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# EXCEL lessons for 6th grade

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MS-EXCEL 2007

Participant Guide

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4

 Spreadsheets Microsoft Office Button Ribbon Quick Access Toolbar Mini Toolbar 7 Create a Workbook Save a Workbook Open a Workbook Entering Data 11 Select Data Copy and Paste  Cut and Paste Undo and Redo Auto Fill 14 Insert Cells, Rows and Columns Delete Cells, Rows and Columns Find and Replace Go To Command Spell Check 16 Excel Formulas Calculate with Functions Function Library Relative, Absolute, & Mixed Functions Linking Worksheets 19 Basic Sorts Custom Sorts Filter 21 Adding a Picture Adding Clip Art Editing Pictures and Clip Art Adding Shapes Adding SmartArt 25

Create a Chart

 Modify a Chart Chart Tools Copy a Chart to Word 28 Convert Text to Columns Modify Fonts Format Cells Dialog Box Add Borders and Colors to Cells Change Column Width and Row Height                Hide or Unhide Rows and Columns Merge Cells Align Cell Contents 34 Format Worksheet Tabs Reposition Worksheets in a Workbook Insert and Delete Worksheets Copy and Paste Worksheets 37 Set Print Titles Create a Header and a Footer Set Page Margins Change Page Orientation Set Page Breaks Print a Range 41 Split a Worksheet Freeze and Unfreeze Rows & Columns Hide and Unhide Worksheets Functions 43 Text functions 44 Date and time functions 51 Math and trigonometry functions 54 Logical functions 65 Financial functions 68 Lookup and reference functions 70 Statistical functions 72 Some advance tools in excel 78 Data validation Subtotal Macro Exercise 84

# ?Getting Started

Getting started with Excel 2007 you will notice that there are many similar features to previous versions.  You will also notice that there are many new features that you’ll be able to utilize. There are three features that you should remember as you work within Excel 2007:  the Microsoft Office Button, the Quick Access Toolbar, and the Ribbon. The function of these features will be more fully explored below.

A spreadsheet is an electronic document that stores various types of data.  There are vertical columns and horizontal rows.  A cell is where the column and row intersect.  A cell can contain data and can be used in calculations of data within the spreadsheet.  An Excel spreadsheet can contain workbooks and worksheets.  The workbook is the holder for related worksheets.

## Microsoft Office Button

The Microsoft Office Button performs many of the functions that were located in the File menu of older versions of Excel.  This button allows you to create a new workbook, Open an existing workbook, save and save as, print, send, or close.

## Ribbon

The ribbon is the panel at the top portion of the document   It has seven tabs:  Home, Insert, Page Layouts, Formulas, Data, Review, and View.  Each tab is divided into groups.  The groups are logical collections of features designed to perform function that you will utilize in developing or editing your Excel spreadsheets.

Commonly utilized features are displayed on the Ribbon.  To view additional features within each group, click the arrow at the bottom right corner of each group.

 Home : Clipboard, Fonts, Alignment, Number, Styles, Cells, Editing Insert : Tables, Illustrations, Charts, Links, Text Page Layouts : Themes, Page Setup, Scale to Fit, Sheet Options, Arrange Formulas : Function Library, Defined Names, Formula Auditing, Calculation Data : Get External Data, Connections, Sort & Filter, Data Tools, Outline Review : Proofing, Comments, Changes View : Workbook Views, Show/Hide, Zoom, Window, Macros

The quick access toolbar is a customizable toolbar that contains commands that you may want to use.  You can place the quick access toolbar above or below the ribbon.  To change the location of the quick access toolbar, click on the arrow at the end of the toolbar and click Show Below the Ribbon.

## Mini Toolbar

A new feature in Office 2007 is the Mini Toolbar.  This is a floating toolbar that is displayed when you select text or right-click text.  It displays common formatting tools, such as Bold, Italics, Fonts, Font Size and Font Color.

# WORKING WITH WORKBOOK

## Create a Workbook

To create a new Workbook:

§  Click the Microsoft Office Toolbar

§  Click New

§  Choose Blank Document

If you want to create a new document from a template, explore the templates and choose one that fits your needs.

## Save a Workbook

When you save a workbook, you have two choices: Save or Save As. To save a document:

§  Click the Microsoft Office Button

§  Click Save

You may need to use the Save As feature when you need to save a workbook under a different name or to save it for earlier versions of Excel.  Remember that older versions of Excel will not be able to open an Excel 2007 worksheet unless you save it as an Excel 97-2003 Format. To use the Save As feature:

§  Click the Microsoft Office Button

§  Click Save As

§  Type in the name for the Workbook

§  In the Save as Type box, choose Excel 97-2003 Workbook

## Open a Workbook

To open an existing workbook:

§  Click the Microsoft Office Button

§  Click Open

§  Browse to the workbook

§  Click the title of the workbook

§  Click Open

## Entering Data

There are different ways to enter data in Excel:  in an active cell or in the formula bar. To enter data in an active cell:

§  Click in the cell where you want the data

§  Begin typing

To enter data into the formula bar

§  Click the cell where you would like the data

§  Place the cursor in the Formula Bar

§  Type in the data

# ?            MANIPULATING DATA

Excel allows you to move, copy, and paste cells and cell content through cutting and pasting and copying and pasting.

## Select Data

To select a cell or data to be copied or cut:

§  Click the cell

§  Click and drag the cursor to select many cells in a range

## Select a Row or Column

To select a row or column click on the row or column header

## Copy and Paste

To copy and paste data:

§  Select the cell(s) that you wish to copy

§  On the Clipboard group of the Home tab, click Copy

§  Select the cell(s) where you would like to copy the data

§  On the Clipboard group of the Home tab, click Paste

## Cut and Paste

To cut and paste data:

§  Select the cell(s) that you wish to copy

§  On the Clipboard group of the Home tab, click Cut

§  Select the cell(s) where you would like to copy the data

§  On the Clipboard group of the Home tab, click Paste

## Undo and Redo

To undo or redo your most recent actions:

§  Click Undo or Redo

## Auto Fill

The Auto Fill feature fills  cell data or series of data in a worksheet into a selected range of cells. If you want the same data copied into the other cells, you only need to complete one cell.  If you want to have a series of data (for example, days of the week) fill in the first two cells in the series and then use the auto fill feature. To use the Auto Fill feature:

§  Click the Fill Handle

§  Drag the Fill Handle to complete the cells

#           MODIFYING A WORKSHEET

## Insert Cells, Rows, and Columns

To insert cells, rows, and columns in Excel:

§  Place the cursor in the row below where you want the new row, or in the column to the left of where you want the new column

§  Click the Insert button on the Cells group of the Home tab

§  Click the appropriate choice: Cell, Row,  or Column

Delete Cells, Rows and Columns To delete cells, rows, and columns:

§  Place the cursor in the cell, row, or column that you want to delete

§  Click the Delete button on the Cells group of the Home tab

§  Click the appropriate choice:  Cell, Row, or Column

## Find and Replace

To find data or find and replace data:

§  Click the Find & Select button on the Editing group of the Home tab

§  Choose Find or Replace

§  Complete the Find What text box

§  Click on Options for more search options

## Go To Command

The Go To command takes you to a specific cell either by cell reference (the Column Letter and the Row Number) or cell name.

§  Click the Find & Select button on the Editing group of the Home tab

§  Click Go To

## Spell Check

To check the spelling:

§    On the Review tab click the Spelling button

#          PERFORMING CALCULATIONS

A formula is a set of mathematical instructions that can be used in Excel to perform calculations.  Formals are started in the formula box with an = sign.

There are many elements to and excel formula.

References : The cell or range of cells that you want to use in your calculation

Operators     : Symbols (+, -, *, /, etc.) that specify the calculation to be performed

Constants     : Numbers or text values that do not change

Functions      :  Predefined formulas in Excel

To create a basic formula in Excel:

§  Select the cell for the formula

§  Type = (the equal sign) and the formula

§  Click Enter

## Calculate with Functions

A function is a built in formula in Excel.  A function has a name and arguments (the mathematical function) in parentheses. Common functions in Excel:

Sum: Adds all cells in the argument

Average: Calculates the average of the cells in the argument

Min: Finds the minimum value

Max: Finds the maximum value

Count:  Finds the number of cells that contain a numerical value within a range of the argument

To calculate a function:

§  Click the cell where you want the function applied

§  Click the Insert Function button

§  Choose the function

§  Click OK

§  Complete the Number 1 box with the first cell in the range that you want calculated

§  Complete the Number 2 box with the last cell in the range that you want calculated

## Function Library

The function library is a large group of functions on the Formula Tab of the Ribbon.  These functions include:

 AutoSum : Easily calculates the sum of a range Recently Used : All recently used functions Financial : Accrued interest, cash flow return rates and additional financial functions Logical : And, If, True, False, etc. Text : Text based functions Date & Time : Functions calculated on date and time Math & Trig : Mathematical Functions

## Relative, Absolute and Mixed References

Calling cells by just their column and row labels (such as "A1") is called relative referencing. When a formula contains relative referencing and it is copied from one cell to another, Excel does not create an exact copy of the formula. It will change cell addresses relative to the row and column they are moved to. For example, if a simple addition formula in cell C1 "=(A1+B1)" is copied to cell C2, the formula would change to "=(A2+B2)" to reflect the new row. To prevent this change, cells must be called by absolute referencing and this is accomplished by placing dollar signs "\$" within the cell addresses in the formula. Continuing the previous example, the formula in cell C1 would read "=(\$A\$1+\$B\$1)" if the value of cell C2 should be the sum of cells A1 and B1. Both the column and row of both cells are absolute and will not change when copied. Mixed referencing can also be used where only the row OR column fixed. For example, in the formula "=(A\$1+\$B2)", the row of cell A1 is fixed and the column of cell B2 is fixed.

You may want to use the value from a cell in another worksheet within the same workbook in a formula. For example, the value of cell A1 in the current worksheet and cell A2 in the second worksheet can be added using the format "sheetname!celladdress". The formula for this example would be "=A1+Sheet2!A2" where the value of cell A1 in the current worksheet is added to the value of cell A2 in the worksheet named "Sheet2".

# ?SORT AND FILTER

Sorting and Filtering allow you to manipulate data in a worksheet based on given set of criteria.

## Basic Sorts

To execute a basic descending or ascending sort based on one column:

§  Highlight the cells that will be sorted

§  Click the Sort & Filter button on the Home tab

§  Click the Sort Ascending (A-Z) button or Sort Descending (Z-A) button

## Custom Sorts

To sort on the basis of more than one column:

§  Click the Sort & Filter button on the Home tab

§  Choose which column you want to sort by first

§  Choose the next column you want to sort

§  Click OK

## Filtering

Filtering allows you to display only data that meets certain criteria. To filter:

§  Click the column or columns that contain the data you wish to filter

§  On the Home tab, click on Sort & Filter

§  Click Filter button

§  Click the Arrow at the bottom of the first cell

§  Click the Text Filter

§  Click the Words you wish to Filter

§  To clear the filter click the Sort & Filter button

§  Click Clear

# ?GRAPHICS

§  Click the Insert tab

§  Click the Picture button

§  Browse to the picture from your files

§  Click the name of the picture

§  Click Insert

§  To move the graphic, click it and drag it to where you want it

§  Click the Insert tab

§  Click the Clip Art button

§  Search for the clip art using the search Clip Art dialog box

§  Click the clip art

§  To move the graphic, click it and drag it to where you want it

## Editing Pictures and Clip Art

When you add a graphic to the worksheet, an additional tab appears on the Ribbon.  The Format tab allows you to format the pictures and graphics.  This tab has four groups:

Adjust: Controls the picture brightness, contrast, and colors

Picture Style: Allows you to place a frame or border around the picture and add effects

Arrange: Controls the alignment and rotation of the picture

Size: Cropping and size of graphic

§  Click the Insert tab

§  Click the Shapes button

§  Click the shape you choose

§  Click the Worksheet

§  Drag the cursor to expand the Shape

To format the shapes:

§  Click the Shape

§  Click the Format tab

SmartArt is a feature in Office 2007 that allows you to choose from a variety of graphics, including flow charts, lists, cycles, and processes.  To add SmartArt:

§  Click the Insert tab

§  Click the SmartArt button

§  Click the SmartArt you choose

§  Select the Smart Art

§  Drag it to the desired location in the worksheet

To format the SmartArt:

§  Select the SmartArt

§  Click either the Design or the Format tab

§  Click the SmartArt to add text and pictures.

# ?CHARTS

Charts allow you to present information contained in the worksheet in a graphic format. Excel offers many types of charts including: Column, Line, Pie, Bar, Area, Scatter and more.  To view the charts available click the Insert Tab on the Ribbon.

## Create a Chart

To create a chart:

§  Select the cells that contain the data you want to use in the chart

§  Click the Insert tab on the Ribbon

§  Click the type of Chart you want to create

## Modify a Chart

Once you have created a chart you can do several things to modify the chart.

To move the chart:

§  Click the Chart and Drag it another location on the same worksheet, or

§  Click the Move Chart button on the Design tab

§  Choose the desired location (either a new sheet or a current sheet in the workbook)

To change the data included in the chart:

§  Click the Chart

§  Click the Select Data button on the Design tab

To reverse which data are displayed in the rows and columns:

§  Click the Chart

§  Click the Switch Row/Column button on the Design tab

To modify the labels and titles:

§  Click the Chart

§  On the Layout tab, click the Chart Title or the Data Labels button

§  Change the Title and click Enter

## Chart Tools

The Chart Tools appear on the Ribbon when you click on the chart.  The tools are located on three tabs:  Design, Layout, and Format.

Within the Design tab you can control the chart type, layout, styles, and location.

Within the Layout tab you can control inserting pictures, shapes and text boxes, labels, axes, background, and analysis.

Within the Format tab you can modify shape styles, word styles and size of the chart.

## Copy a Chart to Word

§  Select the chart

§  Click Copy on the Home tab

§  Go to the Word document where you want the chart located

§  Click Paste on the Home tab

# ?FORMATTING A WORKSHEET

## Convert Text to Columns

Sometimes you will want to split data in one cell into two or more cells.  You can do this easily by utilizing the Convert Text to Columns Wizard.

§  Highlight the column in which you wish to split the data

§  Click the Text to Columns button on the Data tab

§  Click Delimited if you have a comma or tab separating the data, or click fixed widths to set the data separation at a specific size.

## Modify Fonts

Modifying fonts in Excel will allow you to emphasize titles and headings. To modify a font:

§  Select the cell or cells that you would like the font applied

§  On the Font group on the Home tab, choose the font type, size, bold, italics, underline, or color

## Format Cells Dialog Box

In Excel, you can also apply specific formatting to a cell. To apply formatting to a cell or group of cells:

§  Select the cell or cells that will have the formatting

§  Click the Dialog Box arrow on the Alignment group of the Home tab

There are several tabs on this dialog box that allow you to modify properties of the cell or cells.

Number         :  Allows for the display of different number types and decimal places

Alignment     : Allows for the horizontal and vertical alignment of text, wrap text, shrink text, merge cells and the direction of the text.

Font               :  Allows for control of font, font style, size, color, and additional features

Border            :  Border styles and colors

Fill: Cell fill colors and styles

## Add Borders and Colors to Cells

Borders and colors can be added to cells manually or through the use of styles.  To add borders manually:

§  Click the Borders drop down menu on the Font group of the Home tab

§  Choose the appropriate border

To apply colors manually:

§  Click the Fill drop down menu on the Font group of the Home tab §     Choose the appropriate color

To apply borders and colors using styles:

§  Click Cell Styles on the Home tab

§  Choose a style or click New Cell Style

## Change Column Width and Row Height

To change the width of a column or the height of a row:

§  Click the Format button on the Cells group of the Home tab

§  Manually adjust the height and width by clicking Row Height or Column Width

§  To use AutoFit click AutoFit Row Height or AutoFit Column Width

Hide or Unhide Rows or Columns To hide or unhide rows or columns:

§  Select the row or column you wish to hide or unhide

§  Click the Format button on the Cells group of the Home tab

§  Click Hide & Unhide

## Merge Cells

To merge cells select the cells you want to merge and click the Merge & Center button on the Alignment group of the Home tab.  The four choices for merging cells are:

Merge & Center: Combines the cells and centers the contents in the new, larger cell

Merge Across: Combines the cells across columns without centering data

Merge Cells: Combines the cells in a range without centering Unmerge Cells: Splits the cell that has been merged

## Align Cell Contents

To align cell contents, click the cell or cells you want to align and click on the options within the Alignment group on the Home tab.  There are several options for alignment of cell contents:

 Top Align : Aligns text to the top of the cell Middle Align : Aligns text between the top and bottom of the cell Bottom Align : Aligns text to the bottom of the cell Align Text Left : Aligns text to the left of the cell Center : Centers the text from left to right in the cell Align Text Right : Aligns text to the right of the cell Decrease Indent :  Decreases the indent between the left border and the text Increase Indent : Increase the indent between the left border and the text Orientation : Rotate the text diagonally or vertically

# ?DEVELOPING A WORKBOOK

## Format Worksheet Tab

You can rename a worksheet or change the color of the tabs to meet your needs. To rename a worksheet:

§  Open the sheet to be renamed

§  Click the Format button on the Home tab

§  Click Rename sheet

§  Type in a new name

§  Press Enter

To change the color of a worksheet tab:

§  Open the sheet to be renamed

§  Click the Format button on the Home tab

§  Click Tab Color

§  Click the color

Reposition Worksheets in a Workbook To move worksheets in a workbook:

§  Open the workbook that contains the sheets you want to rearrange

§  Click and hold the worksheet tab that will be moved until an arrow appears in the left corner of the sheet

§  Drag the worksheet to the desired location

## Insert and Delete Worksheets

To insert a worksheet

§  Open the workbook

§  Click the Insert button on the Cells group of the Home tab

§  Click Insert Sheet

To delete a worksheet

§  Open the workbook

§  Click the Delete button on the Cells group of the Home tab

§  Click Delete Sheet

Copy and Paste Worksheets: To copy and paste a worksheet:

§  Click the tab of the worksheet to be copied

§  Right click and choose Move or Copy

§  Choose the desired position of the sheet

§  Click the check box next to Create a Copy

§  Click OK

## 11                                                                                           PAGE PROPERTIES AND PRINTING

### Set Print Titles

The print titles  allows you to repeat the column and row headings at the beginning of each new page to make reading a multiple page sheet easier to read when printed.  To Print Titles:

§  Click the Page Layout tab on the Ribbon

§  Click the Print Titles button

§  In the Print Titles section, click the box to select the rows/columns to be repeated §   Select the row or column

§  Click the Select Row/Column Button

§  Click OK

### Create a Header or Footer

To create a header or footer:

§  Click the Header & Footer button on the Insert tab

§  This will display the Header & Footer Design Tools Tab

§  To switch between the Header and Footer, click the Go to Header or Go to Footer button

§  To insert text, enter the text in the header or footer

§  To enter preprogrammed data such as page numbers, date, time, file name or sheet name, click the appropriate button

§  To change the location of data, click the desired cell

### Set Page Margins

To set the page margins:

1.    Click the Margins button on the Page Layout tab

2.    Select one of the give choices, or

§  Click Custom Margins

§  Complete the boxes to set margins

§  Click Ok

### Change Page Orientation

To change the page orientation from portrait to landscape:

§  Click the Orientation button on the Page Layout tab

§  Choose Portrait or Landscape

### Set Page Breaks

You can manually set up page breaks in a worksheet for ease of reading when the sheet is printed.  To set a page break:

§  Click the Breaks button on the Page Layout tab

§  Click Insert Page Break

### Print a Range

There may be times when you only want to print a portion of a worksheet.  This is easily done through the Print Range . To print a range:

§  Select the area to be printed

§  Click the Print Area button on the Page Layout tab

§  Click Select Print Area

### Split a Worksheet

You can split a worksheet into multiple resizable panes for easier viewing of parts of a worksheet. To split a worksheet:

§  Select any cell in center of the worksheet you want to split

§  Click the Split button on the View tab

§  Notice the split in the screen, you can manipulate each part separately

### Freeze Rows and Columns

You can select a particular portion of a worksheet to stay static while you work on other parts of the sheet.  This is accomplished through the Freeze Rows and Columns .  To Freeze a row or column:

§  Click the Freeze Panes button on the View tab

§  Either select a section to be frozen or click the defaults of top row or left column

§  To unfreeze, click the Freeze Panes button

§  Click Unfreeze

### Hide Worksheets

To hide a worksheet:

§  Select the tab of the sheet you wish to hide

§  Right-click on the tab

§  Click Hide

To unhide a worksheet:

§  Right-click on any worksheet tab

§  Click Unhide

§  Choose the worksheet to unhide

Worksheet functions are categorized by their functionality. In Excel there are various categories of functions. These are:

1.    Text functions

2.    Date and time functions

3.    Math and trigonometry functions

4.    Logical functions

5.    Financial functions

6.    Lookup and reference functions

7.    Statistical functions

Text functions

 Function Description CHAR Returns the character specified by the code number CODE Returns a numeric code for the first character in a text string CONCATENATE Joins several text items into one text item LEFT Returns the leftmost characters from a text value LEN Returns the number of characters in a text string LOWER Converts text to lowercase MID Returns a specific number of characters from a text string starting at the position you specify PROPER Capitalizes the first letter in each word of a text value RIGHT Returns the rightmost characters from a text value TEXT Formats a number and converts it to text TRIM Removes spaces from text UPPER Converts text to uppercase

Date and time functions

 Function Description DATE Returns the serial number of a particular date DAY Converts a serial number to a day of the month DAYS360 Calculates the number of days between two dates based on a 360-day year HOUR Converts a serial number to an hour MINUTE Converts a serial number to a minute MONTH Converts a serial number to a month NOW Returns the serial number of the current date and time SECOND Converts a serial number to a second TIME Returns the serial number of a particular time TODAY Returns the serial number of today's date YEAR Converts a serial number to a year

Math and trigonometry functions

 Functions Description ABS Returns the absolute value of a number CEILING Rounds a number to the nearest integer or to the nearest multiple of significance FACT Returns the factorial of a number FLOOR Rounds a number down, toward zero GCD Returns the greatest common divisor INT Rounds a number down to the nearest integer LCM Returns the least common multiple MOD Returns the remainder from division PI Returns the value of pi POWER Returns the result of a number raised to a power PRODUCT Multiplies its arguments ROMAN Converts an arabic numeral to roman, as text ROUND Rounds a number to a specified number of digits ROUNDDOWN Rounds a number down, toward zero ROUNDUP Rounds a number up, away from zero SQRT Returns a positive square root SUM Adds its arguments SUMIF Adds the cells specified by a given criteria SUMIFS Adds the cells in a range that meet multiple criteria

Logical functions

 Function Description AND Returns TRUE if all of its arguments are TRUE OR Returns TRUE if any argument is TRUE NOT Reverses the logic of its argument IF Specifies a logical test to perform IFERROR Returns a value you specify if a formula evaluates to an error; otherwise, returns the result of the formula

Financial functions

 Function Description FV function Returns the future value of an investment PMT function Returns the periodic payment for an annuity PPMT function Returns the payment on the principal for an investment for a given period

Lookup and reference functions

 Function Description HLOOKUP Looks in the top row of an array and returns the value of the indicated cell LOOKUP Looks up values in a vector or array VLOOKUP Looks in the first column of an array and moves across the row to return the value of a cell

Statistical functions

 Function Description AVERAGE Returns the average of its arguments AVERAGEIF Returns the average (arithmetic mean) of all the cells in a range that meet a given criteria AVERAGEIFS Returns the average (arithmetic mean) of all cells that meet multiple criteria COUNT Counts how many numbers are in the list of arguments COUNTIF Counts the number of cells within a range that meet the given criteria COUNTIFS Counts the number of cells within a range that meet multiple criteria MAX Returns the maximum value in a list of arguments MEDIAN Returns the median of the given numbers MIN Returns the minimum value in a list of arguments MODE Returns a vertical array of the most frequently occurring, or repetitive values in an array or range of data STDEV The standard deviation is a measure of how widely values are dispersed from the average value (the mean).

### (1) CHAR function

Description: Returns the character specified by the code number.

Syntax:         =CHAR(ASCII Code)

Example:                                                      Result:

### (2) CODE function

Description: Returns a numeric code for the first character in a text string.

Syntax:         =CODE(ASCII Character)

Example:                                                                                            Result:

### (3) CONCATENATE function

Description:        Joins several text items into one text item.

Syntax:         =CONCATENATE(Text1,Text2,……)

Example:

Result:

### (4) LEFT function

Description:        Returns the leftmost characters from a text value.

Syntax:                 =LEFT(text, num_chars)

Example:                                                                                                                            Result:

### (5) LEN function

Description: Returns the number of characters in a text string.

Syntax:         =LEN(Text)

Example:                                                                Result:

### (6) LOWER function

Description:        Converts text to lowercase.

Syntax:         =LOWER(text)

Example:                                                                         Result:

### (7) MID function

Description:        Returns a specific number of characters from a text string starting at the position you specify.

Syntax:         =MID(Text, Statr_num, Num_chars)

Example:                                                                             Result:

### (8) PROPER function

Description:        Capitalizes the first letter in each word of a text value.

Syntax:         =PROPER(Text)

Example:                                                         Result:

### (9) RIGHT function

Description:        Returns the rightmost characters from a text value.

Syntax:         =RIGHT(text, num_chars) Example:

Result:

### (10) TEXT function

Description:        Formats a number and converts it to text.

Syntax:         =TEXT(Value,Format_text) Example:

Result:

### (11) TRIM function

Description:        Removes leading and trailing spaces from text.

Syntax:         =TRIM(text) Example:

Result:

### (12) UPPER function

Description:        Converts text to uppercase.

Syntax:         =UPPER(text)

Example:                                                            Result:

### (1) DATE function

Description:        Returns the serial number of a particular date.

Syntax:         =DATE(year,month,day) Example:

Result:

### (2) DAY function

Description:        Converts a serial number to a day of the month.

Syntax:         =DAY(date_srno)

Example:                                                     Result:

### (3) DAYS360 function

Description:        Calculates the number of days between two dates based on a 360-day year.

Syntax:         =DAYS360(start_date ,end_date) Example:

Result:

### (4) HOUR function

Description:        Converts a serial number to an hour.

Syntax:         =HOUR(serial_no)

Example:                                                      Result:

### (5) MINUTE function

Description:        Converts a serial number to a minute.

Syntax:         =MINUTE(serial_no)

Example:                                                                                            Result:

### (6) MONTH function

Description:        Converts a serial number to a month.

Syntax:         =MONTH(serial_no)

Example:                                                      Result:

### (7) NOW function

Description:        Returns the serial number of the current date and time.

Syntax:         =NOW()

Example:                                                      Result:

### (8) SECOND function

Description:        Converts a serial number to a second.

Syntax:         =SECOND(serial_no)

Example:                                                      Result:

### (9) TIME function

Description:        Returns the serial number of a particular time.

Syntax:         =TIME(hour, minute, second) Example:

Result:

#### (10) TODAY function

Description: Returns the serial number of today's date.

Syntax:         =TODAY()

Example:                                                      Result:

#### (11) YEAR function

Description: Converts a serial number to a year.

Syntax:         =YEAR(serial_no)

Example:                                                      Result:

### (1) ABS function

Description:        Returns the absolute value of a number.

Syntax:         =ABS(number)

Example:

Result:

### (2) CEILING function

Description:        Rounds a number to the nearest integer or to the nearest multiple of significance.

Syntax:         =CEILING(number, significance) Example:

Result:

### (3) FACT function

Description:        Returns the factorial of a number.

Syntax:         =FACT(number)

Example:                                                                Result:

### (4) FLOOR function

Description:        Rounds a number down, toward zero.

Syntax:         =FLOOR(number, significance) Example:

Result:

### (5) GCD function

Description:        Returns the greatest common divisor.

Syntax:         =GCD(number1, number2, ………..) Example:

Result:

### (6) INT function

Description:        Rounds a number down to the nearest integer.

Syntax:         =INT(number)

Example:

Result:

### (7) LCM function

Description:        Returns the least common multiple.

Syntax:         =LCM(number1, number2, …………) Example:

Result:

### (8) MOD function

Description:        Returns the remainder from division.

Syntax:         =MOD(number, divisor) Example:

Result:

### (9) PI function

Description:        Returns the value of pi.

Syntax:         =PI() Example:

Result:

#### (10) POWER function

Description: Returns the result of a number raised to a power.

Syntax:         =POWER(number, power) Example:

Result:

### (11) PRODUCT function

Description:        Multiplies its arguments.

Syntax:         =PRODUCT(number1, number2, …………..) Example:

Result:

### (12) ROMAN function

Description:        Converts an arabic numeral to roman, as text.

Syntax:         =ROMAN(number)

Example:                                                                     Result:

### (13) ROUND function

Description:        Rounds a number to a specified number of digits.

Syntax:         =ROUND(number, num_digits) Example:

Result:

### (14) ROUNDDOWN function

Description:        Rounds a number down, toward zero

Syntax:         =ROUNDDOWN(number, num_digits) Example:

Result:

### (15) ROUNDUP function

Description:        Rounds a number up, away from zero.

Syntax:         =ROUNDUP(number, num_digits) Example:

Result:

### (16) SQRT function

Description:        Returns a positive square root.

Syntax:         =SQRT(number)

Example:                                                                   Results:

### (17) SUM function

Syntax:         =SUM(number1, number2, ………….)  OR SUM(range) Example:

Result:

### (18) SUMIF function

Description:        Adds the cells specified by a given criteria.

Syntax:         =SUMIF(range, criteria, [sumrange]) Example:

Result:

#### (19) SUMIFS function

Description: Adds the cells in a range that meet multiple criteria.

Syntax:         =SUMIFS(sum_range, criteria_range1, criteria1, criteria_range2, criteria2,……) Example:

Result:

#### (1) AND function

Description: Returns TRUE if all of its arguments are TRUE. Syntax:         =AND(logical1, logical2, ………) Example:

Result:

#### (2) OR function

Description: Returns TRUE if any argument is TRUE. Syntax: =OR(logical1, logical2,…………..) Example:

Result:

#### (3) NOT function

Description: Reverses the logic of its argument.

Syntax:         =NOT(logical) Example:

Result:

#### (4) IF function

Description: Specifies a logical test to perform.

Syntax:         =IF(logical_test, value_if_true, value_if_false) Example:

Result:

#### (5) IFERROR function

Description: Returns a value you specify if a formula evaluates to an error; otherwise, returns the result of the formula.

Syntax:         =IFERROR(value, value_if_error) Example:

Result:

#### (1) FV function

Description: Returns the future value of an investment.

 Syntax: Where, =FV (rate, nper,-pmt, [pv], [type]) rate: Required. The interest rate per period. nper: Required. The total number of payment periods in an annuity. pmt: Required. The payment made each period, pv: Optional. The present value or the lump-sum amount that a series of future

payments is worth right now. If pv is omitted, it is assumed to be 0 (zero), and you must include the pmt argument.

Type:             Optional. The number 0 or 1 and indicates when payments are due. If type is

omitted, it is assumed to be 0. Example:

Result:

#### (2) PMT function

Description: Returns the periodic payment for an annuity. Syntax: =PMT (rate, nper,-pmt, [pv], [type]) Example:

Result:

#### (1) HLOOKUP function

Description: Looks in the top row of an array and returns the value of the indicated cell. Syntax: =HLOOKUP(lookup_value, table_array, row_index_num, [range_lookup]) Example:

Result:

#### (2) LOOKUP function

Description: Looks up values in a vector or array.

Syntax:         =LOOKUP(lookup_value, lookup_vector, [result_vector]) Example:

Result:

#### (3) VLOOKUP function

Description: Looks in the first column of an array and moves across the row to return the value of a cell.

Syntax:         =VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup]) Example:

Result:

#### (1) AVERAGE function

Description: Returns the average of its arguments. Syntax: =AVERAGE(number1, number2, …………………….) Example:

Result:

#### (2) AVERAGEIF function

Description: Returns the average (arithmetic mean) of all the cells in a range that meet a given criteria.

Syntax:         =AVERAGEIF (range, criteria, average_range) Example:

Result:

#### (3) AVERAGEIFS function

Description: Returns the average (arithmetic mean) of all cells that meet multiple criteria.

Syntax:         =AVERAGEIFS(average_range,      criteria_range1,       criteria1, criteria_range2, criteria2, ………..) Example:

Result:

#### (4) COUNT function

Description: Counts how many numbers are in the list of arguments.

Syntax:         =COUNT(value1, value2, …………………) Example:

Result:

#### (5) COUNTIF function

Description: Counts the number of cells within a range that meet the given criteria.

Syntax:         =COUNTIF(range, criteria) Example:

Result:

#### (6) COUNTIFS function

Description: Counts the number of cells within a range that meet multiple criteria. Syntax:         =COUNTIFS(range1, criteria1, range2, criteria2, ………………) Example:

Result:

#### (7) MAX function

Description: Returns the maximum value in a list of arguments.

Syntax:         =MAX (value1, value2, ……..)

Example:                                                                   Result:

#### (8) MEDIAN function

Description: Returns the median of the given numbers.

Syntax:         =MEDIAN (number1, number2, ………………)

Example:                                                      Result:

#### (9) MIN function

Description: Returns the minimum value in a list of arguments.

Syntax:         =MIN (value1, value2, ……………..)

Example:                                                                         Result:

#### (10) MODE function

Description: Returns a vertical array of the most frequently occurring, or repetitive values in an array or range of data.

Syntax:         =MODE (number1, number2)

Example:                                                      Result:

#### (11) STDEV function

Description: The standard deviation is a measure of how widely values are dispersed from the average value (the mean).

Syntax:         =STDEV (number1, number2, …………………)

Example:                                                      Result:

#### DATA VALIDATION

If you want to restrict data entry on a worksheet, you can setup data validation by doing the following.

1.    Select A1 cell to validate.

2.    On the Data tab, in the Data Tools group, click Data Validation.

3.    The Data Validation dialog box is displayed.

4.    Click on Settingtab. Select Whole Number from Allow dropdown. Select Between from Data dropdown. Enter 100 on Minimum textbox and enter 200 on maximum textbox.

5.    Click on Input Message tab.

6.    Type ‘Enter a number’ on Input Message textbox.

7.    Click on Error Alert tab.

8.    Type ‘Number not valid’ on Error message textbox.

9.    Click on OK button.

10. Select validated cell and enter a number less than 100.

11. You will receive a validate message.

#### SUBTOTAL

1.    Create a worksheet and enter data as following.

2.    For date wise totaling, sort Date column in ascending order.

3.    Click on Data tab. Go to Outline group and select Subtotal.

4.    The Subtotal dialog box is displayed.

5.    Select Date from At each change in drop down. Select Sum from  Select Sum from Use function drop down. Click on Diesel, Petrol, Lube checkbox from Add subtotal to checkbox list.

6.    Click on OK button.

7.    You will see your result as follows:

8.    In left hand side there are 3 outline symbols 1,2,3,+ and -.

9.    When you click on 1, your output as follows.

10. When you click on 2, your output as follows.

11. When you click on +, your output as follows.

12. When you click on 3, your output as follows.

#### MACRO

To automate repetitive tasks, you can quickly record a macro in Microsoft Office Excel.

1.    To record a new macro, go to View tab à Macro à Record Macro.

2.    Click on Record Macro. A dialog box is displayed.

3.    Enter Macro1 in Macro name textbox. Enter g in shortcut key textbox, which is associated with Ctrl key.

4.    Click on OK button.

5.    Make a worksheet (Sheet1) with appropriated formulas as follows.

6.    Save workbook and click on Sheet2. Press Ctrl+g, you will see your macro is run and result as follows.

# EXERCISE

MS EXCEL 2000 – I

## EXERCISES

§  Start MS-Excel and try to select the following (using mouse):

A Cell                                                    A Range (A1:B6)                                A Row (No. 5)

A Column  (D)                                     A Complete Sheet                             Multiple Rows (No. 3,4,5)

Multiple Columns (C, D, E)             MultipleRanges (A5:C10 & D10:F14)

§  Try the following keys:

ç                           è                           ê           é                   CTRL + ê                    CTRL + è

§  Enter the following data in respective cells:

 A B C D E F G H I 1 NAME DEPT BASIC DA TA HRA GROSS DED NET 2 V K SHARMA O&M 12600 3 G K MISHRA O&M 18000 4 C K SINGH CHEM 10250 5 M JOHN CHEM 21000 6 D N KAK O&M 25300 7 M K DIXIT CHP 15400 8 TOTAL 9 AVERAGE

§  Save the workbook by the name SALARY § Close the workbook and reopen the workbook § Select the range A1 to I1, do the following:

Boldface               Change font size to 12                    Change font color             Centre Align it

§  Enter the formula in :

 CELLS FORMULA COPY IT IN RANGE D2 = C2*80% D3 to D7 E2 =C2 *30% E3 to E7 F2 =(D2+E2)*8.33% F3 to F7 G2 =SUM (C2:F2) G3 to G7 H2 =C2*2% H3 to H7 I2 =G2-H2 I3 to I7 C8 =SUM(C2:C7) D8 to I8 C9 =AVERAGE(C2:C7) D9 to I9

§  Save the workbook (using tool button)

§  Re-size the column width as required (using double clicking)

§  Select the range H2 to H9 , Set the no. of decimal places to 2 Format other column accordingly

§  Select the range I2 to I9, apply Comma (,) format with 2 decimals

§  Select the range C2 to I9, apply Currency format

§  Select row nos. 8 &  9 , delete it

§  Select column A, and insert a new column.

§  Place the cell pointer on cell A1, type EMP NO as heading and type values for all the employees § Insert three rows at the top i.e. at 1, 2, 3 row positions.

§  Enter an appropriate title for the table at the top of the table on the first row  § Select range A1 to J1, click Merge and Centre tool button § Save the file.

§  Select range A4 to B10 and copy it in Sheet2 , starting from A1 cell

§  In Sheet1, select range G4 to I10 and copy it in Sheet2, starting from cell C1 (use Paste  option) § Now try using Paste Special option instead of Paste option.

§  Select range A1 to B7 and transpose it in Sheet2, starting from cell A10.

§  Select Sheet1, insert a column before EmpNo. Type SrNo as its heading. Generate Serial Nos. starting from 1.

§  Try generating alternate serial nos. starting from 101.

§  Select Sheet3, try to generate weekdays starting from Sunday in cell A1

§  Try to generate Months

§  Similarly, in a blank area type Jan-10 and drag from Fill Handle to generate it till Dec-10 § Now try to generate alphabets starting from A.

§  Save and close the worksheet & Excel.

MS EXCEL 2000 – II

## EXERCISES

§  Create a worksheet as given below and save it by the name SALARY 2010 :

§  Use the following formulae.

 CELLS FORMULA D4 = C4*80% E4 =C4*30% F4 =(D4+E4)*8.33% G4 =SUM (C4:F4) H4 =C4*2% I4 =G4-H4

§  Select range D4 to I4 and double click on fill handle (a small box on bottom right corner or the cell pointer) & save the file.

§  Place the cell pointer over cell A3 and sort the data by Name

§  Similarly, try to sort it by Basic, in descending order. Try other columns also.

§  Change color of range A4:I4 &  A6:I6& A8:I8  to Red, and A5:I5  &  A7:I7&  A9:I9 to blue

§  Try to sort column Name on Blue color. Similarly try other sorting options related to Color

§  Place the cell pointer over cell A3, and apply Filter(this will display column headings like Name, etc in following manner)

Drop Down Marks,

§  Click Drop Down Mark on Dept column and select any dept name (say CHEM) from the list and remove tick marks from all other.

§  Similarly, click the Drop Down Mark on Dept column and try selecting other dept names.

§  Click the Drop Down Mark on Dept column and select All option from the list

§  Now, click the Drop Down Mark on Basic column and click Number Filter option from the list

§  Select the option ‘Is greater than or equal to’ from the list and type 20000 in text box

§  Click OK button to see its effect

§  Similarly, try other conditions as given below :

o   Details of Employees getting Basic salary between 15000 to 20000

o   Details of Employees in CHEM dept who are getting Net Salary above 20000 o Details of employees in CHEM & CHP dept

§  Filter out Dept in Blue color § Turn off this feature.

§  Save the file and close it.

§  Open a new file and type the following data:

 A B C D E 1 Date Dept Diesel Petrol Lube 2 01-01-10 Dept1 1000 65 45 3 01-01-10 Dept2 1253 98 25 4 01-01-10 Dept3 1586 65 35 5 02-01-10 Dept1 1256 78 85 6 02-01-10 Dept2 2004 69 74 7 02-01-10 Dept3 1789 32 56 8 03-01-10 Dept1 1200 58 12 9 03-01-10 Dept2 990 99 68 10 03-01-10 Dept3 1358 102 36 11 04-01-10 Dept1 1235 54 59 12 04-01-10 Dept2 1025 35 57 13 04-01-10 Dept3 1000 69 54 14 05-01-10 Dept1 2000 105 25 15 05-01-10 Dept2 485 35 36 16 05-01-10 Dept3 325 100 56

§  Save the file with the name FUEL CONSUMPTION

§  Place the cursor in cell A1 and activate Filter. Perform the following to display the given details, one by one :

•    Display Fuel consumption on 01-01-10

•    Display all the records

•    Now display fuel consumption between 01-01-10& 03-01-10

•    Display all the records

•    Display dates for which Dept3 has consumed more than 1500 litres of diesel.

•    Display all the records

•    Display fuel consumption by Dept1

•    Display all the records

•    Display fuel consumption by Dept1 and Dept3

§  Remove the Filter feature

§  Now, calculate Sum of Diesel, Petrol and Lube in row no.17

§  Save the file and close it

## III

§  Open a new file in MS Excel and create the following worksheet:

 A B C D E 1 OPERATIONAL PERFORMANCE OF COAL BASED NTPC STATIONS 2 3 Unit Apr05- Mar06 Apr 06 – Mar07 Apr07 – Mar08 Apr08 - Mar09 4 PLF (%) 81.8 81.1 83.6 84.4 5 Availability Factor (%) 88.54 81.8 88.7 88.8

§  Save the file by the name GRAPH in your folder

§  Select the range A3 to E5 and then click Insert option from the menu, now choose Column chart

§  Chart title as ‘Operational Performance Of Coal Based NTPC Stations’

§  X-axis title as ‘Years’

§  Y-axis title as ‘Percent (%)’

§  Resize the graph

§  Click the Chart Title and its  font size & color to 9 and Red respectively

§  Change its Fill Color to Yellow

§  Similarly, change the X-axis and Y-axis titles (as you desire)

§  Click the Chart Area and changes its Fill Color to Brown

§  Click the Plot Area and change its Fill Color to Light Yellow

§  Click the Legend and change its font size & Fill Color (as you desire)

§  Select Chart and do the following, using appropriate options from the menu :

¨  Switch off all the gridlines

¨  Shift the Legend on Right side of the Plot area

¨  Remove the Legend

¨  Recall the Legend and place it at  bottom

§  Now change the chart type to Line chart

§  Now, change the chart type back to Column Chart

§  Insert Data Labels using appropriate menu options

§  Double click on any data label and change its size & Alignment

§  Click on any Column (Data Series) and change its Fill color

§  Click outside the chart

§  Select the range A3 to E4 on your worksheet, and create the following 3D-Pie Charts

§  Change the look of this chart as per your desire

§  Save & close the workbook. Exit from MS Excel

## IV

Open the workbook created in previous session and select sheet named FUEL CONSUMPTION. Follow the instructions given below:

## Subtotals

•  Select the range A1 to E16, choose Data, Subtotal option from the menu.

•  Select “Date” from “At Each Change In” and “Sum” from the list “”

•  Put tick marks in the fieldnames Diesel, Petrol, Lube. Remove any other tick marks.

•  Click “OK” and analyse the result.

•  Click the – (minus) symbols appearing on left hand side. Now the click the + (plus) sign.

•  Select Data, Subtotal option from the menu, click the remove all button to remove the subtotaling.

## Pivot Table

•  Use Pivot Table option to create a report which shows us Deptt. Wise as well as Date wise summary of Petrol, Diesel and Lube consumption. (Hint -Drop Date to column fields, Dept to row fields and petrol, diesel and lube to data item when creating the pivot table)

•  Go to sheet 2 and use auto sum feature under Petrol, Diesel, and Lube Columns, in cells C17, D17, and E17 respectively.

## Goal Seek

•    Create a new file and prepare the following sheet to calculate monthly installments for a loan amount :

 A B C D 1 AMOUNT RATE PERIOD INSTALLMENT 2 50000 0.12 3 =PMT(B2/12,C2*12,-A2) 3

•    See the result of PMT .

•    Now select the cell D3 and go to Goal Seek option in Tools menu.

•    Set cell D3 to value 1500 by changing cell A2, and observe the change in Amount of loan.

## Data Table

•    Select Sheet 2 and prepare a sheet as given below:

 A B C D E 1 Amount 50000 2 Rate 12% 3 Duration 3 4 5 =PMT(B2/12,B3*12,-B1) 3 5 7 8 6 0.125 7 0.13 8 0.135 9 0.14 10 0.145 11 0.15

•    Select the range A5 to E11 and choose Data, Table option from the menu, enter B3 as Row input Cell and  B2 as Column Input Cell.

•    Click on Ok button and see the results.

## Conditional Formatting

•    Select range A5 to E11, choose Format, Conditional Formatting from the menu.

•    Select “Cell Value Is” and “Between” options from the given lists. Enter 1000 in the box provided after “Between” and 1600 in the following box.

•    Click “Format” button and set the desired format and click “Ok” button, again click the “Ok” button to see the effect.

•    Close the workbook and exit from Excel.

V

## Printing & Page Setting

•    Open a the file which you have created in previous session

•    Select File, PageSetup option from the menu

## ?    Change page Orientation to Landscape

•    Click Print Preview button to check the output on screen, if some part of the matter is going beyond the page, click Close button

•    Select File, Page Setup option from the menu

•    Now, change Scaling to ‘Fit to 1 page(s) wide by 1 tall’  option

•    Again click Print Preview button to see the change, click Close button

•    Select File, PageSetup option from the menu

•    Set Paper size to A4  and Print quality to the best quality

•    Click Margin option at the top to get the following screen

•    Set the Margins (as per your requirement)

•    In Centre on Page section, click Horizontally, Vertically to align the matter in centre

•    Click Print Preview button to see the change, click Close button

•    Select File, PageSetup option from the menu

•    Click Header/Footer option to get the following box :

?

?

?

?

•    box :

•    Click Properties button to set the printer properties as given in the box appearing on next page.

•    Define Print Rage i.e. pages which are to be printed

•    Define the No. of Copies required, of the specified pages in Page Range ?     Ensure that paper is properly fitted in the printer and it is in ON state.

•    Click OK button to start the final printing. Close the file & exit Excel.

VI

## Macro

•    Open a new workbook and create a macro to generate the following format :

 Qtr Income Expenses Profit/Loss 1st =Formula 2nd =Formula 3rd =Formula 4th =Formula Total =Formula =Formula =Formula

•    Save the file with a name MYWORKBOOK, select cell D10 in sheet 2 and execute the macro.

## VLOOKUP

•    Add a new worksheet in the current workbook and enter the following data :

 A B C 1 Density Viscosity Temperature 2 0.457 3.55 500 3 0.525 3.25 400 4 0.616 2.93 300 5 0.675 2.75 250 6 0.746 2.57 200 7 0.835 2.38 150 8 0.946 2.17 100 9 1.09 1.95 50 10 1.29 1.71 0

•    Enter the following s in the given cells :

 Cell A15 =VLOOKUP(1,A2:C10,2) A16 =VLOOKUP(1,A2:C10,3,TRUE) A17 =VLOOKUP(.7,A2:C10,3,FALSE) A18 =VLOOKUP(0.1,A2:C10,2,TRUE) A14 =VLOOKUP(2,A2:C10,2,TRUE)

MS EXCEL 2000 – VII

EXERCISES

? Save the workbook-using File, Save As option from the menu. Click the Tools button in the “Save As” dialog box and choose “General Options” from the list. Enter the desired password in the box “Password To Open” and click “Ok” button. Re-enter the password as confirmation and again click the “Ok” button. ? Click “Save” Button and close the workbook. Re-open it to see the effect.

## Mail Merge

•    Select a new sheet and enter the following data :

 NAME ADDRESS CITY PASSWORD Ashfaq Ahmed 2, DK Gold Apartments Varanasi AA007 Shashank Mehta 10, Eagle Society Allahabad AB000 Wilson Parera 9, Konark Enclave Jabalpur AC002

•    Change the name of the sheet to PASSWORD, close the workbook, and exit from Excel. ?      Start MS-Word and type the following text (given within the box)

GLOBAL INTERNET SERVICES

123, NEHRU PLACE, NEW DELHI – 110 049,

Ref : INT/2000/1020                                                                                                                       Dated : 1/11/2000

To,

Sub – Regarding Internet Connection

Dear sir,

We have received your application along with the requisite fee for 100 hrs. access of internet facilities. The User name and password allotted to you is as follows:

USER NAME :

Please feel free to call our customer support cell in case of any problems related to internet.

Yours truly,

( R. W. PETER)

•    Save the file with a name INTERNET

•    Select Tools, Mail Merge option from the menu.

•    Click on the create button and select Form Letters option from the list. Click the active window button.

•    Click “Get Data” button and select “Open Data Source” option from the list.

•    Select “MS-Excel Worksheets” option from the list provided before “Files of Type” and choose the above XL file from the list of files provided in the dialog box. (or search it in the appropriate location).

•    Click the Edit Main Document button.

•    Now place the cursor below the text To, (as we have to include name, address & city at this location) ?         Click insert merge field button and click on NAME, similarly place ADDERESS and CITY.

•    Place the cursor in front of USER NAME, click Insert Merge Field button and click on PASSWORD.

•    Now place the cursor in front of PASSWORD, click Insert Merge Field button and click on PASSWORD.

•    To view the letters with their respective addresses, click View Merged Data button on the Mail Merge Toolbar. Try other buttons such as – Next Record, Last Record, First Record, and Previous Record. ? To print all the letters click Merge to Printer button. Save the document and Exit from Ms-Word.

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