Microsoft Office Introduction

A Little History….
40 years ago, on April 4, 1975, Bill Gates and Paul Allen, friends
from Lakeside School in Seattle, formed a little partnership.
Gates was 19 and Allen 22. That partnership was called Micro-
soft.
The 40-year-long journey saw Microsoft evolving into one of the
world's largest technology companies and is marked with numerous
milestones…

“Is a leading global vendor who provides computer software,
hardware, mobile and gaming systems and cloud services”
Its important to know the Microsoft Excel version history since the
version 1 in 1985 and current version Office Standard 2019.
Collaboration Content
management
Streamlined
processes
Portals
Business
intelligence
Search
Word
processing
Business
modeling
Presentations
Business data
management
Information
Management
2019

Microsoft Office
Productivity Tools for Home & Office

MICROSOFT OFFICE
 A package of softwares or a Suite of products developed by
Microsoft Corporation that includes
 Word – text editor
 Excel – spreadsheet
 PowerPoint – presentations
 Outlook – e-mail
 Access – database
 Publisher – brochures, calendars, postcards, etc.
 The current version is Microsoft Office 2019 which was released
on September 24, 2018. Succeeding Office 2016 & Office 365.

 Text processor to create documents
 Templates for different types of documents
 Web pages
 Microsoft Word or MS-WORD (often called Word) is a graphical
word processing program that users can type with. It is made by
the computer company Microsoft. The purpose of the MS
 Word is to allow the users to type and save documents. Similar
to other word processors, it has helpful tools to make
documents.
Simple formatting
 Text: Font, size, colour, bold/italic/underline
 Layout: Bullets, numbering, alignment
MICROSOFT WORD

USES OF MICROSOFT WORD
 With this application, we can check for grammar and spelling errors.
We can also get visual edge through text modifications.
 With the WordArt feature, we can choose a compelling design that can
match the theme. Besides the WordArt feature, we can also modify
the visual look of our text the way we want to.
 Sending Letters
 News Articles
 Scholarly Documents
 Envelopes
 Blog Posts
 Homework and Assignments
 Publishing of Books
 Compelling Documents

 Software to make presentations
 Templates and different designs
 Same menus as Microsoft Word
 PowerPoint is a complete presentation graphics
package. It gives you everything you need to produce
a professional-looking presentation. PowerPoint
offers word processing, outlining, drawing, graphing,
and presentation management tools--all designed to
be easy to use and learn.
MICROSOFT POWERPOINT

 Text
 Font should be easy to read
 Text colour with high contrast to the background
 Big font size
 Less text is better
 Use the same formatting throughout the presentation
 Pictures and figures
 Choose understandable figures
 Pictures with high quality
 Pictures and figures should be relevant
HOW TO MAKE A NICE PRESENTATION

 Be careful with use of animations
 Know what you are presenting
 Don’t read from the slide
 Speak to the people
 Speak loudly
 Practice before presentation!
PRESENTATION TIPS

Microsoft Outlook is a personal information
manager from Microsoft, available as a part of
the Microsoft Office suite. Although often used
mainly as an email application, it also includes a
calendar, task manager, contact manager, note
taking, journal, and web browsing.
MICROSOFT OUTLOOK

USES OF MICROSOFT OUTLOOK
 This tool is used to write standard & professional
emails
 To sort and keep track of emails.
 Organize and retrieve information quickly.
 Manage your schedule by making appointments.
 Let Outlook remind you of class meetings, dues dates,
bills, or anything else you ask it to.
 Invite others to appointments you make.
 View the calendars of other Outlook users.

WHAT CAN I DO WITH E-MAILS IN OUTLOOK?
 Make respective folders to categorize.
 Personalize E-mails with custom signatures.
 Personalize with themes.
 Insert files, folders, pictures, etc.
 Attachments
 Importance/Priority Ratings
 Spell Check
 Scheduled Delivery

EMAIL COMMUNICATION & ETIQUETTE
 Manners & Principal communication on the Internet
 Rules for how to communicate appropriately and respectfully online
1. What is email etiquette?
2. Why does it matter?
Good email communication skills. . .
• are part of succeeding in college and on the job.
• help you make a good impression.
• make it more likely that you’ll get the response you want!

BASIC RULES OF EMAIL COMMUNICATION
Be sure to include the following:
 - Proper subject line
 - Greeting
 - Introduction (if necessary)
 - Request
 - Thank you/ Closing remark
 - Signature

 Remember that direct language can sound harsher in emails
than in person.
 Use proper written, not spoken, language.
 Do not assume that the reader will “get” a joke or understand
sarcasm.
 Be thoughtful and respectful in what you write.
 Do not make demands.
 Choose your words carefully.
 Assume everything you write is a public document.
 Avoid talking about other people in an email message.
 Use proper grammar and sentence structure. Spellcheck your
message!

 If your message includes a request, always close with a thank
you to the recipient for considering it.
 Do not expect or demand an immediate response.
 Reread your message before sending it, and rephrase if
necessary.
 If you receive a confusing or unclear email message. . .
- give the writer the benefit of the doubt.
- ask politely for clarification.
- suggest discussing the matter in person.

 Microsoft Excel is a spreadsheet application developed by
Microsoft for Microsoft Windows, Mac OS X, and iOS. It
features calculation, graphing tools, pivot tables, and a
macro programming language called Visual Basic for
Applications.
Also known as & for,
 Mathematical software
 Spreadsheets to make statistical calculations
 Formula for calculations of different
results in a set of data
 In & Out data
 Graphical view of statistics
MICROSOFT EXCEL

USES OF MICROSOFT EXCEL
 Build great charts
Using pie charts, graphs and clustered columns adds meaning
to data, which otherwise may just exist as row after row of
numbers. These visualisations can add extra emphasis to
business reports and persuasive marketing material.
 Use conditional formatting
Excel users can format their spreadsheets using different
colours, bolds and italics, to differentiate between columns
and bring the most important data to the fore

USES OF MICROSOFT EXCEL
 Help identify trends
Excel allows trend lines to be extended beyond the graph, to
offer predictions of future activity - and such forecasts can help
businesses develop their future strategy.
 Bring data together
Excel can be used to bring information from various files and
documents together, so that it exists in a single location. As well
as raw data and information from other spreadsheets, it is
possible to import text and images. Other objects can be added
using the Insert tab, or additional spreadsheets can be added to
the file.

Table of Contents
 Getting Started
 The New Interface
 Excel Basics

What is Excel?
GETTING STARTED
Excel is a computerized spreadsheet, which is an important business tool that helps
you in preparing dynamic reports in all Domains.
Excel is software that lets you create tables, calculate and analyse data. This type of
software is called spreadsheet software: Powered by Microsoft
What is Spreadsheet?
A type of application program which manipulates numerical and string data in rows
and columns of cells. The value in a cell can be calculated from a formula by involving
other cells.
Any value entered, excel calculates it automatically, from different cells with different
formats.

COMMON AREAS/DOMAIN WHERE EXCEL IS USED
7 POPULAR BUSINESS USES FOR MICROSOFT EXCEL
1. Accounting - Cash-flow, income P&L statement etc.
2. Budgeting - Marketing, event, retirement etc.
3. Billing and sales - Sale invoice, purchase order etc.
4. Reporting - Project performance, forecast data. Etc.
5. Planning - Weekly report, yearly report etc.
6. Tracking - Timesheet, to do list etc.
1. Data entry and storage
2. Collection and Verification of Business Data’
3. Administrative and managerial duties
4. Accounting and budgeting
5. Data Analysis
6. Reporting + Visualizations
7. Forecasting

THE BEGINNER’S GUIDE TO MICROSOFT EXCEL

WORKSHEET AND WORKBOOK SPECIFICATIONS & LIMITS
1. Each workbook is made up of individual worksheets or sheets or
Spreadsheets
2. Excel stores spreadsheets in a document called workbook
3. Sheets in a workbook - Limited by available memory (default is 3
sheets)
4. We come across Rows, Columns & Cells in Sheets
5. Total number of rows and columns on a worksheet 1,048,576 Rows
by 16,384 Columns
6. Number Precision - 15 digits

NAVIGATING CELLS ON WORKSHEET
These are keys you will require almost always. And, that’s because Excel is all about
data in cells. When you are working on one, you know how often you have to move
from cell to cell and from one end to the other
To Perform Action Press Keys
Move one cell up, down, left, or right Arrow Keys
Move one cell to the right Tab
Move one cell to the left Shift + Tab
Move to the edge of the current data region Ctrl + Arrow Key
Move to the beginning of the row Home
Move to the beginning of the worksheet Ctrl + Home
Move to the next empty cell of the row End
Move to the last unused cell in the bottom-most row Ctrl + End
To move down one screen Page Down
To move up one screen Page Up
To move one screen to the right Alt + Page Down
To move one screen to the left Alt + Page Up
To move between unlocked cells on a protected worksheet Tab

RIBBON AND TABS IN EXCEL
Ribbon is on the top of worksheet, below the title bar or name of the excel file. It
contains seven tabs:
1. Home
2. Insert
3. Page Layout
4. Formulas
5. Data
6. Review
7. View
Each tab has its own specific groups of related commands. These groups have several
additional commands that can be viewed by clicking the arrow at the right bottom corner
of any group.

1. Home
The Home Tab in Microsoft Excel has a lot of functionality for number
crunching built right into it. You can do things like formatting,
alignment, inserting and deleting rows or columns, sorting and
filtering numbers, applying styles and formatting effects, finding and
replacing data and much more using the Tab.

2. Insert
The insert Tab in Microsoft Excel 2010 has a lot of functionality for
analysing. You can do things like Table, Charting, Links, Symbols, Text
decoration and much more using the Tab.

The page layout Tab in Microsoft Excel 2010 has a lot of functionality
for printing. You can do things like page setup, scaling, sheet option
and much more using the Tab.
3. Page Layout
To use predefined margins, click Normal, Wide,
or Narrow, custom margin setting, specify
custom page margins, click Custom Margins...

4. Formulas
The Formulas Tab in Microsoft Excel 2010 greatly simplifies the task of
number crunching. The Excel Formulas Tab has the following groups:
• Function Library
• Defined Names
• Formula Auditing
• Calculation

Using this tab, you can import data from external sources including
but not limited to a text files, Microsoft Access databases, web pages,
xml documents, Microsoft Query, Microsoft SQL Server databases.
5. Data
• Extracting data from external sites
• Sorting
• Text to Columns
• Remove Duplicates
• Data Validations (Drop downs)

6. Review
This Tab has functionality that will let you proof read your Excel
workbooks, add and delete comments, protect and unprotect Excel
sheets/ workbooks & finally allow users to track changes in a multi
user Excel workbook.
• Spell Check
• Translate Language
• Add Comments
• Protect Sheets
• Ink

7. View
Every tab has its own importance in Excel ribbon in which View tab
helps to change the view of Excel sheet and make it easy to view the
data. Also, this tab is useful for preparing the workbook for printing.

III. EXCEL BASIC
Basic Short Cut Key’s

EXCEL FORMULA ERRORS – UNDERSTAND AND DEBUG THEM
The following are some errors that may appear in a spreadsheet (there are others
too)
- #######
Cell is too narrow to display the results of the formula. To fix this simply make the
column wider and the “real” value will be displayed instead of the ###### signs.
Note that even when the ###### signs are being displayed, Excel still uses the
“real” value to calculate formulas that reference this cell.
- #NAME?
You used a cell reference in the formula that is not formed correctly (e.g. =BB+10
instead of =B3+10)
- #VALUE!
Usually the result of trying to do math with a textual value. Example: =A1*3 where
A1 contains the word “hello”

- #DIV/0!
Trying to divide by zero. Example: =3/A1 where A1 contains 0 (zero)
- Circular Reference
Using a formula that contains a reference to the cell that the formula “lives in”.
Example: putting the formula =A1+1 in cell A1 or putting the formula
=SUM(A1:B2) in any of the cells A1, B1, A2, B2
- #N/A
this is one of the frequent errors you see while using VLOOKUP formula. The N/A
error is shown when some data is missing, or inappropriate arguments are passed
to the lookup functions (VLOOKUP, HLOOKUP etc.)
- #REF!
This is one of the most common error messages you see when you fiddle with a
worksheet full of formulas. You get #REF! error when one of the formula
parameters is pointing to an invalid range. This can happen because you deleted
the cells. For e.g. try to write a sum formula like =SUM(A1:A10, B1:B10, C1:C10)
and then delete the column C. Immediately the sum formula returns #REF! error.

- REFERENCE OF CELLS
1. Relative References:
Automatically change as they’re copied down a column or across a
row.
2. Absolute References:
They are fixed. They don’t change if you copy a formula from one
cell to another. Absolute references have dollar signs ($) like this:
$D$9 – Using F4 between each controls

- Function
- Useful Short Keys
• Filter: Alt + D + F + F
• Filter: Ctrl + Shift +L
• Filter: Alt + A + T
• Auto Sum: Alt+=
• Current Date: =TODAY()
• Shortcut Key: Ctrl+;
• Current Date And Time: =NOW()
• Current Time: =NOW()-TODAY()
(Use Ctrl+Shift+2) to convert time
decimals
• Key For Date And Time:
=Ctrl+;<Space>Ctrl + Shift +;
=IF – Is for Single condition
=IFS – If it is Multiple Conditions

TOPICS
• FILTERING
• DATA SORTING
• TABLE FORMATS
• DATA VALIDATION
• CONDITIONAL FORMATTING
• V-LOOKUP & H-LOOKUP
• PIVOT TABLES
• CHARTS/GRAPHS
• FORMULAS

1. FILTERING
The basic Excel filter (also known as the Excel Auto-filter) allows
you to view specific rows in an Excel spreadsheet, while hiding
the other rows. When the Excel auto-filter is added to the
header row of a spreadsheet, a drop-down menu appears in
each cell of the header row.
Why Filtering?
We can focus on specific record/rows in a large table of data by
setting conditions, so that only specific data is displayed and rest
of the records are get hidden temporarily in the spreadsheet.

FILTERS
Filtering data in MS Excel refers to displaying only the rows that
meet certain conditions. (The other rows get hidden
temporarily).
Path for Filter option: Data <> Sort & Filter
Shortcut keys:
1. Ctrl + Shift + L
2. Alt + D + F + F
3. Alt + A + T

1. ADVANCED FILTERING
Actions for Advance
Filtering:
 Filter the list, In the same
place by Criteria
 Filter the list, Copy to
another location Criteria

2. TEXT FILTERING
 Equals
 Does not Equal
 Begins with
 Ends with
 Contains
 Does not begin with
 Custom Filter

3. LABEL & VALUE FILTERING
Important: This selection is reflected only on Pivot Tables

4. MULTIPLE FILTERS
As we all are aware that a Filter can be
placed only once in a sheet and multiples
in multiple sheets or work book
With the help from Data <> Sort & Filter
Or
Shortcut keys:
1. Ctrl + Shift + L
2. Alt + D + F + F
3. Alt + A + T

4.1 MULTIPLE FILTERS
And we can place Multiple Filters in one sheet, but using
Tables Format, under Styles,

DATA SORTING
Data Sorting in MS Excel is performed to re-
arranges the rows based on the contents of a
particular column.
• For numerical data, Sorting could be done in
ascending order or descending order.
• For text data, sorting could be done in
alphabetical ascending (A-Z) order or
descending order (Z-A).
Tips & Tricks from drop-down menu
 Alt + i + S (Sort A to Z)
 Alt + i + O (Sort Z to A)
 Alt + i + T (Sort by Color sub menu)
 Alt + i + I (Filter by Color sub menu)
 Alt + i + F (Text or Date Filter sub menu)

DATA VALIDATION
MS Excel data validation feature allows you to set up certain
validation rules that what can be entered into a cell.
Validation Criteria
To specify the type of data allowable in a cell or range, follow the
steps below:
Select the cell or range.
Choose Data » Data Tools » Data Validation.
Excel displays its Data Validation dialog box having 3 tabs-
 Settings
 Input Message
 Error alert

1. SETTINGS
Here you can set the type of validation you need. Choose an
option from the Allow drop-down list. The contents of the Data
Validation dialog box will change, displaying controls based on
your choice –
 Any Value
 Whole Number
 Decimal
 List etc.

2. INPUT MESSAGE
With the options available in data validation, you can display
messages to give instructions to the people who use your
spreadsheet. An Input Message can be displayed when a cell is
selected. An Error Alert can be displayed if invalid data is entered in
a cell.

3. ERROR ALERT!
Create an Error Alert!
When you add data validation to a cell, the Error Alert feature is
automatically turned on. It blocks the users from entering invalid
data in the cell. You can turn Error Alert off, to allow people to enter
invalid data

CONDITIONAL FORMATTING
Conditional formatting helps to visually explore and Analyze data,
Detect critical issues, and Identify patterns and trends.
Conditional formatting makes it easy to highlight interesting cells or
ranges of cells, emphasize unusual values, and visualize data by
using data bars, Color scales, and icon sets that correspond to
specific variations in the data.
Choose Home Tab » Style group » Conditional Formatting dropdown.

CONDITIONAL FORMATTING
New Rule: It opens the New Formatting
Rule dialog box, where you define a custom
conditional formatting rule to apply to the
cell selection.
Clear Rule: It opens a continuation menu,
where you can remove conditional
formatting rules for the cell selection by
clicking the Selected Cells option, for the
entire worksheet by clicking the ‘Entire
Sheet’ option, or for just the current data
table by clicking the ‘This Table’ option.
Manage Rule: It opens the Conditional
Formatting Rules Manager dialog box,
where you edit and delete particular rules
as well as adjust their rule precedence by
moving them up or down in the Rules list
box.

V-LOOKUP & H-LOOKUP
V-LOOKUP is a function, which is used to search for value
vertically from lookup table.
Similarly, H-LOOKUP searches for value horizontally from
lookup table.
V-LOOKUP and H-LOOKUP both have 4 parameters as below.
(lookup_value, table_array, col_index_num, range_lookup)

V-LOOKUP & H-LOOKUP PARAMETERS
Lookup_value: It is the user input. This is the value that the function
uses to search on.
The table_array: It is the area of cells in which the table is located.
This includes not only the column being searched on, but the data
columns for which you are going to get the values that you need.
Col_index_num: It is the column of data that contains the answer
that you want.
Range_lookup: It is a TRUE or FALSE value. When set to TRUE, the
lookup function gives the closest match to the lookup_value
without going over the lookup_value. When set to FALSE, an exact
match must be found to the lookup_value or the function will return
#N/A. Note, this requires that the column containing the
lookup_value be formatted in ascending order.

PIVOT TABLE
In the row and column label areas of a PivotTable report, you
can group the items in a field by customize ways.
Grouping data can help you to create a subset of data, which cannot
be easily grouped in other ways, such as sorting and filtering.
What can we do with Pivot Table?
• We can do dimension wise grouping
What to show in a group?
• Any possible dynamic summary of the group
Shortcut keys
Alt + D + P + F
Alt + N + V + Enter

PIVOT CHARTS
A pivot chart is a graphical representation of a data summary
displayed in a pivot table. A pivot chart is always based on a pivot
table. Although Excel lets you create a pivot table and a pivot chart
at the same time, you can’t create a pivot chart without a pivot
table. All Excel charting features are available in a pivot chart.
Pivot charts are available under Insert tab » PivotTable dropdown
» PivotChart

CHARTS/GRAPHS
Graph or Chart translate the data into distances and plot data
points in a way that their relative distances are kept.
Select the chart of your choice and click OK to generate the chart.
To create charts for the data by below steps.
Select the data for which you want to create chart.
Choose insert tab » select the chart or click on the chart group to see
various chart types.

TYPES OF GRAPHS/CHARTS
Bar: A bar chart illustrates comparisons
among individual items
Area: An area chart emphasizes the
magnitude of change over time.
Line: A line chart shows trends in data at
equal intervals.
Column: Column chart shows data
changes over a period of time or
illustrates comparisons among items.
Pie: A pie chart shows the size of items
that make up a data series, proportional to
the sum of the items.

FORMULAS
15 Excel Formulas, Keyboard Shortcuts & Tricks That'll Save You
Lots of Time

Microsoft Office Introduction

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