TECHNICAL VOCATIONAL EDUCATION

PERSONAL COMPUTER OPERATIONS I

BASIC COMPUTER OPERATION

TABLE OF CONTENTS
(Fourth Quarter)

1. Parts of Microsoft Excel 2010 Screen

2. Mouse Pointers in MS Excel 2010
3. 7 different types of error messages in Excel
4. Operator Precedence in MS Excel
4.1. Arithmetic operators
4.2. Function Symbols
4.3. Comparison operators
4.4. Text concatenation operator
4.5. Reference operators
4.6. Operator precedence
5. MS Excel 2010 Shortcut Keys
6. Basic excel Formulas
7. PowerPoint Shortcuts
8. Microsoft PowerPoint 2010 Screen Elements
9. Microsoft Publisher 2010 

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Microsoft Excel 2010
Excel is a spreadsheet program in the Microsoft Office system. You can use Excel to create and format workbooks
(a collection of spreadsheets) in order to analyze data and make more informed business decisions. Specifically,
you can use Excel to track data, build models for analyzing data, write formulas to perform calculations on that
data, pivot the data in numerous ways, and present data in a variety of professional looking charts.
Common scenarios for using Excel
• Accounting
• Budgeting
• Billing and Sales
• Reporting
• Planning
• Tracking
• Using calendars
Parts of Microsoft Excel 2010 Screen
• File Tab- The File tab replaces the Office button from Excel
2007. You can click it to check the Backstage view, where
you come when you need to open or save files, create new
sheets, print a sheet, and do other file-related operations.
• Quick Access Toolbar- You will find this toolbar just above the File tab and its purpose is to provide a
convenient resting place for the Excel's most frequently used commands. You can customize this toolbar based
on your comfort.
• Title Bar-This lies in the middle and at the top of the window. Title bar shows the program and the sheet titles.
• Help Icon-The Help Icon can be used to get excel related help anytime you like. This provides nice tutorial on
various subjects related to excel.
• Ribbon Menu- Ribbon contains commands organized in three components −
• Tabs − They appear across the top of the Ribbon and contain groups of related commands. Home,
Insert, Page Layout are the examples of ribbon tabs.
• Groups − They organize related commands; each group name appears below the group on the Ribbon.
For example, group of commands related to fonts or group of commands related to alignment etc.
• Commands − Commands appear within each group as mentioned above.
• Formula Bar-A place where you can enter or view formulas or text.
• Name Box-The Name Box is the box to the left of the formula bar that displays the cell that is currently selected
in the spreadsheet.
• Row Number-Rows are numbered from 1 onwards and keeps on increasing as you keep entering data.
Maximum limit is 1,048,576 rows.
• Active Cell-Alternatively referred to as a cell pointer or selected cell, an active cell is a rectangular box,
highlighting the cell in a spreadsheet. It helps identify what cell is being working with and where data will be
entered. 
• Column Name-Columns are numbered from A onwards and keeps on increasing as you keep entering data.
After Z, it will start the series of AA, AB and so on. Maximum limit is 16,384 columns.
• Scroll Bars-Allows you to scroll vertically/horizontally in the worksheet.
• Status Bar-This displays the sheet information as well as the insertion point location. From left to right, this bar
can contain the total number of pages and words in the document, language etc.
• Sheet Tab-The name of the worksheet appears on its sheet tab at the bottom of the document window. To
select one of the other two worksheets, simply click on the sheet tab of Sheet2 or Sheet3.
• Views- The group of three buttons located to the left of the Zoom control, near the bottom of the screen,
lets you switch among excel's various sheet views.
• Normal Layout view − This displays the page in normal view.
• Page Layout view − This displays pages exactly as they will appear when printed. This gives a full
screen look of the document.
• Page Break view − This shows a preview of where pages will break when printed.
• Zoom Tool-Zoom control lets you zoom in for a closer look at your text. The zoom control consists of a slider
that you can slide left or right to zoom in or out. The + buttons can be clicked to increase or decrease the zoom
factor.
Mouse Pointers in MS Excel 2010
The mouse pointer changes shape in Microsoft Excel 2010 depending upon the context.
Used for selecting cells Used to select a whole row/column when
positioned on the row number or column letter.
The I-beam - indicates that you may Appears at the border of the column letters. Drag
type text in this area. to widen or narrow the width of a column.
 The fill handle - used for copying Appears at the border between the row
formula or extending a data series. numbers. Drag to increase or decrease the height
of a row.
7 different types of error messages in Excel
Occurs when you specify an intersection of two areas that do not intersect. The intersection operator is a
#NULL! space between references.
#DIV/0! Occurs when a number is divided by zero (0).
#VALUE! Occurs when the wrong type of argument is used.
#REF! Occurs when a cell reference is not valid
#NAME? Occurs when Microsoft Excel doesn't recognize text in a formula.
#NUM! Occurs with invalid numeric values in a formula or function.
#N/A Occurs when a value is not available to a function or formula.

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OPERATOR PRECEDENCE IN MS EXCEL
Arithmetic operators
Arithmetic operator Meaning Example
+ (plus sign) Addition 3+3
– (minus sign) Subtraction / Negation 3–1  or -3
* (asterisk) Multiplication 3*3
/ (forward slash) Division 3/3
% (percent sign) Percent 20%
^ (caret) Exponentiation 3^2
Function Symbols
Character Used to:
$ Turns a relative reference to an absolute reference
If a sheet name has a space between it, Excel will automatically put a ' ' around the sheet name when it is
' referenced from another sheet
! Placed after a string to signify a reference to a sheet with that name
Enclose "array" formulas. These braces are added when you hit ctrl+shift+enter; you must do this every
{} time you enter or change an array formula
Comparison operators
Comparison operator Meaning Example

= (equal sign) Equal to A1=B1

> (greater than sign) Greater than A1>B1
< (less than sign) Less than A1<B1
>= (greater than or equal to sign) Greater than or equal to A1>=B1
<= (less than or equal to sign) Less than or equal to A1<=B1
<> (not equal to sign) Not equal to A1<>B1
Text concatenation operator
Text operator Meaning Example

& Connects, or concatenates, two values to produce one continuous text ("North"&"wind")
(ampersand) value
Reference operators
Reference Meaning Example
operator
: Range operator, which produces one reference to all the cells B5:B15
(colon) between two references, including the two references
, (comma) Union operator, which combines multiple references into one SUM(B5:B15,D5:D15)
reference
(space) Intersection operator, which produces on reference to cells common B7:D7 C6:C8
to the two references
Operator precedence
Operator Description
: (colon) Reference operators
(single space)
, (comma)
– Negation (as in –1)
% Percent
^ Exponentiation
* and / Multiplication and division
+ and – Addition and subtraction
& Connects two strings of text (concatenation)
= Comparison
<>
<=
>=
<>

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 MS EXCEL 2010 Shortcut Keys

Note: The plus sign "+" means the keys should be pressed simultaneously. The Ctrl and Alt keys are located on the
bottom left and bottom right sides of most keyboards.
Ctrl + N Create a new workbook.
Ctrl + O Open an existing workbook.
Ctrl + S Save the active workbook.
F12 Save the active workbook under a new name, displays the Save as dialog box.
Ctrl + W Close the active workbook.
Ctrl + C Copy the contents of the selected cells to Clipboard.
Ctrl + X Cut the contents of the selected cells to Clipboard.
Ctrl + V Insert the contents of the Clipboard into the selected cell(s).
Ctrl + Z Undo your last action. Panic button :)
Ctrl + P Open the "Print" dialog.
Formatting data
Ctrl + 1 Open the "Format Cells" dialog.
Ctrl + T "Convert selected cells to a table. You can also select any cell in a range of related data, and
pressing Ctrl + T will make it a table. 
Find more about Excel tables and their features.
Working with formulas
Tab Autocomplete the function name. Example: Enter = and start typing vl, press Tab and you will get
=vlookup(
F4 Cycle through various combinations of formula reference types. Place the cursor within a cell and
hit F4 to get the needed reference type: absolute, relative or mixed (relative column and absolute
row, absolute column and relative row).
Ctrl + ` Toggle between displaying cell values and formulas.
Ctrl + ' Insert the formula of the above cell into the currently selected cell or the Formula Bar.
Navigating and viewing data
Ctrl + F1 Show / hide the Excel Ribbon. Hide the ribbon to view more than 4 rows of data.
Ctrl + Tab Switch to the next open Excel workbook.
Ctrl + PgDown Switch to the next worksheet. Press Ctrl + PgUp to switch to the previous sheet.
Ctrl + G Open the "Go to" dialog. Pressing F5 displays the same dialog.
Ctrl + F Display the "Find" dialog box.
Home Return to the 1st cell of the current row in a worksheet.
Ctrl + Home Move to the beginning of a worksheet (A1 cell).
Ctrl + End Move to the last used cell of the current worksheet, i.e. the lowest row of the rightmost column.
Entering data
F2 Edit the current cell.
Alt + Enter In cell editing mode, enter a new line (carriage return) into a cell.
Ctrl + ; Enter the current date. Press Ctrl + Shift + ; to enter the current time.
Ctrl + Enter Fill the selected cells with the contents of the current cell.
Example: select several cells. Press and hold down Ctrl, click on any cell within selection and
press F2 to edit it. Then hit Ctrl + Enter and the contents of the edited cell will be copied into all
selected cells.
Ctrl + D Copy the contents and format of the first cell in the selected range into the cells below. If more
than one column is selected, the contents of the topmost cell in each column will be copied
downwards.
Ctrl + Shift + V Open the "Paste Special" dialog when clipboard is not empty.
Ctrl + Y Repeat (Redo) the last action, if possible.
Selecting data
Ctrl + A Select the entire worksheet. If the cursor is currently placed within a table,
press once to select the table, press one more time to select the whole
worksheet.
Ctrl + Homethen Ctrl + Shift + End Select the entire range of your actual used data on the current worksheet.
Ctrl + Space Select the entire column.
Shift + Space Select the entire row.
Retrieved: https://www.ablebits.com/office-addins-blog/2013/08/02/30-most-useful-excel-keyboard-shortcuts/

Basic excel Formulas

Don’t waste any more hours in Microsoft Excel doing things manually. Excel formulas decrease the amount of time you
spend in Excel and increase the accuracy of your data and your reports.
Name of
Formula Description
Formulas

=SUM ( Number1,
SUM Add all numbers within range resulted into sum of all numbers
Number2, … )

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 Name of
Formula Description
Formulas

=AVERAGE(number1,
AVERAGE Calculate average numbers in a range
[number2],…)

=MAX( Number1,
MAX Calculate or find largest number in specific range
Number2, …  )

=MIN( Number1, Number2,

MIN Calculate or find smallest number in specific range
…)

TODAY =TODAY() Returns the current date

UPPER =UPPER(text) Converts text to uppercase.

LOWER =LOWER(text) Converts text into lowercase.

This function counts the number of cells within a range that meet a
Countif =COUNTIF(range, criteria)
single criterion that you specify.

= COUNTA(value1, This function counts the number of cells that are not empty in
counta
[value2], …) a range.

ABS function returns a value of the same type that is passed to it

ABS = ABS(number)
specifying the absolute value of a number.

RANK =RANK This function returns the rank of a number within a set of numbers.

PowerPoint Shortcuts
Working With Shapes and Slides
 Ctrl+D: Duplicates the selected item (shape, slide, etc.), which is much faster than copy and paste
 Ctrl+G: Groups the selected shapes together (use Ctrl+Shift+G to ungroup them)
 Ctrl+Y: Redoes the last action
 Ctrl+Shift+C: Copies the formatting of a shape (use Ctrl+Shift+V to paste it to another shape)
 Ctrl+Alt+V: Opens the Paste Special dialog box
Formatting and Editing Text
 Ctrl+Shift+>: Increases the font size of the selected shape (use Ctrl+Shift+. on a QUERTZ keyboard)
 Ctrl+Shift+<: Decreases the font size of the selected shape (use Ctrl+Shift+, on a QUERTZ keyboard)
 Ctrl+B: Applies bold format to the selected text/shape
 Ctrl+I: Applies italic format to the selected text/shape
 Ctrl+E: Centers the text in the selected shape
 Ctrl+L: Left-aligns the text in the selected shape
 Ctrl+R: Right-aligns the text in the selected shape
 Shift+Enter: Creates a line break in the text (instead of a paragraph break that is inserted when simply
pressing Enter) at the current position
Navigating
 Ctrl+F1: Hides/unhides the Ribbon (very useful for quickly freeing up space on small screens)
 Ctrl+Shift+Tab: Switches between the Thumbnail Pane and the Outline View Pane
 Alt+F10: Shows/hides the Selection Pane
 Alt+F5: Shows the presentation in Presenter View
 Shift+F5: Starts the presentation from the current slide
While Presenting
 +: Zooms into the slide (up to three zoom levels); once zoomed in, you can pan the slide with the mouse
cursor or the arrow keys
 -: Zooms out of the slide to provide an overview of all slides of the presentation (including sections)
 B: Blacks the screen
(Bonus) Combined Mouse-Keyboard Shortcuts
Shift+Select Item with Mouse: Adds the item to the current selection (makes it easy to quickly select multiple
shapes on a slide)
 Ctrl+Move Item with Mouse: Duplicates the selected item
 Shift+Move Item with Mouse: Restricts movement of the item to straight up/down or left/right
 Alt+Move Item with Mouse: Moves the item with Smart Guides and Snap to Point features turned off (can
be helpful when making small position adjustments)
 Ctrl+Resize Item with Mouse: Resizes the item around its center

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  Shift+Resize Item with Mouse: Keeps the original proportions of the item while resizing it
 Alt+Resize Item with Mouse: Resizes the item with Smart Guides and Snap to Point features turned off.

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Microsoft PowerPoint 2010 Screen Elements

Screen Element Description

Ribbon Organizes commands on tabs, and then groups the commands by topic for
performing related presentation tasks.
File tab Displays a list of commands related to things you can do with a presentation, such
as opening, saving, printing, or sharing.
Quick Access Toolbar (QAT) Displays buttons to perform frequently used commands with a single click.
Frequently used commands in PowerPoint include Save, Undo, and Repeat. For
commands that you use frequently, you can add additional buttons to the Quick
Access Toolbar.

Title bar Displays the name of the presentation and the name of the program. The
Minimize, Maximize/Restore Down, and Close window control buttons are
grouped on the right side of the title bar.

Ribbon tabs Display across the top of the Ribbon, and each tab relates to a type of task-related
activity within PowerPoint.
Program-level control buttons Minimizes, restores, or closes the program window.
Groups Indicate the name of the groups of related commands on each displayed tab.

Slide pane Displays a large image of the active slide in PowerPoint.

View buttons A set of commands that control the look of the presentation window.
Notes pane Displays below the Slide pane and allows you to type notes regarding the active
side.
Status bar A horizontal bar at the bottom of the presentation window that displays the current
slide number, number of slides in a presentation, Theme Name, View buttons, and
Zoom slider.

Slides/Outline pane Displays either all of the slides in the presentation in the form of miniature images
called thumbnails (Slides tab) or the presentation outline (Outline tab).

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MICROSOFT PUBLISHER 2010 

Microsoft Publisher 2010 is a program designed to help you create publications, or documents that you
can print and distribute.

MODIFYING TEXT BOXES

Text Fit

 Best Fit, which makes the text larger or smaller to fit the text box

 Shrink Text on Overflow, which automatically shrinks the font size when the text box has no
room for additional text

 Grow Text Box to Fit, which automatically enlarges the text box based on text size and length

 Do not Autofit, which makes no automatic changes to the text or text box size; this is the default
option

SIX PUBLISHER TYPOGRAPHY COMMANDS

 Drop Cap, which enlarges the first letter of the selected text

 Number Style, which lets you choose between four different styles for number spacing and
alignment

 Ligatures, which connect certain combinations of letters to make them easier to read

 Stylistic Sets, which let you choose between various embellishments for your fonts, usually in
the form of exaggerated serifs or flourishes

 Swash, which embellishes capital letters

 Stylistic Alternates, which offer alternate versions of specific letters such as g.

Viewing tools

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Publisher offers a group of viewing tools to help you control the layout of your text, images, and objects on the page.
These viewing tools are for your editing purposes only. They can be turned on and off and will not appear in your printed
publication.
 To access and choose viewing tools, select the View tab, then locate the Show group. Click the check
boxes of the various view options to turn them on and off.
Publication viewing tools include:
 Rulers
You can use the rulers to the left and top of your publication to help you line up text, images, and other
objects and get a clearer idea of exactly where those objects will appear on the printed page.
 Baselines
Baselines are evenly spaced horizontal lines you can use to line up text.
 Boundaries
Boundaries are dark blue dashed borders that appear around your objects. Viewing object boundaries can
be useful when you're aligning objects or wrapping text.
 Guides
Guides are thin lines that help you align various objects. There are two types of guides:
o Margin guides, which are blue lines that mark the edges, or margins, of the printable
area on each page of your publication. Margin guides are automatically created when you
set your page margins.
o Customizable guides, which are green lines you can add anywhere on your publication.

Available Publication Types:  Brochures  Business Cards  Calendars  Greeting Cards  Letters  Newsletters 
Postcards  Advertisements  Award Certificates  Banners  Flyers  Gift Certificates  Invitation Cards  Letterhead 
Menus  Paper Folding Projects  Programs  Signs

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