11

11..
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Office packages are bundles of programs that help you with
dailyoffice chores, such as writing documents, making extensivecalcula tions, preparing
presentations, maintaining databases etc. Whilethere are a number of competing Office suites,
Microsoft Office is theunchallenged market leader and is used by the majority of
companiesaroun d the world. An Overview This manual is meant as an introduction to the three most important
programs in Microsoft Office 2000: Word, Excel and PowerPoint.In the first section,
we will discuss all the elements that these three havein common. We then devote a section to each
of the programs. In thesection on Word, we discuss how you can use this word processor totype, edit and
format documents such as writing assignments. In the thirdsection, we will learn the basics about
Excel. Excel is Officesspreads heet program, and it is used heavily in your Quantitative Methodssubject
s. The fourth section then provides a stepby-step guide tocreating presentations in PowerPoint.
SMR
(Studenten Micro Ruimte)Synonym for computer lab at our university.
What you need to get started Strictly speaking, you
do not need anything. All of the above programsare installed in our facultys
computer labs (or SMR s as they are called atour university). There are two
SMRs at the Faculty of Economics andBusiness Studies, and both are located in the main
building atTongersestraat 53. To use a PC there, you need your student ID number and a password that
has been mailed to you together with your studentID card.
THE COMPUT
ER ROOMS
SMR 1 SMR 2
LOCATION
Rooms 3.047 3.061 Rooms 0.012 0.014

NUMBER OF PCS
120 60
OPENING HOURS
Mon Thu 9 a.m. 10 p.m. 9 a.m. 5 p.m.Fridays 9 a.m. 5 p.m. 9 a.m. 5
p.m.Weekends closed closed

MORE INFO
www.fdewb.uni maas.nl/smr/ In general, the SMRs should only be used for
study related activities,e.g. downloading and reviewing lecture notes, writing papers, registering
4 Introduc tion to Microsof t Office
for courses etc. If you want to write personal emails or surf the web for fun, you are asked to restrict yourself
to the early morning (9 10 a.m.)or the evening (after 5 p.m.). Even with these rules in place, the
SMRstend to get crowded often.When the SMRs are closed, you can walk over to the library,
whichoffers a small computer room of its own. Be aware that other facultiesalso use this computer
room you may have to wait (possibly a longtime) for a PC to become available. If you know in
advance that youneed a PC for a study related reason, you can make a reservation for
upto two hours per day.
THE LIBRAR Y
ADDRESS
Bonnefantenstra at 2
PHONE
(043) 388 34 27
WEBSITE
www.ub.unimaa s.nl
OPENING HOURS
Mon Thu 8.30 a.m. 10 p.m.Fridays 8.30 a.m. 9 p.m.Saturdays 10 a.m. 5 p.m.Sundays 12
a.m. 5 p.m.Our computer labs can get very crowded during peak times, and it may be a
good idea to buy a used or new PC to work at home. In that case,you will also need to buy a copy of
Microsoft Office, as Office is acommercial program. The cheapest way to get Microsoft
Office 2000 isto buy it from the ICT Service Center. Office 2000 Professional costs 25
1
for students and includes Word, Excel and PowerPoint, plus other useful programs such as
Microsoft Outlook.
THE ICT SERVICE CENTER

ADDRESS
Looiersgracht 14, Room 0.011

PHONE
(043) 388 35 64
EMAIL
servicedesk@ict s.unimaas.nl
WEBSITE
www.icts.unima as.nl
OFFICE HOURS
Phone/Email Walk in
Weekdays 8 a.m. 10 p.m. 8.30 a.m. 5 p.m.Saturdays
10 a.m. 4 p.m. closed On the Use of this Book In this book, we assume that you have access to a PC with
theappropriate software. We also presume that you know in general how to

1
These prices are sharply reduced in comparison to normal retail prices, because Maastricht University (in cooperationwith other Dutch
universities) buys large quantities of educational licenses.
General Topics:
Introduc tion 5
operate a Windows-based PC. We will take it from there.This
manual is not meant to be allencompassing. It is meant as anintroduction and as a guide. We will focus
on getting you started, and indoing so will ignore a number of useful advanced features. You
areencouraged to go beyond the contents of this book and explore the toolsthat you are working
with. Some of your future courses will also expandupon the contents in this manual,
particularly the QM courses makeextensive use of Microsoft Excel. If you feel that you need further
guidance, there are a number of excellent printed resources. Personally,we find the jargon-
free language and useful hints of the For Dummiesseries to be particularly appealing, but
there are certainly many other useful and well-written computer books out there. There is also a lot of
helpful information on the web.This book is focused on showing you how to accomplish
certain tasks inMicrosoft Office. Be aware that there are usually several ways to getthings done.
We will endeavor to show you as many of them as possible.In doing so, we will use the
following conventions:
A toolbar.
Toolbar buttons that initiate a certain function are
usuallydisplaye d in the margin together with a brief description of whatthe button does.
If you need to press a key on the keyboard, we will indicate this by printing the key, e.g.
implies that you need to hitenter. Frequently, key combinations are used to accomplishtasks
. An example of such a key combination would be
c+ P
, which means that you should press and hold the ctrl keywhile pressing p.
When you need to enter more than a few characters, we will not print the individual keys, because
that would be space consumingand hard to read. Instead, we will indicate the text using a
specialfont, as demonstrated here: enter this .

A menu bar.
Some of the options cannot be initiated by using a keyboardshortc ut or an onscreen button.
Such options are can usually befound in the menu bar. If we want you to select an option fromthe menu
bar, we will list the names of the options inchronological order. E.g. File
Print would imply that youclick on File in the menu bar, and then select Print from
themenu that appears. Instead of clicking on the items, you can alsouse your keyboard: press
a
and the underlined letter, in our example
a+ F
. Once the menu is open, simply pressing theunderlined letter is sufficient. E.g. after pressing
a+ F
, pressing
will be enough to take you to the print menu.
Finally, we will use a similar notation when you need to selectoptions from the Start
menu, e.g. Start
Programs
Microsoft Word will launch Word.
Once again, you can usekeyboard shortcuts: press the Windows key (
), followed by theunderlined letters.

The Start menu.
If you are stuck If you cannot find the answer
here, there are still a number of ways toget help.If you are stuck using a certain program, the first thing
you can try is pressing the
1
key. Pressing
1
is like asking the computer
for help.In most cases, the appropriate program will then give you additionalinfor mation on
whatever you are currently doing. The intricacies of thehelp system are discussed in more detail in
the second chapter of thissection.Ther e are, however, cases when your computer does not understand
your problem (because the persons that built the software did not foresee it) or when your PC
is not able to help you (because it is malfunctioning) . Insuch cases, you may want to check out a
helpful website, Tech24SelfHelp atwww.tech24in c.com/help.html . Tech 24 offers self-helplinks that are sorted
by category (e.g. Internet, Email, Outlook).They also offer live support from certified
technicians.You can also try contacting the producer directly. If you have troublewith any
part of Office, you might want to visitwww.micro soft.comtosee if they know the answer to your
question. However, some producersdo not offer a lot of support or charge money for it.Another
option is to call or email the computer whiz kids at the ICTservice center of our university. They
offer support for the software usedthroughout the university, which includes among others Windows,Micro
soft Office, Internet Explorer, and the McAfee virus scanner. (Seethe info box on p. 4 for their
contact information.)Fin ally, befriending a geek may be the best solution. Geeks are by
naturefriendly, helpful and extremely well versed in all things computer. If youcan count
one of them as your friend, he (or in rare cases she) probablywont mind dropping by and helping
you out when you are havingtrouble with your PC. An invitation to dinner or to the movies in
returnwont hurt either.We wish you success in working with Microsoft Office!

COMING UP
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A M MS S
This chapter discusses commonelements of all Office programs.We will
first discuss their common makeup and will thenturn towards common functions.
All Microsoft Office programs, and
indeed most Windows programs,share some common elements. We will start out by discussing
featuresthat are more or less similar across all Office Programs, namely themenu bar, toolbars,
and status bar. We will then dive into functions thatare shared by all Office products, such
as the methods to create, open,save and print files. Common features All Office programs have a
comparable assortment of control features: amenu bar, several toolbars and a status bar. We will now
discuss theseelements one by one. The menu bar The menu bar offers you access to all
services of the application you areusing. You can call up any item on the menu bar either by clicking on
itdirectly or by pressing and holding the
a
key while pressing theunderlined
letter of the entry. (E.g. to open the file menu, press
a+ F
.)
Click the expand menu buttonto see the entire range of options.
Clicking on any of the headings will bring up the appropriate
menu,which contains a broad range of functions. Be aware that no Officeapplicatio n displays all of
the available functions right away. Manycomputer users experienced the vast range of
available options asconfusing. This is why Microsoft Office applications
initially displayonly the most frequently used items. Only if you do not do anything for amoment
after opening a menu will they display the remaining options.To speed up the process, you can
also press the expand menu button atthe bottom of the menu.
8 Introduc
tion to Microsof t Office
If the option you arelooking for is not in thelist, you can wait a
fewmoments for the menu toexpand to its fulllength or you can click onthe expand menu buttonto expand it to full sizeimmediately.
All options available in Office applications are grouped into one of themenus.
While the individual options differ between the applications, thegeneral
menus are rather similar.
The file menu offers options to create and open documents,save, preview and
print your work and other options related tothe actual document.
The edit menu allows you easy
access to the most fundamentaledit ing options, such as cutting, copying and pasting,
undoingand redoing changes, as well as finding and replacing text.
The view menu allows
you to determine how you would likeyour document to be displayed. Furthermore, it
gives you accessto parts of your document and of the application that are notalways visible on the
screen, such as specialty toolbars.
The insert menu lives up to its name: it enables you to
insert allsorts of objects into your document, whether it is a mere symbol,an equation, a footnote, a
comment or a picture.
Under the format heading, you find all of the formattingoptio
ns. What you can format depends on the application: e.g.fonts and paragraphs in Word, cells,
rows and columns in Excel,and slides in PowerPoint.
The tools menu contains an assortment of
helpful functions,such as the spell checker.
The window menu comes in handy when you
are working onseveral documents simultaneously, as it allows you to arrange thedocuments in
any way that you like or that is useful to you.
General Topics: Getting
Hooked Up 9
Finally, the help menu is your first stop
whenever you arestuck. The toolbars While the menu bar is highly useful, it would be frustrating if
you had touse it all the time. Imagine you want to cut a line of text and place itsomewhere
else it would take quite long if you had to select edit,cut and then edit, paste for every
simple adjustment. For thatreason, there are a number of toolbars that contain shortcuts to the
mostfrequently used functions.Gener ally, Word, Excel and PowerPoint will display only the
two mostimportant toolbars at startup: the standard toolbar and the formattingtoolb
ar.The standard toolbar gives access to the most common functions:creati ng, opening, saving, printing
and emailing documents, cutting,copying and pasting text, undoing and redoing changes,
etc.The formatting toolbar, as its name suggests, gives access to the mostcommon
formatting options. Using it, you can e.g. change the typeface,size, alignment, and indentation of
your text.The function of the most important buttons will be discussed in theappropriate sections of the
next chapters. If you are looking for a particular shortcut or are not certain what a specific button does, there isa
quick way to get help: let your mouse pointer hover above the buttonfor a few moments, and a yellow sign will
appear with a brief explanation.

Use this button to get access toinfrequently used shortcut buttons.
Toolbars are similar to menus in one aspect: unless there is anabundance of space, they only
show the most commonly used functions.If you do not use a particular shortcut button for a while, it
will drop off the toolbar. To get it back, click on the more buttons button at the rightend of the
appropriate toolbar.
View
Toolbars
All applications also offer toolbars for
specific problems. Beside thestandard and formatting toolbars, Word offers 14
additional toolbars,Excel offers a further 12 and PowerPoint another 11 additional bars.
Youcan make additional toolbars visible by clicking on View, Toolbarson the menu bar,
and then selecting the appropriate toolbar.
10 Introduc
The status bar The status bar gives ready
access to a wealth of information about your document, but the type of information is
very much dependent on theapplication. Most of the information displayed there is aimed at
theadvanced user, and we will only discuss it in a small number of cases. Common functions
We will now turn towards the common functions of Microsoft Office.There are usually several
ways to activate a function, such as a button ona toolbar, a keyboard shortcut or an entry in the
menu bar. All possibleways to launch a feature are detailed in the margin.Please note that
buttons on the toolbar work slightly differently than theother two options: they immediately
execute the feature, without givingyou an opportunity to change any settings. If you press e.g. the
print button on the toolbar, your document will be printed immediately usingthe settings from
the last print job. This could be dangerous if you areworking in the SMR and your last print
process used the expensive color printer! If you want to check or change any of the settings
beforeactivating a feature, you should use the keyboard shortcut or the entry inthe menu bar.
c+ N
File
NewCreate a new document.
Creating new documents
Pressing the new document button on the standard toolbar will get youa completely blank document
in Word, Excel and PowerPoint. Using thekeyboard shortcut or File menu will allow you to
choose between a blank document and some prefabricated templates, such as templates for
letters in Word or PowerPoint presentations with elaborate designs.
c+ o
File
OpenOpen a document.
Opening existing documents
If you want to access an existing document, you can press the open button on the standard
toolbar, select File, Open in the menu bar or press
c+ O
. All of them work in the same way; they lead to awindow in which you can select the
file to be opened:
Hooked Up 11
To open a file, you first need to go to the location of the file. Two of
themost frequently used locations, the my documents folder and your desktop, can be found using
the shortcuts on the left side of thewindow:. You can also use the history button to locate files that
youhave recently worked on. If all this does not help, e.g. when your file ison a floppy disk, use
the look in box at the top of the window tonavigate to the location of your file.
File type
Files can be classified intodifferent types, indicating thatthey contain differentinformatio n. E.g. Worddocuments can contain
elaboratetexts, while PowerPoint filescontain slides for a presentation.Files cannot simply be openedwith any program. If you do nothave the
software associatedwith the file type, e.g.PowerPoint for PowerPointdocume nts, you may not be ableto use the file, or you may
berestricted in its use.
Once you have moved to the appropriate location, you should see a listof
documents. If your file is among them, you can open it by doubleclicking on its name or by
selecting it and pressing the open button. If alarge number of files is listed, you may need to scroll through
the list tofind the file you are looking for. If you are in the right location, but your file is not on the list,
check if the right file type is selected. However, thecorrect type will usually be
selected by default, e.g. Microsoft Excel willalways try to open Excel documents initially.
c+ S
File
SaveSave the current document.
Saving documents
If you have worked on a document and wish to save your progress sothat you can continue editing
or using it later, use the save button,select File, Save from the menu or press
c+
S
. If you created anew document, you will be asked to enter a name for the document.If you
already saved the document earlier on, you will not have to enter its name anymore the old version will
simply be overwritten. Different file types Under very specific circumstances,
you may want to save a document ina different file type than its standard file type. E.g. if you
intend to emailan essay to a person who does not own Microsoft Word, sending it as aWord
document may not be a good idea. In this case, you can select
12 Introduc
different file types at the time when you enter
the file name.Usually, you will select the file type by consensus: the recipient will tellyou what file
types he can use and you will select one of them. In thevast majority of cases, it will not be necessary to
change the file type andwe will only return to this subject in the section on PowerPoint.
File
Save asSave the current document under a new name.
Saving under a new name In some cases, you may want
to save a file without overwriting the oldversion, e.g. because you have made significant
changes and you want to preserve the original together with the revised version. In that case, youcan
select File, Save as from the menu bar and enter a new filename.
c+ P
File
PrintPrint the current document.
Printing documents Pressing the print button
will immediately print the entire document onthe standard printer, or on the printer that was used
for the last printout.Pressin g
c+ P
or choosing File, Print
from the menu bar willallow to make a number of choices before printing, such as:
which parts of the document you want to print
which printer you would like to use
how many copies you would like to print

File
Print previewPrint
preview.Preview asingle page.View several pages.
Print preview Before printing a document, you can check whether
everything looks theway you intended it to look. Pressing the print preview button or
selecting the appropriate item from the menu bar will get you aminiature preview of the printed
document. You can choose to previeweach page individually, resulting in a more detailed
preview, or you canopt to preview several pages simultaneously. You will be able to choosehow
many pages to preview (up to a maximum of 24 pages) and howthey should be arranged. If you are
satisfied, you can print directly fromthe print preview by clicking on the print button (see above), or
youcan return to the document for further changes by clicking on close.
SMR printer guide If you are working in the SMR, selecting the correct printer is
important.At the time of writing (July 2002), HewlettPackard printers were usedfor simple black
and white paper printouts. To make a color printout or to print sheets for overhead projectors, you
can use the Tektronix Phaser printer. Be sure not to confuse the two: printing on the Tektronix
printer is far more expensive than making a normal printout. Once you haveselected a printer for your
printouts, it will be used until you select adifferent printer. For more information, ask
the SMR duty manager or visit the SMR homepage.
www.fdewb.uni maas.nl/smr/
General Topics: Getting Hooked Up 13
c+4
File
CloseClose the current document.
Closing documents
If you want to continue working e.g. in Word, but are done with one particular document, you
can close it. Keeping documents open whenyou are not working on them will tie down computer
memory and mayslow down your computers other operations. There are lots of ways toclose a
document. You can press
c+4
or select File, Closefrom the menu bar. Alternatively,
you could click on the everpresentclose button that can be found in the top right corner of
everywindow. Be aware that there may be two such buttons if you have onlyone document open:
the upper close button closes the application, e.g.Word, while the lower close button
closes only the current document.If you have more than one document open, there will only be one
close button, which will always close the current document. Cutting, copying, pasting
The most comfortable way to move text and other items around in adocument or to transfer them
between documents is to cut or copy thedesired item and to paste it wherever it is needed. Before
you can do so,you need to select what you want to cut or copy. There are small, butsignificant
differences between the procedures used to select text inWord, cells in Excel and slide elements in
PowerPoint. We will thereforediscuss these techniques individually in the appropriate chapters.
s+x
or
c+ x
Edit
CutCut
c+i
or
c+ C
Edit
CopyCopy
Cutting or copying?
Once you have highlighted the text, cells or objects that you want to cutor copy, you will have to choose
between cutting and copying them.Both methods will allow you to insert the object(s) in
some other spot, but there is a crucial difference between them: cut text disappears
fromits original location while copied text remains where it is. E.g. if youwant to move a passage
from the middle of your essay to the end, youwould usually cut it. If, on the other hand, you want
to re-use a passagein some other essay, you would copy it.Before you can insert the text, you need
to move the cursor to its newlocation, e.g. to the end of your essay. You can then
push the paste button, press
s+i
or select Edit, Paste from the menu bar.You can paste the
same element as many times as you like.
s+i
or
c+ V
Edit
PastePaste
c+ Z
Edit
UndoUndo
Undoing changes When you have done something really disastrous, e.g. deleted all the
textin your document, you can undo the changes one at a time by clicking onthe undo button. If you
click on the right part of the undo button ,you will see a list of your last changes and you can undo as
many of them as you like.
14 Introduc tion to
Microsof t Office
If it turns out that the changes were indeed justified, you can re-do them
by clicking the redo button. If you use the redo button immediatelyafte r pressing the undo button,
then your changes will be restored. If your last action however was not to undo something, then
the redo button will be deactivated. Instead, you can use the keyboard shortcut or the
appropriate Edit menu item to repeat your last action. This will
notwork in all circumstances.
c+ Y
Edit
RedoRedo
c+
Y
Edit
RepeatRepeat
1
e.g. Help
Microsoft WordHelpLaunch the help system.
The help system If you get stuck working in a Microsoft Office
application, simply hit
1
or push the help button. What happens next depends on
thesettings of your computer. If the Office Assistant is installed, it willspring to action and offer
help. If the Office Assistant is not installed, pressing
1
will bring up the help system,
which is a combination of auser manual and a list of anticipated questions.
The regular help system The help system will appear in the form of another window that will push
your current window to the side so that both windows are visible atthe same time. Its window is split
into two main areas: a navigation area,which helps you find the topics you want, and a text
area, where theactual help will be displayed.There are three different ways to get
information:The contents and index work just like you would expect them to: thecontents area offers a list
of all the chapters and sections contained inthe user manual, while the index is an
alphabetical list of all the wordsused in the manual. The answer wizard is probably the
most useful tool:
Hooked Up 15
it lets you search a list of topics for your particular problem.
Letsassume you are working in Word and want to italicize text, but you donot know how. Simply
call up the help system, click on answer wizardand type in a couple of keywords:When you push the
search button, the help system will return with alist of topics that may be of relevance for you:In our case,
the answer to our problem is right at the top of the list. If you have trickier problems, you
may have to go through a number of topics. To read any of the listed topics, click on its title. The
topic willthen be displayed in the adjacent area:

Clippy, the bestknown (andmost hated) office assistant.
The office assistant The office assistant is a cartoon character that is meant to help
you doyour daily chores using Microsoft Office programs. It will take the formof a
paperclip unless you actively hire another character as your assistant. When you press
and the office assistant is installed onyour computer, you can ask questions in the same way as
when you aredealing with the answer wizard (see above).

Help
Hide the OfficeAssistant
Furthermore, as long as the office assistant is visible on the screen, itwill monitor what
you are doing and will offer suggestions when itthinks that you could accomplish a task more
efficiently. This behavior may be quite useful while you are still learning the ropes, but after awhile, many
users get irritated with the office assistant. If you want toget rid of it, right-click on it and select
hide from the menu that popsup. Alternatively, you can select Help, Hide the Office
Assistant fromthe menu bar.
16 Introduc tion to
Microsof t Office
Dialogue box A window that requires your decision on some topic. E.g.when you save a
document, your PC needs to know under whatname it should save thedocument and will open awindow where you can enter thefilename.
This window would bea dialogue box.
Help in working with dialogue boxes During some particular activities, there
is a quicker way to get help.Lets assume that you want to print something. You have clicked onFile, Print
and a window has popped up where you can adjust someof the print settings before printing.
However, you are unfamiliar withsome of the advanced settings. In almost all of these
dialogue boxes , youwill find a button with a question mark in the upper right corner.Pushing
this button will put you into quick help mode. To indicate youare in this mode, a question mark
will be added to your mouse pointer . When you now click on any element of the dialogue box, a brief
description of its function will be displayed.For example, clicking on the ok button in
quick help modewill yield the following explanation:
Image:size-isnt-e verything.co.uk
M MI ICC
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Microsoft Word is a word processor, a program
designed to handle awide variety of pieces of writing. You can use it to write anything from ashort
letter to reports of several hundred pages. It offers a broad range of formatting options and also
allows you to integrate images, graphs,tables, equations and all sorts of other objects into
your documents. You can start Microsoft Word by clicking on its icon on the desktop, or
alternatively by selecting it from the Programs category of the Startmenu. Word will start as well if you
double-click on any Worddocument. Finally, you can also use the new office document
andopen office document tools, which may be located in your quick launch bar or at
the top of your Start menu.

Start
Programs
Microsoft WordCreate newOffice
docs.Open existingOffice docs.
A few moments after launching Word, its window will
appear on your screen: The Word screen As all Microsoft Office programs (and most other applications),
Wordfeatures the usual assortment of a menu bar, several toolbars and a status bar. Beyond that, the
screen is dominated by white space. This is where
20 Introduc
you will be entering and editing your
documents.We will discuss most of the elements found on the toolbars and some of the options on the
menu bar in the latter chapters, so we will onlyexamine the status bar here. Words status bar plays a more
prominentrole than the status bars of other Office applications. It provides a wealthof
information about your document.Lets investigate the individual elements on the bar.
Page 1: we are on the page labeled 1.

2
Sec 1: we are in section 1 of our document.
1/1: this is the first page of our document, and there is one pagein total.
At 2.5 cm: on the current
page, we are 2.5 cm below the topmargin.
Ln 1: this is line 1 on the current page.
Column 1: in the current line, we are in the first column.

3
REC
,
TRK
,
EXT
,
OVR
: a number of options are not active.

4
English (U.S.): we are using American English for our document.
The two empty boxes represent
activities. The first one willinform you about the status of the automatic spell check, thesecond one
will report on saving and printing activities that occur in the background.
Writing a document in Word In producing a document in Word, you will usually follow these steps:1.
Create a new document. (Analogous to taking a fresh sheet of paper.)2.
Typing a first version of the document.3. Revising and editing it.4.
Applying formatting to your text.5. Preserving the document for later use by saving or
printing it.The distinction between these stages is in a way artificial. Once you haveacquainted
yourself with Word, you will certainly apply formattingwhile typing, and you will probably save your
document early on. Nonetheless, we will investigate these processes separately from eachother for
the sake of order.The following chapter is dedicated to the second and third step of the
2
This is not necessarily the first page of the document, e.g. in books the first pages are usually labeled i, ii, iii and soon, as they contain the cover
page, contents, etc. The first page of actual text is then labeled 1.
3
These are not columns as such. Instead, it represents the
number of the next character. Here, we are at the beginning of the line, so the next character will be the first.
4
Note that the options are gray; if
they are active, they will be black as the rest of the information on the status bar. We willdiscuss some of these options in later chapters.
Microsof t Word: Introduc tion 21
process: typing your document
and editing it. As it turns out, there isquite a bit to say about these deceivingly simple
activities. The thirdchapter is then concerned with the formatting of your document. Finally,saving
and printing in Word works just like in any other Officeapplicatio n. Therefore, these activities
will not be discussed separately we refer you to the second chapter of the general section,
CommonEleme nts of Microsoft Office Programs.

COMING UP
22.. EE
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The present chapter discusses the peculiarities of typing adocument in Word, how you
canedit it and how the spellchecking works.
In this chapter, we will discuss the basics of creating a document
inWord. While we assume that almost everyone has already seen akeyboard, there are a few peculiarities to
working with a Word processor such as Word, and these are discussed in the section on typing text.
Wethen discuss how you can edit your document. Finally, we discover whatWord does
while you are typing. Typing text There are few peculiarities about typing and even people that have never
used a keyboard before will quickly get used to the process. In thefollowing, we discuss a
series of loosely related issues. Want to learn touch-typing? If you have not typed a long text yet, it may
be a good idea to learn professional touch-typing instead of developing your own hunt and
peck method of typing. Among the advantages are increased speed,fewer mistakes and reduced strain
on your hands and wrists. Also,learning it early on is easier than unlearning your own style
later.Fortunately , learning touchtyping is not overly difficult and it can bedone at zero cost.
TYPING TUTORS ON THE WEB

We have dug out four automated
typing tutors that you can downloadfor free from the web. All of them have received good
grades from their users. Feel free to download them all and see which one
works best for you. Analytical Eye Typing Tutor

This software can be downloaded and used for free.
www.aspex.forc e9.co.uk/ae/ttut or KP Typing Tutor

This software can be downloaded and used for free.
www.fonlow.co m/zijianhuang/k p/ TypingMaster Touch Typing Tutor 2002

This is a professional application, which you
would have to buy. The producer does however offer a verygood (and free) demo on their website.
www.typingmas ter.com/tutor.ht m
Clasys Elite Typing Tutor 2001

This software is shareware: you can use and evaluate it for free for 30 days. If you want to continue using itafter 30 days, you will need
to pay a small registration fee.
www.clasys.co m/elitetyping.ht ml
24 Introduc
The cursor Before you start typing, we
would like to introduce the cursor to you.The cursor is the blinking, vertical line on
your computer screen. It tellsyou where your next character will appear. It also plays a role in
editingyour document, as you will need to move it around to correct mistakes,delete obsolete
passages etc. We will discuss these functions in thesection on editing.

Cursor An indicator on your computer
screen that shows where the nextcharacter will appear.
Special function keys Now that you know where
your text will appear, we can start typing.While almost everyone is familiar with the use of a
keyboard by now,there are a few keys that have a special significance in word processing programs.
Below, we list the five most important ones and tell you whatthey are used for and what they
should not be used for.
If you are still familiar with typewriters, you may expect to usethe
/
key very often. But since Word takes care of the line breaks and the distance between
paragraphs, it is no longer necessary to press
/
except once
at the end of every paragraph.
It is no longer necessary to use the
bar for anythingother than separating words. If you want to indent the first line of a
paragraph, use the
T
key instead.
The
key (pronounced tab key) can be used to convenientlyind ent the first line of a paragraph
or indeed the entire paragraph.
The
B
key, called backspace, is
used to delete charactersthat you have just written. Each time you press
, the firstcharacter to the left of the cursor will be deleted.
The
key has a similar function: it also deletes characters, butonly those to the right of the cursor.
Entering umlauts & accents While all PCs at the University of Maastricht use English
keyboards, it isstill possible to write letters with umlaut marks and accents. Certain key-
combinations are reserved for this purpose:
Microsof t Word: Entering
& Editing Text 25
Sign Example Key combination acute accent ,
+ the appropriate letter cedilla
+ C
circumflex accent ,
+ the appropriate letter grave accent ,
`
+ the appropriate letter dieresis ,
+ the appropriate letter tilde
+ the appropriate letter This also
has consequences for typing ordinary signs. When you pressone of the
combination keys
, ,
` ^
, or
, the sign will notappear until you enter the
next character. If the next character does notform an umlaut, then both signs will appear
simultaneously. E.g. typing
and
will result in "n.If you want
to type a combination sign without any following letter, youneed to press the combination
key, followed by
n
. No spacewill be printed on the screen the space is simply
used to release thecombination sign from limbo. The same holds if you want to type
acombination sign and a letter that would usually combine. E.g. to obtain"e, press
followed by a
n
, then press
E
.
Insert Symbol
If you need to use any characters or symbols that cannot be created usingthe above-
mentioned method, select Insert, Symbol from the menu bar for a broader range of characters.
Insert and overtype mode You can type in two different modes: insert and overtype. If you arewriting
in overtype mode, every new character that you type will replacethe character directly to the
right of the cursor. You should only use thismode when you deliberately want to replace a few letters.
Instead, it is best to use the insert mode most of the time. In insert mode, your newcharacters
will be inserted, pushing any characters to the right of thecursor further in that direction.
OvertypemodeInser t mode
The status bar tells you in which mode you currently are. If the overtypesign is
black, then you are in overtype mode; if it is gray, you are ininsert mode. You can switch between the two
modes by pressing the
i
key. Creating ordered lists
Entering a list of items is easy in Word. If you enter a line that startswith a number as 1) or 1., Word
will assume that you are writing alist. Once you press
/
, Word will indent the line
(and all followinglines) and automatically add the appropriate
number to the next line.
26 Introduc tion to
Microsof t Office
Press
/
You can then enter the rest of the list without
having to worry about thenumbering. The advantage is that you can add and delete items andWord
will automatically adjust the numbering of all following items.Once you
are done with the list, press
/
twice to continue writingnormally .
Ordered list.Format
Bullets and Numbering
Alternatively, you can begin and end an ordered list by
clicking on theordered list button. To finetune your list, select Format, Bullets and Numbering:
you can then adjust the style of numbering and you willalso be able to specify whether the numbering
should start at 1 or atany other position.

Unordered list.
Creating unordered lists Unordered lists work just like
ordered lists, but instead of numbering,they use bulleting. If you start a line with a dash , Word
willautomaticall y set up an unordered list for you. You can also start a bulleted list by clicking on the
unordered list button. In all other respects, unordered lists work just like ordered lists.
Insert
Footnote
Adding footnotes and endnotes To insert a footnote or endnote at any position in your
document, click on Insert, Footnote on the menu bar. Before you can enter the actualnote, you
will need to specify whether it is a footnote or endnote, andwhether you want to use automated
numbering or not. Automatednum bering is a useful feature: if you use it, Word will keep
track of allfootnotes and endnotes in your document and will adjust their numbering accordingly.
Once you confirm your choice, you can starttyping your note. When you are done, click on close.
Inserting objects into your document Objects are items that can be included in text documents,
such as pictures and charts. Microsoft Word can handle a broad variety of objects and there are three
different ways to insert them into an existingdocume nt:
pasting them from other applications
inserting them from a file or library
creating them inside Word
s+i
or
c+ V
Edit
PastePaste
Pasting objects The easiest way to insert documents in Microsoft Word is to paste
them:copy the object in the other application and paste it into Word by
Microsof t Word: Entering & Editing Text 27
clicking on the paste button, pressing
s+i
or selecting Edit,Paste from the menu
bar. But while this method may be fast, it may not be the best option.
Edit
Paste special
In fact, Word is able to insert the same object in different ways. E.g. anExcel graph can be insert as a
Microsoft Excel Chart Object or as a picture. The former will allow you to edit the graph
even when you nolonger have the Excel file, but this advantage comes at the price of
anincreased file size. The latter option will simply include a static pictureof the graph, which has the
same quality, but can no longer be edited asan Excel chart. Similar choices exist for most objects
that you can paste.When you select Edit, Paste special from the menu bar, you will be presented with a
window where all possible options are listed.Word also provides a brief explanation for each option that
is meant toguide you in the selection process. Using files or libraries
Inserting objects from a file is a very reliable method, presuming thatWord knows how to deal
with the information. You can e.g. insert agreat variety of images as well as documents
from other MicrosoftOffice applications. But Microsoft Word does not know how to dealwith every
file. If you do not get the desired results, try opening theobject in the program in which it was
originally created, then pasting itinto your Word document.

Insert
Picture
FromfileInsert
Object
To insert an image from a file, select Insert,
Picture, From file. Toinsert any other sort of object, selecting Insert, Object and thenswitch to
the Create from file category.

Insert
Picture
ClipArt
You can also insert pictures
from Microsofts ClipArt library, whichcomes with Microsoft Office. To do so, select
Insert, Picture, ClipArt. You will then be able to select illustrations from a broad
range of categories. You can also insert sounds and movies from the ClipArtgallery, but these are
obviously useless if you plan to print the document.
28 Introduc
Insert
Object
Creating new objects Finally, you can also create a broad array of new objects inside Word.To
do so, select Insert, Object from the menu bar, and then choosethe type of object that
you would like to create.

5
Because of the technical implications of this process, creating
newobjects in Word is not an entirely stable process. It may be wiser tocreate graphs and other
objects the traditional way, by using e.g. adrawing program to create the graph and then pasting
the result into your Word document. Editing your text In the following, we discuss how you
can move around in your document to add additional text, and how you can select parts of your
work so that you can move, format or delete it. Moving around in a document
You can move your cursor to a new location in the text simply byclicking on that location with your
mouse pointer. But once you startserious revisions, you may find that it can be quite tiring if you
have tograb the mouse every time you want to jump to another spot. Instead,you
could use the arrow keys
u
,
d
,
and
r
, but this is rather slow.Fortunatel y, there are some keyboard
shortcuts that allow you to movearound quickly in a document:
c+l
and
c+r
allow you to move wordwise in eachdirection.
c+u
and
c+d
take you to the beginning and end of the current paragraph.
and
e
take you to the beginning and end of the currentline respectively.
c+h
or
c+e
enable you to jump directly to the beginning
and end of the document.
M
and
W
scroll your document by
one screenlength ineach direction.
c+M
or
c+M
take you to the previous or next page in the document.Once you have arrived at the desired location,
you can add additionaltext or alter the original text. Selecting text If, instead, you want to move,
format or delete parts of your work, youneed to select the section of your document to which the
changes should be applied. To select text using the mouse, follow these three steps:
5
Which objects you can generate depends on the software configuration of you computer.
Microsof t Word:
Entering & Editing Text 29
1) Move your mouse pointer
to the beginning of the text that youwant to highlight.2) Press the left mouse button and keep it
pressed while3) you move the mouse pointer to the end of the text.Instead of using the
mouse, you can also use the keyboard:1) Move the cursor to the beginning of the text.2)
Press and hold the
s
key while3) moving the cursor around
with the arrow keys
u
,
d
,
and
r
.This allows you to highlight one character at a time. You can speed upthe
process by holding
s
and
c
while using the arrow keys.
Thiswill highlight one word at a time.Some additional timesavers:
Pressing
s+h
or
s+e
highlights everythingfrom your current position to the
beginning or end of the currentline.
Pressing
s+M
or
s+W
selects larger portions of text.
Pressing
c+s+h
or
c+s+e
highlights everything from your current position to the top or bottom of the document.
Pressing
c+s+u
or
c+s+d
selectseverythin g from your current position to the top or
bottom of the paragraph.Once you selected all desired elements, you can continue to cut and paste
them normally. (See ch. 2 of the general section, CommonEleme nts of Microsoft Office programs, for
more details.) Furthermore,yo u can delete entire blocks of text by selecting them and pressing
x
.Finally, you will also need to select text if you plan to format it (see nextchapter).
While you are typing Word is busy, too: it checks what you are typing. Word willautomaticall
y correct some of the most common typing demons. Wordswith two capital letters, e.g. EXample,
will quietly be fixed, acheive becomes achieve again, and so forth. Furthermore, it will alert you
tomore complex issues by underlining them in red or green.
30 Introduc
Spelling mistakes
Red underlining indicates a possible spelling mistake. We say possiblesimpl y because
Words dictionary is not allencompassing. Certainscientific terms still elude it, as do certain
place names, names of personsand companies, etc. Still, it is worth checking out each term with
redunderlining. When you rightclick on the underlined word, Word will offer somesuggestion
s regarding the correct spelling. You can then select one of thesuggestions or you can tell Word to:
add the unknown word to its dictionary (so it does not show up asa mistake any more)
ignore the word (in this particular document)
automatically correct this
mistake in the future
or to switch to a different language and grammar trouble
Similarly, green underlining indicates a possible grammatical mistake.Invaria bly, the
grammar check is less reliable then the spellchecker:comput ers still have trouble to identify all the
different meanings that wecan express in a language. Therefore, they do not always know what
isright and what is wrong. E.g. how about a bit of Yoda-talk

6
:Jumbled this sentence is.Word is not
the slightest bit distressed by the above sentence. Not evenwhen you write jumbled is sentence this
instead. It does however a pretty good job in other areas, such as:
capitalization errors
confusion of homophones, e.g. there, their and theyre
hyphenation
multiple negation
passive sentences

punctuation
subject-verb agreement
long or wordy sentencesAs with spelling mistakes, you only need to
right-click on the underlinedword to see some suggestions. Word also tells you why it
thinks thatyour sentence is wrong. Spelling and grammar status Word provides you with a way
to check the spelling and grammar statusof a document. The second icon on the right on the
status bar tells youwhether you still need to check your document:
6
Yoda is not only a mighty Jedi-master
and skillful manipulator of the English language, he is also a registered trademark of Lucasfilm Ltd.
Microsof t Word: Entering & Editing Text 31
If it displays a moving pen, then Word is still busy evaluatingyour document. You will have to
wait a few moments for theresults.
If you find a check mark, then there is reason to
rejoice: Wordwas not able to find spelling or grammar mistakes. Good job!
More frequently, you will see this icon: Word has found at leastone mistake somewhere.
While it is entirely possible that Word ismisguided in its analysis, it still pays off to manually check
your document before you print it or hand it in.
7
Tools
Spelling andGrammarInit iate a complete
spelling andgrammar check.
Doing a complete spelling and grammar check Once you are done with a
document, you may want to do a completechecku p. You can launch such a check by
pressing the spelling andgrammar button on the standard toolbar, by selecting
Tools, Spellingand grammar from the menu bar or by pressing
. Word will thentake you past all the mistakes it found, giving you the opportunity
tocorrect or ignore every single one. Writing documents in a different language
If you are using an English version of Word, then it assumes by defaultthat you are writing an
English document.
7
Similarly, a Dutch versionWord will assume you are using Dutch,
and so forth. Writing documentsin another language will understandably confuse Word.
There are two possibilities: if you are starting a new document in a language that isknown to Word, it will
usually recognize this after a few words andadjust the language setting for the
document accordingly.
8
In that case,Word will proceed to check the spelling in the
appropriate language.In three cases however, Word will not be able to make the adjustment:
Tools
Language
SetLanguage
1) You may be using a different dialect of a particular
language.E.g. you may be writing American English while Word expectsBritish
English. You can check which language Word expects byhaving a look at the status bar. If that is not the
language that youwant to use, you can change it. To do so, select everything thatyou have
written so far, then click on Tools, Language, SetLanguage from the menu bar and choose
the appropriatelang uage. Blue checkmarks appear next to the languages for which Word
has a dictionary.2) If you are just using a few terms from another language in
anotherwise English document, Word will not recognize them asforeignlanguage terms.
In that case, the best option is to adjustthe language setting for these words. Simply highlight those
particular terms, select Tools, Language, Set Language from

7
Whether that is British or American
English depends on where the version was released. PCs in the SMR are usually setto British English by default.
8
It is possible that Word is slightly
off, e.g. mistaking Canadian French for French French.
32 Introduc tion to
Microsof t Office
the menu bar and choose the appropriate language.3)
Finally, it may be the case that Word simply does not have theappropriate dictionary installed. The
English version of Wordcomes with dictionaries for all dialects of English, French andSpanish. If
you are using Dutch or German terms, Word will belost. In that case, you can either ignore the
spellchecker or turn itoff. To turn it off, highlight the offending words, select Tools,Langua
ge, Set Language from the menu bar and check theoption do not check
spelling or grammar.

COMING UP
3 3..
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This chapter discusses ways tochange the appearance of your document.
Good formatting can support your
message and give your document a personal touch. In this chapter, we will discuss several ways to
formatdocument s. We will begin with formatting options that affect individualwords , and then move
on to talk about formatting at the paragraph anddocument level.
c+s+ F
Adjusting the appearance of text Font This changes the typeface of your text. There is usually a
broadassortment of typefaces available, but the general choice is betweenthree different types
of fonts: serifs, sans serifs and decorative fonts.Serif typefaces are fonts that feature small
decorative lines at their stemand shaft. These lines help guide the eye along the line of text, makingserif
fonts better suited for long pieces of writing. The following fonts,among others, belong
to this category:Sans serif fonts lack the decoration and are therefore very clear. They area
good choice for text that should draw the attention of the reader, suchas titles and labels. The following
fonts are sans serif typefaces:Fonts in the decorative category do not contain letters
and are thereforenot suited for the setting of text. Instead, they offer a variety of symbolsfor
illustrative purposes. WingDings, WingDings 2, WingDings 3 andWebDings fall into this
category.The default font is Times New Roman. As a serif font, it is very easyto read in print.
c+s+ P
Font size This changes the size of your text. The default
size for text is 12 pt.

9
andis widely used because it guarantees readability.

9
This size is also usually used for writing assignments, essays, etc. Note that some block coordinators may require other sizes please check the
requirements for each assignment individually.
34 Introduc tion to
Microsof t Office
Bold
c+ B
Italics
c+
I
Underline
c+ U
Font style These options influence the
appearance of your text. You can set your text in boldface and italics
, and you can underline your text. Byconvention, underlining is no longer used to highlight
words; instead,text is set in boldface or italics. Underlining is now used to
indicateInternet links instead.

Clicking on the left part of the button will change the color of your text to the color indicatedon the button.
Font color To change the color of the text, click on the font color button. This willchange the
color of your text to whatever color is indicated on the button. (It is indicated in the bar below the
A; in our case, it is black.)If you however do not want your text to appear in that particular color,you can
click on the right part of the button to expand the color menu.
If you wish to use another color,click on the right part of
the button.Highlights your text.
Highlighting text Clicking on the highlight button will allow you
to mark importantsenten ces or words by highlighting them. Clicking on the left side of the button
will add the corresponding background color to your text. If youdo not like the default color,
click on the right side of the button tochoose between bright and dark shades of red, yellow, green, blue
andgray, as well as turquoise, pink, violet, teal and black.

Format
Font
Further options The options described above are clearly the most important options. Butalso
Word offers a number of other choices for your text that can beaccessed by clicking on Format, Font
on the menu bar. Under thefont category, you find most of the previously discussed
options, aswell as a range of underline styles and typesetting effects. In thecharacter spacing
section, you can magnify the font, increase the space between characters and raise or lower
the text. Finally, the text effectssection allows you to animate your text, which is obviously only
usefulwhen you distribute the document electronically. Formatting entire paragraphs
Paragraph formatting is formatting that cannot be applied to singlewords but only to entire
paragraphs. The two most important paragraphforma ts, its alignment and indentation,
are available as shortcuts, the
Hooked Up 35
remainder of the options is available through menu settings.
Paragraph alignment Here, you can choose the alignment for the current paragraph. You
canalign it to the left or right margin, you can center each row so that thedistance to both margins is
equally big, or you can justify your text,aligning it with both margins simultaneously.
Left
c+ L
Center
c+ E
Right
c+
R
Justify
c+ J
IncreaseindentDecr easeindent
Indentation
The decrease indent and increase indent buttons allow you to adjustthe
indentation of text.
Format
Paragraph
Paragraph spacing
This feature is located in the paragraph options you can access it byclicking on Format,
Paragraph on the menu bar. It determines howlarge the gap between paragraphs should be. E.g.
if you want to have afull lines distance between all paragraphs, you could send the spacingafter the
paragraph to 12 pt. It is preferable to use this setting instead of pressing
several times between paragraphs, as it is easier toadjust the paragraph spacing once for
the entire document than to addadditional line feeds throughout your text.
Format
Paragraph
Line distance This feature is also located in the paragraph options select Format,Parag raph on the
menu bar to access it. With this setting, you caninfluence the distance between lines. E.g. writing
assignments usuallyrequire a 1.5 line distance for improved readability. You can use the preset levels
single, 1.5 lines and double or create a custom setting. Recycling your work
Once you have created a set of formats that you like, Word allows you toeasily recycle them using two
methods: the format painter andformatting styles. The format painter
The format painter allows you to transfer formatting from one paragraphto another. Its advantage is
speed: if you need to transfer formatting onlyonce, then this is the faster solution:1.
Position the cursor in the paragraph whose formatting you wouldlike to copy.
2. Press the format painter button on the standard toolbar. A paintbrush will
be added to your mouse pointer .

Press this button to transfer formatting to another part of your document.
3.
You can now select the text to which the formatting should beapplied.Befor e: After:
Formatting styles Styles allow you to save a particular set of formats and recall
itwhenever you it is needed. This is the better solution of you wish toapply a formatting again
and again throughout your document. To save astyle:1. Position your cursor inside the paragraph
whose formattingshoul d be preserved, 2. click on the style box on the
formatting toolbar and 3. enter a descriptive name for your style.Once you have saved a
style, you can easily apply it again:1. Select the text to which the style should be
applied, and 2. select the appropriate styles name from the style box.
Changing the page layout Finally, there are options that affect the entire document, or at leastsignificant parts of it.
There are two groups of settings in this category:genera l page settings, such as the paper size, as
well as the header andfooter settings. General page settings
Among the general page settings are:
the paper size, e.g. A4
the paper orientation, portrait vs. landscape
the width of the four margins

File
Page setup
All of these settings can be adjusted by clicking on File, Page setup.The first two options can
be found in the paper size category, while thelatter option belongs to the margins category.
View
Header and Footer
Header and footer To edit your documents header and
footer, select View, Header andFooter from the menu bar. Your view will shift to a section in the upper
margin of the page and an additional toolbar will appear. Everything thatyou enter
here will appear on each and every page.The toolbar enables you to insert predefined variables, such
as the pagenumber or the date. You can also insert complete headers, such as pagex of y
using the Insert AutoText button.

Insert the page number.Insert complete headers.File
Page setup
Finally, it is also possible to obtain different headers for the first page, aswell as for odd and even
pages. You can activate differentiated headers by pressing the page setup button and then
selecting different first page and/or different odd and even.Once you are done manipulating
the header and footer, you can return tothe normal view by pressing close.
M MI ICC
RRO OS S
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EE XX
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LL

11.. II
NNTT RROOD DU U C
CTTII OON N
Microsoft Excel is a spreadsheet program
, a program that allows you toenter all sorts of information, relate the individual bits of information
toanother, and to use them for calculations and analyses. Most Excel usersonly find out about its full
capabilities after they have been using it for awhile, so we will get started right away
Start
Programs
Microsoft ExcelCreate newOffice docs.Open existingOffice docs.
Starting Excel
To start Excel, double-click on the Microsoft Excel icon on the desktop.Alternat ively, you will
find Microsoft Excel in the Start menu under Programs. Excel will start as well if you
double-click on any Exceldocument. Finally, you also can use the new office document
andopen office document tools. Within a few seconds, you will see theExcel
window on your screen:

Excels window is dominated by cells. Cells Containers of information, whichcan be filled with text,
numbersor formulas.
Besides the ever-present menu bar and toolbars, you will notice that thescreen is
dominated by heaps of small boxes arranged in rows andcolumns. These cells
are the cornerstones of spreadsheet programs. Cellsare containers for information.
There are few restrictions on the kind of information a cell can contain:
42 Introduc
numbers of all kinds, e.g. 2.638, , 75%,
15
10653.1

date or time information, e.g. 01/01/2002, or 12:41:03
currency values, e.g. 1,500.00
text, e.g. Maastricht University rules!So far, this is not
particularly exciting: any table could do that. But theadvantage of spreadsheet programs is that
you can also fill cells withformulas, and Excel will automatically do the calculations for
you.Before we turn towards these advanced functions of cells, we investigateanoth er aspect: their
order. All cells are arranged in rows and columns,as you can see on the screen. These rows and
columns, in turn, arelabeled columns are labeled with letters, rows are labeled withnumbers.
Each cell can be identified by its column letter and rownumber:

Worksheet A page in your Excel document;contains
65,536 rows and 256columns of cells.
In identifying cells, we first list the column, then the row. So the top leftcell
is number A1, not 1A. In total, there are 65,536 rows and 256columns
10
. Together, these cells make
up one worksheet (or simplysheet). Beyond cells, there are three other important features:
The name box, which is located directly above the worksheetarea. It tells you where you
currently are on the worksheet, e.g. incell A1, and it allows you to give your cells names (see ch. 2):
The formula bar, which helps you enter information and formulasinto cells. It is located to the
right of the name box and looksquite unspectacular:
Finally, the sheet selector. Believe it or
not, some people think that the 16,777,216 cells contained in one sheet are not sufficientfor
their needs. Luckily, you can have as many sheets as you like by default, Excel will create three
empty sheets when you opena new document. The sheet selector, which is located right beneath the
actual worksheet, helps you to select the sheet onwhich you want to work.
10
By the way, the column after Z is labeled AA, followed by AB and so forth till you get to column IV
Microsof t Excel:
Introduc tion 43
In the following three chapters, we will investigate most of the
basicfunctions of Excel. The next chapter discusses how you can enter information in Excel and how
you can use this information incalculations. The third chapter covers the different formatting
optionsthat are available in Excel. Finally, the fourth chapter discusses twoadvanced
topics: a) it builds the foundation for various data analysistasks in Quantitative Methods, and b)
it discusses how you can displayinformati on graphically using Excels chart wizard.

COMING UP
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Here, we learn how you canenter information in
Excel andhow you can use this informationin calculations.
This chapter covers the basic function of Excel: to
receive data and tomanipulate it using calculations. We start out by discovering differentways to
enter data, and then develop the concepts of formulas andfunctions. Entering information
Excel stores information in cells. Each cell is meant to contain only one piece of information,
e.g. a number (however large that number may be)or a sentence. To enter data in a worksheet, we
first need to determinewhich cell should receive the information. Once we have selected a
cell,we can start typing. Selecting cells You can select cells using your mouse or keyboard. If you
are using themouse, simply place your mouse pointer on top of the desired cell andclick
once. (Note that the mouse pointer takes the form of a crosswhen you are working with cells.)1) 2)
3)The cell that is currently being used, or the active cell, is surrounded bya thick black border.Alternati
vely, you can use the keyboard to move from your current position to another cell on the
worksheet: simply use the arrow keys
u
,
d
,
l
and
r
to get to your destination. Entering information
Once you are in the cell of your choice, you can start enteringinforma tion simply by typing.Be aware
that the information you are entering is not placed in the celluntil you confirm that you are done.
You can do so by
pressing
/
. This will place the information in the cell and
itwill also take you to the cell directly below your current position.
pressing
. This will place the information in the cell and itwill also take you to the cell directly to the right of your
current position.The only difference is where you end up next. If you are entering a
column of information, you should use
/
because it will move youto the next cell in your
current column. Conversely, if you are entering arow of information, use
.Because Excel does not place any information in the cell until youconfirm it, you can always step back if you
are making a mistake. Letsassume that you are entering information in a cell that already
containsinforma tion, and that you do not want to overwrite the old information.In this case, you
can simply press
~
to annul what you were doing.Be aware that Excel is
programmed to recognize certain types of information, such as dates, times, currency values,
percentages andfractions. If you e.g. enter 1625, Excel will recognize that you areentering a
currency value and will format it as such. Entering series Entering information can be quite tedious,
especially when you areentering information that repeats or follows a pattern. Fortunately,
Excelcan fill in such series for you. Lets assume that you want to create atable of quarterly profits
for the years 1990 2000. Usually, we wouldhave to enter the entire series: 1990, 1991, 1992, and
so forth. Similarly,we would have to label cells 1

st
quarter, 2
nd
quarter, etc. Fortunately,ther e is a shortcut. Instead of typing the entire series, we only
enter thefirst item, e.g. 1

st
quarter. We then select this cell, so that it issurrounded by the thick black
border again: Note that there is a black dot in the lower right corner. When you placeyour mouse pointer
above this dot, it will change from the familiar selection cross to a black plus sign . When it
takes this shape, youcan continue a series by pressing and holding the left mouse buttonwhile
dragging the mouse in the desired direction:
Microsof t Excel:
Entering Data & Making Calculati ons 47
While you are doing so, Excel tells you what it will place in the last cell,so that you know when to stop. Once
your series has reached its desiredlength, release the left mouse button and Excel will place the
appropriateinfor mation in the cells.In our first example, Excel recognized what it was supposed to do.However,
this is not always the case: when we enter 1990 and try tocomplete the series as described
above, Excel is clueless:To be precise, it does not know how the series is supposed to work: isthe next
cell supposed to be 1991, 1995, 2000 or something else? Thiscan be remedied by providing Excel
with a hint: entering the second cell,too. If you select both entries, Excel can
continue the series for you: Using Excel for calculations: formulas What distinguishes a spreadsheet
program such as Excel from a simpletable is its ability to perform calculations with the
information that youentered. To make a calculation, you need to place a formula in a cell.To
distinguish a formula from a normal bit of information, everyformula starts with an equal sign =.
The simplest formulas contain basic arithmetic operations, such as additions, subtractions,mul
tiplications and divisions. An example would be =2+2
If you enter this formula in a cell and press
/
, you will see thefollowing: Note that the
actual cell contains the result, while the formula can be
48 Introduc
found in the formula bar. This keeps the
worksheet from becomingclutter ed. If you want to edit a formula at a later stage, select
theappropriate cell, then press
2
or click on the formula bar.
ARITHM ETIC
OPERAT ORS
The arithmetic operators in Excel are slightly different than
the ones weare used to from mathematical formulas. Operation Operator Example Addition+
plus sign
=2+2
Result: 4
Subtraction
minus sign
=35
Result: 2
Multiplication*
asterisk
=2*3
Result: 6
Division/
slash
=5/2
Result: 2.5
Raising to power ^
hat
=3^2
Result: 9
Excel follows the arithmetic rules of precedence when calculating
theresult of a formula. This implies e.g. that powers have precedence beforemultiplica tion and
division, and that the latter have precedence beforeaddition and subtraction: =2+4/2
will yield 4, not 3. You can prioritizecertain parts of equations by enclosing them in brackets:
=(2+4)/2 willyield 3.You can have more than one pair of brackets in the same term, e.g.
=((2+4)/2+6)/ 18 . As you include more and more brackets, it becomesharder and harder to
keep track of them. Thats why Excel assignsdifferent colors to pairs of brackets, depending on
their level. The first pair of brackets will be black. If you open another pair inside the first pair, it will
be green. If you open a pair of brackets inside the first two,then the third pair will be purple, and
so forth. Also, whenever you closea bracket, Excel will briefly indicate the corresponding
opening bracket,so that you know which pair of brackets you just closed.
Referring to cells (Part 1) Formulas are not limited to simple numbers, you can include cells inyour
calculations, too. To do so, use their cell address , the combinationof column letter
and row number. An example would be the addition of cells A1 and A2 depicted here:
Microsof t Excel: Entering Data & Making
Calculati ons 49
This has one huge advantage: when you change the contents of, say,
cellA2, cell A3 adjusts automatically. Every time you enter newinformation, all formulas will
be recalculated no further action isrequired on your part.
CIRCUL AR
REFERE NCES
When you enter a formula that includes a cell reference, Excel uses thecontent
of that cell for the calculation. Say, if you were to enter theformula =A1*2
in cell A2, Excel would obviously need to read thecontent of A1 to calculate the value of A2.
Lets assume that A1 in turncontains the formula =A2-3 . So to calculate A2, Excel needs
to knowthe value of A1. But to calculate A1, Excel needs to know A2. Its likethe hen and the egg: a circle
with no clear beginning.The essence is that no formula can refer to its own result doing socreates a
circular reference. If you create such a circular reference,Excel will immediately
warn you: besides opening the automatic helpsystem to explain what is going on, Excel will indicate
where thecircular reference is to be found.You will then need to break the circle by
changing the formula in one of the involved cells. Functions Obviously, the scope of primary
arithmetic operations is limited. Somecalculatio ns would become very tedious, while
others would becompletely impossible to realize if we only had these five operations atour disposal.
Imagine you would like to sum all cells between A1 andA30. If you had to write
=A1+A2+A3+ A4+ +A30 you would get tired soon. Thats why
Excel offers a range of functionsthat extend the scope of formulas while simplifying the
actual work.Functions always look the same: NAME (parameter 1,
parameter 2, )
Parameters Bits of information thatfunctions use in calculations
A function starts with its
own name. Any information that the functionrequires is then included in brackets. These so-called
parameters have a predetermined order

11
and they are separated by commas.
Depending onthe information that a function needs, you may have to enter up to 30
parameters (although most functions make do with just 1 to 3).

11
The appendix contains a list of
functions, which specifies each functions parameters and their order.
50 Introduc
Lets illustrate this with some examples:One
of the simplest functions is the function pi() , whose sole purpose isto
return the number

p
, 3.141 Because
p
does not depend on anyoutside
factors, the function does not require any parameters: PI() We can include functions in our
formulas like normal terms, e.g. =2.5^2*PI() will calculate the area of a circle with a
radius of 2.5 units (19.635squareunits). If you simply want the result of a function, you
will stillneed to enter an equal sign: =PI() will return 3.141592654.O ne of the most
useful functions is sum() , which sums all termscontained in the brackets. It requires at
least one parameter: SUM (number 1 , number 2, ) You can use
sum() with ordinary numbers, but you can also enter cellreferences, e.g.
=SUM (251, A1, C3) Whats more: you can place functions inside functions:
=SUM (10, PI()) Referring to cells (Part 2) So far, we have only dealt with single cells at a
time. But what do you dowhen you want to work with a whole range of cells? Lets come back tothe
example where we wanted to sum all cells between A1 and A30. Sofar, we could write
=A1+A2+A3+ A4+ +A30 or we could write
=SUM(A1,A2, A3,A4, ,A30) but neither of them seems very appealing.
Fortunately, there is ashorthand for including several cells simultaneously: quote the
addressof the top left cell and the address of the bottom right cell, separated by acolon. In our example, we
would write A1:A30. This shorthand can beused with many different functions, such as
sum() : =SUM(A1:A3 0) You can include as many cells as you like, e.g.
=SUM(A22:Y 7453) would sum all 185,800 cells between A22 and Y7453.You do not need to
enter cell references manually. While you are
Microsof t Excel:
entering your formula, you can simply use the mouse to select the rangeof cells that you want to
refer to. Excel will then enter the appropriatecell reference for you:1) 2) 3)
INTERN ATIONA L DIFFERE NCES

There are obvious
differences between the English version of Excel andversions in other languages. Not only have
all menus and dialogues been translated, the function names have been translated, too. Some of the
function names are easy to translate, e.g. sum() becomes som()
inthe Dutch version. Others, however, differ significantly from the directtranslation . It is therefore
best to use an English version of Excel.Additiona l problems can result from the use of different
decimalindicato rs: if you are using a nonEnglish version of Windows, thenyour system most likely uses
a decimal comma instead of a decimal point.Two things change when your computer uses a
decimal comma:1. Even when you are using an English version of Excel, you willneed to use
a decimal comma. E.g. =2,5^2*PI() 2. As a result, parameters in functions are
not divided by a comma, but by a semicolon, e.g. =SUM (251; A1; C3)
The function wizard You can enter functions just like any other formula: simply select thedesired
cell and start typing. For simple functions like pi() or sum()
, thisis certainly the easiest and quickest way. But many functions requireseveral parameters,
accept only certain values or are simply hard toremember. The function wizard is there to help you
enter suchfunctions.
Insert
FunctionStart the function wizard.
Whenever you want to enter a
function, be it in the middle of a formulaor in an empty cell, press the paste function button to call up
thefunction wizard. This will bring up the selection screen, where you canchoose the
appropriate function:
52 Introduc tion to
Microsof t Office
All functions are grouped together in categories such as
statisticalfuncti ons, math and trigonometry functions, and so forth. This usuallyallows you to find the
function you are looking for pretty quickly. If youdo not know which category a function
belongs to, you can use the allencompassing all functions category. A list of the most recently
usedfunctions is also available.Once you have selected the category in the left list, you will
be able toselect the desired function in the right list. For each function you select,a brief
explanation will be given below the two lists.For now, lets assume that we want to round the number
contained incell A1 to three digits after the decimal point. To do so, we select the round()
function from the math and trigonometry list and click ok.This takes us to a second window where
you have the opportunity toenter all the details. Excel lists the required parameters, as
well as anyoptional parameters (there are none in our example), tells you what eachof them
means and reminds you what type of information is required. Inour example, the first parameter
is the number that we want to round,and it obviously needs to take the form of a number.
Microsof t Excel: Entering Data & Making
Calculati ons 53
Since we want to round the number in cell A1 to 3 digits, we enter A1in
the first field and 3 in the second field. Instead of writing A1, wecould also have selected
the cell A1 with the mouse. If you want toselect a cell that is not visible on the screen, press the
cell selection button in the right corner of any field and the window will shrink,allowing you to freely
select any cells. Once you are done, press thetransfer references button to return
to the function wizard.

To select cells when working inthe function wizard, push this button.Once you are done, you cantransfer the
selected cellreference to the Wizard by pressing this button.
While you enter the information, Excel will check your
input and, if necessary, give you feedback. If, e.g. you were to enter text instead of anumber, you
would get the following error message

12
:Once Excel has sufficient information, you will see a
preliminary resulton the screen. You can then confirm your choice by click ok.You can also use the
function wizard to edit existing functions. Simplyselect a cell that contains a function and
press the paste function button. Parameter types Different functions require different
sorts of information. Broadlyspeakin g, there are several different types of parameters,
such asnumbers, text and logical statements. Parameters of the type numberand text are self-
explanatory. But if you lack experience with programming languages or spreadsheets, you will not
have encounteredlogi cal statements so far.

Logical statement A comparison of two pieces of information that is
either corrector incorrect, e.g. 0 = 1 is such astatement, and it is incorrect.
A logical statement is a statement that compares one
bit of informationwith another to check whether they fulfill a certain condition. For instance,
A2 = 2 is such a statement. Here, the two bits of informationare the cell A2 and the number
2, and the condition is that both bitsof information must be equal to each other. Another
statement would be A2 > 2 . In this case, the condition is that the cell A2 must
contain avalue that is larger than 2.Excel will try to determine whether a condition has
been met or not. Inour second example, A2 > 2 , the condition would be met if the cell
A2contained the value 3, because 3 > 2. In that case, we say that a

12
See below for an interpretation of the
different error messages.
54 Introduc tion to
Microsof t Office
statement is true or correct. If, however, the cell A2
contained thevalue 1, then the condition would not be met. We would say that thestatement is
false or incorrect.The decision whether a statement is true or false is the result of such
alogical statement. Just as =4+3 will return 7, =1>0
will return true. Thisresponse can then be used in logical functions e.g. for makingdecision
s.Logical statements and functions will be discussed in more detail duringyour Quantitative
Methods classes. A selection of functions Finding the right function for the right task
is not always easy.Therefore, we have compiled a selection of functions that are usefulduring
the first blocks of your study. The functions are grouped intothree categories (mathematical,
statistical and logical functions) and can be found in the appendix. Referring to cells (Part 3)
When you are editing cells, you will notice that formulas quickly become hard to read if they contain
several terms. While it may not be possible to simplify all formulas, you can make them easier
tounderstand by giving your cells names. It is possible to christen cells inthree steps:1.
Select the cell or cells that you want to label, 2. click on the name box and 3.
enter a name, followed by
/
.Once you have named your cells, you can refer to them in
formulas bytheir name. In our example, we would be able to write =SUM(profit)
,which is much easier to understand then e.g. =SUM(B4:B2 1) .
Errors Sometimes, Excel encounters an error when it is calculating the formulasthat we enter. There can
be two causes for this: either we did not enter the formula correctly, or a cell that we are referring to
contains invalidinformati on. An example for the first type of error would be a
simplespelling mistake: =SIM(A1:A20 0) instead of =SUM(A1:A2 00)
. Anexample for the second type of error would result if we entered the
Microsof t Excel:
formula =A1/A2 and A2 contained the value 0 the formula istheoretically
correct, but in practice it results in a division by zero.Excel indicates errors by printing an
error message in the appropriatecell, allowing us to go back and investigate what went wrong. All
in all,Excel knows eight different types of errors:
#DIV/0! Your formula may be fine, but one
denominator turnsout to be zero, leading to a division by zero error. You maywant to check whether
your formula and all cell references arecorrect, and whether any cells that you
refer to are empty.
#N/A. This error occurs only in connection with the incorrect
useof lookupfunctions. Lookupfunctions are not discussed heresince they
are an advanced concept.
#NAME? Excel does not recognize the name of a formula or
cellthat you used. Entering =SIM(A1:A20 0) instead of =SUM(A1:A2 00)
will get you this error. You will need to returnto the cell and check all function and
cell names that you used.
#NULL! This error is rather uncommon and occurs only inresponse to
advanced types of cell references.
#NUM! You have entered an invalid number,
e.g. a number thatis too large.
#REF! This error indicates an invalid cell reference. It occurs e.g.when
you replace one cell with another cell, when the originalcell was used in a formula. The
invalid reference has beenremoved from your formula; you will need to edit it.
#VALUE! Generally happens when the information that youentered does not match the
requirements, e.g. when you enter textwhere a number is expected. =53+"Hello?"
would result in suchan error.
######## This is not actually an error; the formula you entered isfine.
Instead, the cell is too small to display its output. For example: if the result of your formula is
187,355,202,93 7,928.98, but the cell only has room for eight digits, Excel will return thiserror.
Increasing the width of the cell will take care of the problem.

COMING UP
3 3.. FF
OORR MMA
AT T T TIINN GG
YY
OOU U RR
SS
PP RRE E A ADDS SHHE
EEET T
This chapter discusses differentformatting options for cells andworksheets.
Over time, worksheets can become very complex, but that does notnecessarily imply that they
need to become cluttered or hard tounderstand. The present chapter discusses how you can format
your worksheet. You can use these functions to make your worksheets easier to grasp and navigate,
e.g. by formatting numbers, highlightingimp ortant cells and using borders and white space
to delineate differentdata series.First, we will discuss how you can select the cells to which
changesshould be applied. We will then discover how it is possible to format thecontent of
cells, the appearance of cells and the appearance of entireworksheet s. Selecting cells
To select a single cell, click on it so that it is surrounded by a thick black border:Selecting a coherent block
of cells works like selecting text inPowerPoint or Word:1) Move your mouse pointer
to the top left cell of the block that youwant to highlight.2) Press the left mouse button and keep it
pressed while3) you move the mouse pointer to the lower right cell of the block.Alternativ
ely, you can click on the top left cell, then press and hold the
button while clicking on the lower right cell.Finally, to select several unrelated cells:1)
Click on the first cell so that it is surrounded by a thick black
58 Introduc
border.2) Press and hold
while you click on the next cell that you wantto select. This cell will now be surrounded by a light black
border, while all previously selected cells will be lightly shaded.3) Repeat the second step
until you have selected all desired cells.There are shortcuts that allow you to select entire
rows, columns or eventhe entire worksheet:
To select an entire row or column, click
on the row or columnheading.
To select an entire worksheet, click on the upper left corner of the
worksheet area (the area to the left of the first column header and above the first row header): Formatting cells
Changing the content type Excel allows you to format cells to fit any sort of content, such as
dates,currency values, fractions, etc. It will try to do so automatically whenyou enter the information,
but in some cases, you may want to adjust thecontent type manually. You can do so by selecting one of
the shortcutson the formatting bar:
Microsof t Excel: Formatti
ng Your Spreads heet 59
These shortcuts allow you to have your
number formatted as a currencyvalue

13
or as a percentage. You can also switch digit grouping
on.Commas will then separate groups of three digits: 1475346 will become1,475,34 6. Finally, you
can increase or decrease the amount of visibledecimal places.

14
c
+
1
Format
Cells
More options are available in the Format, Cells dialogue
under theNumber heading:There are nine different categories that
you can choose from:
General numbers. Allows you to specify the amount of
visibledecimal places, how negative numbers should be formatted andwhether digit grouping
should be applied.
Currency values. Allows you to specify the amount of visibledecimal
places, how negative numbers should be formatted andwhich currency symbol should
be used. Numbers will be alignedat the decimal point.
Currency values (accounting style). Similar
to the currencytype, except that the currency symbols will also be aligned. It isnot possible
to change the formatting of negative numbers.
Dates. Allows you to specify how the date
should be formatted.
Time values. Allows specification of the time format.
Percentages. Allows you to choose the amount of decimal places.

13
The currency depends on your
PCs regional settings.

14
If necessary, Excel will round the number automatically.
Fractions. Allows you to specify constraints for the fractions, e.g.only singledigit fractions,
or only quarters.
Numbers in scientific notation. Shorthand for writing
extremelylarge or small numbers as multiples of 10 to a power, e.g.

27
10563.1
would equal1,563,000, 000,000,000,00 0,000,000,000B ecause Excel lacks the ability to write powers
properly, it willwrite 1.563E+27 instead.
Text. Usually, Excel will automatically
recognize when you arewriting text. This setting is useful if there are ambiguities, e.g.when you
want to write an equal sign without it being interpretedas a formula by Excel.Besides these nine
categories, there are a number of specialpurposecategori es available. If all else fails, you can design
your own category.Finally , you can format cells as general, i.e. leaving them without
anyformatting whatsoever. Formatting the cell content The formatting toolbar offers a number of
choices regarding the letteringof your cells.
c+s+ F
Font
This changes the typeface of your text. There is usually a broadassortment of typefaces available, but
the most common ones areArial is selected by default as it provides good readability for
numericaldata. Excel will automatically adjust the cell height for you when youchoose
another font whose letters are higher than Arials. However, thecell width will not be
adjusted, so if you select a font with wider characters, less information will be visible inside each cell. See
thesection on increasing the cell size (p. 63) for tips on correcting this problem.
c+s+
P
Font size This changes the size of your text. The default size is 10 pt. Once again,
Microsof t Excel: Formatti ng Your
Spreads heet 61
Excel will automatically adjust the height of all affected cells, but it
willleave their width unchanged. If you increase the font size, lessinformation will be visible
in each cell, see the section on increasing thecell size (p. 63) for tips on correcting this problem.
Bold
c+ B
Italics
c+ I
Underline
c+
U
Font style This changes the appearance of your text. You can set your text in
boldface and italics , or you can underline your words. By convention,unde rlining is no
longer used to highlight text; instead, text is set in boldface or italics. Underlining is now used to
indicate Internet linksinstead.

Left Center Right
Paragraph alignment Allows you to choose whether your text is
aligned to the left or rightmargin of the placeholder, or whether it is centered.

IncreaseindentDecr easeindent
Indentation The decrease indent and increase indent buttons allow you to adjustthe
indentation of text.
Clicking on the left part of the button will change the color of your text to the color indicatedon the button.If you wish
to use another color,click on the right part of the button.
Font color Finally, you can also change the color of the text,
e.g. to indicate animportant word. To do so, click on the font color button. This willchange the
color of your text to whatever color is indicated on the button. (It is indicated in the bar below the
A; in our case, it is black.)If you do not want your text to appear in that particular color, you canclick on
the right part of the button to expand the color menu. Recycling your work
You can apply any changes you are making to as many cells as you like.But you can also recycle your
formatting at a later stage, e.g. when youhave added new columns or rows and want to transplant the
formattingfrom existing cells. To do so,1. select a cell that is formatted to your liking and
2. press the format painter button on the standard toolbar. At this,your mouse
pointer will change shape .

Press this button to copy theformatting of one cell to other cells.
3.
You can now select any cells to which you want to apply thesame formatting.Befo re: After:
The borders menu.
Formatting the cell Borders The borders menu allows you to quickly adjust the borders of cells.
First,select the cells that you want to affect. Then expand the borders menu byclicking on
the right part of the button to see the menu below.Each of these buttons will make a number of
borders visible or invisible.E.g. if you highlight a cluster of cells and click on the top left button,you will
get a border around the cluster, but no internal borders betweencells.
c
+
1
Format
Cells
Advanced border formatting options can be
found in the Format,Cells dialogue, under the Borders heading.When adjusting borders, first
select the line style (thick, thin, dashed,double, etc.) and the line color. You can then opt for
one of the threequick selection buttons, which affects a number of borderssimultan
eously. Alternatively, you can apply individual borders byclicking on any of the eight
border toggles. These will switch thecorrespondin g borders on and off.
Spreads heet 63
Top LeftBottom Right
If you are formatting a block of cells,
then the outside border toggleswill affect only the cells on the perimeter of the block. E.g. the
bottom border button will toggle the bottom border for all cells in the bottomrow. If you are
working on a single cell instead, or on several noncontiguous cells, then the buttons will
simply toggle the top, bottom, leftand right borders.The inside border buttons are only available when
you are working on a block of cells. They will switch borders between rows and columns onand off.
BetweenrowsBetwe encolumns
Finally, the diagonal strikethrough buttons will provide you with
theappropriate strikethroughs inside cells.

Diagonal strikethrough
Background color
You can set the background color of any cell by using the backgroundcol or button.
Increasing the cell size Frequently, you will enter information that does not fit inside a
singlecell, i.e. the information cannot be displayed completely. If there isnothing in the next cell,
then Excel will simply write across the cell boundary:But if there is something in the next cell,
then you will only see part of the information:Thi s problem can be solved in two ways: you can
make cells wider (or higher), but this will affect all cells in that particular column (or
row).Alternative ly, you can merge the cell with its neighboring cells.
Adjusting column width and row height There are several ways to adjust the width of a column or
the height of arow. You can do it manually by:1. Moving your mouse pointer to the border
between two column or row headers, so that it changes into a two-pronged arrow , and
2. pressing and holding the left mouse button while you resize thecolumn or row to your
liking.Once you release the mouse button, your changes will be put into action.
Format
Row
HeightFormat
Column
Width
Alternatively, you can select
Format, Column, Width or Format,Row, Height from the menu bar. You will then
be asked to enter anumber between 0 and 255, which represents the average amount of characters
visible in each cell.

15
However, there is a quicker way: move your mouse pointer to the gap
between two column or row headers and perform a double-click. Thiswill automatically
resize the column or row to fit the cell with the largestcontent.A lternatively, you can select
Format, Column, AutoFit or Format,Row, AutoFit from the menu bar.

Format
Row
AutoFitFormat
Column
AutoFit
Merging cells
The second option would be to merge two or more cells. This isadvantageous whenever you want to make a
cell wider, higher, or bothwithout affecting the other cells in its row or column.
To merge cells:1. select all the cells you want to merge and
Pressing this button will mergeall selected cells. It
will alsocenter their combined content.
2. press the merge and center button.You have just created a
family-sized cell! Two things should be noted:firstly, the content of the new cell will be centered. If you
prefer it to bealigned to the left or right margin, you will need to adjust the alignmentyours
elf. Secondly, and more importantly: the new cell will only keepthe value of the top left cell.
The content of all other cells will be lost!

15
Be aware that this value is an average. After all, a w is wider than an i. It is also presumed
that you are working withthe standard font and size, Arial 10 pt.
Microsof t Excel: Formatti
ng Your Spreads heet 65
c
+
Format
Cells
If you want to unmerge this cell at any point in the future,1.
select the merged cell2. select Format, Cells from the menu bar 3.
switch to the Alignment category and4. unselect the Merge cells option.
Insert
RowsInsert
Columns
Working with rows and columns
Inserting and deleting rows and columns To insert a new row or column, select Insert, Rows or
Insert,Colum ns from the menu bar. New rows will be added above thecurrently active cell,
while new columns will be inserted to the left of it.If you want to insert more than one row or column,
highlight as manyrows or columns as you need, and select the Insert, Rows or Columns
option. Excel will insert as many new rows or columns asyou have currently selected.
Format
Row
HideFormat
Column
HideFormat
Column
UnhideFormat
Row
Unhide
Hiding parts of your worksheet In some cases, you may want
to hide parts of your worksheet, e.g. tomake it easier to grasp. To do so, highlight the row(s) or
column(s) youwant to hide and select Format, Row, Hide or Format, Column,Hide
respectively. Your rows or columns will still be there, they will just not be plainly visible. Hiding
parts of your worksheet will not affectany of the formulas. To make hidden columns visible again,
highlightthe last column before and the first column after the hidden part, thenselect Format,
Column, Unhide from the menu bar. A similar procedure works for rows.Two
things should be noted: firstly, it is not possible to hide individualcells; only entire rows and columns
can be hidden. Secondly, hiding parts of your worksheet will not protect your data from prying
eyes.There are better ways to secure your work, but an experienced user caneasily circumvent all of
Excels security measures . If you haveconfidentia l data, you should rely on professional
encryption tools. Working with sheets Labeling sheets Especially when you are working with more than
three sheets, it can behard to keep track of them all. Fortunately, you can easily give themmore
meaningful names than Sheet7. To label a sheet,
66 Introduc
1.
double-click on its sheet tab, 2. enter the new name and 3. press
. Copying and moving worksheets To copy or move a sheet, right-click on its
tab and select move or copyfrom the menu that pops up.By default, Excel assumes that you want to
move or copy the sheetwithin the same workbook. If you want to transfer a sheet to another
workbook, you need to open this workbook before moving or copyingthe sheet. You can then specify to
which workbook the sheet should besent and where it should be inserted. Finally, you can
choose whether you want to copy the sheet or move it. Note that there can be problems when you move or
copy a sheet toanother workbook. If formulas on the transferred sheet referred to any of the other
sheets in the original workbook, then this information will not be included in the process. If you
open the new workbook, theseformulas will not work unless you open the original document too.
Insert
Worksheet
Inserting and deleting worksheets To insert a new worksheet, select Insert,
Worksheet from the menu
Spreads heet 67
bar. To delete a worksheet, right-click on its tab and select delete fromthe
menu that appears. Any formulas that refer to cells on the deletedworkshe
et will cease to function.

Format
Sheet
HideFormat
Sheet
Unhide
Hiding a complete worksheet By selecting Format, Sheet, Hide from the menu
bar, you can hidean entire worksheet from view. To let it reappear again, click onFormat,
Sheet, Unhide from the menu bar and then select whichsheet you would like to make visible
again. We should warn you thathiding worksheets will not protect sensitive data. Although
Excelcontains a number of security features that you could use, anexperienced user can easily
circumvent all of them . Rely on professionalencr yption tools if you need to protect
confidential data.

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This chapter introduces
Excelsdata analysis tool and explainshow you can produce graphswith Excel.
This chapter concludes our coverage of
Microsoft Excel by discussingtwo advanced topics. In the first part, we briefly discuss
Excels dataanalysis tools. In the second part we learn how to present datagraphically
by creating charts. The data analysis tools Excel includes a set of tools that enables you to analyze data in
a varietyof ways. For instance, it enables you to perform ANOVAs, z
- and t -tests,and creates histograms and correlation tables for you.
Unfortunately, thisuseful tool is not automatically available in Excel; you need to install itfirst.
Installing the tools The data analysis tools are not automatically installed in
Excel. Instead,they are an add-on, a component that needs to be activated separately.To
find out whether you can use the data analysis tools, click on Toolsin the menu bar. If you can find an
option called Data analysis, then theappropriate component has already been activated and
you canimmediately start with your analysis. If no Data analysis option islisted, then you need to
activate the component manually.

Tools
Add-ins
1.
Select Tools, Add-ins from the menu bar.2. Select Analysis Toolpak ( not
Analysis Toolpak VBA) in thewindow that appears. While you are there, you may want toactivate
the Solver add-in, too. It will be used later in your Quantitative Methods course.After a
few moments, the data analysis tools will be available.
70 Introduc
Using the data analysis tools
The description of each individual data analysis tool and its functiongoes beyond the
scope of this introduction. A significant number of these tools will be covered in detail during
your first yearQM courses.Therefo re, we limit ourselves to a brief discussion of their
commonfeature s.The data analysis tools, as most other features of Excel, usually expectyour data
to be arranged in columns, i.e. each column represents adifferent variable, while each row
represents an individual observation.E.g. in the table below, several houses have been
categorized accordingto their sales price, size, age, and other variables.
Tools
Data analysis
When you want to analyze data using the data analysis tools, you do notneed to select the data
beforehand. Instead, you can immediately launchthe toolset by selecting Tools, Data
analysis from the menu bar.You can then choose from an assortment of analysis tools.
In the nextstep, you will need to enter information that is specific to the tool of your choice.
Common to all tools are the following options: Input options Here, you select which part of
your data needs to be analyzed. You caneither enter the cell reference directly, or you can select the
cellsmanually by1. clicking on the selection button, 2.
selecting the cells with your mouse and 3. confirming your choice by clicking on the
transfer reference
Hooked Up 71
button.1. 2. 3.It is recommended that you select the column heading (size
in our example), too. Excel will use this label in its output: if you are doingseveral analyses, you
wont have to guess which is which. If you selectthe column label, be sure to also select the
labels option otherwise,Excel will not know how to deal with the text. Output options
Also common to all analysis tools is the output options dialogue. Here,you can specify where
the results should be stored. There are threeoptions:
Output range. This option
saves the results to a range of cells onany existing worksheet. You only need to select the top
left cell.Be aware that the output will usually consume several rows below and several columns
to the right of that cell. Any data inthese cells will be overwritten, so it is crucial that you select acell
that is not next to any important data.
New worksheet ply. This will create a new worksheet and
savethe results there. If you want to, you can provide a label for thenew worksheet.
New workbook. This will create a new Excel document and savethe data there.The specific options
of the individual tools will be among the subjects of your Quantitative Methods classes. Creating charts
Lets assume that you have prepared a revenues and costs calculationand you would like
to communicate your results. A chart of the figureswould be the optimal tool for this purpose, as charts are
quickly andeasily understood by everyone.
72 Introduc
The quick and dirty method
You can create a chart very quickly using these two steps:1. Select the two data series
(including their labels or headings)2. Press
.
0 2,000 4,000 6,000 8,000
10,000 12,000 14,000 1 2 3 4 5 6 7 8 9 1 0 1 1 1 2

RevenuesCosts
The result is not too bad for such a small effort.
There are, however, anumber of drawbacks to this procedure. Most notably: Excel will
alwayscreate a bar graph, which is not appropriate in a number of situations. Inour example, there
is a better alternative available When to use which graph Different types of information
call for different types of graphs. Thequestion which graph to use in which situation will be discussed
duringyour Quantitative Methods classes. Therefore, we only provide a shortoverview
of the most important types of charts:
Bar charts are mainly used to allow a comparison of
amountsacross a range of categories. An example would be a comparisonof the scores of
two students in several subjects.
Hooked Up 73
Line charts are a good way to display developments
over time.Such a graph would have been more appropriate for our exampleabove, since we want
to investigate the development of revenuesand costs over the last year
Pie charts show how many percent each category contributes to atotal, e.g.
which part of the monthly costs stems from wages,advertisi ng expenditure, etc.
Scatter plots allow us to plot observations for two separatevariable s. E.g. we could plot countries
according to their GDP per capita and their social security expenditures.In the following, we will create a
more appropriate line graph for our revenue and cost data. Using the chart wizard
Once again, we start out by selecting the data series that we want to plot.Remember to include the
labels for both data series in your selection.

This button launches the chartwizard.
We then call up the chart wizard
by clicking on the appropriate icon. Thechart wizard allows us to create and configure a chart in four
steps. Inthe first step, we select which type of graph we wish to use.For each type of chart, there are several
subtypes. Excel provides a brief explanation of the purpose of the currently selected type below
theselection window. You can also call up a preview to see how your datawould be displayed using
the selected chart type. Once you are done,
74 Introduc tion to
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clicking next will take you to the second step.From this step onward,
Excel will automatically provide you with athumbnail preview so that you have an idea what the
final chart will look like. In the second step, you have the opportunity to make minor adjustments to
your chart. First of all, Excel assumes that your data isarranged by columns, as is indeed the case
in our example. If your datais arranged by rows, then you can make the appropriate adjustment
now:Secondly, and more importantly, you can also adjust the labeling of your graph. To do so,
switch from the data range to the series category.Here, you can specify the label for each individual
series, as well ascategory headings that will be used to label the x
-axis.Before we started the wizard, we selected not only the actual data series, but also its label.
Excel has recognized the top row as the heading andhas already labeled the series for us: in the series list
you can see that both data series are recorded with the appropriate names. If necessary,you
can change these labels be entering a different name in the name box.Before we continue with
step 3, we also add category labels. To do so,1. click on the selection button in the
Category (X) axis labels box2. select the row headings from our original table, and 3.
confirm your choice by clicking on the transfer reference button.Excel will then add
the appropriate labels to the x -axis. Our graph nowlooks roughly like this:
Next on our agenda: adding titles to our graph and to the axes.Meticulous labeling generally
improves the quality of a graph. In our case, we might want to label the graph Revenues &
Costs 2001, withthe currency unit (Euro) added to the y
-axis.A brief overview of the other options:
In most cases, you will need both axes. Still, you have the
optionof removing one or both of them by unselecting them in theaxes menu. Furthermore,
you can also specify how the labelsfor the x -axis should be displayed. It is usually best to
go with theautomatic setting.
In the gridlines category, you can switch
gridlines for both axeson and off. Major gridlines are gridlines spaced at broadintervals.
Minor gridlines are only useful when your audienceneeds to be able to track down the
value for each observationrath er precisely.
The next category allows you to switch the legend on
and off,and it also allows you to specify where exactly it should belocated in the graph.
The data labels category allows you to add data labels to alllines. These labels are used when it is
important for your audience to know the exact values for each observation. Usingthese
labels tends to clutter your graph, so use them sparingly.
Finally, adding a data table enables you to
include the exact
76 Introduc tion to
Microsof t Office
values for each series and each observation in a table below thegraph.This
concludes the third step. The only remaining task is to specify thelocation of our graph.If you
wish to print the graph on one page together with your calculations, you should include it as an
object in the appropriate sheet.However, if you plan to transfer the graph to another document, e.g.
to aWord file, it will be of better quality if you place it on its own sheet for now.Once you click finish,
the chart will be created to your specifications:

0 2,000 4,000 6,000 8,000 10,000 12,000 14,000
JanuaryFebruaryMa rchAprilMayJuneJul yAugustSeptemberO ctoberNovemberDec ember

RevenuesCosts
If you find at a later point that you need to adjust any of the choicesmade so far, simply right-click on
any open space in the graph (i.e. noton the labels, lines, or axes). The menu that appears allows you to go back
to any of the four stepsFurther more, you can edit the graph by double-
clicking on any of the
Hooked Up 77
elements. E.g. double-clicking on one of the data series will allow you
tospecify its style and color. Similarly, clicking on the chart backgroundallo ws you to adjust
its color and border. Finally, you can also alter theappearance of the gridlines and axes in a
variety of ways. The range of options is vast and goes beyond the scope of this introduction.
Transferring a graph to another document To copy a graph to another document, e.g. for inclusion in
a writingassignme nt written in Word, simply click on the white area thatsurrounds
the actual chart. (Be careful not to click on the axes, labels or legend.) If you push the copy button, you will
note that the entire chartwill be surrounded by a dashed border. You will be able to insert thegraph into
other documents as long as this border is there.

Edit
Paste special
When you insert the graph into
Word or PowerPoint, you may want todo so by selecting Edit, Paste special from the menu
bar, instead of simply clicking on the paste button. This will allow you to specify how
the chart should be inserted. Usually, the choice is between the optionsMicroso ft Excel Chart
Object, Picture and a couple of others.Choosing Microsoft Excel Chart Object allows
you to edit the graphlater on, even when you do not have the original Excel documentanym ore. At the same
time, opting for Microsoft Excel Chart Objectwill greatly increase the size of your Word or
PowerPoint file becauseall data and all options need to be saved together with the chart. If youwant to keep
the file size as small as possible, go for the picture option.There will be no qualitative
difference between the two ways of pastingthe chart.
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Microsoft PowerPoint is a presentation graphics
program. You can use itto prepare visual aids and handouts for your presentations. If
you areusing a beamer, you will even be able to add movies, sounds andanimations to your
presentation. In the following, we will acquaint you with the program and offer you astepby-step guide to
preparing presentations. Starting PowerPoint You can start PowerPoint by double-clicking on the
PowerPoint icon onyour desktop. If there is no such icon, you can start the program byclicking on
Programs and then Microsoft PowerPoint in the Startmenu. PowerPoint will start as well if you double-
click on anyPowerPoint document. Finally, you can also use the new officedocument
and open office document tools.

Start
Programs
Microsoft PowerPointCreate
newOffice docs.Open existingOffice docs.
Unless you are opening an existing PowerPoint
document, you will be presented with a range of choices that are meant to get you startedquickly.
For now, we presume that you want to create a new presentation. In that case, you have to choose
between three options:The AutoContent Wizard will provide you with a structured
outline for your presentation. Say you want to present a marketing strategy for your marketing
course, then PowerPoint would suggest a structure like this:
Describe the market
Introduce the product
Provide an overview of the competition
Position the product
Discuss the communication strategy
Comment on logistical aspects
Provide a way to measure success
Outline a scheduleThe AutoContent Wizard is an extremely useful feature if you are
notentirely certain how to structure your presentation. But there is a major caveat: there are almost
no AutoContent Wizards for students. In mostcases, you will have to do it on your own.Template
wizards do not help you with the actual content of your presentation, but they provide pre-designed
slides for your presentation.
82 Introduc tion to
Microsof t Office
These templates include all the settings for background patters, color
schemes and fonts, so that you do not have to worry about the look of your presentation anymore. The
advantage is that you can immediatelystar t working on the content.Howeve r, some people are easily
distracted by the design elements onthe slides. For these people, it may be best to start with a blank
presentation. You can always go back and add a design template later.In the following, we will start off
with a blank presentation. The mainreason is expressed by the mantra form follows function. A
presentation is always about the content, so you should focus first andforemost on what you want
to say.After you have selected blank presentation from the opening screen,you will
need to choose how your first slide should be structured.

Choose your slide structure
You will usually start
your presentation with a title slide. To do so,double-click on the top left option.
Finding your way in PowerPoint At this point, you will be confronted with the main screen of PowerPoint.
Microsof t PowerPo int:
Introduc tion 83
Besides the obligatory menu bar, toolbars and status bar, you will
notethat the screen has been divided into three distinct areas.
Outline pane
Used to design the broadstructure of a presentation.
To the left, we have the outline pane . When you are creating a new
presentation, you will usually turn to the outline pane first. It is used to prepare the general
structure of your presentation.

Slide preview Area where you edit your slides.
The large area to the left is the
slide preview . This is where you willrefine your presentation by adding text,
images and graphs.

Notes pane Area where you jot down notesfor individual slides.
Finally, below the slide preview is the notes pane . Here you can leaveremarks regarding each
individual slide. These notes will not show up onthe screen during your presentation, but they will be
included in thehandouts that PowerPoint can generate for you. Before you start
Be aware that your visual aids are just that, a support for your presentation. You should first
and foremost focus on what you want tosay, not what is on the screen or on the overhead projector. A
good wayto obtain this focus by completing a short exercise before you startworking on your slides: find
a place where you are alone and try to holdyour speech without preparing or using any notes.
(If you are presentinga paper or essay you have written, put it away.) Even though the
exercisemay be awkward and your impromptu speech may be rather short, it is a
helpful experience.Onc e you are done, collect all the points that you mentioned during your test
run. Now, try to structure your points logically, from the problem tothe solution, from the broad to the
detailed, etc.At this point (or even during your speech), you may notice that youforgot to mention one
thing or another. Be sure to include them in your structure, but highlight them with a colored marker
these are topicsthat you may tend to forget again and you will have to pay specialattention
to them when rehearsing your presentation later.Once you have a broad structure, you are ready to
prepare your slides.We will do so in the following order:1.
Transfer your structure to PowerPoint2. Flesh out each individual slide3.
Add notes when necessary4. Check the order of your slides5. Add outlines and summaries6.
Add a layout and additional effectsThe first two steps are the biggest chunk of work, and we will
focus onthe in the following chapter. The remaining four tasks are concernedwith checking and
refining your presentation, and are discussed in thethird chapter of this section.

COMING UP
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This chapter discusses how youcan create transparencies inPowerPoint,
moving from a broad outline to a completeseries of slides.
In the process of creating slides for a presentation,
creating a structureand populating your slides with text and illustrations is the largest part of the
work. Below, we will discuss how you can quickly create a largenumber of slides by transferring
your outline to PowerPoint. We willthen focus on giving these slides substance by adding text,
images,tables and charts. Transferring your structure to PowerPoint Entering your outline in PowerPoint
does not take too much time.Simply click once on the outline pane and you can start typing.
Initially,PowerP oint will interpret your input as titles for each slide. Every timeyou press
/
, PowerPoint will generate a new slide for you. Thisway, you can easily create and label
a large number of slides withoutneeding to enter the actual content.Howeve r, if you have a
large number of slides, entering at least a fewkeywords regarding their content may be
beneficial. To do so, press
/
and
after entering the title of a slide. Pressing
T
movesyou to a lower level: everything that
you enter now will show up askeywords on the slide. Once you are done entering the last keyword, press
/
and then
s+T
. You will then be able to enter aslide title again.
Your outline might look likethisThe slide selector isdirectly below thescroll bar.
Fleshing out the individual slides
Once you have prepared a broad outline, you will want to enter moredetailed text on each
slide. To do so, we move to the slide preview. Youcan use the scroll bars to select the slide that you want to
work on, or you can use the slide selector to browse through the slides one by one.On slides,
everything needs to be in placeholders. The advantage of placeholders is that they can be moved
around or resized easily to fityour needs. Almost all slides have prepositioned placeholders,
whichyou can recognize by their dashed border and the hint click to add textor
click to add title. Entering text To enter text, click once inside the border of the
placeholder of your choice. Once a placeholder contains text (or anything else), its border
becomes invisible. If you want to edit the text inside a placeholder,sim ply click once
on the text itself.
86 Introduc tion to
Microsof t Office
When entering text, remember that your slides are only meant as asupport for
your actual presentation. That implies that you should keepyour text short and to the point. The best
way to do this is to restrictyourself to keywords only. You do not want your audience to
spendsignificant time reading elaborate sentences on the screen while theyshould be listening to you.
Also, for reasons of visibility, you shouldrestrict yourself to 30 words or (preferably) less
per slide, and make surethat the text is big enough. Font sizes around 30 pt. are best. Only if youare
really desperate can you go down to 24 pt. Everything below 24 pt. isa big no-no. Formatting text
To format your text, you can use the formatting toolbar.You have the
following options:
c+s+ F
Font This changes the typeface of
your text. There is usually a broadassortment of typefaces available, but the most
common ones are
c+s+ F
Font size This changes the size of your
text. For reasons of visibility, choose sizesaround 30 pt. You should go no lower than 24
pt.Unlike in Word, it is probably best if not to use this option. To maintaina
uniform look throughout your slides, PowerPoint contains two optionsthat apply
standardized changes to your text. Both can be found on theformatting toolbar.
Adjusting the font size The first set of buttons allows you to change the size of your text. Eachtime
you click the increase font size or decrease font size buttons,PowerP oint adjusts the
size of your text by a degree that will be visibleon the screen.
c+s+ >
Increase the font size.
Building Your Visual Aids 87
c+s+ <
Decrease the font size.
Promoting and demoting text The second set of buttons adjusts the level
of the text. In your lists, someentries may be broad categories and some may be individual items
that belong to a category, as in our example below:
Economics Propedeuse
o
Block 1
Organization & Marketing
Quantitative Methods 1
o
Block 2
Competition & Government Policy
Quantitative Methods 2Here,
Economics Propedeuse is the broadest category, and it containssubcate gories such as block 1. These
subcategories in turn includeindividu al entries, which are even narrower in scope.We say
that Economics Propedeuse is on the highest level, and theother categories are on lower levels.
When you enter your list, you start by typing
Block 1
Demote
At this point, you will have to demote block 1 to a lower level byclicking the demote
button, or pressing
T
.
o
Block 1
Promote
In PowerPoint, this will indent the line you are currently in. It will alsodecrease the
font size and change the style of the bullet to indicate aconceptual difference. To reverse the
process, you can promote entriesto higher levels by using the promote button or pressing
s+T
.
Bold
c+ B
Italics
c+
I
Underline
c+ U
Shadow
Font style This changes the appearance
of your text. You can set your text in boldface or italics , and you can underline your
words or add asshhaaddooww .By convention, underlining is no longer used to highlight text; instead,text
is set in boldface or italics. Underlining is now used to indicateInternet links instead.
The shadow will be too weak to create adistinction between more and less important text,
but you can use it as anadded effect for words that stand alone.
Left Center Right
c+ L
c+ R
Paragraph alignment Allows you to choose whether your text is
aligned to the left or rightmargin of the placeholder, or whether it is centered.
List type Finally, most of the text on slides is in the form of a list. Here you canchoose
whether it is an ordered or unordered list. To illustrate:

Ordered list.Unordered list.
An ordered list: An unordered list:1. First item2. Second item

One item
Another item Adjusting the color Finally, you can also change the color of the text, e.g. to indicate
animportant word. To do so, click on the font color button which is (for no reason at all) not located
on the formatting but on the drawingtoolbar. This will change the color of your text to
whatever color isindicated on the button. (It is indicated in the bar below the A; in our case, it is black.)
Clicking on the left part of the button will change the color of your text to the color indicatedon the button.If you wish to use another color,click on the
right part of the button.
If you do not want your text to be that particular color, you can click onthe right part
of the button to expand the color menu.The color menu always contains eight colors, all of which serve a
particular function.1. Background2. Text and lines3. Shadows4. Title text5. Fills6.
Accent7. Accent and hyperlink 8. Accent and followed hyperlink Depending on
the design templates color scheme, the colors maychange, but their function will not. E.g.
the second color will always bethe standard color for text. To highlight text, use the accent color
(no.six).We realize that (depending on your taste preferences), some of thesecolors may
cause nausea. In that case, feel free to click on more fontcolors and take your pick from the palette
that pops up. However,stickin g with the eight colors above has one advantage: if you change
toanother design template later on, your colors will be adjustedautomat ically to the new color scheme.
Color that you choose from themore font colors palette will not be adjusted you will have to
gothrough each slide manually to see if your colors conflict with the newdesign template.
Microsof t PowerPo int: Building
Your Visual Aids 89
The effect your changes will have
There are two possible scenarios. You may want to change text that youhave already typed, or you
may alter the attributes of text you are aboutto type. Editing text When you want to change the
attributes of text that you already typed,you need to indicate which part of the text you want to affect.
You cando so by marking the text.1. Move your mouse pointer to the beginning of the text that
youwant to highlight.2. Press the left mouse button and keep it pressed while3.
you move the mouse pointer to the end of the text.4. Make your changes.Using the mouse may
not always be the fastest way to select text. Thesection on selecting text on p. 90 details several
keyboard shortcuts thatcan greatly speed up the process. Altering the attributes of text
you are about to type If you want to adjust the properties of text that you have not typed
yet,simply make the changes without highlighting anything and start typing.E.g. if
you know that the next word should be printed in italics, simply press
c+
I
or click on the italics-button and type the word. Tocontinue
typing normally, press
c+ I
again.
c +n
Removes all formatting.
To remove formatting If you mistakenly italicized some text, you can
simply undo the damage by pressing the italics-button again. The same goes for all the formattingstyles
. There also is a shortcut to remove all formatting simultaneously: simply hold
c
while pressing
n
. Cutting, copying, pasting
Just like in most Office programs, you can cut, copy and paste text andother objects. Before
you can cut or copy, you need to select theelements that you want to affect. The procedure
differs for selecting textand for selecting placeholders. Once you selected all
desired elements,
90 Introduc tion to
Microsof t Office
you can continue to cut and paste them normally. (See ch. 2 of
thegeneral section, Common elements of Microsoft Office
programs for more details.) Selecting text To select text using the mouse, follow
these three easy steps:1) Move your mouse pointer to the beginning of the text that
youwant to highlight.2) Press the left mouse button and keep it pressed while3)
you move the mouse pointer to the end of the text.Instead of using the mouse, you can
also use the keyboard:1) Simply move the cursor to the beginning (or end) of the text.2)
Press and hold the
s
key while3) moving the cursor around
with the arrow keys
u
,
d
,
and
r
.This allows you to highlight one character at a time. You can speed upthe
process by holding
s
and
c
while using the arrow keys.
Thiswill highlight one word at a time.Some additional timesavers:
Pressing
s+h
or
s+e
highlights everythingfrom your current position to the
beginning or end of the currentline.
Pressing
c+s+h
or
c+s+e
highlight everything from your current position to the top or bottom of the document.
Pressing
s+M
or
s+W
highlights larger portionsof text.
Pressing
c+s+u
or
c+s+d
highlighteveryth ing from your current position to the top or
bottom of the paragraph. Selecting placeholders 1) Click on the first
placeholder. A border may appear around the placeholder. (This depends on its contents.)
Microsof t PowerPo int: Building
Your Visual Aids 91
2) Press and hold
while you click on the next placeholder. It,too, may be surrounded by a border.3)
Repeat the second step until you have selected all desired placeholders.
c+
Z
Edit
UndoUndo changes.
Undoing changes
When you have done something really disastrous, e.g. deleted all the texton one slide, you can always
undo the changes one at a time by clickingthe undo button. If you click on the right part of the
undo button , youwill see a list of your last changes and you can undo as many of them asyou like.If it
turns out that the changes were indeed justified, you can re-do them by clicking the redo button. If
you use the redo button immediatelyafte r pressing the undo button, your changes will be restored.
If your last action however was not to undo something, then the redo buttonwill be
deactivated. Instead, you can use the keyboard shortcut or theappropriate Edit menu
item to repeat your last action. This will notwork in all circumstances.
c+ Y
Edit
RedoRedo
c+ Y
Edit
RepeatRepeat
c+
M
Insert
New SlideInsert additional slides.
Adding additional slides
If you need to insert additional slides at any point, click on the newslide button. You can then choose
from an assortment of preformattedslid es for simple text, two-sided arguments,
tables, graphs etc.

Choose your slide structure
92 Introduc tion to
Microsof t Office
Adds a table of the dimensionsthat you specify.
Add a table to your slide
To add a table to your slide, simply click on the add table button on thestandard toolbar and
select the dimensions of your table from the gridthat pops up:The table will then be placed on
your slide. Tables are always placedinside their own placeholder it is not possible
to add a table to a preexisting text placeholder.

When you are above a table border, your mouse pointer lookslike
this to indicate that you canresize the table.
You can now add text to the individual cells. If the cells are too big or too
small, you can resize them by placing your mouse on top of any of the borders, so that it turns into a
double line that is pulled by twoopposing arrows . Press and hold the left mouse button and resize
thetable to your liking.

To see the tables and borderstoolbar, press this button.
Whenever you are working on
a table, the tables and borders toolbar will automatically pop up. You can also force it to
appear by clicking thetables and borders button on the standard toolbar.Below, we provide a
quick overview of its features.

Press this button to draw a table.When drawing tables, your mouse pointer looks like a pen.
Drawing tools
Instead of creating a table as described above, you can also use thedrawing tools. Click on
the draw table button and your mouse pointwill turn into a pen . Now you can conveniently draw cells and
entiretables. When you are done, you need to turn the drawing feature off byclicking on the draw
table button a second time.
Building Your Visual Aids 93
If you made mistakes when
drawing or if your table has a fewsuperfluous cells, you can take care of them by using the eraser. Click
onthe eraser button to switch the feature on or off. When the tool isactivated, your mouse pointer will
look like an eraser and will performthe same function: it will remove unnecessary lines and cells
from your tables.

Erase cells and borders using thistool.When erasing, your mouse pointer will look like this.Sets the line style.Sets
the border thickness.Sets the border color.
Border attributes You can adjust three different types of border
attributes: their style,thickness and color. Among the border styles you can select to have no
border, a straight line, or a dashed line. The thickness determines how pronounced the border will
appear on the screen. Common values are 1 pt., 2 pt. and 3 pt. Finally, the border color
button presents you withthe obvious choice. Once again, you can choose between colors from
thestandardized color scheme or from the more colors palette.

The borders menu.
Borders menu The borders menu allows
you to quickly adjust the borders of a wholearray of cells or even of the entire table. To apply these
settings, youneed to select the cells that you want to affect. You can then expand the borders menu
by click on the right part of the button :Each of these buttons will make a number of borders visible
or invisible.E.g. if you highlight your entire table and click on the top left button,you will get a border
around your table, but no internal borders betweenyour cells.

This button allows you to pick a
background color for your cells.
Background color You can set the background color of any cell by using the
backgroundcol or button. As always, you can take your pick from the standardizedcol or scheme or
you can opt for any other color.

Quick access to the table menu.
Table menu The table menu gives you access to a
number of maintenance functionsfor your table: you can add columns and rows and
quickly select parts of your table or even the entire table.
94 Introduc
Merge as many cells as you likeusing this button.This button
lets you split a cellinto a number of rows and/or columns.
Merge & split cells In some cases, you may want
to combine a number of cells into onelarger cell. You can do so by highlighting these cells and
then clickingon the merge cells button. Obviously, this button will only work if youhave selected more
than one cell. The opposite is also possible: you cansplit a cell into as many rows and columns as you
want, simply byclicking on the split cell button. This button is not available when youhave
selected more than one cell.

Top Center Bottom
Vertical alignment The vertical alignment determines
whether your text is located at the top,the center or the bottom of each cell.
Adding other elements to your slides You can also freely insert content from other
applications. You may e.g.want to add a graph from Excel. To do so, simply cut or copy the
graphin Excel and paste it into your slide. The object will automatically be placed inside its own
placeholder, so that you can move it around andresize it.Alternatively, you can add pictures,
movies, sounds and other objects byclicking on Insert on the menu bar, and then selecting
among thePicture, Movies and sounds and Object options. You can insert
pictures from files, from a scanner or from a digital camera, and youmay want to check
out PowerPoints ClipArt library. Finally, you caninsert just about any object that you
can create using other software.

Insert
PictureInsert
Movies and SoundsInsert
Object
ClipArt A picture or drawing insertedinto text documents for illustration purposes.
Moving and resizing
individual placeholders Once you placed your content on the slide, you may want to refine
thelayout by moving the individual placeholders around or by expanding or
shrinking some of the items.

The border of a text placeholder.Your mouse pointer will look like this.
To move tables and text
placeholders, click inside them once to maketheir border visible. If you place your mouse
pointer on top of the border, it will sport a four-way arrow: you can now move the objectaround by
pressing and holding the left mouse button while moving themouse. Moving objects other than text
boxes or tables is even easier:your mouse pointer only needs to be on top of the object, you do
nothave to worry about its border.
Microsof t PowerPo
int: Building Your Visual Aids 95
To resize objects, use the whitesquares at the corners and in themiddle of their border.When resizing objects, your mouse pointer
will look like atwopronged arrow.
Resizing objects works in a similar way. If you are working with a text placeholder or a
table, you need to make its border visible by clicking onthe text or table once. Notice that
there are white squares at each of thefour corners and in the middle of each border. When you place
your mouse pointer on top of any of these squares, it will turn into a twopronged arrow, indicating that
you can now make the object larger or smaller. Simply press the left mouse button and keep it
pressed whileyou move the objects border.Example :

Move your mouse pointer to one of the squares.Press
the left mouse button and keep it pressedwhile you relocate the border.Release the mouse buttonwhen the object has thedesired dimensions.
Note that each square only allows you to move the border(s) to which itis attached. E.g.
the square in the middle of the top border will allow youto move the top border up and down (see
above), while the square in thelower right corner allows you to simultaneously move the
borders to theright and below the object. The mouse pointer will indicate in whichdirections
you can move.To resize objects other than text boxes and tables, you will need to click on them
once. At this point, the appropriate white squares will appear next to the object.
Adding arrows, geometric shapes, etc. Finally, you may want to add arrows, boxes or other shapes to
conveycertain ideas. You may e.g. want to draw a mindmap. You can easily doso using the
drawing toolbar.Simply select a shape by clicking on the appropriate button and startdrawing. To
draw, move your mouse to the point where you want theupper left corner of the object to be.
Press and hold the left mouse buttonand move to the point where the lower right corner should be
located. If the object did not come out quite right, you can move and resize it like
any other object on a slide.Furthermo re, you can easily adjust its properties by using one of
theattribute buttons on the drawing toolbar.

The draw menu offers a greatnumber of further options.
Finally, the draw menu features some additional options, such asrotating objects or
placing them in above or below other objects. Thedraw menu can also be found on the drawing toolbar.

COMING UP
3 3.. RR
EEFF IINNI INNG G
&& RR
EEHH EEA
ARRS S IINN GG
In this chapter, we learn how to perfect the order of
slides, howto add outlines and summaries,and how to prepare a slide showor printouts for your presentation.
Once you have prepared all
individual slides, it is time to polish your presentation by checking the order of the slides, adding
outlines andsummaries, and by rehearsing it. Finally, we will turn to the question of
printing your slides and materials or transferring them to a disk. Before you go on
At this point, you may want to have a first rehearsal of your presentation. You should try
to do the test run without notes: by now,you have spent considerable time on your
presentation, so you should befairly well acquainted with its content and order. This rehearsal
servesseveral purposes:
to give you a better idea of what you will be saying when
eachindividual slide is on

to time yourself to check whether the content of all
slides fits your speech, so thatany mistakes can be corrected before you invest further work
to see if you have trouble remembering certain facts, figures or discussion points, which
can then be put on cue cards for useduring the presentationThe re are several ways you can
rehearse. Pressing
5
will start the presentation. You can use
/
,
d
,
r
and
N
or the leftmouse button to move forward in your presentation, i.e. to put the nextslide on. If
you went too far, you can use
u
,
l
and
to return to the previous slide.

Slide show
Rehearsetimings
Alternatively, you can do a timed rehearsal.
To do so, click on Slideshow, Rehearse timings on the menu bar. The computer will now keeptrack
of the time you spend on each slide. When you are done with your presentation, PowerPoint will
tell you the overall total and will give youthe option of saving the timing for each slide. At this point, you
shouldselect no, to keep PowerPoint from using these timings toautomatically
switch from slide to slide

16
. Adding notes One of the reasons for the rehearsal was to
find out whether you havetrouble remembering certain items. If you do, you may want todocument
them in the notes for the appropriate slides. Alternatively, youcan direct your notes at
your audience and have PowerPoint print themon your handouts. The choice is up to you.
16
You should use the automatic slide timing only when your presentation is complete and you have rehearsed it severaltimes so that you know your rhythm. Until then,
it is best to manually switch from slide to slide
98 Introduc tion to
Microsof t Office
The fourth icon on the viewselector takes you to the slidesorter view.View
Slide sorter
Check the order of your slides Another reason for the rehearsal was to check whether your slides are ina
sensible order so that your presentation flows naturally and does not jump from topic to topic. If you
want to rearrange your slides, you canswitch to the slide sorter view using the view selection
bar or byclicking on View, Slide sorter on the menu bar.The slide sorter view provides you
with miniature previews of a largenumber of slides, allowing you to simply pick them up
and drag themaround.

PowerPoint in the slide sorter view.
To move a slide, simply click on it and keep the left
mouse button pressed while you drag it to its new position. Add outlines and summaries In the last stage of the content
phase, you may want to give your audience some additional guidance. It is beneficial to start your
presentation with an outline of the subjects that you will discuss, and tosummarize your arguments
before reaching a conclusion.

Automatically create a summaryslide
An outline slide is meant to give an overview of
the topics that you areabout to discuss. In most of the cases, it will be sufficient if it simplycontains
a list of these topics. Such a slide, which is called a summaryslide in PowerPoint, can easily be
created automatically: simplyhighlight all your slides (or at least the important ones)
in the slide sorter view

17
and click on the summary slide button. This will automatically
17
Click on the first slide, press and hold
s
, then click on the last slide. To select or unselect
individual slides, press andhold
c
while clicking on the slides.
General Topics:
Getting Hooked Up 99
insert an outline slide (or possibly several
outline slides) containing thetitles of all the highlighted slides.While PowerPoint calls your
outline a summary page, a real summary page is meant to recapture your main arguments before your
conclusion.It is meant to provide the big picture for the audience that may still bestuck in the
detailed arguments that you presented. Such a page should be written manually.When
you are giving a rather long presentation, it may be a good idea tohave an outline at the beginning and a
summary at the end of each partof the presentation but this usually applies only to presentations
thatlast 10 minutes or longer.

Format
Apply designtemplate
Add a layout and additional effects Design templates With the content prepared, we
turn towards the looks of your presentation. If you started out with a blank presentation, you can nowadd
a design template to your slides by selecting Format from themenu bar, and then
clicking on Apply design template. You can thenchoose out of an array of different designs. Your
choice will affect allthe slides in your presentation.

View
Normal
Be aware that design templates also change the fonts used in your slides,so that the text may be
arranged slightly differently. Check eachindividual slide to see if you need to
correct anything. You can switch back from the slide sorter view to the normal view by
clicking on thefirst icon on the view selector bar, by double-clicking on any individualslide
in the slide sorter view or by selecting View, Normal from themenu bar.
Transitions and animations Also, if you are delivering your presentation using a beamer or computer
screen, you may want to add some transitions and animations to your slides. Transitions determine how
a new slide replaces its predecessor onthe screen. Your new slides could e.g. fly in from the right
side of thescreen. Or the screen could fade to black and then fade in on the newslide. Animations, on
the other hand determine how individualdiscus sion points enter the screen. By default, all your discussion
pointsare immediately visible on your slide. If you select an animation, your slide will
initially be empty (except for the title) and your bullet pointswill enter the screen one by one at the
push of a button.
100 Introduc tion to
Microsof t Office
A number of different options available in the slide sorter view. First,mark
all the slides to which you want to apply a particular effect. Thenclick on the transition field and select
a transition effect. The sameholds for animations. You will see a miniature preview once
you haveselected any effect.

Choose your transition hereand your animation here.
Rehearsing your presentation Finally, you may want to rehearse your presentation for a couple
moretimes. (You will find more detailed information regarding timed andnon-timed rehearsal on p.
97.) This is also the time to prepare your cuecards. Transferring your presentation
There are many different ways to take your slides to the presentation. If you know that you can use a
beamer or computer screen when deliveringyour presentation, you will want to take them in
electronic form.Otherwise, you will need to create sheets for an overhead projector.Finall y, you may
want to distribute handouts so that your audience cantake notes during the presentation.
This saves your presentation
Transferring your slides in electronic form If you know that PowerPoint is installed on the
PC you will be usingduring your presentation, you only need to save your presentation. To
doso, click on the save button. By default, your slides will be saved as anormal
presentation. Instead, you may opt to save it as a PowerPointsho w. The difference is
marginal: when you open a PowerPoint show,the presentation starts immediately.
This saves some time because it willnot open directly in PowerPoint and you do not need to press
5
to startthe presentation. To save your slides as a show, select PowerPointsho
w in the save as type selection box. Once you have saved the file,you can transfer it to a
floppy disk or email it to the place were you willuse it.

File
Pack and go
If, however, there are doubts whether you have PowerPoint availableduring your
presentation, it is best to go with the Pack and go wizard.Simply click on File from the menu
bar, and then select Pack and go.This wizard packages your presentation so you can use it on
anyWindowsPC. The first step does not require any action, so you canimmediately click on
next.In the second step, you need to indicate which presentation you want to package. For
now, we assume that you want to use the presentation thatyou are currently working on.
In the third step, you can choose where you want to save the final result. Next, PowerPoint needs to know
what it should include. If you includedany graphics or other objects, be sure to select include linked
files. If you used any fancy fonts (instead of the normal fonts that are set bydefault), you should also
select embed TrueType fonts to be on the safeside.Finally, if you know that the PC to be used during
your presentationdoe s not have PowerPoint installed, you always
need to include theviewer.This was the last step, clicking on finish now will create several files.A
setup file (pngsetup) and one or more archive files (in our case:pres0.ppz ). If you
selected a floppy disk drive as a destination, then thefiles may not fit on a single floppy. They
will then be distributed over several disks. To install your presentation, simply run pngsetup
bydoubleclicking on the icon. This will then allow you to extract your entire presentation to a
destination of your choice. After extraction of thefiles, you will be given the option of immediately
running the presentation.As a final remark: be aware that many things can go wrong. Thecomputer or
beamer you were planning to use may be out of order, your floppy disk may be damaged or you
may be forced to shift to another room that does not have the appropriate equipment
installed. If it is nottoo expensive, it may be advisable to print your
presentation on a set of
Microsof t Office
ordinary overhead sheets (see below) just to be safe.
If you are using an overhead projector In this case, you will have to print a set of overhead sheets.
If you have a printer at home, it may be able to print sheets for you. Please check itsuser manual to see if
it is capable of doing so and if it needs any particular type of sheets. You should be able to get blank
sheets at anydecent stationary store.If you cannot use your own printer to produce sheets,
you can print your sheets in the computer lab. To do so, save your presentation on a floppy(see
above), open it in the SMR and press
c+ P
. (Do not
press the print button, this will instantaneously create a printout before you canmake any of the required
adjustments!)To avoid making any costly misprints, please follow these
instructions precisely:1. Select Tektronix 850 as printer.2. Click on Properties
(right next to the printer name).3. Set transparency as the paper source.4.
Close the properties window by clicking on ok.5. Make sure that the number of
copies is set to 1,6. that PowerPoint is about to print slides,7. and (if you want color sheets)
that grayscale and pure black and white are not selected.8. Start the print process by clicking on
ok.Please be aware that printing slides (and particularly color slides) issignificantly more expensive
than printing normal documents. Also, youwill need to return the settings to their initial
values after your printout if you intend to print other documents too.
General Topics:
Getting Hooked Up 103
Preparing handouts and notes
PowerPoint can also generate handouts for your audience. There are twodifferent types:
handouts, which only include miniature views of your slides, and notes pages which
include a copy of each slide together with the notes that you entered for that slide.For
print options, press
c+ P
. (Please make sure that a Hewlett-
Packard laser printer is selected at this stage.) To print handouts, simplyselect them from the
print what? list. You can then choose how manyslides should be printed per page: 2, 3, 4, 6
and 9 are possible values.Three slides are a common value, because this setting
leavesyour audience enough room to take notes for each individualslide. Alternatively,
you can also print notes for your presentation. To print them, all you need to do is to select
notes pages from theprint what? list.
A AP PP
PE EN
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A A.. AA
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E E LLE ECCT TII
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UU
SSEE FFUU LL
EE
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FF
UUNN CCTT I I OON NSS
This appendix lists a number of useful Excel functions in the areas of mathematics and statistics.
All logical functions are listed as well, asthey play a crucial part in any subject area.For each
function, the following information is given:

its use its
syntax
an explanation of the variables (if applicable)Also, one or more examples are
provided for most functions.

Syntax Set of grammatical rules. Thesyntax determines in which order you convey information. Just
asthere is a certain order in theEnglish language, e.g. Subject Verb Object for a normalsentence, there is a certain order to information that
you pass onto your computer. Without thisorder, the computer would beunable to understand thesignificance of each bit of information.
Whenever we discuss the syntax of a function, we will indicate it with aspecial font:
SUM (number 1 , number 2, ) All required
parts of a function will be printed in bold. In our example,you will need to include at least
one number in the brackets. You caninclude more numbers, separated by commas
18
, but it is not necessary todo so. Note: Mathematical functions abs() Absolute value
This function returns the absolute value of a number, i.e. the samenumber but without its sign.
ABS (number) where:
number is a number of your choice or a reference to a
single cellExamples: =ABS(-5) will return 5 =ABS(5.867) will return 5.867
exp() (Natural) exponential function This function raises Eulers number
e to a power . In mathematicalter ms:

x
EXP (exponent) where:

18
Note that punctuation marks depend on the regional settings of your PC. For
further information, see p. 3.
Microsof t Office
exponent is any number or reference to a
single cellExamples: =EXP(0) returns 1 =EXP(1) returns 2.7183 ( e
, Eulers number) =EXP(2) returns

2
e = 7.389Remark: exp()
is the inverse of ln() , the natural logarithm. ln() Natural logarithm
This function returns the natural logarithm of a number. LN (number) where:
number is any positive number or reference to a single cellwhich contains a
positive number Examples: =LN(-1) will return a #NUM! error because the
number is not positive =LN(0) will return a #NUM! error because the
number is not positive =LN(1) will return 0 =LN(2.7183) will return 1Remark:
ln() is the inverse of exp() , the natural exponential function.
log() Logarithm This function returns the logarithm of a number to a specified base.
LOG (number , base ) where:
number
is any positive number or reference to a single cellwhich contains a positive number

o
base
is any positive number or reference to a single cell whichcontains a positive number (optional, if left
empty, 10 will beused)Exampl es: =LOG(-1) will return a #NUM! error because the
number is not positive =LOG(10) will return 1 =LOG(2, 5) will return 0.431
Appendi x: A Selection of Useful Excel
Function s 109
Matrix functions All matrix functions except mdeterm()
are slightly different fromnormal functions because they need to be
entered for several cells simultaneously . Such functions are called array functions
.To enter such functions, follow these three steps:1. Select as many cells as you need (in the
correct proportion). E.g.if you are calculating the inverse of 2 2 matrix, you will
needto select 2 2 cells.

Array functions Functions that are valid for anarray of cells. The result of sucha function not only depends onthe function itself, but
also onthe position of each cell in thearray. E.g. the same functioncould return a different result for cell 2 in row 1 than for cell 4 inrow 3. Array functions
areentered in a different way thannormal functions.
2. Enter the formula, e.g.
=MINVERSE (A1:B2) 3. and press
c+s+/
to apply it to all selectedcells
simultaneously. Note that the formula for each of the cells has subtly changed. It nowreads
={ MINVERSE (A1:B2) } , to indicate that it is valid for an entirearray of cells.
mdeterm() Determinant of a matrix Returns the determinant of a square matrix
. (This function should not beentered as an array function.)
MDETERM (array of cells) where:
array of cells is reference to a coherent block
of cells with anequal amount of rows and columns (there are no determinants for non-square
matrices)Examp les: =MDETERM( A1:B2) will return the inverse of this 2 2 matrix
=MDETERM( A1:B3) will return a #VALUE! error because this is not asquare matrixRemark:
if any cells in the matrix are empty or contain text, mdeterm()
will return a #VALUE! error. minverse() Inverse of a matrix
Returns the inverse of a square matrix . This function needs to beentered as an array function!
The resulting matrix will be of the samesize as the original matrix.
110 Introduc
MINVERSE (array of cells)
where:
array of cells is reference to a coherent block of cells with anequal amount of rows and
columns (nonsquare matrices cannot be inverted)Examp les: =MINVERSE( A1:B2)
will return the inverse of this 2 2 matrix =MINVERSE( A1:B3) will return a #VALUE! error
because this is not asquare matrixRemarks:
If any cells in the matrix are empty or contain text,
minverse() will return a #VALUE! error.
Not all square matrices can be inverted.
minverse() returns a#NUM! error if a matrix does not have an inverse.
mmult() Matrix multiplication Returns the product of a matrix
multiplication of a k m and an m
n matrix. This function needs to be entered as an array function!
Theresulting matrix will be of the order k n .
MINVERSE (first array, second array) where:
first array
is reference to a coherent block of cells of any size,i.e. a matrix of the order k
m , where k and m can be freelychosen
second array is reference to a coherent block of cells that has asmany rows as there are columns in the
first array, i.e. a matrix of the order m n , where
n can be freely chosen but m isdetermined by the first arrayExamples:
=MMULT(A1: B3,G17:I18) will return a 3 3 matrix =MMULT(A1: C3,G17:I18)
will return a #VALUE! error, because thenumber of columns in array one (3) is unequal to the
number of rows in array two (2)Remark: if any cells in the matrix are empty or contain text,
mmult() will return a #VALUE! error. transpose() Transposes a matrix
Returns the transpose of a matrix, i.e. a matrix whose rows have beenconverted into columns.
This function needs to be entered as an arrayfunction! If the original matrix is of the order m
n , then the resultingmatrix will be of the order n
m .
Appendi x: A Selection
of Useful Excel Function s 111
TRANSPOSE (array of cells) where:
array of cells is reference to a coherent block
of cellsExample: =TRANSPOS E(A1:C2) will return a 3 2 matrixRemark:
there are no restrictions regarding the content of the cells.Transpose also works with
text or empty cells. pi()

p
p
Returns
(pi), 3.141, accurate to 15 digits. PI () No parameters are required.
round() Rounding Rounds a number to a specified amount of digits
after the decimal point. ROUND (number, amount of digits) where:
number is the number that you want to round
amount of digits
is the amount of digits after the decimal pointto which you want to round (entering negative
numbers willcause Excel to round before the decimal point)Examples: =ROUND(1.2 34, 0)
will return 1 =ROUND(1.2 34, 1) will return 1.2 =ROUND(42. 234, -1) will return 40
sqrt() Square root Returns the square root of a number. SQRT (number)
where:
number is any positive number Examples: =SQRT(4) will return 2
=SQRT(-4) will return a #NUM! error, because the square root of anegative
number is not defined
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sum() Sums Adds the contents of cells.
SUM (number 1 , number 2, ) where:
number 1
is a number or a reference to a (group of) cells

o
you can include additional cell references or numbers up to
atotal of 30 (optional)Exam ples: =SUM(1,2,3) will return 6 =SUM(A1:A2 00)
will add the contents of all 200 cells and return thetotal =SUM(A1:B3, 6,C7)
will add the contents of the number 6 to thecontents of the cells A1:B3 and C7Remark: empty cells or
cells that contain text, logical values or errorswill be ignored. trunc() Truncation
Truncates a number with a specified precision. TRUNC (number
, amount of digits ) where:
number
is the number that you want to truncate

o
amount of digits is the number of digits after the
decimal pointthat you want to preserve (optional, if left empty, 0 will beused; entering a negative value
for amount of digits will cut of digits in front of the decimal point)Examples: =TRUNC(18.9 56)
returns 18 =TRUNC(18.9 56,1) returns 18.9 =TRUNC(18.9 56,-1) returns 10
Statistical functions average() Mean Returns the arithmetic mean of the specified
cells or numbers. AVERAGE (number 1 , number 2, ) where:
number 1 is a number or a reference to a (group of) cells

o
you can include additional cell references or
numbers up to atotal of 30 (optional)
Appendi x: A Selection
of Useful Excel Function s 113
Examples:
=AVERAGE(1 ,2,3) will return 2 =AVERAGE( A1:A200) will return the average of all
200 cellsRemark: empty cells or cells that contain text, logical values or errorswill be
ignored. A cell that contains a 0 will therefore affect the mean,an empty cell will not.
binomdist() Binomial distribution Returns the binomial probably of k
successes in n trials, when the probability of a success is p .
BINOMDIST (k, n, p, cumulative) where:
k is the amount of success, a
natural number between 0 and n
n is the total amount of trials,
a positive natural number
p is the probability for success as a
percentage or decimal value
cumulative is a logical value that determines whether the
probability mass function or cumulative probability is returnedExampl es:
=BINOMDIST (1,2,50%,false ) returns 0.5 =BINOMDIST (1,2,0.5,false) returns 0.5
=BINOMDIST (1,2,0.5,true) returns 0.75 =BINOMDIST (2,1,0.5,true) returns a #NUM! error
because therecannot be more successes than there are trials =BINOMDIST (1,2,1.1,true)
returns a #NUM! error because probabilities cannot be smaller than 0
(0%) or larger than 1(100%) critbinom() Binomial distribution Determines the amount of
successes for which the cumulative probability equals or supersedes a
specified critical value. CRITBINOM (n, p, critical value) where:
is the total amount of trials, a positive natural number
p is the probability for
success as a percentage or decimal value
critical value is the percentile that you want to
determineExam ple: =CRITBINOM (10,0.5,0.75) will return 6, because the cumulative
probability for 6 successes is past the 75% threshold(82.8% ), while the cum. probability for 5 successes
remained below the critical value (62.3%)
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00.050.10.150.20.250.3 0 1 2 3 4 5 6 7 8 9 1 0 k
> 75%
count() Number of elements Counts the amount of numbers in a list.
COUNT (number 1 , number 2, ) where:
number 1
atotal of 30 (optional)Exam ples: =COUNT(1,2, 3) will return 3
=COUNT(1,"A ",3) will return 2 =COUNT(A1: A200) will return the amount of cells
between A1 andA200 that contain a numerical valueRemark: empty cells or cells that
contain text, logical values or errorswill be ignored. max() Largest element
Finds and returns the largest element in a list of numbers. MAX (number 1
, number 2, ) where:
you can include additional cell references or numbers up to atotal of 30 (optional)Exam ples:
=MAX(1,2,3) will return 3 =MAX(A1:A20 0) will search the cells between A1 and A200
and returnthe largest value =MAX(A1:A20 0, 10) will return 10 or the largest value found
betweenA1 and A200, whichever is larger
Appendi x: A
Selection of Useful Excel Function s 115
Remark: empty cells or cells that contain text, logical values or errorswill be ignored.
median() Median Returns the median of a list of numbers, i.e. it returns the middle value.
MEDIAN (number 1 , number 2, ) where:
number 1
is a number or a reference to a (group of) cells; thenumbers do not need to be orders
according to value
o
you can include additional cell references or numbers up to atotal of 30
(optional)Exam ples: =MEDIAN(1,2 ,3) will return 2 =MEDIAN(1,2 ,3,4)
will return 2.5 (the average of 2 and 3) =MEDIAN(1,2 ,3,5)
will return 2.5 (the average of 2 and 3) =MEDIAN(2,5 ,1,3) will return 2.5 (the average of
2 and 3)Remark: empty cells or cells that contain text, logical values or errorswill be
ignored. A cell that contains a 0 will therefore affect themedian, an empty cell will not.
min() Smallest element Finds and returns the smallest element from a list of numbers.
MIN (number 1 , number 2, ) where:
number 1

o
atotal of 30 (optional)Exam ples: =MIN(1,2,3) will return 1 =MIN(A1:A20 0)
will search the cells between A1 and A200 and returnthe smallest value =MIN(A1:A20 0, 5)
will return 5 or the smallest value found betweenA1 and A200, whichever is smaller Remark:
empty cells or cells that contain text, logical values or errorswill be ignored.
normdist() Normal distribution Returns the (cumulative) probability for a point under a
normaldistributi on with a given mean and standard deviation. NORMDIST (x, mean,
standard deviation, cumulative) where:
is the value for which you want the probability
mean is the mean of the normal distribution
standard deviation is the standard deviation of the normaldistributi on
cumulative is a logical value that determines whether thecumulative probability is
returned (for most intents and purposes,this value will be set to true)Examples:
=NORMDIST( 75,80,5,TRUE ) will return 0.159
=NORMDIST( A1,100,25,TR UE) will return the cumulative probability under the
normal distribution with

m
= 100 and
s
= 25 on the interval [
, A1] (see graph) normsdist() Standard normal distribution Works like
normdist() , but uses the standard normal distribution. normsdist()
returns only the cumulative probability. NORMDIST (z) where:
is the value for which you want the probabilityExa mple: =NORMSDIS T(0)
will return 0.50 norminv() Normal distribution Returns the point x
under a normal distribution with a given mean andstandard deviation for
which the interval [
, x ] yields a given probability.
NORMINV (probability, mean, standard deviation) where:
Appendi x: A Selection of Useful Excel
Function s 117
probability is the cumulative probability
under the normaldistributi on on the interval [
, x ]
mean is the mean of the normal distribution
standard deviation
is the standard deviation of the normaldistributi onExamples: =NORMINV(0 .5,100,10) will return 100
=NORMINV(4 0%,100,25) will return the point x indicated in the graph below
normsinv() Standard normal distribution Works like norminv()
, but uses the standard normal distribution. NORMSINV (probability) where:
probability
is the cumulative probability under the standardnormal distribution on the interval [
, z ]Example: =NORMSINV( 50%) will return 0
percentile() Percentiles Returns the specified percentile. PERCENTILE (array of
cells, percentile) where:
array of cells is reference to a coherent block of cells
percentile is the percentile as a decimal value between 0 and 1Examples:
=PERCENTIL E(A1:A200,0. 1) will return the 10

th
percentile
=PERCENTIL E(A1:A200,1. 1) will return a #NUM! error becausethere is no 110

th
percentileRemar ks:
if the array contains less than 1 or more than 8,191 elements,
percentile() will return a #NUM! error
empty cells or cells that contain text,
logical values or errors will
Microsof t Office
be ignored
percentile(A1: A200,0) is equivalent to
min(A1:A200)
percentile(A1: A200,0.5) is equivalent to median(A1:A2 00)
percentile(A1: A200,1) is equivalent to max(A1:A200) quartile() Quartiles
Returns a specified quartile. QUARTILE (array of cells, QUARTILE)
where:
array of cells is reference to a coherent block of cells
quartile
determines, which quartile will be returned:
0 the minimum value
1 the lower quartile
2 the median
3 the upper quartile
4 the maximum valueExamples: =PERCENTIL E(A1:A200,1) will return the lower quartile
=PERCENTIL E(A1:A200,6) will return a #NUM! error because thesecond value needs to be a
natural number between 0 and 4Remarks:
if the array contains less than 1 or more
than 8,191 elements, quartile() will return a #NUM! error
empty cells or cells that
contain text, logical values or errors will be ignored
quartile(A1:A2 00,0) is equivalent to
min(A1:A200)
quartile(A1:A2 00,2) is equivalent to median(A1:A2 00)
quartile(A1:A2 00,4) is equivalent to max(A1:A200) stdev() Standard deviation
Calculates the standard deviation of a sample. STDEV (number 1 , number 2,
) where:

o
you can include additional cell references or numbers up to atotal of 30 (optional)Exam ple:
=STDEV(A1: A10) will return the standard deviation of the valuescontained
in the cells A1 through A10.
Appendi x: A Selection of Useful
Excel Function s 119
tdist() Student t-distribution
Returns the oneor two-tailed cumulative probability for a point under aTdistribution with given
degrees of freedom. TDIST (x, d.f., tails) where:
is the value for which you want the probability
d.f. indicates the degrees of
freedom of the distribution
tails indicates whether you want the one- or two-tailed
probabilityExa mples: =TDIST(1,200 ,1) will return 0.159 (see graph)
=TDIST(1,200 ,2) is equivalent to =2*TDIST(1,2 00,1) Remark: when d.f. < 1 or when
tails does not equal 1 or 2, tdist() willreturn a #NUM! error. tinv() Student t-distribution
Returns the point x which cuts off a given probability in both tails of
astudent Tdistribution with given degrees of freedom.
TINV (probability, d.f.) where:
probability is the total cumulative
probability that should be leftin both tails (e.g. 5% in total implies 2.5% in each tail, see graph)
d.f. indicates the degrees of freedom of the distribution
Example: =TINV(5%,20 0) will return 1.972 (see graph) var() Variance
Calculates the variance of a sample. VAR (number 1 , number 2, )
where:

o
you can include additional cell references or numbers up to atotal of 30 (optional)Exam ple:
=VAR(A1:A10 ) will return the standard deviation of the valuescontained
in the cells A1 through A10.

Logical statement A comparison of two pieces of information that is either corrector incorrect, e.g. 0 = 1
is such astatement, and it is incorrect.
Logical functions Logical functions allow a computer to deal with
logical statements. Alogical statement is a statement that compares one bit of
informationwith another to check whether they fulfill a certain condition. For instance, A2 = 2
is such a statement. Here, the two bits of informationare the cell A2 and the number 2, and the
condition is that both bitsof information must be equal to each other. Another
statement would be A2 > 2 . In this case, the condition is that the cell A2 must
contain avalue that is larger than 2.Excel will try to determine whether a condition has
been met or not. Inour latter example, A2 > 2 , the condition would be met e.g. if the
cellA2 contains the value 3, because 3 > 2. In that case, we say that astatement is
true or correct. If, however, the cell A2 e.g. contained thevalue 1, then the
condition would not be met. We would say that thestatement is false or incorrect.The decision
whether a statement is true or false is the result of such alogical statement. Just as
=4+3 will return 7, =1>0 will return true. Thisresponse can then be used in logical
functions e.g. for makingdecision s.The following logical functions are all
based on logical statements.
Appendi x: A Selection of Useful
Excel Function s 121
and() This function will return
true if all of the given conditions are true.
AND (condition 1 , condition 2, ) where:
condition 1
is a logical statement
o
you can include additional logical statements up to a total of
30(optional)Exa mples: =AND(1=1, 2<3) will return true because both
statements are true =AND(1=1, 2>3) will return false because at least one statement is
false(it does not matter how many statements are false) false() Returns false.
FALSE () or FALSE No parameters are required.Remar
k: the brackets can be omitted. if() Evaluates a statement and commits an
action in response. IF (condition, response if true , response if false
) where:
condition is any logical condition
response if true is the action committed when the logicalcondition is true

o
response if false is the action committed when the logicalcondition is false
(optional)Exam ples: =IF(A1>A2,A1 -A2,A2-A1) will deduct A2 from A1 if A1 is bigger
thanA2 (and vice versa) =IF(0=1,"Your PC is drunk!","Every thing is fine.")
will always returnEverythi ng is fine, because 0 is never equal to 1 (unlessyour PC
is drunk)Remarks:
you can refine the condition using the and() ,
or() and not() functions
you can include up to 7 further if()
functions in the responses
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not() Reverses the condition, i.e. returns
true for a condition that is false and false
for a condition that is true . NOT (condition) where:
condition is a logical statementExam ples: =NOT(2<3) will return false, because the
original statement is true =NOT(1=0) will return true, because the original
statement is false or() This function will return true if
at least one of the given conditions istrue. OR (condition 1
, condition 2, ) where:
condition 1 is a logical statement
you can include additional logical statements up to a total of 30(optional)Exa mples:
=OR(1=1, 2>3) will return true because at least one statement is true (itdoes not matter how
many statements are true) =OR(1=0, 2>3) will return false because all
statements are false true() Returns true. TRUE () or TRUE
No parameters are required.Remar ks: the brackets can be omitted.
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dailyoffice chores, such as writing documents, making extensivecalcula tions, preparing

Microsoft Office is theunchallenged market leader and is used by the majority of

(Studenten Micro Ruimte)Synonym for computer lab at our university.

What you need to get started Strictly speaking, you

has been mailed to you together with your studentID card.

Rooms 3.047 3.061 Rooms 0.012 0.014

Mon Thu 9 a.m. 10 p.m. 9 a.m. 5 p.m.Fridays 9 a.m. 5 p.m. 9 a.m. 5

p.m.Weekends closed closed

www.fdewb.uni maas.nl/smr/ In general, the SMRs should only be used for

4 Introduc tion to Microsof t Office

upto two hours per day.

THE ICT SERVICE CENTER

Looiersgracht 14, Room 0.011

Weekdays 8 a.m. 10 p.m. 8.30 a.m. 5 p.m.Saturdays

theappropriate software. We also presume that you know in general how to

universities) buys large quantities of educational licenses.

operate a Windows-based PC. We will take it from there.This

Toolbar buttons that initiate a certain function are

. An example of such a key combination would be

specialfont, as demonstrated here: enter this .

Some of the options cannot be initiated by using a keyboardshortc ut or an onscreen button.

will be enough to take you to the print menu.

6 Introduc tion to Microsof t Office

menu, e.g. Start

Microsoft Word will launch Word.

), followed by theunderlined letters.

If you are stuck If you cannot find the answer

you can try is pressing the

IICC RROOS S OOF FTT

All Microsoft Office programs, and

itdirectly or by pressing and holding the

letter of the entry. (E.g. to open the file menu, press

Clicking on any of the headings will bring up the appropriate

available options asconfusing. This is why Microsoft Office applications

tion to Microsof t Office

While the individual options differ between the applications, thegeneral

menus are rather similar.

The edit menu allows you easy

undoingand redoing changes, as well as finding and replacing text.

The view menu allows

you to determine how you would likeyour document to be displayed. Furthermore, it

screen, such as specialty toolbars.

The insert menu lives up to its name: it enables you to

Under the format heading, you find all of the formattingoptio

rows and columns in Excel,and slides in PowerPoint.

The tools menu contains an assortment of

helpful functions,such as the spell checker.

The window menu comes in handy when you

are working onseveral documents simultaneously, as it allows you to arrange thedocuments in

any way that you like or that is useful to you.

General Topics: Getting

Finally, the help menu is your first stop

appear with a brief explanation.

All applications also offer toolbars for

specific problems. Beside thestandard and formatting toolbars, Word offers 14

additional toolbars,Excel offers a further 12 and PowerPoint another 11 additional bars.

and then selecting the appropriate toolbar.

tion to Microsof t Office

The status bar The status bar gives ready

NewCreate a new document.

Creating new documents

letters in Word or PowerPoint presentations with elaborate designs.