MS-Word
2007
Introduction
Word processing software is used for the
creation of text-based documents. The word processing software provides tools
for composing, editing, formatting, and printing of documents. In addition to
text, documents can also contain images, pictures, graphics elements, sound
clips and animations. The document can be a poster, report, letter, brochure,
web page, newsletter, or, long document consisting of an index and links to
various chapters.
There are many software packages available,
to do the job of word processing. Some of the word processing software that
works in DOS environment are WordStar, Easy Word, and Word Perfect. Examples of
some more word processing software are—AppleWorks Word Processing for Windows
and Mac, Applix Word for Linux, Microsoft Write for Mac, Notepad for Windows,
and Star Office Writer. Some examples of online word processors are Google Docs, PDSText
(a free online Unicode text editor for Indian Languages), Sun OpenOffice, and
ZohoWriter.
MS-Word Screen and Its Components
The user interface of MS-Word 2007 is quite
different from the previous versions of MS-Word. It has an improved navigation
system which is easier to use. The main screen, as shown in Figure 16.3,
consists of different components like the Ribbon, Ruler bar, Status bar, Scroll
bar, and Work Area. The orientation of the Word 2007 layout and its general
features are described as follows:
·
The Office Logo Button 
at the top left corner contains many task
buttons for the document such as, New, Open, Save, Save As, Print, and Close. This button also has a list of the
recent documents. Some of these commands include an expandable menu to provide
additional options. (The Office Button replaces the File menu in earlier
versions of Word).
at the top left corner contains many task
buttons for the document such as, New, Open, Save, Save As, Print, and Close. This button also has a list of the
recent documents. Some of these commands include an expandable menu to provide
additional options. (The Office Button replaces the File menu in earlier
versions of Word).
·
The Quick Access Toolbar 
is to the right of the Office Logo button.
It contains shortcuts for the commonly used tools, like, Save , Undo (reverses the last change), and Repeat (repeats the last action). The buttons that
you wish to be displayed can be selected from the Customize
Quick Access Toolbar.
is to the right of the Office Logo button.
It contains shortcuts for the commonly used tools, like, Save , Undo (reverses the last change), and Repeat (repeats the last action). The buttons that
you wish to be displayed can be selected from the Customize
Quick Access Toolbar.
Figure 16.3. MS-Word
2007 screen
·
The
Ribbon is a
set of tools and commands across the top of the screen (Figure 16.4). It
consists of a panel of commands which are organized into a set of tabs (also
known as the Tab Bar). Within Tabs, Groups are available, which are designated
by the names located on the bottom of the Ribbon. Each group has icons for the
associated command. The Ribbon (Tabs, Groups, and Icons) replaces traditional
toolbars and menus of earlier versions of the MS-Word.
Figure 16.4. The ribbon
·
The Tabs (Home,
Insert, Page Layout, etc.) on the Ribbon contain the buttons needed to edit
characters, text, and layout, as well as the additional tools that you may
need.
·
Each Tab consists of different Groups, like the Home tab has five groups
namely, Clipboard, Font, Paragraph, Styles and Editing.
·
Each group has Icons for
the commands, which will actually format the document or bring up a menu. To
know the function of an icon button (or command), leave the pointer on a button
for a few seconds, the function of that button will appear in a small box below
the pointer. For example, leaving the icon on displays “Bold (Ctrl+B)”.
·
Ruler
Bar— MS-Word
has two rulers—Horizontal and Vertical. The Ruler Bar allows formatting of
horizontal and vertical alignment of text in a document, by adjusting the tabs,
indents and margins.
·
Status
Bar— It
displays information about the currently active document. The information
includes the current page number, total number of pages and the number of words
in the document, zoom slider 
etc. Right-click on the status bar will
show you the Customize Status Bar (Figure 16.5)
pop-up menu. You can select the options you want to view on the status bar.
etc. Right-click on the status bar will
show you the Customize Status Bar (Figure 16.5)
pop-up menu. You can select the options you want to view on the status bar.
Figure 16.5. Customize
status bar
·
Scroll
Bar— There
are two scroll bars—horizontal and vertical. They help to scroll the content or
the body of document. Scrolling is done by moving the elevator button along the
scroll bar, or by clicking on the buttons with the arrow marked on them to move
up and down, and left and right of a page.
·
Work
Area— It is
the working area in the document window where the text of the document is
typed.
The Office
Button
The
Office Button is used to perform file management operations on the file (i.e.
the document). It contains commands that allow the user to create a new
document, open an existing document, save a document, print a document etc. The
Office button contains nine commands, namely, New, Open, Save, Save As, Print,
Prepare, Send, Publish, and Close. The Office button commands are shown in Figure
16.6.
Figure 16.6. The Office
button commands
The Ribbon
The Ribbon of MS-Word has the Office
button, and eight tabs, namely, Home, Insert, Page Layout, References, Mailings, Review, View and
Add-Ins. Each tab further consists of the groups, and the groups contain icons. Icons are a pictorial representation for a
command. Each tab is self-explanatory; for example, if you want to insert any
item into the document, click on the Insert tab.
The groups and icons related to Insert are
displayed. Select the icon for the command which you want to use. The different
tabs in MS-Word and the groups within them are as follows:
·
Home: Clipboard, Font, Paragraph, Styles, and
Editing
·
Insert: Pages, Tables, Illustrations, Links, Header
& Footer, and Text
·
References: Table of Contents, Footnotes, Citations
& Bibliography, Captions, Index, and Table of Authorities
·
Mailings: Create, Start Mail Merge, Write &
Insert Fields, Preview Results, and Finish
·
Review: Proofing, Comments, Tracking, Changes,
Compare, and Protect
·
View: Document Views, Show/Hide, Zoom, Window,
and Macros
Solved Examples
Here some examples are given, which show
the generated output document.
Example 1.
|
Design a
Magazine Cover. You must include the features mentioned below:
(1) Page Border, (2) Select a
background effect for the page, (3) Create a watermark, (4) Insert either a
picture or clipart, and (5) Use WordArt.
Solution
1:
·
Open blank document. <New>
·
Page Border. <Page
Layout><Page Background><Page Borders><Art>
·
Background effect. <Page
Layout><Page Background><Page Color><Fill
Effects><Texture>
·
Watermark. <Page
Layout><Page Background><Watermark>
·
Insert Picture. <Insert><Illustrations><ClipArt>
·
Use WordArt. <Insert><Text><WordArt>
|
MS-Excel
2007
Introduction
A spreadsheet is a matrix of rows and
columns, similar to an accounting notebook (ledger). A spreadsheet program is
primarily used for mathematical calculations. A spreadsheet program is often
used to prepare budgets, financial projections, billing, and other reports
arranged in rows and columns. An electronic spreadsheet provides more
flexibility, speed, and accuracy in comparison to a manually maintained
spreadsheet. For example, if you change the numbers in a spreadsheet, you do
not have to perform the calculations again. The spreadsheet does it for you.
The spreadsheet program also provides tools for creating graphs, inserting
pictures and chart, analyzing the data etc.
The spreadsheet software from different
technology vendors are available for creation of spreadsheets. Apple Numbers,
Microsoft Excel (MS-Excel), Corel Quattro Pro, and Lotus 1-2-3 are some of the
spreadsheet software available in the market. Lotus 1-2-3 was the leading
software when DOS was the predominant operating system. Several
open-source spreadsheet software, like, Sun’s OpenOffice.org Calc, Google Docs,
KSpread, and Gnumeric are also available. IBM Lotus Symphony is freeware
spreadsheet software.
Start MS-Excel
The MS-Excel software for the Windows
operating system should be installed on the computer. MS-Excel is a fully
menu-driven software, and the commands are available as icons in various Tabs,
and Groups. While working in MS-Excel, using a mouse makes working on MS-Excel
simpler although one can work to some extent through the keyboard also.
Basics of Spreadsheet
MS-Excel 2007 allows creation of
spreadsheets. In this section, we will discuss the basics of spreadsheet (Figure 17.3).
·
A spreadsheet is
an electronic document that stores various types of data. There are vertical
columns and horizontal rows.
·
The intersection of each row and column is called a cell.
A cell is named with the column letter first and then the row number. For
example, cell A1, A2, B1, B3 etc. A cell is an individual container for data
(like a box). A cell may hold data of the following types:
o
Numbers (constants),
o
Formulas (mathematical equations), and
o
Text (labels).
·
An array of cells is called a sheet or worksheet. A spreadsheet or worksheet
holds information presented in tabular row and column format with text that
labels the data. They can also contain graphics and charts.
·
A workbook is
a Microsoft Office document that contains one or more worksheets. A worksheet
is a single document inside a workbook. However, the terms workbook, worksheet,
sheet, and spreadsheet are often used interchangeably.
·
Each new workbook created in Excel has three worksheets by
default. If you want to rename a worksheet, right click on the tab
<Rename>, or double click on the tab and type the new name for it. User
can add more worksheets or delete some of them, as per requirements.
·
A formula is an equation that calculates the value to be
displayed. A formula when used in a worksheet, must begin with an equal to (=)
sign. When using a formula, do not type the number you want to add, but the
reference to the cells whose content you want to add. For example, to add the
marks 67, 78, 66, 90, 85, and insert the result in C10 cell, you put the
formula =SUM(C5:C9) in C10 cell, where C5 is the cell from where we want to
start finding the sum, and C9 is the cell having the last data we want to add.
After writing the formula, when you press the Enter key, cell C10 displays the
result i.e. 386. The actual formula contained in the cell C10, gets displayed
in the formula bar, when you click over the number 386. It is advisable to
reference the cell as opposed to typing the data contained in the cell, into
the formulas.
MS-Excel Screen and Its Components
The user interface of the MS-Excel makes it
easy to use Excel 2007. In contrast to the previous versions of MS-Excel, the
new user-interface has an improved navigation system consisting of tabs which
further consist of group of commands. The main screen is shown inFigure
17.3. At the top side of the screen is the Ribbon. Below the Ribbon
are the Name box and the Formula box. There is a scroll bar, and at the lower
side of the screen there are the Worksheet tabs and the Status Bar. The work
area of the screen consists of rows and columns. The orientation of the Excel
2007 layout and its general features are described as follows:
·
The Office Logo button 
at the top left corner contains many
commands for the document such as, New, Open, Save, Save As, Print, and Close. This button also has a list of the
recent documents. Some of these commands include an expandable menu to provide
additional options. This Office Logo button replaces the File menu in the
earlier versions of MS-Office.
at the top left corner contains many
commands for the document such as, New, Open, Save, Save As, Print, and Close. This button also has a list of the
recent documents. Some of these commands include an expandable menu to provide
additional options. This Office Logo button replaces the File menu in the
earlier versions of MS-Office.
·
The Quick Access Toolbar 
is to the right of the Office Logo button.
It contains shortcuts for the commonly used commands, like, Save , Undo (reverses the last change) and Repeat (repeats the last action). The
icons for the commands that the user want to get displayed on the toolbar can
be selected from the Customize Quick Access Toolbar
is to the right of the Office Logo button.
It contains shortcuts for the commonly used commands, like, Save , Undo (reverses the last change) and Repeat (repeats the last action). The
icons for the commands that the user want to get displayed on the toolbar can
be selected from the Customize Quick Access Toolbar
·
The Ribbon consists
of a panel of commands which are organized into a set of tabs (Figure 17.4). The
layout of the Ribbon in MS-Excel is same as that of the Ribbon in MS-Word.
Within Tabs are Groups, which are designated by the names located on the bottom
of the Ribbon. Each group has icons for the associated command. The Ribbon
(Tabs, Groups, and Icons) replaces the traditional toolbars and menus of
earlier versions of MS-Excel.
Figure 17.4. The ribbon
·
The Tabs (Home,
Insert etc.) on the Ribbon contain the commands needed to insert data, page
layout, formulas etc. as well as any additional commands that you may need.
·
Each Tab consists of different Groups, like the Home tab has seven groups
namely, Clipboard, Font, Alignment, Number, Styles, Cells, and Editing.
·
Each group has icons for
the commands. To know the function of an icon (or command), leave the pointer
on a button for a few seconds, the function of that icon will appear in a small
box below the pointer. For example,
leaving the icon on displays
“Bold (Ctrl+B)”.
·
Status
Bar— It
displays information about the currently active worksheet. The information
includes the page number, view shortcuts, zoom slider 
etc. Right-click on the status bar will
show you the Customize Status bar (Figure 17.5)
pop-up menu. You can select the options you want to view on the status bar.
etc. Right-click on the status bar will
show you the Customize Status bar (Figure 17.5)
pop-up menu. You can select the options you want to view on the status bar.
Figure 17.5. Customize
status bar
·
Scroll
Bar— There
are two scroll bars—horizontal and vertical. They help to scroll the content or
the body of worksheet. Scrolling is done by moving the elevator button along
the scroll bar, or by clicking on the buttons with the arrow marked on them to
move up and down, and left and right of a worksheet.
·
Worksheet
Tab— They
are the tabs located at the bottom of each worksheet in the workbook, which
display the names of the sheets. A button is provided to insert a new
worksheet. You can move from one worksheet to other using the arrow keys or by
clicking on the appropriate worksheet tab.
·
Row— The numbers (1, 2, 3 ...) that appear on
the left side of the worksheet window. The rows are numbered consecutively
starting from 1 to 1,048,576 (approx. 1 million rows).
·
Column
Headings— The
letters that appear along the top of the worksheet window. Columns are listed
alphabetically starting from A to XFD i.e.16,384, (approx. 16,000 columns).
·
Active
Cell— The
intersection of a row and column is called a cell. The cell in which you are
currently working is the active cell. A dark border outlining the cell
identifies the active cell.
·
Formula
Bar— It is
located beneath the Ribbon. Formula bar is used to enter and edit worksheet
data. As you type or edit the data, the changes appear in the Formula Bar. When
you click the mouse in the formula bar, an X and a check mark appear. You can
click the check icon to confirm and complete editing, or the X to abandon
editing.
·
Name
Box— It
displays the cell reference, or column and row location, of the active cell in
the workbook window.
The Office Button
The
functionality of the Office button in MS-Excel is almost similar to the
functionality provided in the MS-Word software. For example, New will open a blank document in MS-Word
and a blank Workbook in MS-Excel.
The Office Button is used to perform file
management operations on the file (i.e. the workbook). It contains commands
that allow the user to create a new workbook, open an existing workbook, save a
workbook, print a workbook etc. The Office button contains nine commands (Figure 17.6),
namely, New, Open, Save, Save As, Print, Prepare, Send, Publish, and Close.
The Ribbon
Like the other programs in the Office 2007
suite, MS-Excel 2007 has a ribbon. The Ribbon of MS-Excel has the Office button
and eight Tabs, namely, Home, Insert, Page Layout, Formulas, Data, Review,
View, and Add-Ins. Each tab further consists of the groups, and the groups
contain icons. Icons are pictorial representations for a command. The tabs in
the Ribbon are self-explanatory; for example, if you want to do a page setup
for the worksheet, click on the Page Layout tab. The groups and icons related
to Page
Layout are displayed.
Select the appropriate command. The different tabs in MS-Excel and the groups
within them are as follows:
·
Home: Clipboard, Font, Alignment, Number, Styles,
Cells, Editing
·
Insert: Tables, Illustrations, Charts, Links, Text
·
Page
Layout: Themes,
Page Setup, Scale to Fit, Sheet Options, Arrange
·
Formulas: Function Library, Defined Names, Formula
Auditing, Calculation
·
Data: Get External Data, Connections, Sort &
Filter, Data Tools, Outline
·
Review: Proofing, Comments, Changes
·
View: Workbook Views, Show/Hide, Zoom, Window,
Macros
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