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WEEK 2

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 Getting Started with Word
Introduction

Word 2010 is a word processor that allows

you to create various types of documents such as
letters, papers, flyers, and faxes. In this lesson,
you will be introduced to the Ribbon and the
new Backstage view, and you'll learn how to
create new documents and open existing ones.

Getting to know Word 2010

Word 2010 is a bit different from earlier versions, so even if you've used
Word before you should take some time to familiarize yourself with the interface.
The toolbars are like those in Word 2007, and they include the Ribbon and
the Quick Access toolbar. Unlike Word 2007, commands such
as Open and Print are housed in Backstage view, which replaces the Microsoft
Office button.
The Ribbon
The new tabbed Ribbon system was introduced in Word 2007 to replace
traditional menus. The Ribbon contains all the commands you'll need to perform
common tasks. It contains multiple tabs, each with several groups of
commands, and you can add your own tabs that contain your favorite
commands. Some groups have an arrow in the bottom-right corner that you can
click to see even more commands.

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 Certain programs, such as Adobe Acrobat Reader, may install additional
tabs to the Ribbon. These tabs are called add-ins.
To minimize and maximize the Ribbon:
The Ribbon is designed to be easy to use and responsive to your current
task; however, you can choose to minimize it if it's taking up too much screen
space.
1. Click the arrow in the upper-right corner of the Ribbon to minimize it.

2. To maximize the Ribbon, click the arrow again.

When the Ribbon is minimized, you can make it reappear by clicking on a
tab. However, the Ribbon will disappear again when you're not using it.
To customize the Ribbon:
You can customize the Ribbon by creating your own tabs with the
commands you want. Commands are always housed within a group, and you
can create as many groups as you want to keep your tab organized. If you want,
you can even add commands to any of the default tabs, if you create a custom
group in the tab.
1. Right-click the Ribbon and select Customize the Ribbon. A dialog box will
appear.

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2. Click New Tab. A new tab will be created with a new group inside it.
3. Make sure the new group is selected.
4. Select a command from the list on the left, then click Add. You can also drag
commands directly into a group.
5. When you are done adding commands, click OK.

If you don't see the command you want, click the Choose commands
from: drop-down box, then select All Commands.

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 Backstage view
Backstage view gives you various options for saving, opening, printing,
and sharing your files. It's similar to the Microsoft Office button menu from
Word 2007 and the File menu from earlier versions of Word. However, instead of
just a menu it's a full-page view, which makes it easier to work with.
To get to Backstage view:
1. Click the File tab.

2. You can choose an option on the left side of the page.

3. To get back to your document, click any tab on the Ribbon.

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 Click the buttons in the interactive below to learn about the different things
you can do in Backstage view.

The Quick Access toolbar

The Quick Access toolbar, located above the Ribbon, lets you access
common commands no matter which tab you're on. By default, it shows
the Save, Undo, and Repeat commands. You can add other commands to make
it more convenient for you.
To add commands to the Quick Access toolbar:
1. Click the drop-down arrow to the right of the Quick Access toolbar.
2. Select the command you want to add from the drop-down menu. It will appear in
the Quick Access toolbar.

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 The Ruler
The Ruler is located at the top and to the left of your document. It makes it
easier to adjust your document with precision. If you want, you can hide the Ruler
to free up more screen space.

To hide or view the Ruler:

1. Click the View Ruler icon over the scrollbar to hide the ruler.
2. To show the ruler, click the View Ruler icon again.

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 Creating and opening documents
Word files are called documents. When you start a new project in Word,
you'll need to create a new document, which can either be blank or from a
template. You'll also need to know how to open an existing document.
To create a new blank document:
1. Click the File tab. This takes you to Backstage view.
2. Select New.
3. Select Blank document under Available Templates. It will be highlighted by
default.

4. Click Create. A new blank document appears in the Word window.

To save time, you can create your document from a template, which you
can select from the New Document pane. We'll talk about templates in a later
lesson.
To open an existing document:
1. Click the File tab. This takes you to Backstage view.
2. Select Open. The Open dialog box appears.
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3. Select your document, then click Open.
If you've opened a file recently, you can also access it from the Recent
Documents list. Just click on the File tab and select Recent.

Compatibility mode
Sometimes you may need to work with documents that were created in
earlier versions of Microsoft Word, such as Word 2007 or Word 2003. When you
open these types of documents, they will appear in Compatibility mode.
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 Compatibility mode disables certain features, so you'll only be able to
access commands found in the program that was used to create the document.
For example, if you open a document created in Word 2007, you can only use
tabs and commands found in Word 2007.
In the image below, you can see how Compatibility mode can affect which
commands are available. Because the document on the left is in Compatibility
mode, it only shows commands that were available in Word 2007.

To exit Compatibility mode, you'll need to convert the document to the

current version type. However, if you're collaborating with others who only have
access to an earlier version of Word, it's best to leave the document in
Compatibility mode so the format will not change.
To convert a document:
If you want access to all Word 2010 features, you can convert the
document to the 2010 file format.
Note that converting a file may cause some changes to the original
layout of the document.
1. Click the File tab to access Backstage view.
2. Locate and select the Convert command.

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 3. A dialog box will appear. Click OK to confirm the file upgrade.

4. The document will be converted to the newest file type.

Challenge!
1. Open Word 2010 on your computer. A new blank document will appear on the
screen.
2. Make sure the Ribbon is maximized.
3. Display the Ruler.
4. Add any commands you want to the Quick Access toolbar.
5. Close Word without saving the document.

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 Text Basics

Introduction

It's important to know how to perform basic tasks with text when working
in a word processing application. In this lesson, you'll learn the basics of working
with text, including how to insert, delete, select, copy, cut, paste, and drag
and drop text.
Working with text
If you're new to Microsoft Word, you'll need to learn the basics of
working with text so you can type, reorganize, and edit text. You'll need to know
how to insert, delete, and move text, as well as how to find and
replace specific words or phrases.
Optional: You can download this example for extra practice.
To insert text:
1. Move your mouse to the location where you want text to appear in the document.
2. Click the mouse. The insertion point appears.

3. Type the text you want to appear.

To delete text:
1. Place the insertion point next to the text you want to delete.

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2. Press the Backspace key on your keyboard to delete text to the left of the
insertion point.
3. Press the Delete key on your keyboard to delete text to the right of the insertion
point.
To select text:
1. Place the insertion point next to the text you want to select.
2. Click the mouse. While holding it down, drag your mouse over the text to select
it.
3. Release the mouse button. You have selected the text. A highlighted box will
appear over the selected text.

When you select text or images in Word, a hover toolbar with formatting
options appears. This makes formatting commands easily accessible, which can
save you time. If the toolbar does not appear at first, try moving the mouse over
the selection.

To copy and paste text:

1. Select the text you want to copy.
2. Click the Copy command on the Home tab. You can also right-click your
document and select Copy.

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3. Place your insertion point where you want the text to appear.
4. Click the Paste command on the Home tab. The text will appear.
To cut and paste text:
1. Select the text you want to copy.
2. Click the Cut command on the Home tab. You can also right-click the document
and select Cut.

3. Place your insertion point where you want the text to appear.
4. Click the Paste command on the Home tab. The text will appear.
You can also cut, copy, and paste by right-clicking the document and
choosing the desired action from the drop-down menu. When you use this
method to paste, you can choose from three options that determine how text will
be formatted: Keep Source Formatting, Merge Formatting, and Keep Text
Only. You can hover the mouse over each icon to see what it will look like before
clicking it.

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 To drag and drop text:
1. Select the text you want to copy.
2. Click and drag the text to the location where you want it to appear. The cursor
will have a rectangle under it to indicate that you are moving text.

3. Release the mouse button, and the text will appear.

If text does not appear in the exact location you want, you can click
the Enter key on your keyboard to move the text to a new line.
Finding and replacing text
When you're working with longer documents, it can be difficult and time
consuming to locate a specific word or phrase. Word can automatically search
your document using the Find feature, and it even allows you to change words or
phrases using Replace.
To find text:
1. From the Home tab, click the Find command. The navigation pane will appear
on the left side of the screen.

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2. Type the text you want to find in the field at the top of the navigation pane.
3. If the text is found in the document, it will be highlighted in yellow, and a preview
will appear in the navigation pane.
4. If the text appears more than once, you can click the arrows on the navigation
pane to step through the results. You can also click the result previews on the
navigation pane to jump to the location of a result in your document.

5. When you close the navigation pane, the highlighting will disappear.
To replace text:
1. From the Home tab, click the Replace command. The Find and Replace dialog
box will appear.

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2. Type the text you want to find in the Find what field.
3. Type the text you want to replace it with in the Replace with field.
4. Click Find Next and then Replace to replace text. You can also click Replace
All to replace all instances within the document.

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 Word 2010:
Formatting Text

Introduction

To create and design effective documents, you need to know how

to format text. In addition to making your document more appealing, formatted
text can draw the reader's attention to specific parts of the document and help
communicate your message.
In this lesson, you'll learn to format the font size, style,
and color; highlight the text; and use the bold, italic, underline, and change
case commands.
Formatting text
Formatted text can emphasize important information and help organize
your document. In Word, you have several options for adjusting the font of your
text, including size, color, and inserting special symbols. You can also adjust
the alignment of the text to change how it is displayed on the page.
To change the font size:
1. Select the text you want to modify.
2. Click the drop-down arrow next to the Font Size box on the Home tab. A drop-
down menu appears.
3. Select the desired font size from the menu. Alternatively, you can type the value
you want and then press Enter on your keyboard.

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 You can also use the Grow Font and Shrink Font commands to change
the size.

To change the font:

1. Select the text you want to modify.
2. Click the drop-down arrow next to the Font box on the Home tab.
The Font drop-down menu appears.
3. Move the mouse pointer over the various fonts. A live preview of the font will
appear in the document.

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4. Select the font you want to use. The font will change in the document.
To change the font color:
1. Select the text you want to modify.
2. Click the Font Color drop-down arrow on the Home tab. The Font Color menu
appears.
3. Move the mouse pointer over the various font colors. A live preview of the color
will appear in the document.

4. Select the font color you want to use. The font color will change in the document.
Your color choices aren't limited to the drop-down menu that appears.
Select More Colors at the bottom of the list to access the Colors dialog box.
Choose the color you want, then click OK.
To highlight text:

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1. From the Home tab, click the Text Highlight Color drop-down arrow.
The Highlight Color menu appears.

2. Select the desired highlight color.

3. Select the text you want to modify. It will then be highlighted.

4. To switch back to the normal cursor, click the Text Highlight Color command.
To use the bold, italic, and underline commands:
1. Select the text you want to modify.
2. Click the Bold, Italic, or Underline command in the Font group on the Home tab.

To change text case:

1. Select the text you want to modify.
2. Click the Change Case command in the Font group on the Home tab.
3. Select the desired case option from the list.
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 To change text alignment:
1. Select the text you want to modify.
2. Select one of the four alignment options from the Paragraph group on
the Home tab.
o Align Text Left: Aligns all selected text to the left margin
o Center: Aligns text an equal distance from the left and right margins
o Align Text Right: Aligns all selected text to the right margin
o Justify: Aligns text equally on both sides and lines up equally to the right
and left margins; used by many newspapers and magazines

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 Word 2010:
Saving

Introduction

It's important to know how to save the documents you are working with.
Frequently saving your documents prevents you from losing your work, and
using Save As allows you to edit a document while leaving the original copy
unchanged.
There are several ways to share and receive documents, which will
affect how you need to save the file. Are you downloading the document? Saving
it for the first time? Saving it as another name? Sharing it with someone who
doesn't have Word 2010? All of these factors will affect how you save your
Word documents. In this lesson, you'll learn how to use the Save and Save
As commands, how to save as a Word 97-2003 compatible document, and how
to save as a PDF.
How to save documents
When you create a new document in Word, you'll need to know how
to save it in order to access and edit it later. Word allows you to save your
documents in several ways.
To use the Save As command:
Save As allows you to choose a name and location for your document. It's
useful if you've first created a document or if you want to save a different version
of a document while keeping the original.
1. Click the File tab.
2. Select Save As.

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3. The Save As dialog box will appear. Select the location where you want to save
the document.
4. Enter a name for the document, then click Save.

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 To use the Save command:
1. Click the Save command on the Quick Access toolbar.

2. The document will be saved in its current location with the same file name.
If you are saving for the first time and select Save, the Save As dialog box
will appear.
AutoRecover
Word automatically saves your documents to a temporary folder while
you're working on them. If you forget to save your changes or if Word crashes,
you can recover the autosaved file.
1. Open a document that was previously closed without saving.
2. In Backstage view, click Info.
3. If there are autosaved versions of your file, they will appear under Versions.
Click on the file to open it.

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4. To save changes, click Restore, then click OK.

By default, Word autosaves every 10 minutes. If you are editing a

document for less than 10 minutes, Word may not create an autosaved version.
Other file formats
You can share your documents with anyone using Word 2010 or 2007
because they use the same file format. However, earlier versions of Word use a
different file format, so if you want to share your document with someone using
an earlier version of Word you'll need to save it as a Word 97-2003 document.

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 To save as a Word 97-2003 document:
1. Click the File tab.
2. Select Save As.
3. In the Save as type drop-down menu, select Word 97-2003 Document.

4. Select the location where you want to save the document.

5. Enter a name for the document, then click Save.
To save as a PDF:
1. Click the File tab.
2. Select Save As.
3. In the Save as type drop-down menu, select PDF.

4. Select the location where you want to save the document.

5. Enter a name for the document.
6. Click the Save button.

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 WEEK 3

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 Word 2010:
Modifying Page Layout
Introduction

You may find that the default page layout settings in Word are not
sufficient for the document you want to create, in which case you will want to
modify those settings. For example, if you are printing on a different paper size,
you'll want to change the document page size to match the paper. In addition,
you may want to change page formatting depending on the type of document
you are creating.

In this lesson, you will learn how to change the page orientation, paper size,
and page margins.

Page layout and formatting

Word offers a variety of page layout and formatting options that affect
how content appears on the page. You can customize the page
orientation, paper size, and page margins depending on how you want
your document to appear.

Use Word2010_PageLayout_Practice.docx

To change page orientation:

1. Select the Page Layout tab.

2. Click the Orientation command in the Page Setup group.

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 3. Click either Portrait or Landscape to change the page orientation.

Landscape format means the page is oriented horizontally,

while portrait format means it is oriented vertically.

To change page size:

1. Select the Page Layout tab.

2. Click the Size command, and a drop-down menu will appear. The current page
size is highlighted.

3. Click the size option you want. The page size of the document changes.

To format page margins:

1. Select the Page Layout tab.

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2. Click the Margins command. A menu of options appears. Normal is selected
by default.
3. Click the predefined margin size you want.

To use custom margins:

1. From the Page Layout tab, click Margins.

2. Select Custom Margins. This will take you to the Page Setup dialog box.
3. Adjust the margin sizes for each side of the page, then click OK.

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 The Page Setup dialog box

Previously, we showed you how to open the Page Setup dialog box from
the Margins drop-down menu. As you become more familiar with Word, you
may find that you want to use the Page Setup dialog box more often to fine
tune the page margins and adjust other settings. To get there more quickly, you
can use a shortcut that's conveniently located on the Page Layout tab.

To open the Page Setup dialog box:

1. Click the Page Layout tab.

2. Click the small arrow in the bottom-right corner of the Page Setup group.
The Page Setup dialog box will appear.

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34
 Word 2010:
Checking Spelling and Grammar
Introduction

Are you worried about making mistakes when you type? Don't be. Word
provides you with several proofing features that will help you produce
professional, error-free documents. In this lesson, you will learn about the
various proofing features, including the spelling and grammar tool.

Checking spelling and grammar

To make your document appear professional, you'll want to make sure it is

free from spelling and grammar errors. Word has several options for checking
your spelling. You can run a spelling and grammar check, or you can allow
Word to check your spelling automatically as you type.

To run a spelling and grammar check:

1. Go to the Review tab.

2. Click on the Spelling & Grammar command.

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3. The Spelling and Grammar dialog box will open. For each error in your
document, Word will try to offer one or more suggestions. You can select a
suggestion and click Change to correct the error.

4. If no suggestions are given, you can manually type the correct spelling.

Ignoring "errors"

The spelling and grammar check is not always correct. Particularly with
grammar, there are many errors Word will not notice. There are also times when
the spelling and grammar check will say something's an error when it's actually
not. This often happens with people's names, which may not be in the dictionary.

If Word says something is an error, you can choose not to change it.
Depending on whether it's a spelling or grammar error, you can choose from
several options:

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 For spelling "errors"

 Ignore Once: This will skip the word without changing it.
 Ignore All: This will skip the word without changing it, and it will also skip all
other instances of this word in the document.
 Add to Dictionary: This adds the word to the dictionary so it will never come
up as an error. Make sure the word is spelled correctly before choosing this
option.

For grammar "errors"

 Ignore Once: This will skip the "error" without changing it.
 Ignore Rule: This will skip this "error" and all other instances that relate to this
grammar rule.
 Next Sentence: This skips the sentence without changing it and leaves it
marked as an error. This means it will still show up if you do another spelling and
grammar check later on.

If you're not sure about a grammar error, you can click Explain to see
why Word thinks it's an error. This can help you determine whether you want to
change it.

Automatic spelling and grammar checking

By default, Word automatically checks your document for spelling and

grammar errors, so you may not even need to run a separate spelling and
grammar check. These errors are indicated by colored wavy lines.

 The red line indicates a misspelled word.

 The green line indicates a grammatical error.
 The blue line indicates a contextual spelling error. This feature is turned off by
default.

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 A contextual spelling error occurs when the wrong word is used but the
word is spelled correctly. For example, if you write Deer Mr. Theodore at the
beginning of a letter, deer is a contextual spelling error because dear should
have been used. Deer is spelled correctly, but it is used incorrectly in this letter.

To use the spelling check feature:

1. Right-click the underlined word. A menu will appear.

2. Click the correct spelling of the word from the listed suggestions.
3. The corrected word will appear in the document.

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 You can choose to Ignore an underlined word, add it to the dictionary,
or go to the Spelling dialog box for more options.

To use the grammar check feature:

1. Right-click the underlined word or phrase. A menu will appear.

2. Click the correct phrase from the listed suggestions.
3. The corrected phrase will appear in the document.

You can also choose to Ignore an underlined phrase, go to

the Grammar dialog box, or click About This Sentence for information on the
grammar rule.

To change the automatic spelling and grammar check settings:

1. From Backstage view, click Options.

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2. Select Proofing. The dialog box gives you several options to choose
from.
o If you don't want Word to automatically check spelling,
uncheck Check spelling as you type.
o If you don't want grammar errors to be marked, uncheck Mark
grammar errors as you type.
o To check for contextual spelling errors, check Use contextual
spelling.

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 If you've turned off the automatic spelling and/or grammar checks, you can
still run a check by going to the Review tab and clicking the Spelling &
Grammar button.

To hide spelling and grammar errors in a document:

If you're sharing a document like a resume with someone, you might not
want that person to see those annoying red, green, and blue lines. Turning off
the automatic spelling and grammar checks only applies to your computer, so the
lines may still show up when someone else views your document. Luckily, you
can hide spelling and grammar errors in a document so the lines will not show up
on any computer.

1. From Backstage view, click Options.

2. Select Proofing.
3. In the drop-down box next to "Exceptions for:" select the correct document (if
you have more than one document open).

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4. Put a check mark next to Hide spelling errors in this document
only and Hide grammar errors in this document only.
5. Click OK.

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 Word 2010:
Printing
Introduction

Once you've completed your document, you may want to print it. This
lesson covers the tasks in the Print pane, along with the Quick Print feature.

Printing

In previous versions of Word, there was a Print Preview option that

allowed you to see exactly what the document looked like before printing it. You
may have noticed that this feature seems to be gone in Word 2010. It actually
hasn't disappeared; it's just been combined with the Print window to create
the Print pane, which is located in Backstage view.

To view the Print pane:

1. Click the File tab to go to Backstage view.

2. Select Print. The Print pane appears, with the print settings on the left and
the Preview on the right.

Click the buttons in the interactive below to learn about the Print pane.

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 To print:

1. Go to the Print pane.

2. If you only want to print certain pages, you can type a range of pages.
Otherwise, select Print All Pages.
3. Select the number of copies.
4. Check the Collate box if you are printing multiple copies of a multi-page
document.
5. Select a printer from the drop-down list.
6. Click the Print button.

Quick Print

There may be times when you want to print something with a single click
using Quick Print. This feature prints the document using the default
settings and the default printer. To use this feature in Word 2010, you'll need
to add it to the Quick Access toolbar.

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 Quick Print always prints the entire document, so if you only want to
print part of your document you'll have to use the Print pane.

To access the Quick Print button:

1. Click the drop-down arrow on the right side of the Quick Access toolbar.
2. Select Quick Print if it is not already checked.

3. To print, click the Quick Print command.

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 Word 2010:
Using Indents and Tabs
Introduction

There are several ways you can indent text in Word; however, it’s
important to use these tools appropriately to indent correctly each time. This
helps the editing process go smoothly, thus saving you time.

In this lesson, you will learn how to use the tab selector and the horizontal
ruler to set tabs and indents, as well as how to use the Increase
Indent and Decrease Indent commands.

Indents and tabs

Indents and tabs are useful tools for making your text more readable.
Indenting text adds structure to your document by allowing you to separate
information. Depending on your needs, you can use tabs and indents to move a
single line or an entire paragraph.

Indenting text

In many types of documents, you may want to indent only the first line of
each paragraph. This helps to visually separate paragraphs from one another.
It's also possible to indent every line except the first line, which is known as
a hanging indent.

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 To indent using the Tab key:

A quick way to indent is to use the Tab key. This will create a first-line
indent of 1/2 inch.

1. Place the insertion point at the very beginning of the paragraph you want to
indent.

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2. Press the Tab key. On the ruler, you should see the first-line indent
marker move to the right by 1/2 inch.

If you can't see the ruler, click the View Ruler icon over the scrollbar to
display it.

To create or adjust a first-line indent or hanging indent:

1. Place the insertion point anywhere in the paragraph you want to indent, or
select one or more paragraphs.
2. To adjust the first-line indent, drag the first-line indent marker on the ruler.
3. To adjust the hanging indent, drag the hanging indent marker.
4. To move both markers at the same time, drag the left indent marker. This will
indent all lines in the paragraph.

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 To use the Indent commands:

If you want to indent all lines in a paragraph, you can use the Indent
commands on the Home tab.

1. Select the text you want to indent.

2. Make sure you are on the Home tab.
3. Click the Increase Indent command to increase the indent by increments
of 1/2 inch.

4. Click the Decrease Indent command to decrease the indent by increments

of 1/2 inch.

If you would prefer to type your indent amounts, you can use the Indent
fields on the Page Layout tab.

Tabs

Tabs are often the best way to control exactly where text is placed. By
default, each time you press the Tab key, the insertion point will move 1/2
inch to the right. By adding tab stops to the ruler, you can change the size of
the tabs, and you can even have more than one type of alignment in a single line.
For example, you could left-align the beginning of the line and right-align the
end of the line by adding a right tab.

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 Pressing the Tab key can either add a tab or create a first-line indent,
depending on where the insertion point is. Generally, if the insertion point is at
the beginning of an existing paragraph it will create a first-line indent; otherwise,
it will create a tab.

The tab selector

The tab selector is above the vertical ruler on the left. Hover over the
tab selector to see the name of the type of tab stop that is active.

Types of tab stops include:

 Left Tab : Left-aligns the text at the tab stop

 Center Tab : Centers the text around the tab stop
 Right Tab : Right-aligns the text at the tab stop
 Decimal Tab : Aligns decimal numbers using the decimal point
 Bar Tab : Draws a vertical line on the document
 First Line Indent : Inserts the indent marker on the ruler and indents the first
line of text in a paragraph

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 Hanging Indent : Inserts the hanging indent marker and indents all lines
other than the first line

Although Bar Tab, First Line Indent, and Hanging Indent appear on
the tab selector, they're not technically tabs.

To add tab stops:

1. Select the paragraph or paragraphs you want to add tab stops to. If you don't
select any paragraphs, the tab stops will apply to the current paragraph and
any new paragraphs you type below it.
2. Click the tab selector until the tab stop you want to use appears.
3. Click the location on the horizontal ruler where you want your text to appear
(it helps to click the bottom edge of the ruler). You can add as many tab stops
as you want.

4. Place the insertion point where you want to add the tab, then press
the Tab key. The text will jump to the next tab stop.

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5. To remove a tab stop, drag it off of the Ruler.

Click the Show/Hide ¶ command on the Home tab in

the Paragraph group. This will allow you to see nonprinting characters such as
the spacebar, paragraph (¶), and Tab key markings.

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53
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WEEK 4

55
 Word 2010:
Line and Paragraph Spacing

Introduction

An important part of creating effective documents lies in the document

design. When designing your document and making formatting decisions, you
will need to know how to modify the spacing. In this lesson, you will learn how
to modify the line and paragraph spacing in various ways.
Line spacing
Adjusting the line spacing will affect how easily your document can be
read. You can increase spacing to improve readability, or reduce it to fit more
text on the page.
About line spacing
Line spacing can either be measured in lines or points. For example,
when text is double spaced, the line spacing is two lines high. On the other
hand, you might set 12-point text with something like 15-point spacing, which
gives enough height for the text plus a little extra space. You can reduce the line
spacing to fit more lines on the page, or you can increase it to improve
readability.
Line spacing is also known as leading (pronounced to rhyme
with wedding).
To format line spacing:
1. Select the text you want to format.
2. Click the Line and Paragraph Spacing command in the Paragraph group on
the Home tab.
3. Select the desired spacing option from the drop-down menu.

56
4. From the drop-down menu, you can also select Line Spacing Options to open
the Paragraph dialog box. From here, you can adjust the line spacing with even
more precision.

57
 If you select At least or Exactly in the Paragraph dialog box, the line
spacing will be measured in points. Otherwise, it will be measured in lines.
Paragraph spacing
Just as you can format spacing between lines in your document, you can
choose spacing options between each paragraph. Typically, extra spaces are
added between paragraphs, headings, or subheadings. Extra spacing between
paragraphs can make a document easier to read.
To format paragraph spacing:
1. Click the Line and Paragraph Spacing command on the Home tab.
2. Select Add Space Before Paragraph or Remove Space After Paragraph from the
drop-down menu.

3. From the drop-down menu, you can also select Line Spacing Options to open
the Paragraph dialog box. From here, you can control exactly how much space
there is before and after the paragraph.

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59
 Word 2010:
Working with Lists
Introduction

Bulleted and numbered lists can be used in your documents

to format, arrange, and emphasize text. In this lesson, you will learn how
to modify existing bullets, insert new bulleted and numbered lists,
select symbols as bullets, and format multilevel lists.
When you want to organize lists in Word, you can format them as
either bulleted or numbered lists. Word offers a variety of bullet options that
allow you to customize your lists to suit your needs.
To create a list:
1. Select the text you want to format as a list.
2. Click the Bullets or Numbering drop-down arrow on the Home tab.

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3. Select the bullet or numbering style you want to use, and it will appear in the
document.
4. To remove numbers or bullets from a list, select the list, then click
the Bullets or Numbering commands.
When you're editing a list, you can press Enter to start a new line, and the
new line will automatically have a bullet or number. When you've reached the
end of your list, press Enter twice to return to normal formatting.

Bullet options
To use a symbol as a bullet:
1. Select an existing list.
2. Click the Bullets drop-down arrow.
3. Select Define New Bullet from the drop-down menu. The Define New Bullet
dialog box appears.

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4. Click the Symbol button. The Symbol dialog box appears.
5. Click the Font drop-down box, and select a font.
The Wingdings and Symbol fonts are good choices because they have a large
number of useful symbols.

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6. Select the desired symbol.
7. Click OK. The symbol will now appear in the Preview section of the Define New
Bullet dialog box.

8. Click OK to apply the symbol to the list in the document.

You can use a picture as a bullet. Click the Picture button in the Define
New Bullet dialog box, then locate the image file on your computer.
To change the bullet color:
1. Select an existing list.
2. Click the Bullets drop-down arrow.
3. Select Define New Bullet from the list. The Define New Bullet dialog box
appears.
4. Click the Font button. The Font dialog box appears.
5. Click the Font Color drop-down box.

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6. Click the desired color to select it.
7. Click OK. The bullet color will now appear in the Preview section of the Define
New Bullet dialog box.

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8. Click OK to apply the bullet color to the list in the document.

Multilevel lists
Multilevel lists allow you to create an outline with multiple levels. In fact,
you can turn any bulleted or numbered list into a multilevel list by placing the
insertion point at the beginning of a line and pressing the Tab key to change the
level for that line. You can then use the Multilevel List command to choose the
types of bullets or numbering that are used.

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 To create a multilevel list:
1. Select the text you want to format as a multilevel list.
2. Click the Multilevel List command on the Home tab.

3. Click the bullet or numbering style you want to use. It will appear in the
document.
4. Position your cursor at the end of a list item, then press the Enter key to add an
item to the list.
To remove numbers or bullets from a list, select the list, then click
the Bullets or Numbering commands.
To change the level of a line:
1. Place the insertion point at the beginning of the line.

66
2. Press the Tab key to increase the level.

3. Hold Shift and press Tab to decrease the level.

Word 2010:

67
 Adding Breaks
Introduction

Word has several different types of breaks you can add to your document
to change the layout and pagination. Each type of break serves a different
purpose and will affect the document in different ways. Page breaks move text to
a new page before reaching the end of a page, while section breaks create a
barrier between parts of the document for formatting purposes. Column
breaks split text in columns at a specific point. In this lesson, you'll learn how
to insert and delete breaks.
Breaks
Breaks allow you to have more control over the layout of your document.
You might use a page break if you're writing a paper that has a bibliography to
ensure the bibliography starts on a new page. You might use a column break if
you are using columns and want them to be arranged in a particular way.
To insert a break:
1. Place the insertion point where you want the break to appear.
2. Select the Page Layout tab.
3. Click the Breaks command. A menu appears.

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4. Click the desired break option to create a break in the document.
To delete a break:
Breaks are hidden by default. If you want to delete a break, you'll
probably want Word to show the breaks so you can find them for editing.
1. From the Home tab, click the Show/Hide ¶ command.

2. Double-click the break to select it.

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3. Press the Backspace or Delete key to delete the break.

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 Word 2010:
Working with Columns
Introduction

Columns are used in many types of documents, but they are most
commonly used in newspapers, magazines, academic journals, and newsletters.
In this lesson, you will learn how to insert columns into a document and
create column breaks.
Inserting columns
Columns and column breaks can improve your document's organization
and increase its readability. They also allow you to utilize all of the available
space on the page.
To add columns to a document:
1. Select the text you want to format.
2. Click the Page Layout tab.
3. Click the Columns command. A drop-down menu will appear.

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4. Select the number of columns you want to insert. The text will then format into
columns.
If you want to remove the columns, click the Columns command and
select One for the number of columns.
Adding column breaks
Once you've created columns, the text will automatically flow from one
column to the next. Sometimes, though, you might want to control exactly where
each column begins. You can do this by creating column breaks.
To add column breaks:
1. Place the insertion point where you want to add the break.
2. Click the Page Layout tab.
3. Click the Breaks command in the Page Setup group. A drop-down menu will
appear.
4. Select Column from the list of break types.

5. The text will shift to reflect the column break.

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 WEEK 5

74
 Word 2010:
Working with Hyperlinks
Introduction

When you're online, you use hyperlinks to navigate from one webpage to
another. Sometimes a hyperlink will link to a different section of the same page. If
you want to include a web address or email address in your Word document,
you can format it as a hyperlink for someone else to click.
In this lesson, you will learn the basics of working with hyperlinks,
including how to insert and remove them from your Word document.
Hyperlinks
Adding hyperlinks to your document can help readers quickly access
contact information, other parts of the document, and any additional information
online that you want to share.
About hyperlinks
Hyperlinks have two basic parts: the address of the webpage, email
address, or other location they are linking to; and the display text (or image).
For example, the address could be https://www.youtube.com, and the display
text could be YouTube. In some cases, the display text might be the same as the
address. When you're creating a hyperlink in Word, you'll be able to choose both
the address and the display text or image.
To follow a hyperlink in Word, hold down the Control key and click the
hyperlink.
To insert a hyperlink:
1. Select the text or image you want to make a hyperlink.
2. Right-click the selected text or image, then click Hyperlink. You can also right-
click in a blank area of the document and click Hyperlink.
3. The Insert Hyperlink dialog box will open. You can also get to this dialog box
from the Insert tab by clicking Hyperlink.

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4. If you selected text, the words will appear in the Text to display: field at the top.
You can change this text if you want.
5. Type the address you want to link to in the Address: field.

6. Click OK. The text or image you selected will now be a hyperlink.

You can also insert a hyperlink that links to another portion of the same
document by selecting Place in This Document from the Insert
Hyperlink dialog box.
To make an email address a hyperlink:
1. Right-click the selected text or image, then click Hyperlink.
2. The Insert Hyperlink dialog box will open.
3. On the left side of the dialog box, click Email Address.

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4. Type the email address you want to connect to in the Email Address box, then
click OK.

Word often recognizes email and web addresses as you type and will
format them as hyperlinks automatically after you press the Enter key or
the spacebar.
To remove a hyperlink:
1. Right-click the hyperlink.
2. Click Remove Hyperlink.

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 After you create a hyperlink, you should test it. If you have linked to a
website, your web browser should automatically open and display the site. If it
doesn't work, check the hyperlink address for misspellings.

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 Word 2010:
Working with Shapes

Introduction

You can add a variety of shapes to your document, including arrows,

callouts, squares, stars, and flowchart shapes. Want to set your name and
address apart from the rest of your resume? Use a line. Need to create a
diagram showing a timeline or process? Use flowchart shapes.
In this lesson, you will learn how to insert a shape and format it by
changing its fill color, outline color, shape style, and shadow effects.
Additionally, you will learn how to apply 3D effects to shapes.
Using shapes
Word's large shape collection allows you to organize and design the
image you want. While you may not need shapes in every document you create,
they can add visual appeal. To use shapes effectively, you'll need to know how
to insert a shape and format it by changing its fill color, outline color,
and shape style, as well as add 3D effects.
To insert a shape:
1. Select the Insert tab.
2. Click the Shapes command.

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3. Select a shape from the drop-down menu.
4. Click and drag the mouse until the shape is the desired size.

5. Release the mouse button.

To resize a shape:
1. Click the shape to select it.
2. Click and drag one of the sizing handles on the corners and sides of the shape
until it is the desired size.

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3. To rotate the shape, drag the green handle.

4. Some shapes also have one or more yellow handles that can be used to modify
the shape. For example, with star shapes you can adjust the length of the points.

If you drag the sizing handles on any of the four corners, you will be able
to change the height and width at the same time. The sizing handles on the top
or bottom of the shape will only allow you to resize vertically, while the handles
on the left and right sides will resize the shape horizontally.
To change the order of shapes:
If one shape overlaps another, you may need to change the ordering so
the correct shape appears in front. You can bring a shape to the front or send it
to the back. If you have multiple images, you can use Bring Forward or Send
Backward to fine tune the ordering. You can also move a shape in front
of or behind text.

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1. Right-click the shape you want to move.

2. In the menu that appears, hover over Bring to Front or Send to Back. Several
ordering options will appear.

3. Select the desired ordering option. The shapes will reorder themselves.

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 In some cases, the ordering option you select will not affect the ordering of
the shapes. If this happens, select the same option again or try a different option.
Changing a shape's appearance
To change to a different shape:
1. Select the shape. A new Format tab appears with Drawing Tools.

2. Click the Format tab.

3. Click the Edit Shape command.

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4. Click Change Shape to display a drop-down list.

5. Select the desired shape from the list.

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 To change the shape style:
1. Select the shape. The Format tab appears.

2. Click the More drop-down arrow in the Shape Styles group to display more style
options.

3. Move your cursor over the styles to see a live preview of the style in your
document.

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4. Select the desired style.
To change the shape fill color:
1. Select the shape. The Format tab appears.
2. Select the Format tab.
3. Click the Shape Fill command to display a drop-down list.

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4. Select the desired color from the list, choose No Fill, or choose More Fill
Colors to choose a custom color.
To change the shape outline:
1. Select the shape. The Format tab appears.
2. Click the Format tab.
3. Click the Shape Outline command to display a drop-down menu.

4. From the drop-down menu, you can change the

outline color, weight (thickness), and whether it is a dashed line.

To change shadow effects:

1. Select the Format tab.
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2. Click the Shape Effects command. A drop-down menu will appear.
3. Hover your mouse over Shadow. You will see a list of shadow presets.
4. Move your mouse over the menu options to see a live preview of the shadow
effect in your document.

5. Click the desired shadow effect to add it to your shape.

You can select Shadow Options from the drop-down menu and click
the Color button to select a different shadow color for your shape.
3D effects
There are two types of effects you can apply to your shapes to give them
a 3D appearance: 3-D Rotation and Bevel. 3-D Rotation gives the appearance
that you are viewing the object from a different angle, and it can be applied to
any shape. Bevel adds thickness and a rounded edge to shapes, but it doesn't
work with every type of shape.
To use 3-D Rotation:
1. Select the shape.
2. Click the Format tab.
3. Click Shape Effects from the Shape Styles group.
4. Hover the mouse over 3-D Rotation. A drop-down menu will appear.
5. Select the desired rotation preset from the drop-down menu. You can also
click 3-D Rotation Options if you would prefer to type custom values.

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 To use bevel:
1. Select the shape.
2. Click the Format tab.
3. Click Shape Effects from the Shape Styles group.
4. Hover your mouse over Bevel. A drop-down menu will appear.

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5. Select the desired bevel preset from the drop-down menu. You can also click 3-
D Options if you would prefer to type custom values.
If you click 3-D Options, you'll also be able to change the shape's material
to give it a metal, plastic, or translucent appearance, and you can choose the
lighting type to change how the shape is illuminated.

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91
 Word 2010:
Text Boxes and WordArt
Introduction

You may want to insert a text box into your document to draw attention to
specific text or have the ability to easily move text within a document. Text
boxes are basically treated the same as shapes, so you can add the same types
of effects to them and can even change their shape.
In this lesson, you will learn how to insert a text box and format it in
various ways, including resizing and moving it, as well as changing the text
box shape, color, and outline. You will also learn how to create and
format WordArt.
Text boxes
Text boxes are useful for helping to organize your document. They are
basically treated the same as shapes, so when you insert a text box you
can format it by changing its fill color, outline color, and shape style, as well
as create WordArt and add 3D effects.
To insert a text box:
1. Select the Insert tab on the Ribbon.
2. Click the Text Box command in the Text group. A drop-down menu will appear.
3. Select Draw Text Box.

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4. Click and drag on the document to create the text box.

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5. You can now start typing to create text inside the text box.
From the drop-down menu, you can also select one of the built-in text
boxes that have predefined colors, fonts, positions, and sizes. If you choose this
option, the text box will appear automatically so you will not need to click and
drag to draw it.

To move a text box:

1. Click the text box.
2. Hover the mouse over one of the edges of the text box. The mouse pointer

becomes a cross with arrows on each end .

3. Click and drag the text box to the desired location on the page.
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 To resize a text box:
1. Click the text box.
2. Click and drag one of the sizing handles on the corners or sides of the text box
until it is the desired size.

If you drag the sizing handles on any of the four corners, you will be able
to change the height and width at the same time. The sizing handles on the top

95
 or bottom of the text box will only allow you to resize vertically, while the handles
on the left and right sides will resize the text box horizontally.
Changing a text box's appearance
To change the text box shape:
1. Select the text box. A new Format tab appears with Drawing Tools.
2. Go to the Format tab.
3. Click the Edit Shape command.

4. Click Change Shape to display a drop-down list.

5. Select the desired shape from the list.

To choose a shape style:
Choosing a shape style allows you to apply a preset fill and outline color,
and in some cases other effects such as beveling and shadow. You don't have
to pick a style for your text box, but it can help you save time or experiment with
different appearances.

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1. Select the text box. The Format tab appears.
2. Select the Format tab.
3. Click the More drop-down arrow in the Shape Styles group to display more style
options.

4. Hover your mouse over the styles to see a live preview.

5. Select the desired style.
To change shape fill:
1. Select the text box. The Format tab appears.
2. Click the Format tab.

3. Click the Shape Fill command to display a drop-down menu.

4. From the drop-down menu, you can select a color from the list, choose No Fill,
or select More Fill Colors to use a color that's not on the list.
To change the shape outline:
1. Select the text box. The Format tab appears.
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2. Click the Shape Outline command to display a drop-down list.

3. Select a color from the list, choose No Outline, or select More Outline
Colors to use a color that's not on the list.
4. From the drop-down menu, you can change the
outline color, weight (thickness), and whether it is a dashed line.
To change shadow effects:
1. Select the text box. The Format tab appears.
2. Select the Format tab.
3. Click the Shape Effects command.
4. Click Shadow.
5. Move your mouse over the menu options to see a live preview in your document.

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6. Click the desired option to select the shadow effect.
To choose a different shadow color for your shape, select Shadow
Options from the drop-down menu, then click the Color button.
3D effects
Just like other types of shapes, text boxes can have 3D effects. There are
two types of effects you can apply to your shapes to give them a 3D
appearance: 3-D Rotation and Bevel. 3-D Rotation gives the appearance that
you are viewing an object from a different angle, and it can be applied to any
shape. Bevel adds thickness and a rounded edge to shapes; however, it doesn't
work with every type of shape.
To use 3-D Rotation:
1. Select the text box.
2. Select the Format tab.
3. Click Shape Effects from the Shape Styles group.
4. Hover your mouse over 3-D Rotation. A drop-down menu will appear.

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5. Select the desired rotation preset from the drop-down menu. You can also
click 3-D Rotation Options if you would prefer to type custom values.

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 To use bevel:
1. Select the text box.
2. Select the Format tab.
3. Click Shape Effects from the Shape Styles group.
4. Hover your mouse over Bevel. A drop-down menu will appear.

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5. Select the desired bevel preset from the drop-down menu. You can also click 3-
D Options if you would prefer to type custom values.
If you click 3-D Options, you'll also be able to change the
shape's Material to give it a metal, plastic, or translucent appearance, and you
can choose the Lighting type to change how the shape is illuminated.

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 Creating WordArt
In addition to adding effects to a text box, you can add effects to the text
inside the text box, which is known as WordArt. For the most part, the types of
effects you can add are the same as the ones you can add to shapes or text
boxes (shadow, bevel, etc.). However, you can also Transform the text to give it
a wavy, slanted, or inflated look.
To apply a quick style to text:
A quick style will automatically apply several effects to your text at once.
You can then refine the look of your text by adding or modifying text effects.
1. Select the text box, or select some text inside of the text box. The Format tab will
appear.
2. Click the Format tab.
3. Click the Quick Styles command in the WordArt Styles group. A drop-down
menu will appear.

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4. Select the desired style preset to apply the style to your text.
After you have applied a quick style, you can still modify the font or font
color from the Home tab if you want.
To convert regular text into WordArt:
For text to be formatted as WordArt, it needs to be inside of a text box.
However, there's a shortcut that allows you to convert text into WordArt even if
it's not in a text box.
1. Select the text you want to convert.
2. Click the Insert tab.
3. Click the WordArt command. The Quick Styles drop-down menu will appear.

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4. Select the desired quick style.
5. Word will automatically create a text box for your text and apply the style to the
text.

Some effects, such as shadows, can be added from the Text

Effects menu in the Home tab. When you add effects in this way, it will not place
the text in a text box.
To add or modify text effects:
1. Select the text box, or select some text inside of the text box. The Format tab will
appear.
2. Click the Format tab.
3. Click the Text Effects command in the WordArt Styles group. A drop-down
menu will appear, showing the different effect categories.

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4. Hover over an effect category. A drop-down menu will appear. You can hover the
mouse over the different presets to see a live preview.

5. Select the desired effect preset. The effect will be applied to your text. If you
want, you can combine several effects.

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107
 Word 2010:
Inserting Clip Art and Pictures
Introduction

Images are a great way to liven up a document, and Word offers a few
methods to insert them. There are built-in clip art images for just about every
topic, so you may be able to find a perfect clip art image for your document. If
you have a more specific image in mind, you can insert a picture from a file.
In this lesson, you will learn how to search for and insert clip art, how
to insert an image from a file, and how to change the text wrapping
settings for your images.
Inserting clip art and pictures
Adding clip art and pictures to your document can be a great way
to illustrate important information or add decorative accents to existing text.
You can insert images from your computer or search Microsoft's extensive
selection of clip art to find the image you need. Once an image has been
inserted, you can format text to wrap around the image.
To locate clip art:
1. Select the Insert tab.
2. Click the Clip Art command in the Illustrations group.

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3. The clip art options appear in the task pane to the right of the document.
4. Enter keywords in the Search for: field that are related to the image you want to
insert.
5. Click the drop-down arrow in the Results should be: field.
6. Deselect any types of media you do not want to see.

7. If you also want to search for clip art on Office.com, place a check mark next
to Include Office.com content. Otherwise, it will just search for clip art on your
computer.

8. Click Go.
To insert clip art:
1. Review the results from a clip art search.
2. Place your insertion point in the document where you want to insert the clip art.
3. Click an image in the Clip Art pane. It will appear in the document.

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 You can also click the drop-down arrow next to the image in the Clip Art
pane to view more options.
To insert a picture from a file:
1. Place your insertion point where you want the image to appear.
2. Select the Insert tab.
3. Click the Picture command in the Illustrations group. The Insert Picture dialog
box appears.

4. Select the desired image file, then click Insert to add it to your document.

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 To resize an image, click and drag one of the corner sizing handles. The
image will change size while keeping the same proportions. If you want to stretch
it horizontally or vertically, you can use the side sizing handles.
Changing text wrapping settings
When you insert clip art or a picture from a file, you may notice that it's
difficult to move it exactly where you want. This is because the text wrapping for
the image is set to In Line with Text. You'll need to change the text wrapping
setting if you want to move the image freely, or if you just want the text to wrap
around the image in a more natural way.
To wrap text around an image:
1. Select the image. The Format tab will appear.
2. Click the Format tab.
3. Click the Wrap Text command in the Arrange group.
4. Select the desired menu option. The text will adjust based on the option you have
selected.

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5. Move the image around to see how the text wraps for each setting.
If you can’t get your text to wrap the way you want, click the Wrap
Text command, then select More Layout Options from the menu. You can
make more precise changes in the Advanced Layout dialog box that appears.
To use a predefined text wrapping setting:
1. Click the Position command to the left of the Wrap Text command. A drop-down
menu will appear.
2. From the drop-down menu, select the desired image position.

112
3. The image will move to the position you have selected, and it will automatically
have text wrapping applied to it.
Challenge!
1. Create a new Word document.
2. Insert a clip art image.
3. Insert a picture from a file into the document.
4. Resize the picture.
5. Change the text wrapping setting to In Front of Text.

Word 2010:
Formatting Pictures
Introduction

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 Once you've added pictures to your documents, you can format them in
various ways. The picture tools in Word 2010 make it easy to incorporate
images into your documents and modify these images in interesting ways.

In this lesson, you will learn how to change the picture style and shape, add
a border, crop and compress pictures, and add artistic effects.
Basic image formatting
Have you inserted a picture into your document that you want to trim or
make appear smaller on the page? Perhaps you'd like to add an artistic effect or
a border to the image to make it stand out. You can use Word's picture tools to
help you modify the picture style and shape, add a border, crop, add artistic
effects, and even compress pictures.
To crop an image:
1. Select an image. The Format tab will appear.
2. Select the Format tab.
3. Click the Crop command. Black cropping handles appear.

4. Click and drag a handle to crop an image.

5. Click the Crop command to deselect the crop tool.
Corner handles will allow you to simultaneously crop the image
horizontally and vertically.
To crop an image to a shape:
1. Select the image. The Format tab will appear.
2. Select the Format tab.
3. Click the Crop drop-down arrow (below the Crop command). A drop-down menu
will appear.

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4. Select a shape from the drop-down menu.
5. The image will take the shape you have selected.

You may want to crop the image to the desired size before cropping it to a
shape.
To add a border to a picture:
1. Select the picture.
2. Select the Format tab.
3. Click the Picture Border command. A drop-down menu will appear.

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4. From the drop-down menu, you can select a color, weight (thickness), and
whether the line is dashed.

Image adjustments
To make image corrections:
1. Select the image. The Format tab will appear.
2. Click the Format tab.
3. Click the Corrections command. A drop-down menu will appear.

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4. To sharpen or soften the image, hover over the Sharpen and Soften presets.
You'll see a live preview of the preset in the document.
5. When you've found a preset you like, click it to select it.
6. Click the Corrections command again.
7. Hover over the Brightness and Contrast presets to see a live preview.
8. When you've found one you like, click it to select it.
You can also select Picture Corrections Options from the drop-down
menu to refine the settings.
To adjust the color in an image:
1. Select the image. The Format tab will appear.
2. Click the Format tab.
3. Click the Color command. A drop-down menu will appear.

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4. From the drop-down menu, you can choose a preset from each of the following
three categories:
o Color Saturation: This controls how vivid the colors are in the image.
o Color Tone: This controls the temperature of the color,
from cool to warm.
o Recolor: This controls the overall color of the image. Use this option to
make the image black and white or grayscale, or to colorize it with a
different color.
You can also select Picture Color Options from the drop-down menu to
refine the settings.
Artistic effects and styles
To apply an artistic effect:
1. Select the picture. The Format tab will appear.
2. Click the Format tab.
3. Click the Artistic Effects command. A drop-down menu will appear.

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4. Hover over the different presets to see a live preview of each one.
5. When you've found a preset you like, click it to select it.
6. To adjust the settings for the effect, click Artistic Effects again, then
select Artistic Effect Options.
Many clip art images do not allow you apply artistic effects. Generally
speaking, the ones that look hand-drawn or painted do not work, while
photographs do.
To apply a picture style:
1. Select the picture. The Format tab will appear.
2. Select the Format tab.
3. Click the More drop-down arrow to display all of the picture styles.

4. Hover over a picture style to display a live preview of the style in the document.
5. Select the desired style.

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6. To refine the picture style, click the Picture Effects command to see
the Effects drop-down menu. You may remember that the Effects menu was
covered in our Working with Shapes lesson, which you can review for more
information.

Compressing pictures
You'll need to monitor the file size of your documents that include
pictures, especially if you send them via email. Large high-resolution pictures can
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 quickly cause your document to become too large, which may make it difficult or
impossible to attach to an email. In addition, cropped areas of pictures are
saved with the document by default, which can add to the file size. Word can
reduce the file size by compressing pictures, lowering their resolution,
and deleting cropped areas.
To compress a picture:
1. Select the picture. The Format tab will appear.
2. Select the Format tab.
3. Click the Compress Pictures command in the Adjust group. A dialog box
appears.

4. Place a check mark next to Delete cropped areas of pictures. You can also
choose whether to apply the settings to this picture only or to all pictures in the
document.
5. Choose a Target output. If you are emailing your document, you may want to
select Email, which produces the smallest file size.

6. Click OK.
Removing the background from an image
Removing the background from an image can give your images a cleaner
appearance. If you're printing your document, it can also save ink.

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 About Background Removal
With Background Removal, Word uses special algorithms to determine
which parts of the image are the background and then removes these areas from
the image.

To remove the background from an image:

1. Click the image. The Format tab will appear.
2. Click the Format tab.
3. Click the Remove Background command.

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4. Word will try to guess which part of the image is the background, and it will mark
the area with a magenta fill. It will also place a box around the image with
selection handles.

5. Drag the selection handles until all of the foreground is inside the box. After you
do this, Word may readjust the background.
6. At this point, you may need to help Word decide which parts of the image
are foreground and which parts are background. You can do this by using
the Mark Areas to Keep and Mark Areas to Remove commands.
o If Word has marked part of the foreground magenta, click Mark Areas to
Keep and draw a line in that region of the image.
o If part of the background has not been marked with magenta, click Mark
Areas to Remove and draw a line in that region of the image.

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7. After you add your marks, Word will readjust the image.

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8. When you're satisfied with the image, click Keep Changes. All of the magenta
areas will be removed from the image.

9. You can adjust the image at any time by clicking the Remove
Background command again.
As with artistic effects, Background Removal will not work with some clip
art images.
Challenge!
1. Create a new document.
2. Insert an image from a file.
3. Resize the image.
4. Crop the image.
5. Remove the background from the image.
6. Experiment with different image corrections and color settings.
7. Add an artistic effect to the image.
8. Compress the image.
9. Save the document.

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 WEEK 6

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 Word 2010:
Working with Headers and Footers
Introduction

You can make your document look professional and polished by

utilizing the header and footer sections. The header is a section of the
document that appears in the top margin, while the footer is a section of the
document that appears in the bottom margin. Headers and footers generally
contain information such as the page number, date, and document name.

In this lesson, you will learn how to insert and edit headers and footers.

Headers and footers

Headers and footers can help keep longer documents organized and
make them easier to read. Text entered in the header or footer will appear
on each page of the document.

To insert a header or footer:

1. Select the Insert tab.

2. Click either the Header or Footer command. A drop-down menu will appear.
3. From the drop-down menu, select Blank to insert a blank header or footer, or
choose one of the built-in options.

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4. The Design tab will appear on the Ribbon, and the header or footer will appear
in the document.
5. Type the desired information into the header or footer.

6. When you're finished, click Close Header and Footer in the Design tab, or
hit the Esc key.

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 After you close the header or footer, it will still be visible, but it will
be locked. To edit it again, just double-click anywhere on the header or footer,
and it will become unlocked.

To insert the date or time into a header or footer:

1. Double-click anywhere on the header or footer to unlock it. The Design tab
will appear.
2. From the Design tab, click the Date & Time command.

3. Select a date format in the dialog box that appears.

4. Place a check mark in the Update Automatically box if you would like it to
always reflect the current date. Otherwise, it will not change when the document
is opened at a later date.
5. Click OK. The date and time now appears in the document.

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 To remove content controls:

By default, some of the built-in headers and footers have snippets of text
that are called content controls. Content controls can contain information such
as the document title or company name, and they allow you to enter this
information into a form field.

However, you'll often just want to type a normal header without any
content controls. To do this, you'll need to remove any content control fields from
the header or footer.

1. With the header or footer section active, right-click the content control field
you want to remove. A drop-down menu will appear.
2. Click Remove Content Control. The content control field will disappear.

Other header and footer options

There are many other header and footer options you can use to
design these sections of your document. You can review the Header & Footer
Tools Design tab to view and explore these options.

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 Adding page numbers

Word can automatically label each page with a page number and place it
in a header, footer, or side margin. You can add page numbers to
an existing header or footer, or you can insert page numbers into a new
header or footer.

To add page numbers to an existing header or footer:

1. Select the header or footer. The Design tab will appear.

2. Place the insertion point where you want the page number to be. You can
place it anywhere except inside a content control field.

3. From the Design tab, select the Page Number command.

4. Click Current Position, then select the desired style. The page number will
appear in the document.

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 If you've already typed information into your header or footer, it's important
to place the page number at the Current Position to avoid losing anything. If
you select a page number from Top of Page or Bottom of Page, it
will delete anything you've already added to the header or footer.

To insert page numbers into a new header or footer:

1. From the Insert tab, click Page Number. A drop-down menu will appear.
2. Select the desired page number style, and it will appear in your document.

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 To hide the page number on the first page:

In some documents, you may not want the first page to show the page
number. You can hide the first page number without affecting the rest of the
pages.

1. Select the header or footer that contains the page number.

2. From the Design tab, place a check mark next to Different First Page. The
header and footer will disappear from the first page. If you want, you can type
something new in the header or footer, and it will only affect the first page.

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 If you're unable to select Different First Page, it may be because an
object within the header or footer is selected. Click in an empty area within the
header or footer to make sure nothing is selected.

To format page numbers:

1. Select the header or footer that contains the page number.

2. From the Design tab, select the Page Number command.
3. Click Format Page Numbers.

4. From the dialog box, select the desired Number format.

5. Next to Start at, enter the number you want the page numbers to start with.

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 If you've created a page number in the side margin, it's still considered
part of the header or footer. You won't be able to select the page number unless
the header or footer is selected.

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 Word 2010:
Working with Tables
Introduction

A table is a grid of cells arranged in rows and columns. Tables can be

customized and are useful for various tasks such as presenting text information
and numerical data.

In this lesson, you will learn how to convert text to a table, apply table
styles, format tables, and create blank tables.

Inserting and modifying tables

In Word, tables are useful for organizing and presenting data. You can
create a blank table, convert text to a table, and apply a variety
of styles and formats to existing tables.

To insert a blank table:

1. Place your insertion point in the document where you want the table to appear.
2. Select the Insert tab.
3. Click the Table command.
4. Hover your mouse over the diagram squares to select the number
of columns and rows in the table.

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5. Click your mouse, and the table appears in the document.
6. You can now place the insertion point anywhere in the table to add text.

To convert existing text to a table:

1. Select the text you want to convert.

2. Select the Insert tab.
3. Click the Table command.
4. Select Convert Text to Table from the menu. A dialog box will appear.

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5. Choose one of the options in the Separate text at: section. This is how Word
knows what text to put in each column.

6. Click OK. The text appears in a table.

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 To add a row above an existing row:

1. Place the insertion point in a row below the location where you want to add a
row.

2. Right-click the mouse. A menu appears.

3. Select Insert Insert Rows Above.

4. A new row appears above the insertion point.

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 You can also add rows below the insertion point. Follow the same steps,
but select Insert Rows Below from the menu.

To add a column:

1. Place the insertion point in a column adjacent to the location where you
want the new column to appear.
2. Right-click the mouse. A menu will appear.

3. Select Insert Insert Columns to the Left or Insert Columns to the

Right. A new column appears.

To delete a row or column:

1. Select the row or column.

2. Right-click your mouse. A menu will appear.
3. Select Delete Cells.

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4. Select Delete entire row or Delete entire column, then click OK.

To apply a table style:

1. Click anywhere on the table. The Design tab will appear on the Ribbon.
2. Select the Design tab and locate the Table Styles.
3. Click the More drop-down arrow to see all of the table styles.

4. Hover the mouse over the various styles to see a live preview.
5. Select the desired style. The table style will appear in the document.

To change table style options:

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 Once you've chosen a table style, you can turn various
options on or off to change the appearance of the table. There are six
options: Header Row, Total Row, Banded Rows, First Column, Last
Column, and Banded Columns.

1. Click anywhere on the table. The Design tab will appear.

2. From the Design tab, check or uncheck the desired options in the Table
Style Options group.

Depending on which table style you're using, certain table style

options may have a somewhat different effect. You may need
to experiment to get the exact look you want.

To add borders to a table:

1. Select the cells you want to add a border to.

2. From the Design tab, select the desired Line Style, Line Weight, and Pen
Color.

3. Click the Borders drop-down arrow.

4. From the drop-down menu, select the desired border type.

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5. The border will be added to the selected cells.

Modifying a table using the Layout tab

When you select a table in Word 2010, Design and Layout tabs appear
under Table Tools on the Ribbon. Using commands on the Layout tab, you
can make a variety of modifications to the table.

Click the buttons in the interactive below to learn about the different ways
you can modify a table with the Layout tab.

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144
 Word 2010:
SmartArt Graphics
Introduction

SmartArt allows you to visually communicate information rather than

simply using text. Illustrations can enhance your document, and SmartArt makes
using graphics especially easy. In this lesson, you will learn how to insert a
SmartArt graphic, modify the color and effects, and change
the organization of the graphic.

SmartArt graphics

Word has a variety of SmartArt graphics you can use to illustrate and
organize many different types of ideas. To get the most out of SmartArt, you'll
need to know how to insert a SmartArt graphic, modify
the color and effects, and change the organization of the graphic.

To insert a SmartArt illustration:

1. Place the insertion point in the document where you want the graphic to appear.
2. Select the Insert tab.
3. Select the SmartArt command in the Illustrations group. A dialog box appears.

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4. Select a category to the left of the dialog box, and review the SmartArt graphics
that appear in the center.
5. Select the desired SmartArt graphic, then click OK.

To see more details about a graphic, click any image and a larger preview
of the graphic with additional text details will appear on the right side of the
dialog box.

To add text to a SmartArt graphic:

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1. Select the graphic. A border will appear around it with an arrow on the left side.
2. Click the arrow on the left side of the graphic to open the task pane.

3. Enter text next to each bullet in the task pane. The information will appear in the
graphic and will resize to fit inside of the shape.

4. To add a new shape, press Enter. A new bullet will appear in the task pane, and
a new shape will appear in the graphic.

You can also add text by clicking the desired shape and typing your text.
This works well if you only need to add text to a few shapes. However, for more
complex SmartArt graphics working in the task pane is often faster.

You can change the layout of a SmartArt graphic even after you've added
text. However, if the new layout is different from the old one, some of your text
may not show up. Experiment with different layouts to see how they display your
text differently.

Changing the organization of a SmartArt graphic

To add a shape to a graphic:

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1. Select the graphic. The Design and Format tabs appear on the Ribbon.
2. Select the Design tab.
3. Click the Add Shape command in the Graphics group.
4. Decide where you want the new shape to appear, and select one of the shapes
nearby the desired location.
5. Select Add Shape Before or Add Shape After. If you want to add a superior
or a subordinate, select the Add Shape Above or Add Shape
Below options.

You can change the layout of a SmartArt graphic even after you've added
text. However, if the new layout is different from the old one some of your text
may not show up. Experiment with different layouts to see how they display your
text differently.

To move shapes using the Promote and Demote commands:

1. Select the graphic. The Design and Format tabs appear on the Ribbon.
2. Select the Design tab.
3. Select the shape you want to move.
4. Click the Promote or Demote command in the Create Graphic group.

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5. The shape will move up or down by one level.

Modifying the SmartArt graphic's appearance

To change the SmartArt style:

1. Select the graphic. The Design and Format tabs appear on the Ribbon.
2. Click the Design tab.
3. In the SmartArt Styles group, click the More drop-down arrow to view all of
the styles.
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4. Hover your mouse over each style to see a live preview.

5. Select the desired style.

To change color scheme:

Word provides a variety of color schemes to use with SmartArt. The

color schemes use theme colors, so they will vary depending on
which theme you are using.

1. Select the graphic. The Design and Format tabs appear on the Ribbon.
2. Select the Design tab.
3. Click the Change Colors command. A drop-down menu appears, showing
various color schemes.
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4. Select the desired color scheme.

If you want to change the appearance of a single shape within the

SmartArt graphic, select the shape, then click the Format tab. You can then
modify the shape style, color, effects, and other settings for that shape.

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 WEEK 7

152
 PowerPoint 2010:
Getting Started with PowerPoint
Introduction

PowerPoint 2010 is a presentation software that allows you to create

dynamic slide presentations that can include animation, narration, images, and
videos. In this lesson, you will learn your way around the PowerPoint 2010
environment, including getting to know the new Backstage view.
We will also show you how to use and modify the Ribbon and the Quick
Access toolbar, in addition to learning how to create new
presentations and openexisting files.
Getting to know PowerPoint 2010
If you are familiar with PowerPoint 2007, you'll notice that there aren't too
many changes to the 2010 interface other than Backstage view, which we'll
cover later in this lesson.
However, if you are new to PowerPoint, you will first need to take some
time to learn about slides and how to navigate PowerPoint.
Navigating PowerPoint to create a slide presentation
PowerPoint uses slides to build a presentation. To create an engaging
presentation, PowerPoint allows you to add text, bulleted lists, images, charts,
and video to your slides. You can add as many slides as you want to a
presentation, and at any time you can view or play back your presentation by
selecting one of the slide show play options.
Click the buttons in the interactive below to learn how to navigate and
interact with slides in the PowerPoint window.

153
 Working with your PowerPoint environment
The Ribbon and Quick Access toolbar are where you will find the
commands you need to perform common tasks in PowerPoint. If you are familiar
with PowerPoint 2007, you will find that the main difference in the PowerPoint
2010 Ribbon is that commands such as Open and Print are now housed
in Backstage view.
The Ribbon
The Ribbon contains multiple tabs, each with several groups of
commands. Some tabs, like Drawing Tools or Table Tools, may appear only
when you are working with certain items like images or tables. In addition, you
can add your own customized tabs that contain your favorite commands.

Certain programs, such as Adobe Acrobat Reader, may install additional

tabs to the Ribbon. These tabs are called add-ins.
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 Creating and opening presentations

PowerPoint files are called presentations. When you start a new project
in PowerPoint, you'll need to create a new presentation. You'll also need to
know how to open an existing presentation.

To create a new blank presentation:

1. Click the File tab. This takes you to Backstage view.

2. Select New.
3. Select Blank presentation under Available Templates and Themes. It will
be highlighted by default.
4. Click Create. A new blank presentation appears in the PowerPoint window.

To save time, you can create your presentation from

an Office.com template, which you can also select under Available
Templates and Themes.

To open an existing presentation:

1. Click the File tab. This takes you to Backstage view.

2. Select Open. The Open dialog box appears.

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3. Select your desired presentation, then click Open.

If you have opened the existing presentation recently, it may be easier to

choose Recent from the File tab instead of Open to search for your
presentation.

Compatibility mode

Sometimes you may need to work with presentations that were created in
earlier versions of PowerPoint, such as PowerPoint 2003 or PowerPoint 2000.
When you open these types of presentations, they will appear in Compatibility
mode.

Compatibility mode disables certain features, so you'll only be able to

access commands found in the program that was used to create the

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 presentation. For example, if you open a presentation created in PowerPoint
2003, you can only use tabs and commands found in PowerPoint 2003.

In the image below, the workbook has opened in Compatibility mode.

Many of the newer slide transitions have been disabled, and only the 2003
transitions are available.

To exit Compatibility mode, you'll need to convert the presentation to the

current version type. However, if you're collaborating with others who only have
access to an earlier version of PowerPoint, it's best to leave the presentation in
Compatibility mode so the format will not change.

To convert a presentation:

If you want access to all PowerPoint 2010 features, you can convert the
presentation to the 2010 file format.

Note that converting a file may cause some changes to the original
layout of the presentation.

1. Click the File tab to access Backstage view.

2. Locate and select the Convert command.

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3. The Save As dialog box will appear. Select the location where you want to
save the workbook, enter a file name for the presentation, and click Save.

4. The presentation will be converted to the newest file type.

158
 PowerPoint 2010:
Slide Basics
Introduction

PowerPoint includes all of the features you need to produce professional-

looking presentations. When you create a PowerPoint presentation, it is made up
of a series of slides. The slides contain the information you want to
communicate with your audience. This information can include text, pictures,
charts, video, and sound.

Before you begin adding information to slides, you'll need to know the basics of
working with slides. In this lesson, you will learn how to insert new slides,
modify a layout, and change your presentation view.

Slide basics

Every PowerPoint presentation is composed of a series of slides. To

begin creating a slide show, you'll need to know the basics of working with slides.
You'll need to feel comfortable with tasks such as inserting a new
slide, changing the layout of a slide, arranging existing slides, changing
slide view, and adding notes to a slide.

About slides

Slides contain placeholders, which are areas on the slide that are
enclosed by dotted borders. Placeholders can contain many different items,
including text, pictures, and charts. Some placeholders have placeholder text,
or text you can replace. They also have thumbnail-sized icons that represent
specific commands such as Insert Picture, Insert Chart, and Insert ClipArt.
In PowerPoint, hover over each icon to see the type of content you can insert in a
placeholder.

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 About slide layouts

Placeholders are arranged in different layouts that can be applied to

existing slides or chosen when you insert a new slide. A slide
layout arranges your content using different types of placeholders, depending
on what information you might want to include in your presentation.

In the example above, the layout is called Title and Content and
includes title and content placeholders. While each layout has a descriptive
name, you can also tell from the image of the layout how the placeholders will be
arranged.

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 Customizing slide layouts

To change the layout of an existing slide:

1. Select the slide you want to change.

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2. Click the Layout command in the Slides group on the Home tab. A menu will
appear with your options.

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3. Choose a layout from the menu. The slide will change in the presentation.

To delete a placeholder:

You can easily customize your layout by deleting unwanted—or extra—

placeholders from any slide.

1. Position your mouse on the dotted border of the placeholder so it changes to

a cross with arrows .
2. Click the border to select it.

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3. Press Backspace or Delete on your keyboard. The placeholder will be
removed from the slide.

To add a text box:

Text boxes allow you to add to your current layout, so you can place text
wherever you want on your slide.

1. From the Insert tab, click the Text Box command.

2. Your cursor will turn into an upside-down cross .

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3. Click, hold, and drag your mouse to draw a text box. A text box will appear.

To use a blank slide:

For more control over your content, you may prefer a blank slide—a slide
without placeholders—over one of the existing layouts. Blank slides can be
customized by adding your own text boxes, pictures, charts, and more.

 Select Blank from the menu of layout options.

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 Working with slides

To insert a new slide:

1. From the Home tab, click the bottom half of the New Slide command to open
the menu of slide layout options.

2. Select the slide you want to insert.

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3. A new slide will be added your presentation.

To instantly add a slide that uses the same layout as the one you have
selected, click the top half of the New Slide command.

To copy and paste a slide:

1. On the Slides tab in the left pane, select the slide you want to copy.
2. Click the Copy command on the Home tab. You can also right-click your
selection and choose Copy.

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3. In the left pane, click just below a slide—or between two slides—to choose the
location where you want the copy to appear. A horizontal insertion point will
mark the location.

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4. Click the Paste command on the Home tab. You can also right-click and
choose Paste. The copied slide will appear.

To select multiple slides, press and hold Ctrl on your keyboard and click
the slides you want to select.

To duplicate a slide:

An alternative to copying and pasting, duplicating slides copies the

selected slide and—in one step—pastes it directly underneath. This feature does
not allow you to choose the location of the copied slide, nor does it offer Paste
Options for advanced users, so it's more convenient for quickly inserting similar
slides.

1. Select the slide you want to duplicate.

2. Click the New Slide command.
3. Choose Duplicate Selected Slides from the drop-down menu.

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4. A copy of the selected slide appears underneath the original.

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 To delete a slide:

1. Select the slide you want to delete.

2. Press the Delete or Backspace key on your keyboard.

To move a slide:

1. Select the slide you want to move.

2. Click, hold, and drag your mouse to a new location. A horizontal insertion point
will mark the location.

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3. Release the mouse button. The slide will appear in the new location.

Managing slides and presentations

As you add slides to your presentation, PowerPoint offers a variety of

views and tools to help you organize and prepare your slide show.

About slide views

It's important to be able to access the different slide views and use them
for various tasks. The slide view commands are located on the bottom-right
of the PowerPoint window in Normal view.

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 Normal view: This is the default view where you create and edit your
slides. You can also move slides in the Slides tab in the pane on the left.

Slide Sorter view: In this view, miniature slides are arranged on the
screen. You can drag and drop slides to easily reorder them and to see more
slides at one time. This is a good view to use to confirm that you have all the
needed slides and that none have been deleted.

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 Reading view: This view fills most of the computer screen with a preview
of your presentation. Unlike Slide Show view, it includes easily accessible
buttons for navigation, located at the bottom-right.

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 Slide Show view: This view completely fills the computer screen and is
what the audience will see when they view the presentation. Slide Show view has
an additional menu that appears when you hover over it, allowing you to navigate
slides and access other features you can use during a presentation.

Use the keys on your keyboard—including the arrow keys, Page Up and
Page Down keys, spacebar, and Enter key—to move through the slides in Slide
Show view. Press the Esc key to end the slide show.

To view an outline of your presentation:

The Outline tab shows your slide text in outline form. This allows you to
quickly edit your slide text and view the contents of multiple slides at once.

1. Click the Outline tab in the left pane.

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2. An outline of your slide text appears.
3. Type directly in the pane to make changes to your text.

To organize slides into sections:

You can organize your slides into sections to make your presentation
easier to navigate. Sections can be collapsed or expanded in the left pane and
named for easy reference. In this example, we will add two sections: one for
dogs that are available for adoption, and another for cats and other pets.

1. Select the slide you want to begin your first section.

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2. From the Home tab, click the Section command.
3. Choose Add Section from the drop-down menu.

4. An Untitled Section appears in the left pane.

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5. To rename the section while it is still selected, click the Section command, then
choose Rename Section from the drop-down menu.

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6. Enter your new section name in the dialog box. Click Rename.

7. Repeat to add as many sections as you want.

8. In the left pane, click the arrow next to a section name to collapse or expand it.

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 Adding notes to slides

PowerPoint gives you the ability to add notes to your slides—often

called speaker notes—to help you deliver or prepare for your presentation. You
can enter and view your speaker notes using the Notes pane or the Notes Page
view.

To use the Notes pane:

1. Locate the Notes pane at the bottom of the screen, directly below
the Slide pane.
2. Click and drag the edge of the pane to make it larger or smaller.

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3. Type your notes in the Notes pane.

To use Notes Page view:

1. Go to the View tab.

2. Click the Notes Page command in the Presentation Views group.

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3. Type your notes in the text box, or use the scroll bar to review your slides.

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 Text Basics
Introduction

It's important to know how to perform basic tasks with text when
working in PowerPoint. In this lesson, you'll learn the basics of working with text,
including how to insert, delete, and move text; how to work with text boxes;
and how to format text.

Text basics

If you're new to PowerPoint, you'll need to learn the basics of working

with text so you can add and arrange text on your slides. You'll need to know
how to insert, delete, move, and format text, as well as how to use text
boxes.

To insert text:

1. Click the placeholder or text box where you want to insert text.
2. The insertion point appears.

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3. Type directly into the placeholder or text box.

Some placeholders automatically format your text in a bulleted list. This

is because bulleted lists are frequently used in PowerPoint. To remove the
bullets, deselect the Bullets command in the Paragraph group on
the Home tab.
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 To delete text:

1. Place the insertion point next to the text you want to delete.
2. Press the Backspace key on your keyboard to delete text to the left of the
insertion point.
3. Press the Delete key on your keyboard to delete text to the right of the insertion
point.

To select text:

1. Place the insertion point next to the text you want to select.
2. Click the mouse button. While holding it down, drag the mouse over the text.
3. Release the mouse. The text will be selected. A highlighted box will appear
over the selected text.

When you select text in PowerPoint, a hover toolbar with formatting

options appears. This makes formatting commands easily accessible, which can
save you time. If the toolbar does not appear at first, try moving the mouse over
the selection.

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 To copy and paste text:

1. Select the text you want to copy.

2. Click the Copy command on the Home tab. You can also right-click your
selection and choose Copy.

3. Place your insertion point where you want the text to appear.
4. Click the Paste command on the Home tab. The text will appear.

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 To cut and paste text:

1. Select the text you want to cut.

2. Click the Cut command on the Home tab. You can also right-click your selection
and choose Cut.

3. Place your insertion point where you want the text to appear.
4. Click the Paste command on the Home tab. The text will reappear.

You can also cut, copy, and paste by right-clicking your slide and choosing
the desired action from the drop-down menu. When you use this method to
paste, you can choose from four options that determine how the text will be
formatted: Use Destination Theme, Keep Source Formatting, Picture,
and Keep Text Only. You can hover the mouse over each icon to see what it
will look like before you click it.

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 To drag and drop text:

1. Select the text you want to copy.

2. Click, hold, and drag your mouse to the location where you want the text to
appear. The cursor will have a rectangle underneath it to indicate that you're
moving text.

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3. Release the mouse button, and the text will appear.

If text does not appear in the exact location you want, you can press
the Enter key on your keyboard to move the text to a new line.

Working with text

As you create your presentation, you can add text boxes to

help organize your slides. You'll also need to know how to format text to
create the look you need.

To add a text box:

Text can be inserted into both placeholders and text boxes.

A placeholder is a kind of text box, but it's unique because it is part of the slide
layout and often contains formatting specific to the slide (a larger font size for
the title of your presentation, for example). Inserting an extra text box allows
you to add to the slide layout so you can include as much text as you want.

1. From the Insert tab, click the Text Box command.

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2. Your cursor will turn into an upside-down cross .

3. Click the area on your slide where you want to add a text box. A text box will
appear with an insertion point inside.

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 To move a placeholder or text box:

1. Click the box you want to move.

2. Position your mouse on the border of the box so it changes to a cross with
arrows .

3. Click and hold the mouse button as you drag the box to the desired location.

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4. Release the mouse button. The box will be moved.

To rotate the box, click and drag the green circle at the top of the box.

To resize a placeholder or text box:

1. Click the box you want to resize.

2. Position your mouse over any one of the sizing handles that appear on the
corners and sides of the box. The cursor will become a pair of arrows .

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3. Click, hold, and drag your mouse until the text box is the desired size.

4. Release the mouse button. The box will be resized.

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 Formatting text

You can help your text stand out on the slide by changing its formatting,
including font size, color, and style.

Click the buttons in the interactive below to learn about the different
commands in the Font group.

Modifying text

To insert a bulleted list:

1. Select the text box or specific text you want to format as a bulleted list.
2. Click the Bullets command in the Paragraph group on the Home tab.

3. A bulleted list will appear.

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 To change horizontal text alignment:

1. Select the text you want to modify.

2. Select one of the four alignment options in the Paragraph group.
o Align Text Left: Aligns all of the selected text to the left margin
o Center: Aligns text an equal distance from the left and right margins
o Align Text Right: Aligns all of the selected text to the right margin
o Justify: Aligns text equally on both sides to the right and left margins;
used by many newspapers and magazines

The alignment commands align the text within the placeholder or text box
it is in, not across the slide.

To change vertical text alignment:

1. Select the text you want to modify.

2. Click the Align Text command in the Paragraph group. A menu will appear.

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3. Choose to align the text at the Top, Middle, or Bottom of the text box.

To change text direction:

1. Select the text you want to modify.

2. Click the Text Direction command in the Paragraph group. A menu will
appear.

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3. Choose for the direction of the text to be Horizontal, Rotated, or Stacked.

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 PowerPoint 2010:
Applying a Theme
Introduction

A theme is a predefined combination of colors, fonts, and effects that

can be applied to your presentation. PowerPoint includes built-in themes that
allow you to easily create professional-looking presentations without spending a
lot of time formatting. In this lesson, you will learn all about themes and how
to apply them.

Themes

A theme is a set of colors, fonts, effects, and more that can be

applied to your entire presentation to give it a consistent, professional look.
You've already been using a theme, even if you didn't know it: the
default Office theme, which consists of a white background, the Calibri font, and
primarily black text. Themes can be applied or changed at any time.

Theme elements

Every PowerPoint theme—including the default Office theme—has its

own theme elements. These elements are:

 Theme Colors (available from every Color menu)

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 Theme Fonts (available from the Font menu)

 Shape Styles (available in the Format tab when you click a shape)

Why use theme elements?

If you're using theme elements, you'll probably find that your presentation
looks pretty good. All of the colors will work well together, which means you won't
have to spend as much time formatting your presentation. But there's another
great reason to use theme elements: When you switch to a different theme, all
of these elements will update to reflect the new theme. You can drastically
change the look of your presentation in just a few clicks.

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 Remember, the colors and fonts will only update if you're using theme
fonts or theme colors. If you choose one of the standard colors or any of
the fonts that are not theme fonts, your text will not change when you change
the theme. This can be useful if you're creating a logo or title that always needs
to look the same, like in the sample below.

Themes and slide layouts

As you can see from the two different title slides above, themes also
affect the various slide layouts.

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 If you apply a theme before you start building your presentation, you will
be able to arrange your content to fit the layouts you have to choose from. If you
apply the theme after, the text boxes and placeholders may move depending on
the theme you choose.

Applying themes

You will need to know how to apply a theme and how to switch to a
different theme if you want to use this feature to create presentations. All of the
themes included in PowerPoint are located in the Themes group on
the Design tab. Themes can be applied or changed at any time.

To apply a theme:

1. Go to the Design tab.

2. Locate the Themes group. Each image represents a theme.

3. Click the drop-down arrow to access more themes.

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4. Hover over a theme to see a live preview of it in the presentation. The name of
the theme will appear as you hover over it.

5. Click a theme to apply it to the slides.

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203
 PowerPoint 2010:
Inserting Images
Introduction

Adding images to your presentations makes them more interesting and

engaging. Pictures, clip art, and screenshots can be inserted into PowerPoint to
help you effectively communicate your ideas to your audience.

In this lesson, you will learn how to insert and manipulate pictures, clip art,
and screenshots into your slides.

Working with images

Adding clip art and pictures to your presentation can be a great way
to illustrate important information or add decorative accents to existing
text. You can insert images from your computer, search Microsoft's large
selection of clip art to find the image you need, or add a screenshot of your own.
Once an image has been inserted, you can resize and move it to the location you
want.

To insert an image from a file:

1. Select the Insert tab.

2. Click the Picture command in the Images group. The Insert Picture dialog box
appears.

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3. Select the desired image file, then click Insert.

4. The picture will appear in your slide.

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 You can also select the Insert Picture from File command in
a placeholder to insert images.

To locate clip art:

1. Select the Insert tab.

2. Click the Clip Art command in the Images group.

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3. The clip art options appear in the task pane to the right of the document.
4. Enter keywords in the Search for: field that are related to the image you want to
insert.
5. Click the drop-down arrow in the Results should be: field.
6. Deselect any types of media you do not want to see.

7. If you want to also search for clip art on Office.com, place a check mark next
to Include Office.com content. Otherwise, it will just search for clip art on
your computer.

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8. Click Go.

To insert clip art:

1. Review the results from a clip art search in the Clip Art pane.
2. Select the desired image.

3. The clip art will appear in your slide.

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 You can also select the Insert Clip Art from File command in
a placeholder to insert clip art.

Inserting screenshots

Screenshots are pictures that capture the visible windows and items
displayed on your computer screen. They may include an open window of a
website, items on your desktop, or an open program, like the PowerPoint images
displayed in this tutorial. These images can be useful for explaining or displaying
computer programs, functions, and websites. PowerPoint allows you to capture
an image of an entire window or a screen clipping of part of a window.
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 To insert screenshots of a window:

1. Select the Insert tab.

2. Click the Screenshot command in the Images group.
3. The Available Windows from your desktop will appear. Select the window you
want to capture as a screenshot.
4. The screenshot will appear in your slide.

To insert a screen clipping from a window:

1. Select the Insert tab.

2. Click the Screenshot command, then select Screen Clipping.

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3. A faded view of your current desktop will appear, and your cursor will turn into a
cross shape .
4. Click, hold, and drag on the area of the window you want to capture.

5. The screen clipping will appear in your slide.

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 Resizing and moving images

To resize an image:

1. Click the image.

2. Position your mouse over any one of the corner sizing handles. The cursor
will become a pair of directional arrows .
3. Click, hold, and drag your mouse until the image is the desired size.

4. Release the mouse. The image will be resized.

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 The side sizing handles change the image's size but do not keep the same
proportions. If you want to keep the image's proportions, always use the corner
handles.

To move an image:

1. Click the image. The cursor will turn into a cross with arrows .
2. While holding down the mouse button, drag the image to the desired location.

3. Release the mouse button. The box will be moved.

To rotate the image, click and drag on the green circle located at the top of
the image.

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 WEEK 8

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 PowerPoint 2010:
Applying Transitions
Introduction

Transitions are motion effects that when in Slide Show view add
movement to your slides as you advance from one slide to another. There are
many transitions to choose from, each one of which allows you to control the
speed and even add sound.

In this lesson, you'll learn how to apply and customize slide transitions.

Applying transitions

If you've ever seen a PowerPoint presentation that had special

effects between each slide, you've seen slide transitions. A transition can be
as simple as fading to the next slide or as complex as a flashy, eye-catching
effect. This means you can choose transitions to fit the style of any presentation.

About transitions

There are three categories of unique transitions to choose from, all of

which can be found on the Transitions tab:

 Subtle (slight transitions)

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 Exciting (strong transitions)

 Dynamic Content (strong transitions that affect only the content, such as text
or images)

To apply a transition:

1. Select the slide you want to modify.

2. Click the Transitions tab.
3. Locate the Transition to This Slide group. By default, None is applied to
each slide.

4. Click the More drop-down arrow to display all of the transitions.

5. Click a transition to apply it to the selected slide. This will automatically preview
the transition as well.

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 When working with transitions, the Apply To All command in
the Timing group can be used at any time to make your presentation uniform.
Use this command with caution. Not only does it apply the sametransition to
every slide, but it also applies the settings in the Timing group, which you may
not want to be the same throughout your presentation.

To preview a transition:

You can preview the transition for a selected slide at any time, using
either of these two methods:

 Click the Preview command on the Transitions tab.

 Click the star Play Animations icon. The icon appears on the Slides tab in
the left pane beside any slide that includes a transition.

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 Modifying transitions

To modify the duration:

1. Select the slide that includes the transition you want to modify.
2. In the Duration field in the Timing group, enter the amount of time you want
the transition to take. In this example, we will specify the length as 2 seconds, or
02.00.

To add sound:

1. Select the slide that includes the transition you want to modify.
2. Click the Sound drop-down menu in the Timing group.
3. You will hear the sound and see a live preview of the transition as you hover over
each sound.

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4. Click a sound to apply it to the selected slide.

To remove a transition:

1. Select the slide you want to modify.

2. Choose None from the gallery in the Transition to This Slide group.

3. Repeat this process for each slide you want to modify.

To remove transitions from all slides, select a slide that uses None, then
click the Apply to All command.

Advancing slides

To advance slides automatically:

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 In Slide Show view, you would typically advance to the next slide by
clicking your mouse or pressing Enter on your keyboard. Using the Advance
Slides settings in the Timing group, you can set your presentation to advance
on its own instead and display each slide for a specific amount of time. This is
useful for unattended presentations, such as at a tradeshow booth.

1. Select the slide you want to modify.

2. Locate the Timing group on the Transitions tab.
3. Under Advance Slide, uncheck the box next to On Mouse Click.
4. In the After field, enter the amount of time you want to display the slide. In this
example, we'll advance the slide automatically after 1 minute 30 seconds, or
01:30:00.

5. Select another slide, and repeat the process until all the desired slides have the
appropriate timing.

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 PowerPoint 2010:
Presenting Slide Show
Introduction

Once your slide show is completed, you will need to learn how to present
it to an audience. PowerPoint offers several tools and features that can help
make your presentation smooth, engaging, and professional.

In this lesson, you will learn how to play a slide show and advance through
slides. In addition, you will learn about various presentation options like
using a highlighter to mark slides and how to set your slide show to play on a
continuous loop.

Presenting a slide show

To present your slide show, you'll need to know how to start it. PowerPoint
allows you to start your slide show from the first slide or from any slide within the
slide show. Once your slide show has started, you'll need to know how to
advance through the slides.

To start a slide show:

1. Select the Slide Show tab.

2. Click the From Beginning command in the Start Slide Show group to start
the slide show with the first slide.

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 You can also start the slide show from the slide you prefer by selecting the
slide and clicking on From Current Slide from the Start Slide Show group. This
option is convenient if you only want to view or present certain slides.

Another option for starting the slide show is to select Slide Show view at
the bottom of the window.

To advance and reverse slides:

1. Hover your mouse over the bottom-left of the screen. A menu will appear.
2. Click the right arrow to advance slides and the left arrow to reverse slides.

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 You can also use the arrow keys on your keyboard to advance and
reverse slides.

To stop or end a slide show:

To end a slide show, hover and select the menu box options command
and click End Show. You can also press the Esc key at the top left of your
keyboard to end the show.

Presentation tools and features

PowerPoint provides convenient tools and features you can use while you
are presenting your slide show. Features include changing your mouse pointer to
a pen or highlighter to draw attention to items in your slides. In addition, you can
jump around to slides in your presentation or access items from your computer
desktop if needed.

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 To access the pen or highlighter:

1. Hover and click the pen menu option in the bottom-left of your screen.
2. Select Pen or Highlighter based on your preference.

3. Use the pointer to draw on or mark your slides.

From the same menu, you can also change the color of the pen or
highlighter. Keep in mind that light color choices are best for the highlighter.

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 To erase ink markings:

1. Hover and click the pen menu option in the bottom-left of your screen.
2. Select Eraser to erase individual ink markings, or select Erase All Ink on
Slide to erase all markings.

When you end your slide show, you also have the option
to Keep or Discard (erase) any ink markings you made during your
presentation.

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 To jump to a nonadjacent slide:

1. Hover and click the menu box option in the bottom-left of your screen.
2. Select Go to Slide, and choose the slide you want to jump to in your
presentation.

To access the desktop:

Sometimes you may need to access the Internet or other files and
programs on your computer during your presentation. PowerPoint allows you to
access your desktop task bar without ending your presentation.

1. Hover and click the menu box option in the bottom-left of your screen.
2. Select Screen, then click Switch Programs.

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3. Your computer's task bar will appear. Choose a program you want to switch to.

Menu access options:

You can also access any of the above menu items by right-
clicking anywhere on the screen during your slide show.

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 Keyboard shortcuts

 Switch between the pen pointer and mouse pointer by pressing Ctrl+P (pen)
or Ctrl+M (mouse) on your keyboard.
 Press E on the keyboard to erase any ink markings while using the pen or
highlighter.

Slide show setup options

PowerPoint has various options for setting up and playing a slide show.
For example, you can set up an unattended presentation that can be displayed at
a kiosk and make your slide show repeat with continuous looping.

To access slide show setup options:

1. Select the Slide Show tab.

2. Click the Set Up Show command.

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3. The Set Up Show dialog box will appear. Click the buttons in the interactive
below to learn about the various options available for setting up and playing a
slide show.

4. Click OK to apply the settings to the slide show.

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230
 PowerPoint 2010:

Saving and Printing

Introduction

Are you saving for the first time? Do you need to share your presentation
with someone who doesn't have PowerPoint 2010? Would you like to print
handouts of your presentation? Do you need a printout that shows your notes
with your slides? All of these factors will affect how you save and print your
PowerPoint presentations.

In this lesson, you'll learn how to use the Save and Save As commands,
in addition to learning how to save in alternative file formats. We'll also cover
all of the printing tasks and settings in the Print pane, along with the Quick
Print feature.

Saving and printing presentations

When you create a new presentation in PowerPoint, you'll need to know

how to save it in order to access and edit it later. PowerPoint allows you to save
your presentations in several ways.

Once you've created your document, you may want to print it to view and
share your work offline. It's easy to preview and print a document in Word using
the Print pane.

To use the Save As command:

Save As allows you to choose a name and location for your presentation.
It's useful if you've first created a presentation or if you want to save a different
version of a presentation while keeping the original.

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1. Click the File tab.
2. Select Save As.

3. The Save As dialog box will appear. Select the location where you want to save
the presentation.
4. Enter a name for the presentation, then click Save.

To use the Save command:

1. Click the Save command on the Quick Access toolbar.

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2. The presentation will be saved in its current location with the same file name.

If you are saving for the first time and select Save, the Save As dialog
box will appear.

AutoRecover

PowerPoint automatically saves your presentation to a temporary folder

while you're working on it. If you forget to save your changes or if PowerPoint
crashes, you can recover the autosaved file.

1. Open a presentation that was previously closed without saving.

2. In Backstage view, click Info.
3. If there are autosaved versions of your file, they will appear under Versions.
Click the file to open it.

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4. To save changes, click Restore, then click OK.

By default, PowerPoint autosaves every 10 minutes. If you are editing a

presentation for less than 10 minutes, PowerPoint may not create an autosaved
version.

Other file formats

To save as a PowerPoint 97-2003 presentation:

You can share your presentation with anyone using PowerPoint 2010 or
2007 because they use the same file format. However, earlier versions of
PowerPoint use a different file format, so if you want to share your presentation
with someone using an earlier version of PowerPoint you'll need to save it as a
PowerPoint 97-2003 presentation.

1. Click the File tab.

2. Select Save As.
3. In the Save as type drop-down menu, select PowerPoint 97-2003
Presentation.

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4. Select the location where you want to save the presentation.
5. Enter a name for the presentation, then click Save.

To save as a different file type:

If you want to share your presentation with someone who doesn't have
PowerPoint, you have several file types to choose from.

1. Click the File tab.

2. Select Save & Send.
3. Choose from three special File Types:
o Create PDF/XPS Document: This saves the contents of your slide
show as a document instead of a PowerPoint file.
o Create a Video: This saves your presentation as a video that can be
shared online, in an email, or on a disc.
o Package Presentation for CD: This saves your presentation in a folder
along with the Microsoft PowerPoint Viewer, a special slide show player
that anyone can download and use.

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 Printing

In previous versions of PowerPoint, there was a Print Preview option

that allowed you to see exactly what the presentation looked like before printing
it. You may have noticed that this feature seems to be gone in PowerPoint 2010.
It actually hasn't disappeared; it has just been combined with the Print window
to create the Print pane, which is located in Backstage view.

To view the Print pane:

1. Click the File tab to go to Backstage view.

2. Select Print. The Print pane appears, with the print settings on the left and
the Preview on the right.

Click the buttons in the interactive below to learn about the various printing
settings and options found in the Print pane.

To print:

1. Go to the Print pane.

2. Determine and choose how you want the slides to appear on the page.
3. If you only want to print certain slides, you can type a range of slides.
Otherwise, select Print All Slides.
4. Select the number of copies.
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5. Select a printer from the drop-down list.
6. Click the Print button.

Quick Print

There may be times when you want to print something with a single click
using Quick Print. This feature prints the document using the default
settings and the default printer. In PowerPoint 2010, you'll need to add it to
the Quick Access toolbar in order to use it.

Quick Print always prints the entire presentation, so if you only want to
print part of your presentation you'll have to use the Print pane.

To access the Quick Print button:

1. Click the drop-down arrow on the right side of the Quick Access toolbar.
2. Select Quick Print if it is not already checked.

3. To print, click the Quick Print command.

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 PowerPoint 2010:

1. In the Start At field, enter the desired starting number.

2. The list will update the numbering to begin with the new number.

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 PowerPoint 2010:

Modifying Themes
Introduction

A theme is a predefined combination of colors, fonts, and effects that

can be applied to your presentation. PowerPoint includes built-in themes that
allow you to easily create professional-looking presentations without spending a
lot of time formatting. You can modify themes by combining the colors, fonts,
and effects from different themes, and you can customize them even further by
creating your own sets of colors and fonts.

In this lesson, you will learn how to modify theme colors, theme fonts,
and theme effects, as well as apply a background style.

Modifying themes

Let's say you like the fonts from one theme but would like to experiment
with different color schemes. In PowerPoint 2010, you can mix and match
the colors, fonts, and effects from different themes to create a unique look for
your presentation. If it still doesn't look exactly right, you can customize
the theme colors and theme fonts.

You can download this example for extra practice.

To change theme colors:

1. From the Design tab, click the Theme Colors command. A drop-down menu
will appear.
2. Hover the mouse over the different sets of theme colors to see a live preview.

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3. Select the set of theme colors you want, or select Create New Theme
Colors to customize each color individually.

Sometimes when the theme colors are changed, the text colors may not
update on all slides. If this happens, Save and Close your file. When you
reopen it, it should display the correct colors.

To create new theme colors:

1. From the Design tab, click the Theme Colors command. A drop-down menu
will appear.
2. Select Create New Theme Colors.

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3. The dialog box will show the 12 current theme colors. To edit a color, click
the drop-down arrow and select a different color. To choose the exact color you
want, you may need to click More Colors.

4. In the Name field, type the desired name for the theme colors, then click Save.
The presentation will update to show the new theme colors.

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 To change theme fonts:

1. From the Design tab, click the Theme Fonts command. A drop-down menu
will appear.
2. Hover the mouse over the different sets of theme fonts to see a live preview.

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3. Select the set of theme fonts you want, or select Create New Theme
Fonts to customize each font individually.

To create new theme fonts:

1. From the Design tab, click the Theme Fonts command. A drop-down menu
will appear.
2. Select Create New Theme Fonts.

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3. The dialog box will show the two theme fonts. To change the fonts, click the
drop-down arrows and select the desired fonts.
4. In the Name field, type the desired name for the theme fonts, then click Save.
The presentation will update to show the new theme fonts.

To change theme effects:

1. From the Design tab, click the Theme Effects command. A drop-down menu
will appear.
2. Hover the mouse over the different sets of theme effects to see a live preview.

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3. Select the set of theme effects you want.

Saving your theme

Once you've found settings you like, you may want to save the theme so
you can use it in other presentations.

To save a theme:

1. From the Design tab, click the Themes command. A drop-down menu will
appear.
2. Select Save Current Theme.

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3. Type a file name for your theme, then click Save.

Background styles
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 To further customize your slides, you can change the
background's color and texture by choosing a different background style.
The available background styles will vary depending on the theme you're using.

To apply a background style:

1. From the Design tab, click the Background Styles command.

2. Select the desired style. The new background will appear in the slides.

If you want even more control over the background, you can
select Format Background from the menu.

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 WEEK 9

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 Animating text and objects

PowerPoint offers a variety of animations you can use to enhance your

presentation. Animations can be used to make text or objects appear on a
slide, exit a slide, or emphasize the text or objects already on a slide. You can
even use motion paths to create a customized animation.

The four types of animations

There are many different animation effects you can choose from, and they
are organized into four types:

 Entrance: These control how the object enters the slide. For example, with
the Bounce animation, the object will drop onto the slide and then bounce
several times.

 Emphasis: These animations occur while the object is on the slide and are
often triggered by a mouse click. For example, you can set an object
to Spin when you click the mouse.

 Exit: These control how the object exits the slide. For example, with
the Fade animation, the object will simply fade away.

 Motion Paths: These are similar to Emphasis effects, except the object
moves within the slide along a predetermined path, like a circle.

To apply an animation to an object:

1. Select an object.
2. Click the Animations tab.

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3. In the Animation group, click the More drop-down arrow to view the available
animations.

4. Select the desired animation effect.

5. The object will now have a small number next to it to show that it has an
animation. Also, in the Slide pane, the slide will now have a star symbol next to
it.

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 At the bottom of the menu, you can access even more effects.

Effect options

Some effects will have options you can change. For example, with
the Fly In effect, you can control which direction the object comes from.
These options can be accessed from the Effect Options command in the
Animation group.

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 Working with animations

To add multiple animations to an object:

If you select a new animation from the menu in the Animation group, it
will replace the object's current animation. However, you'll sometimes
want to place more than one animation on an object, such as with
an entrance and exit effect. To do this, you'll need to use the Add
Animation command, which will allow you to keep your current animations
while adding new ones.

1. Select the object.

2. Click the Animations tab.
3. In the Advanced Animation group, click the Add Animation command to
view the available animations.
4. Select the desired animation effect.

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5. If the object has more than one effect, it will have a different number for each
effect. The numbers indicate the order in which the effects will occur.

It's important to consider how you want animations to appear in your slide
show. Well-placed animations can help emphasize important points or
information, while too many animations can become distracting for your
audience.

To copy animations with the Animation Painter:

Sometimes you may want to apply the same effects to more than one
object. You can do this by copying the effects from one object to another using
the Animation Painter.

1. Click the object that has the effects you want to copy.
2. From the Animations tab, click the Animation Painter command.

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3. Click the object you want to copy the effects to. The effects will be applied to the
object.

To reorder the animations:

1. Select the number of the effect you want to change.

2. From the Animations tab, click the Move Earlier or Move Later commands
to change the ordering.

To preview animations:

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 Any animation effects you have applied will show up when you play the
slide show. However, you can also quickly preview the animations for the
current slide without viewing the slide show.

1. Navigate to the slide you want to preview.

2. From the Animations tab, click the Preview command. The animations for the
current slide will play.

The Animation pane

The Animation pane allows you to view and manage all of the effects
that are on the current slide. You can modify and reorder effects directly from
the Animation pane, which is especially useful when you have several effects.

To open the Animation pane:

1. From the Animations tab, click the Animation Pane command.

2. The Animation pane will open on the right side of the window. It will show all of
the effects for the current slide in the order they will appear.

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 To reorder effects from the Animation pane:

1. On the Animation pane, click and drag an effect up or down.

2. The effects will reorder.

To preview effects from the Animation pane:

1. From the Animation pane, click the Play button.

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2. The effects for the current slide will play. On the right side of the Animation pane,
you will be able to see a timeline that shows the progress through each effect.

If the timeline is not visible, click the drop-down arrow for an effect, then
select Show Advanced Timeline.

To change an effect's start option:

By default, an effect begins playing when you click the mouse during a
slide show. If you have multiple effects, you will need to click multiple times to
start each effect individually. However, by changing the start option for each
effect, you can have effects that automatically play at the same time or one
after the other.

1. From the Animation pane, select an effect. A drop-down arrow will appear next
to the effect.

2. Click the drop-down arrow. You will see three start options:
o Start on Click: This will start the effect when the mouse is clicked.
o Start With Previous: This will start the effect at the same time as the
previous effect.
o Start After Previous: This will start the effect when the previous effect
ends.

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3. Select the desired start option.

When you preview the animations, all of the effects will play through
automatically. To test effects that are set to Start on Click, you will need to play
the slide show.

The Effect Options dialog box

From the Animation pane, you can access the Effect Options dialog
box, which contains more advanced options you can use to fine tune your
animations.

To open the Effect Options dialog box:

1. From the Animation pane, select an effect. A drop-down arrow will appear next
to the effect.
2. Click the drop-down arrow, and select Effect Options. The Effect Options
dialog box will appear.
3. From here, you can add various enhancements to the effect:
o Sound: This adds a sound effect to the animation.
o After animation: This changes the color or hides the object after the
animation is over.
o Animate text: If you are animating text, you can choose to animate it all
at once, one word at a time, or one letter at a time.

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 Some effects have additional options you can change. These will vary
depending on the effect you've selected.

To change the effect timing:

1. From the Effect Options dialog box, select the Timing tab.

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2. From here, you can add a delay before the effect starts, change
the duration of the effect, and control whether the effect repeats.

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 Inserting Videos
Introduction

PowerPoint allows you to insert a video directly into your presentation.

You can even edit the video within PowerPoint and customize its appearance
with a video style.

In this lesson, you will learn how to insert a video, edit it,
and format its appearance.

Inserting videos

Adding a video to your presentation can help emphasize certain points

and provide an example. Once you add a video, you can edit it and format its
appearance.

To insert a video from a file on your computer:

1. From the Insert tab, click the Video drop-down arrow and select Video from
File.

2. Locate and select the desired video file, then click Insert.

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3. The video will be added to the slide.

Embedding a video from a website

Some websites—like YouTube—allow you to embed videos into your

slides. An embedded video will still be hosted on its original website, meaning the
video itself won't be added to your file. Embedding can be a convenient way to
reduce the file size of your presentation, but you'll also need to be connected to
the Internet for the video to play.

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 We have found that this feature no longer works in PowerPoint 2010. If
you need to add an online video, you could insert a hyperlink to the video
directly on your slide. Review our lesson on Hyperlinks and Action
Buttons to learn how.

Working with the video

To preview the video:

1. Make sure the video is selected.

2. Click the Play/Pause button below the video. The video will start playing, and
the timeline next to the Play/Pause button will begin to advance.

3. To jump to a different part of the video, click anywhere on the timeline.

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 To resize the video:

1. Select the video. A box with resizing handles will appear around the video.
2. Click and drag any of the handles to resize the video.

Editing and formatting videos

The Playback tab has several options you can use to edit your video. For
example, you can trim your video so it will only play an excerpt, add a fade
in and fade out, and add bookmarks that allow you to jump to specific points
in the video.

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 Most of the features on the Playback tab can only be used with videos that
are inserted from a file. They will not work with embedded videos.

To trim the video:

1. From the Playback tab, click the Trim Video command. The Trim Video dialog
box will appear.

2. Use the green and red handles to set the start and end times.

3. To preview the video file, click the Play button.

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4. Adjust the green and red handles again if necessary, then click OK.

To add a fade in and fade out:

1. On the Playback tab, locate the Fade In and Fade Out fields.
2. Type the desired values, or use the up and down arrows to adjust the times.

To add a bookmark:

1. Click the Play/Pause button to play the video, and when you have located the
part you want to bookmark, pause it. You can also click the timeline to locate
the desired part of the video.

2. From the Playback tab, click Add Bookmark.

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3. A small circle will appear on the timeline to indicate the bookmark.

4. You can now click the bookmark to jump to that location.

To remove a bookmark:

1. Select the bookmark.

2. From the Playback tab, click Remove Bookmark. The bookmark will
disappear.

Video options

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 There are other options you can set to control how your video plays.
These are found in the Video Options group on the Playback tab.

 Volume: This changes the audio volume in the video.

 Start: This controls whether the video file starts automatically or when the
mouse is clicked.
 Play Full Screen: This lets the video fill the entire screen while it's playing.
 Hide While Not Playing: This hides the video when it's not playing.
 Loop Until Stopped: This causes the video to repeat until it is stopped.
 Rewind After Playing: This causes the video to return to the beginning when
it's finished playing.

Formatting the appearance of a video

Much like pictures, PowerPoint allows you to format the

appearance of a video by applying a video style, adding a border, changing
the shape, applying effects such as 3D rotation, making image corrections,
and adjusting the color. You can also add a poster frame, which is
the placeholder image your audience will see before the video starts playing.
The poster frame is often just a frame taken from the video itself, but you can
also use a different image if you want.

To create a poster frame:

1. Select the video.

2. Start playing the video. When you see the frame you want to use, click
the Play/Pause button to pause it.
3. From the Format tab, click the Poster Frame command. A drop-down menu
will appear.
4. Select Current Frame.

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5. The current frame will become the poster frame.

If you want to use a picture from your computer, you can select Image
from file from the menu.

To apply a video style:

1. Select the video. The Format tab will appear.

2. Select the Format tab.
3. In the Video Styles group, click the More drop-down arrow to display all of the
video styles.

4. Select the desired style.

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5. The new style will be applied to the video.

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 PowerPoint 2010:
Inserting Audio
Introduction

PowerPoint allows you to add sound to your presentation, which opens

up many possibilities. Perhaps you want to add background music to one
slide, a sound effect to another, and some narration or commentary to a
few slides. You can either add an audio file from your computer or browse
PowerPoint's collection of clip art audio. You can then edit the sounds within
PowerPoint so they are tailored to your presentation.

In this lesson, you will learn how to insert sounds into a presentation
and edit them.

Inserting audio

Have you ever watched a PowerPoint presentation that seemed to narrate

itself? Or have you seen a slide show that featured applause when the last slide
was reached? If so, you've heard examples of how audio can be applied to slide
shows. PowerPoint allows you to insert audio files from your computer, or you
can search the Clip Art Studio to find the audio you need. Once you've
inserted audio, you can then edit it.

To insert audio from a file on your computer:

1. From the Insert tab, click the Audio drop-down arrow and select Audio from
File.

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2. Locate and select the desired audio file, then click Insert.

3. The audio file will be added to the slide.

To insert clip art audio:

1. From the Insert tab, click the Audio drop-down arrow and select Clip Art
Audio. The Clip Art pane will appear on the right.

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2. Enter keywords in the Search for: field, then click Go.

3. The results will appear in the Clip Art pane. To preview an audio file, right-click
the file and select Preview/Properties.

4. A dialog box will appear, and the audio file will start playing automatically (it may
take a few seconds to load). To play it again, press the Play button.

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5. When you're finished previewing the file, click Close.
6. Once you have found the audio file you want to use, click it to insert it into the
slide.

Recording your own audio

Sometimes you may want to record audio directly into a presentation, like
if you want the presentation to include narration. Before you begin, make sure

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 you have a microphone that's compatible with your computer; many computers
have built-in microphones or ones that can be plugged in to the
computer.

To record audio:

1. From the Insert tab, click the Audio drop-down arrow and select Record
Audio.

2. Type a name for the audio recording if you want.

3. Click the red Record button to start recording.

4. When you're finished recording, click the Stop button.

5. To preview your recording, click the Play button.

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6. When you're done, click OK. The audio file will be inserted into the slide.

Working with audio

Just like with videos, you can modify your audio files using the various
features of the Playback tab. For example, if you add a song to a slide, you
can trim it so it will only play one section of the song, and you can add a fade
in and fade out to smooth out the beginning and end. You can also
add bookmarks that allow you to jump to specific points in the audio file.

To trim the audio:

1. From the Playback tab, click the Trim Audio command. The Trim Audio dialog
box will appear.

2. Use the green and red handles to set the start time and end time.

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3. To preview the audio file, click the Play button.

4. Adjust the green and red handles again if necessary, then click OK.

To add a fade in and fade out:

1. On the Playback tab, locate the Fade In and Fade Out fields.
2. Type in the desired values, or use the up and down arrows to adjust the times.

To add a bookmark:

1. Click the Play/Pause button to play the audio file, and when you have located
the part you want to bookmark, pause it. You can also click the timeline to
locate the desired part of the audio file.

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2. From the Playback tab, click Add Bookmark.

3. A small circle will appear on the timeline to indicate the bookmark.

4. You can now click the bookmark to jump to that location.

To remove a bookmark:

1. Select the bookmark.

2. From the Playback tab, click Remove Bookmark. The bookmark will
disappear.

Audio options

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 There are other options you can set to control how your audio file plays.
These are found in the Audio Options group on the Playback tab.

 Volume: This changes the audio volume.

 Start: This controls whether the audio file starts automatically or when the
mouse is clicked.
 Hide During Show: This hides the audio icon while the slide show is playing.
 Loop Until Stopped: This causes the audio file to repeat until it is stopped.
 Rewind After Playing: This causes the audio file to return to the beginning
when it's finished playing.

Formatting the audio icon

By default, an audio file will show up as a speaker icon in the slide. If you
want, you can change the icon to a different picture, and you can apply all of the
different types of image formatting that you would apply to a picture such
as artistic effects and picture styles, which are accessed in the Format tab.

To change the icon to a different picture:

1. Select the audio icon in the slide.

2. From the Format tab, select the Change Picture command. The Insert Picture
dialog box will appear.

3. Locate and select the desired picture, then click Insert.

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4. The icon will change to the new picture.

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 PowerPoint 2010:
Hyperlinks and Action Buttons
Introduction

When you're online, you're using hyperlinks to navigate from one

webpage to another. If you want to include a web address or email
address in your PowerPoint presentation, you can choose to format them as
clickable hyperlinks. It's also possible to link to files and other slides within a
presentation. It's easy to do all of this using two tools: hyperlinks and action
buttons.

In this lesson, you will learn how to insert hyperlinks using text and objects
and how to insert action buttons.

Inserting hyperlinks

Adding hyperlinks to your presentation can help readers quickly access

contact information or information from the Internet. Additionally, hyperlinks in the
form of action buttons are useful for navigating your slide show. To use
hyperlinks, you'll need to know how to insert hyperlinks using text and objects,
as well as how to insert action buttons.

About hyperlinks

Hyperlinks have two basic parts: the address of the webpage, email
address, or other location they are linking to; and the display text, which can
also be a picture or shape. For example, the address could
be https://www.youtube.com and the display text could be YouTube. In
some cases, the display text might be the same as the address. When you're
creating a hyperlink in PowerPoint, you'll be able to choose both the address and
the display text or image.

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 To insert a hyperlink:

1. Select the image or text you want to make a hyperlink.

2. Right-click the selected text or image, then click Hyperlink.

3. The Insert Hyperlink dialog box will open. You can also get to this dialog box
from the Insert tab by clicking Hyperlink.

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4. If you selected text, the words will appear in the Text to display field at the top.
You can change this text if you want.
5. Type the address you want to link to in the Address field.
6. Click OK. The text or image you selected will now be a hyperlink to the web
address.

To insert a hyperlink to an email address:

1. Right-click the selected text or image, then click Hyperlink.

2. The Insert Hyperlink dialog box will open.
3. On the left side of the dialog box, click Email Address.

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4. Type the email address you want to connect to in the Email Address box, then
click OK.

PowerPoint often recognizes email and web addresses as you type and
will format them as hyperlinks automatically after you press the Enter key or
the spacebar.

To open and test a hyperlink

1. After you create a hyperlink, it's important to test it. Right-click the hyperlink,
then click Open Hyperlink.

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2. Your web browser should open and navigate to the linked page. If it does not
work, check the hyperlink address for any misspellings.

To remove a hyperlink:

1. Right-click the hyperlink.

2. Click Remove Hyperlink.

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 More hyperlinks

In PowerPoint, you can also use hyperlinks to link to resources that are
not online. To create a quick way to refer to another slide in your presentation,
you can create a hyperlink to that slide. You can even create hyperlinks to files
stored on your computer.

To insert a hyperlink to another slide:

1. Right-click the selected text or image, then click Hyperlink.

2. The Insert Hyperlink dialog box will open.
3. On the left side of the dialog box, click Place in this Document.

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4. A list of the other slides in your presentation will appear. Click the name of the
slide you want to link to.

5. Click OK. The text or image will now be a hyperlink to the slide you selected.

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 To insert a hyperlink to another file:

1. Right-click the selected text or image, then click Hyperlink.

2. The Insert Hyperlink dialog box will open.
3. On the left side of the dialog box, click Existing File or Web Page.

4. Click the drop-down arrow to browse for your file.

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5. Select the desired file.

6. Click OK. The text or image will now be a hyperlink to the file you selected.

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 If you plan on displaying your presentation on a different computer than
you used to create it, your hyperlink to another file may not work. Make sure you
have a copy of the linked file on the computer you are using to present, and
always test hyperlinks before giving a presentation.

Inserting action buttons

Another tool you can use to connect to a webpage, file, email address, or
slide is called an action button. Action buttons are built-in button
shapes you can add to a presentation and set to link to another slide, play a
sound, or perform another action. When someone clicks or moves over the
button, the selected action will occur. Action buttons can do many of the same
things as hyperlinks. Their easy-to-understand style makes them especially
useful for self-running presentations at booths and kiosks.

You can insert action buttons on one slide at a time, or you can insert an
action button that will show up on every slide. The second option can be useful if
you want every slide to link back to a specific slide, like the title page or table of
contents.

To insert an action button on one slide:

1. Click the Insert tab.

2. Click the Shapes command in the Illustrations group. A drop-down menu will
appear with the action buttons located at the bottom.

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3. Select the desired action button.
4. Insert the button onto the slide by clicking the desired location. The Action
Settings dialog box will appear.
5. Select the Mouse Click or Mouse Over tab. Selecting the Mouse Click tab
means the action button will perform its action only when clicked. Selecting
the Mouse Over tab will make the action button perform its action when you
move the mouse over it.
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6. In the Action on click section, select Hyperlink to:, then click the drop-down
arrow and choose an option from the menu.

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7. Check the Play Sound box if you want a sound to play when the action button
is clicked. Select a sound from the drop-down menu, or select Other sound to
use a sound file on your computer.

8. Click OK.

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 To insert an action button on all slides:

1. Click the View tab.

2. In the Master Views group, click the Slide Master command. A blank slide in
the style of your presentation will appear. Don't worry about changing anything
else.

3. Go to the Insert tab, and follow the instructions above to insert an action
button.
4. Return to the Slide Master tab, then click Close Master View. The new
action button will now be on every slide.

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 To edit, move, or delete an action button inserted this way, click
the View tab, then Slide Master. Click Close Master View after making the
desired changes.

To test an action button:

After you create an action button, it's important to test it.

1. Click the Slide Show tab.

2. In the Start Slide Show group, click From Current Slide.

3. Click your action button.

4. After you have tested it, right-click anywhere on the screen and select End
Show.

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5. If your action button did not work as you intended, follow the instructions below
to edit it.

To edit an action button:

1. Select the action button.

2. Click the Insert tab.
3. In the Links group, click the Action command. The Actions Settings dialog
box will appear.

4. Edit the action or hyperlink.

5. Click OK.

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 To change the appearance of an action button:

1. Select the action button.

2. Click the Drawing Tools Format tab.

3. To change the button style or color, use the tools in the Shape Styles group.

4. To change the shape of the action button, click Edit Shape in the Insert
Shapes group. Select a new shape from the drop-down menu.

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 WEEK 10

299
 PowerPoint 2010:
Working with Tables
Introduction

Tables are another tool you can use to display information in PowerPoint
2010. A table is a grid of cells arranged in rows and columns. Tables can be
customized and are useful for various tasks such as presenting text information
and numerical data.

In this lesson, you will learn how to insert tables, apply table styles,
and format tables using various commands.

Working with tables

In PowerPoint, tables are useful for organizing and presenting data. To

use tables in your slide show, you'll need to know how to insert them,
apply table styles, and format them.

To insert a blank table:

1. On the Insert tab, click the Table command.

2. Hover your mouse over the diagram squares to select the number
of columns and rows in the table.

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3. Click your mouse. The table will appear on the slide.
4. You can now place the insertion point anywhere in the table to add text.

To make sure your table looks good with the slide layout, you can also
insert a table using the placeholder. Click the Insert Table icon in the
placeholder, then enter the desired number of rows and columns.

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 To move a table:

1. Place the cursor over the edge of the table. The cursor will turn into a cross with
arrows .
2. Click and drag the table to the desired location.

3. Release the mouse button to drop the table in the new location.

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 Modifying tables

To resize a table:

1. Position the mouse over one of the sizing handles located around the edge of
the table. The cursor will become a pair of directional arrows .

2. Click, hold, and drag your mouse to make the table larger or smaller.

3. Release the mouse. The table will be resized.

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 To add a column or row:

1. Place the insertion point in a cell adjacent to the location where you want to
add a row or column.

2. Select the Table Tools Layout tab, and locate the Rows & Columns
group.

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3. If you want to insert a new row, select either Insert Above or Insert Below. If
you want to insert a new column, select either Insert Left or Insert Right.
4. A new row or column will appear.

To delete a row or column:

1. Select the row or column by placing the insertion point in any cell in that row or
column.
2. Select the Table Tools Layout tab.
3. In the Rows & Columns group, click Delete. A drop-down menu appears.
4. Select Delete Rows or Delete Columns.

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 Modifying the table style

To apply a table style:

1. Click anywhere on the table. The Table Tools tab will appear on the Ribbon.
2. Select the Table Tools Design tab, and locate the Table Styles.
3. Click the More drop-down arrow to see all of the table styles.

4. Hover the mouse over the various styles to see a live preview.

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5. Select the desired style.

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 To change table styles options:

Once you've chosen a table style, you can turn various

options on and off to change the appearance of the table. There are six
options: Header Row, Total Row, Banded Rows, First Column, Last
Column, and Banded Columns.

1. Click anywhere on the table. The Table Tools tab will appear.
2. Click the Table Tools Design tab.
3. Hover the mouse over each option in the Table Style Options group to see an
explanation of what it does, and check or uncheck the desired options.

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 Depending on the table style you're using, certain table style
options may have somewhat different effects. You may need to experiment to
get the exact look you want.

To add borders to a table:

1. Select the cells you want to add a border to.

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2. From the Table Tools Design tab, select the desired Line Style, Line
Weight, and Pen Color.

3. Click the Borders drop-down arrow.

4. From the drop-down menu, select the desired border type.

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5. The border will be added to the selected cells.

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 Modifying a table using the layout tab

When you select a table in PowerPoint 2010, Design and Layout tabs
appear under Table Tools on the Ribbon. Using commands on the Layout tab,
you can make a variety of modifications to the table.

Click the buttons in the interactive below to learn about the different ways
you can modify a table with the Layout tab.

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 Working with Charts
Introduction

A chart is a tool you can use to communicate your data graphically.

Displaying charts in PowerPoint allows your audience to see the meaning
behind the numbers, and it makes showing comparisons and trends much
easier. In this lesson, you will learn how to insert charts and modify them so
they communicate information effectively.

Charts

In many ways, charts are an ideal way to present information

in PowerPoint 2010. They give you an illustration of your data. A chart can
help you show your audience what your data means and why it's important.
Plus, they can add visual interest to slide shows that are otherwise filled with
text. To use charts effectively, you'll need to know how
to insert and modify them.

Types of charts

Click the arrows in the slideshow below to view examples of some of the
types of charts available in PowerPoint.

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

PowerPoint 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
PowerPoint.

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

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

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


 1
 2
 3
 4
 5
 6
 7
 8

Identifying the parts of a chart

Click the buttons in the interactive below to learn about the different parts
of a chart.

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 Inserting charts

To insert a chart:

1. Select the Insert tab.

2. Click the Insert Chart command in the Illustrations Group. The Insert
Chart dialog box will appear.

3. Select a category from the left pane of the dialog box, and review
the charts that appear in the center. If you are unsure about which chart best fits
your needs, review the interactive on the previous page.
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4. Select the desired chart.
5. Click OK. An Excel window will open with a placeholder for your data.

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 If a slide layout has a content placeholder, you can also click the Insert
Chart command to insert a new chart.

To enter chart data:

The data that appears in the Excel spreadsheet is placeholder source

data that you will replace with your own information. The Excel source data is
used to create the PowerPoint chart.

1. Enter your data into the Excel spreadsheet.

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2.
3. If necessary, click and drag the lower-right corner of the blue line to
increase or decrease the data range for rows and columns. Only the data
enclosed by the blue lines will appear in the chart.

4. Close Excel. You do not need to save the spreadsheet. The PowerPoint chart
will update to reflect the new source data.

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 You can edit the chart data at any time by selecting your chart and clicking
the Edit Data command in the Data group on the Chart Tools Design tab.

Copying and pasting existing Excel data

If you already have an Excel worksheet with data you want to use for a
PowerPoint chart, you can transfer the data by copying and pasting it. When
the Excel window opens, open your existing worksheet, select and copy the data,
and paste it into the worksheet in place of the placeholder data. Be sure to drag
the blue line to surround all the data you want to include in the chart.

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 Importing a chart from Excel

If you have already created a chart in Excel, you can import and link it to
your PowerPoint presentation. When you insert an Excel chart in PowerPoint,
any updates you make to the original Excel chart will automatically update in your
PowerPoint presentation, as long as the files remain in the same location. This
can be a convenient and time-saving feature for presentations that require
frequent updating.

1. Click the Insert tab, and locate the Text group.

2. Click the Insert Object command. A dialog box will appear.

3. In the dialog box, select Create from file.

4. Click Browse.

5. Find and select the desired Excel chart, then click OK.

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6. Click the Link check box if you want to link the data to the Excel chart. This
will enable your PowerPoint chart to update itself when changes are made to the
Excel chart.

7. Click OK. The chart will now appear in your PowerPoint presentation.

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 To edit an imported chart, double-click it to open the Excel placeholder.
After you have finished editing, be sure to save the chart in Excel.

Once you have imported a chart, be careful not to delete or move the
original Excel file. If the location of either the PowerPoint presentation or the
Excel file changes, you may have to insert the chart again in order for it to display
correctly.

Modifying charts with chart tools

There are many ways to customize and organize your charts. For
example, PowerPoint allows you to change the chart type, rearrange a chart's
data, and even change the layout and style.

Once you insert a chart, a set of chart tools will appear on the Ribbon.
These are only visible when the chart is selected. You can use the three tabs
grouped under Chart Tools to modify your chart.

To change the chart type:

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1. From the Design tab, click the Change Chart Type command. A dialog box
will appear.

2. Select the desired chart type.

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3. Click OK. The chart will update to reflect the new chart type.

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 To switch row and column data:

Sometimes when you create a chart, the data may not be grouped the
way you want it to. In the clustered column chart below on the left, the Book
Genre Sales statistics are grouped by genre, with a column for each year.
However, you could also switch the row and column data so the chart will
group the statistics by year, with columns for each genre, as in the chart on the
right. In both cases, the chart contains the same data; it's just organized
differently.

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1. Select the chart.
2. From the Chart Tools Design tab, select the Edit command in
the Data group. The Excel placeholder will open.
3. Return to your PowerPoint slide. Select the Switch Row/Column command in
the Data group.

4. The chart will adjust the data.

To change the chart layout:

1. Select the Chart Tools Design tab.

2. Click the More drop-down arrow in the Chart Layouts group to see all of the
available layouts.

3. Select the desired layout.

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4. The chart will update to reflect the new layout.

Some layouts include things like chart titles and legend labels. To
change them, place the insertion point in the text and begin typing.

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 To change the chart style:

1. Select the Chart Tools Design tab.

2. Click the More drop-down arrow in the Chart Styles group to see all of the
available styles.
3. Select the desired style.

4. The chart will update to reflect the new style.

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332
 PowerPoint 2010:
Slide Master View
Introduction

Slide Master view is a special mode in PowerPoint that allows you to

modify slides and slide layouts in your presentation.

In this lesson, you will learn how to use Slide Master view to make
changes to every slide in your presentation. You will also learn how
to modify individual slide layouts, create new layouts,
and save custom layouts.

Slide Master view

You may have noticed that when you select a different theme in
PowerPoint, it rearranges the text on your slides and adds shapes to the
background. This is because each theme has built-in slide
layouts and background graphics. You can edit these layouts with a feature
called Slide Master view. Once you learn how to use Slide Master view, you'll
be able to customize your entire slide show with a few clicks.

What is Slide Master view?

Slide Master view is a special feature in PowerPoint that allows you to

quickly modify the slides and slide layouts in your presentation. From here, you
can edit the slide master, which will affect every slide in the presentation.
You can also modify individual slide layouts, which will change any slides
using these layouts.

Let's say you find a theme you like but don't like the slide layouts. You
could use Slide Master view to customize the layouts exactly the way you want.

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 In Slide Master view, the Slide Master tab will appear first on the Ribbon,
but you'll still be able to access commands on different tabs as normal.

Using Slide Master view

Whether you're making significant changes to your slides or just a

few small tweaks, Slide Master view can help you create a consistent and
professional presentation without a lot of effort. You can use Slide Master view to
change just about anything in your presentation, but here are some of its most
common uses:

 Modifying backgrounds: Slide Master view makes it easy to customize

the background for all of your slides at the same time. For example, you could
add a watermark or logo to every slide in your presentation or modify the
background graphics of an existing PowerPoint theme.
 Rearranging placeholders: If you find that you often rearrange the
placeholders on each slide, you can save time by rearranging them in Slide
Master view instead. When you adjust one of the layouts in Slide Master view, all
of the slides with that layout will change.
 Customizing text formatting: Rather than change the text color on every
slide individually, you can use the slide master to change the text color on all
slides at once.

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 Creating unique slide layouts: If you want to create a presentation that looks
different from regular PowerPoint themes, you could use Slide Master view to
create your own layouts. Custom layouts can include your own background
graphics, placeholders, and more.

Some overall presentation changes, such as customizing the theme

fonts and theme colors, can be made quickly from the Design tab. Review
our lesson on Modifying Themes to learn more.

To make changes to all slides:

If you want to change something on all slides of your presentation, you

can edit the slide master. In our example, we'll add a logo to every slide.

1. Select the View tab, then click the Slide Master command.

2. The presentation will switch to Slide Master view, and the Slide Master tab
will be selected on the Ribbon.
3. In the left navigation pane, scroll up and select the first slide. This is
the slide master.

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4. Use the desired tabs on the Ribbon to make changes to the slide master. In our
example, we'll insert a picture in the upper-left corner of the slide.

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5. Move, resize, or delete other slide objects as needed. In our example, we'll
resize the title placeholder to fit below our newly inserted logo.

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6. When you're finished, click the Close Master View command on the Slide
Master tab.

7. The change will appear on all slides of the presentation.

When you make a change to the slide master, it's a good idea to review
your presentation to see how it affects each slide. You may find that some of
your slides don't look exactly right. On the next page, we'll show you how to fix
this by customizing individual slide layouts.

If you're inserting a background graphic, you may want to send

it behind all other objects on the slide. Right-click the object, select Send to

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 Back, then click Send to Back. Review our lesson on Arranging Objects to
learn more.

Now it's your turn! Try adding or moving a shape on the slide master
and see how it affects the rest of your slides.

Customizing slide layouts

You can use Slide Master view to modify any slide layout in your
presentation. It's easy to make small tweaks like adjusting background graphics
and significant changes like rearranging or deleting placeholders. Unlike with
slide master, changes to a slide layout will only be applied to slides using that
layout in your presentation.

To customize an existing slide layout:

In our example, our newly added logo overlaps a background graphic in

the Content with Caption Layout. We'll customize this layout to make room
for the logo.

1. Navigate to Slide Master view.

2. Locate and select the desired layout in the left navigation pane. You can hover
the mouse over each layout to see which slides are currently using this layout in
the presentation.

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3. In some layouts, the background graphics may be hidden. To show the graphics,
uncheck the box next to Hide Background Graphics.

4. Add, move, or delete any objects you want. In our example, we'll move the
purple rectangle to better show our new logo.

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5. If you want to change the arrangement of the placeholders, you can move,
resize, and delete any of them. In our example, we'll rearrange our placeholders
to create more room for text on the slide.

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6. When you're finished, click the Close Master View command on the Slide
Master tab.

7. All slides using the layout will be updated.

To add a new slide with the customized layout, click the bottom half of
the New Slide command, then select the desired layout.

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 You can also move placeholders on the slide master, which will move
the placeholders on multiple slide layouts at the same time. However, some slide
layouts may still need to be adjusted manually.

Customizing text formatting

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 You can also customize the text formatting from Slide Master view,
including the font, text size, color, and alignment. For example, if you want
to change the font for every title placeholder in your presentation, you can
modify the master title style on the slide master.

Every title placeholder is connected to the master title style on the slide
master. As you can see in the example below, modifying the font on the slide
master changes the title font on every slide.

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 Rather than customize individual placeholders, you can change
the theme fonts for the presentation. From the Slide Master tab, click
the Fonts command in the Edit Theme group, then select the desired fonts.

Creating new slide layouts

One of the most powerful features of Slide Master view is the option to
create new slide layouts. This is an easy way to add interesting and unique
slide layouts to an existing theme. You can even use this feature to design an
entirely new theme, as in the example below.

To insert a new slide layout:

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1. Navigate to Slide Master view.
2. From the Slide Master tab, click the Insert Layout command.

3. A new slide layout will appear.

4. The layout will include Title and Footer placeholders by default. Click
the Title and Footers boxes in the Master Layout group to toggle these
placeholders on and off.

5. Click the bottom half of the Insert Placeholder command, then select the
desired placeholder type. We recommend using the Content placeholder most
of the time because it can be used for any type of slide content.

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6. Click and drag to draw the placeholder on the slide. You can add more
placeholders if you want.

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7. Using the other tabs on the Ribbon, you can add background graphics, shapes,
and pictures to the slide layout.

To rename a custom layout:

You'll want to give your custom layout a unique name so it will be easy
to find.

1. Navigate to Slide Master view.

2. Select the desired layout, then click the Rename command.

3. A dialog box will appear. Type the desired name, then click Rename.

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 To use a custom layout:

Once you've created a custom slide layout, it's easy to add a new slide
with this layout to your presentation.

1. If you're currently in Slide Master view, click the Close Master View command
on the Slide Master tab.

2. From the Home tab, click the bottom half of the New Slide command, then
select the custom layout from the menu that appears.

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 PowerPoint also allows you to add new placeholders to an existing slide
layout. In the example below, we're adding a Picture placeholder to the Title
Slide layout.

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 Using custom layouts in other presentations

When you modify the master or layouts in Slide Master view, you're
actually creating a custom version of the current theme. If you want to apply the
theme to other presentations, you'll need to save it.

To save a theme:

 Select the the Slide Master tab, click the Themes command, then select Save
Current Theme from the drop-down menu.

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 If you're not in Slide Master view, you can save the theme from
the Design tab. Just click the drop-down arrow in the Themes group, then
select Save Current Theme.

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353
 WEEK 11

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 Tutorial:
Excel 2010
Introduction

You will need to know the basic ways you can work with cells and cell
content in Excel to be able to use it to calculate, analyze, and organize data. In
this lesson, you will learn how to select cells, insert content, and delete
cells and cell content. You will also learn how to cut, copy, and paste
cells; drag and drop cells; and fill cells using the fill handle.

Introduction to cells and cell content

Cells are the basic building blocks of a worksheet. They can contain a
variety of content such as text, formatting attributes, formulas,
and functions. To work with cells, you'll need to know how

The cell

Each rectangle in a worksheet is called a cell. A cell is the intersection of

a row and a column.

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 Each cell has a name, or a cell address based on which column and
row it intersects. The cell address of a selected cell appears in the name
box. Here, you can see that C5 is selected.

You can also select multiple cells at the same time. A group of cells is
known as a cell range. Rather than a single cell address, you will refer to a cell
range using the cell addresses of the first and last cells in the cell range,

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 separated by a colon. For example, a cell range that included cells A1, A2, A3,
A4, and A5 would be written as A1:A5.

To select a cell:

1. Click a cell to select it. When a cell is selected, you will notice that
the borders of the cell appear bold and the column
heading and row heading of the cell are highlighted.
2. Release your mouse. The cell will stay selected until you click another cell in the
worksheet.

You can also navigate your worksheet and select a cell by using
the arrow keys on your keyboard.

To select multiple cells:

1. Click and drag your mouse until all of the adjoining cells you want are
highlighted.

2. Release your mouse. The cells will stay selected until you click another cell in the
worksheet.

Cell content

Each cell can contain its own text, formatting, comments, formulas, and
functions.

 Text
Cells can contain letters, numbers, and dates.
 Formatting attributes
Cells can contain formatting attributes that change the way letters, numbers, and
dates are displayed. For example, dates can be formatted as MM/DD/YYYY or
M/D/YYYY.
 Comments
Cells can contain comments from multiple reviewers.
 Formulas and functions
Cells can contain formulas and functions that calculate cell values. For

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 example, SUM(cell 1, cell 2...) is a formula that can add the values in multiple
cells.

To insert content:

1. Click a cell to select it.

2. Enter content into the selected cell using your keyboard. The content appears in
the cell and in the formula bar. You can also enter or edit cell content from the
formula bar.

To delete content within cells:

1. Select the cells containing content you want to delete.

2. Click the Clear command on the Ribbon. A dialog box will appear.
3. Select Clear Contents.

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 You can also use your keyboard's Backspace key to delete content from
a single cell or the Delete key to delete content from multiple cells.

To delete cells:

1. Select the cells you want to delete.

2. Choose the Delete command from the Ribbon.

There's an important difference between deleting the content of a

cell and deleting the cell itself. If you delete the cell, by default the cells
underneath it will shift up and replace the deleted cell.

To copy and paste cell content:

1. Select the cells you want to copy.

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2. Click the Copy command. The border of the selected cells will change
appearance.

3. Select the cell or cells where you want to paste the content.
4. Click the Paste command. The copied content will be entered into the
highlighted cells.

To cut and paste cell content:

1. Select the cells you want to cut.

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2. Click the Cut command. The border of the selected cells will change
appearance.

3. Select the cells where you want to paste the content.

4. Click the Paste command. The cut content will be removed from the original
cells and entered into the highlighted cells.

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 To access more paste options:

There are more Paste options you can access from the drop-down menu
on the Paste command. These options may be convenient to advanced users
who are working with cells that contain formulas or formatting.

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 To access formatting commands by right-clicking:

1. Select the cells you want to format.

2. Right-click the selected cells. A dialog box will appear where you can easily
access many commands on the Ribbon.

To drag and drop cells:

1. Select the cells you want to move.

2. Position your mouse on one of the outside edges of the selected cells. The

mouse changes from a white cross to a black cross with 4 arrows .

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3. Click and drag the cells to the new location.
4. Release your mouse, and the cells will be dropped there.

To use the fill handle to fill cells:

1. Select the cell or cells containing the content you want to use. You can fill cell
content either vertically or horizontally.
2. Position your mouse over the fill handle so the white cross becomes
a black cross .

3. Click and drag the fill handle until all of the cells you want to fill
are highlighted.
4. Release the mouse, and your cells will be filled.

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365
 Excel 2010:
Modifying Columns, Rows, and Cells
Introduction

When you open a new blank workbook, the cells are set to a default
size. You have the ability to modify cells, as well as to insert and delete columns,
rows, and cells as needed. In this lesson, you will learn how to change row
height and column width, insert and delete rows and columns, wrap
text in a cell, and merge cells.

Working with columns, rows, and cells

By default, every row and column of a new workbook is set to the

same height and width. Excel allows you to modify column width and row
height in different ways.

To modify column width:

1. Position your mouse over the column line in the column heading so
the white cross becomes a double arrow .

2. Click and drag the column to the right to increase column width or to the left
to decrease column width.

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3. Release the mouse. The column width will be changed in your spreadsheet.

If you see pound signs (#######) in a cell, it means the column is not
wide enough to display the cell content. Simply increase the column width to
show the cell content.

To set column width with a specific measurement:

1. Select the columns you want to modify.

2. Click the Format command on the Home tab. The format drop-down menu
appears.
3. Select Column Width.

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4. The Column Width dialog box appears. Enter a specific measurement.

5. Click OK. The width of each selected column will be changed in your worksheet.

Select AutoFit Column Width from the format drop-down menu, and
Excel will automatically adjust each selected column so all of the text will fit.

To modify row height:

1. Position the cursor over the row line so the white cross becomes
a double arrow .

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2. Click and drag the row downward to increase row height or upward to
decrease height.

3. Release the mouse. The height of each selected row will be changed in your
worksheet.

To set row height with a specific measurement:

1. Select the rows you want to modify.

2. Click the Format command on the Home tab. The format drop-down menu
appears.
3. Select Row Height.

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4. The Row Height dialog box appears. Enter a specific measurement.

5. Click OK. The selected rows heights will be changed in your spreadsheet.

Select AutoFit Row Height from the format drop-down menu, and Excel
will automatically adjust each selected row so all of the text will fit.

To insert rows:

1. Select the row below where you want the new row to appear.

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2. Click the Insert command on the Home tab.

3. The new row appears in your worksheet.

When inserting new rows, columns, or cells, you will see the Insert
Options button by the inserted cells. This button allows you to choose how
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 Excel formats them. By default, Excel formats inserted rows with the same
formatting as the cells in the row above them. To access more options, hover
your mouse over the Insert Options button and click the drop-down arrow that
appears.

To insert columns:

1. Select the column to the right of where you want the new column to appear. For
example, if you want to insert a column between A and B, select column B.

2. Click the Insert command on the Home tab.

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3. The new column appears in your worksheet.

By default, Excel formats inserted columns with the same formatting as

the column to the left of them. To access more options, hover your mouse over
the Insert Options button and click the drop-down arrow that appears.

When inserting rows and columns, make sure to select the row or column
by clicking its heading so all of the cells in that row or column are selected. If you
select just a cell in the row or column, only a new cell will be inserted.

To delete rows:

1. Select the rows you want to delete.

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2. Click the Delete command on the Home tab.

3. The rows are deleted from your worksheet.

To delete columns:

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1. Select the columns you want to delete.

2. Click the Delete command on the Home tab.

3. The columns are deleted from your worksheet.

Wrapping text and merging cells

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 If a cell contains more text than can be displayed, you can choose to wrap
the text within the cell or merge the cell with empty adjoining cells. Wrap text to
make it display on multiple lines of the cell. Merge cells to combine adjoining
cells into one larger cell.

To wrap text:

1. Select the cells with text that you want to wrap.

2. Select the Wrap Text command on the Home tab.

3. The text in the selected cells will be wrapped in your worksheet.

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 If you change your mind, reclick the Wrap Text command to unwrap the
text.

To merge cells using the Merge & Center command:

1. Select the cells you want to merge.

2. Select the Merge & Center command on the Home tab.

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3. The selected cells will be merged, and the text will be centered.

If you change your mind, reclick the Merge & Center command to
unmerge the cells.

To access more merge options:

Click the drop-down arrow next to the Merge & Center command on the
Home tab. The merge drop-down menu appears.

 Merge & Center: Merges selected cells into one cell and centers the text
 Merge Across: Merges each row of selected cells into larger cells; useful when
merging content across multiple rows of cells rather than creating one large cell
 Merge Cells: Merges selected cells into one cell
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 Unmerge Cells: Unmerges selected cells

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 Excel 2010:
Formatting Cells
Introduction

Spreadsheets that have not been formatted can be difficult to read.

Formatted text and cells can draw attention to specific parts of the spreadsheet
and make the spreadsheet more visually appealing and easier to understand.

In Excel, there are many tools you can use to format text and cells. In this
lesson, you will learn how to change
the color and style of text and cells, align text, and apply special formatting
to numbers and dates.

Formatting text

Many of the commands you will use to format text can be found in the
Font, Alignment, and Number groups on the Ribbon. Font commands let you
change the style, size, and color of text. You can also use them to add borders
and fill colors to cells. Alignment commands let you format how text is
displayed across cells both horizontally and vertically. Number commands let
you change how selected cells display numbers and dates.

To change the font:

1. Select the cells you want to modify.

2. Click the drop-down arrow next to the Font command on the Home tab. The
font drop-down menu appears.
3. Move your mouse over the various fonts. A live preview of the font will appear in
the worksheet.

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4. Select the font you want to use.

To change the font size:

1. Select the cells you want to modify.

2. Click the drop-down arrow next to the font size command on the Home tab.
The font size drop-down menu appears.
3. Move your mouse over the various font sizes. A live preview of the font size will
appear in the worksheet.

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4. Select the font size you want to use.

You can also use the Grow Font and Shrink Font commands to
change the size.

To use the bold, italic, and underline commands:

1. Select the cells you want to modify.

2. Click the Bold, Italic, or Underline command on the Home tab.

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 To add a border:

1. Select the cells you want to modify.

2. Click the drop-down arrow next to the Borders command on the Home tab.
The border drop-down menu appears.

3. Select the border style you want to use.

You can draw borders and change the line style and color of borders
with the Draw Borders tools at the bottom of the Borders drop-down menu.

To change font color:

1. Select the cells you want to modify.

2. Click the drop-down arrow next to the font color command on the Home tab.
The color menu appears.
3. Move your mouse over the various font colors. A live preview of the color will
appear in the worksheet.

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4. Select the font color you want to use.

Your color choices are not limited to the drop-down menu that appears.
Select More Colors at the bottom of the menu to access additional color
options.

To add a fill color:

1. Select the cells you want to modify.

2. Click the drop-down arrow next to the fill color command on the Home tab.
The color menu appears.
3. Move your cursor over the various fill colors. A live preview of the color will
appear in the worksheet.

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4. Select the fill color you want to use.

To change horizontal text alignment:

1. Select the cells you want to modify.

2. Select one of the three horizontal Alignment commands on the Home tab.
o Align Text Left: Aligns text to the left of the cell
o Center: Aligns text to the center of the cell
o Align Text Right: Aligns text to the right of the cell

To change vertical text alignment:

1. Select the cells you want to modify.

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2. Select one of the three vertical Alignment commands on the Home tab.
o Top Align: Aligns text to the top of the cell
o Middle Align: Aligns text to the middle of the cell
o Bottom Align: Aligns text to the bottom of the cell

By default, numbers align to the bottom-right of cells, while words and

letters align to the bottom-left of cells.

Formatting numbers and dates

One of Excel's most useful features is its ability to format numbers and
dates in a variety of ways. For example, you might need to format numbers with
decimal places, currency symbols ($), or percent symbols (%).

To format numbers and dates:

1. Select the cells you want to modify.

2. Click the drop-down arrow next to the Number Format command on the
Home tab.

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3. Select the number format you want. For some number formats, you can then use
the Increase Decimal and Decrease Decimal commands (below the
Number Format command) to change the number of decimal places that are
displayed.

Click the buttons in the interactive below to learn about the different
number formats.

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 WEEK 12

388
 Creating Simple Formulas
Introduction

Excel can be used to calculate numerical information. In this lesson, you

will learn how to create simple formulas in Excel to add, subtract, multiply,
and divide values in a workbook. You'll also learn the various ways you can
use cell references to make working with formulas easier and more efficient.

Simple formulas

A formula is an equation that performs a calculation. Like a calculator,

Excel can execute formulas that add, subtract, multiply, and divide.

One of Excel's most useful features is its ability to calculate using a cell
address to represent the value in a cell. This is called using a cell reference.

To maximize the capabilities of Excel, it is important to understand how

to create simple formulas and use cell references.

Creating simple formulas

Excel uses standard operators for equations, such as a plus sign for
addition (+), minus sign for subtraction (-), asterisk for multiplication
(*), forward slash for division (/), and caret (^) for exponents.

The key thing to remember when writing formulas for Excel is that all
formulas must begin with an equals sign (=). This is because the cell
contains—or is equal to—the formula and its value.

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 To create a simple formula in Excel:

1. Select the cell where the answer will appear (B4, for example).

2. Type the equals sign (=).

3. Type in the formula you want Excel to calculate (75/250, for example).

4. Press Enter. The formula will be calculated, and the value will be displayed in
the cell.

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 If the result of a formula is too large to be displayed in a cell, it may appear
as pound signs (#######) instead of a value. This means the column is not
wide enough to display the cell content. Simply increase the column width to
show the cell content.

Creating formulas with cell references

When a formula contains a cell address, it is called a cell reference.

Creating a formula with cell references is useful because you can update data in
your worksheet without having to rewrite the values in the formula.

To create a formula using cell references:

1. Select the cell where the answer will appear (B3, for example).

2. Type the equals sign (=).

3. Type the cell address that contains the first number in the equation ( B1, for
example).

4. Type the operator you need for your formula. For example, type the addition
sign (+).
5. Type the cell address that contains the second number in the equation (B2, for
example).

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6. Press Enter. The formula will be calculated, and the value will be displayed in
the cell.

If you change a value in either B1 or B2, the total will automatically

recalculate.

To create a formula using the point-and-click method:

1. Select the cell where the answer will appear (B4, for example).

2. Type the equals sign (=).

3. Click the first cell to be included in the formula (A3, for example).

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4. Type the operator you need for the formula. For example, type
the multiplication sign (*).
5. Click the next cell in the formula (B3, for example).

6. Press Enter. The formula will be calculated, and the value will be displayed in
the cell.

To edit a formula:

1. Click the cell you want to edit.

2. Insert the cursor in the formula bar, and edit the formula as desired. You can
also double-click the cell to view and edit the formula directly from the
cell.
3. When you're done, press Enter or select the Enter command .

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4. The new value will be displayed in the cell.

If you change your mind, use the Cancel command in the formula bar
to avoid accidentally making changes to your formula.

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 Excel 2010:
Worksheet Basics
Introduction

Every Excel workbook contains at least one or more worksheets. If

you are working with a large amount of related data, you can use worksheets to
help organize your data and make it easier to work with.

In this lesson, you will learn how to name and add color to worksheet
tabs, as well as how to add, delete, copy, and move worksheets. Additionally,
you will learn how to group and ungroup worksheets and freeze columns and
rows in worksheets so they remain visible even when you're scrolling.

Introduction to worksheets

When you open an Excel workbook, there are three worksheets by

default. The default names on the worksheet tabs are Sheet1, Sheet2,
and Sheet3. To organize your workbook and make it easier to navigate, you can
rename and even color code the worksheet tabs. Additionally, you can insert,
delete, move, and copy worksheets.

To rename worksheets:

1. Right-click the worksheet tab you want to rename. The worksheet menu
appears.
2. Select Rename.

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3. The text is now highlighted by a black box. Type the name of your worksheet.

4. Click anywhere outside the tab. The worksheet is renamed.

To insert new worksheets:

Click the Insert Worksheet icon. A new worksheet will appear.

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 You can change the setting for the default number of worksheets that
appear in Excel workbooks. To access this setting, go into Backstage
view and click Options.

To delete worksheets:

Worksheets can be deleted from a workbook, including those containing

data.

1. Select the worksheets you want to delete.

2. Right-click one of the selected worksheets. The worksheet menu appears.
3. Select Delete. The selected worksheets will be deleted from your workbook.

To copy a worksheet:

1. Right-click the worksheet you want to copy. The worksheet menu appears.
2. Select Move or Copy.

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3. The Move or Copy dialog box appears. Check the Create a copy box.

4. Click OK. Your worksheet is copied. It will have the same title as your original
worksheet, but the title will include a version number, such as January (2).

To move a worksheet:

1. Click the worksheet you want to move. The mouse will change to show a small
worksheet icon .

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2. Drag the worksheet icon until a small black arrow appears where you want the
worksheet to be moved.

3. Release your mouse, and the worksheet will be moved.

To color code worksheet tabs:

You can color worksheet tabs to help organize your worksheets and make
your workbook easier to navigate.

1. Right-click the worksheet tab you want to color. The worksheet menu appears.
2. Select Tab Color. The color menu appears.
3. Select the color you want to change your tab.

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4. The tab color will change in the workbook. If your tab still appears white, it is
because the worksheet is still selected. Select any other worksheet tab to see the
color change.

Grouping and ungrouping worksheets

You can work with each worksheet in a workbook individually, or you can
work with multiple worksheets at the same time. Worksheets can be combined
into a group. Any changes made to one worksheet in a group will be made to
every worksheet in the group.

To group worksheets:

1. Select the first worksheet you want in the group.

2. Press and hold the Ctrl key on your keyboard.

3. Select the next worksheet you want in the group. Continue to select
worksheets until all of the worksheets you want to group are selected.

4. Release the Ctrl key. The worksheets are now grouped. The worksheet tabs
appear white for grouped worksheets.

While worksheets are grouped, you can navigate to any worksheet in the
group and make changes that will appear on every worksheet in the group. If you

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 click a worksheet tab that's not in the group, however, all of your worksheets will
become ungrouped. You will have to group them again.

To ungroup all worksheets:

1. Right-click one of the worksheets. The worksheet menu appears.

2. Select Ungroup. The worksheets will be ungrouped.

Freezing worksheet panes

The ability to freeze specific rows or columns in your worksheet can be a

useful feature in Excel. It is called freezing panes. When you freeze panes,
you select rows or columns that will remain visible all the time, even as you are
scrolling. This is particularly helpful when working with large spreadsheets.

To freeze rows:

1. Select the row below the rows you want frozen. For example, if you want rows 1
and 2 to always appear at the top of the worksheet even as you scroll, then
select row 3.

2. Click the View tab.

3. Click the Freeze Panes command. A drop-down menu appears.
4. Select Freeze Panes.

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5. A black line appears below the rows that are frozen in place. Scroll down in the
worksheet to see the rows below the frozen rows.

To freeze columns:

1. Select the column to the right of the columns you want frozen. For example, if
you want columns A and B to always appear to the left of the worksheet even as
you scroll, select column C.

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2. Click the View tab.
3. Click the Freeze Panes command. A drop-down menu appears.
4. Select Freeze Panes.

5. A black line appears to the right of the frozen area. Scroll across the worksheet
to see the columns to the right of the frozen columns.

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 To unfreeze panes:

1. Click the View tab.

2. Click the Freeze Panes command. A drop-down menu appears.
3. Select Unfreeze Panes. The panes will be unfrozen, and the black line will
disappear.

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 Printing
Introduction

There are many choices you can make when printing an Excel workbook.
You can choose what parts of a workbook to print and how the data fits on the
page.

In this lesson, you will learn how to print worksheets, workbooks,

and selections of cells. You will also learn how to prepare for printing by
modifying page orientation, scale, margins, print titles, and page
breaks.

Printing

In previous versions of Excel, there was a Print Preview option that

allowed you to preview and modify a workbook before printing. You may have
noticed that this feature seems to be gone in Excel 2010. It actually has not
disappeared; it has just been combined with the Print window to create
the Print pane, which is located in Backstage view.

To view the Print pane:

1. Click the File tab. This takes you to Backstage view.

2. Select Print. The Print pane appears, with the print settings on the left
and Print Preview on the right.

Click the buttons in the interactive below to learn about the Print pane.

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 To print active sheets:

If you have multiple worksheets in your workbook, you'll need to decide if

you want to print the entire workbook or specific worksheets. Excel gives you the
option to Print Active Sheets. A worksheet is considered active if it
is selected.

1. Select the worksheets you want to print. To print multiple worksheets, click the
first worksheet, hold down the Ctrl key, then click the other worksheets you
want to select.

2. Click the File tab.

3. Select Print to access the Print pane.
4. Select Print Active Sheets from the print range drop-down menu.

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5. Click the Print button.

To print the entire workbook:

1. Click the File tab.

2. Select Print to access the Print pane.
3. Select Print Entire Workbook from the print range drop-down menu.

4. Click the Print button.

To print a selection or set the print area:

Printing a selection—sometimes called setting the print area—lets you

choose which cells to print, as opposed to the entire worksheet.

1. Select the cells you want to print.

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2. Click the File tab.
3. Select Print to access the Print pane.
4. Select Print Selection from the print range drop-down menu.

5. You can see what your selection will look like on the page in Print Preview.

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6. Click the Print button.

You don't have to wait until you're ready to print to set the print area.
You can also set it from the Page Layout tab in advance. This will place a
dotted line around your selection so you can see which cells are going to print
while you work. To do this, select the cells you want to print, go to the Page
Layout tab, and choose Print Area.

To change page orientation:

Change the page orientation to portrait to orient the page vertically

and landscape to orient the page horizontally. Portrait is useful for worksheets
needing to fit more rows on one page, while landscape is useful for worksheets
needing to fit more columns on one page.

1. Click the File tab.

2. Select Print to access the Print pane.
3. Select either Portrait Orientation or Landscape Orientation from
the orientation drop-down menu.

4. Your page orientation is changed.

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 To fit a worksheet on one page:

1. Click the File tab.

2. Select Print to access the Print pane.
3. Select Fit Sheet on One Page from the scaling drop-down menu.

4. Your worksheet is reduced in size until it fits on one page. Remember that if it is
scaled too small, it might be difficult to read.

To modify margins while in Print Preview:

The margins of your worksheet may need to be adjusted to make data fit
more comfortably on the printed page. You can adjust the margins in Print
Preview.

1. Click the File tab.

2. Select Print to access the Print pane.
3. Click the Show Margins button. Your margins will appear.

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4. Hover your mouse over one of the margin markers until the double
arrow appears.
5. Click and drag the margin to your desired location.
6. Release the mouse. The margin is modified.

To use print titles:

Imagine how difficult it would be to read a worksheet if the column and row
headings only appeared on the first page. The Print Titles command allows you
to select specific rows and columns to appear on each page.

1. Click the Page Layout tab.

2. Select the Print Titles command.

3. The Page Setup dialog box appears. Click the icon at the end of the Rows to
repeat at top field.

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4. Your mouse becomes the small selection arrow . Click the rows you want to
appear on each printed page. The Rows to repeat at top dialog box will
record your selection.

5. Click the icon at the end of the Rows to repeat at top field.

6. Repeat for Columns to repeat at left, if necessary.

7. Click OK. You can go to Print Preview to see how each page will look when
printed.

To insert a break:

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1. Click the Page Layout tab.
2. Determine the placement of the break by clicking the row below, cell below,
or column to the right of where you want the break to appear. For example,
select column C, and a break will appear after column B.

3. Select the Insert Page Break command from the Breaks drop-down menu.

4. The break is inserted. You can go to Print Preview to confirm that it appears in
the correct place on the page.
1. Try modifying the margins of a worksheet in Print Preview.
2. If you are using the example, use the Print Titles command to make row 1 and
column A appear on every page.
3. Create a page break so only columns A and B appear on one page.

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 WEEK 13

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 Excel 2010:
Creating Complex Formulas
Creating complex formulas

Excel is a spreadsheet application that can help you calculate and analyze
numerical information for household budgets, company finances, inventory, and
more. To do this, you need to understand complex formulas.

In this lesson, you'll learn how to write complex formulas in Excel following
the order of operations. You will also learn about relative and absolute cell
references, as well as how to copy and fill formulas containing cell
references.

Complex formulas

Simple formulas have one mathematical operation, such

as 5+5. Complex formulas have more than one mathematical operation, such
as 5+5-2. When there is more than one operation in a formula, the order of
operations tells us which operation to calculate first. To use Excel to calculate
complex formulas, you'll need to understand the order of operations.

The order of operations

Excel calculates formulas based on the following order of operations:

1. Operations enclosed in parentheses

2. Exponential calculations (to the power of)
3. Multiplication and division, whichever comes first
4. Addition and subtraction, whichever comes first

A mnemonic that can help you remember the order

is Please Excuse My Dear Aunt Sally.

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 Example 1

The following example demonstrates how to use the order of operations to

calculate a formula:

Example 2

In this example, we'll review how Excel will calculate a complex formula
using the order of operations. The selected cell will display the percent of total
Pete Lily seeds sold that were white.

1. First, Excel will calculate the amount sold in

parentheses: (19*1.99)=37.81 White Pete Lily seeds
and (33*1.99)=65.67 Total Pete Lily seeds.
2. Second, it will divide the White Pete Lily seeds amount by the Total Pete Lily
seeds amount: 37.81/65.67=.5758.

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3. Last, it will multiply the result by 100 to obtain the value as a
percent: .5758*100=57.58.

Based on this complex formula, the result will show that 57.58% of the
total Pete Lily seeds sold were white. You can see from this example that it is
important to enter complex formulas with the correct order of operations.
Otherwise, Excel will not calculate the results accurately.

To create a complex formula using the order of operations:

In this example, we'll use cell references in addition to actual values to

create a complex formula that will add tax to the nursery order.

1. Click the cell where you want the formula result to appear (F11, for example).
2. Type the equals sign (=).
3. Type an open parenthesis, then click the cell that contains the first value you
want in the formula (F4, for example).
4. Type the first mathematical operator (the addition sign, for example).
5. Click the cell that contains the second value you want in the formula (F5, for
example), then type a closed parenthesis.
6. Type the next mathematical operator (the multiplication sign, for example).
7. Type the next value in the formula (0.055 for 5.5% tax, for example).

8. Click Enter to calculate your formula. The results show that $2.12 is the tax for
the nursery order.

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 Excel will not always tell you if your formula contains an error, so it's
up to you to check all of your formulas. To learn how to do this, you can read
the Double-Check Your Formulas lesson from our Excel
Formulas tutorial.

Working with cell references

In order to maintain accurate formulas, it is necessary to understand how

cell references respond when you copy or fill them to new cells in the worksheet.

Excel will interpret cell references as either relative or absolute. By

default, cell references are relative references. When copied or filled, they
change based on the relative position of rows and columns. If you copy a formula
(=A1+B1) into row 2, the formula will change to become (=A2+B2).

Absolute references, on the other hand, do not change when they are
copied or filled and are used when you want the values to stay the same.

Relative references

Relative references can save you time when you're repeating the same
type of calculation across multiple rows or columns.

In the following example, we're creating a formula with cell references in

row 4 to calculate the total cost of the electric bill and water bill for each month
(B4=B2+B3). For the upcoming months, we want to use the same formula with
relative references (C2+C3, D2+D3, E2+E3, etc.). For convenience, we can copy
the formula in B4 into the rest of row 4, and Excel will calculate the value of the
bills for these months using relative references.

To create and copy a formula using relative references:

1. Select the first cell where you want to enter the formula (B4, for example).

2. Enter the formula to calculate the value you want (B2+B3, for example).

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3. Press Enter. The formula will be calculated.

4. Select the cell you want to copy (B4, for example), then click
the Copy command from the Home tab.
5. Select the cells where you want to paste the formula, then click
the Paste command from the Home tab. You can also drag the fill handle to fill
cells.

6. Your formula is copied to the selected cells as a relative reference (C4=C2+C3,

D4=D2+D3, E4=E2+E3, etc.), and the values are calculated.

Absolute references

There may be times when you do not want a cell reference to change
when copying or filling cells. You can use an absolute reference to keep a row
and/or column constant in the formula.

An absolute reference is designated in the formula by the addition of

a dollar sign ($). It can precede the column reference, the row reference, or
both.

In the below example, we want to calculate the sales tax for a list of
products with varying prices. We'll use an absolute reference for the sales tax
($B$1) because we do not want it to change as we are copying the formula down
the column of varying prices.

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 To create and copy a formula using an absolute reference:

1. Select the first cell where you want to enter the formula (C4, for example).

2. Type an equals sign, and then click the cell that contains the first value you want
in the formula (B4, for example).
3. Type the first mathematical operator (the multiplication sign, for example).
4. Type the dollar sign ($), then enter the column letter of the cell you are
making an absolute reference to (B, for example).

5. Type the dollar sign ($), then enter the row number of the same cell you are
making an absolute reference to (1, for example).

6. Press Enter to calculate the formula.

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7. Select the cell you want to copy (C4, for example), then click
the Copy command from the Home tab.
8. Select the cells where you want to paste the formula, then click
the Paste command from the Home tab. You can also drag the fill handle to fill
cells.

9. Your formula is copied to the selected cells using the absolute reference
(C5=B5*$B$1, C6=B6*$B$1, etc.), and your values are calculated.

When writing a formula, you can press the F4 key on your keyboard to
switch between relative and absolute cell references. This is an easy way to
quickly insert an absolute reference.

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 Working with Basic Functions
Working with basic functions

Figuring out formulas for calculations you want to make in Excel can be
tedious and complicated. Fortunately, Excel has an entire library of functions—
or predefined formulas—you can take advantage of. You may be familiar with
common functions like sum, average, product, and count, but there are
hundreds of functions in Excel, even for things like formatting text, referencing
cells, calculating financial rates, and analyzing statistics.

In this lesson, you'll learn the basics of inserting common functions into
your worksheet by utilizing the AutoSum and Insert Functions commands.
You will also become familiar with how to search and find various functions,
including exploring Excel's Functions Library.

Basic functions

A function is a predefined formula that performs calculations using

specific values in a particular order. One of the key benefits of functions is that
they can save you time because you do not have to write the formula yourself.
Excel has hundreds of functions to assist with your calculations.

To use these functions correctly, you need to understand the

different parts of a function and how to create arguments in functions to
calculate values and cell references.

The parts of a function

The order in which you insert a function is important. Each function has a
specific order—called syntax—which must be followed in order for the function
to work correctly. The basic syntax to create a formula with a function is to insert
an equals sign (=), function name (SUM, for example, is the function name
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 for addition), and argument. Arguments contain the information you want the
formula to calculate, such as a range of cell references.

Working with arguments

Arguments must be enclosed in parentheses. Individual values or cell

references inside the parentheses are separated by either colons or commas.

 Colons create a reference to a range of cells.

For example, =AVERAGE(E19:E23) would calculate the average of the cell

range E19 through E23.
 Commas separate individual values, cell references, and cell ranges in
parentheses. If there is more than one argument, you must separate each
argument by a comma.

For example, =COUNT(C6:C14,C19:C23,C28) will count all the cells in the

three arguments that are included in parentheses.

To create a basic function in Excel:

1. Select the cell where the answer will appear (F15, for example).
2. Type the equals sign (=), then enter the function name (SUM, for example).

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3. Enter the cells for the argument inside the parentheses.

4. Press Enter, and the result will appear.

Using AutoSum to select common functions

The AutoSum command allows you to automatically return the results for
a range of cells for common functions like SUM and AVERAGE.

1. Select the cell where the answer will appear (E24, for example).
2. Click the Home tab.
3. In the Editing group, click the AutoSum drop-down arrow and select the
function you want (Average, for example).

4. A formula will appear in E24, the selected cell. If logically placed, AutoSum will
select your cells for you. Otherwise, you will need to click the cells to choose the
argument you want.

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5. Press Enter, and the result will appear.

The AutoSum command can also be accessed from the Formulas tab.

The Function Library

There are hundreds of functions in Excel, but only some will be useful for
the type of data you're working with. There is no need to learn every single
function, but you may want to explore some of the different types to get ideas
about which ones might be helpful to you as you create new spreadsheets.

A great place to explore functions is in the Function Library on the

Formulas tab. Here, you can search and select Excel functions based on
categories such as Financial, Logical, Text, and Date & Time. Click the
buttons in the interactive below to learn more.

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 To insert a function from the Function Library:

1. Select the cell where the answer will appear (I6, for example).
2. Click the Formulas tab.
3. From the Function Library group, select the function category you want. In
this example, we'll choose Date & Time.
4. Select the desired function from the Date & Time drop-down menu. We'll
choose the NETWORKDAYS function to count the days between the order
date and receive date in our worksheet.

426
5. The Function Arguments dialog box will appear. Insert the cursor in the first
field, then enter or select the cell(s) you want (G6, for example).

6. Insert the cursor in the next field, then enter or select the cell(s) you want (H6,
for example).
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7. Click OK, and the result will appear. Our results show that it took five days to
receive the order.

The Insert Function command

The Insert Function command is convenient because it allows you to

search for a function by typing a description of what you're looking for or by
selecting a category to peruse. The Insert Function command can also be used
to easily enter or select more than one argument for a function.

Using the Insert Function command

In this example, we want to find a function that will count the total number
of supplies listed in the Office Supply Order Log. The basic COUNT function only
counts cells with numbers; we want to count the cells in the Office Supply
column, which uses text. Therefore, we'll need to find a formula that counts cells
with text.

1. Select the cell where the answer will appear ( A27, for example).
2. Click the Formulas tab, then select the Insert Function command.

428
3. The Insert Function dialog box will appear.
4. Type a description of the function you are searching for, then click Go (Count
cells with text, for example). You can also search by selecting a category.

5. Review the results to find the function you want (COUNTA, for example).
Click OK.

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6. The Function Arguments dialog box will appear. Insert the cursor in the first
field, then enter or select the cell(s) you want (A6:A14, for example).

7. Insert the cursor in the next field, then enter or select the cell(s) you want
(A19:A23, for example). You can continue to add additional arguments if
needed.

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8. Click OK, and the result will appear. Our results show that 14 Total Supplies
were ordered from our log.

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 Excel 2010:
Sorting Data
Introduction

With more than 17 billion cells in a single worksheet, Excel 2010 gives you
the ability to work with an enormous amount of data. Arranging your data
alphabetically, from smallest to largest, or using other criteria can help you find
the information you're looking for more quickly.

In this lesson, you will learn how to sort data to better view and organize
the contents of your spreadsheet.

Basic sorting

Sorting is a common task that allows you to change or customize the

order of your spreadsheet data. For example, you could organize an office
birthday list by employee, birthdate, or department, making it easier to find what
you're looking for. Custom sorting takes it a step further, giving you the ability to
sort multiple levels—such as department first, then birthdate—to group birthdates
by department.

To sort in alphabetical order:

1. Select a cell in the column you want to sort by. In this example, we'll sort by Last
Name.

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2. Select the Data tab, then locate the Sort and Filter group.
3. Click the ascending command to Sort A to Z or the descending command
to Sort Z to A.

4. The data in the spreadsheet will be organized alphabetically.

Sorting options can also be found on the Home tab, condensed into
the Sort & Filter command.

To sort in numerical order:

1. Select a cell in the column you want to sort by.

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2. From the Data tab, click the ascending command to Sort Smallest to
Largest or the descending command to Sort Largest to Smallest.
3. The data in the spreadsheet will be organized numerically.

To sort by date or time:

1. Select a cell in the column you want to sort by.

2. From the Data tab, click the ascending command to Sort Oldest to
Newest or the descending command to Sort Newest to Oldest.
3. The data in the spreadsheet will be organized by date or time.

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 Custom sorting

To sort in the order of your choosing:

You can use a Custom List to identify your own sorting order, such as
days of the week—or in this example, T-shirt sizes from smallest to largest.

1. From the Data tab, click the Sort command to open the Sort dialog box.

2. Identify the column you want to Sort by by clicking the drop-down arrow in
the Column field. In this example, we'll choose T-Shirt Size.

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3. Make sure Values is selected in the Sort On field.
4. Click the drop-down arrow in the Order field, then choose Custom List.

5. Select NEW LIST, and enter how you want your data sorted in the List
entries box. We'll sort T-shirt sizes from smallest to largest.
6. Click Add to save the list, then click OK.

436
7. Click OK to close the Sort dialog box and sort your data.

8. The spreadsheet will be sorted in order of Small, Medium, Large, and X-Large.

437
 To sort by cell color, font color, or cell icon:

1. From the Data tab, click the Sort command to open the Sort dialog box.
2. Identify the column you want to Sort by by clicking the drop-down arrow in
the Column field.
3. Choose whether you want to sort by Cell Color, Font Color, or Cell Icon in
the Sort On field. In this example, we'll sort by Font Color.

4. In the Order field, click the drop-down arrow to choose a color, then decide
whether you want it ordered On Top or On Bottom.

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5. Click OK. The data is now sorted by attribute rather than text.

Sorting multiple levels

Another feature of custom sorting—sorting multiple levels—allows you

to identify which columns to sort by and when, giving you more control over the
organization of your data. For example, you could sort by more than one cell
color—such as red, then yellow, then green, to indicate different levels of
priority—or, as seen below, you could sort students by homeroom number, then
by last name.

To add a level:

1. From the Data tab, click the Sort command to open the Sort dialog box.
2. Identify the first item you want to Sort by. In this example, we will sort
Homeroom # from Smallest to Largest.
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3. Click Add Level to add another item.

4. Identify the item you want to sort by next. We will sort Last Name from A to Z.

5. Click OK.
6. The spreadsheet will be sorted so homeroom numbers are in order, and within
each homeroom, that students are listed alphabetically by last name.

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 Copy Level will add a level by duplicating the one you have selected and
allowing you to modify the sorting criteria. This is useful if you need to sort
multiple levels that share some criteria, such as the same Column, Sort On, or
Order.

To change the sorting priority:

1. From the Data tab, click the Sort command to open the Custom Sort dialog
box.
2. Select the level you want to reorder.
3. Use the Move Up or Move Down arrows. The higher the level is on the list, the
higher its priority.

4. Click OK.

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 Excel 2010:
Formatting Tables
Introduction

Once you have entered information into a spreadsheet, you may want to
format it. Formatting your spreadsheet can not only improve the look and feel of
your spreadsheet, but it also can make it easier to use. In a previous lesson, we
discussed many manual formatting options such as bold and italics. In this
lesson, you'll learn how to format as a table to take advantage of the tools and
predefined table styles available in Excel 2010.

Formatting tables

Just like regular formatting, tables can help to organize your content and
make it easier for you locate the information you need. To use tables effectively,
you'll need to know how to format information as a table, modify tables, and

To format information as a table:

1. Select the cells you want to format as a table. In this example, an invoice, we'll
format the cells containing the column headers and order details.

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2. Click the Format as Table command in the Styles group on the Home tab.

3. A list of predefined table styles will appear. Click a table style to select it.

4. A dialog box will appear, confirming the range of cells you have selected for
your table. The cells will appear selected in the spreadsheet, and the range will
appear in the dialog box.
5. If necessary, change the range by selecting a new range of cells directly on
your spreadsheet.
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6. If your table has headers, check the box next to My table has headers.

7. Click OK. The data will be formatted as a table in the style you chose.

To convert a table back into normal cells, click the Convert to

Range command in the Tools group. The filters and Design tab will then
disappear, but the cells will retain their data and formatting.

Modifying tables

To add rows or columns:

1. Select any cell in your table. The Design tab will appear on the Ribbon.
2. From the Design tab, click the Resize Table command.

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3. Directly on your spreadsheet, select the new range of cells you want your table
to cover. You must select your original table cells as well.

4. Click OK. The new rows and/or columns will be added to your table.

To change the table style:

1. Select any cell in your table. The Design tab will appear.

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2. Locate the Table Styles group. Click the More drop-down arrow to see all of
the table styles.

3. Hover the mouse over the various styles to see a live preview.
4. Select the desired style. The table style will appear in your worksheet.

To change table style options:

When using an Excel table, you can turn various options on or off to
change its appearance. There are six options: Header Row, Total
Row, Banded Rows, First Column, Last Column, and Banded
Columns.

1. Select any cell in your table. The Design tab will appear.
2. From the Design tab, check or uncheck the desired options in the Table
Style Options group.

Depending on the table style you're using, certain table style

options may have a different effect. You may need to experiment to get the
exact look you want.
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 WEEK 14

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 Excel 2010:
Working with Charts
Introduction

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.

Charts

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?

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.

Types of charts

Click the arrows in the slideshow below to view examples of some of the
types of charts available in Excel.

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

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.

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

Identifying the parts of a chart

Click the buttons in the interactive below to learn about the different parts
of a chart.

To create a chart:

1. Select the cells you want to chart, including the column titles and row
labels. These cells will be the source data for the chart.

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2. Click the Insert tab.
3. In the Charts group, select the desired chart category (Column, for
example).

4. Select the desired chart type from the drop-down menu (Clustered Column,
for example).

5. The chart will appear in the worksheet.

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 Chart tools

Once you insert a chart, a set of chart tools arranged into three tabs will
appear on the Ribbon. These are only visible when the chart is selected. You can
use these three tabs to modify your chart.

To change chart type:

1. From the Design tab, click the Change Chart Type command. A dialog box
appears.

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2. Select the desired chart type, then click OK.

To switch row and column data:

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—it's just organized differently.

1. Select the chart.

2. From the Design tab, select the Switch Row/Column command.
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3. The chart will readjust.

To change chart layout:

1. Select the Design tab.

2. Click the More drop-down arrow in the Chart Layouts group to see all of the
available layouts.

3. Select the desired layout.

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4. 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:

1. Select the Design tab.

2. Click the More drop-down arrow in the Chart Styles group to see all of the
available styles.

3. Select the desired style.

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4. The chart will update to reflect the new style.

To move the chart to a different worksheet:

1. Select the Design tab.

2. Click the Move Chart command. A dialog box appears. The current location of
the chart is selected.

3. Select the desired location for the chart (choose an existing worksheet, or select
New Sheet and name it).

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4. Click OK. The chart will appear in the new location.

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 Excel 2010:
Using Conditional Formatting
Introduction

Let's say you have a spreadsheet with thousands of rows of data. It would
be extremely difficult to see patterns and trends just from examining the raw
data. Excel gives us several tools that will make this task easier. One of these
tools is called conditional formatting. With conditional formatting, you can
apply formatting to one or more cells based on the value of the cell. You can
highlight interesting or unusual cell values, and visualize the data using
formatting such as colors, icons, and data bars.

In this lesson, you'll learn how to apply, modify, and remove conditional
formatting rules.

Conditional formatting

Conditional formatting applies one or more rules to any cells you want.
An example of a rule might be If the value is greater than 5000, color the
cell yellow. By applying this rule to the cells in a worksheet, you'll be able to
see at a glance which cells are more than 5000. There are also rules that can
mark the top 10 items, all cells that are below the average, cells that are
within a certain date range, and many more.

To create a conditional formatting rule:

1. Select the cells you want to add formatting to.

2. In the Home tab, click the Conditional Formatting command. A drop-down
menu will appear.
3. Select Highlight Cells Rules or Top/Bottom Rules. We'll choose Highlight
Cells Rules for this example. A menu will appear with several rules.
4. Select the desired rule (Greater Than, for example).

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5. From the dialog box, enter a value in the space provided, if applicable. In this
example, we want to format cells that are greater than $5000, so we'll enter 5000
as our value. If you want, you can enter a cell reference instead of a number.
6. Select a formatting style from the drop-down menu.

7. The formatting will be applied to the selected cells.

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 If you want, you can apply more than one rule to your cells.

Conditional formatting presets

Excel has several presets you can use to quickly apply conditional
formatting to your cells. They are grouped into three categories:

 Data bars are horizontal bars added to each cell, much like a bar graph.

 Color scales change the color of each cell based on its value. Each color scale
uses a two- or three-color gradient. For example, in the Green-Yellow-
Red color scale, the highest values are green, the average values are yellow,
and the lowest values are red.

 Icon sets add a specific icon to each cell based on its value.

To use preset conditional formatting:

1. Select the cells you want to add formatting to.

2. In the Home tab, click the Conditional Formatting command. A drop-down
menu will appear.
3. Select Data Bars, Color Scales, or Icon Sets. Then select the desired
preset.

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4. The conditional formatting will be applied to the selected cells.

To remove conditional formatting rules:

1. Select the cells that have conditional formatting.

2. In the Home tab, click the Conditional Formatting command. A drop-down
menu will appear.
3. Select Clear Rules.
4. A menu will appear. You can choose to clear rules from the Selected
Cells, Entire Sheet, This Table, or This PivotTable. In this example, we'll
clear rules from the entire sheet.

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 You can edit or delete individual rules by clicking the Conditional
Formatting command and selecting Manage Rules. This is especially useful if
you have applied multiple rules to the cells.

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 Excel 2010:
Creating PivotTables
Introduction

PivotTable reports—or PivotTables—make the data in your

worksheets much more manageable by summarizing the data and allowing
you to manipulate it in different ways. PivotTables can be an indispensable tool
when used with large and complex spreadsheets, but they can be used with
smaller spreadsheets as well.

In this lesson, you will learn the basics

of creating and manipulating PivotTables.

Using a PivotTable

When you have a lot of data, it can sometimes be difficult to analyze it all.
A PivotTable summarizes the data, making it easier to manage. Best of all, you
can quickly and easily change the PivotTable to see the data in a different way,
making it an extremely powerful tool.

Optional: You can download this example for extra practice.

Using a PivotTable to answer questions

The example below contains sales statistics for a fictional company. There
is a row for each order, and it includes the order amount, name of
the salesperson who made the sale, month, sales region, and
customer account number.

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 Let's say we wanted to answer the question What is the amount sold
by each salesperson? This could be time consuming because each
salesperson appears on multiple rows, and we would need to add all of the order
amounts for each salesperson. Of course, we could use the Subtotal feature to
add them, but we would still have a lot of data to sift through.

Luckily, a PivotTable can instantly do all of the math for us and

summarize the data in a way that's not only easy to read but also easy to
manipulate. When we're done, the PivotTable will look something like this:

As you can see, the PivotTable is much easier to read. It only takes a few
steps to create one, and once you create it you'll be able to take advantage of
its powerful features.

To create a PivotTable:

1. Select the table or cells—including column headers—containing the data you

want to use.
2. From the Insert tab, click the PivotTable command.
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3. The Create PivotTable dialog box will appear. Make sure the settings are
correct, then click OK.

4. A blank PivotTable will appear on the left, and the Field List will appear on the
right.

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 To add fields to the PivotTable:

You'll need to decide which fields to add to the PivotTable. Each field is
a column header from the source data. It may be helpful to recall
the question you are trying to answer. In this example, we want to know the
total amount sold by each salesperson, so we'll need the Order
Amount and Salesperson fields.

1. In the Field List, place a check mark next to each field you want to add.
2. The selected fields will be added to one of the four areas below the Field List. In
this example, the Salesperson field is added to the Row Labels area, and
the Order Amount is added to the Values area. If a field is not in the desired
area, you can drag it to a different one.
3. The PivotTable now shows the amount sold by each salesperson.

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 Just like with normal spreadsheet data, you can sort the data in a
PivotTable using the Sort & Filter command on the Home tab. You can also
apply any type of formatting you want. For example, you may want to change the
number format to Currency. However, be aware that some types of formatting
may disappear when you modify the PivotTable.

If you change any of the data in your source worksheet, the

PivotTable will not update automatically. To manually update it, select the
PivotTable and then go to Options Refresh.

Pivoting data

One of the best things about a PivotTable is that it lets you pivot the data
in order to look at it in a different way. This allows you to answer multiple
questions and even experiment with the data to learn new things about it.

In our example, we used the PivotTable to answer the question What is

the total amount sold by each salesperson? Now we'd like to answer a
new question, What is the total amount sold in each month? We can do
this by changing the row labels.

To change row labels:

1. Drag any existing fields out of the Row Labels area, and they will disappear.

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2. Drag a new field from the PivotTable Field List into the Row Labels area. In
this example, we'll use the Month field.

3. The PivotTable will adjust to show the new data. In this example, it now shows us
the total Order Amount for each month.

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 To add column labels:

So far, our PivotTable has only shown one column of data at a time. To
show multiple columns, we'll need to add column labels.

1. Drag a field from the PivotTable Field List into the Column Labels area. In
this example, we'll use the Region field.

2. The PivotTable will now have multiple columns. In this example, there is a
column for each region.

Using report filters

Sometimes you may want focus on a portion of the data and filter
out everything else. In our example, we'll focus on certain salespeople to see
how they affect the total sales.

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 To add a report filter:

1. Drag a field from the Field List into the Report Filter area. In this example,
we'll use the Salesperson field.

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

4. Click OK. The PivotTable will adjust to reflect the changes.

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 Slicers

Slicers were introduced in Excel 2010 to make filtering

data easier and more interactive. They're basically just report filters, but
they're more interactive and faster to use because they let you quickly select
items and instantly see the result. If you filter your PivotTables a lot, you
might want to use slicers instead of report filters.

To add a slicer:

1. Select any cell in your PivotTable. The Options tab will appear on the Ribbon.
2. From the Options tab, click the Insert Slicer command. A dialog box will
appear.

3. Select the desired field. In this example, we'll select Salesperson. Then
click OK.

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4. The slicer will appear next to the PivotTable. Each item selected will be
highlighted in blue. In the example below, the slicer contains a list of the different
salespeople, and four of them are currently selected.

Using the slicer:

Just like with report filters, only the selected items are used in the
PivotTable. When you select or deselect items, the PivotTable will instantly
reflect the changes. Try selecting different items to see how they affect the
PivotTable.

 To select a single item, click it.

 To select multiple items, hold down the Control (Ctrl) key on your keyboard,
then click each item you want.

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 You can also select multiple items by clicking and dragging the mouse. This is
useful if the desired items are adjacent to one another, or if you want to select
all of the items.
 To deselect an item, hold down the Control (Ctrl) key on your keyboard, then
click the item.

Using a PivotChart

A PivotChart is like a regular chart, except it displays data from

a PivotTable. As with a regular chart, you'll be able to select a chart
type, layout, and style to best represent the data. In this example, we'll use a
PivotChart so we can visualize the trends in each sales region.

To create a PivotChart:

1. Select any cell in your PivotTable. The Options tab will appear on the Ribbon.
2. From the Options tab, click the PivotChart command.

3. From the dialog box, select the desired chart type (3-D Clustered Column,
for example), then click OK.
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4. The PivotChart will appear in the worksheet. If you want, you can move it by
clicking and dragging.

If you make any changes to the PivotTable, the PivotChart will adjust
automatically.
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