Introduction To Computers Module Objectives Define Computers Identify

Introduction To Computers

Module Objectives: • • • Define Computers Identify Hardware Components Become proficient at using Windows Explore Software Explore Microsoft Word, Excel and Publisher Tour the Desktop Use the Start Menu Work with, and Close, Windows Start Applications and Accessing Resources

Defining the Computer: • A computer is an electronic device that controls information, or "data. " • It has the ability to store, retrieve, and process data. • You can use a computer to type documents, send email, and surf the Internet. • You can also use it to handle spreadsheets, accounting, database management, presentations, games, and more.

Defining the Computer: • The computer can accept, process, store, and output data at high speeds according to programmed instructions • It is a group of pieces of hardware put together to get a job done faster.

Types of Computers : ØPersonal Computer (PC) ØMini-computer ØMainframe ØSupercomputer (‘Monster’) ØLaptop ØNetbook

A computer consists of 2 parts: 1. Hardware 2. Software

A Personal Computer • Screen • Box, tower, etc. – motherboard – hard drive – floppy drive – CD-ROM/DVD • Keyboard and mouse • Peripherals Tower Keyboard Screen Mouse

Hardware Components of a computer: • A computer is primarily made of the Central Processing Unit (usually referred to as the computer), the monitor, the keyboard, and the mouse. • The computer processes input through input devices: • Mouse • Keyboard. • The computer displays output through output devices : • Color monitor and • Printer.

Software and your computer : ØApplication Software ØGeneral Purpose Software ØIntegrated Software ØCustom Written (Tailor-Made)Software ØOperating System ØTypes of Operating System ØFunctions of the operating system

Software • Programmes and applications that can be run on a computer system, e. g. word processing or database packages • Operating system o Program used to control computer, link between user and internal working of computer and programs o Windows vs. Mac vs. Linux

Input Devices - The Central Processing Unit (CPU) • The most important part is called the Central Processing Unit or CPU, is a box that includes many pieces. • These pieces, inside of the box, perform the jobs of the computer. • The jobs include joining all the other pieces of the computer together and performing calculations very (extremely) fast, faster than any human.

Uses of the Buttons, Sockets, and Slots on the computer 1. Power Button 2. CD-ROM (Compact Disk Read-Only Memory) Drive 3. DVD-ROM (Digital Versatile Disc Read -Only Memory) Drive 4. USB Port 5. Audio In/Audio Out Labelled Front of Computer Case

Uses of the Buttons, Sockets, and Slots on the computer Sample Computer Case 1. PS/2 Port 2. Ethernet Port 3. Audio In/Audio Out 4. VGA Port 5. USB Port Labelled Back View of Computer Case

Input Devices ØKeyboard ØScreen Pointing Devices ØMouse ØTrackball ØPointing Stick ØTouch Pad ØJoystick ØLight pen ØDigitizing Tablet

Screen Pointing Devices

Scanning Devices: ØScanners ØBarcode Readers ØMagnetic Ink Character Recognition (MICR) ØOptical Mark Readers (OMR)

Output Devices ØSoftcopy ØDisplay Screens ØVideo graphics card ØOutput of sound ØHardcopy Ø Printers

Data Storage ØPrimary Storage ØRandom Access Memory (RAM) ØRead Only Memory (ROM) ØUnits of Storage ØSecondary Storage

Secondary Storage ØFloppy Disks ØHard Disk ØZip Drives ØOptical Disks ØFlash Drive /Memory Stick

Uses of computers: • Word Processing, Desktop publishing, Mathematical Calculations • Internet, Telecommunications, Digital video or audio composition • Computers in Medicine, Computers in Business, Planning and Scheduling • Weather analysis, Travel, Aeroplanes • Banks, ATM machines, Defence, Robotics • Sports, Gambling, Greeting Cards, Marriage, News • E-Learning, Examinations, Certificates, Classmates (alumni websites), Homework, • Washing Machines, Microwave Oven

Activity • Think about the activities you perform using a computer (email, online shopping, etc. ). • Think about the items you use that operate using a computer • What controls the stoplights so you can drive to work? • How did the cashier scan and calculate your grocery items? • How does the department store manage their merchandise?

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Turning on a Computer • To turn the computer on, find its power button and press it • Look at the computer's monitor.

Computer Mode ØDetermine what mode your computer is currently in ØPutting your computer into a desired mode

Mouse • Pointing device that lets you point to objects on the screen • Point and click (tip of the arrow is the point) • Left and right buttons • Start programs - 1 click or 2 clicks • Highlight text (click and drag) • Practice makes perfect

Cursor Types • Arrow • Busy • Text • Double arrow • Hand

Using a Pointing Device New Perspectives on Microsoft Windows XP Tutorial 1

Using a Pointing Device • To properly use the mouse: o Using your right hand, place your thumb on the desk or table top on the left side of the mouse o Your index (pointer) finger should rest on the left button of the mouse. o Place your middle finger on the right button of the mouse. o Your ring finger and little finger should rest on the right side of the mouse. o The base of your wrist should rest on the mouse pad or desktop, for stability. • Left-handed computer users sometimes use their right hand to manoeuvre the mouse. However, if you're lefthanded and want to use your left hand, the mouse buttons can be switched.

To properly use the mouse: • Click. Select an object on the screen by pressing the left mouse button down with your index finger and then release the button. • Drag an object on the screen by pressing and holding down the left mouse button with your index finger while moving the mouse. When the object is where you want it, release the button. • To double-click, rapidly press and release the left mouse button with your index finger. • To right-click, press and release the right mouse button with your middle finger.

Introduction to the Desktop • After you have started the computer, the area you are looking at is called the desktop. • The Microsoft Windows desktop is made of various parts. • From the upper left to the lower left side of the screen, there are small pictures or images called icons. • Each one is used to make the computer do something.

Elements of the Desktop

The Taskbar • In the bottom section of the screen, there is (or there may be) a long object. It is called the Taskbar: • On the left side of the taskbar, there is an object labelled Start or. • The appearance of this object depends on the type of Windows you are using but it plays the same role. • On the right side of Start, there is a wide area that is empty when the computer starts. • As you keep using the computer, this area would be filled with some objects

The Taskbar • On the far right corner, but you don’t need to click, just put your mouse over it. • If you want to keep the desktop & minimize the files, just click it.

Start button • Click on the Start button on left bottom corner. • The Start menu list will appear • If you hold your mouse over the program you will see a list of recently opened files used by that program on the right. • This also shows the location that file was saved to.

Windows Search • Instantly find anything on your computer. • Click on the Start button on left bottom corner. • Click into the Search programs and files area • Start typing in the dialog box.

The Library • Library (the new My Documents area & more) • Libraries are a new way to see your files. • In the library are your files that are located in folders in various locations. • The four Libraries are: 1. Documents, 2. Music, 3. Pictures and 4. Videos. • Click on the Library Icon found on your taskbar.

The Libraries area will appear as shown below:

Searching For Files • Start typing in the Search dialog box. • Files & emails will appear as you type the words into the Search programs and files dialog box.

Shutting Down Windows • You should always shut down Windows before you turn off your computer • The Log Off option on the Start menu logs you off of Windows but leaves the computer on • To shut down Windows: – Click the Start button – Click Turn Off Computer – Click the Turn Off button • Click on the Start button, then on Shut down. • When you click Shut down, your computer closes all open programs and • Shuts down your computer.

Shutting down your computer • After using the computer, you can exit from it • This is called shutting down the computer. • The steps may be different depending on your operating system. • Windows is very finicky about being shut down properly (do not just shut the power off) q Move your cursor to start button and click q Click on the radio button beside Shut down q Click on OK button q WAIT (Windows will go through an elaborate process of making sure all programs are shut down. You will then see a Windows screen and eventually a black screen with the words “It’s now safe to turn off your computer”)

Restarting your computer • To restart your computer: q Move your cursor to start button and click q Click on the radio button beside Shut down q click on Restart • Sometimes your computer will start doing funny things or your mouse will stop working • Try ALT + CTL + DELETE • If you see a program is not responding, you can try to highlight that program and press the “End Task” button. • If nothing happens try ALT + CTL + DELETE again. This will restart your computer

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The Icon Representing a Window • An icon is a picture used to identify a program or another type of object on the computer.

Notice that the icons on the right side are big:

Right-click an empty area on the right side, position the mouse on View and click List or click Small Icons

Activity Using Icons: • Start the computer • To see some icons, on the Taskbar, click Start, position the mouse on (All) Programs • Notice that each program is represented by an icon. Notice also that all menu items that have an arrow use the same type of icon used on Accessories. • These are called Program Groups • Position the mouse on Accessories and click Windows Explorer. • On the left side of the window, click My Computer. Notice that it has a small icon on its left • On the main menu of the window, click View -> Icons or View -> Large Icons

Opening Programs • If on desktop as icon, double click on icon. If does not open press “Enter” key. • Move cursor to “Start” button on the taskbar and Click on it, • Move cursor to “All Programs”. • After menu on the right appears move cursor over to menu and up or down to required program. • Click the name of the program you want to start • Click on program “Microsoft Office Word”

Anatomy of a Window • A window is a rectangular area of the screen that contains a program, text, graphics, or data • Window controls: New Perspectives on Microsoft Windows XP Tutorial 1

Anatomy of a Window New Perspectives on Microsoft Windows XP Tutorial 1

Manipulating a Window Enlarge Screen Minimize window Close Program • Located on the top right hand corner of the screen

Manipulating a Window • The Minimize button hides a window so that only the program button on the taskbar remains visible • You can redisplay a minimized window by clicking the program’s button on the taskbar • The Maximize button enlarges a window so that it fills the entire screen New Perspectives on Microsoft Windows XP Tutorial 1 52

Manipulating a Window • The Restore button reduces the window so that it is smaller than the entire screen • You can use the mouse to move a window to a new position on the screen – Dragging • You can use the mouse to change the size of a window with the sizing handle New Perspectives on Microsoft Windows XP Tutorial 1 53

Starting a Program 54

Running Multiple Programs • Multitasking allows you to work on more than one project at a time and switch quickly between projects New Perspectives on Microsoft Windows XP Tutorial 1

Using Program Menus • Most Windows programs use menus to organize the program’s features and available functions • When you click any menu name, menu items or commands for that menu appear below the menu bar • Menu conventions: New Perspectives on Microsoft Windows XP Tutorial 1

Examples of Menu Conventions New Perspectives on Microsoft Windows XP Tutorial 1 57

Using List Boxes and Scroll Bars • A list box displays a list of available choices from which you can select • A list arrow allows you to view more options in a list box • Buttons also have list arrows, indicating that there is more than one option for that button New Perspectives on Microsoft Windows XP Tutorial 1 58

Scrolling pages • Mouse – Click on up and down arrows or – Click on top of and below that darker box without touching the box or – Click and drag the darker box • Keyboard (make sure cursor is on page by clicking on empty space) – Use arrow keys – Use page up, page down, home and end

Using Dialog Box Controls • Some dialog boxes group different kinds of information into bordered rectangular areas called panes • Description of dialog box controls:

Using Dialog Box Controls New Perspectives on Microsoft Windows XP Tutorial 1 61

Title bar Menu bar Tool bar Status bar Start button Format bar Task bar

Using Menu Bars • All Windows programs have a menu bar and everything you can do with that program will be available from one of the drop-down menus • Place tip of the cursor on the word in Menu bar and click. • Move cursor down drop-down menu to action you want to perform and click. • If item has an arrow pointing to the right move cursor to the right to see the submenu.

Taskbar and Toolbars • The easiest way to switch between programs is to use the program buttons on the taskbar • The taskbar also can contain toolbars, which are sets of buttons giving the user single-click access to programs or documents that aren’t running or open – The Quick Launch toolbar gives quick access to Internet programs and to the desktop

Windows XP Taskbar and Toolbars • You should always close a program when you finish using it • You can close a program by using the shortcut menu associated with the program button on the taskbar New Perspectives on Microsoft Windows XP Tutorial 1 65

Closing programs • Click on the X icon in the top right hand corner of the window or • Put your cursor on File in menu bar and click, then move cursor down the drop-down menu to the bottom to word “Quit” or “Exit” or “Close”. Click on the word or • Hold down the Alt key and press F 4.

Activity ØRenaming Desktop Icons ØMoving Icons Around on your desktop

Shutting Down Windows • You should always shut down Windows XP before you turn off your computer • The Log Off option on the Start menu logs you off of Windows XP but leaves the computer on • To shut down Windows XP: – Click the Start button – Click Turn Off Computer – Click the Turn Off button New Perspectives on Microsoft Windows XP Tutorial 1 68

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Using Help • Windows Help provides on-screen information about the program you are using • To start Windows Help, click the Start button on the taskbar, and then click Help and Support New Perspectives on Microsoft Windows XP Tutorial 1

The Help and Support Center Window New Perspectives on Microsoft Windows XP Tutorial 1

The Help and Support Center Window • The Home page lists common tasks under the heading “Pick a Help topic” in the left pane on the page • The Index page displays an alphabetical list of all the Help topics • The Favorites page shows Help topics you’ve added to your Favorites list • The History page lists links you’ve recently selected for Help New Perspectives on Microsoft Windows XP Tutorial 1

The Help and Support Center Window • The Support page includes links that you can click to connect to the Microsoft Web site for additional assistance • The Options page provides ways you can customize help • You can use the Search box to search for all keywords contained in the Help pages New Perspectives on Microsoft Windows XP Tutorial 1

Finding a Help Topic on the Home Page New Perspectives on Microsoft Windows XP Tutorial 1

Using the Index to Locate Information New Perspectives on Microsoft Windows XP Tutorial 1

Using Search to Find a Help Page New Perspectives on Microsoft Windows XP Tutorial 1

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Microsoft Office Programs: • Word is the word processing program of the Microsoft Office suite that allows you to create documents and reports. Excel lets you develop spreadsheets that display data in various tabular and visual formats. Power Point creates multimedia presentations to display information in a graphical format. Access is a database program that stores information that can be manipulated, sorted, and filtered to meet your specific needs. • Publisher is a desktop publishing application

Microsoft Word - Screen Layout

Menus • When you begin to explore Word 2007 you will notice a new look to the menu bar. • There are three features that you should remember as you work within Word 2007: 1. the Microsoft Office Button, 2. the Quick Access Toolbar, and 3. the Ribbon. • These three features contain many of the functions that were in the menu of previous versions of Word. • The functions of these three features will be more fully explored below.

The Microsoft Office Button

The Ribbon

Each of the tabs contains the following tools: • Home: Clipboard, Fonts, Paragraph, Styles, and Editing. Insert: Pages, Tables, Illustrations, Links, Header & Footer, Text, and Symbols Page Layout: Themes, Page Setup, Page Background, Paragraph, Arrange References: Table of Contents, Footnote, Citation & Bibliography, Captions, Index, and Table of Authorities Mailings: Create, Start Mail Merge, Write & Insert Fields, Preview Results, Finish Review: Proofing, Comments, Tracking, Changes, Compare, Protect View: Document Views, Show/Hide, Zoom, Window, Macros

Create a New Document • There are several ways to create new documents, open existing documents, and save documents in Word: • Click the Microsoft Office Button and Click New or • Press CTRL+N (Depress the CTRL key while pressing the “N”) on the keyboard • You will notice that when you click on the Microsoft Office Button and Click New, you have many choices about the types of documents you can create. If you wish to start from a blank document, click Blank. If you wish to start from a template you can browse through your choices on the left, see the choices on center screen, and preview the selection on the right screen.

Opening an Existing Document • Click the Microsoft Office Button and Click Open, or • Press CTRL+O (Depress the CTRL key while pressing the “O”) on the keyboard, or • If you have recently used the document you can click the Microsoft Office Button and click the name of the document in the Recent Documents section of the window Insert picture of recent docs

Saving a Document • Click the Microsoft Office Button and Click Save or Save As (remember, if you’re sending the document to someone who does not have Office 2007, you will need to click the Office Button, click Save As, and Click Word 972003 Document), or • Press CTRL+S (Depress the CTRL key while pressing the “S”) on the keyboard, or • Click the File icon on the Quick Access Toolbar

Renaming Documents • To rename a Word document while using the program: • Click the Office Button and find the file you want to rename. • Right-click the document name with the mouse and select Rename from the shortcut menu. • Type the new name for the file and press the ENTER key.

Document Views • There are many ways to view a document in Word. • Print Layout: This is a view of the document as it would appear when printed. It includes all tables, text, graphics, and images. • Full Screen Reading: This is a full view length view of a document. Good for viewing two pages at a time. • Web Layout: This is a view of the document as it would appear in a web browser. • Outline: This is an outline form of the document in the form of bullets. • Draft: This view does not display pictures or layouts, just text

Close a Document To close a document: • Click the Office Button • Click Close

Create a New Document • There are several ways to create new documents, open existing documents, and save documents in Word: • Click the Microsoft Office Button and Click New or • Press CTRL+N (Depress the CTRL key while pressing the “N”) on the keyboard • You will notice that when you click on the Microsoft Office Button and Click New, you have many choices about the types of documents you can create.

Create a New Document • If you wish to start from a blank document, click Blank. • If you wish to start from a template you can browse through your choices on the left, • See the choices on center screen, and • Preview the selection on the right screen.

Opening an Existing Document • Click the Microsoft Office Button and Click Open, or • Press CTRL+O (Depress the CTRL key while pressing the “O”) on the keyboard, or • If you have recently used the document you can click the Microsoft Office Button and click the name of the document in the Recent Documents section of the window Insert picture of recent docs

Typing and inserting Text • To enter text, just start typing • The text will appear where the blinking cursor is located. • Move the cursor by using the arrow buttons on the keyboard or positioning the mouse and clicking the left button.

Keyboard shortcuts listed below are also helpful when moving through the text of a document: Move Action Keystroke Beginning of the line HOME End of the line END Top of the document CTRL+HOME End of the document CTRL+END

Selecting Text • To change any attributes of text it must be highlighted first. • Select the text by dragging the mouse over the desired text while keeping the left mouse button depressed, or • Hold down the SHIFT key on the keyboard while using the arrow buttons to highlight the text.

The following table contains shortcuts for selecting a portion of the text: Selection Technique Whole word double-click within the word Whole paragraph triple-click within the paragraph drag the mouse over the words, or hold down SHIFT while using the arrow keys Several words or lines Entire document choose Editing | Select All from the Ribbon, or press CTRL+A

Inserting Additional Text • Text can be inserted in a document at any point using any of the following methods: • Type Text: Put your cursor where you want to add the text and begin typing • Copy and Paste Text: Highlight the text you wish to copy and right click and click Copy, put your cursor where you want the text in the document and right click and click Paste. • Cut and Paste Text: Highlight the text you wish to copy and right click and click Cut, put your cursor where you want the text in the document and right click and click Paste. • Drag Text: Highlight the text you wish to move, click on it and drag it to the place where you want the text in the document.

Saving a Document • Click the Microsoft Office Button and Click Save or Save As • If you’re sending the document to someone who does not have Office 2007, you will need to click the Office Button, click Save As, and Click Word 972003 Document), or • Press CTRL+S (Depress the CTRL key while pressing the “S”) on the keyboard, or • Click the File icon on the Quick Access Toolbar

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Microsoft Power Point Starting Power. Point • To start Power. Point, go to the Start menu and select Programs ->Microsoft Office ->Power Point. • Power. Point opens in “ Normal” view. In normal view, you will see the following: • A blank slide in the center of the window. • Off to the left, a “Slides” pane that will display a thumbnail sketch of all the slides in your presentation, in sequence. • Off to the right, a “Task” pane that will display the following options for getting started: i. “Open, ” to open a pre-existing presentation. ii. "Create a new presentation, ” to start a new presentation.

The Parts of the Power. Point Window • Title Bar - displays the document name followed by a program name. • Menu Bar - contains a list of options to manage and customize documents. • Standard Toolbar - contains shortcut buttons for the most popular commands. • Formatting Toolbar - contains buttons used formatting. • Status Bar - displays slide position and the type of design in Power. Point.

The Parts of the Power. Point Window • Drawing Toolbar - contains tools for drawing lines, shapes and objects. • Task Pane - located on the right side of the computer screen, this pane allows you to select tasks in different categories and allows you to quickly enhance your slides in a few steps. It provides quick access to the most common actions and features in Power. Point. • Outline and Slides Tabbed Pane - allows the user to easily view the presentation in outline format (text), as well as a list of all the slides in the presentation (with visuals). • Help - provides quick access to Help topics.

View Buttons and Slide Views • The view buttons at the left bottom corner of the screen allow three slide views: o Normal View, o Slide Sorter View o Slide Show. • The view buttons can be useful as you prepare your presentation. • They control the way slides are displayed on the screen. • Click a view button to see a different view.

View Buttons and Slide Views • Normal View contains the: o Outline and Slides Tabbed Panes on the left, o Slide pane in the center o Task Pane on the right. • The Outline View shows the text of your presentation for easy editing while Slides View shows text and graphics of the slide you're working on. • Click on the tabs to switch between the two views. Under the center slide area is a place for notes.

Slide Views • Use the Slide Show view when you want to view your slides, as they will look in your final presentation. When in Slide Show view: Esc Returns you to the view you were using previously. Left. Moves you to the next slide or animation clicking effect. When you reach the last slide, you automatically return to your previous view. Right. Opens a pop-up menu. You can use this clicking menu to navigate the slides, add speaker notes, select a pointer, and mark your presentation.

Creating a Blank Presentation • Open Power. Point. • A slide featuring a place for a title and subtitle appears by default. You may begin your presentation with this slide or choose a different slide layout. • The New Presentation Pane appears on the right side of the screen. • Under New, click Blank Presentation. • A list appears.

To create a new presentation from a template: • Click the Microsoft Office Button • Click New • Click Installed Templates or Browse through Microsoft Office Online Templates • Click the template you choose

To create a new presentation from a Word outline: • Click the slide where you would like the outline to begin • Click New Slide on the Home tab • Click Slides from Outline • Browse and click the Word Document that contains the outline

Add Slides • There are several choices when you want to add a new slide to the presentation: o Office Themes, o Duplicate Selected Slide, or o Reuse Slides. • To create a new slide from Office Themes: o Select the slide immediately BEFORE where you want the new slide o Click the New Slide button on the Home tab o Click the slide choice that fits your material

Spell Check To check the spelling in a presentation: • Click the Review tab • Click the Spelling button

Slide Animation • Slide animation effects are predefined special effects that you can add to objects on a slide. To apply an animation effect: o Select the object o Click the Animations tab on the Ribbon o Click Custom Animation o Click Add Effect o Choose the appropriate effect

Saving a Presentation • Click on File Save. (Ctrl + S) • Choose the location where you want to save your presentation. (My Documents is a good place). • Type a name in the File Name box or keep the one that Power. Point has provided

Closing a Presentation and Exiting Power. Point To Close a Presentation: • Click the X in the Power. Point presentation window (Ctrl + W). To Exit Power. Point: • Click the X in the far right top corner, or • Choose File Exit. (Alt + F 4)

Activity • • • Create a new presentation Fill in the Page with: ‘Guide to Agro-Processing’ as the Title ‘Presented by Jacquot’ as the sub-title Insert a new slide, put in 3 lines of words and add animation

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Understanding Spreadsheet Software • Microsoft Excel is an electronic spreadsheet program – An electronic spreadsheet program allows you to perform numeric calculations – The spreadsheet is called a worksheet • Individual worksheets are stored in a workbook which is the Excel file

Understanding Spreadsheet Software • Advantages of using Excel – Enter data quickly and accurately – Recalculate data easily – Perform what-if analysis – Change the appearance of information – Create charts – Share information – Build on previous work

Understanding Spreadsheet Software Sample worksheet with chart

Touring the Excel 2007 Window • The status bar provides a brief description of the active command or task in progress • The mode indicator provides additional information about certain tasks • A selection of two or more cells such as B 5: B 14 is called a range

Touring the Excel 2007 Window • The Name box displays the active cell address • The formula bar allows you to enter or edit data in the worksheet • The intersection of a row and a column is called a cell

Touring the Excel 2007 Window • Each cell has its own unique location called a cell address – A cell address is identified by its coordinates (A 1) • The cell in which you are working is called the active cell • Sheet tabs let you switch from sheet to sheet in a workbook

Understanding Formulas • Formulas are equations in a worksheet • Excel formulas allow users at every level of mathematical expertise to make calculations with accuracy

Understanding Formulas Viewing a Formula appears in formula bar Result of formula

Understanding Formulas • When creating calculations in Excel, it is important to: – Know where the formulas should be – Know exactly what cells and arithmetic operations are needed – Create formulas with care – Use cell references rather than values – Determine what calculations will be needed

Understanding Formulas Excel arithmetic operators

Entering Labels and Values and Using Auto. Sum • Labels contain text and numerical information not used in calculations – Labels help you identify data in worksheet rows and columns – You should enter all the labels first before entering other content • Values are numbers, formulas, and functions that can be used in calculations

Entering Labels and Values and Using Auto. Sum • A function is a built-in formula – A function includes arguments, the information necessary for the calculation • Clicking the Auto. Sum button sums the adjacent range above or to the left, though you can adjust the range • The Fill button fills cells based on the first number sequence in the range

Entering Labels and Values and Using Auto. Sum Creating a formula using the Auto. Sum button Formula Fill button Cells included in formula

Insert Cells, Rows, and Columns To insert cells, rows, and columns in Excel: • Place the cursor in the row below where you want the new row, or in the column to the left of where you want the new column • Click the Insert button on the Cells group of the Home tab • Click the appropriate choice: Cell, Row, or Column

Delete Cells, Rows and Columns To delete cells, rows, and columns: • Place the cursor in the cell, row, or column that you want to delete • Click the Delete button on the Cells group of the Home tab • Click the appropriate choice: Cell, Row, or Column

Editing Cell Entries • You can change, or edit, the contents of an active cell at any time • To edit the contents of the active cell: – Double-click the cell, or – Click in the formula bar, or – Just start typing • Excel switches to Edit mode when you are making cell entries

Editing Cell Entries Common pointers in Excel

Calculate with Functions A function is a built in formula in Excel. A function has a name and arguments (the mathematical function) in parentheses. Common functions in Excel: • Sum: Adds all cells in the argument Average: Calculates the average of the cells in the argument Min: Finds the minimum value Max: Finds the maximum value Count: Finds the number of cells that contain a numerical value within a range of the argument

Calculate with Functions • • To calculate a function: Click the cell where you want the function applied Click the Insert Function button Choose the function Click OK

Entering and Editing a Simple Formula • Formulas start with the equal sign (=), also called the formula prefix • Calculation operators in formulas indicate what type of calculation you want to perform • Arithmetic operators perform mathematical calculations such as adding and subtracting

Entering and Editing a Simple Formula • Comparison operators compare values for the purpose of true/false results • Text concatenation operators join strings of text in different cells • Reference operators enable you to use ranges in calculations

Switching Worksheet Views • You can change your view of the worksheet window by using either: – View tab on the Ribbon – View buttons on the status bar • Normal view shows the worksheet without including headers and footers or tools like rulers and a page number indicator

Switching Worksheet Views • Page Layout View provides a more accurate view of how a worksheet will look when printed – It shows page margins, headers and footers, rulers, etc. • Page Break Preview displays a reduced view of each page of the worksheet, along with page break indicators

Switching Worksheet Views Workbook Views group Page Layout View Header text box Vertical ruler Horizontal ruler

Switching Worksheet Views Page Break Preview Blue outline indicates print area Bottom page break indicator

Choosing Print Options • You can see how a worksheet would look when printed using: – Page Layout tab • The dotted line indicates the print area, the area to be printed – Print Preview • You can print from this view by clicking the Print button on the Ribbon

Choosing Print Options • Page Layout tab – Page Setup group • Print orientation: landscape or portrait – Scale to Fit group – Sheet Options group • Print dialog box lets you choose the number of copies, the printer, etc.

Choosing Print Options Worksheet with Portrait orientation Page Layout tab Dotted line surrounds print area

Choosing Print Options Worksheet in Print Preview Print button Zoom button Close Print Preview button

Activity

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