Microsoft-EXCEL

Excel specifications and limits

Worksheet and workbook specifications

Feature	Maximum limit
Open workbooks	Limited by available memory and system resources
Worksheet size	65,536 rows by 256 columns
Column width	255 characters
Row height	409 points
Page breaks	1000 horizontal and vertical
Length of cell contents (text)	32,767 characters. Only 1,024 display in a cell; all 32,767 display in the formula bar.
Sheets in a workbook	Limited by available memory (default is 3 sheets)

About cell and range references

A reference identifies a cell or a range of cells on a worksheet and tells Microsoft Excel where to look for the values or data you want to use in a formula. With references, you can use data contained in different parts of a worksheet in one formula or use the value from one cell in several formulas. You can also refer to cells on other sheets in the same workbook, and to other workbooks. References to cells in other workbooks are called links.
The A1 reference style
By default, Excel uses the A1 reference style, which refers to columns with letters (A through IV, for a total of 256 columns) and refers to rows with numbers (1 through 65536). These letters and numbers are called row and column headings. To refer to a cell, enter the column letter followed by the row number. For example, B2 refers to the cell at the intersection of column B and row 2.

To refer to	Use
The cell in column A and row 10	A10
The range of cells in column A and rows 10 through 20	A10:A20
The range of cells in row 15 and columns B through E	B15:E15
All cells in row 5	5:5
All cells in rows 5 through 10	5:10
All cells in column H	H:H
All cells in columns H through J	H:J
The range of cells in columns A through E and rows 10 through 20	A10:E20

Reference to another worksheet    In the following example, the AVERAGE worksheet function calculates the average value for the range B1:B10 on the worksheet named Marketing in the same workbook.

Link to another worksheet in the same workbook

Note that the name of the worksheet and an exclamation point (!) precede the range reference.
The difference between relative and absolute references

Relative references   A relative cell reference in a formula, such as A1, is based on the relative position of the cell that contains the formula and the cell the reference refers to. If the position of the cell that contains the formula changes, the reference is changed. If you copy the formula across rows or down columns, the reference automatically adjusts. By default, new formulas use relative references. For example, if you copy a relative reference in cell B2 to cell B3, it automatically adjusts from =A1 to =A2.

About formulas

Formulas are equations that perform calculations on values in your worksheet. A formula starts with an equal sign (=). For example, the following formula multiplies 2 by 3 and then adds 5 to the result.

=5+2*3

A formula can also contain any or all of the following: functions, references, operators, and constants.
Operator precedence
If you combine several operators in a single formula, Excel performs the operations in the order shown in the following table. If a formula contains operators with the same precedence— for example, if a formula contains both a multiplication and division operator— Excel evaluates the operators from left to right.

Operator	Description
: (colon) (single space) , (comma)	Reference operators
–	Negation (as in –1)
%	Percent
^	Exponentiation
* and /	Multiplication and division
+ and –	Addition and subtraction
&	Connects two strings of text (concatenation)
= < > <= >= <>	Comparison

Use of parentheses
To change the order of evaluation, enclose in parentheses the part of the formula to be calculated first. For example, the following formula produces 11 because Excel calculates multiplication before addition. The formula multiplies 2 by 3 and then adds 5 to the result.
=5+2*3
In contrast, if you use parentheses to change the syntax, Excel adds 5 and 2 together and then multiplies the result by 3 to produce 21.
=(5+2)*3
In the example below, the parentheses around the first part of the formula force Excel to calculate B4+25 first and then divide the result by the sum of the values in cells D5, E5, and F5.
=(B4+25)/SUM(D5:F5)
About constants in formulas
A constant is a value that is not calculated. For example, the date 10/9/2008, the number 210, and the text "Quarterly Earnings" are all constants. An expression, or a value resulting from an expression, is not a constant. If you use constant values in the formula instead of references to the cells (for example, =30+70+110), the result changes only if you modify the formula yourself.

Enter data in worksheet cells

Enter numbers, text, a date, or a time

1.      Click the cell where you want to enter data.

2.      Type the data and press ENTER or TAB.

Numbers and text in a list

1.      Enter data in a cell in the first column, and then press TAB to move to the next cell.

2.      At the end of the row, press ENTER to move to the beginning of the next row.

Enter the same data in other worksheets

If you've already entered data on one worksheet, you can quickly copy the data to corresponding cells on other sheets.

1. Select the sheet that contains the data and the sheets to which you want to copy the data.
2. Select the cells that contain the data you want to copy.
3. On the Edit menu, point to Fill, and then click Across Worksheets.

Fill in a series of numbers, dates, or other items

1. Select the first cell in the range you want to fill.
2. Enter the starting value for the series.
3. Enter a value in the next cell to establish a pattern.

How?

o    If you want the series 2, 3, 4, 5..., enter 2 and 3 in the first two cells. If you want the series 2, 4, 6, 8..., enter 2 and 4. If you want the series 2, 2, 2, 2..., you can leave the second cell blank.

o    To specify the type of series, use the right mouse button to drag the fill handle over the range, and then click the appropriate command on the shortcut menu.

o    For example, if the starting value is the date JAN-2002, click Fill Months for the series FEB-2002, MAR-2002, and so on; or click Fill Years for the series JAN-2003, JAN-2004, and so on.

o    To manually control how the series is created, or use the keyboard to fill in a series, use the Series command on the shortcut menu.

4. Select the cell or cells that contain the starting values.
5. Drag the fill handle over the range you want to fill.

To fill in increasing order, drag down or to the right.

To fill in decreasing order, drag up or to the left.

Clear cell formats or contents

When you clear cells, you remove the cell contents (formulas and data), formats (including number formats, conditional formats, and borders), or comments, but you leave the blank cells on the worksheet. When you delete cells by clicking Delete on the Edit menu, Microsoft Excel removes them from the worksheet and shifts the surrounding cells to fill the space.

1. Select the cells, rows, or columns you want to clear of formats or contents.
2. On the Edit menu, point to Clear, and then click Formats or Contents.

You can clear formats and contents by clicking All. This also removes any cell comments and data validation.

Delete cells, rows, or columns

1. Select the cells, rows, or columns you want to delete.
2. On the Edit menu, click Delete.
3. If you are deleting a range of cells, click Shift cells left, Shift cells up, Entire row, or Entire column in the Delete dialog box.

Undo or redo an action

1. Do one or more of the following:

o    To undo recent actions one at a time, click Undo.

o    To undo several actions at once, click the arrow next to Undo and select from the list. Microsoft Excel reverses the selected action and all actions above it.

o    To cancel an entry in a cell or the formula bar before you press ENTER, press ESC.

2. If you change your mind, click Redo or click the arrow next to Redo and select from the list.

Delete sheets

1. Select the sheets you want to delete.

How?

When you enter or change data, the changes affect all selected sheets. These changes may replace data on the active sheet and other selected sheets.

Two or more adjacent sheets	Click the tab for the first sheet, and then hold down SHIFT and click the tab for the last sheet.
Two or more nonadjacent sheets	Click the tab for the first sheet, and then hold down CTRL and click the tabs for the other sheets.
All sheets in a workbook	Right-click a sheet tab, and then click Select All Sheets on the shortcut menu.

2.     On the Edit menu, click Delete Sheet.

Move or copy sheets

1. Caution  Be careful when you move or copy sheets. Calculations or charts based on worksheet data might become inaccurate if you move the worksheet. Similarly, if you insert a worksheet between sheets On the Edit menu, click Move or Copy Sheet.
2. In the To book box, click the workbook to receive the sheets.

To move or copy the selected sheets to a new workbook, click new book.

3. In the Before sheet box, click the sheet before which you want to insert the moved or copied sheets.
4. To copy the sheets instead of moving them, select the Create a copy check box

Find text or numbers

1. Select the range of cells you want to search.

If you want to search the entire worksheet, click any cell.

2. On the Edit menu, click Find.
3. In the Find what box, enter the text or numbers you want to search for or choose a recent search from the Find what drop down box.

Note  You can use wildcard characters in your search criteria.

4.      If you want to specify a format for your search, click Format and make your selections in the Find Format dialog box.

If Format is not available in the Find and Replace dialog box, click Options and then click Format.

5. Click Options to further define your search. For example, you can search for all of the cells that contain the same kind of data, such as formulas.

In the Within box, you can select Sheet or Workbook to search a worksheet or an entire workbook.

6. Click Find All or Find Next.

Find All lists every occurrence of the item you are searching for and allows you to make a cell active by selecting a specific occurrence. You can sort the results of a Find All search by clicking a header.

Add, delete, or move page breaks

1.      On the View menu, click Page Break Preview.

2.      Do one of the following:

View page breaks    Manually inserted page breaks appear as solid lines. Dashed lines indicate where Microsoft Excel will break pages automatically.

Move a page break    Drag the page break to a new location. Moving an automatic page break changes it to a manual page break.

Insert vertical or horizontal page breaks    Select a row oOn the Edit menu, click Delete Sheet. r column below or to the right of where you want to insert a horizontal or vertical page break, right-click, and then click Insert Page Break.

Remove page breaks    Drag the page break outside of the print area. To remove all manual page breaks, right-click any cell on the worksheet, and then click Reset All Page Breaks.

Insert blank cells, rows, or columns

1. Do one of the following:

Insert new blank cells Select a range of cells where you want to insert the new blank cells. Select the same number of cells as you want to insert.

Insert a single row Click a cell in the row immediately below where you want the new row. For example, to insert a new row above row 5, click a cell in row 5.

Insert multiple rows Select rows immediately below where you want the new rows. Select the same number of rows as you want to insert.

Insert a single column Click a cell in the column immediately to the right of where you want to insert the new column. For example, to insert a new column to the left of column B, click a cell in column B.

Insert multiple columns Select columns immediately to the right of where you want to insert the new columns. Select the same number of columns as you want to insert.

2. On the Insert menu, click Cells, Rows, or Columns.

Insert a new worksheet

Add a single worksheet

• Click Worksheet on the Insert menu.

Add multiple worksheets

Determine the number or worksheets you want to add.

1.      Hold down SHIFT, and then select the same number of existing worksheet tabs that you want to add in the open workbook.

Example: If you want to add three new worksheets, select three existing worksheet tabs.

2.      Click Worksheet on the Insert menu.

Name cells on more than one worksheet

This is also called a 3-D reference.

1. On the Insert menu, point to Name, and then click Define.
2. In the Names in workbook box, type the name.

Position data in a cell & Formatting:

1. Select the cells you want to reposition. To center or align data that spans several columns or rows, such as column and row labels, first merge a selected range (range: Two or more cells on a sheet. The cells in a range can be adjacent or nonadjacent.) of cells and then select the merged cell (merged cell: A single cell that is created by combining two or more selected cells. The cell reference for a merged cell is the upper-left cell in the original selected range.) for repositioning.

2.      Align data at the top, center, or bottom of a cell

1.      On the Format menu, click Cells, and then click the Alignment tab.

2.      In the Vertical box, click the option you want.

Rotate text in a cell

3.      On the Format menu, click Cells, and then click the Alignment tab.

4.      In the Orientation box, click a degree point, or drag the indicator to the angle you want.

 

To display text vertically from top to bottom, click the vertical Text box under Orientation.

Merge or split cells or data

Spread the content of one cell over many cells

Text spread and centered over multiple cells

Warning  Microsoft Excel places only the upper-leftmost data in the selected range into the resulting merged cell. If there is data in other cells, the data is deleted.

Define the default column width

1. Right-click a sheet tab, and then click Select All Sheets on the shortcut menu
2. On the Format menu, point to Column, and then click Standard Width.
3. Type a new measurement.
4. Arrange automatically column content cell in the “auto Fit selection”

The number that appears in the Standard column width box is the average number of digits 0-9 of the standard font that fit in a cell.

Select the column, point to Row on the Format menu, click Height, and then enter a number.

Display or hide rows or columns

Display a hidden row or column

1. Select a row or column on each side of the hidden rows or columns you want to display.
2. On the Format menu, point to Row or Column, and then click Unhide.

If the first row or column of a worksheet is hidden, click Go To on the Edit menu. Type A1 in the Reference box, and click OK. Point to Row or Column on the Format menu, and then click Unhide.

Also, the row or column may have had the height or width set to zero. Point to the border of Select All until the cursor changes to or, and drag to widen the row or column.

Hide a row or column

1. Select the rows or columns you want to hide.
2. On the Format menu, point to Row or Column, and then click Hide.

Password protect a worksheet or workbook

Protect worksheet elements

Protect worksheet elements from all users.

1.      Switch to the worksheet you want to protect.

2.      Unlock any cells you want users to be able to change: select each cell or range, click Cells on the Format menu, click the Protection tab, and then clear the Locked check box.

3.      Hide any formulas that you don't want to be visible: select the cells with the formulas, click Cells on the Format menu, click the Protection tab, and then select the Hidden check box.

4.      Unlock any graphic objects you want users to be able to change.

How?

You don't need to unlock buttons or controls for users to be able to click and use them. You can unlock embedded charts, text boxes, and other objects created with the drawing tools that you want users to be able to modify. To see which elements on a worksheet are graphic objects, click Go To on the Edit menu, click Special, and then click Objects.

1.      Click the Protection tab.

2.      Clear the Locked check box, and if present, clear the Lock text check box.

5.      On the Tools menu, point to Protection, and then click Protect Sheet.

6.      Type a password (password: A way to restrict access to a workbook, worksheet, or part of a worksheet. Excel passwords can be up to 255 letters, numbers, spaces, and symbols. You must type uppercase and lowercase letters correctly when you set and enter passwords.) for the sheet.

Remove protection and passwords

Remove user permissions for a range

1. Switch to the protected worksheet.
2. On the Tools menu, point to Protection, and then click Unprotect Sheet.
3. Click Delete.

Note  The password is optional; however, if you don't supply a password, any user will be able to unprotect the sheet and change the protected elements. Make sure you choose a password you can remember, because if you lose the password, you cannot gain access to the protected elements on the worksheet.

Sort a range

Sort rows in ascending order (A to Z, or 0 to 9) or descending order (Z to A, or 9 to 0)

1. Click a cell in the column you would like to sort by.
2. Click Sort Ascending or Sort Descending.

Note   In a PivotTable report, Microsoft Excel uses the selected field to sort.

Sort rows by 2 or 3 columns

For best results, the range you sort should have column labels.

1. Click a cell in the range you want to sort.
2. On the Data menu, click Sort.
3. In the Sort by and Then by boxes, click the columns you want to sort.
4. Select any other sort options you want, and then click OK.

Sort by 4 columns

1. Click a cell in the range you want to sort.
2. On the Data menu, click Sort.
3. In the first Sort by box click the column of least importance.
4. Click OK.
5. On the Data menu, click Sort.
6. In the Sort by and Then by boxes, click the other 3 columns you want to sort, starting with the most important.
7. Select any other sort options you want, and then click OK.

Sort rows by months or weekdays

1. Select a cell or range you want to sort.
2. On the Data menu, click Sort.
3. In the Sort by box, click the column you want to sort.
4. Click Options.
5. Under First key sort order, click the custom sort order you want, and then click OK.
6. Select any other sort options you want, and then click OK.Show All

Microsoft word

Microsoft-word

Create a document

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The following procedure creates a new, blank document.

1.     On the Standard toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, press ALT and then SHIFT+F10.), click New Blank Document . .

To use templates (template: A file or files that contain the structure and tools for shaping such elements as the style and page layout of finished files. For example, Word templates can shape a single document, and FrontPage templates can shape an entire Web site.), wizards (wizard: A feature that asks questions and then creates an item, such as a form or Web page, according to your answers.), and existing documents as a starting point, do one of the following:

From a template or wizard.

2.  On the File menu, click New.

3.  Click on the “on my computer”.

4.  Then the following box appears.

5.  Click on the "Blank Document".

6.  Then OK.

Save a documentShow All  :- To quickly save a document, click Save on the Standard toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, press ALT and then SHIFT+F10.).
To save a document in a different location or format, use the procedures below. Or

1.      On the File menu, click Save.

Save a copy of a file

1. On the File menu, click Save As.
2. In the File name box, enter a new name for the file.
3. Click Save.

Tip (suggestion)  :- To save the copy in a different folder, click a different location in the Save in list or a different folder in the folder list, or both. To save the copy in a new folder, click Create New Folder .
Save a file to another format

1. On the File menu, click Save As.
2. In the File name box, enter a new name for the file.
3. Click the Save as type list, and then click the file format that you want the file saved in.
4. Click Save.

Save files automatically when I work

1. On the Tools menu, click Options, and then click the Save tab.
2. Select the Save AutoRecover info every check box.
3. In the minutes box, enter the interval for how often you want to save files. The more frequently your files are saved, the more information is recovered if there is a power failure or similar problem while a file is open.

Open a file

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1. In your Microsoft Office program, click File, and then click Open.
2. In the Look in list, click the drive, folder, or Internet location that contains the file you want to open.
3. In the folder list, locate and open the folder that contains the file.
4. Click the file, and then click Open.

Close a file

·         On the File menu, click close.

Delete a file

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1.      On the Standard toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, click Customize on the Tools menu, and then click the Toolbars tab.), click Open .

2.      Click a shortcut on the Places Bar (Places bar: The bar on the left side of certain dialog boxes (such as Open, Save As, or Insert Picture) that contains shortcuts to the My Recent Documents, Desktop, My Documents, My Computer, and My Network Places folders.), or in the Look in box, click the drive or folder that contains the file you want to delete.

3.      In the folder list, locate and open the folder that contains the file you want to delete.

4.      Right-click the file you want to delete, and then click Delete on the shortcut menu (shortcut menu: A menu that shows a list of commands relevant to a particular item. To display a shortcut menu, right-click an item or press SHIFT+F10.).

Change page margins

1.      On the File menu, click Page Setup, and then click the Margins tab.

2.      Under Margins, select the options you want.

You can also do one of the following:

View page margins

1. On the Tools menu, click Options, and then click the View tab.
2. Under Print and Web Layout options, select the Text boundaries check box.

The page margins appear in your document as dotted lines.

 Note You can view page margins in either Print Layout or Web Layout view only, and they do not appear on the printed page.

Set mirror margins for facing pages

Margins of the left page are a mirror image of those on the right page. That is, the inside margins are the same width, and the outside margins are the same width.

1.  On the File menu, click Page Setup, and then click the Margins tab.

2.  In the Multiple pages list, select Mirror margins.

3.  In the Inside and Outside boxes, enter values for the mirror margins.

Set gutter margins for bound documents

A gutter margin setting adds extra space to the side or top margin of a document you plan to bind. A gutter margin ensures that text isn't obscured by the binding.

1. On the File menu, click Page Setup, and then click the Margins tab.
2. In the Multiple pages list, select Normal.
3. In the Gutter box, enter a value for the gutter margin.

Select page orientation

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1. On the File menu, click Page Setup, and then click the Margins tab.
2. Under Orientation, click Portrait or Landscape.

Use portrait and landscape orientation in the same document

1. Select the pages that you want to change to portrait or landscape orientation.
2. On the File menu, click Page Setup, and then click the Margins tab.
3. Click Portrait or Landscape.
4. In the Apply to box, click Selected text.

Preview a page before printing

1. On the File menu, click Print Preview.
2. Use the buttons on the toolbar to look over the page or make adjustments before printing.

Move or copy text and graphics

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Move or copy a single item

1. Select the item you want to move or copy.
2. Do one of the following:

o    To move the item, click Cut on the Standard toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, click Customize on the Tools menu, and then click the Toolbars tab.).

o    To copy the item, click Copy on the Standard toolbar.

3. If you want to move or copy the item to another document, switch to the document.
4. Click where you want the item to appear.
5. Click Paste on the Standard toolbar.
6. To determine the format of the items that are pasted, click an option on the Paste Options button that appears just below your pasted selection. Or
7. Select the item you want to move or copy.
8. On the Edit menu, click copy.
9. Click where you want the items to be pasted.
10. On the Edit menu, click Paste.

Undo mistakes

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1. On the Standard toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, press ALT and then SHIFT+F10.), click the arrow next to Undo . Microsoft Word displays a list of the most recent actions you can undo.
2. Click the action you want to undo. If you don't see the action, scroll through the list. When you undo an action, you also undo all actions above it in the list.

Notes:

       You can undo the very last action you took by just clicking Undo on the Standard toolbar. or

       On the menu, click Edit>Undo typing

       If you later decide you didn't want to undo an action, click Redo on the Standard toolbar. Or

       On the Edit menu, click Repeat.

Find and replace text or other items

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Some of the content in this topic may not be applicable to some languages.

Find text

You can quickly search for every occurrence of a specific word or phrase.

1. On the Edit menu, click Find.
2. In the Find what box, enter the text that you want to search for.
3. Select any other options that you want.

Click Find Next or Find All.

Replace text

You can automatically replace text — for example, you can replace "Acme" with "Apex."

1.      On the Edit menu, click Replace.

2.      In the Find what box, enter the text that you want to search for.

3.      In the Replace with box, enter the replacement text.

4.      Select any other options that you want.

5.      Click Find Next, Replace, or Replace All.

Go to Page:

·         On the Edit menu, click Find.

·         On the choose>Go to or ctrl+G (You can quickly search jump to page)

Select a document view

Do any of the following:

Click the View menu to select Normal, Print Layout, Document Map, or Thumbnails.

       Click the File menu to select either Web Page Preview or Print Preview view.

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Document Map pane
Document

1.      Point to the right edge of the Document Map (Document Map: A vertical pane along the left edge of the document window that displays an outline of the document's headings. You can use the Document Map to quickly move through a document and to keep track of your location in it.) pane.

Show only Standard Formatting toolbar buttons:

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1. If the Web toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, click Customize on the Tools menu, and then click the Toolbars tab.) is not displayed, point to Toolbars on the View menu,
2. Click on the Toolbars Menu>Select the Standard toolbar & Formatting toolbar’s

Create the same header or footer for each page

1.      On the View menu, click Header and Footer.

If necessary, click Show Previous or Show Next on the Header and Footer toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, click Customize on the Tools menu, and then click the Toolbars tab.) to move to the header or footer you want to adjust.

Note:

  The text or graphic you enter in a header or footer is automatically left aligned. You may want to center the item instead or include multiple items (for example, a left-aligned date and a right-aligned page number). To center an item, press TAB; to right align an item, press TAB twice.

  You can also use buttons on the Header and Footer toolbar to enter text into the header and footer area.

1.     On the View menu, click Header and Footer to open the header or footer (header and footer: A header, which can consist of text or graphics, appears at the top of every page in a section. A footer appears at the bottom of every page. Headers and footers often contain page numbers, chapter titles, dates, and author names.) area on a page.

2.     To create a header, enter text or graphics in the header area.

3.     To create a footer, click Switch Between Header and Footer on the Header and Footer toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, press ALT and then SHIFT+F10.) to move to the footer area, and then enter text or graphics.

4.     If necessary, format text by using buttons on the Formatting toolbar.

5.     When you finish, click Close on the Header and Footer toolbar.

Create a different first page header or footer

You can leave the header or footer (header and footer: A header, which can consist of text or graphics, appears at the top of every page in a section. A footer appears at the bottom of every page. Headers and footers often contain page numbers, chapter titles, dates, and author names.) off the first page or create a unique first page header or footer for the first page in a document or the first page of each section within a document.

Zoom in on or out of a document

You can "zoom in" to get a close-up view of your document or "zoom out" to see more of the page at a reduced size.

1. Click the arrow next to the Zoom box on the Standard toolbar.

Insert a manual page break

1. Click where you want to start a new page.
2. On the Insert menu, click Break.
3. Click Page break.

Add & Insert page numbers or Page X of Y page numbers

1. On the View menu, click Header and Footer.
2. On the Header and Footer toolbar, do one of the following:

o    To add basic page numbers, click Insert Page Number .

o    To add Page X of Y page numbers, click Insert AutoText, and then click Page X of Y in the list.

 Note   The page number is automatically inserted and aligned on the left margin of the header or footer. To move the page number to the center or to the right margin, click in front of the page number, and then press the TAB key.

3. Click Close on the
4. If your document is divided into sections (section: A portion of a document in which you set certain page formatting options. You create a new section when you want to change such properties as line numbering, number of columns, or headers and footers.), click in a section or select multiple sections in which you want to change the page number format.
5. On the Insert menu, click Page Numbers.
6. Click Format.

7. In the Number format box, click the format you want.

Insert Page Break & Column

Switch to print layout view (print layout view: A view of a document or other object as it will appear when you print it. For example, items such as headers, footnotes, columns, and text boxes appear in their actual positions.).

• Click where you want to start the new column.
• On the Insert menu, click Break.
• Click Column break.

Microsoft Word moves the text that follows the insertion point to the top of the next column.

Insert a symbol or special character

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You can use the Symbol dialog box to enter symbols, such as ¼, and ©, or special characters, such as an em dash (—) or ellipsis (…), that are not on your keyboard, as well as Unicode (Unicode: A character encoding standard developed by the Unicode Consortium. By using more than one byte to represent each character, Unicode enables almost all of the written languages in the world to be represented by using a single character set.) characters.

If you are using an expanded font, such as Arial or Times New Roman, the Subset list appears. Use this list to choose from an extended list of language characters, including Greek and Russian (Cyrillic), if available.

Insert a symbol

1. Click where you want to insert the symbol.
2. On the Insert menu, click Symbol, and then click the Symbols tab.
3. In the Font box, click the font that you want.
4. Double-click the symbol that you want to insert.
5. Click Close.

Insert a special character

1. Click where you want to insert the special character.
2. On the Insert menu, click Symbol, and then click the Special Characters tab.
3. Double-click the character you want to insert.
4. Click Close.

Insert an equation

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Some of the content in this topic may not be applicable to some languages.

1. Click where you want to insert the equation.
2. On the Insert menu, click Object, and then click the Create New tab.
3. In the Object type box, click Microsoft Equation 3.0.

If Microsoft Equation Editor is not available, you may need to install it.

If you originally installed Microsoft Office from a network file server or from a shared folder, you must install Equation Editor from that location. If you installed Office from a CD-ROM, you must install Equation Editor from the disc.

1. Quit all programs.
2. Do one of the following:
• If you run Microsoft Windows 2000, double-click the Add/Remove Programs icon in Control Panel.
• If you run Microsoft Windows XP, click Add or Remove Programs in Control Panel.
3. In the Currently installed programs box, click the listing for Microsoft Office or Microsoft Word, depending on whether you installed Word as part of Office or as an individual program, and then click Change.
4. On the Maintenance Mode Options screen, click Add or Remove Features, and then click Next.
5. If a Custom Setup screen appears, select the Choose advanced customization of applications check box, and then click Next.
6. In the list of features to install, click the expand indicator (+) next to Office Tools.
7. Click the arrow next to Equation Editor, and then click Run from My Computer.
8. Click Update.
9. Restart Word.
3. Click OK.
4. Build the equation by selecting symbols from the Equation toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, press ALT and then SHIFT+F10.) and by typing variables and numbers. From the top row of the Equation toolbar, you can choose from more than 150 mathematical symbols. From the bottom row, you can choose from a variety of templates or frameworks that contain symbols such as fractions, integrals, and summations.

If you need

About WordArt

You can insert decorative text by using Insert WordArt on the Drawing toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, press ALT and then SHIFT+F10.). You can create shadowed, skewed, rotated, and stretched text, as well as text that has been fitted to predefined shapes.

Because a special text effect is a drawing object (drawing object: Any graphic you draw or insert, which can be changed and enhanced. Drawing objects include AutoShapes, curves, lines, and WordArt.), you can also use other buttons on the Drawing toolbar to change the effect — for example, to fill a text effect with a picture

Crop a picture

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You can crop (crop: To trim vertical or horizontal edges of an object. Pictures are often cropped to focus attention on a particular area.) any picture except an animated GIF (animated GIF: A file that contains a series of Graphics Interchange Format (GIF) images that are displayed in rapid sequence by some Web browsers to produce an animated effect.) picture by using the Crop command. To crop an animated GIF, trim the picture in an animated GIF editing program, and then insert the picture again.

1. Select the picture you want to crop.
2. On the Picture toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, click Customize on the Tools menu, and then click the Toolbars tab.), click Crop .

Note  If the Picture toolbar is not visible, click Toolbars on the View menu, and then click Picture.

3. Position the cropping tool over a cropping handle and then do one of the following:

o    To crop one side, drag the center handle on that side inward.

o    To crop equally on two sides at once, hold down CTRL as you drag the center handle on either side inward.

o    To crop equally on all four sides at once, hold down CTRL as you drag a corner handle inward.

4. On the Picture toolbar, click Crop to turn off the Crop command.

Add WordArt

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1. On the Drawing toolbar, click Insert WordArt .

Note  The Drawing toolbar appears in the lower left corner of the program window. If you don't see the Drawing toolbar, on the View menu, point to Toolbars, and then click Drawing.

2. Click the WordArt (WordArt: Text objects you create with ready-made effects to which you can apply additional formatting options.) effect you want, and then click OK.
3. In the Edit WordArt Text dialog box, type the text you want.
4. Do any of the following:

o    To change the font type, in the Font list, select a font.

o    To change the font size, in the Size list, select a size.

o    To make text bold, click the Bold button.

o    To make text italic, click

About organization charts

You can use the diagramming tool on the Drawing toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, click Customize on the Tools menu, and then click the Toolbars tab.) to create an organization chart to illustrate hierarchical relationships, such as department managers and employees within a company.

Create a chart

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Some of the content in this topic may not be applicable to some languages.

Follow these steps to create a chart, such as a bar chart or a pie chart.

1. On the Insert menu, click Object, and then click the Create New tab.
2. In the Object type box, click Microsoft Graph Chart, and then click OK.

Microsoft Graph displays a chart and its associated sample data in a table called a datasheet.

3. To replace the sample data, click a cell (cell: A box formed by the intersection of a row and column in a worksheet or a table, in which you enter information.) on the datasheet, and then type the new text or numbers. If needed, you can import data from a text file, a Lotus 1-2-3 file, or a Microsoft Excel worksheet. You can also copy data from another program.
4. To return to Microsoft Word, click the Word document.

 Note    If you close the datasheet you can reopen it by double-clicking the chart and then clicking Datasheet on the View menu.

Create a chart from a Word table

1. Create a table in Word, with text labels in the top row and left column, and numbers in other cells.

Microsoft Word offers a number of ways to make a table (table: One or more rows of cells commonly used to display numbers and other items for quick reference and analysis. Items in a table are organized into rows and columns.). The best way depends on how you like to work, and on how simple or complex the table needs to be.

1. Click where you want to create a table.
2. Click Insert Table on the Standard toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, press ALT and then SHIFT+F10.).
3. Drag to select the number of rows and columns you want.
1. Click in the table.
2. On the Table menu, point to Select, and then click Table.
3. On the Insert menu, click Object, and then click the Create New tab.
4. In the Object type box, double-click Microsoft Graph Chart.

	2065/066	066/067	067/068	068/069
Illam	141785	321456	546213	261534
Phidim	125874	632541	213645	352416
Taplejung	456321	213645	531562	316452
Surkhet	254136	435126	263541	341652

Formatting Toolbar’s
This toolbar can be restored to its original position by clicking in the gray bar at the top and dragging it back to the top of the screen. Push the top of the window up to the bottom of the menu bar.

Function of commonly used buttons
	Select the style to apply to paragraphs		Changes the font of the selected text
	Changes the size of selected text and numbers		Makes selected text and numbers bold
	Makes selected text and numbers italic		Underlines selected text and numbers
	Aligns to the left with a ragged right margin		Centers the selected text
	Aligns to the right with a ragged left margin		Aligns the selected text to both the left and right margins
	Makes a numbered list or reverts back to normal		Add, or remove, bullets in a selected paragraph
	Decreases the indent to the previous tab stop		Indents the selected paragraph to the next tab stop
	Adds or removes a border around selected text or objects		Marks text so that it is highlighted and stands out
	Formats the selected text with the color you click

Set the formatting text of default font

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1. If your document already contains text formatted with the properties you want to use, select that text.
2. On the Format menu, click Font.
3. Select the options you want to apply to the default (default: A predefined setting. You can accept the default option settings, or you can change them to suit your own preferences.) font. If you selected text in step 1, the properties you want will appear in the dialog box.
4. Click Default.

Apply a different font to text

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1. Select the text you want to change.
2. On the Formatting toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, press ALT and then SHIFT+F10.), click a font name in the Font box

Change the color of text

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1. Select the text you want to change.
2. Do one of the following:

o    To apply the color most recently used for text, click Font Color on the Formatting toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, press ALT and then SHIFT+F10.).

o    To apply a different color, click the arrow next to Font Color , and then select the color you want.

Change the spacing between characters

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1. Select the text you want to change.
2. On the Format menu, click Font, and then click the Character Spacing tab.
3. Do one of the following:

Expand or condense space evenly between all the selected characters

Click Expanded or Condensed in the Spacing box, and then specify how much space you want in the By box.

Adjust line or paragraph spacing

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You can change the spacing between the lines or the spacing before or after each paragraph.
Change line spacing

1.      Select the text you want to change.

2. On the Formatting toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, press ALT and then SHIFT+F10.), point to Line Spacing , and then do one of the following:

o    To apply a new setting, click the arrow, and then select the number that you want.

o    To apply the most recently used setting, click the button.

o    To set more precise measurements, click the arrow, click More, and then select the options you want under Line Spacing.

 Note   If you select Exactly or At least for line spacing (line spacing: The amount of space from the bottom of one line of text to the bottom of the next line. Microsoft Word adjusts the line spacing to accommodate the largest font or the tallest graphic in that line.), enter the amount of space you want in the At box. If you select Multiple, enter the number of lines in the At box.

Change spacing before or after paragraphs

1. Select the paragraphs in which you want to change spacing.
2. On the Format menu, click Paragraph, and then click the Indents and Spacing tab.
3. Under Spacing, enter the spacing you want in the Before or After box.

Add Bullets or numbering

Microsoft Word can automatically create bulleted and numbered lists as you type, or you can quickly add bullets (bullet: A dot or other symbol that is placed before text, such as items in a list, to add emphasis.) or numbers to existing lines of text.

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1. Select the text that has bullets or numbers you want to change.
2. On the Formatting toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, press ALT and then SHIFT+F10.), click Bullets or Numbering . Or
3. On the Format menu, Click Bullet & Numbering.

                 

About borders, shading, and graphic fills

Page borders

You can add a border to any or all sides of each page in a document, to pages in a section (section: A portion of a document in which you set certain page formatting options. You create a new section when you want to change such properties as line numbering, number of columns, or headers and footers.), to the first page only, or to all pages except the first. You can add page borders in many line styles and colors, as well as a variety of graphical borders.

1.     On the Format Menu> Click Boarder & Shading

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Create newsletter-style columns

1. Switch to print layout view.
2. If your document is divided into sections, click in the section you want to change.
3. On the Format menu, click Columns.

4. Select the Line between check box.
5. On the Standard toolbar, click Columns.
6. Drag to select the number of columns

Set tab stops

Tab stops enable you to line up text to the left, right, center, or to a decimal character or bar character. You can also automatically insert specific characters, such as periods or dashes, before the tabs.

1. Select the paragraph in which you want to set a tab stop.
2. Do one of the following:

To set tabs

 

1.      Click the horizontal ruler where you want to set a tab stop.

Note:

To set precise measurements, click Tabs on the Format menu, enter the measurements you want under Tab stop position, and then click Set.

To set tabs with leader characters

2. On the Format menu, click Tabs.
3. Under Tab stop position, type the position for a new tab, or select an existing tab stop to which you want to add leader characters.

4. Under Alignment, select the alignment for text typed at the tab stop.
5. Under Leader, click the leader option you want, and then click Set.

 

Create a large dropped initial capital letter

1. Click the paragraph that you want to begin with a "drop cap," a large dropped initial capital letter.

The paragraph must contain text.

2. On the Format menu, click Drop Cap.

3. Click Dropped or In margin.
4. Select any other options you want.

Remove a large dropped initial capital letter

1. Click the paragraph that contains a "drop cap," a large dropped initial capital letter.
2. On the Format menu, click Drop Cap.
3. Click None.

Capitalize text

You can capitalize letters by changing their case, by applying small capital (small caps: A format that makes lowercase text appear as capital letters in a reduced font size. Small caps formatting does not affect numbers, punctuation, nonalphabetic characters, or uppercase letters.) or all capital formatting, or by creating a large letter at the beginning of a paragraph. Choose one of the following:

Format text as small capital letters or as all capital letters

Vary the case of text

1. Select the text you want to change.
2. On the Format menu, click Change Case.
3. Click the capitalization option you want.

           

1. Select the text you want to format.
2. On the Format menu, click Font, and then click the Font tab.
3. Select the Small caps or All caps check box.

Turn on or off automatic spelling and grammar checking

Some of the content in this topic may not be applicable to some languages.

1. On the Tools menu, click Options, and then click the Spelling & Grammar tab.
2. Do one or both of the following:

o    To turn on or off automatic spelling checking, select or clear the Check spelling as you type check box.

o    To turn on or off automatic grammar checking, select or clear the Check grammar as you type check box.

Create a table

Microsoft Word offers a number of ways to make a table (table: One or more rows of cells commonly used to display numbers and other items for quick reference and analysis. Items in a table are organized into rows and columns.). The best way depends on how you like to work, and on how simple or complex the table needs to be.

1. Click where you want to create a table.
2. Click Insert Table on the Standard toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, click Customize on the Tools menu, and then click the Toolbars tab.).
3. Drag to select the number of rows and columns you want.

You can also do any of the following:

Use the Insert Table command
Use this procedure to make choices about the table dimensions and format before the table is inserted into a document.

1.      Click where you want to create a table.

2.      On the Table menu, point to Insert, and then click Table.

3.      Under Table size, select the number of columns and rows.

Draw a more complex table
You can draw a complex table— for example, one that contains cells (cell: A box formed by the intersection of a row and column in a worksheet or a table, in which you enter information.) of different heights or a varying number of columns per row.

1. Click where you want to create the table.
2. On the Table menu, click Draw Table.

The Tables and Borders toolbar appears, and the pointer changes to a pencil.

3. To define the outer table boundaries, draw a rectangle. Then draw the column and row lines inside the rectangle.

   3.   To erase a line or block of lines, click Eraser   on the Tables and Borders toolbar, and then click the line you want to erase.

4.   When you finish creating the table, click a cell and start typing or insert a graphic.

Note  Hold down CTRL to automatically apply text wrapping while you draw the table. Create a table inside another table Create nested tables (nested table: A table inserted within a table cell. If you use a table to lay out a page, and you want to use another table to arrange the information, you can insert a nested table.) to design Web pages. Think of a Web page as one big table that holds other tables— placing text and graphics inside different table cells helps you to lay out the different parts of your page.

1. On the Table menu, click Draw Table.

The Tables and Borders toolbar appears, and the pointer changes to a pencil.

2. Position the pencil in the cell where you want the nested table (or a table inside another table).
3. Draw the new table. To define the table boundaries, draw a rectangle. Then draw the column and row lines inside the rectangle.
4. When you finish creating the nested table, click a cell, and start typing or insert a graphic.

Note  If you have an existing table, you can copy and paste it inside of another table.

Insert a tab in a table cell

• Press CTRL+TAB.

Add a cell, row, or column to a table

1. On the Table menu, point to Insert, and then click an option.

Note:

• To quickly add a row at the end of a table, click the last cell of the last row, and then press the TAB or ENTER key.
• To add a column to the right of the last column in a table, click in the last column. On the Table menu, point to Insert, and then click Columns to the Right.
• You can also use the Draw Table tool to draw the row or column where you want.

             

Delete a cell, row, or column from a table

1. Select the cells, rows, or columns you want to delete.

How?

Some parts of a table can only be seen if you display all formatting marks by clicking Show/Hide on the Standard toolbar.

2. On the Table menu, point to Delete, and then click either Columns, Rows, or Cells.
3. If you are deleting cells, click the option you want.

Merge cells into one cell in a table

You can combine two or more cells in the same row or column into a single cell. For example, you can merge several cells horizontally to create a table heading that spans several columns.

1.      Select the cells you want to merge.

2.      On the Table menu, click Merge Cells.

Note    When you merge several cells in a column to create a vertically oriented table heading that spans several rows, click Change Text Direction on the Tables and Borders toolbar to change the orientation of the heading text. If you change the direction of text and save the document as a Web page, the text will not appear changed when the page is viewed in the browser.

Split a cell into multiple cells in a table

1. Click in a cell, or select multiple cells that you want to split.
2. On the Table menu, click Split Cells .
3. Select the number of columns or rows you want to split the selected cells into.

Split a table

1. To split a table in two, click the row that you want to be the first row of the second table.
2. On the Table menu, click Split Table.

Convert text to a table or vice versa

Do one of the following:

Convert text to a table

When you convert text to a table, you separate text with a comma, tab, or other separator character to indicate where a new column should begin. Use a paragraph mark to begin a new row.

1. Indicate where you want to divide text into columns by inserting the separator characters you want.

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. Select the text you want to convert.
3. On the Table menu, point to Convert, and then click Text to Table.
4. Under Separate text at, click the option for the separator character you want.

Select any other options you want.

Convert a table to text

1. Select the rows or table (table: One or more rows of cells commonly used to display numbers and other items for quick reference and analysis. Items in a table are organized into rows and columns.) that you want to convert to paragraphs.
2. On the Table menu, point to Convert, and then click Table to Text.
3. Under Separate text with, click the option for the separator character (separator characters: Characters you choose to indicate where you want text to separate when you convert a table to text, or where you want new rows or columns to begin when you convert text to a table.) you want to use in place of the column boundaries.

Rows are separated with paragraph marks

About Click and Type

You can quickly insert text, graphics, tables, or other items in a blank area of a document by using Click and Type. Just double-click in a blank area, and Click and Type automatically applies the paragraph formatting necessary to position the item where you double-clicked.
For example, to create a title page, double-click in the middle of a blank page and type a centered title. Then, double-click the lower-right margin of the page and type a right-aligned author name.
To determine which formatting Click and Type will apply when you double-click, watch the Click and Type pointer. As you move the pointer into a specific formatting "zone," the pointer shape indicates which formatting will be applied:

Where to use Click and Type
Work with Click and Type in either print layout view or Web layout view to insert items in most blank areas of a document. For example, you can insert a graphic below the end of the document; there's no need to press ENTER to add blank lines. Or you can type text to the right of an existing paragraph without having to manually add a tab stop.
Click and Type isn't available in the following areas: multiple columns, bulleted and numbered lists, next to floating objects, to the left or right of pictures with top and bottom text wrapping, or to the left or right of indents.
How to see what type of formatting has been applied
If you want to determine which formatting Click and Type has applied to an existing item, you can use the Formatting toolbar to view the alignment settings. You can also use the horizontal ruler to view the indents and tab stops. To see the tab characters in the document, turn on the formatting marks.
When you insert an item below an existing paragraph, Click and Type formats the item with the default paragraph style specified on the Edit tab (Tools menu, Options command). If you want to apply a different style to new items, you can specify the default paragraph style.

Keyboard shortcuts for South Asian formatting

The feature or some of the options described in this Help topic are only available if support for the appropriate South Asian language is enabled through Microsoft Office Language Settings.

You can apply several formatting options by selecting a run and using the applicable toolbar button or by placing the insertion point or by selecting text in a run and using shortcut keys.

CTRL + SHIFT + B

Apply bold (current run only)

CTRL + SHIFT + I

Apply italic (current run only)

CTRL + B

Apply bold (all runs)

CTRL + I

Apply italic (all runs)

CTRL + ]

Apply larger font size (all runs in selected text)

CTRL + [

Apply smaller font size (all runs in selected text)

CTRL + SHIFT + >

Apply larger font size (current run only)

CTRL + SHIFT + <

Apply smaller font size (current run only)

Q. 1.           Prepare write the text

v  Click on start button.

v  Go to the program.

v  Click on Ms- Word.

v  The flowing screen appears.

 

v  Click on the file.

v  Chose the save.

v  Click on ok .

v  Chose the D drive.

v  Go to the tools and click security options.

v  Choose password to open and modify.

v  Then click name Pokhara.

v  Again the type enter password to open and .modify.

Q. 2. Prepare your curriculum vitae [bio-data\resume] including name date of birth, address, father’s name contact address, qualification etc.

Bio-data

Personal Details

Name                                                                     : BISHOW RAJ ADHIKARI

Date of Birth                                                        : 29/11/2050

Father's Name                                                    : Hari Prasad adhikari

Address

Permanent Address                                          : Dhikurpokhari-3,Nagdanda,Kaski

Temporary Address                                          : Dhikurpokhari-3,Nagdanda,Kaski Pokhara-8, Kaski

Nationality                                                            : Nepali

Marital Status                                                      : Single

Height                                                                    : 5'5"

Weight                                                                   : 53 KG

Languages                                                           : Nepali, English, Hindi

Contact                                                                 : +977-9805804441

Academic Qualification

§  S.L.C. Passed from HMG board of Nepal in Division ‘D’

§  Studying Management 1^st Year

Training

§  6 months Diploma Computer Course in Computer Application

Q. 3. Type some text or open a file

Copy

·         Select the some text

·         Go to the edit

·         Choose copy

Paste

·         Click on edit

·         Click on paste

Page no

·         Click on insert

·         Click on page number

Date and Time

·         Click on insert

·         Click on date and time

Header footer

·         Click on view

·         Click on header footer