Office_Tips/n_indents_office

PARAGRAPH SPACING & LINE SPACING

The white spacing before and after the paragraph are called paragraph spacing. Similarly, the white spaces between adjacent lines are called line spacing. You can adjust the amount of space between consecutive lines and paragraphs in a document.

To adjust paragraph spacing, follow these steps.

• Place the insertion point in a paragraph.

• Select Paragraph from Format menu. The Paragraph dialog box will appear as shown below.

• Click the Indents and Spacing tab in the Paragraph dialog box.

• To specify amount of space before the selected paragraphs, type a number in the before box.

• To specify spacing after the selected paragraphs, type a number in the after box.

• Click OK button to apply the settings.

You can specify the amount of space in inches, points, and centimeters. For example, type 6pt to specify 6 points spacing or type 6cm to specify 6 centimeters spacing. The preview section of dialog box shows the effect of your selected spacing between the paragraphs.

To adjust line spacing, following shortcut keys can also be used for line spacing in the paragraph:

• Ctrl + 1 used to set single line spacing.

• Ctrl + 2 used to set double line spacing.

• Ctrl + 5 used to set 1.5 line spacing.

Office_Tips/function_office

How Conditional Formatting is applied in Excel?

A formatting that is applied to a cell or multiple cells and activated only if condition is met is called conditional formatting. For example, if a condition is applied in a selection that when any value in the selection is greater than 100, the value in the respective cell will be bold. In figure below, the conditional formatting is applied to the cells C3 to CIO. When values in these cells are changed, Excel automatically updates the format of the cell's.

In conditional formatting, you have to specify a condition or criteria for formatting. The criteria is specified in the Conditional Formatting dialog box.

To apply the conditional formatting, follow the steps.

• Select the cell's, you want to apply conditional formatting.

• Choose Conditional Formatting command from the Format menu. The Conditional Formatting dialog box will appear as shown below.

• Specify the condition.

• Click Format button to apply formatting. Format Cells dialog box will appear. Specify the format you want.

• Click Add button to specify another condition. You can specify up to three different conditions.

• Click OK.

To delete the conditional formatting, follow these steps.

• Select the cell's, you want to delete the conditional formatting.

• Choose Conditional Formatting command from the Format menu. The Conditional Formatting dialog box will appear.

• Click Delete button to remove a condition. You will be asked to choose which condition (1, 2 or 3) you want to remove.

• Select the condition and click Ok button.

Office_Tips/s_scrolling_office

Setting column Width and Row Height

The width of column and height of row can be changed very easily to properly accommodate the data in cells. The width of column or height of row is changed of row is changed by using one of the following ways.

By Dragging with Mouse

The easiest and shortcut way to change the width of a column or height of a row is by dragging with mouse.

To change the width of column or height of row by dragging, follow these steps:

• Move the mouse pointer to the column heading’s border. When mouse pointer reaches the border between two column headings, mouse pointer changes to shape. Similarly, when mouse pointer reaches the border between two row headings, mouse pointer changes to shape.

• Click and drag the border to change the width of column or height of row.

By Format Menu

Another way to change the width of a column or height of a row is by using Format menu. In this way, the exact width of column and height of row is specified.

To change the width of column or height of row by Format menu, follow these steps:

• Select the column/row/cell whose width or height is to be changed.

• Click Format menu on the Menu Bar and then select Column or Row from Format menu, a sub-menu is displayed.

• Select your appropriate command from the sub-menu.

Office_Tips/scrolling_office

Editing the content of a cell in Excel file.

Excel provides many ways to modify the contents of worksheet cells. The word Edit refers to the action of modifying contents of cells in a worksheet. After modifying the content of a cell, the Enter or Tab key is pressed.

Excel provides three techniques to edit the content of a cell.

• By pressing F2 function key.

• By clicking in the Formula bar.

• By double-clicking inside a cell.

While editing the contents of a cell the Status bar displays "Edit", which shows Edit mode. In Edit mode, you can use different keys to navigate within the boundary of the cell.

• Press Right or Left arrow key to move one character at a time.

• Press Home key to move to the beginning of the entry.

• Press End to move to the end of the entry.

• Press Ctrl + Right or Left arrow to move to the next or previous word.

• Press Del or Backspace to delete one character right or left to the insertion point.

• Press Ctrl + Del to delete everything from the insertion point to the end of entry.

• Press F2 again to exit Edit mode.

Office_Tips/view-office

Rotating Text in Cells

In Excel, text of cells can be rotated to any direction or to a certain angle. It is called the orientation of the text. By default, orientation of text is horizontal.

To change the orientation of text, follow these steps.

• Select cell or range of cells that contains data you want to rotate.

• Select ”Cells” command from “Format” menu OR Press Ctrl+1, Format Cells dialog box appears.

• Click Alignment tab of dialog box.

• Specify angle in ”Degrees” spin box of orientation section.

• Click “OK” button of dialog box.

Office_Tips/double_office

Design the Background of Slide

The newly created slides as well as already existing slides are designed by applying different foreground and background color schemes. PowerPoint provides many tools to make the slides more attractive. Similarly, design templates are used to make the slides more attractive.

You can change the background of the slide to make the slide more beautiful. You can apply color or paste picture or apply many other effects to background of the slide. To change the background, follow these steps.

• Select the slide, in Normal View, of which you want to change the background.

• Select "Background" from the "Format" dropdown menu, Background dialog box appears as shown below.

• Click the drop down list box in the "Background fill" area. Select the color for background or click Effects fill option in the same list and select your choice for slide background.

• Click the Apply button to apply the background.

• Now after selecting the design we will click on apply button.

Office_Tips/menus_office

Inserting Picture into Slide

You can also insert picture into a slide to make the presentation more meaningful and beautiful. The picture can be inserted from the clipart or from any image file stored on the disk.

1. To insert picture into slide from clipart, follow these steps.

• Select the slide into which you want to insert picture.

• Select "Picture" from "Insert" menu and then select "Clip Art" from sub­menu, Clip Art dialog box appears.

OR

• Click Insert Clip Art on button the drawing toolbar.

• Select picture category and choose required picture and right click mouse on the picture, a popup menu appears.

• Select Insert command from the menu.

2. To insert picture from file stored on disk, follow these steps.

1. Select the slide into which you want to insert picture.

2. Select "Picture" from "Insert" menu and then select "From File" from sub menu, Insert Picture dialog box appears.

3. Select image file and click Insert button of dialog box.

Office_Tips/q_zoom_office

Creating Presentation Using Design Template

PowerPoint also contains many templates with different beautiful designing. You can design an attractive and beautiful presentation by selecting one of the designed templates.

To create presentation using design template, follow these steps.

• Select the Design template option from the PowerPoint startup dialog box. OR Select "New" command from File menu, "New Presentation" dialog box appears as shown in figure below.

• Click "Design Templates" tab, a list of available design templates will be displayed.

• Select the design template and see its preview in the Preview area.

• Click "Ok" button of dialog box to add the selected template.

Creating Presentation from Scratch

You can also create presentation according to your own requirements. It is blank presentation in which you have to do a lot of work to make the presentation beautiful.

To create presentation from scratch, follow these steps.

• Select the Blank presentation option from the PowerPoint startup dialog box. OR Select "New" command from File menu, a "New Presentation" dialog box appears.

• Click "General" tab and select the Blank presentation.

• Click "Ok" button of dialog box, a New Slide dialog box appears.

• Select desired layout of the slide and click the "Ok" button of dialog box. The slide will be inserted.

• Click the text boxes one by one and add the text for title and sub-title.

Office_Tips/link_office

Applying Borders to Cells

A border is a line drawn on any side of cell, around a cell or around a group of cells. You can add lines to the edges of the selected cell or selected multiple cells. The Borders command does not draw a line under the contents of the cell, but it draws lines on the borders of cell.

To draw line around the selected cells, follow these steps.

• Select cell or range of cells.

• Click downward arrow next to the” Borders” icon on the Formatting Toolbar and select the required option.

• Click” Border” tab of dialog box and select border options and the line style to draw border (if required)

• Click “OK” button of dialog box.

Changing Border Line Style

You can also change the line style of the border or borders of different line styles can be drawn on each side of the cells. To draw line of different styles around the cell, follow these steps.

• Select cell or group of cells.

• Open “Format Cells” dialog box and click border tab.

• Select the color of line (if required) by clicking Color dropdown list box.

• Select line style and click the border option from dialog box.

• Click ”OK” button of dialog box.

Removing Borders around the cells

You can very easily remove the borders drawn around the cells. To remove the borders, follow these steps.

• Select the cell or group of which you want to remove borderlines.

• Click the arrow next to Borders icon on the Formatting Toolbar and select first option.

Office_Tips/t_autocorrect_office

Main Functions and Formula used in Excel.

There are many pre-defined functions in Excel but the most important pre­defined functions are:

• SUM function.

• AVERAGE function

• MAX function

• MIN function

• PRODUCT function

• IF function

SUM Function

It is used to add numbers given as parameters. These may be numeric values or cell references. Its general syntax is:

SUM(numberl,number2, .,.) Where

numberl, number2,... : specifies arguments which you want to add.

Example, = SUM (3, 2) returns 5. Similarly, to add values of cell range Al to A30, the function is written as:

=SUM (A1:A30)

AVERAGE Function

It is used to calculate the average of values given as parameters. These may be numeric values or cell references. Its general syntax is:

AVERAGE (numberI, number2, ...) Where

numberl, number2,... : specifies arguments for which you want to

calculate average. For example. AVERAGI. (3, 2) returns 2.5. Similarly, to calculate average of values of cell range Al to A30. the function is written as:

=AVERAGE(A1:A30)

MAX Function

It returns the largest or maximum value from a list of values. The parameters may be numeric values or cell references. Its general syntax is:

MAX (numberl, number2, ...) Where

numberl, number2,... : specifies arguments from which you want to find maximum, for example, =MAX(3. 2,45,23) returns 45.

MIN Function

It returns the lowest or minimum value From a list of values. The parameters may be numeric values or cell references, its general syntax is:

MIN(number 1, number2….) Where

numberl, number2,... : specifies arguments from which you want to

find minimum. For example, =M1N(3, 2,45,23) returns 2.

PRODUCT Function

It is used to multiply numbers given as parameters. These may be numeric values or cell references. Its general syntax is:

PRODUCT (number1 ,number2, ...) where

numberl, number2,... : specifies arguments which you want to multiply. For example, =PRODUCT (13, 2) returns 26. Similarly, to multiply values of cell range Al to A30, the function is written as:

=PRODUCT (A 1:A30).

Office_Tips/p_format_office

Navigating in Document with arrow and shortcut keys

Navigating in a document means to move the cursor in the document to view different parts of document or to make some changes at different locations of the document. In Microsoft Word Window, only a small portion of current document can be viewed. You can move into the document to view it or to make changes in it. You can move the cursor into the document through input device such as mouse or keyboard.

Navigating with Mouse

Mouse input device provides a fast method to move into the document .In the same Window, simply click the location where you want to enter/edit text or graphic. The Scroll Bar is used to move into other portion of the document.

To navigate in current document with the help of mouse through Scroll Bar, follow these steps:

Moving Up Down

• Click Up or down arrow of the Vertical Scroll Bar, to move one line up or down.

• Click Next Page or Previous Page arrow of the Vertical Scroll Bar, to move one page up or down of document.

• Drag up or down the Scroll Box of the Vertical Scroll Bar, to move quickly into the document.

Moving Right &Left

• Click Right arrow of the Horizontal Scroll Bar, to move one column to right.

• Click Left arrow of the Horizontal Scroll Bar, to move one column to left.

• Drag right or left the Scroll Box of the Horizontal Scroll Bar, to see information on right or left of Document Window very quickly.

Navigating with Keyboard

You can also move into the document with help of keyboard navigation keys. The keys that are used to move cursor into the document on the screen are referred to as navigation keys. The keys and their functions are:

Arrow Keys is used to move the cursor left, right, up and down into Document Window on the screen. These are also referred to as cursor keys.

Page up Key is used to move the cursor one page up of Document Window on the screen.

Page down Key is used to move the cursor one page down of Document Window on the screen.

Home Key is used to move the cursor to cursor to the beginning of the current line.

End Key is used to move the cursor to the end of current line

Ctrl+Home Keys are used to move the cursor to the beginning of document.

Crtl+End Keys are used to move the cursor to the end of Document Window.

Navigation with Go To Command

You can also move into the Word Document using Go To command of Microsoft Word. This command provides a very fast method to go to a specific location of the current document. For example, you can directly move the cursor to a specific page number, line number, and section of document. The Go to command can be applied by one of the following methods:

Select Go To command from Edit menu or Press keyboard shortcut Ctrl+G.

When one of the above mentioned methods is used, a dialog box appears. Form the dialog box, select your choice from the list box Go to what and enter the value into text box. For example, if you want to go to a specific page number then select page from list box and enter page number into text box.

Office_Tips/s_multi_office

Inline and Floating Graphics Position

Graphics can be positioned in a document in two ways: inline or floating. An inline graphic is like a text character in a paragraph. A floating graphic exists as a separate layer from the text. Floating graphic takes more memory than inline graphic and often causes printing and other problems. The graphics inserted using Paste Special command are floating graphics by default.

To change a floating graphic into inline graphic, follow these steps.

• Select the graphic.

• Right click on the graphic, a shortcut menu will appear.

• Choose Format Picture or Format Object from the menu. The Format Picture dialog box will appear.

• Click the Layout tab in the dialog box.

• Under the Wrapping style, choose Inline with text.

• Click OK

Office_Tips/chart_office

Inserting Music and Charts on a Slide

You can also insert sound or music on a slide. It may be a sound or movie. When a slide run, movie or sound also plays. To insert music or sound on a slide, follow these steps.

• Display the slide you want to add music or sound to.

• On the Insert menu, point to Movies and Sounds, submenu will appear. Do one of the following:

• To insert a sound from the Clip Gallery, click Sound from Gallery, and then locate and insert the sound you want.

• To insert a sound from another location, click Sound from File, locate the folder that contains the sound, and then double-click the sound you want.

• A sound icon appears on the slide.

• A message is displayed. If you want the sound to play automatically when you go to the slide, click Yes if you want the sound to play only when you click the sound icon during a slide show, click No.

• To preview the sound in normal view, double-click the sound icon.

Inserting Charts on Slide

In Microsoft PowerPoint, you can create a chart on a slide. Usually charts or graphs are created for numerical data. The Microsoft Excel is a best program for creating charts. In PowerPoint, the default chart is the standard 3D column chart.

To insert a chart on the slide, follow these steps.

• Select the slide into which you want to insert chart.

• Select "Chart" from the Insert menu, a graph of sample data is automatically created on the slide and datasheet including sample data is also opened.

• Replace the labels in the first row and first column with the labels of your choice. For example to create chart of maximum and minimum temperature of different cities, follow these steps.

• Starting from second cell of first row enter names of cities.

• Type "Maximum" & "Minimum" into first cells of second and third rows respectively and also type data of temperature under the headings.

• Delete other data by selecting it.

1. The graph is automatically created (or modified) according to the data. Click anywhere on the empty space of slide, the chart is inserted and datasheet is disappeared.

Office_Tips/spacing_office

Creating Charts in Excel.

In excel, you can create chart very easily using the Chart Wizard. The chart created can be inserted into the same worksheet or into different worksheet of same workbook.

To create a new chart, follow these steps.

• Select the data for which you want to create chart. For example to create chart of student marks, the worksheet with data is given below.

Name	Math	Urdu	Total
lilly	25	50	75
Joni	20	55	75
jhon	22	60	82
Eizo	21	45	66

• Click the Chart Wizard button on the Standard Toolbar.

• Select chart type, chart sub-type from dialog box and then click “Next” button, a dialog box is displayed with a sample of chart you have selected.

• Check the Data range and correct it if required and also specify whether you want to plot chart of data series in rows or columns.

• Click ”Next” button of dialog box ,Chart options dialog box appears.

• Specify chart title, X-axis title Y-axis title, legends, Data-labels etc. Click” Next” button.

• Specify chart location in dialog box. The chart can be created in different sheet. By default, the chart is inserted into the same worksheet.

• Click the “Finish” button of chart location dialog box to complete the chart creating process.