentation.

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To Create a New, Blank Presentation
1. Click the File tab. This takes you to Backstage view.
2. Select New.
3. Select Blank presentation under Available Templates
and Themes. It will be highlighted by default.
4. Click Create. A new, blank presentation appears in the
PowerPoint window.
To Open an Existing Presentation
1. Click the File tab. This takes you to Backstage view.
2. Select Open. The Open dialog box appears.
3. Select your desired presentation and then click Open.
Note: If you have opened the existing presentation recently, it
may be easier to choose Recent from the File tab instead of
Open to search for your presentation.
Compatibility Mode
Sometimes you may need to work with presentations that were
created in earlier versions of Microsoft PowerPoint, such as
PowerPoint 2003 or PowerPoint 2000. When you open these
kinds of presentations, they will appear in Compatibility
mode.
Compatibility mode disables certain features, so you'll only be
able to access commands found in the program used to create
the presentation. For example, if you open a presentation
created in PowerPoint 2003, you can only use tabs and
commands found in PowerPoint 2003.
To Convert a Presentation
If you want access to all of the PowerPoint 2010 features, you
can convert the presentation to the 2010 file format.

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Note that converting a file may cause some changes to the
original layout of the presentation.
1. Click the File tab to access Backstage view.
2. Locate and select Convert command.
3. The Save As dialog box will appear. Select the location
where you wish to save the workbook, enter a file name for
the presentation, and click Save.
4. The presentation will be converted to the newest file type.
Practice
1. Open PowerPoint 2010 on your computer. A new blank
presentation will appear on the screen.
2. Try minimizing and maximizing the Ribbon.
3. Click through all of the tabs, and notice how the Ribbon
options change.
4. Try switching page views.
5. Add any commands you wish to the Quick Access
Toolbar.
6. Close PowerPoint without saving the presentation.
9.4 Slide Basics
When you create a PowerPoint presentation, it is made up of a
series of slides. The slides contain the information you want to
communicate with your audience. This information can
include text, pictures, charts, video, sound, and more. Before
you begin adding information to slides, you need to know the
basics of working with slides.
You'll need to feel comfortable with tasks such as inserting a
new slide, changing the layout of a slide, arranging existing
slides, changing slide view, and adding notes to a slide.

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Slides contain placeholders, which are areas on the slide that
are enclosed by dotted borders. Placeholders can contain many
different items, including text, pictures, charts, and more.
Some placeholders have placeholder text, or text that you can
replace. They also have thumbnail-sized icons that represent
specific commands such as Insert Picture, Insert Chart, and
Insert Clip Art. In PowerPoint, hover over each icon to see the
type of content you can insert in a placeholder.
PowerPoint slide with placeholders
About Slide Layouts
The placeholders are arranged in different layouts that can be
applied to existing slides, or chosen when you insert a new
slide. A slide layout arranges your content using different
types of placeholders, depending on what kind of information
you might want to include in your presentation.

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In the example above, the layout is called Title and Content
and includes title and content placeholders. While each layout
has a descriptive name, you can also tell from the image of the
layout how the placeholders will be arranged.
Slide Layout Menu
Customizing Slide Layouts
To Change the Layout of an Existing Slide
1. Select the slide you wish to change.
2. Click the Layout command in the Slides group on the
Home tab. A menu will appear with your options.

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3. Choose a layout from the menu. The slide will change in
the presentation.
To Delete a Placeholder
You can easily customize your layout by deleting unwanted or
"extra" placeholders from any slide.
1. Position your mouse on the dotted border of the
placeholder so it changes to a cross with arrows.
2. Click the border to select it.
3. Press Backspace or Delete on your keyboard. The
placeholder will be removed from the slide.
To Add a Text Box
Text boxes allow you to add to your current layout, so you can
place text wherever you want on your slide.
1. From the Insert tab, click the Text Box command.
2. Your cursor will turn into an upside-down cross.
3. Click, hold, and drag your mouse to draw a text box. A text
box will appear.
To Use a Blank Slide
For more control over your content, you may prefer a blank
slide (a slide without placeholders) over one of the existing
layouts. Blank slides can be customized by adding your own
text boxes, pictures, charts, and more. Select Blank from the
menu of layout options.
To Insert a New Slide
1. From the Home tab, click the bottom half of the New
Slide command to open the menu of slide layout options.
2. Select the slide you want to insert.

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3. A new slide will be added your presentation.
Note: To instantly add a slide that uses the same layout as the
one you have selected, simply click the top half of the New
Slide command.
To Copy and Paste a Slide
1. On the Slides tab in the left pane, select the slide you wish
to copy.
2. Click the Copy command on the Home tab. You can also
right-click your selection and choose Copy.
3. In the left pane, click just below a slide (or between two
slides) to choose the location where you want the copy to
appear. A horizontal insertion point will mark the
location.
4. Click the Paste command on the Home tab. You can also
right-click and choose Paste. The copied slide will appear.
Note: To select multiple slides, press and hold Ctrl on your
keyboard, and click the slides you wish to select.
To Duplicate a Slide
An alternative to Copy and Paste, Duplicate copies the
selected slide and, in one step, pastes it directly underneath.
This feature does not allow you to choose the location of the
copied slide (nor does it offer Paste Options for advanced
users), so it is more convenient for quickly inserting similar
slides.
1. Select the slide you wish to duplicate.
2. Click the New Slide command.
3. Choose Duplicate Selected Slides from drop-down menu.

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4. A copy of the selected slide appears underneath the
original.
To Delete a Slide
1. Select the slide you wish to delete.
2. Press the Delete or Backspace key on your keyboard.
To Move a Slide
1. Select the slide you wish to move.
2. Click, hold, and drag your mouse to a new location. A
horizontal insertion point will mark the location.
3. Release the mouse button. The slide will appear in the new
location.
9.5 Managing Slides and Presentation
As you add slides to your presentation, PowerPoint offers a
variety of views and tools to help you organize and prepare
your slide show.
Slide Views
It is important that you be able to access the different slide
views and use them for various tasks. The slide view
commands are located on the bottom right of the PowerPoint
window in Normal View.
i. Normal View: This is the default view where you create
and edit your slides. You can also move slides in the
Slides tab in the pane on the left.
ii. Slide Sorter View: In this view, miniature slides are
arranged on the screen. You can drag and drop slides to
easily reorder them and to see more slides at one time.
This is a good view to use to confirm that you have all
the needed slides and that none have been deleted.

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iii. Reading View: This view fills most of the computer
screen with a preview of your presentation. Unlike Slide
Show View, it includes easily accessible buttons for
navigation, located at the bottom-right.
iv. Slide Show View: This view completely fills the
computer screen and is what the audience will see when
they view the presentation. Slide Show View has an
additional menu that appears when you hover over it,
allowing you to navigate through the slides and access
other features you can use during a presentation.
Note: Use the keys on your keyboard (including the arrow
keys, Page Up and Page Down, space bar, and Enter) to move
through the slides in Slide Show view. Press the Esc key to end
the slide show.
To View an Outline of Your Presentation
The Outline tab shows your slide text in outline form. This
allows you to quickly edit your slide text and view the
contents of multiple slides at once.
1. Click the Outline tab in the left pane.
2. An outline of your slide text appears.
3. Type directly in the pane to make changes to your text.
To Organize Slides into Sections
You can organize your slides into sections to make your
presentation easier to navigate. Sections can be collapsed or
expanded in the left pane and named for easy reference.
1. Select the slide that you want to begin your first section.
2. From the Home tab, click the Section command.
3. Choose Add Section from the drop-down menu.

194. -194-
4. An Untitled Section appears in the left pane.
5. To rename the section while it is still selected, click the
Section command, and choose Rename Section from the
drop-down menu.
6. Enter your new section name in the dialog box. Then click
Rename.
7. Repeat to add as many sections as you need.
8. In the left pane, click the arrow next to a section name to
collapse or expand it.
Adding Notes to Slides
PowerPoint gives you the ability to add notes to your slides,
often called speaker notes, to help you deliver or prepare for
your presentation. You can enter and view your speaker notes
using the Notes pane or the Notes Page View.
To Use the Notes Pane
1. Locate the Notes pane at the bottom of the screen, directly
below the Slide pane.
2. Click and drag the edge of the pane to make it bigger or
smaller, if desired.
3. Type your notes in the Notes pane.
To Use the Notes Page View
1. Go to the View tab.
2. Click the Notes Page command in the Presentation Views
group.
3. Type your notes in the text box, or use the scroll bar to
review your slides.
Practice
1. Open an existing PowerPoint presentation.
2. Change the layout of a slide.

195. -195-
3. Add a new blank slide, then insert a text box.
4. Copy and paste a slide, then move it to a new location.
5. View your presentation in Normal View, Slide Sorter
View, Reading View, and Slide Show View.
6. View an outline of your presentation in the left pane.
7. Divide your presentation into at least two sections, and try
collapsing and expanding them.
8. Experiment with adding speaker notes to your presentation
using the Notes pane and the Notes Page View.
9.5 Text Basics
It is important to know how to perform basic tasks with text
when working in PowerPoint. In this lesson, you will learn the
basics of working with text, including how to insert, delete,
and move text; how to work with text boxes; and how to
format text.
To Insert Text
1. Click the placeholder or text box where you want to insert
text.
2. The insertion point appears.
3. Type directly into the placeholder or text box.
Note: Some placeholders automatically format your text in a
bulleted list. This is because bulleted lists are so frequently
used in PowerPoint. To remove the bullets, de-select the
Bullets command in the Paragraph group on the Home tab.
To Delete Text
1. Place the insertion point next to the text you wish to
delete.
2. Press the Backspace key on your keyboard to delete text to
the left of the insertion point.

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3. Press the Delete key on your keyboard to delete text to the
right of the insertion point.
To Select Text
1. Place the insertion point next to the text you wish to
select.
2. Click the mouse button, and while holding it down, drag
the mouse over the text.
3. Release the mouse. The text will be selected. A highlighted
box will appear over the selected text.
Note: When you select text in PowerPoint, a hover toolbar
with formatting options appears. This makes formatting
commands easily accessible, which may save you time. If the
toolbar does not appear at first, try moving the mouse over the
selection.
To Copy and Paste Text
1. Select the text you wish to copy.
2. Click the Copy command on the Home tab. You can also
right-click your selection and choose Copy.
3. Place your insertion point where you wish the text to
appear.
4. Click the Paste command on the Home tab. The text will
appear.
To Cut and Paste Text
1. Select the text you wish to cut.
2. Click the Cut command on the Home tab. You can also
right-click your selection and choose Cut.
3. Place your insertion point where you wish the text to
appear.

197. -197-
4. Click the Paste command on the Home tab. The text will
reappear.
Note: You can also cut, copy, and paste by right-clicking your
slide and choosing the desired action from the drop-down
menu. When you use this method to paste, you can choose
from four options that determine how the text will be
formatted: Use Destination Theme, Keep Source Formatting,
Picture, and Keep Text Only. You can hover the mouse over
each icon to see what it will look like before you click it.
To Drag and Drop Text
1. Select the text you wish to copy.
2. Click, hold, and drag your mouse to the location where you
want the text to appear. The cursor will have a rectangle
under it to indicate that you are moving text.
3. Release the mouse button, and the text will appear.
If text does not appear in the exact location you wish, you
can press the Enter key on your keyboard to move the text to
a new line.
Find and Replace
Find and Replace is another technique that can be used to edit
text. Find and Replace allows you to search all of your slides
for a specific word or phrase (for example, "English"), then
replace it with another word or phrase (for example, "British").
To Add a Text Box
Text can be inserted into both placeholders and text boxes. A
placeholder is a kind of text box, but is unique because it is
part of the slide layout and often contains formatting specific
to the slide (for example, a larger font size for the title of your

198. -198-
presentation). Inserting an extra text box allows you to add to
the slide layout, so you can include as much text as you want.
1. From the Insert tab, click the Text Box command.
2. Your cursor will turn into an upside-down cross .
3. Click the area on your slide where you want to add a text
box. A text box will appear with an insertion point inside.
To Move a Placeholder or Text Box:
1. Click the box you would like to move.
2. Position your mouse on the border of the box so it changes
to a cross with arrows.
1. Click and hold the mouse button as you drag the box to
the desired location.
2. Release the mouse button. The box will be moved.
To Resize a Placeholder or Text Box
1. Click the box you wish to resize.
2. Position your mouse over any one of the sizing handles
that appear on the corners and sides of the box. The cursor
will become a pair of arrows .
3. Click, hold, and drag your mouse until the text box is the
desired size.
4. Release the mouse button. The box will be resized.
To Change Text Alignment
1. Select the text you wish to modify.
2. Select one of the four alignment options in the
Paragraph group.
 Align Text Left: Aligns all of the selected text to the left
margin.

199. -199-
 Center: Aligns text an equal distance from the left and
right margins.
 Align Text Right: Aligns all of the selected text to the
right margin.
 Justify: Justified text is equal on both sides and lines up
equally to the right and left margins. Many newspapers and
magazines use full justification.
To Change Vertical Text Alignment
1. Select the text you wish to modify.
2. Click the Align Text command in the Paragraph group. A
menu will appear.
Align Text command

200. -200-
3. Choose to align the text at the Top, Middle, or Bottom of
the text box.
To Change Text Direction
1. Select the text you wish to modify.
2. Click the Text Direction command in the Paragraph
group. A menu will appear.
Text Direction command
3. Choose for the direction of the text to be Horizontal,
Rotated, or Stacked.
Choosing from the Text Direction menu

201. -201-
Practice
1. Open an existing PowerPoint presentation.
2. Insert text in a placeholder or text box.
3. Insert a text box, then move and resize it.
4. Select text and try the Copy, Cut, and Paste commands.
5. Modify text so it is a bulleted list.
6. Experiment with horizontal and vertical alignment.
7. Change text direction.
9.6 Applying a Theme
A theme is a predefined combination of colors, fonts, and
effects that can be applied to your presentation. PowerPoint
includes built-in themes that allow you to easily create
professional-looking presentations without spending a lot of
time formatting. A theme is a set of colors, fonts, effects, and
more that can be applied to your entire presentation to give it
a consistent, professional look. You've already been using a
theme, even if you didn't know it: the default Office theme,
which consists of a white background, the Calibri font, and
primarily black text. Themes can be applied or changed at any
time.
Theme Elements
Every PowerPoint theme, including the default Office theme,
has its own theme elements. These elements are:
 Theme Colors (available from every Color menu)
 Theme Fonts (available from the Font menu)
 Shape Styles (available in the Format tab when you click
on a shape)

202. -202-
Why Using Theme Elements?
If you're using theme elements, you'll probably find that your
presentation looks pretty good. All of the colors will work
well together, which means you won't have to spend as much
time formatting your presentation. But there's another great
reason to use theme elements: When you switch to a different
theme, all of those elements will update to reflect the new
theme. You can drastically change the look of your
presentation in just a few clicks.
Themes and Slide Layouts
If you apply a theme before you start building your
presentation, you will be able to arrange your content to fit the
layouts you have to choose from. If you apply the theme after,
the text boxes and placeholders may move depending on the
theme you choose.
To Apply a Theme
1. Go to the Design tab.
2. Locate the Themes group. Each image represents a
theme.
3. Click the drop-down arrow to access more themes.
4. Hover over a theme to see a live preview of it in the
presentation. The name of the theme will appear as you
hover over it.
5. Click a theme to apply it to the slides.
9.7 Inserting Images
Adding images to your presentations makes them more
interesting and engaging. Pictures, clip art, and screenshots
can be inserted into PowerPoint to help you effectively
communicate your ideas to your audience.

203. -203-
Working with Images
Adding clip art and pictures to your presentation can be a
great way to illustrate important information or add
decorative accents to existing text. You can insert images
from your computer, search Microsoft's large selection of clip
art to find the image you need, or add a screenshot of your
own. Once an image has been inserted, you can resize and
move it to the location you want.
To Insert an Image from a File
1. Select the Insert tab.
2. Click the Picture command in the Images group. The
Insert Picture dialog box appears.
3. Select the desired image file and click Insert.
4. The picture will appear in your slide.
Note: You can also select the Insert Picture from File
command in a placeholder to insert images.
To Locate Clip Art
1. Select the Insert tab.
2. Click the Clip Art command in the Images group.
3. The clip art options appear in the task pane to the right of
the document.
4. Enter keywords in the Search for: field that is related to
the image you wish to insert.
5. Click the drop-down arrow in the Results should be: field.
6. De-select any types of media you do not wish to see.
7. If you would like to also search for clip art on Office.com,
place a check mark next to Include Office.com content.
Otherwise, it will just search for clip art on your computer.
8. Click Go.

204. -204-
To Insert Clip Art
1. Review the results from a clip art search in the Clip Art
pane.
2. Select the desired image.
3. The clip art will appear in your slide.
Note: You can also select the Insert Clip Art from File
command in a placeholder to insert clip art.
Inserting Screenshots
Screenshots are pictures that capture the visible windows and
items displayed on your computer screen. They may include
an open window of a website, items on your desktop, or an
open program, like the PowerPoint images displayed in this
tutorial. These images can be useful for explaining or
displaying computer programs, functions, and websites.
PowerPoint allows you to capture an image of an entire
window or a screen clipping of part of a window.
To Insert Screenshots of a Window
1. Select the Insert tab.
2. Click the Screenshot command in the Images group.
3. The Available Windows from your desktop will appear.
Select the window you would like to capture as a
screenshot.
4. The screenshot will appear in your slide.
Inserting a Screen Clipping from a Window
1. Select the Insert tab.
2. Click the Screenshot command and select Screen
Clipping.

205. -205-
3. A faded view of your current desktop will appear, and your
cursor will turn into a cross shape.
4. Click, hold, and drag on the area of the window that you
want to capture.
5. The screen clipping will appear in your slide.
Resizing and Moving Images
To Resize an Image
1. Click on the image.
2. Position your mouse over any one of the corner sizing
handles. The cursor will become a pair of directional
arrows.
3. Click, hold, and drag your mouse until the image is the
desired size.
4. Release the mouse. The image will be resized.
Note: The side sizing handles change the image's size but do
not keep the same proportions. If you want to keep the image's
proportions, always use the corner handles.
To Move an Image
1. Click on the image. The cursor will turn into a cross with
arrows.
2. While holding down the mouse button, drag the image to
the desired location.
3. Release the mouse button. The box will be moved.
Practice
1. Open an existing PowerPoint presentation.
2. Insert an image from your files.
3. Insert a clip art image.

206. -206-
4. Capture and insert a screenshot or screen clipping into a
slide.
5. Resize and move an image.
9.8 Presenting Slide Show
Once your slide show is completed, you will need to learn how
to present it to an audience. PowerPoint offers several tools
and features that can assist you in making your presentation
smooth, engaging, and professional.
Presenting Slide Show
To present your slide show, you'll need to know how to start it.
PowerPoint allows you to start your slide show from the first
slide or from any slide within the slide show. Once your slide
show has started, you'll need to know how to advance through
the slides.
To Start Slide Show
1. Select the Slide Show tab.
2. Click the From Beginning command in the Start Slide
Show group to start the slide show with the first slide.
Note: You can also start the slide show from the slide you
prefer by selecting the slide and clicking on From Current
Slide from the Start Slide Show group. This option is
convenient if you only want to view or present certain slides.
Another option for starting the slide show is to select Slide
Show view at the bottom of the window.
To Advance and Reverse Slides
1. Hover your mouse over the bottom-right of the screen. A
menu will appear.

207. -207-
2. Click on the right arrow to advance slides, or click on the
left arrow to reverse slides.
Note: You may also use the arrow keys on your keyboard to
advance and reverse slides.
To Stop or End Slide Show
To end slide show, hover and select the menu box options
command and click End Show. You can also press the "Esc"
key at the top left of your keyboard to end the show.
Presentation Tools and Features
PowerPoint provides convenient tools and features that you
can use while you are presenting your slide show. Features
include changing your mouse pointer to a pen or highlighter to
draw attention to items in your slides. In addition, you can
jump around to slides in your presentation or access items
from your computer desktop if needed.
To Access the Pen or Highlighter
1. Hover and click on the pen menu option in the bottom left
of your screen.
2. Select Pen or Highlighter based on your preference.
3. Use the pointer to draw on or mark your slides.
Note: From the same menu, you can also change the color of
the pen or highlighter. Keep in mind that light color choices
are best for the highlighter.
To Erase Ink Markings
1. Hover and click on the pen menu option in the bottom-left
of your screen.

208. -208-
2. Select Eraser to erase individual ink markings, or select
Erase All Ink on Slide to erase all markings.
Note: When you end your slide show, you also have the option
to Keep or Discard (erase) any ink markings you made during
your presentation.
To Jump to a Non-Adjacent Slide
1. Hover and click on the menu box option in the bottom-left
of your screen.
2. Select Go to Slide and choose the slide you would like to
jump to in your presentation.
To Access the Desktop
Sometimes you may need to access the Internet or other files
and programs on your computer during your presentation.
PowerPoint allows you to access your desktop task bar
without ending your presentation.
1. Hover and click on the menu box option in the bottom-left
of your screen.
2. Select Screen and then click on Switch Programs.
3. Your computer's task bar will appear. Choose a program
you would like to switch to.
Menu Access Options
You can also access any of the above menu items by right-
clicking anywhere on the screen during your slide show.
Keyboard Shortcuts
 Switch between the pen pointer and mouse pointer by
pressing "Ctrl + P" (pen) or "Ctrl + M" (mouse) on the
keyboard.

209. -209-
 Press "E" on the keyboard to erase any ink markings while
using the pen or highlighter.
Slide Show Set Up Options
PowerPoint has various options for setting up and playing a
slide show. For example, you can set up an unattended
presentation that can be displayed at a kiosk and make your
slide show repeat with continuous looping.
To Access Slide Show Setup Options
1. Select the Slide Show tab.
2. Click the Set Up Show command.
3. The Set Up Show dialog box will appear. Click the buttons
in the interactive below to learn about the various options
that are available for setting up and playing a slide show.
4. Click OK to apply the settings to the slide show.
Practice
1. Open an existing PowerPoint presentation.
2. Practice starting a slide show and using the menu options to
advance and reverse through slides.
3. Change your mouse pointer to a pen or highlighter and
practice marking a slide.
4. Erase or discard any markings you have made on slides.
5. Practice going to non-adjacent slides in your slide show.
6. Change the ink color and add continuous looping to your
slide show with the Set Up Slide Show command.
9.9 Saving and Printing
Saving and Printing Presentations
Whenever you create a new presentation in PowerPoint, you'll
need to know how to save it in order to access and edit it later.

210. -210-
PowerPoint allows you to save your presentations in a number
of ways.
Once you've created your document, you may want to print it
to view and share your work offline. It's easy to preview and
print a document in Word using the Print pane.
To Use the Save As Command
Save As allows you to choose a name and location for your
presentation. It's useful if you've first created a presentation or
if you want to save a different version of a presentation while
keeping the original.
1. Click the File tab.
2. Select Save As.
3. The Save As dialog box will appear. Select the location
where you wish to save the presentation.
4. Enter a name for the presentation, and click Save.
Note: If you're using Windows 7, you'll usually want to save
things to your Documents library, and in other versions of
Windows you'll save them to the My Documents folder.
To Use the Save Command
1. Click the Save command on the Quick Access Toolbar.
2. The presentation will be saved in its current location with
the same file name.
Note: If you are saving for the first time and select Save, the
Save As dialog box will appear.
9.10 Auto Recover
PowerPoint automatically saves your presentation to a
temporary folder while you're working on it. If you forget to

211. -211-
save your changes or if PowerPoint crashes, you can recover
the autosaved file.
1. Open a presentation that was previously closed without
saving.
2. In Backstage view, click Info.
3. If there are autosaved versions of your file, they will appear
under Versions. Click on the file to open it.
4. To save changes, click Restore and then click OK.
Note: By default, PowerPoint AutoSaves every 10 minutes. If
you are editing a presentation for less than 10 minutes,
PowerPoint may not create an autosaved version.
Other File Formats
To Save As PowerPoint 97-2003 Presentation
You can share your presentation with anyone using
PowerPoint 2010 or 2007, since they use the same file format.
However, earlier versions of PowerPoint use a different file
format, so if you want to share your presentation with
someone using an earlier version of PowerPoint, you'll need to
save it as a PowerPoint 97-2003 presentation.
1. Click the File tab.
2. Select Save As.
3. In the Save as type drop-down menu, select PowerPoint
97-2003 Presentation.
4. Select the location you wish to save the presentation.
5. Enter a name for the presentation, and click Save.

212. -212-
To Save as a Different File Type:
If you would like to share your presentation with someone
who does not have PowerPoint, you have several different file
types to choose from.
1. Click the File tab.
2. Select Save & Send.
3. Choose from three special File Types.
 Create PDF/XPS Document: Saves the contents of your
slide show as a document instead of a PowerPoint file.
 Create a Video: Saves your presentation as a video that can
be shared online, in an email, or on a disc.
 Package Presentation for CD: Saves your presentation in a
folder along with the Microsoft PowerPoint Viewer, a special
slide show player that anyone can download and use.

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Printing
In previous versions of PowerPoint, there was a Print
Preview option that allowed you to see exactly what the
presentation looked like before printing it. You may have
noticed that this feature seems to be gone in PowerPoint 2010.
It actually hasn't disappeared; it's just been combined with the
Print window to create the Print pane, which is located in
Backstage view.
To View the Print Pane
1. Click the File tab to go to Backstage view.
2. Select Print. The Print pane appears, with the print
settings on the left and the Preview on the right.
To Print
1. Go to the Print pane.
2. Determine and choose how you want the slides to appear on
the page.
3. If you only want to print certain slides, you can type a
range of slides. Otherwise, select Print All Slides.
4. Select the number of copies.
5. Select a printer from the drop-down list.
6. Click the Print button.
Quick Print
There may be times when you want to print something with a
single click, using Quick Print. This feature prints the
document using the default settings and the default printer.
In PowerPoint 2010, you'll need to add it to the Quick Access
Toolbar in order to use it.

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Quick Print always prints the entire presentation, so if you
only want to print part of your presentation you'll have to use
the Print pane.
To Access the Quick Print Button
1. Click the drop-down arrow on the right side of the Quick
Access Toolbar.
2. Select Quick Print if it is not already checked.
3. To print, just click the Quick Print command.
Practice
1. Open an existing PowerPoint presentation.
2. Using Save As, save the presentation with the file name
trial.
3. Save the same presentation as a PowerPoint Show file.
4. Close the presentation.
5. Open another existing PowerPoint presentation.
6. Save the presentation so that it is compatible with
PowerPoint 2003.
7. Close the presentation.
8. Preview the presentation in the Print pane.
9. Print a Handout version of the presentation with three slides
per page.
9.11 Exercise
1. Describe the basic components of a PowerPoint 2010
user‘s interface
2. What is presentation?
3. What is the function of slide? Identify categories of
information that can be put in a slide
4. What is placeholder?

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5. Describe the major categories of slide view available in
excel 2010
6. What is theme? Identify it components
7. Highlights the procedure to add theme
8. What are the procedures to insert image from the file

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Chapter Ten
Basic Tasks in PowerPoint
10.1 Format Text
n order to create effective PowerPoint presentations, it is
important to make your slides easy for the audience to
read. One of the most common ways of doing this is to
format the text as a bulleted or numbered list.
Modifying Lists
By default, when you type text into a placeholder, a bullet will
be placed at the beginning of each paragraph. This is called a
bulleted list. If you want, you can modify a list by choosing a
different bullet style, or by switching to a numbered list.
To Modify the Bullet Style
1. Select all text in an existing list.
2. On the Home tab, click the Bullets drop-down arrow. A
menu of bullet options will appear.
I

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Clicking the Bullets drop-down arrow
3. Hover over each menu option to display a live preview of
the bullet on the slide.
4. Select the desired bullet option.
To Modify a Numbered List
1. Select all text in an existing list.
2. On the Home tab, click the Numbering drop-down arrow.
A menu of numbering options will appear.
Clicking the Numbering drop-down arrow

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3. Hover over each menu option to display a live preview of
the list on the slide.
4. Select the desired numbering option.
To Change the Starting Number
By default, numbered lists count from the number one.
However, sometimes you may wish to start counting from a
different number, for example if the list is a continuation from
a previous slide.
1. Select an existing numbered list.
2. On the Home tab, click the Bullets drop-down arrow.
3. From the drop-down menu, select Bullets and Numbering.
A dialog box will appear.
4. In the Start At field, enter the desired starting number.
5. The list will update the numbering to begin with the new
number.
Modifying the List's Appearance
Whether you're using a bulleted or numbered list, you may
want to change the appearance by adjusting the size and color
of the bullets or numbers. This can make your list stand out
better, and it can also help it match the appearance of your
presentation.
To Modify the Size and Color
1. Select an existing bulleted list.
2. On the Home tab, click the Bullets drop-down arrow.
3. From the drop-down menu, select Bullets and Numbering.
A dialog box will appear.
4. Set the bullet size using the Size field.
5. Click the Color drop-down box and select a color.

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6. Click OK. The list will update to show the new size and
color.
10.2 Customizing Bullets
To Use a Picture as a Bullet
1. Select an existing bulleted list.
2. On the Home tab, click the Bullets drop-down arrow.
3. From the drop-down menu, select Bullets and Numbering.
A dialog box will appear.
4. Click Picture on the Bulleted tab. The Picture Bullet
dialog box will appear.
5. Select the desired picture and click OK.
6. The list will update to show the new bullets.
Note: You can also click Import to use one of your own pictures as a bullet.
To Use a Symbol as a Bullet
1. Select an existing bulleted list.
2. On the Home tab, click the Bullets drop-down arrow.
3. From the drop-down menu, select Bullets and Numbering.
A dialog box will appear.
4. Click Customize on the Bulleted tab. The Symbol dialog
box will appear.
Clicking the Customize command

220. -220-
5. Click the Font drop-down box and select a font. The
Wingdings and Symbol fonts are good choices, as they
have a large number of useful symbols.
6. Select the desired symbol.
7. Click OK. The symbol will now appear as the selected
bullet option in the Bullets and Numbering dialog box.
8. Click OK again to apply the symbol to the list in the
document.
Practice
1. Open an existing PowerPoint presentation.
2. Change a bulleted list to a numbered list.
3. Change the color of the numbered list.
4. Change another list to a different bullet style.
5. Change the bullet color.
6. Change the bullet to a symbol.

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10.3 Indents and Line Spacing
Indentation and line spacing are two important features that
you can use to change the way text appears on a slide.
Indentation can be used to visually set paragraphs apart from
one another or to create multilevel lists, and line spacing can
be adjusted to improve readability or to fit more lines on the
slide.
To Indent Using the Tab Key
A quick way to indent is to use the Tab key. In a normal
paragraph, this will create a first-line indent, but if the
paragraph is part of a bulleted or numbered list, the entire
paragraph will be indented.
1. Place the insertion point at the very beginning of the
paragraph you wish to indent.
2. Press the Tab key. The paragraph will now be indented.
To Use the Indent Commands
If you want to indent all of the lines in a paragraph, you can
use the Indent commands on the Home tab. For lists, the
Indent commands work the same way as the Tab key.
1. Select the text you wish to indent.
2. On the Home tab, click the Increase Indent command to
increase the indent, or click the Decrease Indent command
to decrease the indent.
3. The selected text will update to reflect the new indent.
Note: When you indent some of the lines in a bulleted or
numbered list, it is called a multilevel list. Multilevel lists are
useful if you want to create an outline or hierarchy. You may

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wish to choose a different bullet style for different levels of the
list to make them stand out even more.
Fine-tuning Indents
Sometimes you may wish to fine tune the indents and tabs in
your presentations. You can do this by adjusting the indent
markers and tab stops on the ruler. By default, the Ruler is
hidden, so you'll first need to show the Ruler.
To Show the Ruler
1. Select the View tab.
2. Click the Ruler check box in the Show/Hide group if it is
not selected. The Ruler will appear.
10.4 Customizing Bullet Spacing
In PowerPoint, you can adjust the space between a bullet in a
list and the text by using the First Line Indent marker. The
ability to increase and decrease the indentation gives you
control over the lists you use in a presentation, and allows you
to customize them to meet your needs.
To Change the Bullet Spacing
1. Select the lines that you want to change.
2. On the Ruler, drag the First Line Indent marker to the
right or left. The bullet will move independently from the
text.
Line Spacing
PowerPoint allows you to adjust the amount of space between
each line in a paragraph. You can reduce the line spacing to
fit more lines on a slide, or you can increase it to improve
readability. PowerPoint may automatically change the font

223. -223-
size when you adjust the line spacing, so increasing the line
spacing too much may cause the text to be too small.
To Format Line Spacing
1. Select the text you want to format.
2. Click the Line Spacing command in the Paragraph group on
the Home tab.
3. Select the desired spacing option from the drop-down
menu.
Changing Line Spacing
If you want to adjust the line spacing with even more
precision, select Line Spacing Options from the drop-down
menu. The Paragraph dialog box will open, allowing you to
fine tune the line spacing and also adjust the paragraph
spacing, which is the amount of spacing that is added before
and after each paragraph.
Paragraph dialog box

224. -224-
Practice
1. Open an existing PowerPoint presentation.
2. Add an indent to a paragraph.
3. Indent some of the lines in a list.
4. Show the Ruler.
5. Move the bullet by dragging the first-line indent marker.
6. Change the line spacing.
10.5 WordArt and Shapes
There are many features and commands you can use in
PowerPoint to create visually appealing slides. Two of these
features are WordArt and shapes. WordArt allows the user
to create stylized text with effects such as textures, shadows,
and outlines. It can be applied to text on any slide. You can
also insert a variety of shapes such as rectangles, circles,
lines, arrows, callouts, and stars.
In this lesson, you will learn how to apply WordArt styles
and insert and modify shapes on a slide.
Creating WordArt
PowerPoint allows you to add effects to the text inside of a
text box, which is known as WordArt. For the most part, the
types of effects you can add are the same as the ones you can
add to shapes and text boxes (shadow, bevel, etc.).
However, with WordArt, you can also Transform the text to
give it a wavy, slanted, or inflated look.
Apply a WordArt Style to Text
A WordArt Style will automatically apply several effects to
your text at once. You can then refine the look of your text by
adding or modifying text effects.

225. -225-
1. Select a text box, or select some text inside of the text box.
The Format tab will appear.
2. Click the Format tab.
3. In the WordArt Styles group, click the More drop-down
arrow to view all of the available styles.
4. Select the desired style preset to apply the style to your text.
To Add or Modify Text Effects
1. Select a text box, or select some text inside of the text box.
The Format tab will appear.
2. Click the Format tab.
3. Click the Text Effects command in the WordArt Styles
group. A drop-down menu will appear showing the
different effect categories.
4. Hover over an effect category. A drop-down menu will
appear. You can hover the mouse over the different presets
to see a live preview.
5. Select the desired effect preset. The effect will be applied to
your text. If you want, you can combine several different
effects.
10.5 Working with Shapes and Text Boxes
PowerPoint's large shape collection allows you to organize and
design the image you desire. While you may not need shapes
in every presentation you create, they can add visual appeal.
To Insert a Shape
1. Select the Insert tab.
2. Click the Shapes command.
3. Select a shape from the drop-down menu.
4. Click and drag the mouse until the shape is the desired
size.
5. Release the mouse button.

226. -226-
To Resize a Shape or Text Box
1. Click on the shape to select it.
2. Click and drag one of the sizing handles on the corners and
sides of the text box until it is the desired size.
3. To rotate the shape, drag the green handle.
4. Some shapes also have one or more yellow handles that
can be used to modify the shape. For example, with star
shapes, you can adjust the length of the points.
Note: If you drag the sizing handles on any of the four
corners, you will be able to change the height and width at the
same time. The sizing handles on the top or bottom of the
shape will only allow you to resize vertically, while the
handles on the left and right sides will resize the shape
horizontally.
Formatting Shapes and Text Boxes
To Change to a Different Shape
1. Select the shape or text box. The Format tab will appear.
2. From the Format tab, click the Edit Shape command.
3. Click Change Shape to display a drop-down list.
4. Select the desired shape from the list.
To Change the Shape Style
1. Select the shape or text box. The Format tab will appear.
2. Click the More drop-down arrow in the Shape Styles group
to display more style options.
3. Move your cursor over the styles to see a live preview of
the style in the slide.
4. Select the desired style.

227. -227-
To Change the Shape Fill Color
1. Select the shape or text box. The Format tab appears.
2. Select the Format tab.
3. Click the Shape Fill command to display a drop-down list.
4. Select the desired color from the list, choose No Fill, or
choose More Fill Colors to choose a custom color.
To Change the Shape Outline
1. Select the shape or text box. The Format tab will appear.
2. Click the Format tab.
3. Click the Shape Outline command to display a drop-down
menu.
4. From the drop-down menu, you can change the outline
color, weight (thickness), and whether or not it is a dashed
line.
To Change Shadow Effects
1. Select the shape or text box. The Format tab will appear.
2. Click the Format tab.
3. Click the Shape Effects command. A drop-down menu will
appear.
4. Hover the mouse over Shadow. You will see a list of
shadow presets.
5. Move your mouse over the menu options to see a live
preview of the shadow effect in the slide.
6. Click the desired shadow effect to add it to your shape.
Note: You can select Shadow Options from the drop-down
menu and click the Color button to select a different shadow
color for your shape.

228. -228-
10.6 3-D Effects
There are two kinds of effects that you can apply to your
shapes and text boxes to give them a 3-D appearance: 3-D
Rotation and Bevel. 3-D Rotation gives the appearance that
you are viewing the object from a different angle, and it can be
applied to any shape. Bevel adds thickness and a rounded edge
to shapes, but it doesn't work with every type of shape.
3-D Rotation
1. Select the shape or text box.
2. Click on the Format tab.
3. Click Shape Effects from the Shape Styles group.
4. Hover the mouse over 3-D Rotation. A drop-down menu
will appear.
5. Select the desired rotation preset from the drop-down
menu. You can also click 3-D Rotation Options if you
would prefer to type in custom values.
To Use Bevel
1. Select the shape or text box.
2. Click on the Format tab.
3. Click Shape Effects from the Shape Styles group.
4. Hover the mouse over Bevel. A drop-down menu will
appear.
5. Select the desired bevel preset from the drop-down menu.
You can also click 3-D Options if you would prefer to type
in custom values.
Note: If you click on 3-D Options, you'll also be able to
change the shape's material to give it a metal, plastic, or
translucent appearance, and you can choose the lighting type
to change how the shape is illuminated.

229. -229-
10.7 Applying Transitions
Transitions are motion effects that, when in Slide Show View,
add movement to your slides as you advance from one slide to
another. There are many transitions to choose from; each one
allows you to control the speed and even add sound. If you've
ever seen a PowerPoint presentation that had "special effects"
between each slide, then you've seen slide transitions. A transition
can be as simple as fading to the next slide, or it can be a flashy,
eye-catching effect. That means you can choose transitions to fit the
style of any presentation.
About Transitions
There are three categories of unique transitions to choose
from, all of which can be found on the Transitions tab:
1. Subtle (slight transitions)
2. Exciting (strong transitions)
3. Dynamic Content (strong transitions that affect only the
content, such as text or images)
To Apply a Transition
1. Select the slide you wish to modify.
2. Click the Transitions tab.
3. Locate the Transition to This Slide group. By default,
None is applied to each slide.
4. Click the More drop-down arrow to display all of the
transitions.
5. Click a transition to apply it to the selected slide. This will
automatically preview the transition as well.
Note: When working with transitions, the Apply To All
command in the Timing group can be used at any time to make
your presentation uniform. Use this command with caution.

230. -230-
Not only does it apply the same transition to every slide, but it
also applies the settings in the Timing group, which you may
not want to be the same throughout your presentation.
To Preview a Transition
You can preview the transition for a selected slide at any time,
using either of these two methods:
1. Click the Preview command on the Transitions tab.
2. Click the star Play Animations icon. The icon appears on
the Slides tab in the left pane beside any slide that includes
a transition.
To Modify the Duration
1. Select the slide that includes the transition you wish to
modify.
2. In the Duration field in the Timing group, enter the
amount of time you want the transition to take.
To Add Sound
1. Select the slide that includes the transition you wish to
modify.
2. Click the Sound drop-down menu in the Timing group.
3. You will hear the sound and see a live preview of the
transition as you hover over each sound.
4. Click a sound to apply it to the selected slide.
To Remove a Transition
1. Select the slide you wish to modify.
2. Choose None from the gallery in the Transition to This
Slide group.
3. Repeat this process for each slide you want to modify.

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Note: To remove transitions from all slides, select a slide that
uses None, and click the Apply to All command.
10.8 Advancing Slides
Advance Slides Automatically
Normally, in Slide Show View, you would advance to the next
slide by clicking your mouse (or pressing Enter on your
keyboard). Using the Advance Slides settings in the Timing
group, you can set your presentation to advance on its own
instead, and display each slide for a specific amount of time.
This is useful for unattended presentations, such as at a
tradeshow booth.
1. Select the slide you wish to modify.
2. Locate the Timing group on the Transitions tab.
3. Under Advance Slide, uncheck the box next to On Mouse
Click.
4. In the After field, enter the amount of time you want to
display the slide. In this example, we will advance the slide
automatically after 1 minute 30 seconds, or 01:30:00.
5. Select another slide and repeat the process until all the
desired slides have the appropriate timing.
Practice
1. Open an existing PowerPoint presentation.
2. Add some WordArt effects to the text.
3. Insert a shape.
4. Change the shape to a different shape.
5. Change the fill color.
6. Change the outline color.
7. Try various shadow effects.
8. Try various 3-D effects.
9. Select a slide and apply a transition.

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10. Change the transition duration.
11. Add a sound effect to the transition.
12. Apply this transition and its settings to all slides.
13. Apply a different transition to one slide.
14. Remove the transition.
10.9 Inserting Videos
PowerPoint allows you to insert a video directly into your
presentation. You can even edit the video within PowerPoint
and customize its appearance with a Video Style.
Adding video to your presentation can help emphasize certain
points and provide an example. Once you add a video, you can
edit it and format its appearance.
To Insert a Video from a File on Your Computer
1. From the Insert tab, click the Video drop-down arrow and
select Video from File.
2. Locate and select the desired video file, and then click
Insert.
3. The video will be added to the slide.
Embedding a Video from a Website
Some websites, like YouTube, allow you to embed videos
into your slides. An embedded video will still be hosted on its
original website, meaning that the video itself won't be added
to your file. Embedding can be a convenient way to reduce the
file size of your presentation, but you'll also need to be
connected to the internet for the video to play.
Note: This feature no longer works in PowerPoint 2010. If
you need to add an online video, you could insert a hyperlink
to the video directly on your slide.

233. -233-
Working with the Video
To Preview the Video
1. Make sure the video is selected.
2. Click the Play/Pause button below the video. The video
will start playing, and the timeline next to the Play/Pause
button will begin to advance.
3. To jump to a different part of the video, click anywhere on
the timeline.
To Resize the Video
1. Select the video. A box with resizing handles will appear
around the video.
2. Click and drag any of the handles to resize the movie.
Edit and Format Video
The Playback tab has several options that you can use to edit
your video. For example, you can trim your video so that it
will only play an excerpt, add a fade in and fade out, and add
bookmarks that allow you to jump to specific points in the
video. Most of the features on the Playback tab can only be
used with videos that are inserted from a file. They will not
work with embedded videos.
To Trim the Video
1. From the Playback tab, click the Trim Video command.
2. Use the green and red handles to set the start time and end
time.
3. To preview the video file, click the Play button.
4. Adjust the green and red handles again if necessary, and
then click OK.

234. -234-
To Add a Fade In and Fade Out
1. On the Playback tab, locate the Fade In and Fade Out
fields.
2. Type in the desired values, or use the up and down arrows
to adjust the times.
To Add a Bookmark
1. Click the Play/Pause button to play the video, and when
you have located the part that you want to bookmark, pause
it. You can also click the timeline to locate the desired part
of the video.
2. From the Playback tab, click Add Bookmark.
3. A small circle will appear on the timeline to indicate the
bookmark.
4. You can now click the bookmark to jump to that location.
To Remove a Bookmark
1. Select the bookmark.
2. From the Playback tab, click Remove Bookmark. The
bookmark will disappear.
Video Options
There are other options that you can set to control how your
video plays, and these are found in the Video Options group
on the Playback tab.
The Video Options group
 Volume: Changes the audio volume in the video.
 Start: Controls whether the video file starts automatically
or when the mouse is clicked.
 Play Full Screen: Lets the video fill the entire screen
while it is playing.

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 Hide While Not Playing: Hides the video when it is not
playing.
 Loop until Stopped: Causes the video to repeat until it is
stopped.
 Rewind after Playing: Causes the video to return to the
beginning when it is finished playing.
Formatting the Appearance of the Video
Much like pictures, PowerPoint allows you to format the
appearance of the video by applying a video style, adding a
border, changing the shape, applying effects such as 3-D
rotation, making image corrections, and adjusting the color.
You can also add a poster frame, which is the placeholder
image that your audience will see before the video starts
playing. The poster frame is often just a frame taken from the
video itself, but you can also use a different image if you
prefer.
To Create a Poster Frame
1. Select the video.
2. Start playing the video. When you see the frame that you
want to use, click the Play/Pause button to pause it.
3. From the Format tab, click the Poster Frame command. A
drop-down menu will appear.
4. Select Current Frame.
5. The current frame will become the poster frame.
To Apply a Video Style
1. Select the video. The Format tab will appear.
2. Select the Format tab.
3. In the Video Styles group, click the More drop-down
arrow to display all the video styles.
4. Select the desired style.

236. -236-
5. The new style will be applied to the video.
Practice
1. Open an existing PowerPoint presentation.
2. Insert a video from a file on your computer, if you have
one.
3. Preview the video.
4. Trim the video.
5. Add a Fade In and Fade Out.
6. Add a poster frame.
7. Experiment with the different Video Options on the
Playback tab.
10.10 Inserting Audio
PowerPoint allows you to add sound to your presentation,
which opens up a lot of possibilities. Perhaps you want to add
background music to one slide, a sound effect to another,
and maybe even add some narration or commentary to a few
slides. You can either add an audio file from your computer
or browse PowerPoint's collection of Clip Art Audio. You
can then edit the sounds within PowerPoint so that they are
tailored to your presentation.
Inserting Audio
Have you ever watched a PowerPoint presentation that seemed
to narrate itself? Or have you seen a slide show that featured
applause when the last slide was reached? Then you've heard
examples of how audio can be applied to slide shows.
PowerPoint allows you insert audio files from your computer,
or you can search the Clip Art Studio to find the audio you
need. Once you've inserted audio, you can then edit it.

237. -237-
To Insert Audio from a File on Your Computer
1. From the Insert tab, click the Audio drop-down arrow and
select Audio from File.
2. Locate and select the desired audio file and then click
Insert.
3. The audio file will be added to the slide.
To Insert Clip Art Audio
1. From the Insert tab, click the Audio drop-down arrow and
select Clip Art Audio. The Clip Art pane will appear on
the right.
2. Enter keywords in the Search for: field and click Go.
3. The results will appear in the Clip Art pane. To preview an
audio file, right-click the file and select
Preview/Properties.
4. A dialog box will appear, and the audio file will start
playing automatically (it may take a few seconds to load).
To play it again, press the Play button.
5. When you're finished previewing the file, click Close.
6. Once you have found the audio file that you want to use,
click it to insert it into the slide.
Recording Your Own Audio
Sometimes you may want to record audio directly into a
presentation, like if you want the presentation to include
narration. Before you begin, make sure that you have a
microphone that is compatible with your computer; many
computers have built-in microphones or ones that can be
plugged into the computer.
To Record Audio
1. From the Insert tab, click the Audio drop-down arrow and
select Record Audio.

238. -238-
2. Type a name for the audio recording, if desired.
3. Click the red Record button to start recording.
4. When you're finished recording, click the Stop button.
5. To preview your recording, click the Play button.
6. When you're done, click OK. The audio file will be inserted
into the slide.
10.11 Exercise
1. Describe the procedure to use symbol as bullets
2. Describe the 2 kinds of effect we can add to shape to give
it 3-effect
3. Highlights the procedures to create the effects describe in
question 2.
4. What is transition? Hence name 3 categories of transition
in PowerPoint 2010.
5. What is the best way of advancing slides for unattended
presentation?

239. -239-
Chapter Eleven
Advance MS PowerPoint
11.1 SmartArt graphics
owerPoint has a variety of SmartArt graphics you can
use to illustrate and organize many different types of
ideas. To get the most out of SmartArt, you'll need to
know how to insert a SmartArt graphic, modify the color and
effects, and change the organization of the graphic.
To insert a SmartArt graphic
1. Select the Insert tab.
2. Select the SmartArt command in the Illustrations group. A
dialog box will appear.
3. Select a category on the left of the dialog box and review
the SmartArt graphics that appear in the center.
4. Select the desired SmartArt graphic, and then click OK.
P

240. -240-
To add text to a SmartArt graphic
1. Select the graphic. A border will appear around it with an
arrow on the left side.
2. Click the arrow on the left side of the graphic to open the
task pane.
3. Enter text next to each bullet in the task pane. The
information will appear in the graphic and will resize to fit
inside the shape.
4. To add a new shape, press Enter. A new bullet will appear
in the task pane, and a new shape will appear in the graphic.
Note: You can also add text by clicking on the desired shape
and then typing your text. This works well if you only need to
add text to a few shapes. However, for more complex
SmartArt graphics, working in the task pane is often faster.
To convert existing text to SmartArt
1. Select the list or paragraph you want to change to SmartArt
and right click. A drop-down menu will appear.
2. Hover the mouse over Convert to SmartArt.
3. Select the desired SmartArt graphic, or click More
SmartArt Graphics at the bottom of the menu to view
more options.
Note: You can also convert SmartArt back to text. Select your
SmartArt, then click on the SmartArt Tools Design tab. Click
Convert, and select Convert to Text.
To add a shape to a graphic
1. Select the graphic. The Design and Format tabs appear on
the Ribbon.
2. Select the Design tab.

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3. Decide where you want the new shape to appear, and select
one of the shapes nearby.
4. Click the drop-down arrow on the Add Shape command in
the Graphics group. A menu will appear.
5. Select Add Shape Before or Add Shape After to add a
shape on the same level as the one you selected. To add a
shape above or below that one, select Add Shape Above or
Add Shape Below.
To move shapes to a higher or lower level
1. Select the graphic. The Design and Format tabs appear on
the Ribbon.
2. Select the Design tab.
3. Select the shape you would like to move.
4. To move the shape to a higher level, click the Promote
command in the Create Graphic group, or click Demote to
move it lower.
5. The shape will move one level higher or lower.
To rearrange shapes on the same level
1. Select the graphic. The Design and Format tabs appear on
the Ribbon.
2. Select the Design tab.
3. Select the shape you would like to move.
4. In the Create Graphic group, click Move Up or Move
Down.
5. The shape will move one space up or down.
Modifying the SmartArt graphic's appearance
To change the SmartArt layout
1. Select the graphic. The Design and Format tabs will
appear on the Ribbon.
2. Click the Design tab.

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3. In the Layouts group, click the More drop-down arrow to
view all of the layouts.
4. Hover the mouse over each layout to see a live preview.
5. Select the desired layout.
To change the SmartArt style
1. Select the graphic. The Design and Format tabs will
appear on the Ribbon.
2. Click the Design tab.
3. In the SmartArt Styles group, click the More drop-down
arrow to view all of the styles.
4. Hover the mouse over each style to see a live preview.
5. Select the desired style.
To change the color scheme
PowerPoint provides a variety of color schemes to use with
SmartArt. The color schemes use Theme Colors, so they will
vary depending on which Theme you are using.
1. Select the graphic. The Design and Format tabs will
appear on the Ribbon.
2. Select the Design tab.
3. Click the Change Colors command. A drop-down menu
appears, showing various color schemes.
4. Select the desired color scheme.
Note: If you want to change the appearance of a single shape
within the SmartArt graphic, select the shape and click the
Format tab. You can then modify the Shape Style, color,
effects, or other settings for that shape.

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Practice
1. Open an existing PowerPoint presentation.
2. Insert a SmartArt graphic.
3. the bulleted list into SmartArt.
4. Enter text into the graphic.
5. Change the SmartArt Style. If you're using the example,
go to Slide 10 and change the style of the SmartArt.
6. Change the color scheme. If you're using the example,
change the color scheme of the SmartArt on Slide 7.
11.2 Hyperlinks and Action Buttons
Whenever you use the Web, you are using hyperlinks to
navigate from one webpage to another. If you want to include
a web address or email address in your PowerPoint
presentation, you can choose to format them as hyperlinks a
person can click on. It's also possible to link to files and other
slides within a presentation.
It's easy to do all of these using two tools: hyperlinks and
action buttons.
About Hyperlinks
Hyperlinks have two basic parts: the address of the webpage,
email address, or other location they are linking to, and the
display text (which can also be a picture or shape).
To Insert a Hyperlink
1. Select the image or text you would like to make a
hyperlink.
2. Right-click the selected text or image, and click Hyperlink.
3. The Insert Hyperlink dialog box will open. You can also
get to this dialog box from the Insert tab by clicking
Hyperlink.

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4. If you selected text, the words will appear in the Text to
display field at the top. You can change this text if you
want.
5. Type the address you would like to link to in the Address
field.
6. Click OK. The text or image you selected will now be a
hyperlink to the web address.
To insert a hyperlink to an email address
1. Right-click the selected text or image, and click Hyperlink.
2. The Insert Hyperlink dialog box will open.
3. On the left side of the dialog box, click Email Address.
4. Type the email address you want to connect to in the Email
Address box, and click OK.
Note: PowerPoint often recognizes email and web addresses
as you type and will format them as hyperlinks automatically
after you press the Enter key or spacebar.
To open and test a hyperlink
1. After you create a hyperlink, you should test it. Right-click
the hyperlink, and click Open Hyperlink.
2. Your web browser should open and navigate to the linked
page. If it does not work, check the hyperlink address for
any misspellings.
To remove a hyperlink
1. Right-click the hyperlink.
2. Click Remove Hyperlink.
To insert a hyperlink to another slide
1. Right-click the selected text or image, and click Hyperlink.
2. The Insert Hyperlink dialog box will open.

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3. On the left side of the dialog box, click Place in this
Document.
4. A list of the other slides in your presentation will appear.
Click the name of the slide you would like to link to.
5. Click OK. The text or image will now be a hyperlink to the
slide you selected.
To insert a hyperlink to another file
1. Right-click the selected text or image, and click Hyperlink.
2. The Insert Hyperlink dialog box will open.
3. On the left side of the dialog box, click Existing File or
Web Page.
4. Click the drop-down arrow to browse for your file.
5. Select the desired file.
6. Click OK. The text or image will now be a hyperlink to the
file you selected.
Note: If you plan on displaying your presentation on a
different computer than you used to create it, your hyperlink to
another file may not work. Make sure you have a copy of the
linked file on the computer you are using to present, and
always test hyperlinks before giving a presentation.
11.3 Action Buttons
In addition to hyperlinks, another tool you can use to connect
to a webpage, file, email address, or slide is called an action
button. Action buttons are built-in button shapes you can
add to a presentation and set to link to another slide, play a
sound, or perform some other action. When someone clicks or
moves over the button, the selected action will occur. Action
buttons can do many of the same things as hyperlinks. Their
easy-to-understand style makes them especially useful for self-
running presentations at booths and kiosks.

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You can insert action buttons on one slide at a time, or you can
insert an action button that will show up on every slide. The
second option can be useful if you want every slide to link
back to a specific slide, like the title page or table of contents.
To insert an action button on one slide
1. Click the Insert tab.
2. Click the Shapes command in the Illustrations group. A
drop-down menu will appear with the action buttons
located at the bottom.
3. Select the desired action button.
4. Insert the button onto the slide by clicking the desired
location. The Action Settings dialog box will appear.
5. Select the Mouse Click or Mouse Over tab. Selecting the
Mouse Click tab means the action button will perform its
action only when clicked. Selecting the Mouse Over tab
will make the action button perform its action when you
move the mouse over it.
6. In the Action on click section, select Hyperlink to: then
click the drop-down arrow and choose an option from the
menu.
7. Check the Play Sound box if you want a sound to play
when the action button is clicked. Select a sound from the
drop-down menu, or select Other sound to use a sound file
on your computer.
8. Click OK.
To insert an action button on all slides:
1. Click the View tab.
2. In the Master Views group, click on the Slide Master
command. A blank slide in the style of your presentation
will appear. Don't worry about changing anything else.

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3. Go to the Insert tab, and follow the instructions above to
insert an action button.
4. Return to the Slide Master tab, and click Close Master
View. The new action button will now be on every slide.
Note: To edit, move, or delete an action button inserted this
way; click the View tab, then Slide Master. Click Close
Master View after making the desired changes.
To test an action button
After you create an action button, you should test it.
1. Click the Slide Show tab.
2. In the Start Slide Show group, click From Current Slide.
3. Click your action button.
4. After you have tested it, right-click anywhere on the screen
and select End Show.
5. If your action button did not work as you intended, follow
the instructions below to edit it.
To edit an action button
1. Select the action button.
2. Click the Insert tab.
3. In the Links group, click the Action command. The
Actions Settings dialog box will appear.
4. Edit the action or hyperlink.
5. Click OK.
To change the appearance of an action button
1. Select the action button.
2. Click the Drawing Tools Format tab.
3. To change the button style or color, use the tools in the
Shape Styles group.

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4. To change the shape of the action button, click Edit Shape
in the Insert Shapes group. Select a new shape from the
drop-down menu.
Practice
1. Open an existing PowerPoint presentation.
2. Select text, and insert a hyperlink to a webpage.
3. Select text or an image, and insert a hyperlink to another
slide in the presentation.
4. Insert an action button that uses sound.
5. Change the shape and style of an action button.
11.4 Working with Tables
Tables are another tool you can use to display information in
PowerPoint 2010. A table is a grid of cells arranged in rows
and columns. Tables can be customized and are useful for
various tasks such as presenting text information and
numerical data.
To Insert a Blank Table
1. On the Insert tab, click the Table command.
2. Hover your mouse over the diagram squares to select the
number of columns and rows in the table.
3. Click your mouse. The table will appear on the slide.
4. You can now place the insertion point anywhere in the table
to add text.
Note: To make sure your table looks good with the slide
layout, you can also insert a table using the placeholder. Click
the Insert Table icon in the placeholder, then enter the desired
number of rows and columns.

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To move a table
1. Place the cursor over the edge of the table. The cursor will
turn into a cross with arrow.
2. Click and drag the table to the desired location.
3. Release the mouse button to drop the table in the new
location.
Modifying tables
To resize a table
1. Position the mouse over one of the sizing handles located
around the edge of the table. The cursor will become a pair
of directional arrows.
2. Click, hold, and drag your mouse to make the table larger
or smaller.
3. Release the mouse. The table will be resized.
To add a column or row
1. Place the insertion point in a cell adjacent to the location
where you wish to add a row or column.
2. Select the Table Tools Layout tab, and locate the Rows &
Columns group.
3. If you would like to insert a new row, select either Insert
Above or Insert Below. If you would like to insert a new
column, select either Insert Left or Insert Right.
4. A new row or column will appear.
To delete a row or column
1. Select the row or column by placing the insertion point in
any cell in that row or column.
2. Select the Table Tools Layout tab.
3. In the Rows & Columns group, click Delete. A drop-
down menu appears.
4. Select Delete Rows or Delete Columns.

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Modifying the table style
To apply a table style
1. Click anywhere on the table. The Table Tools tab will
appear on the Ribbon.
2. Select the Table Tools Design tab, and locate the Table
Styles.
3. Click the More drop-down arrow to see all of the table
styles.
4. Hover the mouse over the various styles to see a live
preview.
5. Select the desired style.
To change the Table Styles Options
Once you've chosen a table style, you can turn various options
on or off to change the appearance of the table. There are six
options: Header Row, Total Row, Banded Rows, First
Column, Last Column, and Banded Columns.
1. Click anywhere on the table. The Table Tools tab will
appear.
2. Click on the Table Tools Design tab.
3. Hover the mouse over each option in the Table Style
Options group to see an explanation of what it does, and
check or uncheck the desired options.
Note: Depending on which Table Style you're using, certain
Table Style Options may have a somewhat different effect. You
may need to experiment to get the exact look you want.
To add borders to a Table
1. Select the cells you wish to add a border to.
2. From the Table Tools Design tab, select the desired Line
Style, Line Weight, and Pen Color.

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3. Click the Borders drop-down arrow.
4. From the drop-down menu, select the desired border type.
5. The border will be added to the selected cells.
Modifying a table using the layout tab
When you select a table in PowerPoint 2010, Design and
Layout tabs appear under Table Tools on the Ribbon. Using
commands on the Layout tab, you can make a variety of
modifications to the table.
Practice
1. Open an existing PowerPoint Presentation.
2. Insert a new table with three columns and four rows.
3. Apply a Table Style.
4. Use the Table Style Options to make your table have
banded rows and a header row.
5. Delete a column from the table.
6. Add a border to one of the rows in the table.
11.5 Working with Charts
A chart is a tool you can use to communicate your data
graphically. Displaying charts in PowerPoint allows your
audience to see the meaning behind the numbers, and they
make showing comparisons and trends a lot easier. In this
lesson, you will learn how to insert charts and modify them so
they communicate information effectively.
Inserting charts
PowerPoint uses an Excel worksheet as a placeholder for
entering chart data. Therefore, when you insert or edit a chart
in PowerPoint, an Excel window will automatically open.

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To insert a Chart
1. Select the Insert tab.
2. Click the Insert Chart command in the Illustrations
Group. The Insert Chart dialog box will appear.
3. Select a category from the left pane of the dialog box, and
review the charts that appear in the center.
4. Select the desired chart.
5. Click OK. An Excel window will open with a placeholder
for your data.
Note: If a slide layout has a content placeholder, you can also
click the Insert Chart command to insert a new chart.
To Enter Chart Data
The data that appears in the Excel spreadsheet is placeholder
source data that you will replace with your own information.
The Excel source data is used to create the PowerPoint chart.
1. Enter your data into the Excel spreadsheet.
2. If necessary, click and drag the lower-right corner of the
blue line to increase or decrease the data range for rows
and columns. Only the data enclosed by the blue lines will
appear in the chart.
3. Close Excel. You do not need to save the spreadsheet. The
PowerPoint chart will update to reflect the new source data.
You can edit the chart data at any time by selecting your chart
and clicking the Edit Data command in the Data group on the
Chart Tools Design tab.
Copying and pasting existing Excel data
If you already have an Excel worksheet with data you would
like to use for a PowerPoint chart, you can transfer the data by

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copying and pasting it. When the Excel window opens,
simply open your existing worksheet, select and copy the data,
and paste it into the worksheet in place of the placeholder data.
Be sure to drag the blue line to surround all the data you
would like to include in the chart.
Importing a chart from Excel
If you have already created a chart in Excel, you can import
and link it to your PowerPoint presentation. When you insert
an Excel chart in PowerPoint, any updates you make to the
original Excel chart will automatically update in your
PowerPoint presentation, as long as the files remain in the
same location. This can be a convenient and time-saving
feature for presentations that require frequent updating.
1. Click the Insert tab, and locate the Text group.
2. Click the Insert Object command. A dialog box will
appear.
3. In the dialog box, select Create from file.
4. Click Browse.
5. Find and select the desired Excel chart, then click OK.
6. Click the Link checkbox if you would like to link the data
to the Excel chart. This will enable your PowerPoint chart
to update itself when changes are made to the Excel chart.
7. Click OK. The chart will now appear in your PowerPoint
presentation.
Note: To edit an imported chart, double-click it to open the
Excel placeholder. After you have finished editing, be sure to
save the chart in Excel. Once you have imported a chart, be
careful not to delete or move the original Excel file. If the
location of either the PowerPoint presentation or the Excel

254. -254-
files changes, you may have to insert the chart again in order
for it to display correctly.
Modifying charts with Chart Tools
There are many ways to customize and organize your charts.
For example, PowerPoint allows you to change the chart
type, rearrange a chart's data, and even change the layout
and style. Once you insert a chart, a set of Chart Tools will
appear on the Ribbon. These are only visible when the chart is
selected. You can use the three tabs grouped under Chart
Tools to modify your chart.
To change the Chart Type
1. From the Design tab, click the Change Chart Type
command. A dialog box will appear.
2. Select the desired chart type.
3. Click OK. The chart will update to reflect the new chart
type.
To switch Row and Column data
Sometimes when you create a chart, the data may not be
grouped the way you want it to. In the clustered column
chart below on the left, the Book Genre Sales statistics are
grouped by Genre, with a column for each year. However,
you could also switch the row and column data so the chart
will group the statistics by year, with columns for each genre,
as in the chart on the right. In both cases, the chart contains the
same data; it's just organized differently.
1. Select the chart.
2. From the Chart Tools Design tab, select the Edit
command in the Data group. The Excel placeholder will
open.

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3. Return to your PowerPoint slide. Select the Switch
Row/Column command in the Data group.
4. The chart will adjust the data.
To change the Chart Layout
1. Select the Chart Tools Design tab.
2. Click the More drop-down arrow in the Chart Layouts
group to see all of the available layouts.
3. Select the desired layout.
4. The chart will update to reflect the new layout.
Note: Some layouts include things like chart titles and legend
labels. To change them, just place the insertion point in the
text and begin typing.
To change the chart style
1. Select the Chart Tools Design tab.
2. Click the More drop-down arrow in the Chart Styles
group to see all of the available styles.
3. Select the desired style.
4. The chart will update to reflect the new style.
Practice
1. Open an existing PowerPoint presentation.
2. Insert a new chart.
3. Change the chart layout.
4. Apply a chart style. If the new style includes a chart title
or any labels, edit those.
5. Switch the row and column data.
11.6 Review Presentation
Before presenting your PowerPoint presentation, you might
decide to ask someone else to look over it. The two of you

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might even collaborate on a presentation. If you were revising
a hard copy of a report, you might add comments in the
margins or compare your rough and final drafts side by side.
You can also do these things in PowerPoint using the
Comments and Compare features.
Reviewing presentations
Have you been asked to work with someone else to create a
PowerPoint presentation? Or perhaps you've created a slide
show and would like another person to view it to make sure
everything looks polished. PowerPoint's Comments and
Compare features make it easier for you to collaborate with
others on the content of your presentation.
Commenting on presentations
When you are revising or collaborating on a presentation, you
might want to make notes or suggestions without actually
changing anything on the slide. Using comments allows you
to take note of anything on a slide without altering the slide
itself. Comments can be added and read by the original author
or any other reviewers.
To add a comment
1. Select the text, or click on the area of the slide where you
would like the comment to appear.
2. Select the Review tab, and locate the Comments group.
3. Click the New Comment command.
4. Type your comment.
5. Click anywhere on the slide, and your comment will
appear.

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Note: Added comments show up as small thumbnails rather
than full-sized notes. To read a comment, just hover your
mouse over the thumbnail.
To edit a comment
1. Select the comment you would like to edit by clicking the
comment thumbnail.
2. Click the Review tab.
3. Click the Edit Comment command.
4. Make the desired changes.
5. Click anywhere on the slide, and the comment will update
to reflect your edits.
To respond to a comment
1. Right click the comment you would like to respond to.
2. From the drop-down menu, select New Comment.
3. Type your comment.
4. Click anywhere on the slide, and the new comment will
appear below the original comment.
To delete a comment
1. Select the comment you wish to delete.
2. From the Review tab, click the Delete command.
Note: To delete multiple comments, simply click the Delete
drop-down arrow and select Delete All Markup in the Current
Slide or Delete All Markup in the Current Presentation
Comparing Presentations
If you are collaborating on a presentation or even just asking
someone else to review your presentation, you might want to
use the Compare feature. The Compare feature combines
two versions of the same presentation. This allows you to see

258. -258-
all of the differences between the two and decide which
changes to include in the final version of your presentation.
To compare two presentations
1. Select the Review tab, and locate the Compare group.
2. Click Compare. A dialog box will open.
3. Browse for and select the desired file.
4. Click Merge.
5. Click the buttons in the interactive below to learn how to
review comments and changes using the Compare feature.
Using Reviewing Features Safely
If there are any comments in your presentation, you should
remove them before sharing the final version with anyone
you are not collaborating with. Comments can reveal
confidential information that could lead to embarrassment or
make you or your company appear unprofessional.
It's a good idea to double-check your presentation using the
Document Inspector. The Document Inspector can tell you
if there are any comments or other hidden data in your
presentation that you may need to remove.
To use the Document Inspector
1. Save your presentation.
2. Click the File tab to go to Backstage view.
3. Select Info on the left side of the page.
4. Click the Check for Issues command. A drop-down menu
will appear.
5. Select Inspect Document.
6. Click Inspect.
7. The inspection results will show an exclamation mark for
any categories where it found possibly sensitive data, and it

259. -259-
will also have a Remove All button for each of those
categories. Click Remove All to remove the data.
8. Close the dialog box when you're done.
9. From Backstage view, click Save to make the changes
permanent.
Practice
1. Open an existing PowerPoint presentation.
2. Select text on any slide, and add a comment.
3. Edit the comment you just added.
4. Delete all comments in the presentation.
5. Run the Document Inspector to find and remove hidden
data.
11.7 Advanced Presentation Options
There are many things to keep in mind when giving a
presentation. How long will your presentation last? What will
you say? If you're not in the same location as your audience,
how will they view it? Fortunately, PowerPoint 2010 offers a
number of tools to help you ensure your presentation goes
smoothly.
Rehearsing Slide Show Timings
Rehearsing timings can be useful if you want to set up a
presentation to play at a certain speed without having to click
through the slides to present it. Think of it as a tool to help you
practice presenting your slide show. Using this feature, you
can save timings for each slide and animation. PowerPoint will
then play back the presentation with the same timings when
you present it.
To Rehearse Timings
1. Select the Slide Show tab, and locate the Set Up group.

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2. Click the Rehearse Timings command. You will be taken
to a full-screen view of your presentation.
3. Practice presenting your slide show. When you are ready to
move to the next slide, click the Next button on the
Recording Toolbar in the top left corner. If you prefer,
you can also use the right arrow key.
4. When you have reached the end of the show, press the Esc
key to end your slide show. A dialog box will appear with
the total time of your presentation.
5. If you are satisfied with your timings, click Yes.
Note: If you need more than one try to get the timings just
right, the Recording Toolbar has options to let you take a
break or start over on a slide. To pause the timer, click the
pause button on the toolbar. No actions taken while the timer
is paused will be included in the timings. To re-record the
timings on the current slide, simply click the repeat button.
Recording Slide Show
The Record Slide Show feature is similar to the Rehearse
Timings feature, but it's more comprehensive. If you have a
microphone for your computer, you can even record voice-
over narration for the entire presentation. This is useful if
you plan on using your slide show for a self-running
presentation or a video. Your mouse won't show up on screen
in recorded slide shows, so if you would like to point out
details on screen, you can use PowerPoint's laser pointer
option.
To Record a Slide Show
1. Click the Slide Show tab, and locate the Set Up group.
2. Click the Record Slide Show drop-down arrow.

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3. Select either Start Recording from Beginning or Start
Recording from Current Slide. The Record Slide Show
dialog box will appear.
4. Select the desired options. Remember, you can only record
narration if you have a microphone attached to your
computer.
5. Click Start Recording. Your presentation will open up to a
full-screen view.
6. Perform your slide show. Make sure to speak clearly into
the microphone if you are recording narration. When you
are ready to move to the next slide, click the Next button on
the Recording Toolbar in the top left corner, or use the
right arrow key.
7. When you reach the end of the show, press the Esc key to
exit.
8. Your slide show timings and narration are now included in
your presentation. The slides with narration will be marked
with a speaker icon in the bottom right corner.
Note: To point out details during your recording, press and
hold the Ctrl key on your keyboard. Your cursor will show up
as a laser pointer. Simply move your mouse to indicate the
desired details. Release the Ctrl key when you are finished
pointing out things on screen.
Sharing Presentation Options
PowerPoint 2010 offers several options to enhance or even
totally change the way you deliver presentations. Instead of
presenting your slide show normally, you can choose to
present it as a video, or even broadcast it live on the Web so
others can view it remotely. No matter how you choose to give
your presentation, you can enhance it by customizing your

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slide show to remove or reorder slides, and printing handouts
to help your audience take notes. All of these options can help
you give a polished and professional presentation.
Presenting Slide Show as a Video
The Create a Video feature allows you to save your
presentation as a video. This can be useful, as it lets your
viewers watch the presentation whenever they want. To make
sure your viewers have enough time to view each slide, you
might want to rehearse the timings or record your slide show
before using this feature.
To create a video
1. Click the File tab. This takes you to the Backstage view.
2. Select Save and Send.
3. Select Create a Video under File Types. The Create a
Video menu will appear on the right.
4. Click the drop-down arrow next to Computer and HD
Displays to select the size and quality of your video.
5. Select the drop-down arrow next to Recorded Timings
and Narrations.
 Choose Don't Use Recorded Timings and Narrations
if you don't have or don't wish to use recorded timings.
You can adjust the default Seconds to spend on each
slide: in the box below the drop-down menu.
 Choose Use Recorded Timings and Narrations if you
have already recorded timings and narrations and would
like to use them in your video.
6. Click the Create Video command. The Save As dialog box
will appear.
7. Select the location where you wish to save the presentation,
then enter a name for the presentation.
8. Click Save. A status bar will appear in the bottom right
corner of the PowerPoint window as PowerPoint creates

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your video. When the bar is completely green, your video is
ready to view, send, or upload.
Broadcasting your slide show to remote audiences
Broadcasting a presentation remotely is surprisingly easy. All
you and your viewers need is an Internet connection they don't
even need PowerPoint. Once your viewers are connected, you
can start the presentation as you normally would.
Note: Please note that you cannot edit your presentation or
mark it with a highlighter or pen while you are broadcasting a
slide show. You also cannot use PowerPoint to speak to your
audience. Plan to communicate with your viewers through
teleconferencing, or pre-record your narration.
To Broadcast a Slide Show
1. Select the Slide Show tab, and locate the Start Slide Show
group.
2. Click the Broadcast Slide Show command. The Broadcast
Slide Show dialog box will open.
3. Click Start Broadcast. A status bar will appear as
PowerPoint prepares your broadcast.
4. A link will appear. Select the link, and click Copy Link to
make a copy of the link, or Send in Email to send an email
with the link to your viewers.
5. Click Start Slide Show.
6. Present your slide show.
7. When you are finished, click End Broadcast in the yellow
bar at the top of the screen.
Customizing Slide Show
Sometimes you might want to hide a slide while still keeping
it in your presentation. For instance, if you are presenting a

264. -264-
slide show to more than one group of people, hiding or even
rearranging certain slides could help you tailor your slide
show to each group you present it to.
To create a custom show
1. Select the Slide Show tab, and locate the Start Slide Show
group.
2. Click the Custom Slide Show command.
3. Select Custom Shows.... The Custom Shows dialog box
will appear.
4. Click New. The Define Custom Show dialog box will
appear.
5. Locate the Slide show name box, and type in a name for
your custom show.
6. Select the slides in the Slides in presentation: box that you
would like to include in your custom show, then click
Add>> to add them to the Slides in custom show: box. If
necessary, use the up and down arrows to reorder the
added slides.
7. Click OK.
Note: You can also hide slides by selecting the Hide Slide
command, which can be found on the Slide Show tab. To
unhide a slide, simply click the Hide Slide command again.
Creating Handouts of a Presentation
Printing handouts with images of your slides can be helpful to
your audience, as it gives them a hard copy of the information
you're presenting. Plus, they can take notes on the handouts as
you present your slide show.
To Create Handouts of a Presentation
1. Click the File tab. This takes you to the Backstage view.

265. -265-
2. Click Print.
3. Click the drop-down arrow in the box that says Full Page
Slides, and locate the Handouts group.
4. Select a page layout for your handouts. Up to nine slides
can be displayed per page. Note that the 3 slides layout
offers lined space for your viewers to take notes.
5. Click the Print command.
Note: If you would like to add a header or footer to your
handouts, click the View tab on the Ribbon, then select
Handout Master. Just type your header or footer information
into the boxes provided. To return to the normal view, click
Exit Master View.
Practice
1. Open an existing PowerPoint presentation.
2. Use the Rehearse Timings feature to record slide and
animation timings for the presentation. Or, if you have a
microphone attached to your computer, use the Record
Slide Show feature.
3. Create a custom slide show from your presentation.
4. Create a video of your presentation.
11.8 Slide Master View
Slide Master View is a special mode in PowerPoint that allows
you to modify slides and slide layouts in your presentation.
Slide Master View is a special feature in PowerPoint that
allows you to quickly modify the slides and slide layouts in
your presentation. From there, you can edit the slide master,
which will affect every slide in the presentation. You can also
modify individual slide layouts, which will change any slides
using those layouts.

266. -266-
Using Slide Master View
Whether you're making big changes to your slides or just a
few small tweaks, Slide Master View can help you create a
consistent, professional presentation without a lot of effort.
You could use Slide Master View to change just about
anything in your presentation, but here are some of its most
common uses:
1. Modify Backgrounds: Slide Master View makes it easy to
customize the background for all of your slides at the same
time. For example, you could add a watermark or logo to
every slide in your presentation, or modify the background
graphics of an existing PowerPoint theme.
2. Rearrange Placeholders: If you find that you often
rearrange the placeholders on each slide, you can save time
by rearranging them in Slide Master View instead. When
you adjust one of the layouts in Slide Master View, all of
the slides with that layout will change.
3. Customize Text Formatting: Rather than changing the
text color on every slide individually, you could use the
slide master to change the text color on all slides at once.
4. Create Unique Slide Layouts: If you want to create a
presentation that looks different from regular PowerPoint
themes, you could use Slide Master view to create your
own layouts. Custom layouts can include your own
background graphics, placeholders, and more.
To Make Changes to All Slides
If you want to change something on all slides of your
presentation, you can edit the slide master.

267. -267-
1. Select the View tab, and then click the Slide Master
command.
2. The presentation will switch to Slide Master View, and the
Slide Master tab will be selected on the Ribbon.
3. In the left navigation pane, scroll up and select the first
slide. This is the slide master.
4. Use the desired tabs on the Ribbon to make changes to the
slide master.
5. When you're finished, click the Close Master View
command on the Slide Master tab.
6. The change will appear on all slides of the presentation.
Customizing Slide Layouts
When you make a change to the slide master, it's a good idea
to review your presentation to see how it affects each slide.
You may find that some of your slides don't look exactly right.
On the next page, we'll show you how to fix this by
customizing individual slide layouts. If you're inserting a
background graphic, you may want to send it behind all
other objects on the slide. Right-click the object, select Send
to Back, then click Send to Back.
Note: You can use Slide Master View to modify any slide
layout in your presentation. It's easy to make small tweaks,
like adjusting background graphics, or big changes, like
rearranging or deleting placeholders. Unlike with Slide
Master, changes to a slide layout will only be applied to slides
using that layout in your presentation.
To Customize an Existing Slide Layout
1. Navigate to Slide Master View.
2. Locate and select the desired layout in the left-navigation
pane. You can hover the mouse over each layout to see

268. -268-
which slides are currently using that layout in the
presentation.
3. In some layouts, the background graphics may be hidden.
To show the graphics, uncheck the box next to Hide
Background Graphics.
4. Add, move, or delete any objects as desired. In our
example, we'll move the purple rectangle to better show our
new logo.
5. If you want to change the arrangement of the placeholders,
you can move, resize, or delete any of them. In our
example, we'll rearrange our placeholders to create more
room for text on the slide.
6. When you're finished, click the Close Master View
command on the Slide Master tab.
7. All slides using the layout will be updated.
Note: To add a new slide with the customized layout, click the
bottom half of the New Slide command, and then select the
desired layout.
Customizing Text Formatting
You can also customize the text formatting from Slide Master
View, including the font, text size, color, and alignment. For
example, if you want to change the font for every title
placeholder in your presentation, you can modify the Master
title style on the Slide Master.
Every title placeholder is connected to the master title style on
the Slide Master.
Creating New Slide Layouts
One of the most powerful features of Slide Master view is the
option to create new slide layouts. This is an easy way to add
interesting and unique slide layouts to an existing theme. You

269. -269-
could even use this feature to design an entirely new theme, as
in the example below.
To Insert a New Slide Layout
1. Navigate to Slide Master View.
2. From the Slide Master tab, click the Insert Layout
command.
3. A new slide layout will appear.
4. The layout will include Title and Footer placeholders by
default. Click the Title and Footers boxes in the Master
Layout group to toggle these placeholders on and off.
5. Click the bottom half of the Insert Placeholder command,
and then select the desired placeholder type. We
recommend using the Content placeholder most of the
time, since it can be used for any type of slide content.
6. Click and drag to draw the placeholder on the slide. You
can add more placeholders, if desired.
7. Using the other tabs on the Ribbon, you can add
background graphics, shapes, or pictures to the slide layout.
To rename a custom layout
You'll want to give your custom layout a unique name so it
will be easy to find.
1. Navigate to Slide Master View.
2. Select the desired layout, and then click the Rename
command.
3. A dialog box will appear. Type the desired name, then click
Rename.
To use a Custom Layout
Once you've created a custom slide layout, it's easy to add a
new slide with that layout to your presentation.

270. -270-
1. If you're currently in Slide Master View, click the Close
Master View command on the Slide Master tab.
2. From the Home tab, click the bottom half of the New
Slide command, then selects the custom layout from the
menu that appears.
Using Custom Layouts in Other Presentations
When you modify the master or layouts in Slide Master View,
you're actually creating a custom version of the current theme.
If you want to apply the theme to other presentations, you'll
need to save it.
To save a theme
1. Select the Slide Master tab
2. Click the Themes command, and then select Save
Current Theme from the drop-down menu.
Note: If you're not in Slide Master View, you can save the
theme from the Design tab. Just click the drop-down arrow in
the Themes group, and then select Save Current Theme.
PowerPoint also allows you to add new placeholders to an
existing slide layout.
Practice
1. Open an existing PowerPoint presentation.
2. Navigate to Slide Master View.
3. Insert a picture or shape on all slides.
4. Customize an existing slide layout.
5. Change the font of the master title style on the slide
master.
6. Create a new slide layout, and add at least one
placeholder.
7. Review the presentation in Normal view to see the changes.

271. -271-
8. Save the theme so you'll be able to use the custom layouts
in other presentations.
Creating a Photo Album
PowerPoint allows you to import a set of pictures into a photo
album presentation. With the photo album feature you can
select, rearrange, adjust and add text to your pictures. By
default, one picture will appear on each slide, but you can
adjust the slide layout to include multiple images if desired.
To Create a Photo Album
1. Select the Insert tab.
2. Click the Photo Album command in the Images group and
select New Photo Album.
3. The Photo Album dialog box appears. Locate and click on
the File/Disk... button.
4. Select the desired image file(s). Click Insert.
 To select all images in your folder, click on the first
image, then press and hold the Shift key and select the
last image.
 To select multiple non-adjacent images, press and hold
the Control key while clicking on the desired images.
5. The Photo Album dialog box provides several options for
moving, adjusting and changing the layout of pictures. Edit
as needed, and then click Create to insert pictures into the
photo album.
6. A separate presentation will be created for the photo album.
By default, it will include a title page and one picture per
slide.

272. -272-
11.9 Exercise
1. What is SmartArt graphic? Describe the procedure to
insert SmartArt graphic in PowerPoint
2. Compare hyperlinks and Action buttons
3. What are the procedures to insert hyperlinks?
4. Describe the procedure to import a chart from excel to
PowerPoint.
5. How do we add comment to a slide
6. What is the inbuilt feature that enable PowerPoint user
to compare 2 PowerPoint presentations?
7. What is the basic requirement to record slide show?
8. Describe the procedure to record a slide show.
9. Highlights procedure to broadcast slide show.
10. What are the procedures to create handout of a
presentation.
11. Describe common uses of slide master.

273. -273-
Multiple Choice Questions
Set A
1. Which file format can be added to
a PowerPoint show?
A. .jpg
B. .giv
C. .wav
D. All of the above
2. In Microsoft PowerPoint two kind
of sound effects files that can be
added to the presentation are
A. .wav files and .mid files
B. .wav files and .gif files
C. .wav files and .jpg files
D. .jpg files and .gif files
3. Material consisting of text and
numbers is best presented as
A. A table slide
B. A bullet slide
C. A title slide
D. All of the above
4. What is a motion path?
A. A type of animation entrance
effect
B. A method of advancing slides
C. A method of moving items on a
slide
D. All of the above
5. What is a slide-title master pair?
A. The title area and text area of a
specific slide
B. a slide master and title master
merged into a single slide
C. A slide master and title master
for a specific design template
D. All of above
6. Which of the following should
you use if you want all the slide
in the presentation to have the
same ―look‖?
A. the slide layout option
B. add a slide option
C. outline view
D. a presentation design template
7. In the context of animations, what
is a trigger?
A. An action button that advances
to the next slide
B. An item on the slide that
performs an action when clicked
C. The name of a motion path
D. All of above
8. If you have a PowerPoint show
you created and want to send
using email to another teacher
you can add the show to your
email message as a (an)
A. Inclusion
B. Attachment

274. -274-
C. Reply
D. Forward
9. In order to edit a chart, you can
A. Triple click the chart object
B. Click and drag the chart object
C. Double click the chart object
D. Click the chart object
10. To exit the PowerPoint
A. click the application minimize
button
B. click the document close button
C. double click the applications
control menu icon
D. double click the document
control menu icon
11. to preview a motion path effect
using the custom animation task
pane, you should
A. click the play button
B. click the show effect button
C. double click the motion path
D. all of above
12. You can create a new
presentation by completing all of
the following except
A. Clicking the new button on the
standard toolbar
B. Clicking file, new
C. Clicking file open
D. Pressing ctrl + N
13. You can embed a MS-
Organization Chart in a slide by
A. Clicking the object command on
the edit menu
B. Clicking the object command on
the edit menu
C. Clicking the insert new slide
button the standard toolbar, then
double click the organization
chart button on the formatting
toolbar
D. Clicking the MS-Organization
Chart button on the standard
toolbar
14. To select one hyperlink after
another during a slide
presentation, what do you press?
A. Tab
B. Ctrl + K
C. Ctrl + h
D. All of above
15. Special effects used to introduce
slides in a presentation are called
A. effects
B. custom animations
C. transitions
D. present animations
16. You can edit an embedded
organization chart object by
A. Clicking edit object
B. Double clicking the organization
chart object
C. Right clicking the chart object,
then clicking edit MS-
Organizaiton Chart object
D. b and c both
17. What is the term used when you
press and hold the left mouse
key and more the mouse around
the slide?

275. -275-
A. Highlighting
B. Dragging
C. Selecting
D. Moving
18. Which of the following toolbars
provide different options in
various master views?
A. Common tasks toolbar
B. Drawing toolbar
C. Formatting toolbar
D. Standard toolbar
19. How can you create a uniform
appearance by adding a
background image to all slides?
A. Create a template
B. Edit the slide master
C. Use the autocorrect wizard
D. All of the above
20. How do you create speaker note
pages that show the slides,
related notes, and your company
logo on each page?
A. Edit the notes master and add
your company logy
B. Edit the slide master and insert
your company logo and notes
pane
C. Edit the handout master to
include your company logo and
one slide per page with
additional note space
D. All of the above
21. The ___________ lets you
access commands no matter
which tab you are on.
A. Mini-ribbon
B. Quick Access Toolbar
C. Shortcut bar
D. Access All Commands button
Set B
1. Which tab is not available on left
panel when you open a
presentation?
A. Outline
B. Slides
C. Notes
D. All of above are available
2. Which of the following
statements is not true?
A. You can type text directly into a
PowerPoint slide but typing in
text box is more convenient.
B. From Insert menu choose Picture
and then From File to insert your
images into slides.
C. You can display a PowerPoint
presentation in Normal, Slide
Sorter or Slide Show view.
D. You can show or hide task pane
from View >> Toolbars

276. -276-
3. To start Microsoft PowerPoint
application
A. Click on Start >> Programs >>
All Programs >> Microsoft
PowerPoint
B. Hit Ctrl + R then type ppoint.exe
and Enter
C. Click Start >> Run then type
powerpnt then press Enter
D. All of above
4. Which of the following section
does not exist in a slide layout?
A. Titles
B. Lists
C. Charts
D. Animations
5. PowerPoint presentations are
widely used as
A. Note outlines for teachers
B. Project presentations by students
C. Communication of planning
D. All of above
6. _______ controls all the main
slide control tasks for your
presentation.
A. Task Pane
B. Task Bar
C. Control Panel
D. None of above
7. Which of the following cannot be
toggled from View >>
Toolbars?
A. Control Toolbox
B. Slides
C. Revisions
D. Reviewing
8. Which of the following pane is
not available in Task Pane?
A. Getting Started
B. Clip Art
C. Word Art
D. Search Results
9. Which of the following pane is
NOT available in Task Pane?
A. Slide Design
B. Master Slide
C. Slide Layout
D. Slide Transition
10. A new presentation can be
created from
A. Blank Presentation
B. From Existing Presentation
C. From Design Template
D. All of above
11. In slide layout panel how many
layouts are available for text
layout by default?
A. 4
B. 7
C. 12
D. None of above
12. Which of the following
statement is false?
A. If you choose to select from one
of the pre-made slide layouts,
you can change the positioning
B. If you choose to select from the
pre-made slide layouts, you
cannot delete the objects in the
layout.

277. -277-
C. Blank Slide is at the top of the
‗Content Layouts‘ area in the
Slide Layout panel.
D. All of above are false statements
13. What lets you to create new
presentation by selecting ready-
made font color and graphics
effects?
A. Presentation Template
B. Master Slide
C. Design Template
D. Animation Scheme
14. Which command will you use in
PowerPoint if you need to
change the color of different
objects without changing
content?
A. Design Template
B. Color Scheme
C. Font Color
D. Object Color
15. What PowerPoint feature will
you use to apply motion effects
to different objects of a slide?
A. Slide Transition
B. Slide Design
C. Animation Objects
D. Animation Scheme
16. What feature will you use to
apply motion effects in between
a slide exits and another enters?
A. Slide Transition
B. Slide Design
C. Animation Objects
D. Animation Scheme
17. The selected design template can
be applied
A. To current slide only
B. To all the slides
C. To all the new presentation you
create
D. All of above
18. The difference between Slide
Design and Auto Content
Wizard is
A. Both are same
B. AutoContent Wizard is just the
wizard version of Slide Design
C. Slide Design does not provide
sample content but Auto Content
Wizard provides sample content
too!
D. Slide Design asks your choice in
steps but Auto Content Wizard
does not let you make choices
19. In which menu can you find
features like Slide Design, Slide
Layout etc.?
A. Insert Menu
B. Format Menu
C. Tools Menu
D. Slide Show Menu
20. Which menu provides you
options like Animation Scheme,
custom Animation, Slide
Transition?
A. Insert Menu
B. Format Menu
C. Tools Menu
D. Slide Show Menu

278. -278-
21. One way to make a PowerPoint
slide display animations is to:
A. Select the slide in normal view;
and click Format, Animation
B. Click the PowerPoint window
and move it around vigorously
with the mouse for a manual
animation effect
C. Select the slide in slide sorter
view, right click and choose
preset animations from the
shortcut menu
D. PowerPoint does not have an
animation feature
22. Which of the following is not a
way to cut ext?
A. Select the text and press the
delete button
B. Select the text and select Edit,
Cut from the menu
C. Select the text and click the Cut
button on the toolbar
D. Select the text and press Ctrl + X
23. Which types of fonts are best
suitable for titles and headlines
A. serif fonts
B. sans serif fonts
C. text fonts
D. picture fonts
24. Which type of font is best
suitable for large amount of text?
A. serif fonts
B. sans serif fonts
C. text fonts
D. picture fonts
25.To give a PowerPoint
presentation to a large audience,
you:
A. Set up your computer in a large
auditorium, and click large,
auditorium, OK
B. Click the slide you wish the
audience to see in normal view,
then click the next slide, and so
on.
C. Choose either view, slide show
or slide show, view show
D. Slick slide show, OK
26. Which of the following can you
use to add times to the slides in a
presentation
A. Slice Show menu
B. Rehearse timing button
C. Slide transition button
D. All of the above
27. Which of the following is not
one of PowerPoint‘s views?
A. Slide show view
B. Slide view
C. Presentation view
D. Outline view
28. Which PowerPoint view works
best for adding slide transitions?
a. Slide show view
b. Slide sorter view
c. Slide view
d. Notes view
29. Which of the following views
is the best view to use when
setting transition effects for all
slides in a presentation

279. -279-
A. Slide sorter view
B. Notes page view
C. Slide view
D. Outline view
30. Which option can be used to
set custom timings for slides in a
presentation?
A. Slider Timings
B. Slider Timer
C. Rehearsal
D. Slide Show Setup
31. Which of the following will not
advance the slides in a slide
show view?
A. The esc key
B. The space bar
C. The enter key
D. The mouse button
32. To import text from a word
document that uses headings into
a PowerPoint presentation:
A. This cannot be done in
PowerPoint
B. Click Insert, Slides from Outline
C. Click Import, Word Document
Headings
D. Click File, New, Presentation
from Word Headings
33. Format painter
A. To paint pretty picutures on your
slides
B. To copy formatting from one
object or piece of text and then
apply it elsewhere
C. To change the background color
of your slides
D. To paint pretty pictures on
background of slides
34. Slide show options available to
the presenter include all of the
following except
A. Transitions command
B. Speaker notes command
C. Meeting minder command
D. Navigation commands
35. Which of the following is an
example for automatic text
formatting?
A. Underlining hyperlink
B. Adjusting extra space
C. Replacing two -‘s with an em
hyphens
D. All of above
36. Which of the following is not a
way to create a new
presentation?
A. Using the Scan-In Slides feature
B. From scratch (create a blank
presentation
C. Using a template
D. Using the auto content wizard
37. The quickest way to create a
PowerPoint presentation is to use
the
A. Word for windows templates
B. Auto creation wizard
C. Auto content wizard
D. Presentation wizard
38. Which of the following can you
format using buttons on the
formatting toolbar?

280. -280-
A. Your hard drive
B. Format painting
C. Font color
D. Underlining
Set C
1. How many steps are there
between Start and Finish in
AutoContent Wizard?
A. 3
B. 4
C. 5
D. 6
2. Which short cut key inserts a new
slide in current presentation?
A. Ctrl+N
B. Ctrl+M
C. Ctrl+S
D. All of above
3. What happens if you select first
and second slide and then click
on New Slide button on toolbar?
A. A new slide is inserted as first
slide in presentation
B. A new slide is inserted as second
slide in presentation
C. A new slide is inserted as third
slide in presentation
D. None of above
4. Which of the following method
can insert a new slide in current
presentation?
A. Right click on the Slide panel
and choose New Slide
B. From Insert menu choose New
Slide
C. Click on New Slide button on
toolbar
D. All of above
5. Which of the following is not a
part of Slide Design?
A. Design Template
B. Color Scheme
C. Animation Scheme
D. Slide Layout
6. What is the best way to create
another copy of a slide?
A. Click the slide then press Ctrl+A
and paste in new slide
B. From Insert Menu choose
Duplicate Slide
C. Redo everything on a new slide
that you had done on previous
slide
D. None of above
7. From which menu you can access
Picture, Test Box, Chart etc?
A. File
B. Edit
C. Insert
D. View

281. -281-
8. If you want to insert some slides
from other presentation into
current one choose
A. From Insert menu choose Slides
from Files
B. From Insert menu choose Slides
from Presentation
C. From Insert menu choose Slides
D. None of above
9. What are the three options
available in Insert >> Picture
menu?
A. Clipart, Pictures, Shapes
B. Clipart, From File, Shapes
C. Clipart, From Files, AutoShapes
D. Clipart, Pictures, AutoShapes
10. To insert slide numbers
A. Insert a text box and select Insert
>> Page Number
B. Insert a textbox and select Insert
>> Number >> PageNumber
C. Choose Insert >> Slide Number
D. Insert a new text box and select
Insert >> slide Number
11. In a PowerPoint presentation
A. Sound clips can be inserted but
not movie clips
B. Movie clips can be inserted but
not sound clips
C. Both cannot be inserted
D. Both can be inserted
12. To insert a hyperlink in a slide
A. Choose Insert >> Hyperlink
B. Press Ctrl + K
C. Hyperlinks can‘t be inserted in
slides
D. Both a & b
13. List Box and Text box
A. Are some other than that in a list
box the bullets are enabled
B. Are different. List boxes are
used to present lists and can‘t be
created with text boxes.
C. Both of above
D. None of above
14. Which of the following
statement is true?
A. You can insert text boxes from
drawing toolbar in PowerPoint
B. You cannot insert text boxes
from drawing toolbar in
PowerPoint
C. Text boxes are provides when
you choose a layout and can‘t be
inserted afterwards
D. None of above
15. When you delete a text box
object from a slide in
PowerPoint Presentation
A. The object is deleted but text box
and the text inside is left on the
slide
B. The text box is deleted and the
text is pasted on the slide
C. The text box and text both are
deleted
D. None of above

282. -282-
16. Which of the following font
effect is not available in
PowerPoint Font dialog box?
A. Underline
B. Shadow
C. Emboss
D. Strikethrough
17. What happens if you edited an
image inserted in PowerPoint?
A. The original file that was
inserted is not changed
B. The original file that was
inserted is changed
C. The original file is changed
when you save presentation
D. None of above
18. If you select Insert >> Picture
>> From File
A. You can insert pictures and
clipArts
B. You can insert clipArts only
C. You can insert pictures only
D. None of above
19. The effect applied to display
when slides changes in slide
show view is
A. Slide Animation
B. Custom Animation
C. Custom Transition
D. Slide Transition
20. To start slide show of a
presentation
A. Hit F5 key
B. From Slide Show menu choose
View Show option
C. From Slide Show menu choose
Rehearse timing
D. Both a & b
SET D
1. Which option on the custom
animation task pane allows you
to apply a preset or custom
motion path?
A. Add effect
B. Emphasis
C. Animate now
D. All of the above
2. What is the term used when a clip
art image changes the direction
of faces?
A. Group
B. Flip
C. Rotate
D. All of the above
3. The slide that is used to introduce
a topic and set the tone for the
presentation is called the
A. table slide
B. graph slide
C. bullet slide
D. title slide

283. -283-
4. Which of the following features
should you use when typing in
the notes text box?
A. Slide show
B. Insert
C. Slide maser
D. Zoom
5. Which option allows you to select
line, curve, freeform or scribble
tools?
A. Create effect
B. Insert motion path
C. Draw custom path
D. All of the above
6. Which of the following should be
used when you want to add a
slide to an existing presentation?
A. File, add a new slide
B. Insert, New slide
C. File Open
D. File, New
7. The size of the organization chart
object
A. Is determined by the presentation
design and cannot be changed
B. Is determined by the presentation
design but can be changed in
PowerPoint
C. Is dependent on the amount of
text within the organization chart
D. b and c
8. Which of the following is the
default page setup orientation of
slide in PowerPoint?
A. Vertical
B. Landscape
C. Portrait
D. None of above
9. Want a PowerPoint photo album
slide show to play continuously?
A. Use random slide transitions
B. Launch an online broadcast
C. Loop continuously
D. All of the above
10. What is defined by the handout
master?
A. Slide formatting
B. Layout of audience handout
notes
C. Handout content formatting for
Microsoft word export
D. All of above
11. Which of the following tool
enables you to add text to a slide
without using the standard
placeholders?
A. Text tool box
B. Line tool
C. Drawing tool
D. Auto shapes tool
12. In notes master view, how do
you modify the font size of text
for all hte4 notes of a
presentation?
A. Modify the slide design
B. Modify the notes master layout
C. Modify the text within the body
placeholder
D. All of the above

284. -284-
13. Want your logo in the same
position on every slide,
automatically? Insert it on the
A. Handout master
B. Notes master
C. Slide master
D. All of the above
Correct Answer: c
14. Which of the following views is
the best view to use when setting
transition effects for all slides in
a presentation?
A. Slide sorter view
B. Notes pages view
C. Slide view
D. Outline view
15. Objects on the slide that hold
text are called
A. Placeholders
B. Object holders
C. Auto layouts
D. Text holders
Correct Answer: a
16. Which of the following provides
a means of printing out feature
notes with a miniature slide on a
printed page?
A. Slide with animation
B. Outline view
C. Notes page
D. Audience handout
17. Which command brings you to
the first slide in your
presentation?
A. Next slide button
B. Page up
C. Ctrl + Home
D. Ctrl + End
18. In normal view, how can you
quickly change to handout
master view?
A. Click the outline tab and select
handout master view
B. Press the shift key and click the
handout master view button
C. On the view menu, click slide
sorter, and click handouts.
D. All of above
19. How can you quickly reinstate a
deleted footer placeholder in
master view?
A. Create a new slide master
B. Re-apply the footer placeholder
C. Re-apply the slide layout
D. All of the above
20. Which of the following can you
use to add times to the slides in a
presentation?
A. Slide show menu
B. Rehearse timings button
C. Slide transition button
D. All of the above
21. To select all of the boxes of an
organization chart
A. Clicking and edit and select all
B. Right click the chart background
and then click select all
C. Press and hold the SHIFT key
and click each box
D. All of above

285. -285-
22. You can show the shortcut menu
during the slide show by
A. Clicking the shortcut button on
the formatting toolbar
B. Right clicking the current slide
C. Clicking an icon on the current
slide
D. a and b
23. Auto clipart is a feature that
A. Automatically places clipart in
your presentation
B. Scans your presentation for
incorrect spelling in your words
on each slide
C. Scans your presentation for
incorrect spelling in Word Arts
objects
D. All of above
24. To edit the text within the boxes
of an organization chart, you
A. select the box and text, then
make changes
B. select the box, then make the
changes
C. highlight the text, them make the
changes
D. a and b both
25. Which of the following allow
you to select more than one slide
in a presentation?
A. Alt + Click each slide
B. Shift + drag each slide
C. Shift + Click each slide
D. Ctrl + Click each slide
26. The view that displays the slides
on a presentation as miniature
representations of the slides is
called
A. slide show
B. slide sorter view
C. notes page view
D. outline view
27. The PowerPoint view that
displays only text (title and
bullets) is
A. Slide show
B. Slide sorter view
C. Notes page view
D. Outline view
28. In Microsoft PowerPoint the
entry effect as one slide replaces
another in a show is called a (an)
A. animation
B. slide transition
C. custom animation
D. preset animation
29. Which of the following
presentation elements can you
modify using the slide master?
A. Slide comments
B. Slide transitions
C. Speaker note font and color
D. All of above
30. Which of the following provides
a printed copy of your
presentation?
A. Outline
B. Speaker notes
C. Audience handouts
D. All of the above

286. -286-
31. Slide show options available to
the presenter include all of the
following except
A. Transitions command
B. Speaker notes command
C. Meeting reminder command
D. Navigation commands
Correct Answer: a
32. Presentation designs regulate the
formatting and layout for the
slide and are commonly called
A. Design plates
B. Templates
C. Placeholders
D. Blueprints
33. Which of the following bypasses
the print dialog box when
printing individual slides or an
entire presentation?
A. File, print, preview
B. The print button
C. File, print
D. Ctrl + p
34. To add a header or footer to your
handout, you can use
A. The title master
B. The slide master
C. The handout master
D. All of above
35. Which of the following will not
advance the slides in a slide
show view?
A. Esc key
B. The spacebar
C. The Enter key
D. The mouse button
36. What are lines, curve, freeform,
and scribble?
A. Emphasis effects that can be
applied to animations
B. Types of custom motion paths
C. Predefined entrance and exit
effects
D. All of the above
37. Comments on a presentation can
record who wrote them and
when they were added. What‘s
the automatic way in PowerPoint
2002?
A. Use online collaboration
B. Use comments
C. Use the notes page
D. All of the above
38. When using PowerPoint, to play
a PowerPoint show for
previewing the show, select
A. View, slide sorter
B. View, slide
C. View, slide show
D. View outline
39. In Microsoft PowerPoint in
order to see all the slides on one
screen use
A. view, slide sorter
B. view, slide
C. view, master
D. view, slide show
40. What‘s the best place to find
animated images for your
PowerPoint 2002 presentation?

287. -287-
A. Microsoft online
B. Word clipart
C. PowerPoint tools and ins
D. All of the above
41. What‘s the easy way to apply
varied animations to test on
slides?
A. apply effects in the custom
animation text pane
B. apply an animation scheme
C. customize bullets with animated
clipart
D. all of above
42. Using a custom animation effect,
how do you make text appear on
a slide by letter?
A. Apply the animation scheme
fade in one by one.
B. Apply an entrance effect, and
then set it to by letter in the
effect option dialog box
C. Apply the fly in entrance to the
text, and then set its speed to
very slow.
D. All of above
43. To exit the
PowerPoint application, you
should
A. Click the application minimize
button
B. Click the document close button
C. Double click the application
control menu icon
D. Double click the document
control menu icon
44. You can create a new
presentation by completing all of
the following except:
A. Clicking the new button on the
standard toolbar
B. Clicking file, new
C. Clicking file open
D. Pressing Ctrl + N
45. You have customized a design
template in one presentation and
you want to use it in another
presentation. What the best way
to do this?
A. Use the browse feature in the
slide design task pane to find the
file that has your design template
and apply it to the current file.
B. Copy and paste the slide with the
design template you want to
include the new presentation;
inserted slide will inherit the
design
C. Save the presentation that has
the design template with a new
name, and then use a new file to
your presentation
D. All of the above.
46. Which of the following options
in the printer dialog box would
you select to prit slides 5 and 12
in a presentation?
A. Slides
B. Custom shows
C. Current slide
D. All

288. -288-
47. Which of the following toolbars
provides different options in
various master views?
A. Common tasks toolbar
B. Drawing toolbar
C. Formatting toolbar
D. Standard toolbar
48. You can tell when an object is
active because
A. The object is highlighted
B. Eight small sizing handles
appear surrounding the text
C. A box frame appears
surrounding the text
D. b and c
49. Which of the following is not an
option when printing handouts?
A. Six slides per page
B. Five slides per page
C. Three slides per page
D. Two slides per page
50. What‘s the best way to design
the layout for our slides?
A. Create layouts for slides,
handouts and notes using the
Master Layout dialog box in
slide master view
B. For each new slide, select a
layout from the Slide Layout
task pane
C. Apply templates from the Slide
Design task pane
D. None of above
51. Any and every command can be
found on the
A. Drawing toolbar
B. Formatting toolbar
C. Standard toolbar
D. Menu bar
52. The slide that is used to
introduce a topic and set the tone
for the presentation is called the
A. Table slide
B. Graph slide
C. Bullet slide
D. Title slide
53. How do you print your slides in
a handout that includes lines for
notes?
A. In the print dialog box, select
handout and set the number of
slides per page to 3
B. In the print dialog box, select
handout and set the number of
slides per page, then select the
include comment page option
C. In the print dialog box select
note page instead of handout
D. All of above
54. Which of the following features
should you use when typing in
the notes text box?
A. Slide shows
B. Insert
C. Slide master
D. Zoom
55. Which of the following should
we used when you want to add a
slide to an existing presentation?
A. File, add a new slide

289. -289-
B. Insert, new slide
C. File, open
D. File, new
56. Which of the following is the
default page setup orientation
footnotes pages, outlines and
handouts?
A. Vertical
B. Landscape
C. Portrait
D. None of above
57. Which of the following is the
default page setup orientation for
slides in PowerPoint?
A. Vertical
B. Landscape
C. Portrait
D. None of above
58. How can you get your photo
album slide show to play
continuously?
A. Use random slide transition
B. Launch an online broadcast
C. Loop continuously
D. All of above
59. What are symbols used to
identify items in a list?
A. Icons
B. Markers
C. Bullets
D. Graphics
60. The toolbars that are displayed
by default in the PowerPoint
window includes
A. Menu bar, standard toolbar,
formatting toolbar, drawing
toolbar, status bar
B. Menu bar, standard toolbar,
formatting toolbar, drawing
toolbar, status bar
C. Standard toolbar, formatting
toolbar, drawing toolbar, status
bar
D. Menu bar, standard toolbar,
status bar, drawing toolbar
61. Objects on the slide that hold
text are called
A. Placeholders
B. Object holders
C. Auto layout
D. Text holders
62. You have got a bunch of digital
holiday photo you want to put
into a slide show. What the
quickest method?
A. Apply a multiple-picture layout
to several slides, and use the
clipart icon on the slides to
import your picture
B. On the insert menu, point to the
picture, click from file, and
select your picture in a group for
each slide
C. On the insert menu, point the
picture and click new photo
album
D. All of the above
63. How would you create the
diagram in PowerPoint

290. -290-
A. Use auto shapes and the drawing
toolbar to create the diagram and
design it
B. Open the diagram gallery from
the drawing toolbar and choose
this diagram type
C. Use the chart command on the
insert menu to import the
diagram
D. All of above
64. Which of the following provides
a means of printing out features
notes with a miniature slide on a
printed page?
A. Slides with animation
B. Outline view
C. Notes page
D. Audience handout
65. Which command brings you to
the first slide in your
presentation?
A. Next slide button
B. Page up
C. Ctrl + home
D. Ctrl + end
66. You were giving your
presentation, and you need to
click a slide that‘s few slides
back. How do you get there?
A. Press ESC to get back into a
normal view; click the slide
thumbnail in normal view; then
click the resume slide show
button
B. Press backspace until your
desired slide
C. Right click, point to go on the
shortcut menu, point to by title,
and click the slide you want to
go to
D. All of above
67. Which of the following should
you do to bring a bullet back to a
previous level?
A. Press the shift + tab keys
B. Press the shift key
C. Press the enter key
D. Press the tab key
68. Good design determines
A. Credibility
B. Readability
C. First impression
D. All of above
69. To make a selection of slides on
our presentation, use a different
design template from the other
slides, what do you do?
A. Select the slides thumbnails in
that section, and apply a
different color scheme
B. Select the slide thumbnails in
that section and apply a different
design template
C. Select one of the slide in the
section you want to change,
customize the fonts and colors,
and use the format painter tool to
apply those styles to the other
slides in the section
D. All of above
70. Your presentation is ready to go,
but you don‘t know if

291. -291-
PowerPoint is installed on the
computer, you will use to present
with what‘s the safe way
A. Save your presentation as a web
page
B. Set up your presentation to be
‖browse as a kiosk‖
C. Use the Pack and Go wizard
D. All of the above
71. The view that displays the slides
of a presentation as miniature
representations of the slides is
called
A. Slide show
B. Slide sorter view
C. Notes page view
D. Outline view
72. The power point view that
displays only text (title and
bullets) is:
A. Slide show
B. Slide sorter view
C. Notes page view
D. Outline view
73. Which of the following provides
a printed copy of your
presentation?
A. Outlines
B. Speaker notes
C. Audience handouts
D. All of above
74. Presentation designs regulate the
formatting and layout for the
slide and are commonly called
A. Design templates
B. Templates
C. Placeholders
D. Blueprints
75. Which of the following should
you use if you want all the slides
in the presentation to have the
same look?
A. The slid layout option
B. The add a slide option
C. Outline view
D. A presentation design template
76. Line spacing refers to
A. The space between the lines of
text
B. The height of the line
C. The length of the line
D. a and c
77. Which of the following uses the
spelling and grammar feature to
indicate an incorrect spelling?
A. The incorrect word appears in all
capital letters
B. The incorrect word has a wavy
red line under it
C. The incorrect word appears
italicized
D. The incorrect word appears bold
78. Which of the following bypasses
the print dialog box when
printing individual slides or an
entire presentation?
A. File, Print Preview
B. The print button
C. File, print
D. Ctrl + P

292. -292-
79. The handout master contains
placeholders from all of the
following except
A. Slide number
B. Title
C. Footer
D. Header
80. How do you add degrees of
transparency to shapes such as
arrows, so that the slide
background shows though?
A. Use #D style 4 button on the
drawing toolbar
B. Use the Set Transparent Color
button on the Picture toolbar
C. Use the Transparency slider in
the Format AutoShapes dialog
box
D. All of above
81. Material consisting of text and
numbers is best presented as
A. A table slide
B. A bullet slide
C. A title slide
D. All of above
82. Which of the following
displays when an image is
selected?
A. Add clip art only if it relates to
your topic
B. Be sure to place at least one
clipart image per slide
C. Resize the image so it takes up
as much space as your text
D. A and b
83. The Microsoft clip gallery
allows you to
A. Add word art images to a slide
B. Spell check your presentation
C. Add clip art images to a slide or
slides
D. Add slides to a presentation
84. Which command select all
object at one time when
selecting multiple objects to be
deleted?
A. Alt + a
B. Ctrl + a
C. Shift + Enter
D. Edit, Select All
85. Auto clip art is a feature that
A. automatically places clip art in
your presentation
B. scans your presentation for
incorrect spelling of words on
each slide
C. scans your presentation for
incorrect spelling in word art
objects
D. all of the above
86. To select all the boxes of an
organization chart
A. Click edit, select all
B. Right click the chart background
click select all
C. Press and hold the shift key and
click each box
D. All of the above
87. To adjust the width of table
columns, you

293. -293-
A. Click table menu. Column width,
then make adjustments
B. Drag the vertical gridline
between two columns
C. Drag the column markers on the
table ruler bar
D. b and c
88. To add a new row to a table
you would
A. click the insert rows command
on the insert menu
B. press the enter key
C. click the insert rows button on
the standard toolbar
D. none of the above
89. After moving a clip art image
to a particular location on the
slide, you can immediately
reverse the action using the
A. Click the not do move object
command on the edit menu
B. Click on the undo button
C. Click on redo button
D. All of above
90. You can edit an embedded
organization chart object by
A. Clicking the edit object
B. Double clicking the organization
chart object
C. Right clicking the chart object,
then clicking edit MS-
Organization Chart object
D. B and c
91. You edit an embedded table
object by
A. Clicking the edit sub command
of the document object
command on the edit menu
B. Double clicking the table object
C. Right clicking the table object,
then clicking edit document on
the edit menu
D. All of above
92. You can embed a Microsoft
Word tale in a slide by
A. Clicking the insert new slide
button on the standard toolbar,
then double clicking table
B. Clicking the insert Microsoft
word table button on the
formatting toolbar
C. Clicking the insert Microsoft
word table button on the
standard toolbar
D. A and c
93. You can embed a organization
chart in a slide by
A. Clicking the object command on
the edit menu
B. clicking the insert new slide
button on the standard toolbar,
then double clicking the
organization chart auto layout
C. clicking the ms organization
chart button on the formatting
toolbar
D. clicking the ms organization
chart button on the standard
toolbar
94. You can add multiple
subordinates to a position by

294. -294-
A. Clicking the subordinate button
as you press and hold shift
B. Clicking the subordinate button
each and every time you add a
subordinate
C. Clicking the subordinate button
as many times as the desired
boxes
D. All of above
95. What is the name of the form
used to input chart values?
A. Datasheet
B. Microsoft Excel
C. Microsoft graph
D. Auto form
96. Which of the following you
must first complete in order to
delete an object?
A. Double click the image
B. Select the image
C. Resize the image
D. Move the image to a new
location
97. What is the term used to
described the separation of a clip
art object into different parts so
that it becomes a PowerPoint
object?
A. Embedding
B. Regrouping
C. Ungrouping
D. Grouping
98. The auto shapes tool provides
you with
A. Fancy text to place on your slide
B. Commonly found shapes
C. Any shape you want to add on a
slide
D. Clip art that is related to your
presentation
99. Which of the following should e
used when you want to add a
slide to an existing presentation?
A. File, add a new slide
B. Insert, new slide
C. File, open
D. File, new
100. An organization has a
president, vice president,
managers and supervisors. On
what level of an organization
chart are the vice presidents
A. Fourth level
B. Third level
C. Second level
D. First level
101. Which of the following
includes special effects that can
be applied to drawing objects?
A. Gradient fills
B. Line color and style
C. Rotating
D. All of above
102. What is the term used when a
clip art image changes the
direction it faces?
A. Group
B. Flip
C. Rotate
D. a and b

295. -295-
103. What is the term used when
you press and hold the left
mouse key and move the mouse
around the slide?
A. Highlighting
B. Dragging
C. Selecting
D. b and c
104. The size of a table object
A. Is dependent on the amount of
text within the table
B. Is determined by the presentation
design but can be changed
C. Is determined by the presentation
design and cannot be changed
D. a and c
105. The size of an organization
chart object
A. Is determined by the presentation
design and cannot be changed
B. Is determined by the presentation
design but can be changed in
PowerPoint
C. Is dependent on the amount of
text within the organization chart
D. B and c
106. Which of the following
format options should be used to
display dollars on an axis?
A. Normal
B. Percentage
C. Currency
D. Comma
Correct Answer: c
107. To maintain the perspective
(height and width ratio) of an
object when resizing, you need
to
A. Press and hold the shift key
while dragging a corner sizing
handle
B. Press and hold the alt + ctrl keys
while dragging a middle handle
C. Drag a corner sizing handle
D. A and c
108. Which of the following is/are
true about rulers and guides?
A. Rulers and guides can be turned
on or off
B. Rulers and guides print on the
slide
C. Rulers and guides help place
objects on the slide
D. A and c
109. To edit the text within the
boxes of an organization chart,
you
A. Select the box and text, then
make the changes
B. Select the box, then make the
changes
C. Highlight the text, then make the
changes
D. Highlight the text then make the
change
110. Which of the following best
describes serifs?
A. Serifs on characters help to
differentiate between similar
looking letters
B. Serifs fonts are best for viewing
test at a distance

296. -296-
C. Serifs are fine cross strokes that
appear at the bottom and top of a
letter
D. Serif font are very simple in
appearance
111. Which of the following
options changes the fill color of
an object back to the default
color?
A. Template
B. Automatic
C. Patterns
D. Fill colors
112. Which of the following
should you use to add shading to
a drawing object on or an auto
shape object?
A. Text box tool
B. Line tool
C. Fill color
D. B and c
113. Which of the following tools
enable you to add text to a slide
without using the standard
placeholders?
A. Text box tool
B. Line tool;
C. Fill color
D. Auto shapes tool
114. A cell is defined as
A. The intersection of a column and
a row
B. An input box
C. A rectangular marker
D. All of the above
115. Which of the following must
be used with the mouse when
you want to resize an image
from the center and keep it
proportioned?
A. The space bar
B. The alt key
C. The ctrl key
D. The shift key
Correct Answer: c
116. Which of the following
should be used with the mouse
when you want to draw a perfect
shape?
A. The spacebar
B. The alt key
C. The ctrl key
D. The shift key
117. What will happen if you
release the mouse button before
releasing the shift key when you
draw a square?
A. The square will not be a perfect
square
B. The square will not be at the
center of the slide
C. The square will be smaller
D. The square will be larger
118. On which part of the chart are
the values entered in a data sheet
displayed?
A. The title area
B. The legend
C. The y-axis
D. The x-axis

297. -297-
119. in order to edit a chart, you
can
A. triple click the chart object
B. click and drag the chart object
C. double click the chart object
D. click the chart objects
120. When an image is selected, it
displays which of the following?
A. Two corner handles
B. Six middle handles
C. Eight sizing handles
D. Six boxes
121. The maximum zoom
percentage in Microsoft
PowerPoint is
A. 100%
B. 200%
C. 400%
D. 500%
122. PowerPoint 2000 has …….
Number of views
A. 3
B. 4
C. 5
D. 6
123. Press animation effects allows
you to
A. Add clip art images to your
slides
B. Create a custom transition to the
nect slide
C. Show bullet items as they are
discussed
D. None of above
124. Which of the following
features allows you to view
slides in a slide show without
manually advancing each slide?
A. Adding build effects
B. Setting slide times
C. Adding transitions
D. All of these
125. Animation schemes can be
applied to ….. in the
presentation
A. All slides
B. Select slides
C. Current slide
D. All of the above
126. Which of the following
feature allows you to select more
than one slide in slide sorter
view?
A. Alt + Click each slide
B. Shift + drag each slide
C. Shift + Click each slide
D. Ctrl + Click each slide
127. One thing the common tasks
button allows you to do is
A. Apply a design template to a
slide
B. Insert a new slide
C. Choose a new layout for a slide
D. All of above
128. A file which contains
readymade styles that can be
used for a presentation is called
A. Auto style
B. Template

298. -298-
C. Wizard
D. Pre-formatting
129. Which key deletes text before,
or the left of, the insertion point?
A. Backspace
B. Page up
C. Delete
D. Page down
130. Which of the following is not
a transition effect?
A. Blinks diagonal
B. Dissolve
C. Fade through black
D. Blinds vertical
131. To create a PowerPoint
presentation from a template
A. Click File, New, select the
presentations tab and choose a
template
B. Click File, New Template and
choose a template
C. Import a presentation template
from PowerPoint‘s template
wizard
D. Click Create Template from
scratch, Now
132. To save a presentation you
A. click save on the windows start
button
B. press Ctrl + F5
C. select File, Save from the menu
D. click the saver button on the
formatting toolbar
133. To change font size of a
selected slide title, you?
A. Click the toolbars font dropdown
arrow and choose the font you
prefer
B. Click format, title and choose a
font from the font tab
C. Click the toolbar‘s increase font
size button
D. Click title, new font, ok.
134. To change font size of a
selected slide title, you:
A. Click the toolbars Font
dropdown arrow and choose the
font you prefer
B. Click Format, Title and choose a
font from the font tab
C. Click the toolbar‘s Increase Font
Size button
D. Click Title, New Font, OK
135. You can show the shortcut
menu during the slide show by
A. Clicking the shortcut button in
the formatting toolbar
B. Right clicking the current slide
C. Clicking an icon on the current
slide
D. A and b
136. To insert a new slide in the
current presentation, we can
choose
a. Ctrl + M
b. Ctrl + N
c. Ctrl + O
d. Ctrl + F
137. Microsoft PowerPoint is a
A. Database program
B. Spreadsheet program
C. Presentation program

299. -299-
D. Word processing program
Correct Answer: c
138. What is the name of the form
used to input chart values?
A. Datasheet
B. Microsoft Excel
C. Microsoft graph
D. Auto form
139. Right clicking something in
PowerPoint
A. Deletes the object
B. Selects the object
C. Opens a shortcut menu listing
for the object
D. Nothing he right mouse button
for operation
140. After choosing a predefine
template, ….. option has to be
chosen to change a background
color
A. Design template
B. Color scheme
C. Animation scheme
D. Color effects
141. Ellipse Motion is a predefined
….
A. Design template
B. Color scheme
C. Animation scheme
D. None of these
142. Block arrows, stars and
banners, and callouts are all
examples of
A. Different types of children‘s
building blocks
B. Auto Shape categories
C. Clip art categories located in the
Microsoft Clip Gallery
D. More technical terms that I don‘t
understand
143. We can replace a font on all
slides with another font using the
…. option
A. Edit, Fonts
B. Tools, Fonts
C. Tools, Replace Fonts
D. Format, Replace Fonts
144. Special effects used
to introduce slides in a
presentation are called
A. Effects
B. Custom animations
C. Transitions
D. Preset animations
145. PowerPoint can display data
from which of the following
add-in software of MS-Office
A. Equation editor
B. Organization chart
C. Photo album
D. All of these
146. Which key on the keyboard
can be used to view slide show
A. F1
B. F2
C. F5
D. F10
147. Which of the following fill
effects can you use for the slide
background?

300. -300-
A. Gradient
B. Texture
C. Picture
D. All of the above
148. Which of the following
statements is not true?
A. Holding down the Shift key
while you draw an object creates
perfect squares, circles and
straight lines
B. The text in a text box can‘t be
formatted
C. The drawing toolbar contains
tools for drawing shapes, lines,
arrows, and more
D. Ctrl+S save the document
149. A chart can be put as a part of
the presentation using
A. Insert -> Chart
B. Insert -> Pictures -> Chart
C. Edit -> Chart
D. View -> Chart
150. The arrangement of elements
such as Title and Subtitle text,
pictures, tables etc. is called
A. Layout
B. Presentation
C. Design
D. Scheme
151. Which of the following are
types of sound files?
A. LOG files
B. DAT files
C. WAV files
D. DRV files
152. Which of the following can
you use to add times to the slides
in a presentation?
A. Microsoft graph
B. Microsoft Table
C. Microsoft Excel
D. Microsoft Word
153. Which view in PowerPoint
can be used to enter speaker
comments?
A. Normal
B. Slide show
C. Slide sorter
D. Notes page view
154. The best way to insert a new
slide in a presentation is to use
the
A. Normal view
B. Special view
C. Slide show view
D. Slide sorter view
155. Which is the best view for
getting your thoughts for a
presentation out on the
computer?
A. Outline view
B. Notes page view
C. Slide sorter view
D. Slide view
156. The boxes that are displayed
to indicate that the text, pictures
or objects are placed in it is
called ….
A. Placeholder
B. Auto text

301. -301-
C. Text box
D. Word art
157. Which of the following is not
a feature of PowerPoint?
A. Printing transparencies
B. Printing the speaker‘s notes
along with slide images
C. Linking a slide transition with a
laser pointer
D. Drawing with a pen
158. Which option can be used to
create a new slide show with the
current slides but presented in a
different order
A. Rehearsal
B. Custom slider show
C. Slide show setup
D. Slide show view
159. Which of the following are
actions you can assign to an
action button or slide object?
A. Run a macro
B. Play a sound
C. Hyper link
D. All of above
160. Which option in PowerPoint
allows to carry slides from one
computer to another?
A. Save As
B. Save and Go
C. Pack and Go
D. Web and Go
SET E
1. Which of the following format
you can decide to apply or not in
AutoFormat dialog box?
A. Number format
B. Border format
C. Font format
D. All of above
2. How can you remove borders
applied in cells?
A. Choose None on Border tab of
Format cells
B. Open the list on Border tool in
Formatting toolbar then choose
first tool (no border)
C. Both of above
D. None of above
3. Where can you set the shedding
color for a range of cells in Excel?
A. Choose required color form
Patterns tab of Format Cells
dialog box
B. Choose required color on Fill
Color tool in Formatting toolbar
C. Choose required color on Fill
Color tool in Drawing toolbar
D. All of above
4. You can set Page Border in Excel
from
A. From Border tab in Format
Cells dialog box
B. From Border tool in Formatting
toolbar
C. From Line Style tool in
Drawing toolbar

302. -302-
D. You cannot set page border in
Excel
5. When all the numbers between 0
and 100 in a range should be
displayed in Red Color, apply
A. Use =if() function to format the
required numbers red
B. Apply Conditional Formatting
command on Format menu
C. Select the cells that contain
number between 0 and 100 then
click Red color on Text Color
tool
D. All of above
6. You can check the conditions
against __________ when applying
conditional formatting
A. Cell value
B. Formula
C. Both of above
D. None of above
7. Which of the following is not true
regarding Conditional Formatting?
A. You can add more than one
condition to check
B. You can set condition to look
for Bold and apply Italics on
them.
C. You can apply Font, border and
pattern formats that meets the
specified conditions
D. You can delete any condition
from Conditional Formatting
dialog box if it is not requried
8. Which of the following is invalid
statement?
A. Sheet tabs can be colored
B. Some picture can be applied as
a background of a sheet
C. You can set the column width
automatically fit the amount of
text
D. The width of a row and be
specified manually or fit
automatically
9. You can use the formula palette
to
A. format cells containing numbers
B. create and edit formula
containing functions
C. enter assumptions data
D. copy a range of cells
10. When a range is selected, how
can you activate the previous cell?
A. Press the Alt key
B. Press Tab
C. Press Enter
D. None of above
11. Which tool you will use to join
some cells and place the content at
the middle of joined cell?
A. From Format Cells dialog box
click on Merge Cells check box
B. From Format Cells dialog box
select the Centered alignment
C. From Format Cells dialog box
choose Merge and Center check
box
D. Click on Merge and
Center tool on formatting
toolbar
12. Tab scroll buttons are place on
Excel screen
A. Towards the bottom right
corner
B. towards the bottom left corner
C. towards the top right corner
D. towards the top left corner

303. -303-
13. The Name box on to the left of
formula bar
A. Shows the name of workbook
currently working on
B. Shows the name of worksheet
currently working on
C. Shows the name of cell or range
currently working on
D. None of above
14. Each excel file is a workbook
that contains different sheets. Which
of the following cannot be a sheet in
workbook?
A. Work sheet
B. chart sheet
C. module sheet
D. data sheet
15. Which of the following is not
the correct method of editing the
cell content?
A. Press the Alt key
B. Press the F2 key
C. Click the formula bar
D. Double click the cell
16. You can merge the main
document with data source in Excel.
In mail merge operation, Word is
usually
A. Server
B. Source
C. Client
D. none
17. How can you update the values
of formula cells if Auto Calculate
mode of Excel is disabled?
A. F8
B. F9
C. F10
D. F11
18. You want to set such that when
you type Baishakh and drag the fill
handle, Excel should produce
Jestha, Aashadh and so on. What
will you set to effect that?
A. Custom List
B. Auto Fill Options
C. Fill Across Worksheet
D. Fill Series
19. Where can you change
automatic or manual calculation
mode in Excel?
A. Double CAL indicator on status
bar
B. Go to Tools >> Options >>
Calculation and mark the
corresponding radio button
C. Both of above
D. None of above
20. How can you show or hide the
gridlines in Excel Worksheet?
A. Go to Tools >> Options >>
View tab and mark or remove
the check box named Gridline
B. Click Gridline tool on Forms
toolbar
C. Both of above
D. None of above
21. Which of the following Excel
screen components can NOT be
turned on or off?
A. Formula Bar
B. Status Bar
C. Tool Bar
D. None of above
22. What happens when you press
Ctrl + X after selecting some cells in
Excel?

304. -304-
A. The cell content of selected
cells disappear from cell and
stored in clipboard
B. The cells selected are marked
for cutting
C. The selected cells are deleted
and the cells are shifted left
D. The selected cells are deleted
and cells are shifted up
23. Which of the following option is
not available in Paste Special dialog
box?
A. Add
B. Subtract
C. Divide
D. SQRT
24. Which command will you
choose to convert a column of data
into row?
A. Cut and Paste
B. Edit >> Paste Special >>
Transpose
C. Both of above
D. None of above
25. It is acceptable to let long text
flow into adjacent cells on a
worksheet when
A. data will be entered in the
adjecent cells
B. no data will be entered in the
adjacent cells
C. there is no suitable abbrevition
for the text
D. there is not time to format the
text
26. Which of the cell pointer
indicates you that you can make
selection?
A. Doctor‘s symbol (Big Plus)
B. small thin plus icon
C. Mouse Pointer with anchor at
the tip
D. None of above
27. Which of the cell pointer
indicates that you can fill series?
A. Doctor‘s symbol (Big Plus)
B. small thin plus icon
C. Mouse Pointer with anchor at
the tip
D. None of above
28. Which of the cell pointer
indicate that you can move the
content to other cell?
A. Doctor‘s symbol (Big Plus)
B. small thin plus icon
C. Mouse Pointer with anchor at
the tip
D. None of above
29. You can auto fit the width of
column by
A. double clicking on the column
name on column header
B. Double click on the cell pointer
in worksheet
C. Double clicking on column
right border on column header
D. Double clicking on the column
left border of column header
30. Long text can be broken down
into many lines within a cell. You
can do this through
A. Wrap Text in Format >> Cells
B. Justify in Edit >> Cells
C. Text Wraping in Format >>
Cells, Layout tab
D. All of above
31. MS Excel provides the default
value for step in Fill Series dialog
box
A. 0

305. -305-
B. 1
C. 5
D. 10
32. When a row of data is to be
converted into columns
A. Copy the cells in row, select the
same number of cells in row
and paste
B. Copy the cells in column then
choose Edit >> Paste Special,
then click Transpose and OK
C. Copy the cells then go to
Format >> Cells then on
Alignment tab click Transpose
check box and click OK
D. Select the cells then place the
cell pointer on new cell and
choose Edit >> Paste Special,
mark Transpose check box and
click OK.
33. Ctrl + D shortcut key in Excel
will
A. Open the font dialog box
B. Apply double underline for the
active cell
C. Fill down in the selection
D. None of above
34. The short cut key Ctrl + R is
used in Excel to
A. Right align the content of cell
B. Remove the cell contents of
selected cells
C. Fill the selection with active
cells to the right
D. None of above
35. The command Edit >> Fill
Across Worksheet is active only
when
A. One sheet is selected
B. When many sheets are selected
C. When no sheet is selected
D. None of above
36. Which of the following series
type is not valid for Fill Series
dialog box?
A. Linear
B. Growth
C. Autofill
D. Time
37. Which of the following you can
paste selectively using Paste Special
command?
A. Validation
B. Formats
C. Formulas
D. All of above
38. Paste Special allows some
operation while you paste to new
cell. Which of the following
operation is valid?
A. Square
B. Percentage
C. Goal Seek
D. Divide
39. Edit >> Delete command
A. Deletes the content of a cell
B. Deletes Formats of cell
C. Deletes the comment of cell
D. Deletes selected cells
40. To remove the content of
selected cells you must issue ______
command
A. Edit >> Delete
B. Edit >> Clear >> Contents
C. Edit >> Clear >> All
D. Data >> Delete
41. The Delete key of keyboard is
assigned to which command in
Excel?
A. Edit >> Clear >> Contents

306. -306-
B. Edit >> Clear >> All
C. Edit >> Delete
D. All of above
42. If you need to remove only the
formatting done in a range (numbers
and formula typed there should not
be removed), you must
A. From Edit menu choose Clear
and then Formats
B. From Edit menu choose Delete
C. Click on Remove Formatting
tool on Standard Toolbar
D. Double click the Format Painter
and then press Esc key in
keyboard
43. By default Excel provides 3
worksheets. You need only two of
them, how will you delete the third
one?
44. Which of the following action
removes a sheet from workbook?
A. Select the sheet, then choose
Edit >> Delete Sheet
B. Select the sheet then choose
Format >> Sheet >> Hide
C. Both of above
D. None of above
45. While Finding and Replacing
some data in Excel, which of the
following statement is valid?
A. You can Find and Replace
within the sheet or workbook
B. Excel does not have option to
match case for find
C. Both are valid
D. None are valid
46. Which of the following is not
true about Find and Replace in
Excel
A. You can search for bold and
replace with italics
B. You can decide whether to look
for the whole word or not
C. You can search in formula too
D. You can search by rows or
columns or sheets
47. You can move a sheet from one
workbook into new book by
A. From Edit menu choose Move
or Copy sheet, mark the Create
a ccopy and Click OK
B. From Edit menu choose Move
of Copy then choose (Move to
end) and click OK
C. From Edit menu choose Move
or Copy then select (new book)
from To Book list and click OK
D. None of above
48. What is the short cut key to
replace a data with another in sheet?
A. Ctrl + R
B. Ctrl + Shift + R
C. Ctrl + H
D. Ctrl + F
49. Comments put in cells are called
…..
A. Smart Tip
B. Cell Tip
C. Web Tip
D. Soft Tip
50. Comments can be added to cells
using …..
A. Edit -> Comments
B. Insert -> Comment
C. File -> Comments
D. View –> Comments
51. Which menu option can be used
to split windows into two?
A. Format -> Window

307. -307-
B. View -> Window-> Split
C. Window -> Split
D. View –> Split
52. Getting data from a cell located
in a different sheet is called….
A. Accessing
B. Referencing
C. Updating
D. Functioning
53. Which of the following is not a
valid data type in Excel?
A. Number
B. Character
C. Label
D. Date/Time
54. Which elements of a worksheet
can be protected from accidental
modification?
A. Contents
B. Objects
C. Scenarios
D. All of the above
55. A numeric value can be treated
as label value if …… precedes it.
A. Apostrophe (‗)
B. Exclamation (!)
C. Hash (#)
D. Tilde (~)
56. Concatenation of text can be
done using
A. Apostrophe (‗)
B. Exclamation (!)
C. Hash (#)
D. Ampersand (&)
57. Which area in an Excel window
allows entering values and
formulas?
A. Title Bar
B. Menu Bar
C. Formula Bar
D. Standard Tool Bar
58. Multiple calculations can be
made in a single formula using…..
A. Standard Formulas
B. Array Formula
C. Complex Formulas
D. Smart Formula
59. An Excel Workbook is a
collection of …….
A. Workbooks
B. Worksheets
C. Charts
D. Worksheets and Charts
60. What do you mean by a
Workspace?
A. Group of Columns
B. Group of Worksheets
C. Group of Rows
D. Group of Workbooks
61. MS-EXCEL is based on
……….?
A. WINDOWS
B. DOS
C. UNIX
D. OS/2
62. In EXCEL, you can sum a large
range of data by simply selecting a
tool button called …..?
A. AutoFill
B. Auto correct
C. Auto sum
D. Auto format
63. To select an entire column in
MS-EXCEL, press?
A. CTRL + C
B. CTRL + Arrow key
C. CTRL + S
D. None of the above

308. -308-
64. To return the remainder after a
number is divided by a divisor in
EXCEL we use the function?
A. ROUND ( )
B. FACT ( )
C. MOD ( )
D. DIV ( )
65. Which function is not available
in the Consolidate dialog box?
A. Pmt
B. Average
C. Max
D. Sum
66. Which is not the function of
―Edit, Clear‖ command?
A. Delete contents
B. Delete notes
C. Delete cells
D. Delete formats
67. Microsoft Excel is a
powerful………..
A. Word processing package
B. Spreadsheet package
C. Communication S/W Package
D. DBMS package
68. How do you rearrange the data
in ascending or descending order?
A. Data, Sort
B. Data, Form
C. Data, Table
D. Data Subtotals
69. Which Chart can be created in
Excel?
A. Area
B. Line
C. Pie
D. All of the above
70. What will be the output if you
format the cell containing 5436.8 as
‗#,##0.00′?
A. 5430
B. 5436.8
C. 5436.8
D. 6.8
71. How do you display current date
and time in MS Excel?
A. date ()
B. Today ()
C. now ()
D. time ()
72. How do you display current date
only in MS Excel?
A. date ()
B. Today ()
C. now ()
D. time ()
73. How do you wrap the text in a
cell?
A. Format, cells, font
B. Format, cells, protection
C. format, cells, number
D. Format, cells, alignment
74. What does COUNTA () function
do?
A. counts cells having alphabets
B. counts empty cells
C. counts cells having number
D. counts non-empty cells
75. What is the short cut key to
highlight the entire column?
A. Ctrl+C
B. Ctrl+Enter
C. Ctrl+Page Up
D. Ctrl+Space Bar
76. In the formula, which symbol
specifies the fixed columns or rows?
A. $

309. -309-
B. *
C. %
D. &
77. Excel displays the current cell
address in the ……….
A. Formula bar
B. Status Bar
C. Name Box
D. Title Bar
78. What is the correct way to refer
the cell A10 on sheet3 from sheet1?
A. sheet3!A10
B. sheet1!A10
C. Sheet3.A10
D. A10
79. Which language is used to
create macros in Excel?
A. Visual Basic
B. C
C. Visual C++
D. Java
80. Which of the following is not a
term of MS-Excel?
A. Cells
B. Rows
C. Columns
D. Document
81. How many worksheets can a
workbook have?
A. 3
B. 8
C. 255
D. none of above
82. Which would you choose to
create a bar diagram?
A. Edit, Chart
B. Insert, Chart
C. Tools, Chart
D. Format, Chart
83. Which setting you must modify
to print a worksheet using
letterhead?
A. Paper
B. Margin
C. Layout
D. Orientation
84. What do you call the chart that
shows the proportions of how one or
more data elements relate to another
data element?
A. XY Chart
B. Line Chart
C. Pie Chart
D. Column Chart
85. The spelling dialog box can be
involved by choosing spelling from
________ menu.
A. Insert
B. File
C. Tools
D. view
86. Which key do you press to
check spelling?
A. F3
B. F5
C. F7
D. F9
87. To record a sequence of
keystrokes and mouse actions to
play back later we use:
A. Media player
B. Sound Recorder
C. Calculator
D. Macro Recorder
88. We can save and protect the
workbook by
A. Write Reservation Password
B. Protection Password
C. Read-only Recommended

310. -310-
D. Any of the above
89. The first cell in EXCEL
worksheet is labeled as
A. AA
B. A1
C. Aa
D. A0
90. What happens when dollar signs
($) are entered in a cell address?
(e$B$2:$B$10)
A. An absolute cell address is
created.
B. Cell address will change when
it is copied to another cell.
C. The sheet tab is changed.
D. The status bar does not display
the cell address.
91. What are the tabs that appear at
the bottom of each workbook
called?
A. Reference tabs
B. Position tabs
C. Location tabs
D. Sheet tabs
92. What is represented by the
small, black square in the lower-
right corner of an active cell or
range?
A. Copy handle
B. Fill handle
C. Insert handle
D. Border
93. In Excel, a Data Series is
defined as what?
A. A type of chart.
B. A cell reference.
C. A collection of related data
D. A division of results
94. In Excel, the Fill Color button
on the Formatting toolbar is used for
what?
A. To insert a background.
B. To add borders.
C. To select a distribution of
figures.
D. To add shading or color to a
cell range.
95. In help menu of Excel, which of
the following tabs are found?
A. Contents tab
B. Answer Wizard tab
C. Index tab
D. all of the above.
96. A __________ is a grid with
labeled columns and rows.
A. Dialog box
B. Worksheet
C. Clipboard
D. Toolbar
97. The active cell:
A. Is defined by a bold border
around the cell.
B. Receives the data the user
enters.
C. It is the formula bar.
D. Only A and B.
98. Which function is used to
calculate depreciation, rates of
return, future values and loan
payment amounts?
A. Logical
B. Math & Trigonometry
C. Statistical
D. Financial
99. B7:B9 indicates:
A. Cells B7 and cell B9 only.
B. Cells B7 through B9.
C. Cell B8 only.

311. -311-
D. None of the above.
100. The Cancel and Enter buttons
appear in the:
A. Title bar
B. Formula bar
C. Menu bar
D. Sheet tabs
101. MS-EXCEL can be used to
automate
A. Financial statements, Business
forecasting
B. Transaction registers, inventory
control
C. Accounts receivable, accounts
payable
D. Any of the above
102. NOT, AND, OR and XOR are
A. Logical Operators
B. Arithmetic operators
C. Relational operators
D. None of the above
103. In a report, you need to show
the monthly rainfall in NepaThe best
way to do this is to insert a
A. Calendar
B. photograph of rainfall
C. chart showing rainfall amounts
D. database of rainfall
104. You want to record experiment
information and create a chart that
shows the rate of crystal growth
over a period of timThe best
application to use would be:
A. word processing
B. spreadsheet
C. database
D. graphics
105. You are editing an worksheet
that you had previously saveIf you
want to save the edited sheet
without losing the original one,
which command should you use?
A. New
B. Save As
C. Edit
D. Save
106. If you want to have a blank line
after the title in a worksheet, what is
the best thing for you to do?
A. Re-format the spreadsheet
B. Insert a row
C. Increase the column width
D. Use the spacebar
107. In order to arrange the
countries from those with the
highest population to those with the
lowest, you need to sort on the
population field in ……………
A. ascending order
B. descending order
C. alphabetical order
D. random order
108. In order to perform a
calculation in a spreadsheet, you
need to use a:
A. Table
B. Formula
C. Field
D. Variable
109. The box on the chart that
contains the name of each individual
record is called the ________.
A. Cell
B. Title
C. Axis
D. legend
110. If you want all of the white cats
grouped together in the database,
you need to sort by ________.
A. Color, then Gender

312. -312-
B. Pet Type, then Color
C. Pet Type, then Gender
D. Color, then Pet Name
111. You accidentally erased a
record in the sheet what command
can be used to restore it
immediately?
A. Insert
B. Copy
C. Undo
D. Replace
112. Where a row and a column
meet, what do you call that?
A. A cell
B. A block
C. A box
D. None of the above
113. How do you differentiate one
cell from another?
A. By numbers
B. By letters
C. By its address
D. by color
114. Which of this is an example of
a cell address?
A. 11 25
B. 911
C. 41A
D. A31
115. Which is an example of a
formula?
A. =A1+A2
B. =add(A1:A2)
C. A1+A2
D. SUM(A1:A2)
116. Which is an example of a
function?
A. =add(A1:A2)
B. =A1+A2
C. =SUM(A1:A2)
D. A1+A2
117. What is the symbol for
multiplying?
A. >
B. /
C. !
D. *
118. What is the symbol for
dividing?
A. ./
B. %
C. &
D. #
119. A function inside another
function is called _______
A. Nested function
B. Round function
C. Sum function
D. Text function
120. Which of the following is not
an underline option in the format
cells dialog box?
A. Double
B. Single Accounting
C. Double Accounting
D. Single Engineering
121. Formulas in Excel start with
A. %
B. =
C. +
D. -
122. The default header for a
worksheet is
A. Username
B. Date and Time
C. Sheet tab Name
D. None
123. Which of the following is not
an option of the spelling dialog box?
A. Ignore

313. -313-
B. Ignore all
C. Edit
D. Change
124. Which of the following
methods will not enter data in a cell?
A. Pressing the Esc key
B. Pressing an arrow key
C. Pressing the tab key
D. Clicking the enter button to the
formula bar
125. The cell reference for cell
range of G2 to M12 is _______
A. G2.M12
B. G2;M12
C. G2:M12
D. G2-M12
126. What is the keyboard shortcut
for creating a chart from the selected
cell range?
A. F2
B. F4
C. F8
D. F11
127. The Software which contains
rows and columns is called ______
A. Database
B. Drawing
C. Spreadsheet
D. Word processing
128. You can group noncontiguous
worksheets with
A. The alt+enter key
B. The ctrl key and mouse
C. The shift key and the mouse
D. The group button on the
standard toolbar
129. What is the AutoComplete
feature of Excel?
A. It automatically completes
abbreviated words
B. It completes text entries that
match an existing entry in the
same column
C. It completes text and numeric
entries that match an existing
entry in the same column
D. It completes text entries that
match an existing entry in the
same worksheet
130. Which of the following is
correct?
A. =AVERAGE(4, 5, 6, 7)
B. =AVERAGE(A1, B1, C1)
C. =AVERAGE(A1:A9, B1:B9)
D. =All of the above
131. Which of the following
function will return a value of 8?
A. ROUNDUP(8.4999, 0)
B. ROUNDDOWN(8.4999, 0)
C. ROUND(8.4999, 0)
D. Only B and C
132. How to restrict to run a macro
automatically when starting
Microsoft Excel?
A. Hold down the SHIFT key
during startup
B. Hold down the CTRL key
during startup
C. Hold down the ESC key during
startup
D. Hold down the ALT key during
startup
133. How to remove the unwanted
action from recorded macro without
recording the whole macro again?
A. By using the Find and Edit
Action Option
B. By clicking on the Refresh
button in the Macro toolbar

314. -314-
C. By edit the macro in the Visual
Basic Editor
D. Macro cannot be edited.
134. What should be add before a
fraction to avoid entering it as a
date?
A. //
B. FR
C. Zero
D. Zero Space
135. Which of the following
function will use to find the highest
number in a series of number?
A. MAX(B1:B3)
B. MAXIMUM (B1:B3)
C. HIGH (B1:B3)
D. HIGHEST(B1:B3)
136. What does the NOW() function
return?
A. It returns the serial number of
the current date and time
B. It returns the serial number of
the current date
C. It returns the serial number of
the current time
D. None of the above
137. What value will display if the
formula = ―$55.00″+5 is entered
into a cell?
A. $60
B. 60
C. ―$55.00″+5
D. $60.00
138. What is the shortcut key to
insert current date in a cell?
A. CTRL + D
B. CTRL + T
C. CTRL + ;
D. CTRL + /
139. Which of the following syntax
is correct regarding to SUM
function in Excel?
A. =SUM (A1, B1)
B. =SUM (A1:B9)
C. =SUM (A1:A9, B1:B9)
D. All of the above
140. What is the shortcut key to hide
entire column?
A. CTRL + −
B. CTRL + 0
C. CTRL + H
D. CTRL + C
141. How to specify cell range from
A9 to A99 in Excel?
A. (A9, A99)
B. (A9 to A99)
C. (A9 : A99)
D. (A9 – A99)
142. Selecting the Column G & H
then choose Insert->ColumnWhat
will happen?
A. 2 Columns will be inserted after
Column F
B. 2 Columns will be inserted after
Column G
C. 2 Columns will be inserted after
Column H
D. 2 Columns will be inserted after
Column I
143. How to restrict the values of a
cell so that only whole numbers
between 9 and 99 can be entered in
a cell.
A. The Settings tab under the
menu Format -> Cells
B. The Settings tab under the
menu Data -> Validation

315. -315-
C. The Settings tab under the
menu Data -> Filter ->
Advanced Filter
D. the Settings tab under the menu
Format -> Conditional
Formatting
144. Clear the contents by pressing
―DELETE‖ key from a keyboard
will clear
A. Text Only
B. Format Only
C. Contents Only
D. Both Contents and Format
145. Which of the following
shortcuts can be used to insert a new
line in the same cell?
A. Enter
B. Alt + Enter
C. Ctrl + Enter
D. Shift + Enter
146. What is the quickest way to
select entire worksheet?
A. Choose Edit -> Select all from
the Menu
B. Click on the first column, press
Ctrl, and then click on the last
column
C. Click on the first column, press
Shift, and then click on the last
column
D. Click on the rectangle box on
the upper left corner where
column headings and row
headings meet
147. A smart tag will be removed
from a cell when
A. the cell is moved
B. the cell is hidden
C. the data in the cell is changed or
deleted
D. the formatting of the cell is
changed
148. Which of the following options
is appropriate to show the numbers
9779851089510 in a cell?
A. Enclose the number is brackets
B. Place the character T before the
number
C. Place the character TX before
the number
D. Apply the Text format in the
cell and type the numbers
149. Which of the following is
correct syntax in Excel?
A. =IF(LogicalTest, TrueResult,
FalseResult)
B. =IF(LogicalTest, (TrueResult,
FalseResult))
C. =IF(LogicalTest, TrueResult)
(LogicalTest, FalseResult)
D. =IF(LogicalTest, TrueResult),
IF(LogicalTest, FalseResult)
150. Which of the following is
correct?
A. =POWER(2^3)
B. =POWER(2,3)
C. =POWER(2#3)
D. =POWER(2*3)
151. Selecting the Rows 5 & 6 then
choose Insert->RoWhat will
happen?
A. 2 Rows will be inserted after
Row 4
B. 2 Rows will be inserted after
Row 5
C. 2 Rows will be inserted after
Row 6
D. 2 Rows will be inserted after
Row 7

316. -316-
152. If 4/6 entered in a cell without
applying any formats, Excel will
treat this as
A. Fraction
B. Number
C. Text
D. Date
153. If the values in A1 is ―MCQ‖
and B1 is ―Questions‖, which
function will return
―MCQ@Questions‖ in cell C1?
A. =A1 + ―@‖ + B1
B. =A1 # ―@‖ # B1
C. =A1 & ―@‖ & B1
D. =A1 $ ―@‖ $ B1
154. How to fit long texts in a single
cell with multiple lines?
A. Start typing in the cell and press
the Enter key to start another
line
B. Use the Wrap Text option in the
Format -> Alignment menu
C. Use the Shrink to Fit option in
the Format -> Cells ->
Alignment menu
D. All of above
155. If particular workbook has to
open each time Excel started, where
that workbook should be placed?
A. AUTOEXEC Folder
B. AUTOSTART Folder
C. EXCELSTART Folder
D. XLSTART Folder
156. If the cell B1 contains the
formula = $A$1, which of the
following statements is true
A. There is a relative reference to
cell A1
B. There is an absolute reference
to cell A1
C. Further changes in value of A1
will not affect the value of B1
D. Further changes in value of B1
will affect the value of A1
157. Worksheet can be renamed by
A. Adding? Symbol at the end of
filename while saving
workbook
B. Click on Worksheet tab by
Holding CTRL Key and type
new name
C. Double Click on the Worksheet
tab and type new name
D. Worksheet cannot renamed
158. What is the shortcut key to hide
entire row?
A. CTRL + H
B. CTRL + R
C. CTRL + 9
D. CTRL + -
159. What is the shortcut key to
insert a new comment in a cell?
A. F2
B. Alt + F2
C. Ctrl + F2
D. Shift + F2
160. Which option allows you to
Bold all the negative values within
the selected cell range:
A. Zero Formatting
B. Conditional Formatting
C. Compare Formatting
D. Negative Formatting
161. What is the shortcut key to
insert new sheet in current
workbook?
A. F11
B. Alt + F11
C. Ctrl + F11
D. Shift + F11

317. -317-
162. Which one is the last column
header in Excel 2007?
A. XFD
B. XFX
C. XFL
D. XFT
163. In maximum, how many sheets
can be set as default while creating
new workbook?
A. 254
B. 255
C. 256
D. No Limit
164. ―New Comment‖ option can be
found under _________ tab
A. Insert
B. Data
C. Review
D. View
165. In Excel, by default Numeric
Values appears in
A. Left aligned
B. Right aligned
C. Center aligned
D. Justify aligned
166. To show/hide the grid lines in
Microsoft Excel 2007
A. Page Layout -> Grid lines ->
View
B. Insert -> Grid lines -> View
C. View -> Grid lines -> View
D. Edit -> Grid lines -> View
167. What will be the result if you
type =A1=B1 in cell C1?
A. Yes or No
B. True or False
C. Value of A1
D. Value of B1
168. In Excel _______ may not
contain in Formula
A. Text Constant
B. Number Constant
C. Circular Reference
D. All of them

318. -318-
Solution to MCQs
Set A
1-C, 2-A, 3-C, 4-D, 5-D, 6-A, 7-B, 8-C, 9-B, 10-D, 11-A, 12-B, 13-C, 14-B, 15-D, 16-A,
17-D, 18-C, 19-B, 20-D, 21-B
Set B
1-C, 2-A, 3-C, 4-D, 5-D, 6-A, 7-B, 8-C, 9-B, 10-D, 11-A, 12-B, 13-C, 14-B, 15-D, 16-A,
17-D, 18-C, 19-B, 20-D, 21-C, 22-A, 23-B, 24-C, 25-C, 26-B, 27-C, 28-B, 29-A,30-C, 31-
A, 32-B, 33-B, 33-B, 34-A, 35-5, 36-A, 37-C, 38-D.
Set C
1-A, 2-B, 3-C, 4-D, 5-D, 6-B, 7-C, 8-A, 9-C, 10-D, 11-D, 12-D, 13-A, 14-A, 15-C, 16-D,
17-A, 18-C, 19-D, 20-D
Set D
1. A 21. D 41. B 61. A 81. A 101. D 121. C 141. C
2. C 22. B 42. B 62. C 82. D 102. D 122. A 142. B
3. D 23. D 43. C 63. B 83. C 103. D 123. C 143. D
4. D 24. A 44. C 64. D 84. D 104. B 124. B 144. C
5. C 25. C 45. A 65. C 85. D 105. D 125. D 145. D
6. B 26. B 46. A 66. C 86. D 106. C 126. C 146. C
7. D 27. D 47. A 67. A 87. D 107. A 127. D 147. D
8. B 28. B 48. A 68. D 88. D 108. D 128. B 148. B
9. A 29. B 49. B 69. B 89. B 109. A 129. A 149. B
10. B 30. C 50. B 70. C 90. D 110. C 130. A 150. A
11. A 31. A 51. D 71. B 91. D 111. B 131. A 151. C
12. C 32. B 52. D 72. D 92. D 112. D 132. C 152. A
13. C 33. B 53. A 73. C 93. B 113. A 133. C 153. D
14. A 34. C 54. D 74. B 94. D 114. A 134. C 154. D

319. -319-
15. A 35. A 55. B 75. D 95. A 115. C 135. B 155. A
16. D 36. B 56. C 76. A 96. B 116. D 136. A 156. A
17. C 37. B 57. B 77. B 97. C 117. A 137. C 157. C
18. B 38. C 58. C 78. B 98. B 118. C 138. A 158. B
19. B 39. A 59. C 79. B 99. B 119. C 139. C 159. D
20. B 40. B 60. B 80. C 100. C 120. C 140. B 160. C
Set E
1. D 2. C 3. D 4. D 5. B 6. C 7. B 8. D 9. B
11. D 12. B 13. C 14. D 15. A 16. C 17. B 18. A 19. B
21. D 22. B 23. D 24. B 25. B 26. A 27. B 28. C 29. C
31. B 32. D 33. C 34. C 35. B 36. D 37. D 38. D 39. D
41. A 42. A 43. A 44. A 45. A 46. D 47. C 48. C 49. B
51. C 52. B 53. B 54. D 55. A 56. D 57. C 58. B 59. D
61. A 62. C 63. D 64. C 65. A 66. C 67. B 68. A 69. D
71. C 72. B 73. D 74. D 75. D 76. A 77. C 78. A 79. A
81. D 82. B 83. B 84. C 85. C 86. C 87. D 88. D 89. B
91. D 92. B 93. C 94. D 95. D 96. B 97. D 98. D 99. B
101. D 102. A 103. C 104. B 105. B 106. B 107. B 108. B 109. D
111. C 112. A 113. C 114. D 115. A 116. C 117. D 118. A 119. A
121. B 122. D 123. C 124. A 125. C 126. D 127. C 128. B 129. B
131. D 132. A 133. C 134. D 135. A 136. D 137. B 138. C 139. D
141. C 142. A 141. B 144. C 145. B 146. D 147. C 148. D 149. A
151. A 152. D 151. C 154. B 155. D 156. B 157. C 158. C 159. D
161. D 162. A 161. B 164. C 165. B 166. A 167. B 168. C

320. -320-
Further Reading
Ayannuga et al. (2007), computer application packages. Hasfem publication.
Ayannuga et al. (2010), ICT application. A theoretical and practical. Hasfem
publication
D. J. Power. A Brief History of Spreadsheets version 3.0
http://dssresources.com/history/sshistory30.html
Excel and PowerPoint 2010 Tutorials available at http: www.gcflearnfree.org/
Lawal Olawale O., lecture note on introduction to computer and computer
packages
O.C, Akinyokun (1999), Principle and practice of computing technology
Oral history interview with Jonathan Sachs, Conducted by Martin Campbell-Kelly
on 7 May 2004, Charles Babbage Institute, University of Minnesota
Richard Brodie., Microsoft: The Early Days from the personal website of Richard
Brodie
T. Mojeed, et al, (2010) Fundamental of Computing, Hasfem Publication 2008
Yekini N. A., (2007) Lecture note on introduction to computer
Yekini Nureni Asafe, (2002), lecture note on introduction to computer and
computer packages
Yekini Nureni Asafe, (2013); Information Communication Technology (ICT)
Theoretical and Practical Approach to ICT Application in Business &
Finance [ICT 2]. Hasfem Publication Nigeria
Yekini, N. A., Oyeyinka, I. K (2012), Principle & Practice of Management
Information System
Yekini, Nureni Asafe & Lawal Olawale, (2012) Information Communication &
Technology “Modern Perspective” (Volume I) First Edition
Yekini, Nureni Asafe & Lawal Olawale, introduction to ICT & Data processing
Yekini, Nureni Asafe, principles of information system 2010, Hasfem publication.