MICROSOFT OFFICE

APPLICATION REVIEW

LASER PETROLEUM GEOSCIENCE CENTRE

JUNE 2015
Introduction Microsoft Word
 Topics
• The Word program window
• Formatting Text
• Cut, Copy, and Paste commands
• Clipboard and Spell Checker
• Document and Page Layouts
• Headers and Footers
• Inserting Symbols, Tables, and Clipart

3
 Microsoft Word Program
• Microsoft Word is a word processing program
used to create:
– Letters
– Memos
– Newsletters
– Research papers
– Web pages
– Business cards
– Resumes
– Financial reports
– Other types of documents

4
Word Processing Software
• A word processing program is
software that allows you to enter,
edit, and format text and graphics

• The files you create using Word are

called documents

5
Word with various objects…
Header
Graphic

Column
Formatted
text

Chart

Table

6
 Word Program Window
Quick Title
Access bar
toolbar

Ribbon

Scroll
Document bar
Ruler window

Status
bar View
buttons

7
Word Program Window Summary

• Quick Access toolbar contains frequently

used commands and is customizable
• The Ribbon contains tabs
• Tabs include buttons for commands organized
in groups
– Rulers show margins, tabs, and indent
settings
– View buttons are used to switch between
Word document views

8
Word-wrap and Automatic Features
• Word includes a word-wrap feature
– As you type, the insertion point moves
automatically to the next line when you reach the
right margin
– Press [Enter] only when you want to start a new
paragraph
• Automatic features that might appear as
you type
– AutoComplete
– AutoCorrect
– Spelling and Grammar
9
 Saving a Document
• Save a file for the first time using the Save
button on the Quick Access toolbar or the Save
command on the Office menu

• Assign a filename and a file location to a

document using the Save As dialog box

• After you save a file for the first time, save

changes using the Save button, the Save
command, or [Ctrl][S]
• To create a copy of the file, use the Save As
command under the Office Button.

10
 Show/Hide Formatting Marks
• Formatting marks are special characters
that appear on screen to help you edit
and format text
This formatting
mark indicates a
• Formatting marks do blank line or the
end of a paragraph
not print
• Use the Show/Hide ¶
button turn the display
of formatting marks off
and on

11
 Selecting Text
• Use the mouse to select words, lines,
paragraphs, and other large blocks of text.
• Press and hold the Ctrl key to select
NON-consecutive text.
Methods for selecting text
to select use the pointer to
Any amount of text Drag over the text
A word Double-click the word
A line of text Click with the selection pointer to the left of the line
A sentence Press and hold [Ctrl], then click the sentence
A paragraph Triple-click the paragraph or double-click with the selection pointer to the left of the
paragraph
A large block of text Click at the beginning of the selection, press and hold [Shift], then click at the end
of the selection
Multiple nonconsecutive Select the first selection, then press and hold [Ctrl] as you select each additional
selections selection
An entire document Triple-click with the selection pointer to the left of any text, press [Ctrl][A], or click
the Select button in the Editing group on the Home tab, and then click Select All

12
 Using Templates
• A template helps you create a formatted a
document quickly
– A template is a formatted document that
contains placeholder text
– You replace the placeholder text with your own
text and save the file with a new filename
– Word includes templates for faxes, letters,
reports, brochures, memos, and other types of
documents
– Select a template while in the
New Document dialog box
13
 Cutting and Pasting Text
• The operation of moving text from one location to another is
called cut and paste
• Cut the selected text using the Cut button in the Clipboard group
on the Home tab or the keyboard shortcut [Ctrl][X]
– Cut text is placed on the Clipboard, a temporary storage area
for text and graphics cut or copied from a document
– Two clipboards:
• System Clipboard - holds one item, the last item cut or
copied from a document
• Office Clipboard - holds up to 24 items
• Paste text at the location of the insertion point using the Paste
button in the Clipboard group on the Home tab or the keyboard
shortcut [Ctrl][V]

14
 Drag and Drop Text
• You can also move text using the drag
and drop method
– Drag selected text to a new location using
the mouse
– Text that is dragged is not placed on the
Clipboard

15
 Shortcut Keys for Editing

• Use keyboard shortcuts as a quick way to

perform a command
– [Ctrl][X] to cut text
– [Ctrl][C] to copy text
– [Ctrl][V] to paste text
– [Ctrl][A] to select all the text in a document
– [Ctrl][S] to save a document
• The keyboard shortcut for a command
appears in the ScreenTip
16
 Copying and Pasting Text
• Copied text is not removed from the
document
– A copy of copied text is placed on the
Clipboard
– Use the Copy button in the Clipboard group
on the Home tab or the keyboard shortcut
[Ctrl][C]
– Copy selected text by pressing [Ctrl] as you
drag it to another location

17
 Office Clipboard
• The Office Clipboard
– Stores up to 24 items
– Stores text and graphics
– Items can be cut or copied from any
Office program
– Items on the Office Clipboard can be
viewed
– The last item collected is stored on both
the Office Clipboard and the system
Clipboard 18
 Using the Office Clipboard
Click to resize or
• The Office Clipboard move the Clipboard
appears in the task pane
Clipboard task pane
– Can be set to open Stored
automatically after items
two consecutive cut
or copy actions
Icon indicates the
– Display manually by item is collected
clicking the launcher from Word
in the Clipboard
group
Click to
change
display
options
19
 Finding and Replacing Text
• Find and Replace feature
– Use the Replace command to search for
and replace all instances of a word or
phrase in a document
• Automatically find and replace all
occurrences at once, or
• Find and review each individual occurrence
– Use the Find command to locate and
highlight every occurrence of a word or
phrase in a document
20
 Spelling and Grammar Checker

• Flags possible mistakes and suggests

corrections
– Misspelled words
– Grammar errors
• You still need to proofread your
documents carefully for errors

21
 AutoCorrect
• Inserting text with AutoCorrect
– Create your own AutoCorrect entries
• Words you type often, such as a name
• Words you often misspell
– To create an AutoCorrect entry
• Open the AutoCorrect dialog box
– To insert an AutoCorrect entry in a
document
• Type the text you want Word to correct followed
by [Spacebar]

22
 Fonts
• A font is a complete set of characters
with the same typeface or design
– Arial, Times New Roman, Tahoma, and
Calibri are examples of fonts
• Each font has a specific design and feel
• Set Font Size, Color, Style, and Effects
– Font size is measured in points
– A point is 1/72 of an inch
23
 Formatting with Fonts
 Serif fonts have a small stroke, called a
serif, on the ends of characters, and are
often used for body text:
– Times New Roman
– Garamond
– Book Antiqua
– Californian FB
 Sans serif fonts do not have a serif, and
are often used for headings:
– Arial Rounded MT Bold
– Comic Sans MS
– Franklin Gothic Demi
– Papyrus 24
 Font Styles

• Make text darker and thicker by

applying bold
– Click the Bold button to apply bold
• Slant text by applying italic
– Click the Italic button to apply italic
• Underline text for emphasis
– Click the Underline list arrow, then
select an underline style
25
 Font Effects
• Apply using the Font
dialog box
• Superscript
• Subscript
• Shadow
• Outline
• Emboss
• Engrave
• Small caps

Choose font
effects 26
 Font Styles and Effects

48 point, red,
shadow
effect, 80%
character
scale

Italic
Bold

27
 Format Painter
• The Format Painter allows you to
copy the format setting applied to
selected text to other text
– Use to copy multiple format settings
or individual ones
• Click the Format Painter button once to
apply the format settings to one item
• Double-click the Format Painter button
to activate the Format Painter and apply
settings to multiple items
28
 Line and Paragraph Spacing

• Adding white space to a document

can make it easier to read
– Increase space between lines using the
Line Spacing list arrow
– Increase space between paragraphs
using the Before and After text boxes
in the Paragraph group on the Page
Layout tab
29
 Aligning Paragraphs
• Paragraphs are aligned relative to the left and
right margins
– Left-aligned text is flush with the left margin and
has a ragged right edge
– Right-aligned text is flush with the right margin
– Centered text is positioned evenly between the
margins
– Justified text is flush with both the left and right
margins

30
 Aligning Examples
• Change paragraph alignment using the
alignment buttons in the Paragraph group on
the Home tab
Right-aligned

Centered

Justified

Left-aligned

31
 Themes
• Format a document using themes
• A theme is a complete set of theme
colors, fonts, and effects
• Preview a theme before applying it
• Click the Themes button in the Themes
group on the Page Layout tab to select
and apply a theme
32
 Tabs
• Tabs help you to align text vertically at a
specific location on a page
– A tab stop is a point on the horizontal ruler that
identifies a text alignment location
– By default, tab stops are located every ½ inch from
the left margin
– You can create custom tab stops
– Text can be aligned to the left, right, or center of a
tab stop, or aligned with a bar character or decimal
point
– A tab leader, a line that appears in front of tabbed
text
33
 Tabs Examples
Tab indicator Left tab stop Right tab stop

Tabbed text Tab Tabbed text

left-aligned leader right-aligned
34
 Indenting
• Indenting a paragraph moves the edge of the
paragraph in from the left or right margin
– Indent the entire left or right edge of a paragraph
– Indent just the first line
– Indent all lines except the first line

• Indent markers on the horizontal ruler identify

the indent settings for the paragraph in which
the insertion point is located

35
 Indent Markers on Ruler

Indent buttons
First Line
Indent marker

Hanging Indent
marker

Left Indent
marker

Indented
paragraph Right Indent
marker 36
 Bullets and Numbering

• Formatting paragraphs with bullets and

numbering can help to organize ideas in a
document
– A bullet is a character, often a small circle,
that appears before the items in a list to
add emphasis
– Numbering the items in a list helps to
illustrate sequence and priority
37
 Adding Bullets and Numbering

• Use the Bullets or Numbering list arrows to

apply, change, or customize bullet and
numbering styles

38
 Creating Outlines
• To create a hierarchical structure in a list,
apply an outline numbering style
• Click the Multilevel List list arrow to select and
apply a multilevel list style
• Format an existing list
– Demote items using the Increase Indent button
– Promote items using the Decrease Indent button

39
 Borders and Shading
• Adding borders and shading to text can help
to enhance the information in a document
– A border is a line added above, below, to the side
of, or around words or paragraphs
– Shading is a color or pattern that is added behind
words or paragraphs
– Use the Border button or the Shading button in
the Paragraph group on the Home tab

40
Borders and Shading Example

Shading Border

41
 Footnotes and Endnotes
• Footnotes and endnotes provide
additional information
• They consist of two parts
– Note reference mark
– Corresponding footnote or endnote
• Footnotes appear at the bottom of page
• Endnotes appear at the end of the
document.
42
 Footnotes and Endnotes
Example

Separator
line

Footnote Note reference

text mark

43
 Document Margins
• Document margins are the blank areas
between the edge of the text and the edge
of the page
• To adjust a document’s margins:
– Click the Margins button in the Page Setup
group on the Page Layout tab, then click Custom
Margins
• Change margin settings on the Margins tab in the
Page Setup dialog box
– Drag a margin indicator on a ruler to a new
location 44
 Setting Document Margins
Top margin Right margin

Ruler shows
location of
top margin

Ruler shows
location of
left margin

Left margin
45
 Page Orientation

• Portrait orientation means a page is taller

than it is wide
– The default page orientation for a document
is portrait
• Landscape orientation means a page is
wider than it is tall
• Default paper size is 8.5” x 11”

46
 The Page Setup Dialog Box
– Margins tab
• Change margins, page
orientation, and format
the layout of pages in a
multiple page document
– Paper tab
• Change paper size and
paper source
– Layout tab
• Format sections, format
headers and footers, and
change vertical
alignment 47
 Margin Options

• Margin options in a multiple page

document
– Mirror margins are used in documents with
facing pages, such as magazines
• Inside and outside margins are a mirror image of
each other
– A gutter margin is used in documents that
are bound, such as books
• A gutter adds extra space to the top, left, or
inside margin to allow for the binding
– Set mirror margins and a gutter on the
Margins tab of the Page Setup dialog box
48
 Dividing a Document into Sections

• A section is a portion of a document that is

separated from the rest of the document by
section breaks
– A section break is a formatting mark that shows
the end of a section
– You divide a document into sections when you
want to apply different page layout settings, such
as columns, to sections
• Sections are used to vary the layout of a document
• A document is formatted in a single section by default

49
 Types of Section Breaks
• Insert a section break using the Breaks
button in the Page Setup group on the
Page Layout tab

Section Function
Next page Begins a new section and moves the text following the break to the top of the next
page

Continuous Begins a new section on the same page

Even page Begins a new section and moves the text following the break to the top of the next
even-numbered page

Odd page Begins a new section and moves the text following the break to the top of the next
odd-numbered page

50
 Section Breaks Example

Section 1 is
formatted in one
column

Continuous
section break

Section 2 is formatted
in two columns
51
 Page Breaks
• As you type, an automatic (soft) page
break is automatically inserted when you
reach the bottom of a page
– Text flows to the next page
• You can force text onto the next page by
inserting a manual (hard) page break
– Use the Breaks button in the Page Setup
group on the Page Layout tab to insert a
page break, or
– Press [Ctrl][Enter]
52
 Page Numbers

• Automatically number the pages of a document

by inserting a page number field
– A field is a code that serves as a placeholder for
data that changes in a document
– Click the Page Numbers button in the Header &
Footer group on the Insert tab to insert a page
number field
• Select a location, such as bottom of page
• Select a preformatted page number and alignment

53
 Page Numbers Example
• Page number fields are inserted in a document
header or footer

Document text
(dimmed when
the Footer area
is open)

Page number
(in the Footer
area)

54
 Headers and Footers
• Add headers and footers to a document when
there is an item you want to appear on every
page
– A header is text or graphics that appears at the
top of every page of a document
– A footer is text or graphics that appears at the
bottom of every page of a document
• Headers and footers often contain information
such as document title, author name, dates,
and page numbers
55
 Adding Headers and Footers
• Open headers and footers by clicking the
Header button or the Footer button on the
Insert tab
• Add text to headers and footers by typing in
the Header and Footer areas
– You can also add symbols, borders, graphics,
and other elements to headers and footers
• The Header & Footer Tools Design tab
opens when the Header and Footer areas
are open
56
 Headers and Footers Example
• Document text is dimmed when the Header
and Footer areas are open
– Dimmed text can’t be edited
– The Header and Footers areas are independent of
the document itself and must be formatted
separately
Header &
Footer Tools
Design Tab

Header area
open with
content control
57
 Editing Headers and Footers

• To edit headers and footers, first

open the Header and Footer areas:
– Double-click a header or footer in Print
Layout view
– Insert, delete, and format content
– Change the default tab stops in the
Header and Footer areas if the default
document margins were changed
58
 Different Headers and Footers

• Create different headers and footers:

– For the first page of a document or section
– For each section in a document
– For even- and odd-numbered pages in a
document or section
• Use the tools on the Header & Footer
Tools Design tab or use the Layout tab in
the Page Setup dialog box

59
 Inserting Symbols
• A symbol is a special character, such
as a graphic, shape, or foreign
language character

• Add a symbol using the Symbol

button on the Insert tab

60
 Inserting a Table

• Tables illustrate information intended for

quick reference and analysis
– A table is a grid of columns and rows that
you can fill with text and graphics
• A cell is the box formed by the intersection of a
column and a row
• Borders are the lines that divide the rows and
columns of a table and help you see the
structure
61
 Table Example

Column

Row

Border Cell

62
 Clip Art

• Illustrate a document with clip art

– Clip art is a collection of graphic images that
you can insert in a document
• Clip Organizer, a library of clips
• Clips are the media files, including graphics,
photographs, sounds, movies, and animations,
that come with Word
– Add clips by clicking the Clip Art button in
the Illustrations group on the Insert tab
63
 Clip Art Task Pane
• Search for clips using the ClipArt task
pane
Choose clip
collections to search
Search
using a
keyword
Choose type of clips
to search

Results of a
clip search

64
 Inserting Clip Art
• A clip is inserted as an inline graphic
at the location of the insertion point
– An inline graphic is a graphic that is
part of the line of text

– A floating graphic is independent from

text and can be moved anywhere on a
page

65
Wrapping Text around Clip Art
• Wrap text around the graphic
– Apply a text wrapping style
– Click the Text Wrapping button in the Arrange group
on the Picture Tools Format tab

Faded image
shows graphic
being dragged

Sizing handle

Floating graphic

66
 Formatting Clip Art
• Picture Tools Format tab
– Adjust contrast, brightness, compression,
and so on in the Adjust group
– Apply a style from the gallery in the Picture
Styles group
– Position, wrap text, flip, group, and so on in
the Arrange group
– Crop and change height or width in the Size
group

67
 Summary
• The Word program window
• Formatting Text
• Cut, Copy, and Paste commands
• Clipboard and Spell Checker
• Document and Page Layouts
• Headers and Footers
• Inserting Symbols, Tables, and Clipart

68
 Objectives
• Format headings with Quick Styles
• Insert a manual page break
• Create and edit a table
• Sort rows in a table
• Modify a table’s structure
• Format a table

69
 Objectives
• Set tab stops
• Create footnotes and endnotes
• Divide a document into sections
• Create a SmartArt graphic
• Create headers and footers
• Insert a cover page

70
 Formatting Headings with Quick
Styles
• Quick Styles allow you to apply an entire set
of formatting choices with one click
– Paragraph-level formatting (formats an entire paragraph)
– Character-level formatting (formats only a few characters
or words)

71
Formatting Headings with Quick
Styles

72
 Inserting a Manual Page Break
• A manual page break is one you insert at a
specific location; it doesn’t matter if the
previous page is full or not

• You insert a manual page break by clicking the

Page Break button on the Insert tab or by
holding down the Ctrl key and pressing the
Enter key

73
 Organizing Information in Tables
• A table is information arranged in horizontal
rows and vertical columns

• When you first insert a table into a document,

it appears as a simple grid structure, with
black gridlines defining the rows and columns
•
• The area where a row and column intersect is
called a cell
74
 Inserting a Blank Table
• Make sure the Insert tab is displayed and
then, in the Tables group, click the Table
button

75
Inserting a Blank Table

76
Entering Data in a Table

77
 Selecting Part of a Table
• As you have learned, you can select the entire
table by clicking the Table Move handle
• To select part of a table, you can drag the
mouse pointer, just as you would to select
regular text in a document

78
 Sorting Rows in a Table
• The term sort refers to the process of
rearranging information in alphabetical,
numerical, or chronological order

• Format the column headers in bold, and then

select the entire table

• In the Data group on the Table Tools Layout

tab, click the Sort button
79
 Sorting Rows in a Table
• In the Sort dialog box, click the Sort by arrow, and
then select the header for the column you want to
sort by. For example, if you want to organize the
rows in the table according to the contents of the
Last Name column, click “Last Name”

• In the Type list box located to the right of the Sort by

list box, select the type of information stored in the
column you want to sort by. You can choose to sort
text, dates, or numbers

80
 Sorting Rows in a Table
• To sort in alphabetical, chronological, or numerical
order, click the Ascending option button. To sort in
reverse order, click the Descending option button

• If you also want to sort by a second column, click the

Then by arrow and click a column header. This is
useful if, for example, you want to organize the table
rows by last name, and then, within each last name,
by first name. You can also specify the type of
information in the Then by column, and whether you
want to sort in ascending or descending order
81
 Sorting Rows in a Table
• Make sure the Header row option button
is selected. This tells Word that the table
you want to sort includes a header row
that should not be sorted along with the
other rows

• Click the OK button

82
Sorting Rows in a Table

83
 Inserting Rows and Columns in a
Table
• You will often need to modify a table structure
by adding or deleting rows and columns using
the Table Tools Layout tab

84
Deleting Rows and Columns

85
Changing Column Widths

86
 Formatting a Table
with a Built-In Table Style
• Click in the table you want to format, and then
click the Table Tools Design tab

• In the Table Styles group, click the More

button to display the Table Styles gallery

• Position the mouse pointer over a style in the

Table Styles gallery to see a live preview of the
style in the document

87
 Formatting a Table
with a Built-In Table Style
• In the Table Styles gallery, click the style
you want

• To apply or remove style elements (such

as special formatting for the header row,
banded rows, or banded columns), select
or deselect check boxes as necessary in
the Table Style Options group

88
 Formatting a Table
with a Built-In Table Style

89
 Setting Tab Stops
• A tab stop (often called just a tab) is a location on
the horizontal ruler where the insertion point moves
when you press the Tab key

• To set a tab stop, click the tab alignment selector on

the far left of the horizontal ruler until the
appropriate tab stop alignment style appears, and
then click the horizontal ruler where you want to
position the tab stop. Press the Tab key to move the
insertion point to the new tab stop

90
 Setting Tab Stops
• To align columns as you type, set tab stops on the
horizontal ruler (as described in the preceding
bullet), type text in the first column, press the Tab
key, and then type text at the next tab stop. Continue
in this way until you finish typing the first row, with
an entry in each column. Then press the Enter key
and begin typing the next row

• To align text that already contains a nonprinting tab

character, select the text and then insert a tab stop
on the horizontal ruler

• To remove a tab stop, locate it on the ruler, click it,

and drag it off the ruler (into the document window)
91
Setting Tab Stops

92
Creating Footnotes and Endnotes
• A footnote is an explanatory comment or
reference that appears at the bottom of a
page

• Endnotes are similar, except that the text

of an endnote appears at the end of a
document

93
 Creating Footnotes and Endnotes
• To create a footnote, click where you want to
insert a footnote, click the References tab, in
the Footnotes group click the Insert Footnote
button, and then type the text of the footnote
in the bottom margin

• To create an endnote, click where you want to

insert an endnote, click the References tab, in
the Footnotes group click the Insert Endnote
button, and then type the text of the endnote
at the end of the document
94
 Creating Footnotes and Endnotes
• When you are finished typing the text of a
footnote or endnote, click in the body of the
document to continue working on it
• To delete a footnote or endnote, delete its
reference marker (the small, superscript
number) in the text
• To edit the text of a footnote or endnote, click
in the bottom margin or at the end of the
document and edit the note

95
Creating Footnotes and Endnotes

96
 Formatting a Document in
Sections
• A section is a part of a document that
can have its own page orientation,
margins, headers, footers, and so on

• To divide a document into sections, you

insert a section break

97
Formatting a Document in
Sections

98
Formatting a Document in Sections

99
 Creating SmartArt
• The SmartArt feature allows you to create
diagrams and charts to illustrate concepts that
would otherwise require several paragraphs of
explanation

• To begin creating a SmartArt graphic, you

switch to the Insert tab and then, in the
Illustrations group, click the SmartArt button

100
Creating SmartArt

101
Creating SmartArt

102
 Adding Headers and Footers
• Text that is printed at the top of every page is
called a header
• A footer is text that is printed at the bottom of
every page
• Some headers and footers also include
document controls
• Double-click the top or bottom margin of a
page to switch to Header and Footer view

103
Adding Headers and Footers

104
Adding Headers and Footers

105
Adding Headers and Footers

106
 Inserting a Cover Page
• A document’s cover page typically includes
the title and the author of the report
• Click the Insert tab, and then, in the Pages
group, click the Cover Page button

107
Introduction to
Microsoft Excel
 Objectives

• After completing this lesson, you will be able to:

• Identify the components of a spreadsheet.
• Enter data into a spreadsheet.
• Perform basic mathematical tasks in a
spreadsheet.
• Insert charts in a spreadsheet.
• Printing a spreadsheet.
109
 GETTING STARTED

To open Excel, click the Start button, point to All

Programs, point to Microsoft Office, and then click
Microsoft Office Excel 2007.
110
Overview of Spreadsheet Programs

111
 Working in a Spreadsheet

To work with a spreadsheet, you enter data in the cells of the

spreadsheet.
You enter data by clicking a cell and typing the data.
• To replace data in a cell, you click the specific cell and type
the new data.
• To edit data in a cell, you double click in the cell and type
additional data.
Note: when editing data, a blinking cursor appears. 112
 Working in a spreadsheet (cont.)

You can enter three types of data in a spreadsheet:

• Text: Text data has no numeric value associated

with it.

• Numbers: A number has a constant numeric

value, such as the test scores attained by a
student.

• Formulas and functions: Formulas and

functions are mathematical equations.
113
 Enter Data
To ENTER data:
– click on the cell
– type
information
– press ENTER.

The data can be

both number and
text.

114
Cutting & Pasting data

115
 Cutting & Pasting data (cont.)

• To COPY contents of a cell:

– Click on the cell,
– Select the Home tab,
– Click Copy from the
Clipboard Group.

• To PASTE contents of a cell:

– click on the cell,
– Select the Home tab,
– click Paste from the
Clipboard Group.
116
 Selecting cells

– To select a range of cells in a column/row, click the left

mouse button in a cell & drag the mouse pointer to
highlight the cells of your choice.
117
Adding rows & columns

• To INSERT a Row/Column:
– Select the row/column heading,
– Click the Home Tab,
– Click the Insert button from the
Cells Group.

• The insertion occurs before the

selected column/row.
118
 Deleting Rows and Columns

• To delete a column/row:
– click the column/row heading
– click the Delete button on the Cells Group of
the Home Ribbon.
119
Finding the right size
• You can expand the width of
a column or the height of
the row to increase the
visible space in each cell.

• To begin changing the width

of the column , move the
mouse pointer over the
right edge of column
heading until the mouse
pointer changes to a
double-headed arrow.

120
 From a to z

• You may want to organize or rearrange data in

your worksheet. To sort data in the worksheet,
click the column heading and then click Sort &
Filter in the Editing Group on the Home Tab.

121
Editing spreadsheets

• To rename a
worksheet:
– double-click the sheet
tab
– type the new name
– press ENTER

• You can also Delete &

Insert a Worksheet as
well.

122
Save your work

To save a workbook,
click the Office
button, click Save
As and choose how
do you want to
save.

123
Inserting a chart

124
Performing mathematical tasks

125
 Formulas & functions

Excel reads any

expression that
begins with an
equal sign as a
calculation. All
functions and
formulas begin
with an equal
sign.
• The function =SUM(B1:B6)
• The formula =B1+B2+B3+B4+B5+B6

126
Formulas & Functions

127
Copy & Paste formulas

128
Inserting a function

129
How to Print Spreadsheet Data

To print a
spreadsheet, click
the Microsoft Office
Button, point to
Print, and then click
Print.

130
How to Print Spreadsheet Data (cont.)

To specify the
pages that you
want to print, in the
Print dialog box,
under Print range,
in the From and To
boxes, type the
pages that you
want to print.

131
Advanced Excel

132
 Formulas and Functions
 Formulas are mathematic expressions used to
carry out calculations in spreadsheets.
 Excel Formulas always begin with an equals sign
(=). When you enter an equals sign into a cell, you
are basically telling Excel to “calculate this.”
 Functions are Excel-defined or user defined
formulas with the underlying mathematical
expression “hidden” from the users. They are
called with the function name and one or two
input parameters e.g. =Sin(30), =PI(), etc.
133
 Working with Formulas
 Formulas begin with the equals (=) sign.
 Example: =5567*2
 Notice the difference with and without the equals sign.

 Also, notice the difference between the cell contents and what
is displayed for formulas.

134
 Excel Arithmetic Operators
 Symbols that direct Excel to perform mathematical
calculations
Arithmetic Definition Example of Meaning
Operator usage
+ Addition =B3+C3 Add the value in B3 and the value in
C3
- Subtract =F12-22 Subtract 22 from the contents of cell
F12
* Multiplication =A3*B3 Multiply the value in cell A3 by the
value in cell B3
/ Division =C3/C6 Divide the contents of cell C3 by the
contents of cell C6
^ Exponentiation =C12^6 Raise the value in cell C12 to the sixth
power

135
 Referencing other Cells in Formulas
 The standard way of working with formulas in
Excel is to link your expressions to other cell
addresses.

 When entering formulas, you can click on the cells

you want to reference instead of manually typing
the referenced cell name.

136
 Repeating Formulas with Fill Down
 The fill down technique is used to repeat or apply a
formula to other cells using a defined pattern.
 To apply a formula, enter the formula on the active cell
and click on the bottom-right corner of active cell and
drag down(or up or left or right). This is called filling.

Drag down
To fill the
Drag
column
down
“smartly” with
the formula
137
Common Errors with Excel Formulas
 The following are some errors that may appear in a spreadsheet (there
are others too).

 #######
 Cell is too narrow to display the results of the formula. To fix this increase the
column width so that all the entries in the cell can be visible. Note that even when
the ###### signs are being displayed, Excel still uses the “real” value to
calculate formulas that reference this cell.

 #NAME?
 You have used a not existent cell name or a cell reference in the formula that is
not formed correctly (e.g. =BB+10 instead of =B3+10)

 #VALUE!
 Usually the result of trying to do math with a textual value. Example: =A1*3 where
A1 contains the word “hello”

 #DIV/0!
 Trying to divide by zero. Example: =3/A1 where A1 contains 0 (zero)

 Circular Reference
 Using a formula that contains a reference to the cell that the formula “lives in”.
Example: putting the formula =A1+1 in cell A1 or putting the formula =SUM(A1:B2)
in any of the cells A1, B1, A2, B2

138
 Reference Types
Excel formula works with cell references.

Below are the three types of references

in Excel.

 Relative Cell Reference (A5,A6)

 Absolute Cell Reference($A$5,$A$6)
 Mixed Cell Reference($A5, A$6)

139
 Managing Cell Reference
 A dollar sign ($) before the row (or the column) of
the cell reference specifies the row (or the
column) as being absolute.

B2 column and row are both relative

$B2 absolute column, but relative row
B$2 relative column, but absolute row
$B$2 column and row are both absolute

 You can also press the F4 key to toggle the

reference from relative to absolute to mixed and
then back to relative reference

140
 Working with Cell Reference
Sample Problem:
PELICAN field situated in south-south Nigeria has four reservoirs Inca, Kiwi,
Lora and Swam. The percentage contribution of the four reservoirs to the
total annual oil and gas production of the assets is 0.3, 0.4, 0.2 and 0.1
respectively. The asset yields 30% profit per year. Determine the yearly profit
accrued from each reservoir. The total annual revenue of asset for the
production period is given in the table below.

Date (year) 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013

Annual
1197 2765 1825 2826 2651 2651 2111 1938 1235 2332 2386 1438 1101
revenue ($)

141
 Working with Cell Reference
Solution

Percentage Profit 30%

Percentage Contribution to Total
0.3 0.4 0.2 0.1
Production (fraction)
Profit contribution for each reservoir ($)
Year Annual Revenue ($)
Inca Kiwi Lora Swan
2001 1197 466.83 622.44 311.22 155.61
2002 2765 1078.35 1437.8 718.9 359.45
2003 1825 711.75 949 474.5 237.25
2004 2826 1102.14 1469.52 734.76 367.38
2005 2651 1033.89 1378.52 689.26 344.63
2006 2651 1033.89 1378.52 689.26 344.63
2007 2111 823.29 1097.72 548.86 274.43
2008 1938 755.82 1007.76 503.88 251.94
2009 1235 481.65 642.2 321.1 160.55
2010 2332 909.48 1212.64 606.32 303.16
2011 2386 930.54 1240.72 620.36 310.18
2012 1438 560.82 747.76 373.88 186.94
2013 1101 429.39 572.52 286.26 143.13

142
 What is a function?
 A function is a "named operation"
 Functions must have
 a name
 parentheses
 parameters/arguments inside the parentheses.
Some functions exist without parameters

 The parameters of the function are usually

separated with commas.
 In most cases, the parameters of a function
must follow a pre-defined sequence

143
 Excel function
 Click the function button to see the
available functions in Excel:
Function button
brings up the
function dialog
box (see next
slide)

144
 Function Dialog Box
categories Functions for the selected
(i.e. groups of functions) category

Description
of currently
selected
function

145
 Common Excel Functions

 SUM
 Calculates the sum of a range
of cells.
 MAX
 Displays the largest value in a
range of cells
 MIN
 Displays the smallest value in a
range of cells
 COUNT
 Calculates the number of
values in a range of cells
 AVERAGE
 Calculates the average of
values in a range of cells
146
 Defining Cells Ranges
 To define a range of cells, specify the first cell in the
range followed by a colon followed by the last cell in the
range.

 Examples:
B2:B5 B2, B3, B4, B5
a6:e6 A6, B6, C6, D6, E6
C1:e3 C1, C2, C3, D1, D2, D3, E1, E2, E3

 Cell names are not case-sensitive example

=Sum(B2:B5)
=averaGe(a6:E6)

147
 Order of Excel operations
 Parenthesis are used to enforce the order in which
calculations in a formula are performed.
 Generally the order of operations in Excel is
governed by the BEDMAS rule.
 BEDMAS is an acronym for
 Bracket ()
 Exponentiation ^
 Division /
 Multiplication *
 Addition +
 Subtraction - 148
Evaluate the following expressions in Excel

149
Conditional Statement

150
 If Function
 The IF function is used when we want a
formula to return different values depending
on the value of a certain condition.
 General Syntax

=IF(condition, true_value,false_value)

151
 Example on If Statement
 If (specific_Gravity<=0.7,”A”,”B”)

A=

B=

152
Solution With Excel

153
 Working Example

 Separator Gas Mole Fraction(for the gas-oil-

ratio calculation)

154
 Conditional Aggregation

 Conditional Aggregation is an advanced form

of the IF function used to aggregate numbers
based on the outcome of a test condition.

 Examples of Conditional Aggregation functions

are
– Sumif
– Countif
– Averageif

155
 COUNTIF function

 The COUNTIF function is used to count the

number of cells in a range that matches the
specified criteria.
 =COUNTIF(range,criteria)

 The SUMIF function is used to sum the entries

in all the cells in a range that matches a
specified criteria.
=SUMIF(range,criteria[,sum_range])
156
 Conditional Aggregation

 AVERAGEIF function: Same as the count

if function but returns the average value
of all the entries in a range that matches
a specified criteria.

=AVERAGEIF(range,criteria,[average_rang
e])

157
Data Visualization

158
 Creating Simple Graphs

 Creating Charts
 Chart Manipulation
 Moving Charts
 Creating Multiple Chart

159
 Simple X-Y plots
Default X-Y graph in Excel.

800

700

600

500

400
Series1

300

200

100

0
0 500 1000 1500 2000 2500 3000 3500 4000 4500

160
 Chart Manipulation Exercise

 Resizing a Chart
 Deleting a Chart
 Inserting Chart title or Labels and Axis Labels
 Re-position the Chart
 Move and Format a Chart Data labels
 Change the background colour
 Modify the Legend
 Chart the Chart type
161
 Manipulating Charts

Click on the
Click on the Chart Area Move
Button

Select:
--New Sheet:
--Object In Click: 162
Advanced Charts

163
 Working with multiple Series

Oil Rate/Water Oil Rate

Cut

Water Cut 164

 Working with Secondary Axis

Select Secondary
Right Click on Axis from the Series
the Water Cut , the then check
APP Science Data
Trend Series Right

Select Format Data

Series Right

165
 Creating Log-Log Plot

 After setting up a normal XY(Scatter) type of

chart
 Click on the X-axis, Select format from the list.
 Specify Logarithmic Scale.

166
Data Analysis/Manipulation

167
 Sorting Data
 Sorting involves presenting data in
ascending or descending based on a
certain condition.
 With Sorting, you can rearrange, or sort,
the records in a table or range based on
the data in one or more fields
 The fields you use to order the data are
called sort fields

168
 Sorting With Excel
 Select all the Cells in the list
 On the Ribbon, Click the Data Tab
 In the Sort and Filter Group, Click on Sort
Button
 Click on the add Level Button, to add the first
sorting level
 From the Sort by dropdown, Select the first
column you want to sort, In this Example,
Date, Fieldname, Reservoir.

169
 Sorting With Excel

Select
Data

Sorting in Sorting in
Ascending Descending
Order Order

170
 Level Tools

Add
Level

Sort By

Note: If the dropdown is showing column instead of

Headings, check the “My data has headers” check box
171
 Filters

 Filters are used to display a limited amount of data

on the worksheet with the rest of the data “hidden”
 The limited amount of data are displayed based on
certain conditions defined by the user.

172
 Exercise on Filters
 Objective:
 To demonstrate how to use Autofilter functionality
in Excel.
 To illustrate how the Custom AutoFilter
functionality in Excel works.
 Data Provide:
 Use the data in the Excel Filter Exercise workbook
for this exercise.
 Task:
 See Appendix for detailed task description.

173
 Optimization Tools

 Goal of optimization is to find values of the

design variables that maximize or minimize an
objective function, possibly with constraints on
the design variables.

 Example of optimization problems are

 Maximize the oil production rate from a well
 Minimize the CO2 emission rate from a car
 Maximize LNG production from a gas stream
 Maximize the API gravity of crude oil via separator
optimization

174
 Optimization Tools
Sample Problem:
PELICAN005 oil production declines hyperbolically between 1993 and 1999
as shown in Table 1. Determine the model parameters and determine the
production forecast for next 3years.
Date Time (mth) Rate (BOPD)
(Use Excel Solver for your Analysis). 02/05/1993 0 940.00
Model Equation 17/05/1993 0.5 522.67
13/11/1993 6.5 323.33
12/05/1994 12.5 221.17
08/11/1994 18.5 159.17
07/05/1995 24.5 120.93

Variables: 03/11/1995 30.5 95.00

01/05/1996 36.5 76.67
q=current production rate (BOPD)
28/10/1996 42.5 63.50
qi=initial production rate (BOPD)
26/04/1997 48.5 53.67
Di=initial decline rate (1/mth) 23/10/1997 54.5 45.50
b=hyperbolic exponent 21/04/1998 60.5 39.23
t=cumulative time since start of production (mth) 18/10/1998 66.5 34.27
Qp=Cumulative production (bbl) 16/04/1999 72.5 29.30

175
 Optimization Tools

 The Excel Solver is a tool

for solving linear and
nonlinear optimization
problems.

 As a minimum, before
using
Excel Solver, you need to
Start the Excel program.
Tools > Solver…

176
Launching Solver with Office 2007

1. Click on the office button in the top corner

2. Choose Excel Options
3. Choose Add-Ins in the vertical Menu on the
Left
4. Select” Excel Add-ins” From the Manage box
and click Go
5. Check “ Solver Add-In” and Press “ OK”
6. The Solver add-in should not appear in the
Analysis

177
 Launching Solver with Office 2007

1. Click on the office

button in the top 2: Select or Click Excel Options
corner
178
 Launching Solver with Office 2007

4. Select” Excel
3: Choose Add-ins” From
Add-Ins in the Manage box
the vertical and click Go
Menu on the
5: Check “ Solver
Left
Add-In” and
Press “ OK” 179
Launching Solver with Office 2007

1. The Solver add-in should now

appear in the Data Menu

180
 Launching Solver with Office
2010/2013
 Start Microsoft Excel
 Click at Excel File Menu

181
 Launching Solver with Office
2010/2013
 Select the Option Button
 Select the Solver Add-in

182
 Launching Solver with Office
2010/2013
 In the Excel Button, Click on the Go…
 Select add-ins

183
 Launching Solver with Office
2010/2013
 In the Add-ins window, Enable the checkmark
to the left of the Solver add-in, then Click ok.

184
 Setting up Solver with Office
2010/2013
 Click on Data and then Solver

 The Solver Parameter Windows Opens.

185
 Solver Parameter
1.Target cell is
the cell that
contains object
function value
2. The Changing
Cells are the cells
containing the
decision variables

3. Click Add to add

constraints.

186
 Types of Constrains

 There are 3 types of functional constraints that

can be added:
 “≤”
 “=”
 “≥”
 There are also 2 other constraints in Solver that
deal with requiring the value of a decision variable
to be:
 Integer
 Binary

187
 Adding Constraint

 The general approach is:

$E$ $G$7
7

Click on a cell Click on the cell

≤ reference containing
reference
= the corresponding
containing
≥ RHS value
a total LHS value

188
 Solver Option Tools

Click
OK

Check
Assume Linear
Model

Assume Non-
Negative
Most of the rest of the entries deal with integer and
nonlinear models.
189
 Conditional Aggregation

 If several consecutive constraints all have the same

relation (“≤”, “=”, or “≥”) these can be entered all at
once by:
 Highlighting the set of total LHS values
 Choosing the relationship
 Highlighting the corresponding set of RHS values.

190
 Example 1
2. The Changing Cells
are the cells containing
the decision variables
1. Target cell is the cell
that contains object
function value

3. Click
Add to add
constraints.
191
 Introduction to
PowerPoint/ Effective
Presentations
 What You’ll Learn
• Planning Content
• Getting Started with Design
• Displaying Text
• Displaying Graphics
• Animating
• Presenting
193
 Planning Content
for Talks
PART 1:
• List possible audience questions
• Plan your aim(s) upfront
• Choose the “NEWS” about topic
• Include significance
• Keep background relevant

194
 Planning Content
for Talks
PART 2:
• Explain methods when appropriate
– Related to the “news” (main point)?
– Necessary to understand talk?

• Explain (don’t just show) data

• Plan a conclusion
• Preview future work

195
 Planning Content
• Remember what it was like not to know
• Talk to prospective audience members or
imagine them - list their questions
• Organize information in chunks, going from
what they know to what they don’t
• Include topic’s significance

196
 Planning Content

• Introduction: Set Mental “Hooks” and

preview the content
• Tie new info to previous studies or
relevant events - motivate !!
• Organize from listeners’ point of view
• Principle is “GIVEN to NEW”
• Preview future work

197
 Getting Started: Tips
• Create a slide show with
storyboards, not a script

• Use the slide show...

– to select important topics
and issues
– to organize content
– to create a hierarchy

198
Getting Started: Design Tips

• To select a design, ask yourself:

– What professional image do I want to
project?
– In what type of room will I give my talk?
• Well-lit room: use light background / dark text
and visuals

• Dimly-lit room: use dark background / light text

and visuals

199
 Getting Started: Design
• Set up “Slide Master”
– Design the “look” of your slide show
• Choose appropriate template
– Select pre-designed, color coordinated
presentation templates
• Choose “slide layouts” for slides
– Select from 12 “master slide styles” under
“FORMAT” menu to build your show

200
Set up “Slide Master”: Your Turn

• To set up a “Slide Master” of your

own:
– Go to “Format”
– Select “Background”
– Make changes in color bar:
• Colors
• Fill effects
• Textures
201
 Project a Clear Font

• Serif: easy to read in printed

documents
– Times New Roman, Palatino, Verdana

• Sans serif: easy to see projected

across the room
– Arial, Helvetica, Geneva

202
 Fonts: Your Turn

• Change the font style of this

sentence from Arial to Palatino

• To do so…
– Highlight the sentence by dragging your
cursor across it
– Select “format” and then “font”
– Select “Palatino” from the pull-down menu

203
 Templates: Your Turn

• To select a template, follow these

steps:
– Go to “format”
– Select “apply design template”
(“show preview” allows you to
examine templates)
– Select “ok”

204
 Create New Slides: Your Turn

• To create a new slide, choose from

12 pre-designed slide formats

• To examine the 12 formats…

– Go to “Insert” and then “New Slide”
– Select one design, click “OK”

205
Displaying Text

206
 Displaying Text: Tips

•Your audience... •So you . . .

– Skims each slide – Use only essential
info
– Looks for critical
– Guide their eyes
points, not
details with hierarchy,
color
– Needs help – Use big, legible
reading/seeing fonts and framing
text blank space

207
 Displaying Text

• Use bullets
• Use short phrases
• Use grammatical parallelism

Not THAT kind

of bullets!!!
a
Let me explain . . .

208
 Use Bullets: Tips
• Bullets help audience skim the slide
• Bullets help audience see relationships
between information points

• For example, this is Main Point 1, which

leads to...
– Sub-point 1
– Sub-point 2
(To get back to previous level: use “promote” or “demote”
arrows at top)

209
 Bullets: Your Turn

• To use bullets…
– Select the “bulleted list” or “two-column
list” slide (from the 12 pre-designed slide
formats)
– Type a phrase then hit “return”
– Type a second phrase, hit “return” then hit
“tab”
– OR use “promote” or “demote” arrows at
top to create a bulleted hierarchy
210
 Bullets: Your Turn

• To use bullets
– Go to “format” and then “bullet”
– Select the style, color, and size of the
bullets you’ll use
– OR highlight text you wish to bullet
and select the bullet button at top

211
 Use Short Phrases: Tips
• Use phrases in your slide show outline
• Write complete sentences only in certain
cases:
– Hypothesis
– ???
• Generate phrases that make your point
clearly and accurately
• Use slide show as an outline for your
talk, not as a script
212
 Use Parallelism

• Make text easy for your audience to

skim by creating phrases /
sentences that are grammatically
parallel

• Create parallel text by making items

in a list the same grammatical form
213
 Grammatical Parallelism

• Not Parallel:
Criteria to Assess Alarm System
– Price
– Effectiveness
– How easily the alarm could be installed

• Parallel:
Criteria to Assess Alarm System
– Price
– Effectiveness
– Ease of installation
214
 Use Parallelism

• Not Parallel:
– Lyse cells in buffer
– 5 minute centrifuging
– Supernatant is removed

• Parallel:
– Lyse cells in buffer
– Centrifuge for 5 minutes
– Remove supernatant

215
 Parallelism: Your Turn

• Make the following list of sub-points

parallel:
• Reliable data collection relies upon:
– Consistent use of techniques (pipetting,
making solutions)
– Correctly calibrated equipment, such as
balances and pipettors
– Researcher bias is minimized (expecting
data to fit model; conflict of interest)

216
Displaying Visuals

217
 Displaying Visuals: Tips

• Select visuals purposefully

– What visuals illustrate a point? Make
a claim? Help to prove an argument?
• Design easy-to-read visuals
– Are the visuals easy to read by all members
of your audience?
• Draw attention to aspects of visuals
– How will you draw attention to certain
features of the visual?
218
 Displaying Visuals
• Insert needed visuals
• Use color
• Resize appropriately
• Draw attention
That was purely
gratuitous!

219
 Insert Visuals

• Insert images using “Insert” then

“picture”

• Decide whether the image you wish

to insert is “clip art” or from a “file”
(on disk or on hard drive)

220
 Choose Color Carefully

Similar intensities
draw attention but make
details hard to see.

Strong, clean contrast

draws attention, makes
details easy to see

221
 Resize Images: How to . . .

• Click on the visual you wish to resize

• Go to “format” and then “object” or
“autoshape”
• Select “size”
• Change size and scale
• OR simply click and
drag the corners of the image

222
 Simplify and Draw Attention

223
http://www.indstate.edu/thcme/mwking/tca-cycle.html
Animating

224
 Animating: Tips

• Custom animation allows you to

animate text, visuals, or line work

• Custom animation should be used

purposefully (and sparingly!)
– Animating should help audience
comprehend your message
– Don’t animate solely for aesthetic purposes

225
 Animation: Your Turn
• Design slide with grouped items
DNA • Go to “slide show” and select
“animation” and “custom”
transcription
• Select item(s) to animate
• Choose
RNA
– Animation method (appear, fly in)
– Sound
– After effects (dim)
226
Presenting

227
 Delivery
• Adapt to Physical, Cultural Environment
• Stance
– Body language
– Handling notes
• Gestures
• Eye contact
• Voice quality
– Volume
– Inflection
– Pace

228
See evaluation form at http://www.owlnet.rice.edu/~cainproj/
 Handling questions

• LISTEN
• Repeat or rephrase
• Watch body language
• Don’t bluff

229
Prepare & practice!

230