c



 Ã
Ã


M

M 
 






M 


Simply put a computer is an electronic device which has the capability of accepting data as
(input) in a prescribed form, apply a series of arithmetic and logical operation on data
(processing) and produce the result of these operations an (output information) in a specified
format to the users at a very fast speed under the control of some logical sequence of
instruction called program.
The definition above can be represented thus

Incoming data Computer Information

Input Process Output


M
M

 

 


The need for efficient and accurate accounting has been with us from the beginning of
civilized man. Originally, man used his fingers for counting, but as his needs become
complex this method was soon replaced by a variety or increasingly more sophisticated
device.

 The development of computer started as early as 500BC, with the introduction
of counting device. The first of such device was the ABACUS developed by the ancient
Greeks.

   ! in 1642, the French man, Blaise Pascal invented the first
digital calculating machine that is mechanical adding and subtracting machine (calculator)
which he used in his father¶s business account.

"#$"%&'! (1937): design the MARK 1 computer at Howard University in USA. It

was in 1944 that the computer was actually implemented. It was actually a general purpose
adding machine.

"!  ! In 1949, John Von Neuman developed what is called the STORE
PROGRAMME concept used by all of today¶s computers. Here programme is read into
memory for processing. He suggested the binary as against the decimal numbering system
adopted by the ENIAC. Data and instructions are now to be stored internally in the machine.
Neuman processed Electronic Discrete Variable Automatic Computer (EDVAC).

(
)% The "Unsung Hero" Behind the Internet "A father of the Internet". He
developed the world's fastest computer, invented hyperball computer networks, and invented
a new approach for designing supercomputers by observing and emulating patterns in nature.



M
M 


A typical electronic digital computer has the following characteristics:
1. Electronic in nature that is data are represented in form of electronic pulses, operation
is electronic and the basic components are electronics e g. integrated circuit.

1
 c


 Ã
Ã


2. High degree of accuracy when a computer is programmed correctly and when input is
entered properly the accuracy of the output is virtually guaranteed.
3. High-speed computer carries out its operations at a very fast rate in the order of
Name.
4. Consistency given the same set of input data the same result will always be produced.
5. Computer has ability to perform repetition operations without getting bored or tired.
6. Cost effectiveness computers perform task that would not otherwise be feasible or
cost effective e g. ability of the developed country to embark on space program. Etc.
7. Automatic; once initiated it could operate on its own, without human intervention,
under the control of stored sequences of instructions called program.
8. Durability and reliability given suitable environmental condition a computer can work
for hours or days, weeks or months non-stop without getting tired. It does not go on
leave nor does it go on strike.
9. Versatility computers have ability to perform different operation at the same time
when connected with terminals.
10. Memory computers have very large storage capacities. Computers are capable of
storing billions of items of data, fast access to such stored data is also guaranteed. It
could store information on a very long-term basis.


 

M 
 M


The above characteristics of a computer make it to be of great benefit to the society.
Computer is now being used in almost every areas of society endeavours, notable areas of
computer application are;
1. Electronic banking and services
2. Benefit to business
3. Legal assistance
4. Medical and health care
5. Mass media
6. Stock control
OTHERS ARE IN:
- weather forecasting
- statistics
- transportation/navigation
- telecommunication and data communication
- crime control
- artificial intelligence and robotics
- education science and research
- organisation management
- recreation activities

#"!"#" (*&! +,

1. MAIN FRAME; these are large and very expensive general-purpose computers.
Examples include ICL 1900, and IBM 370 series.

2
 c


 Ã
Ã


2. MINI COMPUTER; these have similar features to that of mainframe. However, they
generally have smaller physical size generate lower heat have small instruction set
and less expensive than the mainframe. Typical example are DEC, PDP series and
data general series.
3. Micro Computer; these are much smaller and cheaper than either mainframe
computers. In this system, various integrated circuit and elements of computer are
replaced by a single integrated circuit called a CHIP Example are the IBM, PC,
TANDY, AMSTAD etc.
4. SUPER COMPUTER; these are relatively small in size but have the memory and
processing capacity of the large mainframe computer.

" ("!!"#" (+ 

A computer system can be divided into hardware and software.

 &%- the hardware is the physical component or devices, which make up the
visible computer. While  "#% is programs; which simply consist of a sequence of
instructions needed to be performed to accomplish a task. It is the soft ware that enables the
hardware to be put into effective use. It is sometimes said, µcomputer without a program is an
electronic idiot¶ because it can do nothing constructive or profitable.

&%"!#)"!
Computer hardware can be divided into two, namely; central processing unit (CPU) and the
peripheral units.
 THE CPU


ALU
 OUTPUT UNIT
INPUT UNIT
CONTROL UNIT


 MEMORY

THE PHERIPHERAL UNIT




 
M . M
/ 0
The (CPU) is responsible for all processing that takes place within the computer system. It is
the micro-processor in a computer. It controls the transfer of data and information to and
from other device and sub-systems. The CPU can be thought as the µbrain¶ of the computer, it
consists of main storage, ALU and control unit.

M 
 M

The peripherals are responsible for feeding data into the system and for collecting
information from the systems. They are divided into two categories
M!(&1

3
 c


 Ã
Ã


The input devices assist the user to transmit data and instruction to the CPU and memories for
processing. Examples are Computer keyboard, Mouse, Joystick etc.
(&1
These are the devices which translate the bytes and bites understood by the computer into a
form we can understand, examples are Monitors (Visual Display Units) [Cathode Ray
Display or Liquid Cristal Display/Plasma], printers, plotter etc.

*MM 




*
Complete computer hardware consist of:
i. System unit
ii. Monitor or visual display unit(VDU) and
iii. Keyboard
System unit-the system unit houses a number of system components. These include;

The central processing unit (CPU) (described above, Power supply unit (PSU), Floppy disk
DRIVES(FDD), Hard disk drive (HDD), Compact disk-ROM (CD-ROM) available in multi-
media system, Mother board, Main memory or RAM, Cooling fan, Battery pack (CMOS
batteries), Fax modem (in latest PCs), Sound card.


 




Software is computer programs. A program is a sequence of instruction needed to be
performed to accomplish a task. It is the program that enables the computer hardware to be
put to use. There are two main types of software
1. System software

2. Application software

+ "#%These are programs that have direct effect on the control, performance and
the ease of usage of the computer system. E.g. language translators, operating systems,
database management system, operating systems /0 a collection of program modules,
which form an interface between the computer hardware and the computer user. Example are
MS DOS, UNIX MS Windows etc.

(("!"#% these are programs design to solve user problems and are sometimes
called application packages and they come either as custom application software or generic
application software.

.&!#"2!)(("!"#%

1. It must be capable of improving the operating functions of the organization

2. Must be of high performance

3. The software must be easy to use and ease in learning by the users

4. It must be available when needed

4
 c


 Ã
Ã


5. There must be provision for training particularly if it is a complex program

6. The application package must be well documented with guide (manuals) for
installation, usage and other technical details

7. User friendliness that is easy to use even by non-computer specialists

8. Compatibility with other systems and user hardware


 


M 


Computer systems must be protected from all kind of hazards such as:
1. 3&!& "': these particles can lead to a breakdown of the entire computer
system. The computer room must be provided with rug or carpets that will trap down
dust, after use the computer system must be covered with dust prove materials. Smoke
and burning objects must be kept away from the computer room, computer systems
must be handled with clean hands.

Ã$ )  ( high temperature or heat can lead to melting of some of the
components and result in system break down. It is highly recommended that a
computer room should have an air conditioner or fan and a good cross ventilation
windowing.

3. " !)+ the computer system must be protected from direct sunlight from a
window. The window in a computer room should be covered with a dark curtain

4. !"   &"%! the computer room must be protected against power
irregularities. Equipments such as standby power supply (generator), uninterruptible
power supply, and power regulators and stabilizers should be provided

5.  "' provision must be made for disasters such as fire outbreak and
flooding. Provide fire extinguishers, file backup copies of both programs and data file
must be kept in separate location for easy recovering in case any disaster occur.

6. !",&  there must be security guard to monitor the movement of
people entering the computer room so as to prevent unauthorized people from
entering the computer room in other to avoid loss of equipments or files

 



4

This is the linking together of computers from different locations via some forms of
communication network, such as the public telephone services, satellite or private line. Users
of this kind of arrangements can have access to more than one computer installation and
could share some computer facilities or stored information peculiar to one centre. There are
two major types of computer networks; Local Area Network (LAN) and Wide Area Network
(WAN)

5
 c
  Ã
Ã


 t i i a syst of hardware, software and communication channels that connects
devices in close proximity, such as in building, homes and institutions or organi ations. LAN
permits the movement of data between computers.

this covers a wide geographical area such as a Nation or even the whole world.

5

 5
Microsoft Windows XP is an º


, often abbreviated OS. Some of the other
operating systems DOS, the Mac OS used on Macintosh computers, and Linux and UNIX,
used mainly in large businesses. One reason that an operating system is required on all
computers is that it plays the important role of making all the things that make up a computer
system ² the screen, mouse, keyboard, the programs you use, the hard disk, and all that
other stuff ² work in harmony. And it does all that in the background, without your even
being aware of it. And without your having to know how it does it.
J
 
 
If Windows XP is already installed on your PC, starting Windows XP is a simple task.
Follow these steps:
1. If your computer has a floppy disk drive, check to make sure no disk is in that drive
2. Turn on all peripherals attached to your PC, such as your monitor and printer, and any
other connected device that has its own on/off switch.
3. Turn on the main power on the system unit.
4. To ensure that your computer doesn¶t attempt to boot from a CD-ROM, open the CD-
ROM drive and remove any CD that might be in there.
5. Wait a minute or so for your computer to boot up (start itself and load Windows XP
for you).
 
If your computer supports multiple users, you¶ll first come to the Welcome screen, which
looks something like the example shown below. Just click your user name (or Guest, if you
don¶t have an account on this computer) to proceed.

Once you get past the logon procedure, you¶ll get to the Windows XP -
º  like the
example shown below. The desktop, proper, is the large area of the screen. Everything else
you see on the screen is actually resting on top of this virtual desktop.

6
 c
  Ã
Ã





This figure below shows the names of the various units that appear on the Windows desktop.
Becoming familiar with those names is a good idea, as you¶ll come across them constantly in
your work with Windows XP.





 
Each little picture on the desktop is an  º. Each icon, in turn, represents some program you
can run, or some location on your computer where things are stored. { 
 

  

  
 

 
  
The following
list summari es the main types of icons you¶ll come across:

o
 
Represents a folder, a place on the computer where files are stored
   
Represents a program.

 
Represents a document; typically this is something you can change and
print.
 
The little arrow in the lower-left corner of an icon identifies that icon as a
shortcut to some program, document, folder, or Web site.


  
The   is the coloured strip along the bottom of the desktop and it contains the Start
button, the Quick Launch toolbar, and the Notifications area.


 

7
 c
  Ã
Ã


The J º is where you can start any program on your computer. The Start menu is
divided into two sections. The left half of the menu provides access to frequently used
programs. The right side provides access to frequently used º-
 




  

{      


 
  


   
 
 

 
A J 


aour computer is not a TV. One of the most common mistakes when using a PC issimply to
turn off the PC. This is not good.

If you share computer with others, and want to leave it on for them, you can just log off. To
log off, follow these steps:

1. Click the Start button.

2. Click the Log Off button near the bottom of the menu.

3. Click the Log Off button that appears.

The Welcome screen shown back at the logon stage reappears.

   the computer altogether, or put it to sleep so to speak, so that it consumes
little or no electricity, follow these steps:

1. Click the Start button.

2. Click the Turn Off Computer button near the bottom of the menu.

3. Choose one of the following options (as available):


 

Saves everything on the screen and puts the computer into a minimal power-
consumption state.

       

Puts the computer into a minimal power-consumption state, but
does not save current settings.

  
 Turns the computer off. Nothing is saved, no power is consumed while the
computer is off, and restarting will be from scratch.


 
 Briefly shuts off the computer, and then instantly restarts it. Also known as

ºº.

8
 c
  Ã
Ã


× 

!×

The mouse is a hand-held pointing device that helps you use your software more easily and
efficiently. To use the mouse, hold it in your hand and move the mouse across a surface. An
arrow- shaped pointer moves across the screen. The pointer is controlled by moving the
mouse. All you do is to point to an ICON or a MENU on the screen, and then click a mouse
button.

* 




1. 
 " this involves moving the pointer until the tip rest on a
specific object or area on your screen.

2. î" this is the pressing and the releasing of a mouse button

3. 
 " pressing and releasing a button twice in rapid
succession.

4.  " pressing a mouse button and holding it down while moving the
mouse pointer.

5. 

"each time you press the mouse button, you make a selection. It
is a way of telling the computer what you want to work on before you tell
it what you want to do.

6. 
" to display the contents of menus, the first thing to do is to open
the menus. This technique of opening or revealing the content of some
options is called pressing I etc press and hold the mouse button.

7. " this is used to select icons scattered

 


Every window that you open on your desktop will have certain elements in common.These
tools are common to most windows.


9
 c
  Ã
Ã





1. To expand a window to full-screen si e or to shrink it back to its original si e, double-

click its title bar.
2. To move a window to some new location on the screen, drag the window by its title
bar. Remember, to -something means to clock and hold and then drag the mouse
button
3. The taskbar button for the active window is coloured a little differently, and appears
³pushed in.´
4. The title bar for the active window is a little brighter than the title bars of the inactive
windows
5. The active window is always at the ³top of the stack.´ That is, no other windows
overlap the active window
6. Click on any visible portion of the window that you want to make active.
7. Alternatively, click the toolbar button for the window you want to make active (very
handy if that window is completely covered by other windows on the desktop!).
8. aou can minimi e an open window just by clicking its taskbar button. Clicking the
button a second time brings it back into view.
9. To see the options for a particular window, right-click its taskbar button.
10.To si e the taskbar (to make it thinner or thicker), drag its inner edge (the edge nearest
the center of the screen) up or down.
11.To move the taskbar to some other edge of the screen, drag the neutral area to some
other edge of the screen. If it won¶t go, try widening it first.
12.To si e a toolbar within the taskbar (such as the Quick Launch toolbar), dragthe
dotted lines at the edge of the taskbar to the left or right.
13.To add toolbars to, or remove toolbars from, the taskbar, right-click its neutral area
and choose Toolbars. Then choose any toolbar to display or hide.
14.To turn a taskbar toolbar into a free-floating toolbar that you can place anywhere on
the screen, drag the dots at the edge of the toolbar out onto the desktop.
15.To put a floating toolbar back into the taskbar, drag it back into the taskbar.
16.To rearrange items in the toolbar, drag the dots nearest the Start button to the right,
past any item that you want to put to the left of the current item.
17.To resi e an item within the toolbar, drag its dots to the left, right, up, or down.
 # 
A drop-down list (also called a combo box) is a small control containing some text and a
button with a little ³v´ shape or down-pointing arrow on it. Clicking that down-pointing
arrow opens a list of choices.
  
Scroll bars, as mentioned, enable you to scroll through lengthy lists of items.

To move up or down a little bit at a time, click the up- or down-arrow button at the end of the
taskbar.
To move more quickly than that, drag the slider box through the slider bar.

10
 c
  Ã
Ã


To jump to a specific part of the list, click within the slider bar at about where you want to
position the slider box.
If your mouse has a wheel, you may be able to scroll vertically by spinning the mousewheel.
(I say 
be able to, because the wheel doesn¶t work in all programs.)
î
 *$

G Tabs. Click a tab to display its options. Each tab groups a related set of options.
G Option buttons. Click an option button to select it. aou can usually select only one.
G Spin box. Click the up or down arrow to increase or decrease the number, or type a
number in the box.
G Check box. Click the box to turn on or off the option. A checked box means the
option is selected; a cleared box means it s not.
G List box. Click the list arrow to display a list of options, and then click the option you
want.
G Text box. Click in the box, and then type the requested information.
G Button. Click a button to perform a specific action or command. A button name
followed by an ellipsis (...) opens another dialog box.
G Preview box. Many dialog boxes show an image that reflects the options you select.


o
  
 

The Folders list provides a quick and easy way to jump to specific areas of yourcomputer
and to folders on your hard disk. To open the Folders list, just click the Folders button on the
toolbar, or choose View ĺ Explorer Bar ĺ Toolbar from the menu


%
 
The Address bar, visible beneath the Standard Buttons toolbar shows the nameof the location
you¶re viewing at the moment. It also provides a drop-down list of other commonly accessed
locations on your computer. aou can jump to a new location by choosing it from the
dropdown list

11
 c
  Ã
Ã



 
 %
  o


î    

 
1. Open multiple windows on the desktop
2. Point to a blank area on the taskbar and right-click to reveal the shortcut menu
3. From the shortcut menu, choose cascade to display the windows in an orderly fashion.
4. To display all open windows in equal si es, right-click the taskbar and choose T

   or

&
 

12
 c
  Ã
Ã






  !   ''(

This manual from MJJ will help you use the many and varied features of one of
Microsoft s most popular products²Microsoft Word 2003, part of the Microsoft Office Suite.
Microsoft Word is a powerful word-processing program that will take your documents far
beyond what you can produce with a typewriter. aou can create a simple letter to a friend,
produce a newsletter for a professional organi ation, or even write a complicated, multiple-
page report containing graphics and tables with numerical data, this manual and the practical
hands-on guide you will receive from MJJ professionals will equip you with the skills
that you need to quickly and easily get the job done. 

 
 

Word is a powerful program; it s also very easy to use, which is why most businesses have
adopted it. Don't worry! aou'll be creating your first document after just a couple of mouse
clicks.
  
There are a number of different methods to access the Word application. One method is from
the Start button.


If you have a Microsoft Word icon on your Windows desktop, you can double-click it to quickly
access Word.



 



The following list illustrates a few elements that are standard
to most Windows programs and specific to Word:

13
 c
  Ã
Ã



 !

As you click a menu choice, you'll see the options available under that menu. Somemenus
have submenus that list additional choices from which you can select. A menu option that
appears lighter in colour than the other options is said to be "greyed out." When a menu
option is greyed out it is unavailable at the moment. Menu options become greyed out when
they are not applicable to your current selection.
 !

Shortcut menus contain a limited number of commands. The commands you see on a shortcut
menu are relevant to what you're doing at the time you open the shortcut menu.   to
open a shortcut menu.
1.   anywhere in the document screen. A shortcut menu will appear on the
screen
2. î 


. The menu action will be performed


Press the Esc key or click anywhere outside the shortcut menu to closethe menu
without making a selection

×
 
Along the top of the Word screen you see two different toolbars. Toolbars are groups of small
icons or buttons that help you access commonly used Word features without digging through
the menus. Word includes more than 20 toolbars to assist you but, by default, only the
Standard and Formatting toolbars are automatically displayed side-by-side along the top of
the Word screen.
If you look closely, you can see that the toolbar buttons are grouped into related activities.
For example, the Alignment buttons (left, centre, and right) are grouped together, and options
that relate to files, such as saving or opening, are grouped together. aou'll learn how to use
these buttons in later chapters.

14
 c
  Ã
Ã


1.  

 

over any toolbar item. The description of that feature will
appear
2. î on a  ) The requested action will be performed.
3. îon the Toolbar Options button²A set of additional toolbar button from which
you can select will appear


 
 

To separate the Standard and Formatting toolbars so that one is on top of the other.

! 

If a toolbar is not located in a favourable position for you to access it, you can easily move
the toolbar into any position you like.
1. Position the mouse pointer at the far left side of any toolbar. The mouse pointer will
change to arrowheads

()


the 
) The toolbar will remain in the new position.




To return a toolbar to its default position, press and hold the mouse button over the
toolbar title bar and drag the toolbar into the default position, which is usually at the
top of the screen.
    
 

aou can hide or display any toolbar. Hiding a particular toolbar can be very helpful ifit is
using up valuable screen space.

15
 c
  Ã
Ã






$
The small flashing vertical bar on your document screen is called the
º º It marks
the location where text will appear when you type.
The program automatically moves down (º-  ) to the next line for you. aou only
press the Enter key to start a new paragraph.
1. Type a small amount of text such as my name
2. Press the enter key. The insertion point will move down to the next line
3. Press the enter key again this will create blank line

15-01-2012
Tahir Shopping Complex
N3 Gamagira Road
Anguan Sanusi Buss op
Dear Mommy,
I am pleased to inform you that by the good grace of God,
my computer training programme have commence. It has
been my childhood dream to excel in computer
technology. I believe that at M
 
 I will
achieve that

Word's text wrap feature will move the insertion point down to the next line when necessary.

!  




To make changes to your document, you'll need to move the insertion point around. aoucan
use several methods to move around the Word screen

16
 c
  Ã
Ã


aou can position the insertion point with the mouse and double-click where you would like
to enter text. Word determines and sets any necessary paragraph formatting based on where
you double-click the mouse.

×
 * 

Word includes two scroll bars, a vertical scroll bar and a hori ontal scroll bar, in the
document window. Displaying text by using the scroll bars does not move the insertion point.
aou'll still need to click the mouse wherever you would like to locate the insertion point.



×
*

aou can move around in a Word document by pressing the Up, Down, Right, or Left Arrow
keys on the keyboard. There are several shortcut keys designed to speed up the process of
moving around in a Word document. The following table illustrates these shortcut keys.

!


A word at a time Press Ctrl+Right Arrow or Ctrl+Left Arrow
A paragraph at a time Press Ctrl+Up Arrow or Ctrl+Down Arrow
A full screen up at a time Press the PageUp key
A full screen down at a time Press the PageDown key
To the beginning of a line Press the Home key
To the end of a line Press the End key
To the top of the document Press Ctrl+Home
To the bottom of the document Press Ctrl+End
To a specified page number Press Ctrl+G, and then enter the page number



$
aou probably make a few mistakes in your document. Or want to change some of the text in
the document. Here is how to:

+

+  



$
Editing text with Word is a breeze. Just type them in. To delete words Just highlight them and
press the Delete key.



$

17
 c
  Ã
Ã


When you want to add new text to a document, just place the insertion point where you want
to locate the new text and begin typing.





$
Before you can move, copy, delete, or change the formatting of text, you must first select the
text you want to edit. When text is selected (called 
-), it will appear as light type on
a dark background on your screen²the reverse of unselected text. aou can select sequential
or non-sequential text for editing.


 




 




To select the entire document, press Ctrl+A or choose Edit, Select All.

18
 c
  Ã
Ã


To select a nonsequential block of text, hold down the Ctrl key and use the preceding
selection techniques for each additional text block you want to include.

To deselect text, click once anywhere in the document.





$

aou can delete unwanted text one character, word, or paragraph at a time and you can delete
any combination of the above.
Two common keys used to delete text are the Backspace and Delete keys. Pressing the
Backspace key will delete one character at a time to the left of the insertion point; pressing
the Delete key will delete one character at a time to the right of the insertion point.
î 

$î 

Word automatically corrects many text case errors. For example, if you type "SPringtime,"
Word automatically changes it to "Springtime." If, however, you typed the entire word in all
uppercase (SPRINGTIME), you can quickly change it to "Springtime" or "springtime." aou
can apply a text case change to a word, a phrase, or any amount of selected text.

,) î  
)






-) î*)


$ 

 






Optionally, after highlighting your text, press the F3 key. Each time you press F3,
the case of the selected text will change to either upper, lower, or title case.

××   


If you make a change, and then decide you really don't want to make that change after all, use
Word's Undo feature. aou can use Undo to restore text that you deleted, delete text you just
typed, or reverse a recently taken action.
Be aware, however, that if you save your document, you cannot use Undo to "unsave" it.
Also, if you close the document, when you reopen it, you cannot undo changes made in the
previous editing session.

× 




aou're always one mouse click away from reversing your previous action.
1. Click on the undo button. Word will reverse the last action you took with the current
document.



19
 c
  Ã
Ã


Optionally, choose Undo from the Edit menu.







If you undo an action and then decide you prefer the document the original way, use the Redo
feature.
1. Click on the Redo button. Word will reverse the previous undo action.
×  

%
Word actually keeps track of several steps you have recently taken. When you undoa
previous step, you also automatically undo any actions taken after that step. For example,
imagine you changed the case of some text, then bolded the text, then underlined the text. If
you undo the Change Case action, Word also reverses the bolding and underlining steps.
1. î
  next to the Undo button. A list of the most recent actions will be
dosplayed.
2. î
  you want to undo. Word will reverse the selected action as well
as all actions listed above it.

!  î

$

Word provides a number of different methods with which you can move and copy text.
!

$
The features used to move text from one place to another are called î and  
 With Cut
and Paste, Word deletes the selected text, holds it, and then places it into a new location.

Optionally, to cut text, press Ctrl+X or select Cut from the Edit menu.
3. î 
 
where you want to place the text. The blinking insertion
point will appear
4. î
 
. The text is placed at the new location


Optionally, to paste text, press Ctrl+V or select Paste from the Edit menu.

î

$
Copying text will leave the selected text in its original location but also places a copy of it on
the Windows Clipboard.
1. Select the text you want to copy. The text will be highlighted.
2. Click on the copy button. The text is stored on the Windows clipboard

20
 c
  Ã
Ã


3. Click the mouse where you want to place the text. The blinking insertion point will
appear
4. Click on the Paste button. The text is placed at the new location


Optionally, to copy text, press Ctrl+C or select Copy from the Edit menu.

  

If you don't save your document regularly, it only takes a second to lose hours of work.
Fortunately, Word has a built-in feature called AutoRecover, to help protect you against such
a catastrophe. However, you still need to save your document so that you can refer to it or
make changes to it at some future time.
  

o 


When you first open Word, a blank screen appears with the title Document1 in the Word title
bar. Word names the next blank document you create Document2, then Document3, and so
forth. Those names are temporary names, so you need to assign your documents names that
help you associate them with their contents.
Word asks for a name the first time you save a document, and after that, the name you assign
it will appear in the Word title bar.

21
 c
  Ã
Ã




  


aou should resave your document as you make changes to it. A good practice is to save your
document at least every ten minutes. Word replaces the document copy already saved on the
disk with the newly revised document copy.




If you want to save the document with a different name or in a different folder, click
on File, and then choose Save As. The Save As dialog box will prompt you for the
new name or folder. The original document will remain, and a new copy will be
created with the name you specified.
î 

When you're finished working on a document, you should close it. Closing a document isthe
equivalent of putting it away for later use. When you close a document, you are only putting
the document away²not the program. Word is still active and ready to work for you.

22
 c
  Ã
Ã




 
$

Opening a document is putting a copy of that file into the computer's memory and onto your
screen so that you can work on it. If you make any changes, be sure to save the file again.
Word provides several different ways to open an existing document.
 

 *$
Documents you have previously saved can be reopened on your screen through the Open
dialog box.


 

×



Both the File menu and the task pane list several of the documents you've recently used,
allowing you to quickly locate and open a document

23
 c
  Ã
Ã




  

When your document is complete, you may want make a hard copy of it to file away or to
share with others.
× 


Before you print your document, you may want to preview it on the screen. Previewing a
document lets you see how the document layout settings, such as margins, will look in the
printed document. In Print Preview, you will only be able to see the document; you won't be
able to edit it.

)î on  

) The Print Preview window will open.


Press the Page Down or Page Up key on your keyboard to view other pages of the
document.

Click anywhere on the body of the document again to make the text smaller on the
screen.
 
 *

24
 c
  Ã
Ã


If you need just one copy of the current document, the fastest and easiest way to print is to
use the Print button.

  
!

If you need to print multiple copies of the document, or just specific pages, or if you want to
change which printer is being used, you must display the Print dialog box.

Many options are available from the Print dialog box, including the following:



! 
Margins are the spaces between the edges of the paper and where the text actually begins to
appear. Word allows you to set margins for any of the four sides of the document and also
allows you to mix and match margins for different pages.
25
 c
  Ã
Ã


Word sets the default margins to 1Ǝ on each of the top, bottom, left, and right margins.

!  




aou can set the document margins before you begin entering text into a document, after
you've completed the entire document, or at any time in between.

% .!    


Word can apply different margin settings to selected sections of a document.

2. îo
. The File menu will appear.

3. î 

. The page setup dialogue box will open
4. 

 +
!  . The margins tab will be displayed
5. îon the up or down arrows to the right of the top, Bottom, Left, and Right text
boxes to increase or decrease the top, bottom, left, or right margin setting.

26
 c
  Ã
Ã


6. î
  to the right of the Apply to drop-down list box. A drop-
down menu will appear.

î 
 
 

Use the Page Setup dialog box to change your document to be printed in landscape (along the
long edge of the paper) orientation.
1. Click on File. The File menu will appear
2. Click on Page Setup. The page Setup dialogue box will open


  
*


aou can break a page at a shorter position than Word chooses, but you cannot make a page
longer.
1. Click the mouse in front of the text where you want the new page to begin. The
blinking insertion point will appear.
2. Click on Insert. The Insert menu will appear
3. Click on Break. The Break dialogue box will open

î 
 

Line spacing is the amount of vertical space between each line of text. aou might want to
change line spacing when you want to make a document easier to read, for example, or to
make room for changes when writing a draft of a document.

27
 c
  Ã
Ã




Shortcut keys for set line spacing are: Ctrl+1 for single spacing, Ctrl+2 for double
spacing, and Ctrl+5 for 1.5 line spacing.
%

$
Alignment arranges the text to line up at one or both margins or centres it across the page.
Like line spacing, alignment is usually applied to an entire paragraph or document.
aou can align paragraphs of text to the left, right, or centre. aou can also justify your text,
which means that the text will be evenly spaced across the page from the left edge to the right
edge.



 o  o


In addition to the fonts you already have on your machine, Word comes with extra fonts. The
name of the currently selected font and the font size of the text are displayed on the Font and
Font Size drop-down lists on the toolbar.
î o
Choose a font such as Times New Roman if you want the text to be modern and businesslike,
and choose a font like Monotype Corsiva for a "handwritten" look.

28
 c
  Ã
Ã


î o

Each font can be used in different sizes. Font sizes are measured in º  a point is
approximately 1/72 of an inch. Therefore, a 72-point font is approximately 1 inch tall.

%* +M
+ ×



Applying formatting attributes like  +   or underline will call attention to particular
parts of your text. aou can easily access these choices with the Word toolbar.

aou can repeat the previous steps to remove the attribute.




Shortcut keys include Ctrl+B for bold, Ctrl+I for italic, and Ctrl+U for underline.

%î 
If you have a colour printer or you are going to share the document electronically, add impact
by adding some colour.

29
 c
  Ã
Ã


,)î 


 
 to deselect the text. The text will appear in the selected
colour.



 î 
 

Word includes hundreds of special characters and symbols for you to include in your
document. Symbols include things like copyright or trademark symbols, stars, check marks,
or airplanes.



If you don't see the symbol you want, it may be available in a different font.
4. Click on the Font drop-down arrow. A list of fonts will appear your font
choices may vary from the ones displayed here
5. Click on a font. The symbols available for that font will be displayed
6. Click on a symbol. The symbol will appear selected
7. Click on Insert. The symbol or character will be inserted into your document

% *

Use borders around a word, phrase, paragraph, or group of paragraphs to frame the text and
call specific attention to the area. aou can also add a border around an entire page, such as a
title page of a document.

30
 c
  Ã
Ã



8. Click on *. The boarders and shading dialogue box will close

×%o  î

 

If you type the first list item, preceding it with a bullet character or a number, Word continues
the list using the same format.
1. Type a number, then a closing parenthesis, a period, or a hyphen. The number or
punctuation will display in your document
2. Press the spacebar or Tab key. The insertion point will move accordingly
3. Type the text for the first item on your list. The text will display in the document
4. Press the Enter key word will assume you are typing to create a numbered list and will
begin the next line with the next number
5. Press the Enter key twice after the last item in your list, word will stop automatically
entering numbers


To begin a bulleted list, instead of typing a number at the first item, type an 
,

, or . Word will continue the list with the same character. Note that when you
use the asterisk key, word will convert it to a round, filled-in-bullet.

 %o  
If the AutoFormat As aou Type feature is adding numbers or bullets when you don't want
numbers or bullets, you can easily turn off the feature.
1. î
. The tools menu will appear.
2. î%î
. The AutoCorrect dialog box will open.

 *

 



31
 c
  Ã
Ã


If you've typed text without bullets or numbering, you can use the toolbar to quickly apply
them to your list.

1. 


 of items you want to bullet or number. The text will be highlighted.

J

  



If you created a bulleted list and later decide you'd prefer it to be numbered, it's easy to
change it. Again, you can use the toolbar to quickly complete the task.

1. 


of items you want to modify. The list will be highlighted.
2. î
*
 if the list is currently numbered. The list will change to
bulleted.

3. î

 if the list is currently bulleted. The list will change
to numbered.


î% 
Clip art pictures can be inserted into a document in any Word view, although to view these
visual elements you'll need to be in Print Layout or Web Layout view. If you're not already
using one of these views, Word will automatically switch you into Print Layout view so that
you can see your image.
1. î 
 
 
approximately where you want to insert your image. The
blinking insertion point will appear.
2. î
) The insert menu will appear
3. î
. The picture menu will appear.
4. î% . The clip Art task pane will open
5. î . Word will search for clip art located on your hard drive

32
 c
  Ã
Ã





  


aou can easily insert your own artwork into a Word document, whether it's a photograph,
scanned image, a drawing, or other type of artwork.
/) î the 

approximately where you want to insert your image. The
blinking insertion point will appear.
) î
)



 

() î
)



 

,) î 
)



  
$
)

%  % 
Adding WordArt to your document is simply a matter of selecting a predefined style and
typing your text. aou can create shadowed, skewed, rotated, and stretched text, as well as text
that have been fitted to predefined shapes.
1. Click on insert. The insert menu will appear
2. Click on picture. The picture submenu will appear
3. Click on WordArt. The WordArt gallery dialogue box will open, containing
predefined styles
4. Click on a WordArt style. The selection will have a box around it
5. Click on OK. The Edit WordArt Text dialogue box will open. A placeholder in the
Text box will say, "aour Text Here."

33
 c
  Ã
Ã



 
 
 

Word provides the drawing tools through the Drawing toolbar. Each button on the Drawing
toolbar corresponds to a tool that performs a specific function.
1. Click on View. The view menu will appear
2. Click on Toolbars. A list of available toolbars will be displayed
3. Click on Drawing. The Drawing toolbar will be displayed at the bottom of your
screen

 % 


Drawing an AutoShape is as easy as selecting a shape and then using your mouse to click and
draw the shape in your document.

34
 c
  Ã
Ã



î

   

When creating reports, you may want to add a diagram to further illustrate a point. Diagrams
include organization charts or other charts that show a relationship between two or more
entities.
1. Click on the document where you want to insert the diagram. A blinking insertion
point will appear
2. Click on the Insert Diagram or Organizational Chart button OR Optionally, click on
the Insert menu and select Diagram
3. Click on the diagram type you want to use. A small blue box will surround the
selected diagram type
4. Click on OK. A sample diagram will appear in your document.

î
 




A table is a grid of columns and rows. The intersection of a column and row is called a

aou can insert a table in a number of different ways. aou can insert it from a menu selection,
create it from the toolbar, or draw it manually. aou can even type on your keyboard and
Word will create a table from your typed text.

 

×
!

To create a simple table, all you need to do is estimate the number of rows and columns that
you want to start working with, and you're ready to go.
1. Click on Table. The Table menu will appear
2. Click on Insert. The Insert submenu will appear
3. Click on Table. The Insert table dialogue box will open
4. Enter the number of columns in the Number of Columns text box. The number will
display
5. Enter the number of rows in the Number of Rows text box. The number will be
displayed
6. Click on OK. The table will be created

35
 c
  Ã
Ã



î
 

×

 

A button is located on the Word standard toolbar to help you quickly create a table

() 


the 
  when the table is the size that you want. The table grid will
appear in the document.




$
Text is typed into the individual cells. As you enter text in the cells, if you have more
characters than will fit horizontally, the text automatically wraps to the next line, and the cell
and the row will expand vertically to hold it.
/) Click the mouse pointer in a cell. The blinking insertion point will appear.
Ã) Type some text. The text will display in a single cell
aou can use your keyboard or mouse to move around in a table. To use the mouse, simply
click in the cell you want to work with. Use the following keys to move around the table with
your keyboard:


) The insertion point will move to the cell to the right.
% 
) The insertion point will move down to the next row.
0

) The insertion point will move to the cell to the left.
×% 
) The insertion point will move up a row.

î î ×
!

aou can easily modify any column width by clicking and dragging the mouse. aou can
enlarge or shrink the width of any column.
1. Place the mouse pointer over the border line of the column. The mouse pointer will
change to a double-headed arrow
2. Press and hold the mouse button and drag to the right to increase the column width or
to the left to decrease the column width. A dotted line will indicate the new border
line position
3. 


the 
  when the column is at the width you want. The column
width will change. Any text that was wrapped in the cell will adjust to fit the new
column width.

36
 c


 Ã
Ã


&&!)"%"
!&"#

You can easily add a row to the bottom of the table you originally created.
1. Click in the last Cell of the last row. The blinking insertion point will appear
2. Press the tab key. A new row will automatically appear

M!!)"%%!
6!)"%
You might want to add a row at the beginning or in the middle of a table.

1. Click in the row where you want to insert a new row. The blinking insertion point will
appear
2. Click on Table. The Table. The Table menu will appear
3. Click on Insert. The insert submenu will appear
4. Click on Rows Above. The new row will be inserted above the insertion point row
5. OR Click on Rows Below. The new row will be inserted below the insertion point
row

M!!)" !
Again, you can easily add a column between two existing columns or add one to the end of a
set of existing columns. Just follow the same procedure.

!)"%"" !
Deleting a row will delete an entire row across a table while deleting a column will delete an
entire column. Word also deletes any data in the deleted rows or columns.
1. Click the mouse pointer in the row or column that you want to delete. The blinking
insertion point will appear
2. Click on Table. The table menu will appear
3. Click on Delete. The delete submenu will appear
4. Click on Columns. The current column will be deleted OR
5. Click on Rows. The current row will be deleted

!)#" 


You can make a column chart from a table you've already created.

1. Select the data, column heads, and row labels of your table. The data will be
highlighted.
2. Click on Insert. The insert menu will appear.
3. Click on Object. The Object dialogue box will open
4. If necessary click on the Create New tab. The create new tab will come to the front
5. Click on Microsoft Graph Chart. The selection will be highlighted
6. Click on OK. A datasheet with all of the data you selected will appear
7. Click anywhere in the document. The datasheet will close and your word document
will return with a chart inserted

M
When selecting data for your chart, be careful not to include data that you don't
want to chart. For example, including totals can distort the overall chart picture.

37
 c
  Ã
Ã




 

 o


As you'd expect, a header prints at the top of every page, and a footer prints at the bottom.
Headers and footers can contain text, dates, or even pictures.
1. Click on View. The View menu will appear
2. Click on Header and Footer
3. Type and format some text. aour type will appear in the Header box
4. Click on the Switch Between Header and Footer button. The footer box will appear
5. Type some text. The text will appear in the footer box
%   
+

+  


When the Header or Footer box is open, you can add the date and/or time to either the header
or the footer. Word will insert a field for the current date and time, based on the computer's
clock and calendar settings, when you print the document. The Insert Page Number feature
places the correct page number on each page.


*  
Trying to memorize all of these keyboard shortcuts isn't as hard as you may think. Windows
applications all share the same keyboard combinations to execute common commands. Once
you get accustomed to using some of these keyboard shortcuts in Word, try them out on some
of the other Office programs.


$

   
Open a menu Press Alt then the menu's selection letter
Select a menu command Press the menu item's selection letter
Close a menu or dialog box Press Esc
Show a shortcut menu Press Shift+F10
Use Help Press the F1 key
Use the What's This? button Press Shift+F1
Create a new document Press Ctrl+N
Open a different document Press Ctrl+O
Switch between open documents Press Ctrl+F6
Save a document Press Ctrl+S
Use the Save As command Press F12
Print preview a document Press Ctrl+F2
Print a document Press Ctrl+P
Close a document Press Ctrl+W
Exit Word Press Alt+F4
Highlight the character to the right of the Press Shift+Right Arrow
cursor
Highlight the character to the left of the Press Shift+Left Arrow
cursor
Highlight an entire word Press Ctrl+Shift+Right Arrow
38
 c


 Ã
Ã


Highlight an entire line Press Shift End
Highlight a paragraph Press Ctrl Shift Down Arrow
Select an entire document Press Ctrl A
Go to a specific page Press Ctrl G
Delete the character to the left of the cursor Press Backspace
Delete the character to the right of the cursor Press Delete
Delete the word to the left of the cursor Press Ctrl Backspace
Delete the word to the right of the cursor Press Ctrl Delete
Cut selected text Press Ctrl X
Make a copy of selected text Press Ctrl C
Paste the copied text Press Ctrl V
Spell check a document Press F7
Find text in a document Press Ctrl F
Repeat Find command Press Shift F4
Replace text in a document Press Ctrl H
Undo an action Press Ctrl Z
Redo an action Press Ctrl Y
Move text Press F2
Add a date field Press Alt Shift D
Add a hyperlink Press Ctrl K
Insert a manual page break Press Ctrl Enter
Change font attributes Press Ctrl D
Make text bold Press Ctrl B
Make text italic Press Ctrl I
Make text underlined Press Ctrl U
Make text double underlined Press Ctrl Shift D
Remove character formatting Press Ctrl Spacebar
Single space a paragraph Press Ctrl 1
Double space a paragraph Press Ctrl 2
Set 1.5 line spacing Press Ctrl 5
Center a paragraph Press Ctrl E
Left align a paragraph Press Ctrl L
Right align a paragraph Press Ctrl R
Justify a paragraph Press Ctrl J
Left indent a paragraph Press Ctrl M
Create a hanging indent Press Ctrl T
Right indent a paragraph Press Ctrl Shift M
Remove paragraph formatting Press Ctrl Q
Change text case Press Shift F3
Change style Press Ctrl Shift S


39
 c
  Ã
Ã



×î

!îo

5î
Ã''(

This part of the manual is part of ISSCAFE hands-on beginners guide to working with
spreadsheets using Excel. A spreadsheet is a table of values arranged in columns androws.
The values can be in form of text, dates and times, and numbers. Each value is stored in a cell
 
$
 
 !

Click the Start button on the taskbar.
Point to All Programs, and then point to Microsoft Office.
Click Microsoft Office Excel 2003.

X
  th
Exc
 W  a Task Pa
s

When you start Excel, the Excel program window opens with a blank workbook²ready for
you to begin working

40
 c
  Ã
Ã


When you start Excel, the program window opens with a new workbook so that you can
begin working in it. aou can also start a new workbook whenever Excel is running, and you
can start as many new workbooks as you want. Each new workbook displays a default name
("Book1," "Book2," and so on), numbered according to how many new workbooks you have
started during the work session until you save it with a more meaningful name.

  
  

 


1. Click the File menu, and then click New.
2. Click Blank Workbook. A blank workbook is opened.
3. Click the Close button on the task pane.


!%  
 
Use the Mouse to Navigate

G Another cell
G Another part of the worksheet
G Another worksheet


41
 c


 Ã
Ã



4+"&" 1)

Refer to the table for keyboard shortcuts for navigating around a worksheet.

±







 


""1
4+
Left arrow One cell to the left
Right arrow One cell to the right
Up arrow One cell up
Down arrow One cell down
Enter One cell down
Tab One cell to the right
Shift Tab One cell to the left
Page Up One screen up
Page Down One screen down
End arrow In the direction of the arrow key to the next cell containing
key data or to the last empty cell in current row or column
Home To column A in the current row
Ctrl Home To cell A1
Ctrl End To the last cell in the worksheet containing data


!
6
1. Click the cell where you want to enter a label.
2. Type your text. A text can include uppercase and lowercase letters, spaces,
punctuation, and numbers
ƒ$ Press Enter, or click the Enter button on the formula bar.

!  
6
7$ Click the cell where you want to enter a number as a label.
Ã$ Type' (an apostrophe). The apostrophe is a label prefix and does not appear on the
worksheet.
ƒ$ Type a number value.
8$ Press Enter, or click the Enter button on the formula bar.

1 "'""'#"
 
7$ Click the Save button on the Standard toolbar.
Ã$ Click one of the icons on the Places bar (quick access to frequently used folders) to
select a location to save the workbook file.
ƒ$ If you want to save the file in another folder, click the Save In list arrow, and then
select the drive and folder in which you want to store the workbook file.
8$ Type the file name for the new workbook name.
42
 c
  Ã
Ã



3

3 
After you finish working on a workbook, you can close it. Closing a workbook makes more
computer memory available for other processes. Closing a workbook is different from
quitting Excel: after you close a workbook, Excel is still running. When you're finished using
Excel, you can quit the program. To protect your files, always quit Excel before turning off
your computer.
î
  
1. Click the File menu, and then click Close, or click the Close button on the worksheet
window title bar.
Ã) If you have made any changes to the workbook since last saving it, the Office
Assistant asks if you want them saved.
3. Click aes to save any workbook changes; click No to close the workbook without
saving any changes; or click Cancel to return to the workbook without closing it.To
create a new default workbook
x
$

1. Click the Close button on the Excel program window title bar, or click the File menu,
and then click Exit.
2. If any files are open and you have made changes since last saving, a dialog box opens
asking if you want to save changes.
() Click aes to save any workbook changes, click No to ignore any changes, or click
Cancel to cancel the save.

J

In order to work with a cell² to enter data in it, edit or move it, or perform an action²you
select the cell so it becomes the active cell. When you want to work with more than one cell
at a time²to move or copy them, use them in a formula, or perform any group action²you
must first select the cells as a range. A range can be contiguous (where selected cells are
adjacent to each other) or non-contiguous (where the cells may be in different parts of the
worksheet and are not adjacent to each other).



 î 


/) Click the first cell that you want to include in the range.
Ã) Drag the mouse to the last cell you want to include in the range.

43
 c
  Ã
Ã


3. When a range is selected, the top-left cell is surrounded by the cell pointer, while the
additional cells are selected.



 # 


/) Click the first cell you want to include in the range.
Ã) Drag the mouse to the last contiguous cell, and then release the mouse button.
3. Press and hold Ctrl, and then click the next cell or drag the pointer over the next group
of cells you want in the range.
4. To select more, repeat step 3 until all non-contiguous ranges are select


& 
  




 & 


1. Click the cell where you want to enter a value.
2. Type a value.
3. Press Enter, or click the Enter button on the formula bar.


  
 



1. To enter a date, type the date using a slash (/) or a hyphen (-) between the month, day,
and year in a cell or on the formula bar.
2. To enter a time, type the hour based on a 12-hour clock, followed by a colon (:),
followed by the minute, followed by a space, and ending with an "a" or a "p" to
denote A.M. or P.M.
() Press Enter, or click the Enter button on the formula bar

î 
 
 

o  

/) Click the cell that contains the date format you want to change.
Ã) Click the Format menu, and then click Cells.
() If necessary, click the Number tab.
,) Click Date.
44
 c
  Ã
Ã


-) Click the date or time format.
6. Click OK.




  ×%o

/) Select the first cell in the range you want to fill.

Ã) Enter the starting value to be repeated.
() Position the pointer on the lower-right corner of the selected cell. The pointer changes
to the fill handle (a black plus sign).
4. Drag the fill handle over the range in which you want the value repeated.

î
î

1. Double-click the cell you want to edit. The insertion point appears in the cell. The
status bar now displays Edit instead of Ready.
Ã) If necessary, use the Home, End, and arrow keys to position the insertion point within
the cell contents.
() Use any combination of the Backspace and Delete keys to erase unwanted characters,
and then type new characters as needed.
4. Click the Enter button on the formula bar to accept the edit, or click the Esc button to
cancel the edit.
î

î
 î

1. Select the cell or range you want to clear.
2. Right click the cell or range, and then click Clear Contents on the
shortcut menu, or press Delete.
45
 c


 Ã
Ã



"!!3" !)3!&" !

1. Select the cell or range you want to clear.
2. Click the Edit menu, and then point to Clear.
3. Click All.
"(+!) !&"%("&
7$ Select the cell or range that contains the data you want to copy.
2. Click the Copy button on the Standard toolbar.
The data in the cells remains in its original location and an outline of the selected cells, called
a marquee, shows the size of the selection. If you don't want to paste this selection, press Esc
to remove the marquee.
ƒ$ Click the first cell where you want to paste the data.
4. Click the Paste button on the Standard toolbar.
The data remains on the Clipboard, available for further pasting, until you replace it with
another selection.
5. If you don't want to paste this selection anywhere else, press Esc to remove the
marquee.
"(+!))9!&9"(
7$ Select the cell or range that contains the data you want to copy.
Ã$ Move the mouse pointer to an edge of the selected cell or range until the pointer
changes to an arrowhead.
ƒ$ Press and hold the mouse button and Ctrl.
4. Drag the selection to the new location, and then release the mouse button and Ctrl.
%(
7$ Select the cell or range that contains the data you want to copy.
Ã$ Click the Copy button on the Standard toolbar.
ƒ$ Click the first cell where you want to paste the data.
8$ Click the Edit menu, and then click Paste Special.
:$ Click the option buttons with the paste results and mathematical operations you want.
6. Click the option buttons with the paste results and mathematical operations you want.
#" "%"" !"" !""%
7$ Select the cells that you want to switch.
Ã$ Click the Copy button on the Standard toolbar.
ƒ$ Click the top-left cell of where you want to paste the data.
8$ Click the Edit menu, and then click Paste Special.
:$ Click to select the Transpose check box.
6. Click OK.

46
 c
  Ã
Ã




  

î
î


aou can insert new, blank cells anywhere on the worksheet in order to enter new data or data
you forgot to enter earlier. Inserting cells moves the remaining cells in the column or row in
the direction of your choice and Excel adjusts any formulas so they refer to the correct cells.
aou can also delete cells if you find you don't need them; deleting cells shifts the remaining
cells to the left or up²just the opposite of inserting cells. When you delete a cell, Excel
removes the actual cell from the worksheet.

 î

1. Select the cell or cells where you want to insert the new cell(s).
2. Click the Insert menu, and then click Cells.
3. Click the option you want.
G Shift Cells Right to move cells to the right one column.
G Shift Cells Down to move cells down one row.
G Entire Row to move the entire row down one row.
G Entire Column to move entire column over one column.
4. Click OK.




 î


/) Select the cell or range you want to delete.

Ã) Click the Edit menu, and then click Delete.
() Click the option you want.
G Shift Cells Left to move the remaining cells to the left.
G Shift Cells Up to move the remaining cells up.
G Entire Row to delete the entire row.
G Entire Column to delete the entire column.
4. Click OK.

î
 
o  


 o  

1. Click the cell where you want to enter a formula.
2. Type = (an equal sign). If you do not begin a formula with an equal sign, Excel will
display, not calculate, the information you type.
3. Enter the first argument. An argument can be a number or a cell reference.
4. Enter an arithmetic operator.
5. Enter the next argument.
6. Repeat steps 4 and 5 as needed to complete the formula.
47
 c
  Ã
Ã


7. Click the Enter button on the formula bar, or press Enter.
Notice that the result of the formula appears in the cell (if you select the cell, the formula
itself appears on the formula bar).

 o  î


/) Click the Tools menu, and then click Options.

Ã) Click the View tab.
() Click to select the Formulas check box.
,) Click OK.

î  
  
%  

1. Select the range of cells you want to calculate.
G The sum of the selected cells appears on the status bar next to SUM=.
2. If you want to change the type of calculation AutoCalculate performs, right-
click anywhere on the status bar to open the AutoCalculate sub menu.
3. Click the type of calculation you want.

48
 c
  Ã
Ã



î  

 %

Click the cell where you want to display the calculation.
Click the AutoSum button on the Standard toolbar.
Click the Enter button on the formula bar, or press Enter.
î  

$

%
Click the cell where you want to display the calculation.
Click the AutoSum list arrow on the Standard toolbar.
Click the function you want to use.
Press Enter to accept the range selected.



 o
1. Click the cell where you want to enter the function.
2. Type = (an equal sign), type the name of the function, and then type (
(an opening parenthesis). For example, to insert the AVERAGE function,
type =AVERAGE(.
3. Type the argument or select the cell or range you want to insert in the
function.

Click the Enter button on the formula bar, or press Enter.

Excel will automatically add the closing parenthesis to complete the function.

49
 c
  Ã
Ã




 î 

1. Click to the right of the location of the new column you want to insert.
To insert a row, click the row immediately below the location of the row you want to insert.
2. Click the Insert menu, and then click Columns or Rows.

!
î 
1. Drag to select the column header buttons for the number of columns you want to
insert.
To insert multiple rows, drag to select the row header buttons for the number of rows you
want to insert.
2. Click the Insert menu, and then click Columns or Rows.



 î 
Select the column header button or row header button that you want to
delete.
Click the Edit menu, and then click Delete.
% .î  

1. Click the column or row header button for the first column or row you
want to adjust.
2. If you want, drag to select more columns or rows.
3. Right-click the selected column(s) or row(s), and then click Column
Width or Row Height.
4. Type a new column width or row height in points.
5. Click OK.


50
 c
  Ã
Ã


% .î  
×
!

/. Position the mouse pointer on the right edge of the column header
button or the bottom edge of the row header button for the column or row
you want to change.
Ã) When the mouse pointer changes to a double-headed arrow, click and
drag the pointer to a new width or height.
î
  ! î 
Microsoft Office Excel 2003 makes it easy to create and modify charts so that you can
effectively present your information. A chart, also called a graph, is a visual representation of
selected data in your worksheet.
×
  î 




î
 î 
A chart provides a visual, graphical representation of numerical data. Whether you turn
numbers into a bar, line, pie, surface, or bubble chart, patterns become more apparent. Excel
simplifies the chart-making process with the Chart Wizard, a series of dialog boxes that leads
you through all the steps to create an effective chart on a new or an existing worksheet. When
you choose to place the chart on an existing sheet, rather than on a new sheet, the chart is
called an embedded object. aou can then resize or move it just as you would any graphic
object.
î

 î ×
î  
/)Select the data range you want to chart.
Make sure you include the data you want to chart and the column and row labels in the range.
The Chart Wizard expects to find this information and incorporates it in your chart.

Ã)Click the Chart Wizard button on the Standard toolbar. 

To move backward or forward in the Chart Wizard, click Back or Forward. aou can click
Finish at any time.
()Click a chart type.
,)Click a chart sub-type.
-)Click the Press And Hold To View Sample button to preview your selection.
1)Click Next to continue.

51
 c
  Ã
Ã


š)Verify the data range, and then select to plot the data series in rows or in columns.
2)Click Next to continue)
3)Click a chart options tab.


 )


 
 +$# $+  # $
    

$$
)
G %$
 )


 $
    
  )
G  
 )



  
  
$# $  # $)
G 

  )

   

    )
G    
 )


 
  
  )
G   

 )î   

 )
/')Preview the options, and then click Next to continue.
//)Select to place the chart on a new sheet or as an embedded object.
/Ã)Click Finish.
/()Drag the chart to a new location if necessary.

52
 c
  Ã
Ã



$
 




Select a pie chart.
Double-click to select the pie slice you want to explode.
Drag the slice away from the pie.
Release the mouse button.

$
 



 

 
 )
   

   




)
 




)


53
 c
  Ã
Ã




%  


/) Select a chart to which you want to add a title or titles.
Ã) Click the Chart menu, and then click Chart Options.
() Click the Titles tab.
,) Type the text you want for the title of the chart.
-) To add a title for the x-axis, press Tab, and then type the text.
1) To add a title for the y-axis, press Tab, and then type the text.
š) f you want a second line for the x- or y-axis, press Tab to move to the
Second Category or Second Value box, and then type the title text.
2. Preview the title(s) you are adding.
3) Click OK



54
 c


 Ã
Ã


M! )*'
7$To insert a horizontal page break, click the row where you want to insert a page break.
To insert a vertical page break, click the column where you want to insert a page break.
Ã$Click the Insert menu, and then click Page Break.
1%!&"1 )*'
7$ Click the View menu, and then click Page Break Preview.
Ã$ Drag a page break (a thick blue line) to a new location.
ƒ$When you're done, click the View menu, and then click Normal.
!) )!"!
7$ Click the File menu, and then click Page Setup.
Ã$ Click the Page tab.
ƒ$ Click the Portrait (8.5 x 11 inches) option (the default) or click the
Landscape (11 x 8.5 inches) option to select page orientation.
8$Click OK.
!))!!) 
7$Click the File menu, and then click Page Setup.
Ã$ Click the Margins tab.
ƒ$ Click the Top, Bottom, Left, and Right up or down arrows to adjust the margins.
8$ Select the Centre On Page check boxes to automatically centre your data.
:$Click OK.
!)&"""
7$Click the File menu, and then click Page Setup.
Ã$ Click the Header/Footer tab.
ƒ$ If the Header box doesn't contain the information you want, click Custom Header.
8$ Type the information in the Left, Centre, or Right Section text boxes, or click a button to
insert built-in header information. If you don't want a header to appear at all, delete the text
and codes in the text boxes.
:. Select the text you want to format, click the Font button, make font changes, and then click
OK. Excel will use the default font, Arial, unless you change it.
;$ Click OK.
<$ If the Footer box doesn't contain the information that you want, click Custom Footer.
=$ Type information in the Left, Centre, or Right Section text boxes, or click a button to insert
the built-in footer information.
>$ Click OK
7?$ Click OK.

55
 c
  Ã
Ã



    



/)Click the File menu, and then click Page Setup.
Ã) Click the Sheet tab.
() Type the range you want to print. Or click the Collapse Dialog button, select the cells you
want to print, and then click the Expand Dialog button to restore the dialog box.
,) Click OK.
   î


 

/) Click the File menu, and then click Page Setup.
Ã) Click the Sheet tab.
() Enter the number of the row or the letter of the column that contains the
titles. Or click the Collapse Dialog button, select the row or column with
the mouse, and then click the Expand Dialog button to restore the dialog
box.
,) Click OK.



 %

1. Select the range of cells you want to print.
2. Click the File menu, and then point to Print Area.
3. Click Set Print Area.

56
 c
  Ã
Ã



î

 %


/) Click the File menu, and then point to Print Area.
Ã) Click Clear Print Area.
 %    


/)Click the File menu, and then click Print.
2. If necessary, click the Name list arrow, and then click the printer you want to use.
( Select whether you want to print the entire document or only the pages you specify.
, Select whether you want to print the selected text or objects, the selected worksheets, or all
the worksheets in the workbook with data.
-)Click the Number Of Copies up or down arrow to specify the number of copies you want.
1)Click OK.

57