Module 2 - Introduction to MS Office

["To use the Bold, Italic, and Underline commands: \u2022 Select the cell(s) you want to modify. \u2022 Click the Bold (B), Italic (I), or Underline (U) command on the Home tab. In our example, we'll make the selected cells bold. \u2022 The selected style will be applied to the text. \u2022 You can also press Ctrl+B on your keyboard to make selected text bold, Ctrl+I to apply italics, and Ctrl+U to apply an underline.","","Text alignment By default, any text entered into your worksheet will be aligned to the bottom-left of a cell, while any numbers will be aligned to the bottom-right. Changing the alignment of your cell content allows you to choose how the content is displayed in any cell, which can make your cell content easier to read. Click the arrows in the slideshow below to learn more about the different text alignment options: Left align: Aligns content to the left border of the cell \u2022 To change horizontal text alignment: \u2022 In our example below, we'll modify the alignment of our title cell to create a more polished look and further distinguish it from the rest of the worksheet. \u2022 Select the cell(s) you want to modify. \u2022 Select one of the three horizontal alignment commands on the Home tab. In our example, we'll choose Center Align. \u2022 The text will realign.","","","\u2022 To change vertical text alignment: \u2022 Select the cell(s) you want to modify. \u2022 Select one of the three vertical alignment commands on the Home tab. In our example, we'll choose Middle Align. \u2022 The text will realign. You can apply both vertical and horizontal alignment settings to any cell.","","Cell borders and fill colors Cell borders and fill colors allow you to create clear and defined boundaries for different sections of your worksheet. Below, we'll add cell borders and fill color to our header cells to help distinguish them from the rest of the worksheet. \u2022 To add a border: \u2022 Select the cell(s) you want to modify. \u2022 Click the drop-down arrow next to the Borders command on the Home tab. The Borders drop-down menu will appear. \u2022 Select the border style you want to use. In our example, we will choose to display All Borders. \u2022 The selected border style will appear. You can draw borders and change the line style and colour of borders with the Draw Borders tools at the bottom of the Borders drop-down menu.","","\u2022 To add a fill color: \u2022 Select the cell(s) you want to modify. \u2022 Click the drop-down arrow next to the Fill Color command on the Home tab. The Fill Color menu will appear. \u2022 Select the fill color you want to use. A live preview of the new fill color will appear as you hover the mouse over different options. In our example, we'll choose Light Green. \u2022 The selected fill color will appear in the selected cells.","","Format Painter \u2022 If you want to copy formatting from one cell to another, you can use the Format Painter command on the Home tab. When you click the Format Painter, it will copy all of the formatting from the selected cell. You can then click and drag over any cells you want to paste the formatting to.","Cell styles Instead of formatting cells manually, you can use Excel's predesigned cell styles. Cell styles are a quick way to include professional formatting for different parts of your workbook, such as titles and headers. \u2022 To apply a cell style: \u2022 In our example, we'll apply a new cell style to our existing title and header cells. \u2022 Select the cell(s) you want to modify. \u2022 Click the Cell Styles command on the Home tab, then choose the desired style from the drop-down menu. In our example, we'll choose Accent 1. \u2022 The selected cell style will appear. Applying a cell style will replace any existing cell formatting except for text alignment. You may not want to use cell styles if you've already added a lot of formatting to your workbook.","","Formatting text and numbers One of the most powerful tools in Excel is the ability to apply specific formatting for text and numbers. Instead of displaying all cell content in exactly the same way, you can use formatting to change the appearance of dates, times, decimals, percentages (%), currency ($), and much more. \u2022 To apply number formatting: \u2022 In our example, we'll change the number format for several cells to modify the way dates are displayed. \u2022 Select the cells(s) you want to modify. \u2022 Click the drop-down arrow next to the Number Format command on the Home tab. The Number Formatting drop-down menu will appear. \u2022 Select the desired formatting option. In our example, we will change the formatting to Long Date. \u2022 The selected cells will change to the new formatting style. 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. Click the buttons in the interactive below to learn about different text and number formatting options.","","Inserting Pictures, Shapes, Tables & Charts \u2022 Inserting Tables \u2022 Go to \\\"Insert\\\" tab \u2022 Select \\\"Tables\\\" \u2022 Move cursor over squares to select chart size \u2022 Inserting Charts \u2022 Go to \\\"Insert\\\" tab \u2022 Select \\\"Chart\\\" \u2022 Choose chart type \u2022 Select \\\"OK\\\" \u2022 Inserting Shapes \u2022 Go to the \\\"Insert\\\" tab \u2022 Choose a shape \u2022 Click on slide to make shape visible \u2022 Inserting Clip Art \u2022 Go to the \\\"Insert\\\" tab \u2022 Select \\\"Clip Art\\\" \u2022 Type desired item into search bar \u2022 Select \\\"Go\\\" \u2022 Once picture is located, select it \u2022 Clip Art will be visible in your presentation","Entering, Sorting and Filtering Data Sorting Data \u2022 Method 1 \u2022 Select the column or row you wish to sort. \u2022 From the Sort & Filter button in the Editing group in the ribbon, click the Sort button. \u2022 From the menu, choose how you would like to sort the data. For example, A to Z or Z to A. Note that A to Z is equivalent to Smallest to Largest and Z to A is equivalent to Largest to Smallest. \u2022 Method 2 \u2022 Select the column or row you wish to sort. \u2022 From the Data tab in the ribbon, click the appropriate Sort button. For example A to Z or Z to A.","","A quick note about Custom Sort: the Custom Sort option allows you to define how your data will be sorted within a column. For example, perhaps you want to sort information by clothing size, rather than alphabetically. In this case, you must create a custom list for your sort order. \u2022 Click on the data you wish to sort. \u2022 Click the Sort command followed by the Custom Sort option in the dropdown menu. \u2022 The Sort window will appear, allowing you to specify which column you will sort and how. You can use the default options (days of the week or months) or you can enter a new list. To create a new list, select Custom List from the Order column and then NEW LIST. \u2022 If you are making a custom list, type in order the way you would like the data sorted. In our example, we are sorting by size from small to large. \u2022 Click Add and your custom ordering list will appear in the original Order dropdown menu. \u2022 Select your custom list and then click OK.","","Filtering Data After entering data in Excel, it is also possible to filter, or hide some parts of the data, based on user-indicated categories. When using the Filter option, no data is lost; it is just hidden from view. \u2022 Method 1 \u2022 Select the column or row you wish to sort. \u2022 From the Sort & Filter button in the Editing group in the ribbon, click the Filter button. \u2022 When the Filter menu appears, you can choose which categories of data to hide and deselect the appropriate buttons. For example, you can deselect the button next to large and you will no longer see the large cells in your table. \u2022 Method 2 \u2022 You can similarly access the Filter menu through the Data tab; the same menu will appear.","","Sharing and Reviewing Worksheets About Track Changes 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 them permanent. The colour of the highlights will vary depending on who's reviewing the document, so if there are multiple reviewers you'll be able to tell at a glance who made each change. There are some changes that Excel cannot track. Familiarize yourself with changes that Excel does not track or highlight.","","To turn on Track Changes: \u2022 Go to the Review tab. \u2022 Click Track Changes, then select Highlight Changes from the drop-down menu. \u2022 The Highlight Changes dialog box will appear. \u2022 Check the box next to Track changes while editing. \u2022 Verify that the box is checked for Highlight changes on screen. This will highlight your changes while you work. \u2022 Click OK. \u2022 If prompted, click OK to allow Excel to save your workbook. \u2022 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 on Track Changes. Shared workbooks are designed to be stored where other users\u2014such as users on the same network\u2014can access and edit the workbook at the same time. However, you can also track changes in a local or personal copy, as seen throughout this lesson.","","To turn off Track Changes: \u2022 From the Review tab, click Track Changes. Then select Highlight Changes from the drop- down menu. \u2022 Uncheck the box next to Track changes while editing. \u2022 Click yes to confirm that you want to turn off Track Changes and stop sharing your workbook. \u2022 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 be applied to your workbook automatically. Always review the changes in your worksheet before turning off Track Changes. 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: \u2022 Select the cell where you want the comment to appear. \u2022 From the Review tab, click the New Comment command. \u2022 Type your comment.","","To edit a comment: \u2022 Select the cell containing the comment you want to edit. \u2022 From the Review tab, click the Edit Comment command (where the New Comment command used to be). \u2022 Edit your comment. To delete a comment: \u2022 Select the cell containing the comment you want to delete. \u2022 From the Review tab, click the Delete command. \u2022 The comment will be deleted. Accepting and rejecting changes \u2022 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: \u2022 From the Review tab, click Track Changes. Then select Accept\/Reject Changes from the drop-down menu. \u2022 If prompted, allow Excel to save your workbook. \u2022 Identify which changes you want to accept or reject. In this example, we'll address all the changes we have not yet reviewed. \u2022 Click OK. \u2022 The Accept or Reject Changes dialog box will appear. \u2022 Click Accept or Reject for each change in the document. Excel will cycle through each change automatically until you have addressed them all. To accept or reject all of the changes at once, click Accept All or Reject All in the Accept or Reject Changes dialog box.","","Adjusting how changes are viewed \u2022 Sometimes it's difficult 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 several comments. There are a few settings you can use to adjust the way changes and comments are viewed. \u2022 An alternative to viewing changes as highlights on your worksheet, you can view them 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\u2014what the cell used to contain\u2014and the new value\u2014what the cell contains now.","To list changes on a separate worksheet: \u2022 Save your workbook. \u2022 From the Review tab, click Track Changes. Then select Highlight Changesfrom the drop- down menu. \u2022 Check the box next to List changes on a new sheet. \u2022 Click OK. \u2022 The changes will be listed in a new sheet of their own, called History. \u2022 To remove the History worksheet from your workbook, you can either save your workbook again or uncheck the box next to List changes on a new sheet. To show or hide comments: \u2022 Select a cell that contains a comment. \u2022 From the Review tab, click the Show\/Hide Comment command to show the comment. \u2022 The comment will remain on display without you having to hover your mouse over the cell. \u2022 Click the Show\/Hide Comment command again to hide the comment. \u2022 Click the Show All Comments command to view every comment in your worksheet at once.","","Finalizing and protecting your workbook Before you send your workbook, take a minute to prepare a final copy. Excel has tools that might save you from sharing a workbook that contains spelling errors or information about the workbook itself that you do not want recipients 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, which are designed to keep other users from making unwanted changes to your workbook. To check spelling: \u2022 Select the cells you want to check. \u2022 Click the Spelling command on the Review tab. \u2022 The Spelling dialog box will open. From the Spelling dialog box, you can review and edit any misspelled words. You can also check the spelling of every cell in an active worksheet by selecting any empty cell in the worksheet and clicking the Spelling command.","Ignoring spelling \\\"errors\\\" \u2022 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 something is an error, you can choose not to change it. There are three options you can choose from: \u2022 Ignore Once: This will skip the word without changing it. \u2022 Ignore All: This will skip the word without changing it, and it will also skip all other instances of this word in the worksheet. \u2022 Add to Dictionary: This adds the word to the dictionary so it will never come up again as an error. Make sure the word is spelled correctly before choosing this option.","To use the Document Inspector: \u2022 In Backstage view, click Info. \u2022 Click the Check for Issues button. A drop-down menu will appear. \u2022 Select Inspect Document. A dialog box will appear. \u2022 Check the boxes next to the content you want to inspect. To unselect a box, click it again and the check mark will disappear. \u2022 Click Inspect. \u2022 After the Document Inspector finishes, a new dialog box will appear where you can review the inspection results. Click the Remove All command next to any information you want to remove. 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 on who can make changes, or make it so only certain cells or features of the workbook are changeable. To protect your workbook: \u2022 Click the File tab to access backstage view. \u2022 From the Info pane, click the Protect Workbook command. \u2022 Choose the option that best suits your needs. In this example, we'll select Mark as Final. Marking your workbook as final is a way to discourage others from making changes to the workbook. It will alert whoever opens it that typing, editing, and proofreading commands are unavailable. \u2022 Click OK. \u2022 Another dialog box will appear. Click OK to confirm.","","Working with Charts A chart is a tool you can use in Excel to communicate data graphically. Charts allow your audience to see the meaning behind the numbers, and they make showing comparisons and trends much easier. In this lesson, you'll learn how to insert charts and modify them so they communicate information effectively. \u2022 Charts \u2022 Excel workbooks can contain a lot of data, and this data can often be difficult to interpret. For example, where are the highest and lowest values? Are the numbers increasing or decreasing? \u2022 The answers to questions like these can become much clearer when data is represented as a chart. Excel has various types of charts, so you can choose one that most effectively represents your data.","\u2022 Types of charts \u2022 Click the arrows in the slideshow below to view examples of some of the types of charts available in Excel. \u2022 Excel has a variety of chart types, each with its own advantages. Click the arrows to see some of the different types of charts available in Excel. \u2022 To create a chart: \u2022 Select the cells you want to chart, including the column titles and row labels. These cells will be the source data for the chart. \u2022 Click the Insert tab. \u2022 In the Charts group, select the desired chart category (Column, for example). \u2022 Select the desired chart type from the drop-down menu (Clustered Column, for example). \u2022 The chart will appear in the worksheet. \u2022 Chart tools \u2022 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. \u2022 To change chart type: \u2022 From the Design tab, click the Change Chart Type command. A dialog box appears. \u2022 Select the desired chart type, then click OK.","","","","To switch row and column data: \u2022 Sometimes when you create a chart, the data may not be grouped the way you want. In the clustered column chart below, the Book Sales statistics are grouped by Fiction and Non-Fiction, with a column for each year. However, you can also switch the row and column data so the chart will group the statistics by year, with columns for Fiction and Non-Fiction. In both cases, the chart contains the same data\u2014it's just organized differently. \u2022 Select the chart. \u2022 From the Design tab, select the Switch Row\/Column command. \u2022 The chart will readjust.","","To change chart layout: \u2022 Select the Design tab. \u2022 Click the More drop-down arrow in the Chart Layouts group to see all of the available layouts. \u2022 Select the desired layout. \u2022 The chart will update to reflect the new layout. Some layouts include chart titles, axes, or legend labels. To change them, place the insertion point in the text and begin typing. To change chart style: \u2022 Select the Design tab. \u2022 Click the More drop-down arrow in the Chart Styles group to see all of the available styles. \u2022 Select the desired style. \u2022 The chart will update to reflect the new style."]