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This document provides a guide to using Microsoft Office applications: Word, Excel, and PowerPoint. It begins with an overview of the Microsoft Office suite, detailing its applications (Word, Excel, PowerPoint, Outlook, Publisher, Access, OneNote) and their functions. The guide then focuses on individual applications. For Word, it covers basic tasks like opening, saving, deleting files; navigational elements (tabs, dropdown menus, dialogue boxes, scroll bars, Quick Access Toolbar); and essential functions (undo, redo, copy, paste, cut, select all). Excel's introduction explains basic terminology (columns, rows, cells, worksheets, formula bar), navigation, and fundamental operations such as opening, saving, deleting, and renaming files, adding and deleting worksheets and cells, and selecting cells. Finally, the PowerPoint section introduces basic terminology, navigation tools, and slide types (Title Slide, Section Header, Title and Content, Two Content, Comparison, Title Only, Content With Caption, Picture With Caption, Quote With Caption, Blank), alongside instructions for creating new presentations and choosing themes. The guide emphasizes keyboard shortcuts for increased efficiency.
CHAPTER 1 Office Tools and Web
Introduction
Microsoft Office is a group of applications that are frequently used in professional or workrelated contexts. Microsoft Corporation created the Office software suite, which was first
released in 1990.
MS Office makes it easier to complete routine office tasks, boosting productivity. Each
application is made to do a specific job, like processing words, managing data, making
presentations, or keeping track of emails.
Microsoft has created multiple versions of Office that are compatible with several operating
systems, including Windows, Linux, and macOS. These Office releases are capable of
supporting cross-platform functionality.
Additionally, Microsoft Office is available in 35 distinct language variants.
Applications that are common to Microsoft Office
Word, Excel, PowerPoint, and Outlook are the four Office programs used most frequently.
Publisher, Access, and OneNote are some of the additional apps.
Here is a brief description of each app and the different ways you can use it:
A word processor like Microsoft Word allows users to create and edit text documents like
reports, letters, and resumes and run spell checks on their writing. Examples of these types
of documents include
The electronic spreadsheet program known as Microsoft Excel allows users to store,
organize, and manipulate data through the creation of spreadsheets that range from simple
to complex.
Microsoft PowerPoint is a program that enables users to present information visually using
various methods, ranging from short slide shows to sophisticated multimedia shows.
Microsoft Outlook is a personal information manager used primarily for email, but it can
also be used to manage tasks, schedule meetings, and store calendars and contact details.
Microsoft Publisher, an application for graphic design, provides users who are putting
together documents for publication or marketing with more flexibility in the way those
documents are laid out and designed.
The database management system known as Microsoft Access. For other uses, see
Microsoft Access.
OneNote by Microsoft is a digital replacement for the traditional paper notebook that
makes it simple to take notes, organize those notes, and share them with others.
You can purchase Microsoft Office as a bundle or acquire individual Microsoft Office
applications, such as Word or Excel, on an individual basis.
Most basic packages include Word, Excel, PowerPoint, and Outlook. Nevertheless, some
bundles include additional Microsoft Office applications like Publisher, Access, and/or
OneNote.
MS Word
Introduction
Microsoft Word is a word processing program that allows for the creation of both simple and
complex documents.
Word can be incredibly simple to use. At its most basic, you can open a new file, type in
your text, save, and be done. But chances are that you’ll want more control over what you
type and how it looks than that. Maybe you need to use a different font or font size. Maybe
you want to indent your paragraphs. Maybe you want to include a bulleted or numbered list
in your document.
That’s where this course comes in. I will walk you through the absolute basics (open, save,
delete), too, but most of this course will be focused on what to do with your text once it’s
been typed into your document.
Tab
We refer to the menu choices at the top of the screen (File, Home, Insert, Design, Page
Layout, References, Mailings, Review, View, and Developer) as tabs. If you click on one
you’ll see that the way it’s highlighted sort of looks like an old-time filing system.
Each tab you select will show you different options. For example, in the image above, I have
the Home tab selected and you can do various tasks such as cut/copy/paste, format paint,
change the font, change the formatting of a paragraph, apply a style to your text,
find/replace words in your document, or select the text in your document. Other tabs give
other options.
Select or Highlight
If I tell you to select text, that means to left-click at the end of the text you want to select,
hold that left-click, and move your cursor to the other end of the text you want to select.
Another option is to use the Shift key. Go to one end of the text you want to select. Hold
down the shift key and use the arrow keys to move to the other end of the text you want to
select. If you arrow up or down, that will select an entire row at a time. With both
methods, which side of the text you start on doesn’t matter. You can start at the end and go
to the beginning or start at the beginning and go to the end. Just start at one end or the
other of the text you want to select.
The text you’ve selected will then be highlighted in gray. Like the words “sample text” in
this image:
If you need to select text that isn’t touching you can do this by selecting your first section
of text and then holding down the Ctrl key and selecting your second section of text using
your mouse. (You can’t arrow to the second section of text or you’ll lose your already
selected text.)
Dropdown Menu
If you right-click in a Word document, you will see what I’m going to refer to as a
dropdown menu. (Sometimes it will actually drop upward if you’re towards the bottom of
the document.)
A dropdown menu provides you a list of choices to select from.
There are also dropdown menus available for some of the options listed under the tabs at
the top of the screen. For example, if you go to the Home tab, you’ll see small arrows
below or next to some of the options, like the numbered list option in the paragraph
section. If you click on those arrows, you’ll see that there are multiple choices you can
choose from listed on a dropdown menu.
Expansion Arrows
You will notice at the bottom right corner of most of the sections in each tab that there are
little arrows. If you hold your mouse over the arrow it lets you bring up a more detailed set
of options, usually through a dialogue box (which we’ll discuss next).
In the Home tab, for example, there are expansion arrows for Clipboard, Font, Paragraph,
and Styles. Holding your mouse over the arrow will give a brief description of what clicking
on the expansion arrow will do.
Dialogue Box
Dialogue boxes are pop-up boxes that cover specialized settings. As just mentioned, if you
click on an expansion arrow, it will often open a dialogue box that contains more choices
than are visible in that section. When you right-click in a Word document and choose Font,
Paragraph, or Hyperlink that also opens dialogue boxes. Dialogue boxes allow the most
granular level of control over an option. For example, this is the Paragraph dialogue box
which you can see has more options available than in the Paragraph section of the Home
tab.
This may not apply to you, but be aware that if you have more than one Word document
open and open a dialogue box in one of those documents, you may not be able to move to
the other documents you have open until you close the dialogue box.
Scroll Bar
This is more useful in Excel than in Word, but on the right-hand side of the screen you
should see a scroll bar. You can either click in the space above or below the bar to move up
or down a small amount or you can left-click on the bar, hold the left-click, and drag the bar
up or down to move through the document more quickly. You can also use the arrows at
the top and the bottom to move up and down through your document. (The scroll bar isn’t
always visible in Word. If you don’t see it, move your mouse over to the side of the screen
and it should appear.)
In general, you should not see a scroll bar at the bottom of the screen, but it is possible.
This would happen if you ever change the zoom level of your document to the point that
you are not seeing the entire width of the document in a single screen. (Not something I
recommend when working with normal documents.)
Quick Access Toolbar
You might notice that the options in the very top left corner of my version of Word are
different from what you see. That’s because I’ve customized the Quick Access Toolbar. You
can do this on your version of Word by clicking on the arrow you see at the very end of the
list and then checking the commands you want to have available there. It can be useful if
there’s something you’re doing repeatedly (like inserting section breaks) that’s located on a
different tab than something else you’re doing repeatedly (like formatting text).
Of course, it’s only useful if you use it. Half the time I forget I’ve done that. But if you can
remember, it’s a nice time-saver.
Control Shortcuts
Throughout this document, I’m going to mention various control shortcuts that you can use
to perform tasks like save, copy, cut, and paste. Each of these will be written as Ctrl + a
capital letter, but when you use the shortcut on your computer, you don’t need to use the
capitalized version of the letter. For example, holding down the Ctrl key and the s key at the
same time will save your document. I’ll write this as Ctrl + S, but that just means hold down
the key that says ctrl and the s key at the same time.
Starting a New Word File
To start a brand new Word file, I click on Word from my applications menu or the shortcut
I have on my computer’s taskbar. If you’re already in Word and want to open a new Word
file, go to the File tab and choose New from the left-hand menu.
Whichever option you choose will bring up a list of various templates, including the first
option, which is for a “Blank document”. Ninety-nine percent of the time that’s the one
you’ll want. To use it, left-click on the image.
Opening an Existing Word File
To open an existing Word file you can either go to the folder where the file is saved and
double-click on the file name, or (if Word is already open) go to the File tab and choose
Open from the lefthand menu. Or you can just open Word without selecting a file and it will
provide a list of recent documents to choose from on the left-hand side.
If you’re in Word and the document you need is listed, left-click on it once and it will
open as long as you haven’t renamed the file or moved it since it was last open. (In that
case, you’ll need to navigate to where the file is saved and open it that way, either through
Word or outside of Word.)
To navigate to the file you need, click on Open Other Documents and then click on
Computer under Open (if you just opened Word and don’t have any files open) or click on
Computer under Home (if you already had a file open).
This should give you a list of recent folders you’ve used or you can click on Browse if the file
you need isn’t in one of those folders. When you click on Browse this will bring up the Open
dialogue box (below). From there you can navigate to any location on your computer.
Saving a Word File
To quickly save a document, you can use Ctrl + S or click on the small image of a floppy disk
in the top left corner of the screen above File. For a document you’ve already saved that will
overwrite the prior version of the document with the current version and will keep the file
name, file type, and file location the same.
If you try to save a file that has never been saved before, it will automatically default to
the Save As option which requires that you specify where to save the file, give it a name,
and designate the file type. There are defaults for name and format, but you’ll want to
change the name of the document to something better than Document2.
You can also choose Save As when you want to change the location of a file, the name of
a file, or the file type. (With respect to file type, I sometimes need to, for example, save a
.doc file as a .pdf file or a .doc file as a .docx file for use with certain formatting programs.)
The first choice you have to make for Save As is where you want to save the file. I see a
list of my most recent six folders listed and can also choose to Browse if I want to use a
different location than one of the folders listed.
When you click on the location where you want to save the file, this will bring up the Save
As dialogue box. Type in the name you want for the file and choose the file type. My file
type defaults to Word 97-2003 Document (.doc) which is the format I prefer to save in
because it’s the easiest format for all users and all versions of Word to open. If you save as a
.docx file you may encounter situations where someone you share the file with won’t be
able to open it.
If you had already saved the file and you choose to Save As but keep the same location,
name, and format as before, Word will overwrite the previous version of the file just like it
would have if you’d used Save.
If you just want to rename a file, it’s actually best to close the file and then go to where
the file is saved and rename it that way rather than use Save As. Using Save As will keep the
original of the file as well as creating the newer version.
Renaming a Word File
As discussed above, you can use Save As to give an existing file a new name, but that
approach will leave you with two versions of the file, one with the old name and one with
the new name. If you just want to change the name of the existing file, close it and then
navigate to where you’ve saved it. Click on the file name once to select it, click on it a
second time to highlight the name, and then type in the new name you want to use,
replacing the old one. If you rename the file this way outside of Word, there will only be
one version of the file left, the one with the new name you wanted.
Just be aware that if you rename a file by navigating to where it’s located and changing
the name you won’t be able to access the file from the Recent Workbooks listing under
Open file, since that will still list the old name which no longer exists.
Deleting a Word File
You can’t delete a Word file from within Word. You need to close the file you want to delete
and then navigate to where the file is stored and delete the file there without opening it.
Once you’ve located the file, click on the file name. (Only enough to select it. Make sure you
haven’t double-clicked and highlighted the name which will delete the file name but not the
file.) Next, choose Delete from the menu at the top of the screen, or right-click and choose
Delete from the dropdown menu.
Basic Tasks
At its most basic, adding text into a Word document is incredibly simple. You simply open a
new document and start typing. When you’re done, you save the document.
Go ahead and do it. See? Open. Type. Save. Voila.
But you probably want to do more with your text than that. And we’ll cover all the
formatting, which is the majority of what you’ll want to do, in the next section. First, I want
to cover a few basic functions that you can perform in Word that will make your life easier
as you enter your text and then edit it.
Undo
Undo lets you take the last thing (or few things) you did, and undo it. That means you don’t
have to be afraid to try something that you’re not sure will work, because you can always
reverse it.
To undo something, simply type Ctrl + Z. If you did a few things you didn’t like, just keep
typing Ctrl + Z until they’re all gone. But beware that Word undoes things in order, so if you
want to undo the second-to-last thing you did, you’ll have to first undo the last thing you
did.
Redo
If you take it too far and undo too much and want something back, then you can choose to
redo. That’s done by typing Ctrl + Y. Go ahead and try it out. Type a sentence in your
document.
Undo it with Ctrl + Z and then redo it with Ctrl + Y. Easy peasy. (If you don’t want to use
control keys, you can also add undo and redo to the Quick Access Toolbar, but I’d highly
recommend that you memorize these two. You’ll work much faster if you can memorize the
control key shortcuts for undo, redo, save, copy, cut, and paste.)
Delete
Another basic task you need to master is how to delete text. There are a few ways to do
this. If you’re trying to delete something that you just typed, use the backspace key to
delete the letters one at a time.
You can also place the cursor next to the text you want to delete and then use the
backspace or delete keys, depending on where the cursor is relative to the text you’re
trying to delete. If your cursor is on the left-hand side of text, use the delete key. On the
right-hand side, use the backspace key. (And if you get it wrong, remember that you have
Ctrl + Z to undo what you just did.)
If you want to delete a large chunk of text at one time, select the text you want to delete
and then use the delete OR backspace key.
Select All
The other basic task that you should know about before we start talking formatting is how
to select all of the text in your document.
Select All is very useful for applying a format to your entire document. I tend to write in
the default font that Word uses and then change the font once I’m done. It’s also handy if
you want to copy the contents of one document into another. Say, for example, you worked
on a group project and each person wrote their individual piece in a separate document and
now you need to combine them. Or, like me, you wrote your first novel using separate files
for each chapter (Don’t do that, by the way.) You can take those final documents, select all,
copy, and paste into one master document that combines them.
To Select All, go to the Home tab and then to the Editing section on the far right-hand
side and click on the arrow next to Select. In the dropdown menu choose Select All.
Another option is to use Ctrl + A, although I don’t consider this one of the control shortcuts
that I use often enough to memorize.
I’ve also added Select All as one of my Quick Access Toolbar options.
If you ever choose all of the text in a document and then decide you didn’t want to, just
click somewhere in the document and the selection will go away. (You can also arrow up or
down, but that will take you to the top or the bottom of the document and you may not
want that.)
Copying, Cutting, and Pasting
Copy and Cut are similar. They’re both a way to move text from one location to another.
Copy leaves the text where it was and creates a copy of that text to move to the new
location. Cut removes the text from where it was and puts the text on a “clipboard” (that’s
usually not visible to you) for movement to a new location. Paste is how you tell Word
where that new location is.
The first step in copying or cutting text is to select all of the text you want to move. To
select text you can left-click on one side of the text, hold down that left-click and move
your mouse or trackpad until all of the text you want is highlighted. Or you can use the shift
key and the arrow keys to select your text.
Once your text is selected, to copy it type Ctrl + C or to cut it type Ctrl + X.
If you don’t want to use the control shortcuts, you can also go to the Home tab and in
the Clipboard section choose Copy or Cut from there. Or you can right-click after you’ve
selected your text and choose Copy or Cut from the dropdown menu.
I recommend using the control shortcuts, because it’s the fastest and these three
commands are ones you’ll use often enough to make it worth memorizing them.
If you copy text, it remains visible in the location you copied it from. Behind the scenes
Word has taken a copy of that text and placed it on a “clipboard” for use elsewhere.
If you cut text, the text is immediately removed from the document. It too is placed on a
“clipboard” for use elsewhere. (This also means that cut text, if you choose not to paste it
somewhere else, is deleted text.)
To see the clipboard where the items you’ve copied or cut are stored, go to the Home tab
and click on the expansion arrow next to Clipboard. This will bring up a Clipboard display
with all of the items you’ve recently copied or cut from your document.
As you can see here, I copied two snippets of text as well as took a screenshot. I could use
this clipboard to paste all of those items into my document at once using that Paste All
option. (This wasn’t always an available option in Word so if you have a really old version
you won’t be able to see or do this.)
You can also just click on one of the items and it will paste into your document. This can
come in handy if you have something you need to paste more than once into your
document, but usually you won’t need this. You’ll just want to copy or cut one item and
then paste it into another spot in your document (or another document) right then.
The simplest way to paste something you’ve just copied or cut is to use Ctrl + V. Simply
copy or cut your item, go to where you want to place it, type Ctrl + V, and you’re done.
Your other two options are to go to the Clipboard section of the Home tab and click on
Paste. Or you can right-click and choose one of the Paste options from the dropdown menu
in the document.
Paste Options
If you use Ctrl + V to paste text, you’ll be pasting not only the text you copied or cut, but its
formatting as well. Usually, that’s fine and you’ll probably be able to use Ctrl + V ninety-five
percent of the time. (And even if you don’t want to keep the formatting, there’s a trick I’ll
show you later—using the Format Painter—that you can use to quickly correct formatting
after you paste the text into its new location. All it requires is that you have some text that’s
already formatted the way you want.)
But sometimes you’ll want to paste the text in without that formatting. That’s where
using the Paste dropdown menus comes in handy, because they allow you to choose how
you paste your item.
As you can see in the images above, once you’ve copied or cut an item, you’ll be given
three paste options: Keep Source Formatting, Merge Formatting, and Keep Text Only.
(They’re represented by small images, but if you hold your mouse over each one, you’ll be
able to see the labels.)
In the image below I’ve pasted the red and bolded word TEST written in Calibri font into a
sentence written in black font in Times New Roman using each paste option. This shows
how text in a different color, font, and bolding is handled under each paste option.
MS EXCEL
Introduction
MS Excel is a commercial spreadsheet application that is produced and distributed by
Microsoft for Microsoft Windows and Mac OS operating systems. It features the ability to
perform basic calculations, use graphing tools, create pivot tables and create macros,
among other useful features.
Spreadsheet applications such as MS Excel use a collection of cells arranged into rows and
columns to organize and manipulate data. They can also display data as charts, histograms
and line graphs.
Basic Terminology
Column
Excel uses columns and rows to display information. Columns run across the
top of the worksheet and, unless you've done something funky with your
settings, are identified using letters of the alphabet. As you can see below,
they start with A on the far left side and march right on through the
alphabet (A, B, C, D, E, etc.). If you scroll far enough to the right, you'll see
that they continue on to a double alphabet (AA, AB, AC, etc.).
Row
Rows run down the side of the worksheet and are numbered starting at 1
and up to a very high number. You can hold down the ctrl key in a blank
worksheet while hitting the down arrow to see just how many rows your
version of Excel has. Mine has 65,536 rows per worksheet.
Cell
A cell is a combination of a column and row that is identified by the letter
of the column it's in and the number of the row it's in. For example, Cell A1
is the cell in the first column and the first row of the worksheet. When
you've clicked on a specific cell it will have a darker border around the
edges like in the image below.
Worksheet
A worksheet is basically a combination of rows and columns that you can enter data in.
When you open an Excel file, it opens to worksheet one.
My version of Excel has one worksheet available by default when I open a new Excel file.
(It's possible to add more as needed.) That worksheet is labeled Sheet 1 and the name is
highlighted in white to show that it’s in use.
Formula Bar
This is the long white bar at the top of the screen with the ƒχ symbol next to it. If you click in
a cell and start typing, you'll see that what you type appears not only in that cell, but in the
formula bar. When you input a formula into a cell and then hit enter, the value returned by
the formula will be what displays in the cell, but the formula will appear in the formula bar
when you have that cell highlighted.
Tab
I refer to the menu choices at the top of the screen (File, Home, Insert, Page Layout,
Formulas, Data, Review, and View) as tabs. Note how they look like folder tabs from an oldtime filing system when selected? That's why.
Each menu tab you select will show you different options. On my Home tab I can do things
like copy/cut/paste, format cells, edit cells, and insert/delete cells, for example. (This is one
place where things are very different for those using earlier versions of Excel and why if
you're using an older version of Excel, I'd recommend upgrading now.)
Scroll Bar
On the right side and the bottom of the screen are two bars with arrows at the ends. If you
left-click and hold on either bar you can move it back and forth between those arrows (or up
and down for the one on the right side). This lets you see information that's off the page in
your current view but part of the worksheet you're viewing.
You can also use the arrows at the ends of the scroll bar to do the same thing. Left-click
on the arrow once to move it one line or column or left-click and hold to get it to move as
far as it can go. If you want to cover more rows/columns at a time you can click into the
blank space on either side of the scroll bar to move an entire screen at a time, assuming you
have enough data entered for that.
Using the arrows instead of clicking on the scroll bar lets you scroll all the way to the far end
of the worksheet. Using the scroll bars only lets you move to the end of the information
you’ve already entered.
Arrow
If I say that you can "arrow" to something that just means to use the arrow keys to navigate from
one cell to another. For example, if you enter information in A1 and hit enter, that moves your
cursor down to cell A2. If instead you wanted to move to Cell B1, you could do so with the right
arrow.
Dropdown
I will occasionally refer to a dropdown or dropdown menu. This is generally a list of
potential choices that you can select from. The existence of the list is indicated by an arrow
next to the first available selection.
I will also sometimes refer to the list of options you see when you click on a dropdown
arrow as the dropdown menu.
Dialogue Box
Dialogue boxes are pop-up boxes that contain a set of available options and appear when
you need to provide additional information or make additional choices. For example, this is
the Insert dialogue box that appears when you choose to insert a cell:
Absolute Basics
Opening an Excel File
To start a brand new Excel file, I simply click on Excel 2013 from my applications menu or
the shortcut I have on my computer’s taskbar, and it opens a new Excel file for me.
If you’re opening an existing Excel file, you can either go to the folder where the file is
saved and double-click on the file name, or you can (if Excel is already open) go to the File
tab and choose Open from the left-hand menu.
That will show you a list of Recent Workbooks. If it includes the one you’re looking for, you
can just click on it once and it will open.
If you don’t see the file you’re looking for, you can click on the list of navigation options in
between the left-hand menu and the list of Recent Workbooks and navigate to where the
file is stored. When I click on Computer it gives me the current folder I’m in as well as five
recent folders and an option to browse if the folder I want isn’t one of the ones displayed.
Saving an Excel File
To save a file you can go to the File tab at the top of the screen and then choose Save or
Save As from the menu options on the left side.
When you’re dealing with a new Excel file, you really only have the
Save As option. (When I click on Save it still takes me to Save As.) With Save As, Excel will ask
you to choose which folder to save the file into. You can either choose from the list of
recent folders on the right-hand side or navigate to the folder you want using the locations
listing on the left of that list.
Once you choose a location, a dialogue box will appear where you can name the file.
My save options default to an .xls file type. I don’t know if this is standard or if I’ve set it up
that way somewhere. If yours doesn’t default to the .xls file type, I’d recommend using that
file type as much as possible if you think you might share the file at any point. The newer
versions of Excel actually are an .xlsx file type, but if you use that file type and want to share
with someone who has a version of Excel that’s pre-2007, they won’t be able to open your
file.
It’s much easier to save down to an older version than have to convert up to a newer
version. And I’m pretty sure if you’re using this guide you won’t be using any of the fancy
options that are available in the newest versions of Excel that aren’t available in older
versions. If it turns out you are, Excel will generate a warning message about compatibility
when you save the file as an .xls file, and you can decide not to save it to the older version at
that time. If you’re saving a file you’ve already saved once before and you have no
changes to its name, location, or type, you can go to File>Save and it will save it for you,
keeping all of that information the same. You can also just type Ctrl and S at the same time
(Ctrl+S) (Note: Even though I’m going to show these commands with a capital letter, you
don’t have to use the capitalized version of the letter.)
Or, and I think this is true of all Excel users, there should be a small computer disk image
in the top left corner that you can click on. (You can customize that list and I have for my
most-used functions, which is why I’m not 100% sure.)
If you’re saving a file you’ve already saved once before but you want to save it to a new
location, change its name, or change the file type (.xls to .xlsx, for example), use Save As.
Deleting an Excel File
You can’t delete an Excel file from within Excel. You’ll need to navigate to the folder where
the file is stored and delete the file there without opening it. First, click on the file name.
(Only enough to select it. Make sure you haven’t double-clicked and highlighted the name
which will then try to rename the file.) Next, choose Delete from the menu at the top of the
screen, or rightclick and choose Delete from the dropdown menu.
Renaming an Excel File
You might want to rename an Excel file at some point. You can Save As and choose a new
name for the file, but that will mean you now have two versions of the file, one with the
old name and one with the new name. Or you can navigate to where you’ve saved the file,
click on it once to highlight the file, click on it a second time to highlight the name, and
then type in the new name you want to use. If you do it that way, there will only be one
version of the file, the one with the name you wanted. If you do rename a file, know
that you can’t then access it from the Recent Workbooks listing under Open file. Even
though it might be listed there, Excel won’t be able to find it because it no longer has that
name. (Same thing happens if you move a file from the location it was in when you were
last working on it.
I often run into this by moving a file into a new subfolder when
I suddenly get inspired to organize my records.)
Data
I use data and information interchangeably. Whatever information you put into a worksheet
is your data.
Table
I may also refer to a table of data or data table on occasion. This is just a combination of
rows and columns that contain information.
Navigating Excel
F2
If you click in a cell and hit the F2 key, this will take you to the end of the contents of the cell. This
can be very useful when you need to edit the contents of a cell or to work with a formula in that cell.
Adding a New Worksheet
When you open a new Excel file, you'll have one worksheet you can use named Sheet 1.
If you need another worksheet, simply click on the + symbol in a circle at the end of your existing
worksheets to add a new one.
You can also go to the Home tab under the Cells section and left-click the arrow under Insert then
select Insert Sheet from the dropdown menu.
Deleting a Worksheet
Sometimes you’ll add a worksheet and then realize you don’t want it anymore. It’s easy
enough to delete. Just right-click on the name of the worksheet you want to delete and
choose the Delete option from the dropdown menu.
You can also go to the Cells section in the Home tab, left-click on the arrow under Delete,
and choose Delete Sheet from the dropdown menu.
If there was any data in the worksheet you’re trying to delete, it will give you a warning
message to that effect. If you don’t care, click Delete. If you didn’t realize there was data
and want to cancel the deletion, click Cancel.
Be sure you want to delete any worksheet you choose to delete, because you can’t get
it back later. This is one place where undo will not work.
Insert a Cell in a Worksheet
(See the next section for how to insert an entire row or column.) Sometimes you just want
to insert one cell in the worksheet. To do so, click on where you want to insert the cell,
right-click, and select Insert.
You will be given four choices, Shift Cells Right, Shift Cells Down, Entire Row, and Entire
Column.
Shift Cells Right will insert your cell by moving every other cell in that row to the right. Shift
Cells Down will insert your cell by moving every other cell in that column down. Entire row
will insert an entire row instead of one cell. Entire column will insert an entire column
instead of one cell.
Be sure that the option you choose makes sense given the other data you've already
entered in the worksheet. Sometimes I find that I need to actually highlight a group of cells
and insert cells for all of them to keep the rest of my cells aligned.
You can also highlight the cell(s) where you want to insert cell(s) and then go to the Cells
section of the Home tab where it says Insert. Choose the insert option you want from there,
the same way you would for inserting a worksheet.
Insert a Column or Row
Sometimes you'll enter information and then realize that you want to add an entire row or
column right in the midst of the data you've already entered. If this happens, highlight the
row or column where you want your new row or column to go, rightclick, and select Insert.
(By highlight, I mean click on either the letter of the column or the number of the row to
select the entire column or row.) Your data will either shift one entire column to the right
or one entire row downward, starting with the column or row you selected.
You can also just click in one cell and then choose Entire Row or Entire Column after
right-clicking and choosing Insert. Another option is to highlight the row or column and
then go to the Cells section of the Home tab where it says Insert and choose the insert
option you want from there.
Delete a Cell in a Worksheet
Deleting a cell in a worksheet is a lot like inserting a cell. Right-click on the cell you want to
delete and choose Delete from the dropdown menu. Next choose whether to shift cells up
or left. (When you remove a cell everything will have to move to fill in the empty space it
leaves.) Be sure that deleting that one cell doesn’t change the layout of the rest of your
data. As with inserting a cell, I sometimes find I need to delete more than one cell to keep
things uniform in my presentation.
(Note that you can also delete an entire row or column this way as well.)
Another option is to highlight the cell(s) you want to delete, and then go to the Cells section
of the Home tab where it says Delete and choose the delete option you want from there.
Delete a Column or Row
Highlight the entire row or column you want to delete, right-click, and select Delete. It will
automatically delete the row or column. You can also highlight the row or column and then
go to the Cells section of the Home tab where it says Delete and choose the delete option
you want from there. And, as with inserting a row or column, you can click into one cell,
right-click, select Delete, and then choose Entire Row or Entire Column from the dialogue
box.
Renaming A Worksheet
The default name for worksheets in Excel are Sheet 1, Sheet 2, Sheet 3, etc. They're not
useful for much of anything, and if you have information in more than one worksheet,
you're going to want to rename them to something that lets you identify which worksheet is
which.
If you double left-click on a worksheet name (on the tab at the bottom) it will highlight in
gray and you can then delete the existing name and replace it with whatever you want.
You can also right-click on the tab name and choose Rename from the dropdown menu.
A worksheet name cannot be more than 31 characters long, be blank, contain the forward
slash, the back slash, a question mark, a star, a colon, or brackets (/ \ ? * : [ ]), begin or end
with an apostrophe, or be named History. Don’t worry. In my version of Excel it just stops
you from typing those characters or past the limit. (In earlier versions I believe it let you
type the incorrect characters and then gave an error message and refused to accept the
name.)
Select
If I tell you to "select" cells, that means to highlight them. If the cells are next to each
other, you can just left-click on the first one and drag the cursor (move your mouse or
finger on the trackpad) until all of the cells are highlighted. When this happens, they'll all
be surrounded by a dark box like below.
If the cells aren't next to each other, then what you do is left-click on the first cell, hold
down the Ctrl key (bottom left of my keyboard), left-click on the next cell, hold down the
Ctrl key, left-click on the next cell, etc. until you've selected all the cells you want. The cells
you've already selected will be shaded in gray and the one you selected last will be
surrounded by a dark border that is not as dark as the normal border you see when you just
select one cell. In the image below cells A1, C1, A3, and C3 are selected.
PowerPoint
MS PowerPoint is a program that is included in the Microsoft Office suite. It is used to make
presentations for personal and professional purposes.
Basic Terminology
Tab
I refer to the menu choices at the top of the screen (File, Home,
Insert, Design, Transitions, Animations, Slide Show, Review, and View) as tabs. If you click on one
you’ll see that the way it’s highlighted sort of looks like an old-time filing system.
Each tab you select will show you different options. For example, in the image above, I have the
Home tab selected and you can do various tasks such as cut/copy/paste, add new slides, change the
slide layout, change fonts or font size or font color, change text formatting, add shapes,
find/replace, etc. Other tabs give other options.
Dropdown Menu
If you right-click on a PowerPoint slide, you will see what I’m going to refer to as a
dropdown menu. (Sometimes it will actually drop upward if you’re towards the bottom of
the document.)
A dropdown menu provides you a list of choices to select from like this one that you’ll see
if you right-click on a Title Slide in a presentation:
There are also dropdown menus available for some of the options listed under the tabs at
the top of the screen. For example, if you go to the Home tab, you’ll see small arrows below
or next to some of the options, like the Layout option and the Section option in the Slides
section. Clicking on those little arrows will give you a dropdown menu with a list of choices
to choose from like this one for Layout:
Expansion Arrows
If you click on one of those arrows PowerPoint will bring up a more detailed set of options,
usually through a dialogue box (which we’ll discuss next).
In the Home tab, for example, there are expansion arrows for Clipboard, Font,
Paragraph, and Drawing. Holding your mouse over the arrow will give a brief description of
what clicking on the expansion arrow will do like here for the Clipboard section on the
Home tab:
Dialogue Box
Dialogue boxes are pop-up boxes that cover specialized settings. As just mentioned, if you
click on an expansion arrow, it will often open a dialogue box that contains more choices
than are visible in that section. When you right-click on a PowerPoint content slide and
choose Font, Paragraph, or Hyperlink that also opens dialogue boxes.
Dialogue boxes often allow the most granular level of control over an option. For
example, this is the Font dialogue box which you can see has more options available than in
the Font section of the Home tab.
Scroll Bar
PowerPoint has multiple scroll bars that are normally visible. One is on the right-hand side
of the slides that are displayed to the left of your screen (but only when there are enough
slides to require scrolling). The other is on the right-hand side of the current slide that
you’re viewing in the main display section of PowerPoint when there are at least two slides
in your presentation.
You can either click in the space above or below the scroll bar to move up or down a
small amount or you can left-click on the bar, hold the left-click, and drag the bar up or
down to move more quickly. You can also use the arrows at the top and the bottom to
move up and down through your document.
In the default view where you can see an entire slide in the main screen, the right-hand
scroll bar will move you through your presentation. Clicking on the scroll bar for the lefthand pane will keep you on the current slide but show you other slides in the presentation.
(That you can then click on if you want to go to that slide.)
I generally use the scroll bar on the left-hand side when I use one at all.
You won’t normally see a scroll bar at the bottom of the screen, but it is possible. This
would happen if you ever change the zoom level to the point that you’re not seeing the
entire presentation slide on the screen. (To test this, click on the main slide, go to the View
tab, click on Zoom, and choose 400%. You should now see a scroll bar on the bottom of the
main section where your current slide is visible.)
Arrow
If I ever tell, you to arrow to the left or right or up or down, that just means use your arrow
keys. This will move your cursor to the left one space, to the right one space, up one line, or
down one line. If you’re at the end of a line and arrow to the right, it will take you to the
beginning of the next line. If you’re at the beginning of a line and arrow to the left, it will
take you to the end of the last line.
Quick Access Toolbar
In the very top left corner of your screen when you have PowerPoint open you should see a series of
symbols. These are part of the Quick Access Toolbar.
You can customize what options appear here by clicking on the downward pointing arrow with a
line above it that you see at the very end of the list and then clicking on the commands you want to
have available there. (If you don’t want a command available, do the same thing. Click on the
dropdown arrow and then click on the command so it’s no longer selected.) Selected commands
have a checkmark next to them.
The Quick Access Toolbar can be useful if there’s something you’re doing repeatedly that’s
located on a different tab than something else you’re doing repeatedly. I, for example, have
customized my toolbar in Word to allow me to easily insert section breaks without having to move
away from the Home tab. To see what command a symbol in your toolbar represents, hold your
cursor over the symbol.
Control Shortcuts
Throughout this document, I’m going to mention various control shortcuts that you can use to
perform tasks like save, copy, cut, and paste. Each of these will be written as Ctrl + a capital letter,
but when you use the shortcut on your computer you don’t need to use the capitalized version of
the letter. For example, holding down the Ctrl key and the s key at the same time will save your
document. I’ll write this as Ctrl + S, but that just means hold down the key that says ctrl and the s
key at the same time.
Undo
One of the most powerful control shortcuts in PowerPoint (or any program, really) is the Undo
option. If you do something you didn’t mean to or that you want to take back, use Ctrl + Z to undo
it. This should step you back one step and reverse whatever you just did. If you need to reverse
more than one step, just keep using Ctrl + Z until you’ve undone everything you wanted to undo.
Starting a New PowerPoint Presentation
To start a brand new PowerPoint presentation, I click on PowerPoint 2013 from my
applications menu or the shortcut I have on my computer’s taskbar. If you’re already in
PowerPoint and want to open a new PowerPoint presentation you can go to the File tab and
choose New from the left-hand menu.
Any of these options will bring up a list of various presentation themes you can choose
from. I usually use one of these when I’m doing a non-corporate presentation rather than
try to create a presentation from scratch.
Clicking on any of the themes will bring up a secondary display where you can then use
the “More Images” arrows at the bottom to see what the various slides in the presentation
will look like. With most of these options you can also click on variant versions that are
shown to the right side that are generally the same in terms of layout and font but provide
different color options.
For example, the Vapor Trail theme has two options with a black background and two with a
white background.
Once you find a template that you like click on Create and PowerPoint will open a new
presentation for you that has the Title Slide for that template shown.
As you choose which theme you’re going to use, I’d encourage you to think of your
potential audience and which presentation is most appropriate for that audience. For
example, I personally like the look of Vapor Trail but I would never use it for a presentation
to one of my corporate clients. It’s too artistic for that audience and the type of consulting I
do.
If you have a company-provided template it’s best to open that template (discussed
next) and work from there.
You can also use Ctrl + N to start a new presentation but that will bring up a Title Slide
that has no theme and is just plain white. (You can then choose a theme from the Design
tab in PowerPoint as we’ll discuss later.)
Your Workspace
Whether you choose to start a brand new file or open an existing file, you’ll end up in the
main workspace for PowerPoint. It looks something like this:
We’ll walk through this in more detail in the Working with Your Presentation Slides section
but I just wanted you to see right now that there’s a left-hand pane that shows all of the
slides in the presentation and then a main section of the screen that shows the slide you’re
currently working on.
For a new presentation there’s just the one slide.
For a fully-built presentation, it will look more like this:
The slide you’re currently seeing in the main section of the screen will have a dark border
around it in the left-hand pane and your slides will be numbered starting at 1.
Across the top are your menu tabs and there are scroll bars for both the left-hand pane
and the main section as well. Along the bottom are a couple of additional pieces of
information or settings, including a zoom option in the bottom right corner.
Choosing a Presentation Theme
If you use Ctrl + N to start a new presentation, you will have a blank presentation with no
design elements. As a beginner, I would suggest that you use one of the PowerPoint designs
for your presentation rather than create a design from scratch. (And the rest of this guide
assumes that’s the choice you’re going to make. I do not cover in this guide how to build a
presentation from scratch.
That’s intermediate-level.)
Also, sometimes you’re going to choose a theme when you start a new presentation
and then decide that that design doesn’t work for your purposes and want to change it.
It’s very easy to switch between design themes in PowerPoint, so let’s walk through how
to do it.
Open the presentation you want to change.
Go to the Design tab.
You should see that the Themes section takes up most of the screen.
The far left-hand thumbnail in that section is your current design template.
On the right-hand side of the Design tab you’ll see a separate section titled Variants.
This will show different color variations on your current theme. So with the Ion theme if I
wanted a purple background instead of a blue one, I could click on that image in the Variant
section to change my presentation.
The rest of the thumbnails in the Themes section are other design templates you can
choose from.
I would recommend having a Title and Content Slide visible in your presentation and
using that to decide. (Right-click in the lefthand pane and choose New Slide to add one.)
The reason for this is that some of the design templates put the header section of the slide
at the bottom instead of the top. Or they have a colored background on all of the slides
instead of just the Title Slide. You’ll want to know that before you choose that theme since
it can significantly impact the effectiveness of your presentation. (My recommendation
would be to choose a theme with a white background for the main slides and with the title
section at the top.
At least for standard corporate presentations.)
To see what your slides will look like before you change the theme, just hold your cursor
over each thumbnail image in the Theme section of the Design tab and the slide in the main
screen will change to show that theme.
To select that theme, click on the thumbnail image. All of your slides should then change
over to the new theme and that thumbnail should now be visible as the left-most
thumbnail in the Theme section.
(If you are using sections in your presentation, something we won’t cover in this guide,
then only the slides in your current section will change to the new theme. So using sections
would be a way to use multiple themes in a single presentation, although I wouldn’t
recommend doing that. The point of using a design theme is that it provides cohesiveness
to a presentation...
Powerpoint Slide Types
There are a number of slide types available to you in PowerPoint. Probably more than you’ll
actually need. But I wanted to run through them real quick before we go any further
because I’m going to occasionally refer to a slide type and I want you to know what I’m
talking about when I do so.
The images below use the Ion Boardroom theme. If you want to change the slide type of
a slide, you can right-click on that slide, go to Layout, and choose from the listed options
there.
Not all themes or templates will have all slide types in them. And different themes may
have the elements in different locations on the slide. For example, some put the header at
the bottom instead of the top.
You can put together a perfectly adequate presentation with just the Title Slide,
Section Header, and Title and Content slide types, but I’ll walk through most of the others
for you just in case.
Title Slide
Title slide is the default first slide for a presentation. It has a section for adding a title and a
subtitle and, if you choose one of the templates provided in PowerPoint, a background that
covers the rest of the slide and matches your chosen theme.
Section Header
If you are going to have sections within your presentation, then you’ll want to separate
them using a Section Header slide. Like the title slides above this slide will have a colored
background that matches your theme. It will generally have the text in a different position
or using a different font or font size to distinguish it from the title slide or will use a
different color for the background or move the background image to a new location.
Title and Content Slide
Title and Content slide is the one I use for most of my presentations. It has a section where
you can describe what the slide is discussing and then a content box where you can add
text, images, etc. When you’re doing a basic presentation with a bulleted set of talking
points, this is the slide that you’ll probably use the most often.
While most themes will have the title portion at the top (and I think that’s the best
choice for a corporate presentation) some of the themes have the title portion at the
bottom or off to the side, so check your theme before you choose it. For example, this is
the Title and Content Slide from the Slice theme using the exact same text as the image
above.
As you can also see above, content slides will sometimes have a colored background and
sometimes will not depending on the theme you choose. Also, some themes use all caps in
the title section and some do not. If you’re switching between themes, be careful with this
because it’s easy with a theme that uses all caps to not pay attention to your capitalization
and then move to a theme that uses upper and lower case and have some words capitalized
and some not.
Two Content
Two Content slide is another content slide. This slide has a section for a title and then two
content boxes. It can be a good choice for when you want to either have two separate
bulleted lists side by side or when you want to have text next to an image. You put the text
in one of the boxes and the image in the other.
Comparison
Comparison slide is also a content slide. It’s much like the Two Content slide except it has
added sections directly above each of the two text boxes where you can put header text to
describe the contents of each of the boxes below.
Title Only
The Title Only slide is a content slide that just has the title section and nothing else below it. You
can add elements to the body of this slide, such as a text box or an image, but there is no predefined space for it like with the prior content slide types. It will have the same background as
content slides for your selected theme.
Content With Caption
Content With Caption slide is another content slide. In this one the title section covers half
of the screen and there are two text boxes where you can add text, images, etc. One is
below the title and the other takes up the other side of the slide.
Picture With Caption
Picture With Caption slide is a slide you’d probably use for an appendix or some information
you’re calling out separate from the main presentation. It has a large section for a picture
and then a section for title and text. (In the picture below, I added a stock photo of some
keyboard keys to the section for the photo and it took a portion of the image and scaled it to
fit.)
Quote With Caption
Quote With Caption slide is a slide that has quote marks around the main text section and
then a smaller text box for an attribution of who said the quote as well as a larger text box
for comments.
Blank
The blank slide has the same background as the other content slides for your chosen theme,
but nothing else.
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