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11..I I
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N N T T RROODDU U C C
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T T I I OON N Office packages are bundles of programs that help you with
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daily‘office’ chores, such as writing documents, making extensivecalculations, preparing
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presentations, maintaining databases etc. Whilethere are a number of competing Office suites,
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Microsoft Office is theunchallenged market leader and is used by the majority of
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companiesaround the world.An Overview This manual is meant as an introduction to the three most important
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programs in Microsoft Office 2000: Word, Excel and PowerPoint.In the first section,
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we will discuss all the elements that these three havein common. We then devote a section to each
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of the programs. In thesection on Word, we discuss how you can use this word processor totype, edit and
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format documents such as writing assignments. In the thirdsection, we will learn the basics about
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Excel. Excel is Office’sspreadsheet program, and it is used heavily in your Quantitative Methodssubject
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s. The fourth section then provides a step-by-step guide tocreating presentations in PowerPoint.SMR
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(Studenten Micro Ruimte)Synonym for computer lab at our university.What you need to get started Strictly speaking, you
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do not need anything. All of the above programsare installed in our faculty’s
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computer labs (or SMRs as they are called atour university). There are two
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SMRs at the Faculty of Economics andBusiness Studies, and both are located in the main
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building atTongersestraat 53. To use a PC there, you need your student ID number and a password that
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has been mailed to you together with your studentID card.THE COMPUT
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ER ROOMSSMR 1 SMR 2LOCATION
Rooms 3.047 – 3.061 Rooms 0.012 – 0.014NUMBER OF PCS
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120 60OPENING HOURS
Mon – Thu 9 a.m. – 10 p.m. 9 a.m. – 5 p.m.Fridays 9 a.m. – 5 p.m. 9 a.m. – 5
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p.m.Weekends closed closedMORE INFO
www.fdewb.unimaas.nl/smr/ In general, the SMRs should only be used for
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study related activities,e.g. downloading and reviewing lecture notes, writing papers, registering
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4 Introduction to
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Microsoft Office●●●●●●●●●●●●
for courses etc. If you want to write personal emails or surf the web for fun,
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you are asked to restrict yourself to the early morning (9 – 10 a.m.)or the evening (after 5 p.m.). Even
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with these rules in place, the SMRstend to get crowded often.When the SMRs are closed, you can
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walk over to the library, whichoffers a small computer room of its own. Be aware that other
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facultiesalso use this computer room – you may have to wait (possibly a longtime) for a PC to become
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available. If you know in advance that youneed a PC for a study related reason, you can make a
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reservation for upto two hours per day.THE L IBRARYADDRESS
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Bonnefantenstraat 2PHONE
(043) 388 34 27WEBSITE
www.ub.unimaas.nl OPENING HOURS
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Mon – Thu 8.30 a.m. – 10 p.m.Fridays 8.30 a.m. – 9 p.m.Saturdays 10 a.m. – 5 p.m.Sundays 12
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a.m. – 5 p.m.Our computer labs can get very crowded during peak times, and it may be a
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good idea to buy a used or new PC to work at home. In that case,you will also need to buy a copy of
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Microsoft Office, as Office is acommercial program. The cheapest way to get Microsoft
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Office 2000 isto buy it from the ICT Service Center. Office 2000 Professional costs 25 €1
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for students and includes Word, Excel and PowerPoint, plus other useful programs such as
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Microsoft Outlook.THE ICT SERVICE CENTERADDRESS
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www.icts.unimaas.nl OFFICE HOURSPhone/Email Walk in
Weekdays 8 a.m. – 10 p.m. 8.30 a.m. – 5 p.m.Saturdays
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10 a.m. – 4 p.m. closedOn the Use of this Book In this book, we assume that you have access to a PC with
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theappropriate software. We also presume that you know in general how to1
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These prices are sharply reduced in comparison to normal retail prices, because Maastricht University (in cooperationwith other Dutch
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universities) buys large quantities of educational licenses.
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General
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Topics: Introduction 5●●●●●●●●●●●●
operate a Windows-based PC. We will
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take it from there.This manual is not meant to be all-encompassing. It is meant as anintroduction
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and as a guide. We will focus on getting you started, and indoing so will ignore a number of useful
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advanced features. You areencouraged to go beyond the contents of this book and explore the
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toolsthat you are working with. Some of your future courses will also expandupon the
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contents in this manual, particularly the QM courses makeextensive use of Microsoft Excel. If you
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feel that you need further guidance, there are a number of excellent printed resources.
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Personally,we find the jargon-free language and useful hints of the ‘For Dummies’series to be
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particularly appealing, but there are certainly many other useful and well-written computer books
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out there. There is also a lot of helpful information on the web.This book is focused on showing you
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how to accomplish certain tasks inMicrosoft Office. Be aware that there are usually
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several ways to getthings done. We will endeavor to show you as many of them as possible.In
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doing so, we will use the following conventions:A toolbar.·
Toolbar buttons that initiate a
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certain function are usuallydisplayed in the margin together with a brief description
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of whatthe button does.·
If you need to press a key on the keyboard, we will indicate
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this by printing the key, e.g./implies that you need to hit‘enter’. Frequently, key
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combinations are used to accomplishtasks. An example of such a key combination would be
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c +P, which means that you should pressand hold
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the ‘ctrl’ keywhile pressing ‘p’.·
When you need to enter more than a few characters, we
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will not print the individual keys, because that would be space consumingand hard to read.
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Instead, we will indicate the text using a specialfont, as demonstrated here: ‘enter this’
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.A menu bar.·
Some of the options cannot be initiated by using a keyboardshortc
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ut or an on-screen button. Such options are can usually befound in the menu bar. If we want you to
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select an option fromthe menu bar, we will list the names of the options inchronological
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order. E.g. ‘File’„
‘Print’ would imply that youclick on ‘File’ in the menu bar, and
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then select ‘Print’ from themenu that appears. Instead of clicking on the items, you can alsouse
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your keyboard: pressaand the underlined letter, in our example
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a +F. Once the menu is open, simply pressing theunderlined letter is
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sufficient. E.g. after pressinga +F, pressingP
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will be enough to take you to the print menu.
6 Introduction to
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Microsoft Office●●●●●●●●●●●●
·
Finally, we will use a similar notation when you need to
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selectoptions from the Start menu, e.g. ‘Start’„
‘Programs’„
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‘Microsoft Word’ will launch Word. Once again, you can usekeyboard shortcuts: press
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the Windows key (ÿ), followed by theunderlined letters.The Start menu.
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If you are stuck…If you cannot find the answer here, there are still a number of ways toget help.If you are
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stuck using a certain program, the first thing you can try is pressing the1key. Pressing
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1is like asking the computer for help.In most cases, the appropriate program will
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then give you additionalinformation on whatever you are currently doing. The intricacies of
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thehelp system are discussed in more detail in the second chapter of thissection.There are, however,
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cases when your computer does not understand your problem (because the persons that built the
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software did not foresee it) or when your PC is not able to help you (because it is malfunctioning)
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. Insuch cases, you may want to check out a helpful website, Tech24SelfHelp atwww.tech24inc
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.com/help.html. Tech 24 offers self-helplinks that are sorted by category (e.g. ‘Internet’, ‘Email’,
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‘Outlook’).They also offer live support from certified technicians.You can also try contacting the
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producer directly. If you have troublewith any part of Office, you might want to
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visitwww.microsoft.comtosee if they know the answer to your question. However, some
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producersdo not offer a lot of support or charge money for it.Another option is to call or email the
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computer whiz kids at the ICTservice center of our university. They offer support for the software
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usedthroughout the university, which includes among others Windows,Microsoft Office, Internet
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Explorer, and the McAfee virus scanner. (Seethe info box on p. 4 for their contact information.)Fin
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ally, befriending a geek may be the best solution. Geeks are by naturefriendly, helpful and
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extremely well versed in all things computer. If youcan count one of them as your friend, he
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(or in rare cases she) probablywon’t mind dropping by and helping you out when you are
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havingtrouble with your PC. An invitation to dinner or to the movies in returnwon’t hurt either.We wish
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you success in working with Microsoft Office!●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●
●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●
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COMING UP
22..C C
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OO M M M MOON N
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E E LLE E M ME E N N T T S
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S OOF F M M
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I I C C RROOS S OOF F T T
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OOF F F F I I C C E E
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P P RROOG G RR A
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A M MS S This chapter discusses commonelements of all Office programs.We will
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first discuss their common makeup and will thenturn towards common functions.All Microsoft Office programs, and
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indeed most Windows programs,share some common elements. We will start out by discussing
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featuresthat are more or less similar across all Office Programs, namely themenu bar, toolbars,
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and status bar. We will then dive into functions thatare shared by all Office products, such
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as the methods to create, open,save and print files.Common featuresAll Office programs have a
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comparable assortment of control features: amenu bar, several toolbars and a status bar. We will now
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discuss theseelements one by one.The menu bar The menu bar offers you access to all
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services of the application you areusing. You can call up any item on the menu bar either by clicking on
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itdirectly or by pressing and holding theakey while pressing theunderlined
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letter of the entry. (E.g. to open the file menu, pressa +F.)
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Click the ‘expand menu’ buttonto see the entire range of options.Clicking on any of the headings will bring up the appropriate
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menu,which contains a broad range of functions. Be aware that no Officeapplication displays all of
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the available functions right away. Manycomputer users experienced the vast range of
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available options asconfusing. This is why Microsoft Office applications
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initially displayonly the most frequently used items. Only if you do not do anything for amoment
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after opening a menu will they display the remaining options.To speed up the process, you can
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also press the ‘expand menu’ button atthe bottom of the menu.
8
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Introduction to Microsoft Office●●●●●●●●●●●●
If the option you arelooking for is not in thelist, you
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can wait a fewmoments for the menu toexpand to its fulllength…… or you can click onthe ‘expand menu’ buttonto expand it
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to full sizeimmediately.All options available in Office applications are grouped into one of
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themenus. While the individual options differ between the applications, thegeneral
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menus are rather similar.·
The ‘file’ menu offers options to create and open documents,save, preview and
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print your work and other options related tothe actual document.·
The ‘edit’ menu allows you easy
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access to the most fundamentalediting options, such as cutting, copying and pasting,
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undoingand redoing changes, as well as finding and replacing text.·
The ‘view’ menu allows
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you to determine how you would likeyour document to be displayed. Furthermore, it
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gives you accessto parts of your document and of the application that are notalways visible on the
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screen, such as specialty toolbars.·
The ‘insert’ menu lives up to its name: it enables you to
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insert allsorts of objects into your document, whether it is a mere symbol,an equation, a footnote, a
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comment or a picture.·
Under the ‘format’ heading, you find all of the formattingoptio
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ns. What you can format depends on the application: e.g.fonts and paragraphs in Word, cells,
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rows and columns in Excel,and slides in PowerPoint.·
The ‘tools’ menu contains an assortment of
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helpful functions,such as the spell checker.·
The ‘window’ menu comes in handy when you
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are working onseveral documents simultaneously, as it allows you to arrange thedocuments in
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any way that you like or that is useful to you.
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Gener
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al Topics: Getting Hooked Up 9●●●●●●●●●●●●
·
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Finally, the ‘help’ menu is your first stop whenever you arestuck.The toolbars
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While the menu bar is highly useful, it would be frustrating if you had touse it all the time. Imagine you
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want to cut a line of text and place itsomewhere else – it would take quite long if you had to
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select ‘edit’,‘cut’ and then ‘edit’, ‘paste’ for every simple adjustment. For thatreason, there
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are a number of toolbars that contain shortcuts to the mostfrequently used functions.Gener
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ally, Word, Excel and PowerPoint will display only the two mostimportant toolbars at
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startup: the standard toolbar and the formattingtoolbar.The standard toolbar gives access to the
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most common functions:creating, opening, saving, printing and emailing documents, cutting,copying
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and pasting text, undoing and redoing changes, etc.The formatting toolbar, as its
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name suggests, gives access to the mostcommon formatting options. Using it, you can e.g.
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change the typeface,size, alignment, and indentation of your text.The function of the most important
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buttons will be discussed in theappropriate sections of the next chapters. If you are looking for a particular
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shortcut or are not certain what a specific button does, there isa quick way to get help: let your mouse pointer
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hover above the buttonfor a few moments, and a yellow sign will appear with a brief explanation.
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Use this button to get access toinfrequently used shortcut buttons.Toolbars are similar to menus in one aspect: unless
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there is anabundance of space, they only show the most commonly used functions.If you do not use a
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particular shortcut button for a while, it will drop off the toolbar. To get it back, click on the ‘more
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buttons’ button at the rightend of the appropriate toolbar.‘View’„
‘Toolbars’
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All applications also offer toolbars for specific problems. Beside thestandard and
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formatting toolbars, Word offers 14 additional toolbars,Excel offers a further 12 and
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PowerPoint another 11 additional bars. Youcan make additional toolbars visible by clicking on
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‘View’, ‘Toolbars’on the menu bar, and then selecting the appropriate toolbar.
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10 Introduction to
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Microsoft Office●●●●●●●●●●●●
The status bar The status bar gives ready access to a wealth of
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information about your document, but the type of information is very much dependent on
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theapplication. Most of the information displayed there is aimed at theadvanced user, and we
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will only discuss it in a small number of cases.Common functionsWe will now turn towards the
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common functions of Microsoft Office.There are usually several ways to activate a function, such
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as a button ona toolbar, a keyboard shortcut or an entry in the menu bar. All possibleways to
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launch a feature are detailed in the margin.Please note that buttons on the toolbar work
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slightly differently than theother two options: they immediately execute the feature, without
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givingyou an opportunity to change any settings. If you press e.g. the ‘print’ button on the toolbar, your
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document will be printed immediately usingthe settings from the last print job.
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This could be dangerous if you areworking in the SMR and your last print process used the
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expensive color printer!If you want to check or change any of the settings beforeactivating
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a feature, you should use the keyboard shortcut or the entry inthe menu bar.c +
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N‘File’„
‘New…’Create a new document.Creating new documents
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Pressing the ‘new document’ button on the standard toolbar will get youa completely blank document
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in Word, Excel and PowerPoint. Using thekeyboard shortcut or ‘File’ menu will allow you to
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choose between a blank document and some prefabricated templates, such as templates for
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letters in Word or PowerPoint presentations with elaborate designs.c +o
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‘File’„
‘Open…’Open a document.Opening existing documents
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If you want to access an existing document, you can press the ‘open’ button on the standard
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toolbar, select ‘File’, ‘Open’ in the menu bar or pressc +O
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. All of them work in the same way; they lead to awindow in which you can select the
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file to be opened:
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General Topics: Getting Hooked Up 11●●●●●●●●●●●●
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To open a file, you first need to go to the location of the file. Two of themost frequently used
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locations, the ‘my documents’ folder and your ‘desktop’, can be found using the shortcuts on the left side of
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thewindow:. You can also use the ‘history’ button to locate files that youhave recently worked
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on. If all this does not help, e.g. when your file ison a floppy disk, use the ‘look in’ box at the top of
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the window tonavigate to the location of your file.File typeFiles can be classified intodifferent types,
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indicating thatthey contain differentinformation. E.g. Worddocuments can contain elaboratetexts, while PowerPoint filescontain slides
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for a presentation.Files cannot simply be openedwith any program. If you do nothave the software associatedwith the file type,
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e.g.PowerPoint for PowerPointdocuments, you may not be ableto use the file, or you may berestricted in its use.Once you have moved to the
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appropriate location, you should see a listof documents. If your file is among them,
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you can open it by double-clicking on its name or by selecting it and pressing the ‘open’ button. If
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alarge number of files is listed, you may need to scroll through the list tofind the file you are looking for. If
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you are in the right location, but your file is not on the list, check if the rightfile type
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is selected. However, thecorrect type will usually be selected by default, e.g. Microsoft Excel
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willalways try to open Excel documents initially.c +S‘File’„
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‘Save…’Save the current document.Saving documentsIf you have worked on a document and wish to save
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your progress sothat you can continue editing or using it later, use the ‘save’ button,select ‘File’, ‘Save’
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from the menu or pressc +S. If you created anew document, you will be
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asked to enter a name for the document.If you already saved the document earlier on, you will not have to
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enter its name anymore – the old version will simply be overwritten.– Different file types
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Under very specific circumstances, you may want to save a document ina different file
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type than its standard file type. E.g. if you intend to emailan essay to a person who does not own
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Microsoft Word, sending it as aWord document may not be a good idea. In this
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case, you can select
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12 Introduction to
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Microsoft Office●●●●●●●●●●●●
different file types at the time when you enter the file name.Usually,
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you will select the file type by consensus: the recipient will tellyou what file types he can use and you will
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select one of them. In thevast majority of cases, it will not be necessary to change the file type andwe will
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only return to this subject in the section on PowerPoint.‘File’„
‘Save as…’Save the current
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document under a new name.– Saving under a new nameIn some cases, you may want to save a file without
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overwriting the oldversion, e.g. because you have made significant changes and you want to
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preserve the original together with the revised version. In that case, youcan select ‘File’, ‘Save as’ from
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the menu bar and enter a new filename.c +P‘File’„
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‘Print…’Print the current document.Printing documentsPressing the ‘print’ button will immediately
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print the entire document onthe standard printer, or on the printer that was used for the last
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printout.Pressingc +Por choosing ‘File’, ‘Print’ from the menu
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bar willallow to make a number of choices before printing, such as:·
which parts of the document
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you want to print·
which printer you would like to use·
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how many copies you would like to print‘File’„
‘Print preview…’Print preview.Preview
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asingle page.View several pages.– Print previewBefore printing a document, you can check whether everything
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looks theway you intended it to look. Pressing the ‘print preview’ button or selecting the
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appropriate item from the menu bar will get you aminiature preview of the printed document. You
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can choose to previeweach page individually, resulting in a more detailed preview, or you
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canopt to preview several pages simultaneously. You will be able to choosehow many pages to
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preview (up to a maximum of 24 pages) and howthey should be arranged. If you are satisfied, you
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can print directly fromthe print preview by clicking on the ‘print’ button (see above), or youcan return to
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the document for further changes by clicking on ‘close’.– SMR printer guide
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If you are working in the SMR, selecting the correct printer is important.At the time of writing
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(July 2002), Hewlett-Packard printers were usedfor simple black and white paper printouts. To
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make a color printout or to print sheets for overhead projectors, you can use the Tektronix
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Phaser printer. Be sure not to confuse the two: printing on the Tektronix printer is far more expensive
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than making a normal printout. Once you haveselected a printer for your printouts, it will be used until
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you select adifferent printer. For more information, ask the SMR duty manager or visit
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the SMR homepage.„
www.fdewb.unimaas.nl/smr/
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General Topics:
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Getting Hooked Up 13●●●●●●●●●●●●
c + 4‘File’„
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‘Close’Close the current document.Closing documentsIf you want to continue working e.g. in Word, but are
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done with one particular document, you can close it. Keeping documents open whenyou are
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not working on them will tie down computer memory and mayslow down your computer’s other
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operations. There are lots of ways toclose a document. You can pressc + 4
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or select ‘File’, ‘Close’from the menu bar. Alternatively, you could click on the ever-present‘close’
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button that can be found in the top right corner of everywindow. Be aware that there may be
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two such buttons if you have onlyone document open: the upper ‘close’ button closes the
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application, e.g.Word, while the lower ‘close’ button closes only the current document.If you
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have more than one document open, there will only be one close button, which will always close the
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current document.Cutting, copying, pasting The most comfortable way to move
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text and other items around in adocument or to transfer them between documents is to cut or copy
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thedesired item and to paste it wherever it is needed. Before you can do so,you need to select what you
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want to cut or copy. There are small, butsignificant differences between the procedures used
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to select text inWord, cells in Excel and slide elements in PowerPoint. We will thereforediscuss
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these techniques individually in the appropriate chapters.s + xor c +
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x‘Edit’„
‘Cut’Cut
c + ior c +C
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‘Edit’„
‘Copy’Copy– Cutting or copying?Once you have highlighted the text, cells or
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objects that you want to cutor copy, you will have to choose between cutting and copying them.Both
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methods will allow you to insert the object(s) in some other spot, but there is a crucial
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difference between them: cut text disappears fromits original location while copied text
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remains where it is. E.g. if youwant to move a passage from the middle of your essay to the end,
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youwould usually cut it. If, on the other hand, you want to re-use a passagein some other essay, you
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would copy it.Before you can insert the text, you need to move the cursor to its newlocation,
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e.g. to the end of your essay. You can then push the ‘paste’ button, presss + i
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or select ‘Edit’, ‘Paste’ from the menu bar.You can paste the same element as many times as you like.
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s + ior c +V‘Edit’„
‘Paste’Paste
c +
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Z‘Edit’„
‘Undo’UndoUndoing changesWhen you have done something
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really disastrous, e.g. deleted all the textin your document, you can undo the changes one at a
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time by clicking onthe ‘undo’ button. If you click on the right part of the ‘undo’ button ,you will
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see a list of your last changes and you can undo as many of them as you like.
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14 Introduction to
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Microsoft Office●●●●●●●●●●●●
If it turns out that the changes were indeed justified, you can re-do them
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by clicking the ‘redo’ button. If you use the ‘redo’ button immediatelyafter pressing the ‘undo’ button,
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then your changes will be restored. If your last action however was not to ‘undo’ something, then
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the ‘redo’ button will be deactivated. Instead, you can use the keyboard shortcut or the
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appropriate ‘Edit’ menu item torepeat your last action. This will
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notwork in all circumstances.c +Y‘Edit’„
‘Redo’Redo
c +
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Y‘Edit’„
‘Repeat’Repeat
1e.g. ‘Help’„
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‘Microsoft WordHelp’Launch the help system.The help systemIf you get stuck working in a Microsoft Office
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application, simply hit1or push the ‘help’ button. What happens next depends on
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thesettings of your computer. If the Office Assistant is installed, it willspring to action and offer
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help. If the Office Assistant is not installed, pressing1will bring up the help system,
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which is a combination of auser manual and a list of anticipated questions.
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– The regular help systemThe help system will appear in the form of another window that will push
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your current window to the side so that both windows are visible atthe same time. Its window is split
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into two main areas: a navigation area,which helps you find the topics you want, and a text
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area, where theactual help will be displayed.There are three different ways to get
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information:The contents and index work just like you would expect them to: the‘contents’ area offers a list
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of all the chapters and sections contained inthe user manual, while the index is an
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alphabetical list of all the wordsused in the manual. The answer wizard is probably the
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most useful tool:
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General Topics:
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Getting Hooked Up 15●●●●●●●●●●●●
it lets you search a list of topics for your
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particular problem. Let’sassume you are working in Word and want to italicize text, but you
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donot know how. Simply call up the help system, click on ‘answer wizard’and type in a couple of
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keywords:When you push the ‘search’ button, the help system will return with alist of topics that may be of
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relevance for you:In our case, the answer to our problem is right at the top of the list. If you have
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trickier problems, you may have to go through a number of topics. To read any of the listed
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topics, click on its title. The topic willthen be displayed in the adjacent area:Clippy, the best-known (andmost
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hated) office assistant.– The office assistant The office assistant is a cartoon character that is
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meant to help you doyour daily chores using Microsoft Office programs. It will take the
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formof a paperclip unless you actively ‘hire’ another character as your assistant. When you press
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1and the office assistant is installed onyour computer, you can ask questions in the
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same way as when you aredealing with the answer wizard (see above).‘Help’„
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‘Hide the OfficeAssistant’Furthermore, as long as the office assistant is visible on the screen, itwill monitor what
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you are doing and will offer suggestions when itthinks that you could accomplish a task more
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efficiently. This behavior may be quite useful while you are still learning the ropes, but after awhile, many
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users get irritated with the office assistant. If you want toget rid of it, right-click on it and select
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‘hide’ from the menu that popsup. Alternatively, you can select ‘Help’, ‘Hide the Office
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Assistant’ fromthe menu bar.
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16
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Introduction to Microsoft Office●●●●●●●●●●●●
Dialogue boxA window that requires your
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decision on some topic. E.g.when you save a document, your PC needs to know under whatname it should save thedocument and will open awindow
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where you can enter thefilename. This window would bea dialogue box.– Help in working with dialogue boxes
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During some particular activities, there is a quicker way to get help.Let’s assume that you want to print
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something. You have clicked on‘File’, ‘Print’ and a window has popped up where you can adjust someof
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the print settings before printing. However, you are unfamiliar withsome of the advanced
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settings. In almost all of thesedialogue boxes, youwill find a button with a question mark
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in the upper right corner.Pushing this button will put you into ‘quick help’ mode. To
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indicate youare in this mode, a question mark will be added to your mouse pointer . When you now click
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on any element of the dialogue box, a brief description of its function will be displayed.For
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example, clicking on the ‘ok’ button in quick help mode…will yield the
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following explanation:●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●
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I m a g e : s i z e - i s n t - e v e r y t h i n g . c o . u k
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M MI I C C
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RROO
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S S OOF
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F T T W W
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O
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ORRDD
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●●●●●●●●●●●●●●●●●●●●●●
11..I I
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N N T T RROODDU U C C
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T T I I OON N Microsoft Word is a word processor, a program
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designed to handle awide variety of pieces of writing. You can use it to write anything from ashort
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letter to reports of several hundred pages. It offers a broad range of formatting options and also
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allows you to integrate images, graphs,tables, equations and all sorts of other objects into
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your documents. You can start Microsoft Word by clicking on its icon on the desktop, or
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alternatively by selecting it from the ‘Programs’ category of the Startmenu. Word will start as well if you
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double-click on any Worddocument. Finally, you can also use the ‘new office document’
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and‘open office document’ tools, which may be located in your quick launch bar or at
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the top of your Start menu.‘Start’„
‘Programs’„
‘Microsoft Word’Create newOffice
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docs.Open existingOffice docs. A few moments after launching Word, its window will
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appear on your screen:The Word screenAs all Microsoft Office programs (and most other applications),
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Wordfeatures the usual assortment of a menu bar, several toolbars and a status bar. Beyond that, the
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screen is dominated by white space. This is where
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20
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Introduction to Microsoft Office●●●●●●●●●●●●
you will be entering and
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editing your documents.We will discuss most of the elements found on the toolbars and some of the
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options on the menu bar in the latter chapters, so we will onlyexamine the status bar here. Word’s status
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bar plays a more prominentrole than the status bars of other Office applications. It provides a
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wealthof information about your document.Let’s investigate the individual
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elements on the bar.·
Page 1: we are on the page labeled ‘1’.2·
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Sec 1: we are in section 1 of our document.·
1/1: this is the first page of our document, and
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there is one pagein total.·
At 2.5 cm: on the current page, we are 2.5 cm below the topmargin.
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·
Ln 1: this is line 1 on the current page.·
Column 1: in the current line,
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we are in the first column.3·
REC
,TRK
,EXT
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,OVR
: a number of options are not active.4·
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English (U.S.): we are using American English for our document.·
The two empty boxes represent
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activities. The first one willinform you about the status of the automatic spell check, thesecond one
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will report on saving and printing activities that occur in the background.
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Writing a document in Word In producing a document in Word, you will usually follow these steps:1.
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Create a new document. (Analogous to taking a fresh sheet of paper.)2.
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Typing a first version of the document.3.Revising and editing it.4.
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Applying formatting to your text.5.Preserving the document for later use by saving or
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printing it.The distinction between these stages is in a way artificial. Once you haveacquainted
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yourself with Word, you will certainly apply formattingwhile typing, and you will probably save your
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document early on. Nonetheless, we will investigate these processes separately from eachother for
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the sake of order.The following chapter is dedicated to the second and third step of the2
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This is not necessarily the first page of the document, e.g. in books the first pages are usually labeled ‘i’, ‘ii’, ‘iii’ and soon, as they contain the cover
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page, contents, etc. The first page of actual text is then labeled ‘1’.3
These are not ‘columns’ as such. Instead, it represents the
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number of the next character. Here, we are at the beginning of the line, so the next character will be the first.4
Note that the options are gray; if
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they are active, they will be black as the rest of the information on the status bar. We willdiscuss some of these options in later chapters.
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Microsoft Word: Introduction 21●●●●●●●●●●●●
process: typing your document
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and editing it. As it turns out, there isquite a bit to say about these deceivingly simple
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activities. The thirdchapter is then concerned with the formatting of your document. Finally,saving
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and printing in Word works just like in any other Officeapplication. Therefore, these activities
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will not be discussed separately – we refer you to the second chapter of the general section,
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‘CommonElements of Microsoft Office Programs’.●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●
COMING UP
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22..E E N N T T E E RRI
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I N N G G &&E E
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DDI I T T I I N N G G T T
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E E X X T T The present chapter discusses the peculiarities of typing adocument in Word, how you
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canedit it and how the spellchecking works.In this chapter, we will discuss the basics of creating a document
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inWord. While we assume that almost everyone has already seen akeyboard, there are a few peculiarities to
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working with a Word processor such as Word, and these are discussed in the section on typing text.
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Wethen discuss how you can edit your document. Finally, we discover whatWord does
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while you are typing.Typing text There are few peculiarities about typing and even people that have never
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used a keyboard before will quickly get used to the process. In thefollowing, we discuss a
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series of loosely related issues.Want to learn touch-typing?If you have not typed a long text yet, it may
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be a good idea to learn professional touch-typing instead of developing your own ‘hunt and
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peck’ method of typing. Among the advantages are increased speed,fewer mistakes and reduced strain
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on your hands and wrists. Also,learning it early on is easier than unlearning your own style
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later.Fortunately, learning touch-typing is not overly difficult and it can bedone at zero cost.
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TYP ING TUTORS ON THE WEBWe have dug out four automated
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typing tutors that you can downloadfor free from the web. All of them have received good
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grades from their users. Feel free to download them all and see which one
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works best for you.Analytical Eye Typing Tutor This software can be downloaded and used for free.„
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www.aspex.force9.co.uk/ae/ttutor KP Typing Tutor This software can be downloaded and used for free.„
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www.fonlow.com/zijianhuang/kp/ TypingMaster Touch Typing Tutor 2002This is a professional application, which you
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would have to buy. The producer does however offer a verygood (and free) demo on their website.„
www.typingmaster.com/tutor.htm
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Clasys Elite Typing Tutor 2001This software is shareware: you can use and evaluate it for free for 30 days. If you want to continue using itafter 30 days, you will need
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to pay a small registration fee.„
www.clasys.com/elitetyping.html
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24 Introduction to Microsoft Office●●●●●●●●●●●●
The cursor
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Before you start typing, we would like to introduce thecursor to you.The cursor is the
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blinking, vertical line on your computer screen. It tellsyou where your next character will
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appear. It also plays a role in editingyour document, as you will need to move it around to correct
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mistakes,delete obsolete passages etc. We will discuss these functions in thesection on editing.Cursor
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An indicator on your computer screen that shows where the nextcharacter will appear.Special function keys
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Now that you know where your text will appear, we can start typing.While almost everyone
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is familiar with the use of a keyboard by now,there are a few keys that have a special significance in
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word processing programs. Below, we list the five most important ones and tell you whatthey are
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used for and what they should not be used for.·
If you are still familiar with typewriters, you
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may expect to usethe/key very often. But since Word takes care of the line breaks and
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the distance between paragraphs, it is no longer necessary to press/
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exceptonceat the end of every paragraph.·
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It is no longer necessary to use thenbar for anythingother than separating
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words. If you want to indent the first line of a paragraph, use theTkey instead.·
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TheTkey (pronounced ‘tab’ key) can be used to convenientlyind
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ent the first line of a paragraph or indeed the entire paragraph.·
TheB
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key, called ‘backspace’, is used to delete charactersthat you have just written. Each time you press
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B, the firstcharacter to the left of the cursor will be deleted.·
The
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xkey has a similar function: it also deletes characters, butonly those to
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the right of the cursor.Entering umlauts & accentsWhile all PCs at the University
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of Maastricht use English keyboards, it isstill possible to write letters with umlaut marks and
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accents. Certain key-combinations are reserved for this purpose:
Microsof
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t Word: Entering & Editing Text 25●●●●●●●●●●●●
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Sign Example Key combinationacute accent á, é’
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+ the appropriate letter cedilla ç’+C
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circumflex accent ê, î^+ the appropriate letter grave accent ò, ù
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`+ the appropriate letter dieresis ä, ï “
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+ the appropriate letter tilde ñ~+ the appropriate letter This also
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has consequences for typing ordinary signs. When you pressone of the
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combination keys’,`,^
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,“, or ~, the sign will notappear until you enter the
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next character. If the next character does notform an umlaut, then both signs will appear
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simultaneously. E.g. typing“andNwill result in ‘"n’.If you want
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to type a combination sign without any following letter, youneed to press the combination
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key, followed byn. No spacewill be printed on the screen – the space is simply
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used to release thecombination sign from limbo. The same holds if you want to type
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acombination sign and a letter that would usually combine. E.g. to obtain‘"e’, press“
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followed by an, then pressE.‘Insert’„
‘Symbol…’
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If you need to use any characters or symbols that cannot be created usingthe above-
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mentioned method, select ‘Insert’, ‘Symbol’ from the menu bar for a broader range of characters.
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Insert and overtype modeYou can type in two different modes: insert and overtype. If you arewriting
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in overtype mode, every new character that you type will replacethe character directly to the
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right of the cursor. You should only use thismode when you deliberately want to replace a few letters.
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Instead, it is best to use the insert mode most of the time. In insert mode, your newcharacters
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will be inserted, pushing any characters to the right of thecursor further in that direction.
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OvertypemodeInsert modeThe status bar tells you in which mode you currently are. If the overtypesign is
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black, then you are in overtype mode; if it is gray, you are ininsert mode. You can switch between the two
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modes by pressing theikey.Creating ordered lists
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Entering a list of items is easy in Word. If you enter a line that startswith a number as ‘1)’ or ‘1.’, Word
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will assume that you are writing alist. Once you press/, Word will indent the line
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(and all followinglines) and automatically add the appropriate
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number to the next line.
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26 Introduction to
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Microsoft Office●●●●●●●●●●●●
Press
/You can then enter the rest of the list without
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having to worry about thenumbering. The advantage is that you can add and delete items andWord
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will automatically adjust the numbering of all following items.Once you
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are done with the list, press/twice to continue writingnormally.
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Ordered list.‘Format’„
‘Bullets and Numbering…’Alternatively, you can begin and end an ordered list by
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clicking on the‘ordered list’ button. To fine-tune your list, select ‘Format’, ‘Bullets and Numbering’:
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you can then adjust the style of numbering and you willalso be able to specify whether the numbering
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should start at ‘1’ or atany other position.Unordered list.Creating unordered listsUnordered lists work just like
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ordered lists, but instead of numbering,they use bulleting. If you start a line with a dash ‘–’, Word
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willautomatically set up an unordered list for you. You can also start a bulleted list by clicking on the
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‘unordered list’ button. In all other respects, unordered lists work just like ordered lists.‘Insert’„
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‘Footnote…’Adding footnotes and endnotesTo insert a footnote or endnote at any position in your
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document, click on ‘Insert’, ‘Footnote’ on the menu bar. Before you can enter the actualnote, you
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will need to specify whether it is a footnote or endnote, andwhether you want to use automated
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numbering or not. Automatednumbering is a useful feature: if you use it, Word will keep
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track of allfootnotes and endnotes in your document and will adjust their numbering accordingly.
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Once you confirm your choice, you can starttyping your note. When you are done, click on ‘close’.
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Inserting objects into your document Objects are items that can be included in text documents,
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such as pictures and charts. Microsoft Word can handle a broad variety of objects and there are three
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different ways to insert them into an existingdocument:·
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pasting them from other applications·
inserting them from a file or library·
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creating them inside Words + ior c +V‘Edit’„
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‘Paste’Paste– Pasting objectsThe easiest way to insert documents in Microsoft Word is to paste
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them:copy the object in the other application and paste it into Word by
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Microsof
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t Word: Entering & Editing Text 27●●●●●●●●●●●●
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clicking on the ‘paste’ button, pressings + ior selecting ‘Edit’,‘Paste’ from the menu
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bar. But while this method may be fast, it may not be the best option.‘Edit’„
‘Paste special…’
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In fact, Word is able to insert the same object in different ways. E.g. anExcel graph can be insert as a
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‘Microsoft Excel Chart Object’ or as a picture. The former will allow you to edit the graph
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even when you nolonger have the Excel file, but this advantage comes at the price of
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anincreased file size. The latter option will simply include a static pictureof the graph, which has the
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same quality, but can no longer be edited asan Excel chart. Similar choices exist for most objects
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that you can paste.When you select ‘Edit’, ‘Paste special’ from the menu bar, you will be presented with a
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window where all possible options are listed.Word also provides a brief explanation for each option that
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is meant toguide you in the selection process.– Using files or libraries
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Inserting objects from a file is a very reliable method, presuming thatWord knows how to deal
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with the information. You can e.g. insert agreat variety of images as well as documents
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from other MicrosoftOffice applications. But Microsoft Word does not know how to dealwith every
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file. If you do not get the desired results, try opening theobject in the program in which it was
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originally created, then pasting itinto your Word document.‘Insert’„
‘Picture’„
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‘Fromfile…’‘Insert’„
‘Object…’To insert an image from a file, select ‘Insert’,
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‘Picture’, ‘From file’. Toinsert any other sort of object, selecting ‘Insert’, ‘Object’ and thenswitch to
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the ‘Create from file’ category.‘Insert’„
‘Picture’„
‘ClipArt…’You can also insert pictures
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from Microsoft’s ClipArt library, whichcomes with Microsoft Office. To do so, select
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‘Insert’, ‘Picture’, ‘ClipArt’. You will then be able to select illustrations from a broad
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range of categories. You can also insert sounds and movies from the ClipArtgallery, but these are
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obviously useless if you plan to print the document.
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28
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Introduction to Microsoft Office●●●●●●●●●●●●
‘Insert’„
‘Object…’
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– Creating new objectsFinally, you can also create a broad array of new objects inside Word.To
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do so, select ‘Insert’, ‘Object’ from the menu bar, and then choosethe type of object that
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you would like to create.5
Because of the technical implications of this process, creating
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newobjects in Word is not an entirely stable process. It may be wiser tocreate graphs and other
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objects the traditional way, by using e.g. adrawing program to create the graph and then pasting
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the result into your Word document.Editing your text In the following, we discuss how you
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can move around in your document to add additional text, and how you can select parts of your
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work so that you can move, format or delete it.Moving around in a document
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You can move your cursor to a new location in the text simply byclicking on that location with your
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mouse pointer. But once you startserious revisions, you may find that it can be quite tiring if you
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have tograb the mouse every time you want to jump to another spot. Instead,you
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could use the arrow keysu,d,l
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andr, but this is rather slow.Fortunately, there are some keyboard
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shortcuts that allow you to movearound quickly in a document:·
c + land
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c + rallow you to move wordwise in eachdirection.·
c + uand
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c + dtake you to the beginning and end of the current paragraph.·
h
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andetake you to the beginning and end of the currentline respectively.·
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c + hor c + eenable you to jump directly to the beginning
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and end of the document.·
MandWscroll your document by
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one screen-length ineach direction.·
c + Mor c + M
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take you to the previous or next page in the document.Once you have arrived at the desired location,
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you can add additionaltext or alter the original text.Selecting text If, instead, you want to move,
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format or delete parts of your work, youneed to select the section of your document to which the
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changes should be applied. To select text using the mouse, follow these three steps:5
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Which objects you can generate depends on the software configuration of you computer.
Microsoft
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Word: Entering & Editing Text 29●●●●●●●●●●●●
1)
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Move your mouse pointer to the beginning of the text that youwant to highlight.2)
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Press the left mouse button and keep it pressed while…3)you move the mouse pointer
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to the end of the text.Instead of using the mouse, you can also use the keyboard:1)
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Move the cursor to the beginning of the text.2)Press and hold theskey while…3)
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moving the cursor around with the arrow keysu,d
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,landr.This allows you to highlight one character at
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a time. You can speed upthe process by holdingsandc
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while using the arrow keys. Thiswill highlight one word at a time.Some
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additional timesavers:·
Pressings + hor s + e
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highlights everythingfrom your current position to the beginning or end of the currentline.·
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Pressings + Mor s + Wselects larger portions of text.·
Pressing
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c + s + hor c + s + ehighlights everything from your current position to the
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top or bottom of the document.·
Pressingc + s + uor c + s + d
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selectseverything from your current position to the top or bottom of the paragraph.Once you selected all
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desired elements, you can continue to cut and paste them normally. (See ch. 2 of the general section,
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‘CommonElements of Microsoft Office programs’, for more details.) Furthermore,you can delete
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entire blocks of text by selecting them and pressingx.Finally, you will also need to
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select text if you plan to format it (see nextchapter).While you are typing…… Word is busy, too: it
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checks what you are typing. Word willautomatically correct some of the most common typing
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demons. Wordswith two capital letters, e.g. ‘EXample’, will quietly be fixed, ‘acheive’ becomes
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‘achieve’ again, and so forth. Furthermore, it will alert you tomore complex issues by underlining
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them in red or green.
30 Introduction to
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Microsoft Office●●●●●●●●●●●●
Spelling mistakes…Red underlining indicates a possible
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spelling mistake. We say ‘possible’simply because Word’s dictionary is not all-
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encompassing. Certainscientific terms still elude it, as do certain place names, names of personsand
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companies, etc. Still, it is worth checking out each term with redunderlining.When you right-click on the
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underlined word, Word will offer somesuggestions regarding the correct spelling. You can then
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select one of thesuggestions or you can tell Word to:·
add the unknown word to its dictionary
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(so it does not show up asa mistake any more)·
ignore the word (in this
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particular document)·
automatically correct this mistake in the future·
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or to switch to a different language… and grammar troubleSimilarly, green underlining
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indicates a possible grammatical mistake.Invariably, the grammar check is less reliable
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then the spell-checker:computers still have trouble to identify all the different meanings that
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wecan express in a language. Therefore, they do not always know what isright and what is wrong. E.g.
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how about a bit of Yoda-talk 6
:“Jumbled this sentence is.”Word is not the slightest bit distressed by
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the above sentence. Not evenwhen you write “jumbled is sentence this” instead. It does however a
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pretty good job in other areas, such as:·
capitalization errors·
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confusion of homophones, e.g. ‘there’, ‘their’ and ‘they’re’·
hyphenation·
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multiple negation·
passive sentences·
punctuation·
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subject-verb agreement·
long or wordy sentencesAs with spelling mistakes, you only need to
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right-click on the underlinedword to see some suggestions. Word also tells you why it
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thinks thatyour sentence is wrong.Spelling and grammar statusWord provides you with a way
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to check the spelling and grammar statusof a document. The second icon on the right on the
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status bar tells youwhether you still need to check your document:6
Yoda is not only a mighty Jedi-master
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and skillful manipulator of the English language, he is also a registered trademark of Lucasfilm Ltd.
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Microsoft Word:
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Entering & Editing Text 31●●●●●●●●●●●●
·
If it displays a moving pen,
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then Word is still busy evaluatingyour document. You will have to wait a few
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moments for theresults.·
If you find a check mark, then there is reason to rejoice:
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Wordwas not able to find spelling or grammar mistakes. Good job!·
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More frequently, you will see this icon: Word has found at leastone mistake somewhere.
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While it is entirely possible that Word ismisguided in its analysis, it still pays off to manually check
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your document before you print it or hand it in.7‘Tools’„
‘Spelling andGrammar…’Initiate a complete
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spelling andgrammar check.Doing a complete spelling and grammar check Once you are done with a
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document, you may want to do a completecheckup. You can launch such a check by
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pressing the ‘spelling andgrammar’ button on the standard toolbar, by selecting
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‘Tools’, ‘Spellingand grammar’ from the menu bar or by pressing7
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. Word will thentake you past all the mistakes it found, giving you the opportunity
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tocorrect or ignore every single one.Writing documents in a different language
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If you are using an English version of Word, then it assumes by defaultthat you are writing an
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English document.7
Similarly, a Dutch versionWord will assume you are using Dutch,
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and so forth. Writing documentsin another language will understandably confuse Word.
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There are two possibilities: if you are starting a new document in a language that isknown to Word, it will
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usually recognize this after a few words andadjust the language setting for the
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document accordingly.8
In that case,Word will proceed to check the spelling in the
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appropriate language.In three cases however, Word will not be able to make the adjustment:‘Tools’
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„
‘Language’„
‘SetLanguage…’1)You may be using a different dialect of a particular
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language.E.g. you may be writing American English while Word expectsBritish
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English. You can check which language Word expects byhaving a look at the status bar. If that is not the
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language that youwant to use, you can change it. To do so, select everything thatyou have
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written so far, then click on ‘Tools’, ‘Language’, ‘SetLanguage’ from the menu bar and choose
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the appropriatelanguage. Blue checkmarks appear next to the languages for which Word
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has a dictionary.2)If you are just using a few terms from another language in
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anotherwise English document, Word will not recognize them asforeign-language terms.
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In that case, the best option is to adjustthe language setting for these words. Simply highlight those
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particular terms, select ‘Tools’, ‘Language’, ‘Set Language’ from7
Whether that is British or American
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English depends on where the version was released. PCs in the SMR are usually setto British English by default.8
It is possible that Word is slightly
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off, e.g. mistaking Canadian French for French French.
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32 Introduction to Microsoft Office●●●●●●●●●●●●
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the menu bar and choose the appropriate language.3)Finally, it may be the case that Word simply
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does not have theappropriate dictionary installed. The English version of Wordcomes with
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dictionaries for all dialects of English, French andSpanish. If you are using Dutch or German terms,
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Word will belost. In that case, you can either ignore the spellchecker or turn itoff. To turn it off,
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highlight the offending words, select ‘Tools’,‘Language’, ‘Set Language’ from the menu bar
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and check theoption ‘do not check spelling or grammar’.●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●
●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●
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COMING UP
3 3..F F
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OORR M M A AT T T
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T I I N N G G Y Y
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OOU U RR DD
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OOC C U U M ME E N N T T
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This chapter discusses ways tochange the appearance of your document.Good formatting can support your
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message and give your document a personal touch. In this chapter, we will discuss several ways to
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formatdocuments. We will begin with formatting options that affect individualwords, and then move
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on to talk about formatting at the paragraph anddocument level.c + s +F
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Adjusting the appearance of text Font This changes the typeface of your text. There is usually a
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broadassortment of typefaces available, but the general choice is betweenthree different types
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of fonts: serifs, sans serifs and decorative fonts.Serif typefaces are fonts that feature small
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decorative lines at their stemand shaft. These lines help guide the eye along the line of text, makingserif
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fonts better suited for long pieces of writing. The following fonts,among others, belong
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to this category:Sans serif fonts lack the decoration and are therefore very clear. They area
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good choice for text that should draw the attention of the reader, suchas titles and labels. The following
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fonts are sans serif typefaces:Fonts in the decorative category do not contain letters
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and are thereforenot suited for the setting of text. Instead, they offer a variety of symbolsfor
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illustrative purposes. WingDings, WingDings 2, WingDings 3 andWebDings fall into this
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category.The default font is ‘Times New Roman’. As a serif font, it is very easyto read in print.
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c + s +PFont sizeThis changes the size of your text. The default
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size for text is 12 pt.9
andis widely used because it guarantees readability.9
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This size is also usually used for writing assignments, essays, etc. Note that some block coordinators may require other sizes – please check the
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requirements for each assignment individually.
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34 Introduction to Microsoft Office●●●●●●●●●●●●
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Bold
c +BItalics
c +IUnderline
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c +UFont styleThese options influence the appearance of your text. You
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can set your text inboldfaceanditalics, and you can underline your
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text. Byconvention, underlining is no longer used to highlight words; instead,text is
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set in boldface or italics. Underlining is now used to indicateInternet links instead.Clicking on the left part of the button
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will change the color of your text to the color indicatedon the button.Font color To change the color of the text,
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click on the ‘font color’ button. This willchange the color of your text to whatever color is
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indicated on the button. (It is indicated in the bar below the ‘A’; in our case, it is black.)If you however do
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not want your text to appear in that particular color,you can click on the right part of the button to
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expand the color menu.If you wish to use another color,click on the right part of the button.Highlights your text.
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Highlighting text Clicking on the highlight button will allow you to mark importantsenten
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ces or words by highlighting them. Clicking on the left side of the button will add the corresponding
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background color to your text. If youdo not like the default color, click on the right side of the
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button tochoose between bright and dark shades of red, yellow, green, blue andgray, as well as turquoise,
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pink, violet, teal and black.‘Format’„
‘Font…’Further options…
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The options described above are clearly the most important options. Butalso Word offers a number of other
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choices for your text that can beaccessed by clicking on ‘Format’, ‘Font’ on the menu bar. Under
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the‘font’ category, you find most of the previously discussed options, aswell as a range of
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underline styles and typesetting effects. In the‘character spacing’ section, you can magnify the
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font, increase the space between characters and raise or lower the text. Finally, the ‘text
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effects’section allows you to animate your text, which is obviously only usefulwhen you distribute the
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document electronically.Formatting entire paragraphsParagraph formatting is formatting that
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cannot be applied to singlewords but only to entire paragraphs. The two most important
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paragraphformats, its alignment and indentation, are available as shortcuts, the
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General Topics: Getting
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Hooked Up 35●●●●●●●●●●●●
remainder of the options is available through menu settings.
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Paragraph alignment Here, you can choose the alignment for the current paragraph. You
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canalign it to the left or right margin, you can center each row so that thedistance to both margins is
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equally big, or you can justify your text,aligning it with both margins simultaneously.Left
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c +LCenter
c +ERight
c +
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RJustify
c +JIncreaseindentDecreaseindentIndentation
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The ‘decrease indent’ and ‘increase indent’ buttons allow you to adjustthe
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indentation of text.‘Format’„
‘Paragraph…’Paragraph spacing
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This feature is located in the paragraph options – you can access it byclicking on ‘Format’,
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‘Paragraph’ on the menu bar. It determines howlarge the gap between paragraphs should be. E.g.
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if you want to have afull line’s distance between all paragraphs, you could send the spacingafter the
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paragraph to 12 pt. It is preferable to use this setting instead of pressing/
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several times between paragraphs, as it is easier toadjust the paragraph spacing once for
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the entire document than to addadditional line feeds throughout your text.‘Format’„
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‘Paragraph’Line distanceThis feature is also located in the paragraph options – select ‘Format’,‘Paragraph’ on the
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menu bar to access it. With this setting, you caninfluence the distance between lines. E.g. writing
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assignments usuallyrequire a 1.5 line distance for improved readability. You can use the preset levels
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‘single’, ‘1.5 lines’ and ‘double’ or create a custom setting.Recycling your work
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Once you have created a set of formats that you like, Word allows you toeasily recycle them using two
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methods: the format painter andformatting styles.The format painter
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The format painter allows you to transfer formatting from one paragraphto another. Its advantage is
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speed: if you need to transfer formatting onlyonce, then this is the faster solution:1.
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Position the cursor in the paragraph whose formatting you wouldlike to copy.
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36 Introduction to Microsoft Office●●●●●●●●●●●●
2.
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Press the ‘format painter’ button on the standard toolbar. A paintbrush will be added to
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your mouse pointer .Press this button to transfer formatting to another part of your document.3.
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You can now select the text to which the formatting should beapplied.Before: After:
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Formatting stylesStyles allow you to save a particular set of formats and recall
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itwhenever you it is needed. This is the better solution of you wish toapply a formatting again
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and again throughout your document. To save astyle:1.Position your cursor inside the paragraph
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whose formattingshould be preserved, …2.click on the style box on the
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formatting toolbar and …3.enter a descriptive name for your style.Once you have saved a
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style, you can easily apply it again:1.Select the text to which the style should be
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applied, and …2.select the appropriate style’s name from the style box.
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Changing the page layout Finally, there are options that affect the entire document, or at leastsignificant parts of it.
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There are two groups of settings in this category:general page settings, such as the paper size, as
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well as the header andfooter settings.General page settings
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Among the general page settings are:·
the paper size, e.g. ‘A4’·
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the paper orientation, ‘portrait’ vs. ‘landscape’·
the width of the four margins‘File’„
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‘Page setup…’All of these settings can be adjusted by clicking on ‘File’, ‘Page setup’.The first two options can
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be found in the ‘paper size’ category, while thelatter option belongs to the ‘margins’ category.
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General Topics:
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Getting Hooked Up 37●●●●●●●●●●●●
‘View’„
‘Header and Footer’
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Header and footer To edit your document’s header and footer, select ‘View’, ‘Header
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andFooter’ from the menu bar. Your view will shift to a section in the upper margin of the page and an
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additional toolbar will appear. Everything thatyou enter here will appear on each and
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every page.The toolbar enables you to insert predefined variables, such as the pagenumber or
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the date. You can also insert complete headers, such as ‘pagex of y’ using the ‘Insert
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AutoText’ button.Insert the page number.Insert complete headers.‘File’„
‘Page setup…’
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Finally, it is also possible to obtain different headers for the first page, aswell as for odd and even
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pages. You can activate differentiated headers by pressing the ‘page setup’ button and then
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selecting ‘different first page’ and/or ‘different odd and even’.Once you are done manipulating
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the header and footer, you can return tothe normal view by pressing ‘close’.●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●
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I m a g e : s i z e - i s n t - e v e r y t h i n g . c o . u k
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M MI I C C
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RROO
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S S OOF
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F T T E E
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X X C C
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E E LL
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●●●●●●●●●●●●●●●●●●●●●●
11..I I
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N N T T RROODDU U C C
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T T I I OON N Microsoft Excel is aspreadsheet program
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, a program that allows you toenter all sorts of information, relate the individual bits of information
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toanother, and to use them for calculations and analyses. Most Excel usersonly find out about its full
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capabilities after they have been using it for awhile, so we will get started right away… ‘Start’„
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‘Programs’„
‘Microsoft Excel’Create newOffice docs.Open existingOffice docs. Starting Excel
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To start Excel, double-click on the Microsoft Excel icon on the desktop.Alternatively, you will
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find Microsoft Excel in the Start menu under ‘Programs’. Excel will start as well if you
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double-click on any Exceldocument. Finally, you also can use the ‘new office document’
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and‘open office document’ tools. Within a few seconds, you will see theExcel
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window on your screen:Excel’s window is dominated by cells.CellsContainers of information, whichcan be filled with text,
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numbersor formulas.Besides the ever-present menu bar and toolbars, you will notice that thescreen is
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dominated by heaps of small boxes arranged in rows andcolumns. Thesecells
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are the cornerstones of spreadsheet programs. Cellsare containers for information.
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There are few restrictions on the kind of information a cell can contain:
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42
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Introduction to Microsoft Office●●●●●●●●●●●●
·
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numbers of all kinds, e.g. 2.638, ½, 75%,15
10653.1´·
date or time information,
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e.g. 01/01/2002, or 12:41:03·
currency values, e.g. € 1,500.00·
text, e.g. “Maastricht
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University rules!”So far, this is not particularly exciting: any table could do that. But
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theadvantage of spreadsheet programs is that you can also fill cells withformulas, and Excel will
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automatically do the calculations for you.Before we turn towards these advanced functions of
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cells, we investigateanother aspect: their order. All cells are arranged in rows and columns,as you
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can see on the screen. These rows and columns, in turn, arelabeled – columns are labeled with
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letters, rows are labeled withnumbers. Each cell can be identified by its column letter and rownumber:Worksheet
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A page in your Excel document;contains 65,536 rows and 256columns of cells.In identifying cells, we first list the column,
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then the row. So the top leftcell is number ‘A1’, not ‘1A’. In total, there are 65,536 rows and 256columns10
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. Together, these cells make up one ‘worksheet’ (or simply‘sheet’).Beyond cells, there are three
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other important features:·
The name box, which is located directly above the worksheetarea.
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It tells you where you currently are on the worksheet, e.g. incell ‘A1’, and it allows you to give your
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cells names (see ch. 2):·
The formula bar, which helps you enter information and formulasinto
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cells. It is located to the right of the name box and looksquite unspectacular:·
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Finally, the sheet selector. Believe it or not, some people think that the 16,777,216 cells
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contained in one sheet are not sufficientfor their needs. Luckily, you can have as many sheets as
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you like – by default, Excel will create three empty sheets when you opena new document. The sheet
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selector, which is located right beneath the actual worksheet, helps you to select the sheet
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onwhich you want to work.10
By the way, the column after ‘Z’ is labeled ‘AA’, followed by ‘AB’ and so forth till you get to column ‘IV’
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Microsoft
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Excel: Introduction 43●●●●●●●●●●●●
In the following three chapters, we will
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investigate most of the basicfunctions of Excel. The next chapter discusses how you can enter
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information in Excel and how you can use this information incalculations. The third chapter covers
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the different formatting optionsthat are available in Excel. Finally, the fourth chapter
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discusses twoadvanced topics: a) it builds the foundation for various data analysistasks in
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Quantitative Methods, and b) it discusses how you can displayinformation graphically
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using Excel’s chart wizard.●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●
COMING UP
22..
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E E N N T T E E RRI
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I N N G G DD
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A AT T A A &&M M
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A AK K I I N N G G C C
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A ALLC C U U LL A AT T I I
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OON N S S Here, we learn how you canenter information in Excel andhow you can use this
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informationin calculations.This chapter covers the basic function of Excel: to receive data and tomanipulate it
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using calculations. We start out by discovering differentways to enter data, and then develop the
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concepts of formulas andfunctions.Entering informationExcel stores information in cells. Each cell
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is meant to contain only one piece of information, e.g. a number (however large that number
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may be)or a sentence. To enter data in a worksheet, we first need to determinewhich cell should
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receive the information. Once we have selected a cell,we can start typing.Selecting cells
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You can select cells using your mouse or keyboard. If you are using themouse, simply place
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your mouse pointer on top of the desired cell andclick once. (Note that the mouse pointer takes the
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form of a crosswhen you are working with cells.)1) 2) 3)The cell that is currently being used, or
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the ‘active’ cell, is surrounded bya thick black border.Alternatively, you can use the keyboard to
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move from your current position to another cell on the worksheet: simply use the arrow keys
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u,d,landr
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to get to your destination.Entering informationOnce you are ‘in’ the cell of your choice,
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you can start enteringinformation simply by typing.Be aware that the information you are entering is
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not placed in the celluntil you confirm that you are done. You can do so by·
pressing
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/. This will place the information in the cell and itwill also take you to the cell directly below
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your current position.·
pressingT. This will place the information in the cell and
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itwill also take you to the cell directly to the right of your current position.The only difference
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is where you end up next. If you are entering a
46
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Introduction to Microsoft Office●●●●●●●●●●●●
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column of information, you should use/because it will move youto the next cell in your
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current column. Conversely, if you are entering arow of information, useT
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.Because Excel does not place any information in the cell until youconfirm it, you can always step back if you
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are making a mistake. Let’sassume that you are entering information in a cell that already
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containsinformation, and that you do not want to overwrite the old information.In this case, you
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can simply press~to annul what you were doing.Be aware that Excel is
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programmed to recognize certain types of information, such as dates, times, currency values,
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percentages andfractions. If you e.g. enter ‘€ 1625’, Excel will recognize that you areentering a
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currency value and will format it as such.Entering seriesEntering information can be quite tedious,
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especially when you areentering information that repeats or follows a pattern. Fortunately,
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Excelcan fill in such series for you. Let’s assume that you want to create atable of quarterly profits
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for the years 1990 – 2000. Usually, we wouldhave to enter the entire series: 1990, 1991, 1992, and
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so forth. Similarly,we would have to label cells ‘1st
quarter’, ‘2nd
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quarter’, etc. Fortunately,there is a shortcut. Instead of typing the entire series, we only
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enter thefirst item, e.g. ‘1st
quarter’. We then select this cell, so that it issurrounded by the thick black
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border again: Note that there is a black dot in the lower right corner. When you placeyour mouse pointer
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above this dot, it will change from the familiar selection cross to a black plus sign . When it
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takes this shape, youcan continue a series by pressing and holding the left mouse buttonwhile
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dragging the mouse in the desired direction:
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Microsoft Excel: Entering
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Data & Making Calculations 47●●●●●●●●●●●●
While you are doing so, Excel
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tells you what it will place in the last cell,so that you know when to stop. Once your series has reached its
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desiredlength, release the left mouse button and Excel will place the appropriateinformation in the
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cells.In our first example, Excel recognized what it was supposed to do.However, this is not always the case:
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when we enter ‘1990’ and try tocomplete the series as described above, Excel is clueless:To be
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precise, it does not know how the series is supposed to work: isthe next cell supposed to be 1991, 1995,
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2000 or something else? Thiscan be remedied by providing Excel with a hint: entering the
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second cell,too. If you select both entries, Excel can continue the series for you:
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Using Excel for calculations: formulasWhat distinguishes a spreadsheet program such as Excel from a
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simpletable is its ability to perform calculations with the information that youentered. To
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make a calculation, you need to place a formula in a cell.To distinguish a formula from a
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normal bit of information, everyformula starts with an equal sign ‘=’. The simplest formulas
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contain basic arithmetic operations, such as additions, subtractions,multiplications and divisions. An
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example would be=2+2If you enter this formula in a cell and press/
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, you will see thefollowing: Note that the actual cell contains the result, while the formula can be
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48 Introduction to
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Microsoft Office●●●●●●●●●●●●
found in the formula bar. This keeps the worksheet from becomingclutter
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ed. If you want to edit a formula at a later stage, select theappropriate cell, then press2
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or click on the formula bar.ARITHMETIC OPERATORS
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The arithmetic operators in Excel are slightly different than the ones weare used to from
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mathematical formulas.Operation Operator ExampleAddition+plus sign
=2+2
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Result: 4
Subtraction – minus sign
=3–5Result: –2
Multiplication*asterisk
=2*3Result: 6
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Division/slash
=5/2Result: 2.5
Raising to power ^hat
=3^2Result: 9
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Excel follows the arithmetic rules of precedence when calculating theresult of a
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formula. This implies e.g. that powers have precedence beforemultiplication and division, and
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that the latter have precedence beforeaddition and subtraction:=2+4/2will yield 4, not 3. You can
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prioritizecertain parts of equations by enclosing them in brackets:=(2+4)/2
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willyield 3.You can have more than one pair of brackets in the same term, e.g.=((2+4)/2+6)/18
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. As you include more and more brackets, it becomesharder and harder to keep track of them. That’s
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why Excel assignsdifferent colors to pairs of brackets, depending on their level. The first pair of
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brackets will be black. If you open another pair inside the first pair, it will be green. If you open a pair of
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brackets inside the first two,then the third pair will be purple, and so forth. Also, whenever you
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closea bracket, Excel will briefly indicate the corresponding opening bracket,so that
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you know which pair of brackets you just closed.Referring to cells (Part 1)
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Formulas are not limited to simple numbers, you can include cells inyour calculations,
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too. To do so, use their cell address, the combinationof column letter and row
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number. An example would be the addition of cells A1 and A2 depicted here:
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Microsoft Excel: Entering Data & Making
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Calculations 49●●●●●●●●●●●●
This has one huge advantage: when you change the contents of, say,
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cellA2, cell A3 adjusts automatically. Every time you enter newinformation, all formulas will
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be recalculated – no further action isrequired on your part.CIRCULAR
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REFERENCESWhen you enter a formula that includes a cell reference, Excel uses thecontent
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of that cell for the calculation. Say, if you were to enter theformula=A1*2
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in cell A2, Excel would obviously need to read thecontent of A1 to calculate the value of A2.
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Let’s assume that A1 in turncontains the formula=A2-3. So to calculate A2, Excel needs
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to knowthe value of A1. But to calculate A1, Excel needs to know A2. It’s likethe hen and the egg: a circle
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with no clear beginning.The essence is that no formula can refer to its own result – doing socreates a
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circular reference. If you create such a circular reference,Excel will immediately
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warn you: besides opening the automatic helpsystem to explain what is going on, Excel will indicate
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where thecircular reference is to be found.You will then need to break the circle by
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changing the formula in one of the involved cells.FunctionsObviously, the scope of primary
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arithmetic operations is limited. Somecalculations would become very tedious, while
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others would becompletely impossible to realize if we only had these five operations atour disposal.
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Imagine you would like to sum all cells between A1 andA30. If you had to write
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=A1+A2+A3+A4+…+A30you would get tired soon. That’s why
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Excel offers a range of functionsthat extend the scope of formulas while simplifying the
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actual work.Functions always look the same:NAME (parameter 1,
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parameter 2, …)ParametersBits of information thatfunctions use in calculationsA function starts with its
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own name. Any information that the functionrequires is then included in brackets. These so-called
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parametershave a predetermined order 11
and they are separated by commas.
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Depending onthe information that a function needs, you may have to enter up to 30
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parameters (although most functions make do with just 1 to 3).11
The appendix contains a list of
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functions, which specifies each function’s parameters and their order.
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50 Introduc
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tion to Microsoft Office●●●●●●●●●●●●
Let’s illustrate this with some examples:One
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of the simplest functions is the functionpi(), whose sole purpose isto
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return the number p
, 3.141… Becausep
does not depend on anyoutside
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factors, the function does not require any parameters:PI()We can include functions in our
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formulas like normal terms, e.g.=2.5^2*PI()will calculate the area of a circle with a
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radius of 2.5 units (19.635square-units). If you simply want the result of a function, you
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will stillneed to enter an equal sign:=PI()will return 3.141592654.One of the most
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useful functions issum(), which sums all termscontained in the brackets. It requires at
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least one parameter:SUM (number 1, number 2, …)You can use
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sum()with ordinary numbers, but you can also enter cellreferences, e.g.
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=SUM (251, A1, C3)What’s more: you can place functions inside functions:
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=SUM (10, PI())Referring to cells (Part 2)So far, we have only dealt with single cells at a
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time. But what do you dowhen you want to work with a whole range of cells? Let’s come back tothe
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example where we wanted to sum all cells between A1 and A30. Sofar, we could write
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=A1+A2+A3+A4+…+A30or we could write
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=SUM(A1,A2,A3,A4,…,A30)but neither of them seems very appealing.
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Fortunately, there is ashorthand for including several cells simultaneously: quote the
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addressof the top left cell and the address of the bottom right cell, separated by acolon. In our example, we
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would write A1:A30. This shorthand can beused with many different functions, such as
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sum():=SUM(A1:A30)You can include as many cells as you like, e.g.
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=SUM(A22:Y7453)would sum all 185,800 cells between A22 and Y7453.You do not need to
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enter cell references manually. While you are
Microsoft Excel: Entering
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Data & Making Calculations 51●●●●●●●●●●●●
entering your formula, you
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can simply use the mouse to select the rangeof cells that you want to refer to. Excel will then enter
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the appropriatecell reference for you:1) 2) 3)INTERNATIONAL
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DIFFERENCESThere are obvious differences between the English version
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of Excel andversions in other languages. Not only have all menus and dialogues been translated, the
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function names have been translated, too. Some of the function names are easy to translate, e.g.
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sum()becomessom()inthe Dutch version. Others, however, differ significantly
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from the directtranslation. It is therefore best to use an English version of Excel.Additiona
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l problems can result from the use of different decimalindicators: if you are using a non-English version
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of Windows, thenyour system most likely uses a decimal comma instead of a decimal point.Two
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things change when your computer uses a decimal comma:1.Even when you are using an
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English version of Excel, you willneed to use a decimal comma. E.g.=2,5^2*PI()2.
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As a result, parameters in functions arenot divided by a comma, but by
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a semicolon, e.g.=SUM (251; A1; C3)The ‘function wizard’
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You can enter functions just like any other formula: simply select thedesired cell and start typing. For
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simple functions likepi()or sum(), thisis certainly the easiest and
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quickest way. But many functions requireseveral parameters, accept only certain values or
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are simply hard toremember. The ‘function wizard’ is there to help you enter suchfunctions.‘Insert’
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„
‘Function…’Start the function wizard.Whenever you want to enter a function, be it in the middle of a
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formulaor in an empty cell, press the ‘paste function’ button to call up thefunction wizard. This
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will bring up the selection screen, where you canchoose the appropriate function:
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52 Introduc
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tion to Microsoft Office●●●●●●●●●●●●
All functions are grouped together in
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categories such as ‘statisticalfunctions’, ‘math and trigonometry functions’, and so forth. This
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usuallyallows you to find the function you are looking for pretty quickly. If youdo not know which
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category a function belongs to, you can use the all-encompassing ‘all functions’ category. A list
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of the most recently usedfunctions is also available.Once you have selected the
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category in the left list, you will be able toselect the desired function in the right list. For each function
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you select,a brief explanation will be given below the two lists.For now, let’s assume that we
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want to round the number contained incell A1 to three digits after the decimal point.
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To do so, we select theround()function from the ‘math and trigonometry’ list and click
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‘ok’.This takes us to a second window where you have the opportunity toenter all the details. Excel
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lists the required parameters, as well as anyoptional parameters (there are none
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in our example), tells you what eachof them means and reminds you what type of information is
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required. Inour example, the first parameter is the number that we want to round,and it obviously needs
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to take the form of a number.
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Microsoft Excel:
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Entering Data & Making Calculations 53●●●●●●●●●●●●
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Since we want to round the number in cell A1 to 3 digits, we enter ‘A1’in the first field and 3 in the
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second field. Instead of writing ‘A1’, wecould also have selected the cell A1 with the mouse. If
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you want toselect a cell that is not visible on the screen, press the ‘cell selection’ button in the
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right corner of any field and the window will shrink,allowing you to freely select any cells. Once you are
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done, press the‘transfer references’ button to return to the function wizard.To select cells when working inthe
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function wizard, push this button.Once you are done, you cantransfer the selected cellreference to the Wizard by pressing this button.
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While you enter the information, Excel will check your input and, if necessary, give you feedback.
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If, e.g. you were to enter text instead of anumber, you would get the following error message12
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:Once Excel has sufficient information, you will see a preliminary resulton the screen. You can
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then confirm your choice by click ‘ok’.You can also use the function wizard to edit existing functions.
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Simplyselect a cell that contains a function and press the ‘paste function’ button.
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Parameter typesDifferent functions require different sorts of information. Broadlyspeakin
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g, there are several different types of parameters, such asnumbers, text and logical statements.
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Parameters of the type ‘number’and ‘text’ are self-explanatory. But if you lack experience with
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programming languages or spreadsheets, you will not have encounteredlogi
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cal statements so far.Logical statementA comparison of two pieces of information that is either corrector incorrect, e.g. 0 = 1
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is such astatement, and it is incorrect.A logical statement is a statement that compares one bit of informationwith
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another to check whether they fulfill a certain condition. For instance,A2 = 2
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is such a statement. Here, the two bits of informationare the cell ‘A2’ and the number ‘2’, and the
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condition is that both bitsof information must be equal to each other. Another
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statement would beA2 > 2. In this case, the condition is that the cell ‘A2’ must
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contain avalue that is larger than 2.Excel will try to determine whether a condition has
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been met or not. Inour second example,A2 > 2, the condition would be met if the cell
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‘A2’contained the value ‘3’, because 3 > 2. In that case, we say that a12
See below for an interpretation of the
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different error messages.
54 Introduction to
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Microsoft Office●●●●●●●●●●●●
statement istrueor correct. If, however, the cell ‘A2’
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contained thevalue ‘1’, then the condition would not be met. We would say that thestatement is
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falseor incorrect.The decision whether a statement is true or false is the result of such
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alogical statement. Just as=4+3will return 7,=1>0
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will return true. This‘response’ can then be used in logical functions e.g. for makingdecision
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s.Logical statements and functions will be discussed in more detail duringyour Quantitative
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Methods classes.A selection of functionsFinding the right function for the right task
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is not always easy.Therefore, we have compiled a selection of functions that are usefulduring
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the first blocks of your study. The functions are grouped intothree categories (mathematical,
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statistical and logical functions) and can be found in the appendix.Referring to cells (Part 3)
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When you are editing cells, you will notice that formulas quickly become hard to read if they contain
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several terms. While it may not be possible to simplify all formulas, you can make them easier
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tounderstand by giving your cells names. It is possible to christen cells inthree steps:1.
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Select the cell or cells that you want to label, …2.click on the name box and …3.
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enter a name, followed by/.Once you have named your cells, you can refer to them in
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formulas bytheir name. In our example, we would be able to write=SUM(profit)
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,which is much easier to understand then e.g.=SUM(B4:B21).
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ErrorsSometimes, Excel encounters an error when it is calculating the formulasthat we enter. There can
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be two causes for this: either we did not enter the formula correctly, or a cell that we are referring to
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contains invalidinformation. An example for the first type of error would be a
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simplespelling mistake:=SIM(A1:A200)instead of =SUM(A1:A200)
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. Anexample for the second type of error would result if we entered the
Microsoft Excel:
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Entering Data & Making Calculations 55●●●●●●●●●●●●
formula
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=A1/A2and A2 contained the value ‘0’ – the formula istheoretically correct, but in
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practice it results in a division by zero.Excel indicates errors by printing an error message in
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the appropriatecell, allowing us to go back and investigate what went wrong. All in all,Excel
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knows eight different types of errors:·
#DIV/0! Your formula may be fine, but one denominator
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turnsout to be zero, leading to a ‘division by zero’ error. You maywant to check whether your formula
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and all cell references arecorrect, and whether any cells that you refer to are empty.·
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#N/A. This error occurs only in connection with the incorrect useof lookup-functions.
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Lookup-functions are not discussed heresince they are an advanced concept.·
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#NAME? Excel does not recognize the name of a formula or cellthat you used. Entering
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=SIM(A1:A200)instead of =SUM(A1:A200)will get you this error. You will
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need to returnto the cell and check all function and cell names that you used.·
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#NULL! This error is rather uncommon and occurs only inresponse to advanced types
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of cell references.·
#NUM! You have entered an invalid number, e.g. a number thatis too large.
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·
#REF! This error indicates an invalid cell reference. It occurs e.g.when you replace one cell with
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another cell, when the originalcell was used in a formula. The invalid reference has
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beenremoved from your formula; you will need to edit it.·
#VALUE! Generally
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happens when the information that youentered does not match the requirements, e.g. when you
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enter textwhere a number is expected.=53+"Hello?"would result in suchan error.·
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######## This is not actually an error; the formula you entered isfine. Instead, the cell is too small to
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display its output. For example: if the result of your formula is 187,355,202,937,928.98, but
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the cell only has room for eight digits, Excel will return thiserror. Increasing the width of the cell
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will take care of the problem.●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●
●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●
COMING UP
3 3..
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F F OORR M M A AT T T
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T I I N N G G Y Y
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OOU U RR S S
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P P RRE E A ADDS S H H E
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E E E T T This chapter discusses differentformatting options for cells andworksheets.
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Over time, worksheets can become very complex, but that does notnecessarily imply that they
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need to become cluttered or hard tounderstand. The present chapter discusses how you can format
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your worksheet. You can use these functions to make your worksheets easier to grasp and navigate,
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e.g. by formatting numbers, highlightingimportant cells and using borders and white space
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to delineate differentdata series.First, we will discuss how you can select the cells to which
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changesshould be applied. We will then discover how it is possible to format thecontent of
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cells, the appearance of cells and the appearance of entireworksheets.Selecting cells
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To select a single cell, click on it so that it is surrounded by a thick black border:Selecting a coherent block
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of cells works like selecting text inPowerPoint or Word:1)Move your mouse pointer
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to the top left cell of the block that youwant to highlight.2)Press the left mouse button and keep it
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pressed while…3)you move the mouse pointer to the lower right cell of the block.Alternativ
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ely, you can click on the top left cell, then press and hold thes
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button while clicking on the lower right cell.Finally, to select several unrelated cells:1)
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Click on the first cell so that it is surrounded by a thick black
58 Introduction to
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Microsoft Office●●●●●●●●●●●●
border.2)Press and holdcwhile you click on the next cell
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that you wantto select. This cell will now be surrounded by a light black border, while all previously
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selected cells will be lightly shaded.3)Repeat the second step until you have selected all
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desired cells.There are shortcuts that allow you to select entire rows, columns or eventhe
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entire worksheet:·
To select an entire row or column, click on the row or columnheading.
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·
To select an entire worksheet, click on the upper left corner of the worksheet area (the area to the
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left of the first column header and above the first row header):Formatting cells
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Changing the content typeExcel allows you to format cells to fit any sort of content, such as
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dates,currency values, fractions, etc. It will try to do so automatically whenyou enter the information,
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but in some cases, you may want to adjust thecontent type manually. You can do so by selecting one of
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the shortcutson the formatting bar:
Microsoft Excel: Formatti
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ng Your Spreadsheet 59●●●●●●●●●●●●
These shortcuts allow you to have your
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number formatted as a currencyvalue13
or as a percentage. You can also switch digit grouping
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on.Commas will then separate groups of three digits: 1475346 will become1,475,346. Finally, you
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can increase or decrease the amount of visibledecimal places.14
c+
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1‘Format’„
‘Cells…’More options are available in the ‘Format’, ‘Cells’ dialogue
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under the‘Number’ heading:There are nine different categories that
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you can choose from:·
General numbers. Allows you to specify the amount of
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visibledecimal places, how negative numbers should be formatted andwhether digit grouping
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should be applied.·
Currency values. Allows you to specify the amount of visibledecimal
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places, how negative numbers should be formatted andwhich currency symbol should
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be used. Numbers will be alignedat the decimal point.·
Currency values (accounting style). Similar
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to the ‘currency’type, except that the currency symbols will also be aligned. It isnot possible
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to change the formatting of negative numbers.·
Dates. Allows you to specify how the date
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should be formatted.·
Time values. Allows specification of the time format.·
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Percentages. Allows you to choose the amount of decimal places.13
The currency depends on your
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PC’s regional settings.14
If necessary, Excel will round the number automatically.
60
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Introduction to Microsoft Office●●●●●●●●●●●●
·
Fractions. Allows you to
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specify constraints for the fractions, e.g.‘only single-digit fractions’, or ‘only quarters’.·
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Numbers in scientific notation. Shorthand for writing extremelylarge or small
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numbers as multiples of 10 to a power, e.g.27
10563.1´
would equal1,563,000,
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000,000,000,000,000,000,000Because Excel lacks the ability to write powers properly, it willwrite
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1.563E+27 instead.·
Text. Usually, Excel will automatically recognize when you arewriting
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text. This setting is useful if there are ambiguities, e.g.when you want to write an equal sign
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without it being interpretedas a formula by Excel.Besides these nine categories, there are a number of
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special-purposecategories available. If all else fails, you can design your own category.Finally
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, you can format cells as ‘general’, i.e. leaving them without anyformatting whatsoever.
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Formatting the cell content The formatting toolbar offers a number of choices regarding the
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letteringof your cells.c + s +F– Font This changes the typeface of
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your text. There is usually a broadassortment of typefaces available, but the most common ones
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areArial is selected by default as it provides good readability for numericaldata. Excel will
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automatically adjust the cell height for you when youchoose another font whose letters
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are higher than Arial’s. However, thecell width will not be adjusted, so if you select a font
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with wider characters, less information will be visible inside each cell. See thesection on increasing the
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cell size (p. 63) for tips on correcting this problem.c + s +P– Font size
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This changes the size of your text. The default size is 10 pt. Once again,
Microsoft Excel:
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Formatting Your Spreadsheet 61●●●●●●●●●●●●
Excel will automatically
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adjust the height of all affected cells, but it willleave their width unchanged. If you increase the
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font size, lessinformation will be visible in each cell, see the section on increasing thecell size (p.
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63) for tips on correcting this problem.Bold
c +BItalics
c +
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IUnderline
c +U– Font styleThis changes the appearance
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of your text. You can set your text inboldfaceanditalics
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, or you can underline your words. By convention,underlining is no longer used to highlight text;
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instead, text is set in boldface or italics. Underlining is now used to indicate Internet linksinstead.Left Center Right
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– Paragraph alignment Allows you to choose whether your text is aligned to the left or
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rightmargin of the placeholder, or whether it is centered.IncreaseindentDecreaseindent– Indentation
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The ‘decrease indent’ and ‘increase indent’ buttons allow you to adjustthe
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indentation of text.Clicking on the left part of the button will change the color of your text to the color indicatedon the button.If you wish
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to use another color,click on the right part of the button.– Font color Finally, you can also change the color of the text,
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e.g. to indicate animportant word. To do so, click on the ‘font color’ button. This willchange the
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color of your text to whatever color is indicated on the button. (It is indicated in the bar below the
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‘A’; in our case, it is black.)If you do not want your text to appear in that particular color, you canclick on
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the right part of the button to expand the color menu.Recycling your work
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You can apply any changes you are making to as many cells as you like.But you can also recycle your
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formatting at a later stage, e.g. when youhave added new columns or rows and want to transplant the
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formattingfrom existing cells. To do so,1.select a cell that is formatted to your liking and …
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62 Introduction to Microsoft Office●●●●●●●●●●●●
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2.press the ‘format painter’ button on the standard toolbar. At this,your mouse
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pointer will change shape .Press this button to copy theformatting of one cell to other cells.3.
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You can now select any cells to which you want to apply thesame formatting.Before: After:The borders menu.
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Formatting the cell – BordersThe borders menu allows you to quickly adjust the borders of cells.
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First,select the cells that you want to affect. Then expand the borders menu byclicking on
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the right part of the button to see the menu below.Each of these buttons will make a number of
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borders visible or invisible.E.g. if you highlight a cluster of cells and click on the top left button,you will
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get a border around the cluster, but no internal borders betweencells.c+
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1‘Format’„
‘Cells…’Advanced border formatting options can be
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found in the ‘Format’,‘Cells’ dialogue, under the ‘Borders’ heading.When adjusting borders, first
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select the line style (thick, thin, dashed,double, etc.) and the line color. You can then opt for
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one of the threequick selection buttons, which affects a number of borderssimultan
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eously. Alternatively, you can apply individual borders byclicking on any of the eight
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border toggles. These will switch thecorresponding borders on and off.
Microsof
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t Excel: Formatting Your Spreadsheet 63●●●●●●●●●●●●
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Top LeftBottom RightIf you are formatting a block of cells, then the outside border toggleswill
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affect only the cells on the perimeter of the block. E.g. the ‘bottom border’ button will toggle the
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bottom border for all cells in the bottomrow. If you are working on a single cell instead, or on
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several non-contiguous cells, then the buttons will simply toggle the top, bottom, leftand right
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borders.The inside border buttons are only available when you are working on a block of cells. They will
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switch borders between rows and columns onand off.BetweenrowsBetweencolumnsFinally, the diagonal
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strikethrough buttons will provide you with theappropriate strikethroughs inside cells.
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Diagonal strikethrough– Background color You can set the background color of any cell by using the
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‘backgroundcolor’ button.– Increasing the cell sizeFrequently, you will enter information that
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does not ‘fit’ inside a singlecell, i.e. the information cannot be displayed completely. If
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there isnothing in the next cell, then Excel will simply write across the cell boundary:But if there is
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something in the next cell, then you will only see part of the information:This problem can
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be solved in two ways: you can make cells wider (or higher), but this will affect all cells in that
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particular column (or row).Alternatively, you can merge the cell with its
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neighboring cells.– Adjusting column width and row height There are several ways to
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adjust the width of a column or the height of arow. You can do it manually by:1.
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Moving your mouse pointer to the border between two column or row headers, so that it changes into a
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two-pronged arrow , and…
64 Introduction to
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Microsoft Office●●●●●●●●●●●●
2.pressing and holding the left mouse button while you resize
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thecolumn or row to your liking.Once you release the mouse button, your changes
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will be put into action.‘Format’„
‘Row’„
‘Height…’‘Format’„
‘Column’„
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‘Width…’Alternatively, you can select ‘Format’, ‘Column’, ‘Width’ or ‘Format’,‘Row’, ‘Height’ from
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the menu bar. You will then be asked to enter anumber between 0 and 255, which represents the
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average amount of characters visible in each cell.15
However, there is a quicker way: move your
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mouse pointer to the gap between two column or row headers and perform a double-click.
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Thiswill automatically resize the column or row to fit the cell with the largestcontent.A
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lternatively, you can select ‘Format’, ‘Column’, ‘AutoFit’ or ‘Format’,‘Row’,
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‘AutoFit’ from the menu bar.‘Format’„
‘Row’„
‘AutoFit’‘Format’„
‘Column’„
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‘AutoFit’– Merging cellsThe second option would be to merge two or more cells. This isadvantageous whenever you
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want to make a cell wider, higher, or bothwithout affecting the other cells in its row or column.
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To merge cells:1.select all the cells you want to merge and …Pressing this button will mergeall selected cells. It
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will alsocenter their combined content.2.press the ‘merge and center’ button.You have just created a
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family-sized cell! Two things should be noted:firstly, the content of the new cell will be centered. If you
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prefer it to bealigned to the left or right margin, you will need to adjust the alignmentyours
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elf. Secondly, and more importantly: the new cell will only keepthe value of the top left cell.
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The content of all other cells will be lost!15
Be aware that this value is an average. After all, a ‘w’ is wider than an ‘i’. It is also presumed
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that you are working withthe standard font and size, Arial 10 pt.
Microsoft Excel:
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Formatting Your Spreadsheet 65●●●●●●●●●●●●
c+
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1‘Format’„
‘Cells…’If you want to ‘unmerge’ this cell at any point in the future,1.
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select the merged cell2.select ‘Format’, ‘Cells’ from the menu bar 3.
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switch to the ‘Alignment’ category and4.unselect the ‘Merge cells’ option.‘Insert’„
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‘Rows’‘Insert’„
‘Columns’Working with rows and columns
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Inserting and deleting rows and columnsTo insert a new row or column, select ‘Insert’, ‘Rows’ or
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‘Insert’,‘Columns’ from the menu bar. New rows will be added above thecurrently active cell,
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while new columns will be inserted to the left of it.If you want to insert more than one row or column,
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highlight as manyrows or columns as you need, and select the ‘Insert’, ‘Rows’ or ‘Columns’
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option. Excel will insert as many new rows or columns asyou have currently selected.‘Format’
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„
‘Row’„
‘Hide’‘Format’„
‘Column’„
‘Hide’‘Format’„
‘Column’„
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‘Unhide’‘Format’„
‘Row’„
‘Unhide’Hiding parts of your worksheet In some cases, you may want
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to hide parts of your worksheet, e.g. tomake it easier to grasp. To do so, highlight the row(s) or
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column(s) youwant to hide and select ‘Format’, ‘Row’, ‘Hide’ or ‘Format’, ‘Column’,‘Hide
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’ respectively. Your rows or columns will still be there, they will just not be plainly visible. Hiding
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parts of your worksheet will not affectany of the formulas. To make hidden columns visible again,
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highlightthe last column before and the first column after the hidden part, thenselect ‘Format’,
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‘Column’, ‘Unhide’ from the menu bar. A similar procedure works for rows.Two
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things should be noted: firstly, it is not possible to hide individualcells; only entire rows and columns
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can be hidden. Secondly, hiding parts of your worksheet will not protect your data from prying
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eyes.There are better ways to secure your work, butan experienced user caneasily circumvent all of
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Excel’s security measures. If you haveconfidential data, you should rely on professional
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encryption tools.Working with sheetsLabeling sheetsEspecially when you are working with more than
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three sheets, it can behard to keep track of them all. Fortunately, you can easily give themmore
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meaningful names than ‘Sheet7’. To label a sheet,
66 Introduc
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tion to Microsoft Office●●●●●●●●●●●●
1.
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double-click on its sheet tab, …2.enter the new name and …3.press/
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.Copying and moving worksheetsTo copy or move a sheet, right-click on its
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tab and select ‘move or copy’from the menu that pops up.By default, Excel assumes that you want to
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move or copy the sheetwithin the same workbook. If you want to transfer a sheet to another
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workbook, you need to open this workbook before moving or copyingthe sheet. You can then specify to
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which workbook the sheet should besent and where it should be inserted. Finally, you can
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choose whether you want to copy the sheet or move it. Note that there can be problems when you move or
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copy a sheet toanother workbook. If formulas on the transferred sheet referred to any of the other
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sheets in the original workbook, then this information will not be included in the process. If you
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open the new workbook, theseformulas will not work unless you open the original document too.‘Insert’
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„
‘Worksheet’Inserting and deleting worksheetsTo insert a new worksheet, select ‘Insert’,
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‘Worksheet’ from the menu
Microsoft Excel: Formatting Your
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Spreadsheet 67●●●●●●●●●●●●
bar. To delete a worksheet, right-click on its tab and select ‘delete’ fromthe
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menu that appears. Any formulas that refer to cells on the deletedworkshe
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et will cease to function.‘Format’„
‘Sheet’„
‘Hide’‘Format’„
‘Sheet’„
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‘Unhide…’Hiding a complete worksheet By selecting ‘Format’, ‘Sheet’, ‘Hide’ from the menu
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bar, you can hidean entire worksheet from view. To let it reappear again, click on‘Format’,
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‘Sheet’, ‘Unhide’ from the menu bar and then select whichsheet you would like to make visible
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again. We should warn you thathiding worksheets will not protect sensitive data. Although
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Excelcontains a number of security features that you could use,anexperienced user can easily
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circumvent all of them. Rely on professionalencryption tools if you need to protect
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confidential data.●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●
●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●
COMING UP
44..
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A AN N A ALLY Y
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Z Z I I N N G G &&DD
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I I S S P P LL A AY Y I I N N G G
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DDA AT T A AThis chapter introduces
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Excel’sdata analysis tool and explainshow you can produce graphswith Excel.This chapter concludes our coverage of
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Microsoft Excel by discussingtwo advanced topics. In the first part, we briefly discuss
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Excel’s dataanalysis tools. In the second part we learn how to present datagraphically
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by creating charts.The data analysis toolsExcel includes a set of tools that enables you to analyze data in
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a varietyof ways. For instance, it enables you to perform ANOVAs,z
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- andt -tests,and creates histograms and correlation tables for you.
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Unfortunately, thisuseful tool is not automatically available in Excel; you need to install itfirst.
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Installing the toolsThe data analysis tools are not automatically installed in
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Excel. Instead,they are an add-on, a component that needs to be activated separately.To
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find out whether you can use the data analysis tools, click on ‘Tools’in the menu bar. If you can find an
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option called ‘Data analysis’, then theappropriate component has already been activated and
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you canimmediately start with your analysis. If no ‘Data analysis’ option islisted, then you need to
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activate the component manually.‘Tools’„
‘Add-ins…’1.
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Select ‘Tools’, ‘Add-ins’ from the menu bar.2.Select ‘Analysis Toolpak’ (not
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‘Analysis Toolpak VBA’) in thewindow that appears. While you are there, you may want toactivate
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the ‘Solver’ add-in, too. It will be used later in your Quantitative Methods course.After a
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few moments, the data analysis tools will be available.
70 Introduction to
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Microsoft Office●●●●●●●●●●●●
Using the data analysis toolsThe description of each individual data
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analysis tool and its functiongoes beyond the scope of this introduction. A significant
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number of these tools will be covered in detail during your first year-QM courses.Therefo
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re, we limit ourselves to a brief discussion of their commonfeatures.The data analysis tools,
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as most other features of Excel, usually expectyour data to be arranged in columns, i.e. each column
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represents adifferent variable, while each row represents an individual observation.E.g.
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in the table below, several houses have been categorized accordingto their sales price,
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size, age, and other variables.‘Tools’„
‘Data analysis…’When you want to analyze data using the data
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analysis tools, you do notneed to select the data beforehand. Instead, you can immediately
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launchthe toolset by selecting ‘Tools’, ‘Data analysis’ from the menu bar.You can
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then choose from an assortment of analysis tools. In the nextstep, you will need to enter
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information that is specific to the tool of your choice. Common to all tools are the
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following options:– Input optionsHere, you select which part of your data needs to be analyzed.
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You caneither enter the cell reference directly, or you can select the cellsmanually by1.
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clicking on the ‘selection’ button, …2.selecting the cells with your mouse and …3.
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confirming your choice by clicking on the ‘transfer reference’
General Topics:
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Getting Hooked Up 71●●●●●●●●●●●●
button.1. 2. 3.It is recommended that you select
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the column heading (‘size’ in our example), too. Excel will use this label in its output: if you are
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doingseveral analyses, you won’t have to guess which is which. If you selectthe column label, be
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sure to also select the ‘labels’ option – otherwise,Excel will not know how to deal with the text.
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– Output optionsAlso common to all analysis tools is the output options dialogue. Here,you can
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specify where the results should be stored. There are threeoptions:·
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Output range. This option saves the results to a range of cells onany existing worksheet. You
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only need to select the top left cell.Be aware that the output will usually consume several
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rows below and several columns to the right of that cell. Any data inthese cells will be overwritten, so
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it is crucial that you select acell that is not next to any important data.·
New worksheet ply. This will
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create a new worksheet and savethe results there. If you want to, you can provide a label
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for thenew worksheet.·
New workbook. This will create a new Excel document and savethe data
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there.The specific options of the individual tools will be among the subjects of your Quantitative
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Methods classes.Creating chartsLet’s assume that you have prepared a ‘revenues and costs’
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calculationand you would like to communicate your results. A chart of the figureswould be the optimal tool
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for this purpose, as charts are quickly andeasily understood by everyone.
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72 Introduction to Microsoft Office●●●●●●●●●●●●
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The quick and dirty method You can create a chart very quickly using these two steps:1.
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Select the two data series (including their labels or headings)2.Press-
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.0 €2,000 €4,000 €6,000 €8,000 €10,000 €12,000 €14,000 €1 2 3 4 56 7 8 9 10 1 1 1 2RevenuesCosts
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The result is not too bad for such a small effort. There are, however, anumber of drawbacks to
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this procedure. Most notably: Excel will alwayscreate a bar graph, which is not appropriate in a
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number of situations. Inour example, there is a better alternative available…
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When to use which graphDifferent types of information call for different types of graphs. Thequestion
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which graph to use in which situation will be discussed duringyour Quantitative Methods
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classes. Therefore, we only provide a shortoverview of the most important types of charts:·
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Bar chartsare mainly used to allow a comparison of amountsacross a range of categories. An
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example would be a comparisonof the scores of two students in several subjects.
General
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Topics: Getting Hooked Up 73●●●●●●●●●●●●
·
Line charts
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are a good way to display developments over time.Such a graph would have been more appropriate for
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our exampleabove, since we want to investigate thedevelopment
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of revenuesand costsover the last year .·
Pie charts show how many
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percent each category contributes to atotal, e.g. which part of the monthly costs stems
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from wages,advertising expenditure, etc.·
Scatter plots allow us to plot observations for
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two separatevariables. E.g. we could plot countries according to their GDP per capita and their
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social security expenditures.In the following, we will create a more appropriate line graph for our
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revenue and cost data.Using the chart wizard Once again, we start out by selecting the
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data series that we want to plot.Remember to include the labels for both data series in your selection.
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This button launches the chartwizard.We then call up the chart wizard by clicking on the appropriate icon. Thechart
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wizard allows us to create and configure a chart in four steps. Inthe first step, we select which type of
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graph we wish to use.For each type of chart, there are several subtypes. Excel provides a brief explanation of
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the purpose of the currently selected type below theselection window. You can also call up
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a preview to see how your datawould be displayed using the selected chart type. Once you are done,
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74 Introduction to Microsoft Office●●●●●●●●●●●●
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clicking ‘next’ will take you to the second step.From this step onward, Excel will automatically
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provide you with athumbnail preview so that you have an idea what the final chart will look like. In the
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second step, you have the opportunity to make minor adjustments to your chart. First of all, Excel
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assumes that your data isarranged by columns, as is indeed the case in our example. If your datais
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arranged by rows, then you can make the appropriate adjustment now:Secondly, and more
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importantly, you can also adjust the labeling of your graph. To do so, switch from the ‘data range’ to
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the ‘series’ category.Here, you can specify the label for each individual series, as well ascategory
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headings that will be used to label thex-axis.Before we started the wizard, we
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selected not only the actual data series, but also its label. Excel has recognized the top row as the
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heading andhas already labeled the series for us: in the series list you can see that both data series are recorded
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with the appropriate names. If necessary,you can change these labels be entering a
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different name in the ‘name’ box.Before we continue with step 3, we also add category
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labels. To do so,1.click on the ‘selection’ button in the ‘Category (X)
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axis labels’ box…2.select the row headings from our original table, and …3.
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confirm your choice by clicking on the ‘transfer reference’ button.Excel will then add
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the appropriate labels to thex-axis. Our graph nowlooks roughly like this:
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General Topics: Getting Hooked Up 75●●●●●●●●●●●●
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Next on our agenda: adding titles to our graph and to the axes.Meticulous labeling generally
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improves the quality of a graph. In our case, we might want to label the graph ‘Revenues &
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Costs 2001’, withthe currency unit (‘Euro’) added to they
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-axis.A brief overview of the other options:·
In most cases, you will need both axes. Still, you have the
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optionof removing one or both of them by unselecting them in the‘axes’ menu. Furthermore,
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you can also specify how the labelsfor thex-axis should be displayed. It is usually best to
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go with the‘automatic’ setting.·
In the ‘gridlines’ category, you can switch
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gridlines for both axeson and off. ‘Major’ gridlines are gridlines spaced at broadintervals.
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‘Minor’ gridlines are only useful when your audienceneeds to be able to track down the
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value for each observationrather precisely.·
The next category allows you to switch the legend on
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and off,and it also allows you to specify where exactly it should belocated in the graph.·
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The ‘data labels’ category allows you to add data labels to alllines. These labels are used when it is
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important for your audience to know the exact values for each observation. Usingthese
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labels tends to clutter your graph, so use them sparingly.·
Finally, adding a ‘data table’ enables you to
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include the exact
76 Introduction to
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Microsoft Office●●●●●●●●●●●●
values for each series and each observation in a table below thegraph.This
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concludes the third step. The only remaining task is to specify thelocation of our graph.If you
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wish to print the graph on one page together with your calculations, you should include it as an
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object in the appropriate sheet.However, if you plan to transfer the graph to another document, e.g.
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to aWord file, it will be of better quality if you place it on its own sheet for now.Once you click ‘finish’,
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the chart will be created to your specifications:0 €2,000 €4,000 €6,000 €8,000 €10,000 €12,000 €14,000 €J a n u a r y F e b r u a r y M a r c h A p r i l M a y J u n e J u l y A u g u s t S e p t e m b e r O c t o b e r N o v e m b e r D e c e m b e rRevenuesCosts
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If you find at a later point that you need to adjust any of the choicesmade so far, simply right-click on
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any open space in the graph (i.e. noton the labels, lines, or axes). The menu that appears allows you to go back
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to any of the four steps…Furthermore, you can edit the graph by double-clicking on any of the
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General Topics: Getting Hooked Up 77●●●●●●●●●●●●
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elements. E.g. double-clicking on one of the data series will allow you tospecify its style and color.
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Similarly, clicking on the chart backgroundallows you to adjust its color and border. Finally,
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you can also alter theappearance of the gridlines and axes in a variety of ways. The range of
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options is vast and goes beyond the scope of this introduction.Transferring a graph to
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another document To copy a graph to another document, e.g. for inclusion in a
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writingassignment written in Word, simply click on the white area thatsurrounds the actual chart.
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(Be careful not to click on the axes, labels or legend.) If you push the ‘copy’ button, you will note that the
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entire chartwill be surrounded by a dashed border. You will be able to insert thegraph into other documents
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as long as this border is there.‘Edit’„
‘Paste special…’When you insert the graph into Word or
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PowerPoint, you may want todo so by selecting ‘Edit’, ‘Paste special’ from the menu bar, instead of
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simply clicking on the ‘paste’ button. This will allow you to specifyhow
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the chart should be inserted. Usually, the choice is between the options‘Microsoft Excel Chart
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Object’, ‘Picture’ and a couple of others.Choosing ‘Microsoft Excel Chart Object’ allows
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you to edit the graphlater on, even when you do not have the original Excel documentanymore. At the same
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time, opting for ‘Microsoft Excel Chart Object’will greatly increase the size of your Word or
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PowerPoint file becauseall data and all options need to be saved together with the chart. If youwant to keep
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the file size as small as possible, go for the ‘picture’ option.There will be no qualitative
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difference between the two ways of pastingthe chart.●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●
I m a g e : s i z e - i s n t - e v e r y t h i n g . c o . u k
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M MI I C C
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RROO
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S S OOF
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F T T P P
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OOW
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W E E
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RRP P
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OOI I
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N N T T ●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●
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11..I I N N T T R
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ROODDU U C C T T I I OON N
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Microsoft PowerPoint is a presentation graphics program. You can use itto prepare visual
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aids and handouts for your presentations. If you areusing a beamer, you will even be
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able to add movies, sounds andanimations to your presentation. In the following, we will acquaint
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you with the program and offer you astep-by-step guide to preparing presentations.Starting PowerPoint
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You can start PowerPoint by double-clicking on the PowerPoint icon onyour desktop. If there
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is no such icon, you can start the program byclicking on ‘Programs’ and then ‘Microsoft PowerPoint’ in
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the Startmenu. PowerPoint will start as well if you double-click on anyPowerPoint document.
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Finally, you can also use the ‘new officedocument’ and ‘open office document tools’.‘Start’
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„
‘Programs’„
‘Microsoft PowerPoint’Create newOffice docs.Open existingOffice docs.
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Unless you are opening an existing PowerPoint document, you will be presented with a
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range of choices that are meant to get you startedquickly. For now, we presume that you want to
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create a new presentation. In that case, you have to choose between three options:The AutoContent
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Wizard will provide you with a structured outline for your presentation. Say you want to
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present a marketing strategy for your marketing course, then PowerPoint would suggest a
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structure like this:·
Describe the market·
Introduce the product·
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Provide an overview of the competition·
Position the product·
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Discuss the communication strategy·
Comment on logistical aspects·
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Provide a way to measure success·
Outline a scheduleThe AutoContent Wizard is an
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extremely useful feature if you are notentirely certain how to structure your presentation.
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But there is a major caveat: there are almost no AutoContent Wizards for students. In mostcases, you
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will have to do it on your own.Template wizards do not help you with the actual content of your
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presentation, but they provide pre-designed slides for your presentation.
82 Introduc
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tion to Microsoft Office●●●●●●●●●●●●
These templates include all the settings for
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background patters, color schemes and fonts, so that you do not have to worry about the look of your
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presentation anymore. The advantage is that you can immediatelystart working on the content.Howeve
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r, some people are easily distracted by the design elements onthe slides. For these people, it may
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be best to start with a blank presentation. You can always go back and add a design template later.In
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the following, we will start off with a blank presentation. The mainreason is expressed by the mantra
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‘form follows function’. A presentation is always about the content, so you should focus first
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andforemost on what you want to say.After you have selected ‘blank presentation’ from the
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opening screen,you will need to choose how your first slide should be structured.Choose your slide structure…
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You will usually start your presentation with a title slide. To do so,double-click
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on the top left option.Finding your way in PowerPoint At this point, you will be confronted with
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the main screen of PowerPoint.
Microsoft PowerPoint:
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Introduction 83●●●●●●●●●●●●
Besides the obligatory menu bar, toolbars and status bar, you will
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notethat the screen has been divided into three distinct areas.Outline pane
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Used to design the broadstructure of a presentation.To the left, we have theoutline pane. When you are creating a new
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presentation, you will usually turn to the outline pane first. It is used to prepare the general
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structure of your presentation.Slide previewArea where you edit your slides.The large area to the left is the
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slide preview. This is where you willrefine your presentation by adding text,
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images and graphs.Notes paneArea where you jot down notesfor individual slides.
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Finally, below the slide preview is thenotes pane. Here you can leaveremarks regarding each
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individual slide. These notes will not show up onthe screen during your presentation, but they will be
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included in thehandouts that PowerPoint can generate for you.Before you start…
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Be aware that your visualaidsare just that, a support for your presentation. You should first
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and foremost focus on what you want tosay, not what is on the screen or on the overhead projector. A
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good wayto obtain this focus by completing a short exercise before you startworking on your slides: find
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a place where you are alone and try to holdyour speech without preparing or using any notes.
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(If you are presentinga paper or essay you have written, put it away.) Even though the
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exercisemay be awkward and your impromptu speech may be rather short, it is a
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84 Introduction to Microsoft Office●●●●●●●●●●●●
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helpful experience.Once you are done, collect all the points that you mentioned during your test
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run. Now, try to structure your points logically, from the problem tothe solution, from the broad to the
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detailed, etc.At this point (or even during your speech), you may notice that youforgot to mention one
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thing or another. Be sure to include them in your structure, but highlight them with a colored marker
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– these are topicsthat you may tend to forget again and you will have to pay specialattention
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to them when rehearsing your presentation later.Once you have a broad structure, you are ready to
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prepare your slides.We will do so in the following order:1.
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Transfer your structure to PowerPoint2.Flesh out each individual slide3.
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Add notes when necessary4.Check the order of your slides5.Add outlines and summaries6.
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Add a layout and additional effectsThe first two steps are the biggest chunk of work, and we will
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focus onthe in the following chapter. The remaining four tasks are concernedwith checking and
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refining your presentation, and are discussed in thethird chapter of this section.●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●
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COMING UP
22..B B
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U U I I LLDDI I N N G G Y Y
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OOU U RR V V
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I I S S U U A ALL A A
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I I DDS S This chapter discusses how youcan create transparencies inPowerPoint,
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moving from a broad outline to a completeseries of slides.In the process of creating slides for a presentation,
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creating a structureand populating your slides with text and illustrations is the largest part of the
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work. Below, we will discuss how you can quickly create a largenumber of slides by transferring
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your outline to PowerPoint. We willthen focus on giving these slides substance by adding text,
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images,tables and charts.Transferring your structure to PowerPoint Entering your outline in PowerPoint
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does not take too much time.Simply click once on the outline pane and you can start typing.
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Initially,PowerPoint will interpret your input as titles for each slide. Every timeyou press
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/, PowerPoint will generate a new slide for you. Thisway, you can easily create and label
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a large number of slides withoutneeding to enter the actual content.However, if you have a
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large number of slides, entering at least a fewkeywords regarding their content may be
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beneficial. To do so, press/andT
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after entering the title of a slide. PressingTmovesyou to a lower level: everything that
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you enter now will show up askeywords on the slide. Once you are done entering the last keyword, press
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/and thens + T. You will then be able to enter aslide title again.
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Your outline might look likethis…The slide selector isdirectly below thescroll bar.Fleshing out the individual slides
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Once you have prepared a broad outline, you will want to enter moredetailed text on each
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slide. To do so, we move to the slide preview. Youcan use the scroll bars to select the slide that you want to
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work on, or you can use the slide selector to browse through the slides one by one.On slides,
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everything needs to be in placeholders. The advantage of placeholders is that they can be moved
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around or resized easily to fityour needs. Almost all slides have pre-positioned placeholders,
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whichyou can recognize by their dashed border and the hint ‘click to add text’or
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‘click to add title’.Entering text To enter text, click once inside the border of the
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placeholder of your choice. Once a placeholder contains text (or anything else), its border
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becomes invisible. If you want to edit the text inside a placeholder,simply click once
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on the text itself.
86 Introduction to
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Microsoft Office●●●●●●●●●●●●
When entering text, remember that your slides are only meant as asupport for
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your actual presentation. That implies that you should keepyour text short and to the point. The best
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way to do this is to restrictyourself to keywords only. You do not want your audience to
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spendsignificant time reading elaborate sentences on the screen while theyshould be listening to you.
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Also, for reasons of visibility, you shouldrestrict yourself to 30 words or (preferably) less
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per slide, and make surethat the text is big enough. Font sizes around 30 pt. are best. Only if youare
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really desperate can you go down to 24 pt. Everything below 24 pt. isa big no-no.Formatting text
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To format your text, you can use the formatting toolbar.You have the
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following options:c + s +F– Font This changes the typeface of
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your text. There is usually a broadassortment of typefaces available, but the most
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common ones arec + s +F– Font sizeThis changes the size of your
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text. For reasons of visibility, choose sizesaround 30 pt. You should go no lower than 24
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pt.Unlike in Word, it is probably best if not to use this option. To maintaina
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uniform look throughout your slides, PowerPoint contains two optionsthat apply
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standardized changes to your text. Both can be found on theformatting toolbar.
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– Adjusting the font sizeThe first set of buttons allows you to change the size of your text. Eachtime
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you click the ‘increase font size’ or ‘decrease font size’ buttons,PowerPoint adjusts the
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size of your text by a degree that will be visibleon the screen.c + s +>
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Increase the font size.
Microsoft PowerPoint:
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Building Your Visual Aids 87●●●●●●●●●●●●
c + s +<
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Decrease the font size.– Promoting and demoting text The second set of buttons adjusts the level
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of the text. In your lists, someentries may be broad categories and some may be individual items
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that belong to a category, as in our example below:·
Economics Propedeuseo
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Block 1§Organization & Marketing§Quantitative Methods 1o
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Block 2§Competition & Government Policy§Quantitative Methods 2Here,
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‘Economics Propedeuse’ is the broadest category, and it containssubcategories such as ‘block 1’. These
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subcategories in turn includeindividual entries, which are even narrower in scope.We say
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that ‘Economics Propedeuse’ is on the highest level, and theother categories are on lower levels.
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When you enter your list, you start by typing·
Economics Propedeuse·
Block 1Demote
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At this point, you will have to demote ‘block 1’ to a lower level byclicking the ‘demote’
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button, or pressingT.·
Economics Propedeuseo
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Block 1PromoteIn PowerPoint, this will indent the line you are currently in. It will alsodecrease the
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font size and change the style of the bullet to indicate aconceptual difference. To reverse the
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process, you can ‘promote’ entriesto higher levels by using the ‘promote’ button or pressing
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s + T.Bold
c +BItalics
c +
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IUnderline
c +UShadow– Font styleThis changes the appearance
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of your text. You can set your text inboldfaceor italics
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, and you can underline your words or add asshhaaddooww.By convention, underlining is
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no longer used to highlight text; instead,text is set in boldface or italics. Underlining is
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now used to indicateInternet links instead. The shadow will be too weak to create adistinction
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between more and less important text, but you can use it as anadded effect for words that stand alone.Left Center Right
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c +Lc +R– Paragraph alignment
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Allows you to choose whether your text is aligned to the left or rightmargin of the placeholder,
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or whether it is centered.
88 Introduction to
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Microsoft Office●●●●●●●●●●●●
– List typeFinally, most of the text on slides is in the form of a list.
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Here you canchoose whether it is an ordered or unordered list. To illustrate:Ordered list.Unordered list.
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An ordered list: An unordered list:1.First item2.Second item·
One item·
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Another item– Adjusting the color Finally, you can also change the color of the text, e.g. to indicate
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animportant word. To do so, click on the ‘font color’ button which is (for no reason at all) not located
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on the formatting but on the drawingtoolbar. This will change the color of your text to
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whatever color isindicated on the button. (It is indicated in the bar below the ‘A’; in our case, it is black.)
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Clicking on the left part of the button will change the color of your text to the color indicatedon the button.If you wish to use another color,click on the
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right part of the button.If you do not want your text to be that particular color, you can click onthe right part
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of the button to expand the color menu.The color menu always contains eight colors, all of which serve a
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particular function.1.Background2.Text and lines3.Shadows4.Title text5.Fills6.
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Accent7.Accent and hyperlink 8.Accent and followed hyperlink Depending on
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the design template’s color scheme, the colors maychange, but their function will not. E.g.
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the second color will always bethe standard color for text. To highlight text, use the ‘accent’ color
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(no.six).We realize that (depending on your taste preferences), some of thesecolors may
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cause nausea. In that case, feel free to click on ‘more fontcolors’ and take your pick from the palette
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that pops up. However,sticking with the eight colors above has one advantage: if you change
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toanother design template later on, your colors will be adjustedautomatically to the new color scheme.
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Color that you choose from the‘more font colors’ palette will not be adjusted – you will have to
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gothrough each slide manually to see if your colors conflict with the newdesign template.
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Microsoft PowerPoint: Building
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Your Visual Aids 89●●●●●●●●●●●●
The effect your changes will have…
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There are two possible scenarios. You may want to change text that youhave already typed, or you
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may alter the attributes of text you are aboutto type.– Editing text When you want to change the
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attributes of text that you already typed,you need to indicate which part of the text you want to affect.
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You cando so by marking the text.1.Move your mouse pointer to the beginning of the text that
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youwant to highlight.2.Press the left mouse button and keep it pressed while…3.
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you move the mouse pointer to the end of the text.4.Make your changes.Using the mouse may
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not always be the fastest way to select text. Thesection on selecting text on p. 90 details several
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keyboard shortcuts thatcan greatly speed up the process.– Altering the attributes of text
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you are about to typeIf you want to adjust the properties of text that you have not typed
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yet,simply make the changeswithout highlighting anything and start typing.E.g. if
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you know that the next word should be printed in italics, simply pressc +
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I
or click on the italics-button and type the word. Tocontinue
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typing normally, pressc +I
again.c +n
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Removes all formatting.To remove formatting If you mistakenly italicized some text, you can
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simply undo the damage by pressing the italics-button again. The same goes for all the formattingstyles
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. There also is a shortcut to removeall formatting simultaneously:simply hold
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cwhile pressingn.Cutting, copying, pasting
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Just like in most Office programs, you can cut, copy and paste text andother objects. Before
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you can cut or copy, you need to select theelements that you want to affect. The procedure
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differs for selecting textand for selecting placeholders. Once you selected all
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desired elements,
90 Introduction to
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Microsoft Office●●●●●●●●●●●●
you can continue to cut and paste them normally. (See ch. 2 of
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thegeneral section, ‘Common elements of Microsoft Office
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programs’ for more details.)– Selecting text To select text using the mouse, follow
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these three easy steps:1)Move your mouse pointer to the beginning of the text that
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youwant to highlight.2)Press the left mouse button and keep it pressed while…3)
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you move the mouse pointer to the end of the text.Instead of using the mouse, you can
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also use the keyboard:1)Simply move the cursor to the beginning (or end) of the text.2)
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Press and hold theskey while…3)… moving the cursor around
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with the arrow keysu,d,l
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andr.This allows you to highlight one character at a time. You can speed upthe
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process by holdingsandcwhile using the arrow keys.
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Thiswill highlight one word at a time.Some additional timesavers:·
Pressing
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s + hor s + ehighlights everythingfrom your current position to the
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beginning or end of the currentline.·
Pressingc + s + hor c + s + e
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highlight everything from your current position to the top or bottom of the document.·
Pressing
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s + Mor s + Whighlights larger portionsof text.·
Pressingc + s + u
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or c + s + dhighlighteverything from your current position to the top or
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bottom of the paragraph.Selecting placeholders1)Click on the first
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placeholder. A border may appear around the placeholder. (This depends on its contents.)
Microsof
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t PowerPoint: Building Your
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Visual Aids 91●●●●●●●●●●●●
2)Press and holdswhile you click on the next
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placeholder. It,too, may be surrounded by a border.3)Repeat the second step until you have
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selected all desired placeholders.c +Z‘Edit’„
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‘Undo’Undo changes.Undoing changesWhen you have done something really disastrous, e.g.
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deleted all the texton one slide, you can always undo the changes one at a time by clickingthe
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undo button. If you click on the right part of the undo button , youwill see a list of your last changes and
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you can undo as many of them asyou like.If it turns out that the changes were indeed justified, you
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can re-do them by clicking the ‘redo’ button. If you use the ‘redo’ button immediatelyafter pressing the
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‘undo’ button, your changes will be restored. If your last action however was not to ‘undo’
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something, then the ‘redo’ buttonwill be deactivated. Instead, you can use the keyboard
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shortcut or theappropriate ‘Edit’ menu item to repeat your last action. This will
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notwork in all circumstances.c +Y‘Edit’„
‘Redo’Redo
c +
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Y‘Edit’„
‘Repeat’Repeat
c +M‘Insert’„
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‘New Slide…’Insert additional slides.Adding additional slidesIf you need to insert additional slides at any
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point, click on the ‘newslide’ button. You can then choose from an assortment of preformattedslid
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es for simple text, two-sided arguments, tables, graphs etc.Choose your slide structure…
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92 Introduction to Microsoft Office●●●●●●●●●●●●
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Adds a table of the dimensionsthat you specify.Add a table to your slideTo add a table to your slide, simply click on
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the ‘add table’ button on thestandard toolbar and select the dimensions of your table from
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the gridthat pops up:The table will then be placed on your slide. Tables are always
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placedinside their own placeholder – it is not possible to add a table to a preexisting
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text placeholder.When you are above a table border, your mouse pointer lookslike this to indicate that you canresize the table.
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You can now add text to the individual cells. If the cells are too big or too small, you can resize them by
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placing your mouse on top of any of the borders, so that it turns into a double line that is pulled by
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twoopposing arrows . Press and hold the left mouse button and resize thetable to your liking.
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To see the ‘tables and borders’toolbar, press this button.Whenever you are working on a table, the ‘tables and
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borders’ toolbar will automatically pop up. You can also force it to appear by clicking
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the‘tables and borders’ button on the standard toolbar.Below, we provide a quick overview of its features.
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Press this button to draw a table.When drawing tables, your mouse pointer looks like a pen.– Drawing toolsInstead of creating a table
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as described above, you can also use thedrawing tools. Click on the ‘draw table’ button and your
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mouse pointwill turn into a pen . Now you can conveniently draw cells and entiretables. When you are
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done, you need to turn the drawing feature off byclicking on the ‘draw table’ button a second time.
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Microsoft PowerPoint: Building
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Your Visual Aids 93●●●●●●●●●●●●
If you made mistakes when drawing or if
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your table has a fewsuperfluous cells, you can take care of them by using the eraser. Click onthe ‘eraser’
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button to switch the feature on or off. When the tool isactivated, your mouse pointer will look like an
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eraser and will performthe same function: it will remove unnecessary lines and cells
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from your tables.Erase cells and borders using thistool.When erasing, your mouse pointer will look like this.Sets the line style.Sets
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the border thickness.Sets the border color.– Border attributesYou can adjust three different types of border
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attributes: their style,thickness and color. Among the border styles you can select to have no
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border, a straight line, or a dashed line. The thickness determines how pronounced the border will
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appear on the screen. Common values are 1 pt., 2 ½ pt. and 3 ¼ pt. Finally, the border color
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button presents you withthe obvious choice. Once again, you can choose between colors from
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thestandardized color scheme or from the ‘more colors’ palette.The borders menu.– Borders menuThe borders menu allows
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you to quickly adjust the borders of a wholearray of cells or even of the entire table. To apply these
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settings, youneed to select the cells that you want to affect. You can then expand the borders menu
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by click on the right part of the button :Each of these buttons will make a number of borders visible
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or invisible.E.g. if you highlight your entire table and click on the top left button,you will get a border
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around your table, but no internal borders betweenyour cells.This button allows you to pick a
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background color for your cells.– Background color You can set the background color of any cell by using the
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‘backgroundcolor’ button. As always, you can take your pick from the standardizedcolor scheme or
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you can opt for any other color.Quick access to the table menu.– Table menuThe table menu gives you access to a
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number of maintenance functionsfor your table: you can add columns and rows and
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quickly select parts of your table or even the entire table.
94 Introduction to
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Microsoft Office●●●●●●●●●●●●
Merge as many cells as you likeusing this button.This button lets you split a cellinto a number
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of rows and/or columns.– Merge & split cellsIn some cases, you may want to combine a number of cells
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into onelarger cell. You can do so by highlighting these cells and then clickingon the ‘merge
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cells’ button. Obviously, this button will only work if youhave selected more than one cell. The opposite is
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also possible: you cansplit a cell into as many rows and columns as you want, simply byclicking on
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the ‘split cell’ button. This button is not available when youhave selected more than one cell.Top Center Bottom
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– Vertical alignment The vertical alignment determines whether your text is located at
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the top,the center or the bottom of each cell.Adding other elements to your slides
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You can also freely insert content from other applications. You may e.g.want to add
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a graph from Excel. To do so, simply cut or copy the graphin Excel and paste it into your slide. The
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object will automatically be placed inside its own placeholder, so that you can move it around
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andresize it.Alternatively, you can add pictures, movies, sounds and other objects
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byclicking on ‘Insert’ on the menu bar, and then selecting among the‘Picture’, ‘Movies and
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sounds’ and ‘Object’ options. You can insert pictures from files, from a scanner or from
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a digital camera, and youmay want to check out PowerPoint’sClipArt
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library. Finally, you caninsert just about any object that you can create using other software.‘Insert’„
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‘Picture’‘Insert’„
‘Movies and Sounds’‘Insert’„
‘Object…’ClipArtA picture or drawing insertedinto text
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documents for illustration purposes.Moving and resizing individual placeholders
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Once you placed your content on the slide, you may want to refine thelayout by moving the
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individual placeholders around or by expanding or shrinking some of the items.The border of a text placeholder.Your
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mouse pointer will look like this.To move tables and text placeholders, click inside them once to maketheir
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border visible. If you place your mouse pointer on top of the border, it will sport a four-way arrow:
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you can now move the objectaround by pressing and holding the left mouse button while moving
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themouse. Moving objects other than text boxes or tables is even easier:your mouse pointer
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only needs to be on top of the object, you do nothave to worry about its border.
Microsof
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t PowerPoint: Building Your
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Visual Aids 95●●●●●●●●●●●●
To resize objects, use the whitesquares at the corners and in themiddle of their border.When
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resizing objects, your mouse pointer will look like atwo-pronged arrow.Resizing objects works in a similar way. If you are working
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with a text placeholder or a table, you need to make its border visible by clicking onthe text or
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table once. Notice that there are white squares at each of thefour corners and in the middle of
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each border. When you place your mouse pointer on top of any of these squares, it will turn into a two-
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pronged arrow, indicating that you can now make the object larger or smaller. Simply press the left
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mouse button and keep it pressed whileyou move the object’s border.Example:
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Move your mouse pointer to one of the squares.Press the left mouse button and keep it pressedwhile you relocate the border.Release the mouse buttonwhen
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the object has thedesired dimensions.Note that each square only allows you to move the border(s) to
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which itis attached. E.g. the square in the middle of the top border will allow youto move the top
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border up and down (see above), while the square in thelower right corner allows you to
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simultaneously move the borders to theright and below the object. The mouse pointer
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will indicate in whichdirections you can move.To resize objects other than text boxes and tables, you
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will need to click on them once. At this point, the appropriate white squares
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will appear next to the object.Adding arrows, geometric shapes, etc.Finally, you may want to add
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arrows, boxes or other shapes to conveycertain ideas. You may e.g. want to draw a mind-map. You can
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easily doso using the drawing toolbar.Simply select a shape by clicking on the appropriate
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button and startdrawing. To draw, move your mouse to the point where you want theupper left
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corner of the object to be. Press and hold the left mouse buttonand move to the point where the lower
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right corner should be located. If the object did not come out quite right, you can
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move and resize it like
96 Introduction to
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Microsoft Office●●●●●●●●●●●●
any other object on a slide.Furthermore, you can easily adjust its
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properties by using one of theattribute buttons on the drawing toolbar.The ‘draw’ menu offers a
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greatnumber of further options.Finally, the ‘draw’ menu features some additional options, such asrotating
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objects or placing them in above or below other objects. The‘draw’ menu can also
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be found on the drawing toolbar.●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●
●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●
COMING UP
3 3..
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RRE E F F I I N N I
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I N N G G &&RR
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E E H H E E A ARRS S
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I I N N G G In this chapter, we learn how to perfect the order of slides, howto add outlines and
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summaries,and how to prepare a slide showor printouts for your presentation.Once you have prepared all individual
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slides, it is time to polish your presentation by checking the order of the slides, adding outlines
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andsummaries, and by rehearsing it. Finally, we will turn to the question of printing your
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slides and materials or transferring them to a disk.Before you go on…At this point, you may want
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to have a first rehearsal of your presentation. You should try to do the test run without
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notes: by now,you have spent considerable time on your presentation, so you should
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befairly well acquainted with its content and order. This rehearsal servesseveral purposes:·
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to give you a better idea of what you will be saying when eachindividual slide is on·
to time yourself
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·
to check whether the content of all slides fits your speech, so thatany mistakes can be
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corrected before you invest further work ·
to see if you have trouble remembering certain facts,
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figures or discussion points, which can then be put on cue cards for useduring the presentationThe
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re are several ways you can rehearse. Pressing5
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will start the presentation. You can usen,/,
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d,randNor the leftmouse button to move
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forward in your presentation, i.e. to put the nextslide on. If you went too far, you can useu
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,landPto return to the previous slide.‘Slide show’„
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‘Rehearsetimings’Alternatively, you can do a timed rehearsal. To do so, click on ‘Slideshow’, ‘Rehearse timings’ on the
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menu bar. The computer will now keeptrack of the time you spend on each slide. When you are done with
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your presentation, PowerPoint will tell you the overall total and will give youthe option of saving
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the timing for each slide. At this point, you shouldselect ‘no’, to keep PowerPoint from using
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these timings toautomatically switch from slide to slide16
.Adding notes
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One of the reasons for the rehearsal was to find out whether you havetrouble remembering certain items. If
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you do, you may want todocument them in the notes for the appropriate slides.
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Alternatively, youcan direct your notes at your audience and have PowerPoint print themon
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your handouts. The choice is up to you.16
You should use the automatic slide timing only when your presentation is complete and you
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have rehearsed it severaltimes so that you know your rhythm. Until then, it is best to manually switch from slide to slide
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98 Introduction to Microsoft Office●●●●●●●●●●●●
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The fourth icon on the viewselector takes you to the ‘slidesorter’ view.‘View’„
‘Slide sorter’Check the order of your slides
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Another reason for the rehearsal was to check whether your slides are ina sensible order so that your
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presentation flows naturally and does not jump from topic to topic. If you want to rearrange your
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slides, you canswitch to the ‘slide sorter view’ using the view selection bar or byclicking on
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‘View’, ‘Slide sorter’ on the menu bar.The slide sorter view provides you with miniature previews of a
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largenumber of slides, allowing you to simply pick them up and drag themaround.PowerPoint in the ‘slide sorter’ view.
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To move a slide, simply click on it and keep the left mouse button pressed while
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you drag it to its new position.Add outlines and summariesIn the last stage of the content phase, you may want to give
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your audience some additional guidance. It is beneficial to start your presentation with an outline
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of the subjects that you will discuss, and tosummarize your arguments before reaching a conclusion.
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Automatically create a summaryslide…An outline slide is meant to give an overview of the topics that you areabout to
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discuss. In most of the cases, it will be sufficient if it simplycontains a list of these topics. Such a
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slide, which is called a ‘summaryslide’ in PowerPoint, can easily be created automatically:
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simplyhighlight all your slides (or at least the important ones) in the slide sorter view17
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and click on the ‘summary slide’ button. This will automatically17
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Click on the first slide, press and holds, then click on the last slide. To select or unselect individual slides, press andhold
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cwhile clicking on the slides.
General Topics: Getting
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Hooked Up 99●●●●●●●●●●●●
insert an outline slide (or possibly several outline slides) containing
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thetitles of all the highlighted slides.While PowerPoint calls your outline a summary page,
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a real summary page is meant to recapture your main arguments before your conclusion.It is meant to
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provide the big picture for the audience that may still bestuck in the detailed arguments that
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you presented. Such a page should be written manually.When you are giving a rather long
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presentation, it may be a good idea tohave an outline at the beginning and a summary at the end of each
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partof the presentation – but this usually applies only to presentations thatlast 10
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minutes or longer.‘Format’„
‘Apply designtemplate…’
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Add a layout and additional effectsDesign templatesWith the content prepared, we
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turn towards the looks of your presentation. If you started out with a blank presentation, you can nowadd
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a design template to your slides by selecting ‘Format’ from themenu bar, and then
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clicking on ‘Apply design template’. You can thenchoose out of an array of different designs. Your
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choice will affect allthe slides in your presentation.‘View’„
‘Normal’
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Be aware that design templates also change the fonts used in your slides,so that the text may be
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arranged slightly differently. Check eachindividual slide to see if you need to
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correct anything. You can switch back from the ‘slide sorter’ view to the ‘normal’ view by
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clicking on thefirst icon on the view selector bar, by double-clicking on any individualslide
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in the ‘slide sorter’ view or by selecting ‘View’, ‘Normal’ from themenu bar.
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Transitions and animationsAlso, if you are delivering your presentation using a beamer or computer
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screen, you may want to add some transitions and animations to your slides. Transitions determine how
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a new slide replaces its predecessor onthe screen. Your new slides could e.g. fly in from the right
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side of thescreen. Or the screen could fade to black and then fade in on the newslide. Animations, on
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the other hand determine how individualdiscussion points enter the screen. By default, all your discussion
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pointsare immediately visible on your slide. If you select an animation, your slide will
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initially be empty (except for the title) and your bullet pointswill enter the screen one by one at the
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push of a button.
100 Introduction to
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Microsoft Office●●●●●●●●●●●●
A number of different options available in the ‘slide sorter’ view. First,mark
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all the slides to which you want to apply a particular effect. Thenclick on the ‘transition’ field and select
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a transition effect. The sameholds for animations. You will see a miniature preview once
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you haveselected any effect.Choose your transition here……and your animation here.
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Rehearsing your presentationFinally, you may want to rehearse your presentation for a couple
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moretimes. (You will find more detailed information regarding timed andnon-timed rehearsal on p.
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97.) This is also the time to prepare your cuecards.Transferring your presentation
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There are many different ways to take your slides to the presentation. If you know that you can use a
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beamer or computer screen when deliveringyour presentation, you will want to take them in
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electronic form.Otherwise, you will need to create sheets for an overhead projector.Finally, you may
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want to distribute handouts so that your audience cantake notes during the presentation.
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This saves your presentation…Transferring your slides in electronic formIf you know that PowerPoint is installed on the
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PC you will be usingduring your presentation, you only need to save your presentation. To
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doso, click on the ‘save’ button. By default, your slides will be saved as anormal
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‘presentation’. Instead, you may opt to save it as a ‘PowerPointshow’. The difference is
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marginal: when you open a ‘PowerPoint show’,the presentation starts immediately.
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This saves some time because it willnot open directly in PowerPoint and you do not need to press
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5
to startthe presentation. To save your slides as a show, select ‘PowerPointsho
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w’ in the ‘save as type’ selection box. Once you have saved the file,you can transfer it to a
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floppy disk or email it to the place were you willuse it.‘File’„
‘Pack and go’
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If, however, there are doubts whether you have PowerPoint availableduring your
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presentation, it is best to go with the ‘Pack and go’ wizard.Simply click on ‘File’ from the menu
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bar, and then select ‘Pack and go’.This wizard packages your presentation so you can use it on
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anyWindows-PC. The first step does not require any action, so you canimmediately click on
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‘next’.In the second step, you need to indicate which presentation you want to package. For
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now, we assume that you want to use the presentation thatyou are currently working on.
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General Topics: Getting Hooked Up 101●●●●●●●●●●●●
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In the third step, you can choose where you want to save the final result. Next, PowerPoint needs to know
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what it should include. If you includedany graphics or other objects, be sure to select ‘include linked
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files’. If you used any fancy fonts (instead of the normal fonts that are set bydefault), you should also
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select ‘embed TrueType fonts’ to be on the safeside.Finally, if you know that the PC to be used during
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your presentationdoes not have PowerPoint installed, youalways
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need to include theviewer.This was the last step, clicking on ‘finish’ now will create several files.A
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setup file (‘pngsetup’) and one or more archive files (in our case:‘pres0.ppz’). If you
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selected a floppy disk drive as a destination, then thefiles may not fit on a single floppy. They
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will then be distributed over several disks. To install your presentation, simply run ‘pngsetup’
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bydouble-clicking on the icon. This will then allow you to extract your entire presentation to a
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destination of your choice. After extraction of thefiles, you will be given the option of immediately
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running the presentation.As a final remark: be aware that many things can go wrong. Thecomputer or
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beamer you were planning to use may be out of order, your floppy disk may be damaged or you
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may be forced to shift to another room that does not have the appropriate equipment
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installed. If it is nottoo expensive, it may be advisable to print your
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presentation on a set of
102 Introduction to
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Microsoft Office●●●●●●●●●●●●
ordinary overhead sheets (see below) just to be safe.
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If you are using an overhead projector In this case, you will have to print a set of overhead sheets.
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If you have a printer at home, it may be able to print sheets for you. Please check itsuser manual to see if
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it is capable of doing so and if it needs any particular type of sheets. You should be able to get blank
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sheets at anydecent stationary store.If you cannot use your own printer to produce sheets,
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you can print your sheets in the computer lab. To do so, save your presentation on a floppy(see
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above), open it in the SMR and pressc +P. (Donot
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press the print button, this will instantaneously create a printout before you canmake any of the required
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adjustments!)To avoid making any costly misprints, please follow these
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instructions precisely:1.Select ‘Tektronix 850’ as printer.2.Click on ‘Properties’
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(right next to the printer name).3.Set ‘transparency’ as the paper source.4.
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Close the ‘properties’ window by clicking on ‘ok’.5.Make sure that the number of
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copies is set to ‘1’,6.that PowerPoint is about to print ‘slides’,7.and (if you want color sheets)
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that ‘grayscale’ and ‘pure black and white’ are not selected.8.Start the print process by clicking on
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‘ok’.Please be aware that printing slides (and particularly color slides) issignificantly more expensive
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than printing normal documents. Also, youwill need to return the settings to their initial
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values after your printout if you intend to print other documents too.
General Topics:
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Getting Hooked Up 103●●●●●●●●●●●●
Preparing handouts and notes
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PowerPoint can also generate handouts for your audience. There are twodifferent types:
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‘handouts’, which only include miniature views of your slides, and ‘notes pages’ which
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include a copy of each slide together with the notes that you entered for that slide.For
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print options, pressc +P. (Please make sure that a Hewlett-
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Packard laser printer is selected at this stage.) To print handouts, simplyselect them from the
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‘print what?’ list. You can then choose how manyslides should be printed per page: 2, 3, 4, 6
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and 9 are possible values.Three slides are a common value, because this setting
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leavesyour audience enough room to take notes for each individualslide.Alternatively,
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you can also print notes for your presentation. To print them, all you need to do is to select
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‘notes pages’ from the‘print what?’ list.●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●
I m a g e : s i z e - i s n t - e v e r y t h i n g . c o . u k
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A AP P P
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P E E N
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N
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DDI I X X ●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●
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A A..A AS S
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E E LLE E C C T T I I
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OON N OOF F U U
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S S E E F F U U LL E E
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X X C C E E LL F F
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U U N N C C T T I I OON N S S
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This appendix lists a number of useful Excel functions in the areas of mathematics and statistics.
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All logical functions are listed as well, asthey play a crucial part in any subject area.For each
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function, the following information is given:·
its use·
its
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syntax·
an explanation of the variables (if applicable)Also, one or more examples are
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provided for most functions.SyntaxSet of grammatical rules. Thesyntax determines in which order you convey information. Just
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asthere is a certain order in theEnglish language, e.g. ‘Subject – Verb – Object’ for a normalsentence, there is a certain order to information that
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you pass onto your computer. Without thisorder, the computer would beunable to understand thesignificance of each bit of information.
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Whenever we discuss the syntax of a function, we will indicate it with aspecial font:
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SUM (number 1, number 2, …)Allrequired
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parts of a function will be printed in bold. In our example,you will need to include at least
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one number in the brackets. You caninclude more numbers, separated by commas18
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, but it is not necessary todo so. Note:Mathematical functionsabs() – Absolute value
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This function returns theabsolute valueof a number, i.e. the samenumber but without its sign.
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ABS (number)where:·
number is a number of your choice or a reference to a
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single cellExamples:=ABS(-5)will return 5=ABS(5.867)will return 5.867
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exp() – (Natural) exponential functionThis functionraisesEuler’s number
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eto a power. In mathematicalterms:x
e
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EXP (exponent)where:18
Note that punctuation marks depend on the regional settings of your PC. For
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further information, see p. 3.
108 Introduction to
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Microsoft Office●●●●●●●●●●●●
·
exponent is any number or reference to a
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single cellExamples:=EXP(0)returns 1=EXP(1)returns 2.7183 (e
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, Euler’s number)=EXP(2)returns2
e= 7.389Remark:exp()
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is the inverse of ln(), the natural logarithm.ln() – Natural logarithm
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This function returns the natural logarithm of a number.LN (number)where:·
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number is any positive number or reference to a single cellwhich contains a
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positive number Examples:=LN(-1)will return a #NUM! error because the
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number is not positive=LN(0)will return a #NUM! error because the
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number is not positive=LN(1)will return 0=LN(2.7183)will return 1Remark:
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ln()is the inverse of exp(), the natural exponential function.
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log() – LogarithmThis function returns the logarithm of a number to a specified base.
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LOG (number , base)where:·
number
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is any positive number or reference to a single cellwhich contains a positive number o
base
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is any positive number or reference to a single cell whichcontains a positive number (optional, if left
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empty, ‘10’ will beused)Examples:=LOG(-1)will return a #NUM! error because the
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number is not positive=LOG(10)will return 1=LOG(2, 5)will return 0.431
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Appendix: A Selection of Useful
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Excel Functions 109●●●●●●●●●●●●
Matrix functionsAll matrix functions except
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mdeterm()are slightly different fromnormal functions because they need to be
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entered for several cellssimultaneously. Such functions are calledarray functions
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.To enter such functions, follow these three steps:1.Select as many cells as you need (in the
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correct proportion). E.g.if you are calculating the inverse of 2 × 2 matrix, you will
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needto select 2 × 2 cells.Array functionsFunctions that are valid for anarray of cells. The result of sucha function not only depends onthe function itself, but
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also onthe position of each cell in thearray. E.g. the same functioncould return a different result for cell 2 in row 1 than for cell 4 inrow 3. Array functions
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areentered in a different way thannormal functions.2.Enter the formula, e.g.
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=MINVERSE (A1:B2)…3.and press
c + s + /to apply it to all selectedcells
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simultaneously. Note that the formula for each of the cells has subtly changed. It nowreads
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={ MINVERSE (A1:B2) }, to indicate that it is valid for an entirearray of cells.
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mdeterm() – Determinant of a matrixReturns the determinant of asquare matrix
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. (This function shouldnot beentered as an array function.)
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MDETERM (array of cells)where:·
array of cells
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is reference to a coherent block of cells with anequal amount of rows and columns (there are no
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determinants for non-square matrices)Examples:=MDETERM(A1:B2)
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will return the inverse of this 2 × 2 matrix=MDETERM(A1:B3)will return a #VALUE! error
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because this is not asquare matrixRemark: if any cells in the matrix are empty or contain text,
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mdeterm()will return a #VALUE! error.– minverse() – Inverse of a matrix
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Returns the inverse of asquare matrix.This function needs to beentered as an array function!
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The resulting matrix will be of the samesize as the original matrix.
110 Introduc
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tion to Microsoft Office●●●●●●●●●●●●
MINVERSE (array of cells)
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where:·
array of cellsis reference to a coherent block of cells with anequal amount
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of rows and columns (non-square matrices cannot be inverted)Examples:
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=MINVERSE(A1:B2)will return the inverse of this 2 × 2 matrix=MINVERSE(A1:B3)
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will return a #VALUE! error because this is not asquare matrixRemarks:·
If any cells in the matrix are
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empty or contain text,minverse()will return a #VALUE! error.·
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Not all square matrices can be inverted.minverse()returns a#NUM! error if a matrix
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does not have an inverse.– mmult() – Matrix multiplicationReturns the product of a
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matrix multiplication of ak ×mand an
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m×nmatrix.This function needs to be entered as an array function!
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Theresulting matrix will be of the order k ×n.
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MINVERSE (first array, second array)where:·
first array
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is reference to a coherent block of cells of any size,i.e. a matrix of the order k ×
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m, wherek andmcan be freelychosen·
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second array is reference to a coherent block of cells that has asmany rows as there are
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columns in the first array, i.e. a matrix of the order m×n
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, wherencan be freely chosen butm
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isdetermined by the first arrayExamples:=MMULT(A1:B3,G17:I18)will return a 3 × 3 matrix
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=MMULT(A1:C3,G17:I18)will return a #VALUE! error, because thenumber of columns in
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array one (3) is unequal to the number of rows in array two (2)Remark: if any cells in the matrix are
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empty or contain text,mmult()will return a #VALUE! error.
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– transpose() – Transposes a matrixReturns the transpose of a matrix, i.e. a matrix whose
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rows have beenconverted into columns.This function needs to be entered as an arrayfunction!
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If the original matrix is of the order m×n
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, then the resultingmatrix will be of the order n×m
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.
Appendix: A Selection of Useful
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Excel Functions 111●●●●●●●●●●●●
TRANSPOSE (array of cells)
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where:·
array of cellsis reference to a coherent block of cellsExample:
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=TRANSPOSE(A1:C2)will return a 3 × 2 matrixRemark: there are no restrictions
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regarding the content of the cells.Transpose also works with text or empty cells.pi() – p
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Returnsp
(pi), 3.141…, accurate to 15 digits.PI ()No parameters are required.
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round() – Rounding Rounds a number to a specified amount of digits
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after the decimal point.ROUND (number, amount of digits)where:·
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number is the number that you want to round·
amount of digits
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is the amount of digits after the decimal pointto which you want to round (entering negative
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numbers willcause Excel to round before the decimal point)Examples:=ROUND(1.234, 0)
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will return 1=ROUND(1.234, 1)will return 1.2=ROUND(42.234, -1)will return 40
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sqrt() – Square root Returns the square root of a number.SQRT (number)
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where:·
number is any positive number Examples:=SQRT(4)will return 2
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=SQRT(-4)will return a #NUM! error, because the square root of anegative
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number is not defined
112 Introduction to
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Microsoft Office●●●●●●●●●●●●
sum() – SumsAdds the contents of cells.
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SUM (number 1, number 2, …)where:·
number 1
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is a number or a reference to a (group of) cellso
you can include additional cell references or numbers up to
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atotal of 30 (optional)Examples:=SUM(1,2,3)will return 6=SUM(A1:A200)
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will add the contents of all 200 cells and return thetotal=SUM(A1:B3,6,C7)
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will add the contents of the number 6 to thecontents of the cells A1:B3 and C7Remark: empty cells or
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cells that contain text, logical values or errorswill be ignored.trunc() – Truncation
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Truncates a number with a specified precision.TRUNC (number
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, amount of digits)where:·
number
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is the number that you want to truncateo
amount of digitsis the number of digits after the
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decimal pointthat you want to preserve (optional, if left empty, ‘0’ will beused; entering a negative value
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for ‘amount of digits’ will cut of digits in front of the decimal point)Examples:=TRUNC(18.956)
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returns 18=TRUNC(18.956,1)returns 18.9=TRUNC(18.956,-1)returns 10
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Statistical functionsaverage() – MeanReturns the arithmetic mean of the specified
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cells or numbers.AVERAGE (number 1, number 2, …)where:·
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number 1is a number or a reference to a (group of) cellso
you can include additional cell references or
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numbers up to atotal of 30 (optional)
Appendix: A Selectio
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n of Useful Excel Functions 113●●●●●●●●●●●●
Examples:
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=AVERAGE(1,2,3)will return 2=AVERAGE(A1:A200)will return the average of all
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200 cellsRemark: empty cells or cells that contain text, logical values or errorswill be
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ignored. A cell that contains a ‘0’ will therefore affect the mean,an empty cell will not.
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binomdist() – Binomial distributionReturns the binomial probably of k
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successes inntrials, when the probability of a success isp.
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BINOMDIST (k, n, p, cumulative)where:·
k is the amount of success, a
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natural number between 0 andn·
nis the total amount of trials,
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a positive natural number ·
pis the probability for success as a
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percentage or decimal value·
cumulativeis a logical value that determines whether the
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probability mass function or cumulative probability is returnedExamples:
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=BINOMDIST(1,2,50%,false)returns 0.5=BINOMDIST(1,2,0.5,false)returns 0.5
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=BINOMDIST(1,2,0.5,true)returns 0.75=BINOMDIST(2,1,0.5,true)returns a #NUM! error
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because therecannot be more successes than there are trials=BINOMDIST(1,2,1.1,true)
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returns a #NUM! error because probabilities cannot be smaller than 0
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(0%) or larger than 1(100%)critbinom() – Binomial distributionDetermines the amount of
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successes for which the cumulative probability equals or supersedes a
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specified critical value.CRITBINOM (n, p, critical value)where:·
n
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is the total amount of trials, a positive natural number ·
pis the probability for
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success as a percentage or decimal value·
critical valueis the percentile that you want to
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determineExample:=CRITBINOM(10,0.5,0.75)will return 6, because the cumulative
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probability for 6 successes is past the 75% threshold(82.8%), while the cum. probability for 5 successes
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remained below the critical value (62.3%)
114 Introduction to
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Microsoft Office●●●●●●●●●●●●
00.050.10.150.20.250.301 2 34 5 67 8 91 0 k > 75%
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count() – Number of elementsCounts the amount of numbers in a list.
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COUNT (number 1, number 2, …)where:·
number 1
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is a number or a reference to a (group of) cells·
you can include additional cell references or numbers up to
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atotal of 30 (optional)Examples:=COUNT(1,2,3)will return 3
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=COUNT(1,"A",3)will return 2=COUNT(A1:A200)will return the amount of cells
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between A1 andA200 that contain a numerical valueRemark: empty cells or cells that
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contain text, logical values or errorswill be ignored.max() – Largest element
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Finds and returns the largest element in a list of numbers.MAX (number 1
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, number 2, …)where:·
number 1is a number or a reference to a (group of) cells
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o
you can include additional cell references or numbers up to atotal of 30 (optional)Examples:
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=MAX(1,2,3)will return 3=MAX(A1:A200)will search the cells between A1 and A200
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and returnthe largest value=MAX(A1:A200, 10)will return 10 or the largest value found
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betweenA1 and A200, whichever is larger
Appendix: A
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Selection of Useful Excel Functions 115
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●●●●●●●●●●●●
Remark: empty cells or cells that contain text, logical values or errorswill be ignored.
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median() – MedianReturns the median of a list of numbers, i.e. it returns the middle value.
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MEDIAN (number 1, number 2, …)where:·
number 1
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is a number or a reference to a (group of) cells; thenumbers do not need to be orders
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according to valueo
you can include additional cell references or numbers up to atotal of 30
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(optional)Examples:=MEDIAN(1,2,3)will return 2=MEDIAN(1,2,3,4)
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will return 2.5 (the average of 2 and 3)=MEDIAN(1,2,3,5)
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will return 2.5 (the average of 2 and 3)=MEDIAN(2,5,1,3)will return 2.5 (the average of
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2 and 3)Remark: empty cells or cells that contain text, logical values or errorswill be
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ignored. A cell that contains a ‘0’ will therefore affect themedian, an empty cell will not.
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min() – Smallest element Finds and returns the smallest element from a list of numbers.
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MIN (number 1, number 2, …)where:·
number 1
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is a number or a reference to a (group of) cellso
you can include additional cell references or numbers up to
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atotal of 30 (optional)Examples:=MIN(1,2,3)will return 1=MIN(A1:A200)
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will search the cells between A1 and A200 and returnthe smallest value=MIN(A1:A200, 5)
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will return 5 or the smallest value found betweenA1 and A200, whichever is smaller Remark:
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empty cells or cells that contain text, logical values or errorswill be ignored.
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116 Introduction to Microsoft Office●●●●●●●●●●●●
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normdist() – Normal distributionReturns the (cumulative) probability for a point under a
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normaldistribution with a given mean and standard deviation.NORMDIST (x, mean,
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standard deviation, cumulative)where:·
x
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is the value for which you want the probability·
meanis the mean of the normal distribution
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·
standard deviationis the standard deviation of the normaldistribution·
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cumulativeis a logical value that determines whether thecumulative probability is
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returned (for most intents and purposes,this value will be set to true)Examples:
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=NORMDIST(75,80,5,TRUE)will return 0.159
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=NORMDIST(A1,100,25,TRUE)will return the cumulative probability under the
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normal distribution withm
= 100 ands
= 25 on the interval [– ∞
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, A1] (see graph)normsdist() –Standard normal distributionWorks like
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normdist(), but uses the standard normal distribution.normsdist()
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returns only the cumulative probability.NORMDIST (z)where:·
z
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is the value for which you want the probabilityExample:=NORMSDIST(0)
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will return 0.50norminv() – Normal distributionReturns the pointx
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under a normal distribution with a given mean andstandard deviation for
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which the interval [– ∞
,x] yields a given probability.
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NORMINV (probability, mean, standard deviation)where:
Appendi
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x: A Selection of Useful Excel
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Functions 117●●●●●●●●●●●●
·
probability is the cumulative probability
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under the normaldistribution on the interval [– ∞
,x]
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·
meanis the mean of the normal distribution·
standard deviation
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is the standard deviation of the normaldistributionExamples:=NORMINV(0.5,100,10)will return 100
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=NORMINV(40%,100,25)will return the pointxindicated in the graph below
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normsinv() –Standard normal distributionWorks likenorminv()
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, but uses the standard normal distribution.NORMSINV (probability)where:·
probability
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is the cumulative probability under the standardnormal distribution on the interval [– ∞
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,z ]Example:=NORMSINV(50%)will return 0
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percentile() – PercentilesReturns the specified percentile.PERCENTILE (array of
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cells, percentile)where:·
array of cells
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is reference to a coherent block of cells·
percentileis the percentile as a decimal
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value between 0 and 1Examples:=PERCENTILE(A1:A200,0.1)will return the 10th
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percentile=PERCENTILE(A1:A200,1.1)will return a #NUM! error
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becausethere is no 110th
percentileRemarks:·
if the array contains less
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than 1 or more than 8,191 elements,percentile()will return a #NUM! error ·
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empty cells or cells that contain text, logical values or errors will
118 Introduc
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tion to Microsoft Office●●●●●●●●●●●●
be ignored·
percentile(A1:A200,0)
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is equivalent tomin(A1:A200)·
percentile(A1:A200,0.5)is equivalent tomedian(A1:A200)
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·
percentile(A1:A200,1)is equivalent tomax(A1:A200)quartile() – Quartiles
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Returns a specified quartile.QUARTILE (array of cells, QUARTILE)
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where:·
array of cellsis reference to a coherent block of cells·
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quartiledetermines, which quartile will be returned:§0 – the minimum value§
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1 – the lower quartile§2 – the median§3 – the upper quartile§
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4 – the maximum valueExamples:=PERCENTILE(A1:A200,1)will return the lower quartile
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=PERCENTILE(A1:A200,6)will return a #NUM! error because thesecond value needs to be a
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natural number between 0 and 4Remarks:·
if the array contains less than 1 or more
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than 8,191 elements,quartile()will return a #NUM! error ·
empty cells or cells that
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contain text, logical values or errors will be ignored·
quartile(A1:A200,0)is equivalent to
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min(A1:A200)·
quartile(A1:A200,2)is equivalent tomedian(A1:A200)·
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quartile(A1:A200,4)is equivalent tomax(A1:A200)stdev() – Standard deviation
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Calculates the standard deviation of a sample.STDEV (number 1, number 2, …
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)where:·
number 1is a number or a reference to a (group of) cellso
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you can include additional cell references or numbers up to atotal of 30 (optional)Example:
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=STDEV(A1:A10)will return the standard deviation of the valuescontained
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in the cells A1 through A10.
Appendix: A Selection of
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Useful Excel Functions 119●●●●●●●●●●●●
tdist() – Student t-distribution
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Returns the one- or two-tailed cumulative probability for a point under aT-distribution with given
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degrees of freedom.TDIST (x, d.f., tails)where:·
x
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is the value for which you want the probability·
d.f.indicates the degrees of
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freedom of the distribution·
tailsindicates whether you want the one- or two-tailed
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probabilityExamples:=TDIST(1,200,1)will return 0.159 (see graph)
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=TDIST(1,200,2)is equivalent to=2*TDIST(1,200,1)Remark: when d.f. < 1 or when
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tails does not equal 1 or 2, tdist() willreturn a #NUM! error.tinv() – Student t-distribution
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Returns the pointxwhich cuts off a given probability in both tails of
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astudent T-distribution with given degrees of freedom.
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TINV (probability, d.f.)where:·
probability is the total cumulative
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probability that should be leftin both tails (e.g. 5% in total implies 2.5% in each tail, see graph)·
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d.f.indicates the degrees of freedom of the distribution
120 Introduc
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tion to Microsoft Office●●●●●●●●●●●●
Example:=TINV(5%,200)
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will return 1.972 (see graph)var() – VarianceCalculates the variance of a sample.
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VAR (number 1, number 2, …)where:·
number 1
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is a number or a reference to a (group of) cellso
you can include additional cell references or numbers up to
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atotal of 30 (optional)Example:=VAR(A1:A10)will return the standard
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deviation of the valuescontained in the cells A1 through A10.Logical statementA comparison of two pieces of information that is
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either corrector incorrect, e.g. 0 = 1 is such astatement, and it is incorrect.Logical functionsLogical functions allow
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a computer to deal with logical statements. Alogical statement is a statement that
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compares one bit of informationwith another to check whether they fulfill a certain
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condition. For instance,A2 = 2is such a statement. Here, the two bits of informationare
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the cell ‘A2’ and the number ‘2’, and the condition is that both bitsof information must be equal to
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each other. Another statement would beA2 > 2. In this case, the condition is
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that the cell ‘A2’ must contain avalue that is larger than 2.Excel will try to determine
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whether a condition has been met or not. Inour latter example,A2 > 2
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, the condition would be met e.g. if the cell‘A2’ contains the value ‘3’, because 3 > 2.
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In that case, we say that astatement istrueor correct. If, however, the cell ‘A2’ e.g.
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contained thevalue ‘1’, then the condition would not be met. We would say that thestatement is
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falseor incorrect.The decision whether a statement is true or false is the result of such
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alogical statement. Just as=4+3will return 7,=1>0
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will return true. This‘response’ can then be used in logical functions e.g. for makingdecision
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s.The following logical functions are all based on logical statements.
Appendix: A
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Selection of Useful Excel Functions 121
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and()This function will returntrueif all
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of the given conditions are true.AND (condition 1, condition 2, …
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)where:·
condition 1is a logical statemento
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you can include additional logical statements up to a total of 30(optional)Examples:
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=AND(1=1, 2<3)will return true because both statements are true
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=AND(1=1, 2>3)will return false because at least one statement is false(it does not matter how
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many statements are false)false()Returns false.FALSE ()or
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FALSENo parameters are required.Remark: the brackets can be omitted.if()
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Evaluates a statement and commits an action in response.
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IF (condition, response if true, response if false)where:·
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conditionis any logical condition·
response if trueis the action committed
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when the logicalcondition is trueo
response if falseis the action committed
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when the logicalcondition is false (optional)Examples:=IF(A1>A2,A1-A2,A2-A1)
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will deduct A2 from A1 if A1 is bigger thanA2 (and vice versa)=IF(0=1,"Your PC is
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drunk!","Everything is fine.")will always return“Everything is fine”, because 0 is never equal to 1
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(unlessyour PC is drunk)Remarks:·
you can refine the condition using theand()
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,or()andnot()functions·
you can include up to 7 further
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if()functions in the responses
122 Introduction to
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not()Reverses the condition, i.e. returnstrue
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for a condition that isfalseandfalsefor a condition that is
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true.NOT (condition)where:·
condition
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is a logical statementExamples:=NOT(2<3)will return false, because the
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original statement is true=NOT(1=0)will return true, because the original
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statement is falseor()This function will returntrueif
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at least oneof the given conditions istrue.OR (condition 1
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, condition 2, …)where:·
condition 1is a logical statement
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o
you can include additional logical statements up to a total of 30(optional)Examples:
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=OR(1=1, 2>3)will return true because at least one statement is true (itdoes not matter how
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many statements are true)=OR(1=0, 2>3)will return false because all
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statements are falsetrue()Returns true.TRUE ()or TRUE
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No parameters are required.Remarks: the brackets can be omitted.●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●●
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