MS – WORD
Word is the most popular word-processing program not only because of the marketing
juggernaut that is Microsoft, but because it simplifies document creation. The
program is simple enough to make quick personal letters and comprehensive enough
to produce complex technical manuals.
Bullets and Numbering:
Home  Paragraph Bullets (Specify sign present specify sign)
 Temples
 Define new bullets
o Symbol  choose font style  ok
o Picture  Import (for other picture)  ok
o Font (For formatting)
Home  Paragraph Numbering (Create outline with numbering style)
 Templates
 Define new numbering
o More style
o Font
Border and Shading:
Home  Paragraph border and Shading

Border
 Border style
 Border Line style
 Line color
 Line width
 Border status

Page Border
 Art

Shading
 Color
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Water Mark:
Show image/ text behind current document
Page Layout  Page Background  Water mark
1. Custom Water mark
a. No water mark
b. Picture Water Mark
c. More options
2. Text Water Mark
a. Style
b. Size
c. Color
d. Shape
Alignments:
4 types of paragraph alignments
Home  Paragraph
 Left Align
(Ctrl +L)
 Right Align
(Ctrl +R)
 Center Align (Ctrl +E)
 Justify Align (Ctrl + J)
How to insert any object?
 Insert Shape
 Text box
 Style / Templates
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How to insert Picture:
Insert  Picture  select picture  Insert Picture
Word Art:
Insert - Word art text  type text  ok
Clip Art:
Insert  Clip art  More Organized  Office Collection  select any folder 
select any picture  Copy  Paste
Book Mark:
Reminder current document reading
Insert  Book Mark
 Insert Book Mark name  Add  Close
 Insert  Book Mark  Go to  Close
Hyper link:
Use for link other file / webpage etc
Insert  Hyper link (Ctrl +K)
 Select file location
 Select file name  OK
 Press Ctrl + Left click use for follow link file
Date and Time:
Insert  Text Date and Time
 Choose any format  Insert / Ok
 Check update automatically use for update date
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How to draw a table?
By Menu:
Insert  Table  Insert Table

No. of Columns

No. of Rows (10) OK
(4)
Header and Footer:
Header: top of page area is called ―Header‖
Footer: Bottom of page area is called ―Footer‖
Insert Header and Footer
 Page no.
 Total no. of Pages
 Date and Time
Print Preview:
Before gain the hard copy of current data
Office button  Print Print Preview (Ctrl +F2)
Page Setup:
Page Layout  Page Setup
 Margin
 Top
 Bottom
 Left
 Right
 Gutter (Bending area is called Gutter)
 Gutter Position Top (Letter Pad Style)
 Gutter Position Left (Book Style)
 Orientation of Page
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 Landscape
 Portrait
(Width Wise)
(Height Wise)
 Paper Size
 Letter
(8.5‖ X 11‖)
 Legal
(8.5‖ X 14‖)
 A4
(8.27‖ X 11.69‖)
Print:
Gain the hard copies of current data
Office button  Print (Ctrl +P)
 Pinter name
 Page range
 All
 Current
 Selection
 Page Range (coma and minus sign use for create page range)
 No of Copies
 Collate (Use for print page set by set/ Page by page)
 On (Print file Set by Set)
 Off (Print file Page by Page)
 Print
How to protect file with Password
Office Button  Prepare  Encrypt Document
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Word
Total the numbers in a row or column
1. Click the cell in which you want the sum to appear.
2. On the Table menu, click Formula.
3. If the cell you selected is at the bottom of a column of numbers, Microsoft Word
proposes the formula =SUM(ABOVE). Click OK if this is correct.
How to Combine Multiple Word Documents
1. Within the main document, position your cursor at the spot where you want to
insert the other document.
2. Click Insert, File.
3. Find the document you want to insert, click it, and then click the Insert button.
Convert text to a table
1.
Insert separator characters — such as commas or
tabs — to indicate where you want to divide the text into
columns. Use paragraph marks to indicate where you want to
begin a new row.
For example, in a list with two words on a line, insert a
comma or a tab after the first word to create a two-column
table.
2.
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Select the text that you want to convert.
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3. On the Insert tab, in the Tables group, click Table, and then click Convert Text
to Table.
4. In the Convert Text to Table dialog box, under Separate text at, click the
option for the separator character that is in your text.
5. In the Number of columns box, check the number of columns.
If you don't see the number of columns that you expect, you may be missing a
separator character in one or more lines of text.
6. Select any other options that you want.
Convert a table to text
1. Select the rows or table that you want to convert to paragraphs.
2. Under Table Tools, on the Layout tab, in the Data group, click Convert to
Text.
3. Under Separate text at, click the option for the separator character that you want
to use in place of the column boundaries.
MAIL MERGE
On the Mailings tab, click Start Mail Merge, and then click Step by Step Mail
Merge Wizard.
Select document type
1.
In the Mail Merge task pane,
click Letters. This will allow you to send
letters to a group of people and personalize
the results of the letter that each person
receives.
2.
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Click Next: Starting document.
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Select the starting document
1. Click one of the following options:
o
Use the current document: Use the currently open document as your main
document.
o
Start from a template: Select one of the ready-to-use mail merge templates.
o
Start from existing document: Open an existing document to use as your mail
merge main document.
2. In the Mail Merge task pane, click Next: Select recipients.
Select recipients
When you open or create a data source by using the Mail Merge Wizard, you are
telling Word to use a specific set of variable information for your merge. Use one of
the following methods to attach the main document to the data source.
Method 1: Use an existing data source
To use an existing data source, follow these steps:
1. In the Mail Merge task pane, click Use an existing list.
2. In the Use an existing list section, click Browse.
3. In the Select Data Source dialog box, select the file that contains the variable
information that you want to use, and then click Open.
Note If the data source is not listed in the list of files, select the appropriate drive
and folder. If necessary, select the appropriate option in the All Data
Sources list. Select the file, and then click Open.
Word displays the Mail Merge Recipients dialog box. You can sort and edit
your data if you want to.
4. Click OK to return to the main document.
5. Save the main document.
When you save the main document at this point, you are also saving the data
source and attaching the data source to the main document.
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6. Type the name that you want to give to your main document, and then
click Save.
Method 2: Use names from a Microsoft Outlook Contacts List
To use an Outlook Contact List, follow these steps:
1. In the Mail Merge task pane, click Next: Select recipients.
2. Click Select from Outlook contacts.
3. In the Select from Outlook contacts section, click Choose Contacts Folder.
4. In the Select Contact List Folder dialog box, select the Outlook contacts folder
that you want, and then click OK.
Word displays the Mail Merge Recipients dialog box. You can sort and edit
your data if you want.
5. Click OK to return to the main document.
Write your letter
In this step, you set up your main document.
1. Type or add any text and graphics that you want to include in your letter.
2. Add the field codes where you want the variable information to appear. In
the Mail Merge task pane, you have four options:
o
Address block: Use this option to insert a formatted address.
o
Greeting line: Use this option to insert a formatted salutation.
o
Electronic postage: Use this option to insert electronic postage.
Note This option requires that you have a postage software program installed on
your computer.
o
More items: Use this option to insert individual merge fields. When you
click More Items, the Insert Merge Fielddialog box appears.
Note Make sure that your cursor is where you want to insert the information from
your data source before you click More Items.
In the Insert Merge Field dialog box, click the merge field that you want to use,
and then click Insert.
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Note You can insert all of your fields and then go back and add any spaces or
punctuation. Alternatively, you can insert one field at a time, close the Insert
Merge Fields dialog box, add any spaces or punctuation that you want, and then
repeat this step for each additional merge field that you want to insert. You can
also format (apply bold or italic formatting to) the merge fields, just like regular
text.
3. When you finish editing the main document, click Save or Save As on
the File menu.
Note In
Word
2007,
click
the Microsoft
Office
Button,
and
then
click Save or Save As.
4. Name the file, and then click Save. To proceed to the next step, click Next:
Preview your letters.
Preview your letters
This step allows you to preview your merged data, one letter at a time. You can also
make changes to your recipient list or personalize individual letters.
To proceed to the next step, click Next: Complete the merge.
Complete the merge
This step merges the variable information with the form letter. You can output the
merge result by using either of the following options:

Print: Select this option to send the merged document directly to the printer. You
will not be able to view the document on your screen.
When you click Print, the Merge to Printer dialog box appears. In the Merge to
Printer dialog box, you can choose which records to merge. When you click OK,
the Print dialog box appears. Click Print to print the merge document.

Edit individual letters: Select this option to display the merged document on your
screen.
When you click Edit individual letters, the Merge to New Document dialog box
appears. In the Merge to New Document dialog box, you can choose which
records to merge. When you click OK, the documents are merged to a new Word
document.
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To print the file, on the File menu, click Print.
Note In Word 2007, click the Microsoft Office Button, and then click Print.
Insert a comment
You can type a comment. On a Tablet PC, you can insert a voice comment or a
handwritten comment.
Type a comment
1. Select the text or item that you want to comment on, or click at the end of the
text.
2. On the Review tab, in the Comments group, click New Comment.
3. Type the comment text in the comment balloon or in the Reviewing Pane.
NOTE To respond to a comment, click its balloon, and then click New
Comment in the Comments group. Type your response in the new comment balloon.
Macro:
Macro is option use for record all action and repeats it

Insert any auto shape (Insert  Word art / Auto
shape)

Right click  Assign macro
 Type macro name (in text form without space) Record
 Type shortcut (optional) if you want  Ok
 Record action (Auto Filter)
 Select stop recording option (show in status bar 3rd position from left side)
Note:
macro file save in enable macro format/ 97 to 2003 file format
(Office button
 Save as  Select file format  Type file name  Ok)
Add/ Delete/ assign shortcut key  Alt + F8
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MS-EXCEL
Microsoft Excel has the basic features of all spreadsheets,[2] using a grid
of cells arranged in numbered rows and letter-named columns to organize data
manipulations like arithmetic operations. It has a battery of supplied functions to
answer statistical, engineering and financial needs. In addition, it can display data as
line graphs, histograms and charts, and with a very limited three-dimensional
graphical display. It allows sectioning of data to view its dependencies on various
factors for different perspectives (using pivot tables and the scenario manager).
How to open Microsoft Excel 2007?
By Menu:
Start  All Programs  Microsoft Office  Excel 2007
By Command:
Start  Run  Type Command (EXCEL)
Functions
01. Sum
Use for addition just number values, and ignore text / special character values
=Sum(Numbr1,2,3,4,5,…….)
=Sum(cell:cell)
02. Max
Show largest number values and ignore text values
=Max(Number1,2,3,4…….)
=Max(Cell:Cell)
03. Min
Show smallest number values and ignore text values
=Min(Number1,2,3,4…….)
=Min(Cell:Cell)
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04. AVERAGE
Return average by given range
=AVERAGE(NUMBER1,2,3,4,5,…….)
=AVERAGE(CELL:CELL)
05. COUNT
Use for count just number values
=COUNT(NUMBER1,2,3,4……..)
=COUNT(CELL:CELL)
06. COUNTA
Use for count all values (Text, number, special characters)
=COUNTA(VALUE1,2,3,4,5……)
=COUNTA(CELL:CELL)
07. COUNTBLANK
Use for count just blank cells
=COUNTBLANK(ARRYA)
=COUNTBLAK(CELL:CELL)
08. COUNTIF
Counts the number of cells within a range that meet the given condition
=COUNTIF(RANGE,‖CRITERIA‖)
=COUNTIF(CELL:CELL,‖OPERATOR_VALUE‖)
Function
01. SUMIF
Use for addition cells according to the given condition
=SUMIF(RANGE,‖CRITERIA‖,SUMRANGE)
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=SUMIF(CELL:CELL,‖OPERATOR_VALUE‖,CELL:CELL)
02. LEFT
Count number of characters form left side
=LEFT(TEXT,NUMBER OF CHARACTERS)
=LEFT(CELL,TYPE NUMBER IN DIGIT FORM)
03. RIGHT
Count number of characters form right side
=RIGHT(TEXT,NUMBER OF CHARACTERS)
=RIGHT(CELL,TYPE NUMBER IN DIGIT FORM)
MID
Count number of characters in MID
=MID(TEXT,START NUMBER,NUMBER OF CHARACTERS)
=MID(CELL,TYPE NUMBER IN DIGIT FORM, TYPE NUMBER IN DIGIT
FORM)
=MID(―P2F/LM_MB/2568‖,5,5) LM_MB
04. CONCATENATE
Join multiples text and show answer in one cell
=CONCATENATE(TXT1,2,3,4,5………..)
05. REPT
Repeat the text given number of times
=REPT(TEXT,NUMBER OF TIMES)
=REPT(CELL,NUMBER OF TIMES)
06. TODAY
Show current date
=TODAY()
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07. NOW
Show current date and time
=NOW()
08. IF
Show TRUE or FALSE message according to condition
=IF(LOGICAL TEXT,‖VALUE IF TRUE‖,‖VALUE IF FALSE‖)
=IF(CELL_OPERATOR_VALUE,‖TRUE_MESSAGE‖,‖FALSE_MESSAGE‖)
9. VLOOKUP:
Looks for a value in the left most column of a table, and then returns a value in the
same row a column you specified. By default, the table must be sorted in an ascending
order
=VLOOKUP(Lookup_Value, Table_Array,_Column_index_Number,Range_lookup)
Lookup Value
:
Question cell (Code)
Table array
:
Link Table name
Column Index number
:
number of column in link table
Range lookup
:
TRUE / FALSE
TRUE
:
Show Approximate value
False
:
Show Exact Value
=VLOOKUP(CODE_CELL , CLASS_TABLE, 2 , FALSE)
LEN:
Use for count number of character in one cell
=LEN(TEXT)
=LEN(CELL)
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09. SQRT
Return the square root of current number
=SQRT(Number)
=SQRT(16)  4
10. PROPER:
Use for convert title case
=PROPER(TEXT)
=PROPER(―What is this?‖)  What Is This?
11. UPPER:
Use for convert upper case
=UPPER(TEXT)
=UPPER(―What is this?‖)  WHAT IS THIS?
12. LOWER:
Use for convert lower case
=LOWER(TEXT)
=LOWER(―What is this?‖)  what is this?
13. ROUND:
Return roundabout number value after decimal place
=ROUND(NUMBER,NUMBER_OF_ DIGIT )
=ROUND(5.789,2)  5.79
14. TRUNC:
Return exact number value after decimal place
=TRUNC(NUMBER,NUMBER_OF_ DIGIT )
=TRUNC(5.789,2)  5.78
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15. INT:
Return number value before decimal place, INT stand for integer
=INT(NUMBER )
=INT(5.789)  5
Sort option
Use for analyze data in ascending (A  Z) /
Descending (Z  A) order
Home  Editing  Sort and Filter / Data  Sort and
Filter  Sort
Ascending (A Z) / Descending (Z  A)
Text format:
If you want to insert a bank account number in excel, you have to change the format
of that particular cell into text format then write the number with zeros easily.
Decimal places:
1.
Select the cell or range of cells that contains the numbers for which you want to
change the decimal places.
2.
On the Home tab, in the Number group, do one of the following:

Click Increase Decimal
to display more digits after the decimal point.

Click Decrease Decimal
to display fewer digits after the decimal point.
Change the chart type of an existing chart
1. Do one of the following:

To change the chart type of the whole chart, click the chart area or plot area of
the chart to display the chart tools.

To change the chart type of a data series, click that data series.
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NOTE You can change the chart type of only one data series at a time. To change
the chart type of more than one data series in the chart, repeat the steps of this
procedure for each data series that you want to change.
2.
TIP This displays the chart tools, adding the Design, Layout, and Format tabs.
3. On the Design tab, in the Type group, click Change Chart Type.
4. In the Change Chart Type dialog box, do one of the following:

Click a chart type in the first box, and then click the chart subtype that you
want to use in the second box.
For more information about the chart types that you can use, see Available
chart types.

If you saved a chart type as a template, click Templates, and then click the
chart template that you want to use in the second box.
TIP If you use a specific chart type frequently when you create a chart, you may
want to set that chart type as the default chart type. After you select the chart type and
the chart subtype in the Change Chart Type dialog box, click Set as Default Chart.
Save a chart as a chart template
1. Click the chart that you want to save as a template.
TIP This displays the Chart Tools, adding the Design, Layout,
and Format tabs.
2. On the Design tab, in the Type group, click Save As Template.
3. In the Save in box, make sure that the Charts folder is selected.
NOTE The Charts folder is typically selected by default. Chart templates that
you save in this folder will automatically be added to the Templates folder in
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the Insert Chart and Change Chart Type dialog box so that you can select it
when you create or update a chart.
4. In the File name box, type an appropriate name for the chart template.
To add a signature line to a document
1. Place your pointer in the location in your document where you want to add a
signature line.
2. On the Insert tab, in the Text group, point to the arrow next to Signature Line,
and then click Microsoft Office Signature Line.
3. In the Signature Setup dialog box, type information about the person who will
be signing on this signature line. This information is displayed directly beneath
the signature line in the document. Do any of the following:

Type the signer's name in the Suggested signer box.

Type the signer's organizational title (if any) in the Suggested signer's title box.

Type the signer's e-mail address (if any) in the Suggested signer's e-mail
address box.
4. If you want to provider the signer with any instructions, type these instructions in
the Instructions to signerbox. These instructions are displayed in
the Signature dialog box that the signer uses to sign the document.
5. If you want the signer to be able to add comments along with the signature, select
the Allow the signer to add comments in the Sign dialog check box.
6. If you want to show the date when the signature is added in the signature line,
select the Show sign date in signature line check box.
7. Click OK.
Data Validation:
Restriction on cell according to condition
Data  Data Tool  Data Validation
 Setting
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o Allow

Whole number

Text length

Date / time

Others

Logical operator
o Number values
 Input message (Title message and Message)
 Error Alert (sign styles, Title Message, Error Message)
Auto Filter
Show Filter data by given requirements/ conditions
Date  Data and sort  Filter (On/ Off) [Ctrl +Shift +L]
 Show small button on column heading
 Click and select values Ok
NAME MANAGER
If you’ve created a number of range names in an
Excel 2007 worksheet, you can use the Name
Manager to work with these names. The Name
Manager provides a list of all names assigned in the current workbook which you can
filter, modify, or delete as needed. You can also use the Name Manager to create new
range names.
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Follow these steps to manage your range names in Excel 2007:
1. On the Formulas tab, click Name Manager in the Defined Names group (or
press Ctrl+F3).
The Name Manager dialog box appears.
Select one of the following options:

Click the New button, which displays the New Name dialog box in which you can
enter a range name and enter the cell location it refers to.
Instead of typing the range cell locations, click the Collapse button, which moves
aside the New Name dialog box. You can then use your mouse to select the
desired cell(s). Press Enter or click the Expand button to return to the New Name
dialog box.

Click an existing range name and then click the Edit button, which displays the
Edit Name dialog box. Use this dialog box to change the range name or the range
cell location reference.

Click an existing range name and then click the Delete button. A confirmation
message appears, making sure you want to delete the range name.

Click the Close button to close the Name Manager dialog box.
If you have a lot of range names, you can click the Filter button in the Name Manager
dialog box and elect to display only the items meeting selected criteria, such as Table
Names, Names with Errors, or Defined Names.
SHOW FORMULAS
Use the Show Formulas button in Excel under Formulas tab to view all the formulas
used in the sheet rather than the values. You can see in the picture below how
formulas are shown instead of the actual values.
Split names by using the Convert Text to Columns Wizard
1. Select the range of data that you want to convert.
2. On the Data tab, in the Data Tools group, click Text to Columns.
3. In Step 1 of the Convert Text to Columns Wizard, click Delimited, and then
click Next.
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4. In Step 2, select the Space check box, and then clear the other check boxes
under Delimiters.
The Data preview box shows the first and last names in two separate columns.
5. Click Next.
6. In
Step
3,
click
a
column
in
the Data
preview box,
and
then
click Text under Column data format.
Repeat this step for each column in the Data preview box.
7. If you want to insert the separated content into the columns next to the full name,
click the icon to the right of the Destination box, and then select the cell next to
the first name in the list (B2, in this example).
IMPORTANT If you do not specify a new destination for the new columns, the
split data will replace the original data.
8. Click the icon to the right of the Convert Text to Columns Wizard.
Click Finish.
Freeze Panes
Use for freeze selected area
View  Windows  Freeze panes / Un Freeze panes
Split
Use for comparison current window
View  Window  split / Remove Split
Chart
Present data in graphical interface
Insert  Chart  Select Chart Type
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Protect a Worksheet in Excel
Follow these steps to protect an Excel 2007 workbook:
1. Click the Protect Workbook command button in the Changes group on the
Review tab.
Excel opens the Protect Structure and Windows dialog box, where the Structure
check box is selected by default. With the Structure check box selected, Excel
won’t let anyone mess around with the sheets in the workbook (by deleting them
or rearranging them).
You can protect the structure and windows in a workbook.
2. (Optional) If you want to protect any windows that you set up, select the
Windows check box.
When selected, this setting keeps the workbook windows in the same size and
position each time you open the workbook.
3. To assign a password that must be supplied before you can remove the protection
from the worksheet, type the password in the Password (optional) text box.
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4. Click OK.
If you typed a password in the Password (optional) text box, Excel opens the
Confirm Password dialog box. Re-enter the password in the Reenter Password to
Proceed text box exactly as you typed it Step 3, and then click OK.
Unprotecting a workbook
To remove protection from the current workbook, follow these steps:
1. Click the Unprotect Workbook command button in the Changes group on the
Review tab.
2. If you assigned a password when protecting the workbook, type the password in
the Password text box and click OK.
Protecting a shared workbook
If you create a workbook with contents to be updated by several different users on
your network, you can use the Protect and Share Workbook command to ensure that
Excel tracks all the changes made and that no user can intentionally or inadvertently
remove Excel’s tracking of changes. Follow these steps:
1. Click the Protect and Share Workbook command button in the Changes group on
the Review tab.
The Protect Shared Workbook dialog box appears.
2. Select the Sharing with Track Changes check box.
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Protect a shared workbook so that users cannot remove Excel’s tracking of
changes.
3. To assign a password that each user must supply before he or she can open the
workbook to make any changes, type a password in the Password (optional) text
box and click OK.
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MS-POWER POINT
PowerPoint is a presentation software package. With PowerPoint, you can easily
create slide shows. Trainers and other presenters use slide shows to illustrate their
presentations.
This lesson introduces you to the PowerPoint window. You use the window to interact
with the software. To begin, open PowerPoint 2007. The window appears and your
screen looks similar to the one shown here.
STARTING POWERPOINT
1. Open PowerPoint by double-clicking the PowerPoint 2007 icon on the Desktop,
or from Start/Programs/Microsoft Office/Microsoft PowerPoint 2007.
The PowerPoint 2007 window appears displaying a blank presentation
2. Observe the different elements in the window. At the top in the centre is the
presentation name. An unsaved presentation has the name "Presentation"
[number] - Microsoft PowerPoint, but once a presentation is named and
saved, the name and extension will appear. (PowerPoint 2007 presentations
have the extension .pptx.)
The Ribbon
The most outstanding feature of PowerPoint 2007 is the Ribbon, which replaces
the menus and toolbars found in previous versions of Microsoft PowerPoint.
The ribbon consists of three areas:
Tabs - these are at the top of the ribbon, eg Home, Design, Animations, etc.
Groups - each tab has its own set of groups - eg the Home tab contains the
Clipboard, Slides, Font, Paragraph, Drawing and Editing groups. Some groups
also have a small button in the lower right-hand corner known as the Dialog
Box Launcher from which further options are available. When a different tab is
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selected, the groups change accordingly.
Commands – these are the buttons, boxes or menus relative to each group, eg the
alignment, and bullets and numbering buttons are in the Paragraph group, while Find
and Replace are in the Editing group. (Note: resting the mouse pointer on a command
will display a tip describing the feature.)
Using the ribbon is easy. Whenever you need to change something, click the relevant
Tab, look in the correct Group, then click the command you need.
Reuse (import) slides from another presentation
1. Open the presentation that you want to add a
slide to.
2. In the pane that contains the Outline and
Slides tabs, click Slides, and then click
where you want to add a slide.
3. On the Home tab, in the Slides group, click
the arrow below New Slide, and then
select Reuse Slides.
4. In the Reuse Slides pane, click Open a
PowerPoint File.
5. In the Browse dialog box, locate and click the presentation file that contains the
slide that you want, and then click Open.
6. In the Reuse Slides pane, do one of the following:

To add a single slide, click the slide.

To add all of the slides, right click any slide, and then select Insert All Slides.
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Add slide or page numbers
1. On the View tab, in the Presentation Views group, click Normal, and then on the
pane that contains the Outline and Slides tabs, click the first slide thumbnail in
your presentation.
2. On the Insert tab, in the Text group, click Slide Number.
3. In the Header and Footer dialog box, do one of the following:
1. If you want to add slide numbers, click the Slide tab, and then select the Slide
number check box.
2. If you want to add page numbers to notes or handouts, click the Notes and
Handouts tab, and then select the Page number check box.
4. If you want to add page numbers to all of the slides, notes pages, or handouts in
your presentation, clickApply to All.
Add the date and time
1. On the View tab, in the Presentation Views group, click Normal, and then on the
pane that contains the Outline and Slides tabs, click the first slide thumbnail in
your presentation.
2. On the Insert tab, in the Text group, click Date & Time.
3. In the Header and Footer dialog box, do one of the following:

If you want to add the date and time to your slides, click the Slide tab.

If you want to add the date and time to your notes pages or handouts, click
the Notes and Handouts tab.
4. Select the Date and time check box, and then do one of the following:

If you want to set the date and time to a specific date, click Fixed, and then in
the Fixed box, type in the date that you want.
NOTE By setting the date on your presentation so that it is Fixed, you can
easily keep track of the last time you made changes to it.

If you want to specify that the date and time updates to reflect the current date
and time each time you open or print the presentation, click Update
automatically, and then select the date and time format that you want .
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5. If you want to add the date and time to all of the slides, notes pages, or handouts
in your presentation, clickApply to All.
Hide or show a slide
1. In the pane that contains the Outline and Slides tabs, click the Slides tab.
2. Do one of the following:

To hide a slide, right-click the slide that you want to hide, and then click Hide
Slide.
The hidden slide icon
appears with the slide number inside, next to the slide
that you have hidden.

To show a slide that you previously hid, right-click the slide that you want to
show, and then click Hide Slide.
Record a Narration in PowerPoint 2007
The Record Narration dialog box informs you how
much hard drive space you have and calculates the
maximum length of the narration that you can record.
The Microphone Check dialog box opens. Talk into the
microphone. PowerPoint adjusts your microphone sensitivity. When you’re finished,
click OK.
The first slide of your presentation displays. When you reach the end of the slide
show, PowerPoint asks if you want to save the timings.
As you record the narration, leave a gap between each slide. PowerPoint records the
narration for each slide as a separate sound file and attaches the sound to the slide.
You get cut off if you talk through slide transitions
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To
advance
slides
manually,
click
Don’t
Save.
You’re
taken
to
PowerPoint’s Slide Sorter View, where the timing for each slide is displayed along
with the slides.
The slide show begins. The narration plays through your computer’s speakers.
To rerecord a narration for one slide open that slide in Normal View and choose Slide
Show—Set Up—Record Narration. PowerPoint asks whether you want to begin
recording at the current slide or the first slide: Click the Current Slide button. When
you’re finished recording, press ESC.
To delete a narration, click the speaker icon in the corner of the slide and press Delete.
To delete the narration for an entire presentation, delete the speaker icon from every
slide.
PRESENTER VIEW:
Presenter view in PowerPoint features options that allow you more control over the
slide show presentation, such as the ability to show slides out of sequence and a
black-out button that allows you to blacken the screen for the audience while
maintaining your view of the presentation and your notes on your own monitor.
Presenter view works on an operating system that supports multiple displays, such as
Microsoft Windows® 98, Microsoft Windows 2000, and Microsoft Windows XP or
later, and allows you to run your presentation from one monitor and let the audience
view it on another monitor or a projector.
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Using presenter view
In presenter view, icons and buttons are large enough to navigate easily, even when
you are using an unfamiliar keyboard or mouse. The following illustration shows the
various tools available to you from this view.
Create a basic custom slide show
1. On the Slide Show tab, in the Start Slide Show group, click the arrow next
to Custom Slide Show, and then click Custom Shows.
2. In the Custom Shows dialog box, click New.
3. Under Slides in presentation, click the slides that you want to include in the
custom show, and then clickAdd.
TIP To select multiple sequential slides, click the first slide, and then hold
down SHIFT while you click the last slide that you want to select. To select
multiple nonsequential slides, hold down CTRL while you click each slide that
you want to select.
4. To change the order in which slides appear, under Slides in custom show, click
a slide, and then click one of the arrows to move the slide up or down in the list.
5. Type a name in the Slide show name box, and then click OK. To create
additional custom shows with any slides in your presentation, repeat steps 1
through 5.
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Thumbnails of slides; click a thumbnail to skip slides or return to a slide that has
already been presented.
This is the slide currently being shown to the audience.
End Show button.
Black-out button; click this button to temporarily darken the audience screen, and
then click it again to show the current slide.
Up Next; indicates the item that will appear on screen with the next click.
Move forward or backward through the slide show presentation by using these
buttons.
Slide number (for example, Slide 7 of 12).
Elapsed time, in hours and minutes, since the start of the slide show presentation.
Speaker's notes.
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Setting up a presentation to use presenter view
In order to use presenter view, your computer must meet the following requirements:

The computer must have multiple monitor capability — check with the
manufacturer about this. Usually desktop computers require two video cards in
order to have multiple monitor capability; laptops often have the capability built
in.

The computer must be running an operating system that supports multiple
displays, such as Windows 98, Windows 2000, and Windows XP or later.

Multiple monitor support must be enabled by setting the display options. In
Control Panel, click the Displayicon.

Presenter view must be turned on.
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SHORTCUT KEYS
All Caps
CTRL+SHIFT+A
Annotation
ALT+CTRL+M
App Maximize
ALT+F10
App Restore
ALT+F5
Apply Heading1
ALT+CTRL+1
Apply Heading2
ALT+CTRL+2
Apply Heading3
ALT+CTRL+3
Apply List Bullet
CTRL+SHIFT+L
Auto Format
ALT+CTRL+K
Auto Text
F3 or ALT+CTRL+V
Bold
CTRL+B or CTRL+SHIFT+B
Bookmark
CTRL+SHIFT+F5
Browse Next
CTRL+PAGE DOWN
Browse Previous
CTRL+PAGE UP
Browse Sel
ALT+CTRL+HOME
Cancel
ESC
Center Para
CTRL+E
Change Case
SHIFT+F3
Char Left
LEFT
Char Left Extend
SHIFT+LEFT
Char Right
RIGHT
Char Right Extend
SHIFT+RIGHT
Clear
DELETE
Close or Exit
ALT+F4
Close Pane
ALT+SHIFT+C
Column Break
CTRL+SHIFT+ENTER
Column Select
CTRL+SHIFT+F8
Copy
CTRL+C or CTRL+INSERT
Copy Format
CTRL+SHIFT+C
Copy Text
SHIFT+F2
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Create Auto Text
ALT+F3
Customize Add Menu
ALT+CTRL+=
Customize Keyboard
ALT+CTRL+NUM +
Customize Remove Menu ALT+CTRL+Cut
CTRL+X or SHIFT+DELETE
Date Field
ALT+SHIFT+D
Delete Back Word
CTRL+BACKSPACE
Delete Word
CTRL+DELETE
Dictionary
ALT+SHIFT+F7
Do Field Click
ALT+SHIFT+F9
Doc Close
CTRL+W or CTRL+F4
Doc Maximize
CTRL+F10
Doc Move
CTRL+F7
Doc Restore
CTRL+F5
Doc Size
CTRL+F8
Doc Split
ALT+CTRL+S
Double Underline
CTRL+SHIFT+D
End of Column
ALT+PAGE DOWN
End of Column
ALT+SHIFT+PAGE DOWN
End of Doc Extend
CTRL+SHIFT+END
End of Document
CTRL+END
End of Line
END
End of Line Extend
SHIFT+END
End of Row
ALT+END
End of Row
ALT+SHIFT+END
End of Window
ALT+CTRL+PAGE DOWN
End of Window Extend
ALT+CTRL+SHIFT+PAGE DOWN
Endnote Now
ALT+CTRL+D
Extend Selection
F8
Field Chars
CTRL+F9
Field Codes
ALT+F9
Find
CTRL+F
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Font
CTRL+D or CTRL+SHIFT+F
Font Size Select
CTRL+SHIFT+P
Footnote Now
ALT+CTRL+F
Go Back
SHIFT+F5 or ALT+CTRL+Z
Go To
CTRL+G or F5
Grow Font
CTRL+SHIFT+.
Grow Font One Point
CTRL+]
Hanging Indent
CTRL+T
Header Footer Link
ALT+SHIFT+R
Help
F1
Hidden
CTRL+SHIFT+H
Hyperlink
CTRL+K
Indent
CTRL+M
Italic
CTRL+I or CTRL+SHIFT+I
Justify Para
CTRL+J
Left Para
CTRL+L
Line Down
DOWN
Line Down Extend
SHIFT+DOWN
Line Up
UP
Line Up Extend
SHIFT+UP
List Num Field
ALT+CTRL+L
Lock Fields
CTRL+3 or CTRL+F11
Macro
ALT+F8
Mail Merge Check
ALT+SHIFT+K
Mail Merge Edit Data
Source
ALT+SHIFT+E
Mail Merge to Doc
ALT+SHIFT+N
Mail Merge to Printer
ALT+SHIFT+M
Mark Citation
ALT+SHIFT+I
Mark Index Entry
ALT+SHIFT+X
Mark Table of Contents
Entry
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ALT+SHIFT+O
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Menu Mode
F10
Merge Field
ALT+SHIFT+F
Microsoft Script Editor
ALT+SHIFT+F11
Microsoft System Info
ALT+CTRL+F1
Move Text
F2
New
CTRL+N
Next Cell
TAB
Next Field
F11 or ALT+F1
Next Misspelling
ALT+F7
Next Object
ALT+DOWN
Next Window
CTRL+F6 or ALT+F6
Normal
ALT+CTRL+N
Normal Style
Open
CTRL+SHIFT+N or
ALT+SHIFT+CLEAR (NUM 5)
CTRL+O or CTRL+F12 or
ALT+CTRL+F2
Open or Close Up Para
CTRL+0
Other Pane
F6 or SHIFT+F6
Outline
ALT+CTRL+O
Outline Collapse
ALT+SHIFT+- or ALT+SHIFT+NUM -
Outline Demote
ALT+SHIFT+RIGHT
Outline Expand
ALT+SHIFT+=
Outline Expand
ALT+SHIFT+NUM +
Outline Move Down
ALT+SHIFT+DOWN
Outline Move Up
ALT+SHIFT+UP
Outline Promote
ALT+SHIFT+LEFT
Outline Show First Line
ALT+SHIFT+L
Overtype
INSERT
Page
ALT+CTRL+P
Page Break
CTRL+ENTER
Page Down
PAGE DOWN
Page Down Extend
SHIFT+PAGE DOWN
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Page Field
ALT+SHIFT+P
Page Up
PAGE UP
Page Up Extend
SHIFT+PAGE UP
Para Down
CTRL+DOWN
Para Down Extend
CTRL+SHIFT+DOWN
Para Up
CTRL+UP
Para Up Extend
CTRL+SHIFT+UP
Paste
CTRL+V or SHIFT+INSERT
Paste Format
CTRL+SHIFT+V
Prev Cell
SHIFT+TAB
Prev Field
SHIFT+F11 or ALT+SHIFT+F1
Prev Object
ALT+UP
Prev Window
CTRL+SHIFT+F6 or ALT+SHIFT+F6
Print
CTRL+P or CTRL+SHIFT+F12
Print Preview
CTRL+F2 or ALT+CTRL+I
Proofing
F7
Redo
ALT+SHIFT+BACKSPACE
Redo or Repeat
CTRL+Y or F4 or ALT+ENTER
Repeat Find
SHIFT+F4 or ALT+CTRL+Y
Replace
CTRL+H
Reset Char
CTRL+SPACE or CTRL+SHIFT+Z
Reset Para
CTRL+Q
Revision Marks Toggle
CTRL+SHIFT+E
Right Para
CTRL+R
Save
Save As
Select All
CTRL+S or SHIFT+F12 or
ALT+SHIFT+F2
F12
CTRL+A or CTRL+CLEAR (NUM 5)
or CTRL+NUM 5
Select Table
ALT+CLEAR (NUM 5)
Show All
CTRL+SHIFT+8
Show All Headings
ALT+SHIFT+A
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Show Heading1
ALT+SHIFT+1
Show Heading2
ALT+SHIFT+2
Show Heading3
ALT+SHIFT+3
Show Heading4
ALT+SHIFT+4
Show Heading5
ALT+SHIFT+5
Show Heading6
ALT+SHIFT+6
Show Heading7
ALT+SHIFT+7
Show Heading8
ALT+SHIFT+8
Show Heading9
ALT+SHIFT+9
Shrink Font
CTRL+SHIFT+,
Shrink Font One Point
CTRL+[
Small Caps
CTRL+SHIFT+K
Space Para1
CTRL+1
Space Para15
CTRL+5
Space Para2
CTRL+2
Spike
CTRL+SHIFT+F3 or CTRL+F3
Start of Column
ALT+PAGE UP
Start of Column
ALT+SHIFT+PAGE UP
Start of Doc Extend
CTRL+SHIFT+HOME
Start of Document
CTRL+HOME
Start of Line
HOME
Start of Line Extend
SHIFT+HOME
Start of Row
ALT+HOME
Start of Row
ALT+SHIFT+HOME
Start of Window
ALT+CTRL+PAGE UP
Start of Window Extend
ALT+CTRL+SHIFT+PAGE UP
Style
CTRL+SHIFT+S
Subscript
CTRL+=
Superscript
CTRL+SHIFT+=
Symbol Font
CTRL+SHIFT+Q
Thesaurus
SHIFT+F7
Time Field
ALT+SHIFT+T
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Toggle Field Display
SHIFT+F9
Toggle Master Subdocs
CTRL+\
Tool
SHIFT+F1
Un Hang
CTRL+SHIFT+T
Un Indent
CTRL+SHIFT+M
Underline
CTRL+U or CTRL+SHIFT+U
Undo
CTRL+Z or ALT+BACKSPACE
Unlink Fields
CTRL+6 or CTRL+SHIFT+F9
Unlock Fields
CTRL+4 or CTRL+SHIFT+F11
Update Auto Format
ALT+CTRL+U
Update Fields
F9 or ALT+SHIFT+U
Update Source
CTRL+SHIFT+F7
VBCode
ALT+F11
Web Go Back
ALT+LEFT
Web Go Forward
ALT+RIGHT
Word Left
CTRL+LEFT
Word Left Extend
CTRL+SHIFT+LEFT
Word Right
CTRL+RIGHT
Word Right Extend
CTRL+SHIFT+RIGHT
Word Underline
CTRL+SHIFT+W
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