Marc Rauer's Community College Of Phila course pages for ssII'11

Tomorrow, August 22, after break, you have your excel test. You can see prior excel test I have given by clicking here to see a script with accessability to several prior tests

It look like everyone is registered. I have added quite a bit of tutorials. You do not have to do them all. Concentrate on the word tutorials and then do the operating system, computer literacy and internet tutorials on a as needed basis,

The previous lecture dealt with the new table construct and not subtotals, so I have created a section, Aug17again, which you should look at. Here we recreate the subtotal lecture as was to be done on Aug 22nd.

Load the file as it now stands by clicking here. One remaining sheet has not been worked on at the end, so let's click and use it.

As usual, before working this problem, we need to calculate the profit per line item. In class, we will put to formula what was discussed previously. The profit or loss of a book title at a distribution point. Each line item contains the number of books distributed. The number returned and the royalty per book. For subtotals, we will use 4 columns to determine the profit or loss per book title. In the next sheets, we will use only one column.

G,H,I and J are not being used. Let's title these as books sold, profit on sales, cost of returns and profit. In G, calculate books sold (books distributed minus books returned). In H multiply what you just calculated by the royalty for that line item. In I, caluclate 50 cents multiplied by the returns - this is the return cost. Finally, in J, calculate the results of H minus I. Let's set these for all the line items. To do this cell by cell is 448 calculations. Think you can do that correctly and in the remaining time of class. It's easier to set a range of g2 though j2 and fill that range though row 113. Below, we see this in operation.

We need to congregate all the casino royals together, all the goldfingers. We should sort on the book title. Now, one note. In a previous sort we failed given that another line item was added for totals. We have not done that here. So, we can use the simple sort A to Z or Z to A that we have seen on the Data tab of the ribbon.

Move your cursor anywhere on the first column of books. In fact, we'll split this up so that we will all see the same result even though we start from a different place. Click a to z. below is a composite of the result.

Notice hte grouping of the titles. We are almost done. We need the system to give us subtotals on these grouped titles. The data ribbon provides a tool for this which you can see far right. This is sub totals and clicking it produces the dialog box described below. Note, however, that if you set your table ot the new table construct, subtotal is grayed out since the new table construct gives you many of the eatures of subtotal and much more.

Clicking yes adds a set of rows to your spradsheet. Every subtotal is added as is a grand total. In our case, there are 16 books and a grand total giving 17 new rows. In additon, a set of controls are instituted to the left. Below we see part of the spreadsheet after clicking yes to subtotals.

Look on the left at the controls. Notice that there are 3 of these (1,2,3) at the top. 3 is detail and subtotal info. 1 is just grand total info and 2 is what we want: subtotal only info as indicated below. Notice grand total info is also included. Columns which are not used for breaking or for totalling appear unpopulated. You could group these and, in essence, hide them from view. Anyway, below is our subtotalled info.

Excel treats cells that are grouped out of view as not part of the spreadsheet when selecting. This is true in terms of sorting. There are 130 rows. In view, there are 18 at the moment. The first row is the header row, and then we have 16 rows of subtotal info and then the last row, grand totals. In a previous situation, we tried to sort with totals and totals moved through the spreadsheet. With subtotal, the system knows that grand total should be at the bottom. We would like to sort these titles on the basis of profitability - the highest at the top to the lowest. Move your cursor anywhere on the last column and click z to a in the data tab.

Now, the same principle applies to graphs. let's do a bar/column chart on the books and their respective totals worldwide. Highlight the books (except for grand total) in column A (in essence the first 17 of the rows shown) and likewise use your control key to add the first 17 cells of column J. Use the insert tab of the ribbon to create a bar chart. Below, I've gone a little further by setting an angle for the descriptors. The principle is similar to the other time we sloped text. Move your cursor on the titles and click your right button and select format axis. You will see the more modern version of the dialog box we had seen in the previous example. Click alignment and set 45 as the degrees in custom angle.

Okay, onto another problem that is relatively small so we should be able to resolve it quickly. There is no calculations to be made. All there is is data. Click here to load this file. Look inside the file. The data is repeated in sheet1, sheet2, sheet3. Sheet1 will be by subtotals, sheet2 by pivot table and sheet3 using the table construct.

Now, subtotals in sheet1. Notice that column 1 is text, 2 & 3 are numbers, 4 is text. We want to sum up columns 2 & 3 breaking it down to the individual months (in this case Jul and Aug). But if we are using subtotals, we must prep the spreadsheet. Since we want to breakl on months, we need to sort in month order is indicated below.

With our prep work done, let's get into the subtotals. In the data ribbon, click subtotals. By the way, Subtotals is turned off if you already have the new table construct in operation. The system will not allow you to run a subtotal on such a table. Notice that the last column is checked and because it is not numeric, count is the function. Check the 2nd and 3rd columns only and set the function to sum. Click OK for your subtotal.

When we get our subtotals, we have 3 controls on the right to deal with. Control 3 deals with all the details with the inclusion of subtotal amounts. 2 deals only with subtotalled info and 3 gives only the grand total.

Now, Let's create a bar (column) chart on thes results. Highlight the first 3 cells of A and extend that highlight with the use of cotrl as we highlight the first 3 cells of C. Click the insert tab and select the column (bar) graph. We have replicated this below.

Move to sheet2. Let's replicate the subtotals by pivot table. there is no prep in pivot tables. It's just a click in the table and onto the insert tab to select pivot table. A new sheet is created, probably sheet4, and we select mon and visits. We're done as we see below with a chart included.

look familiar. Should look the same as our subtotal. Now, what if we wanted to view the visitors in order of visits descending. Click on visitor, keep visits checked and click off mon. Move your cursor to the column of visits and click z to a. Now, what if we wanted to only show those visitors with 25 visits or more. Can;t do it. Is there some other way? Through the new table construct, but before we deal with that in class, here's the pivot table at this point.

While my notes for August 17th have us using Subtotals after pivot tables, we did the new table construct. The following is the notes pertaining to this.

First thing we did was set the data as a table but we knew we needed another column for calculation. Clicking inside the data, we clicked on table in the insert tab and changed the table extents from $a$1:$f$113 to $a$1:$g$113 and then we had our table construct. Below we can see this.

What if you are not sure how many columns you will need. You can always add (or subtract) columns from the new table construct. A non visual way is to go into the table options tab and select resize table. Enter the extents you want possibly adding a column at a time. Or visually you can move your cursor to the bottom right of the formatted cells and move to the handle. Although, it will return to being a handle with a crosshair, at first it displays a grabber which you can use to resize the table. Below, we see this!

In using the table control of the insert tab, a gray layout format is defaulted to. In additoon, tis table construct is designated as tablex where x moves from 1 depending on how many of these you have. You can give your new table a name if you like in the table design tab at table name which you can highlight and replace. You shouldn't be surprised to find that embedded blanks are not allowed.

How about format? This will answer 2 questions. What does the Format as table control do on the home tab and why didn't we use this type of formatting on our first problem, the BigWautodealership. The format as table is a shortcut to applying a format design to the c ells as it makes it a table and I did not want to confuse the issue by applying this to the first problem. Below, we have taken some data and immediately clicked on format as table. We selected a greenish tint and the system automatically defaulted to row bamds and header highlight.

In class I told you that this new table construct resolves many problems that we were left with in the previous versions of excel. This is one of them. The need at the end to autoformat the table. This formating is done at the beginning.

We still need to calculate the profit per line item Our formula for the first line item (row 2) remainss the same =(d2-e2)*f2-e2*.5 which I will enter in g2 after setting g1 to profit (notice how new columns are given defaulted header names starting with column1). When I hit enter, it copies this formula through the table line items similar to what happened when we double clicked the the handle in the pivot table example. Automatic fill is another asset of the new table construct. Below, we see a picture of this being done.

In previous excel problems we used our cursor to indicate entries. Now, we could have pointed to the cells to create the above formula. But remember, the cells now are tied into the table. You will get the same results, but things will look somewhat different as indicated below.

All right, we now have 2 things the table gives us: layout and automatic calculation. Sorting is also included. Notice that every column header has an additional arrow as a control with it. Click the control. At the top you get sorting options of low to high and high to low. The verbiage changes as the system determines what type of column this is. Below, we see an alpha and numeric column together.

Now, the same control provides for what is filtering. Filtering is exactly what it sounds like: keeping only the record meeting a condition from displaying. The other do not. Let's do the following. Let's asume the Fleming heirs want both Goldfinger and Thunderball entries to appear. Go in, turn off select all and click Goldfinger and Thunderball.

Now, we are about to show you something really interesting which couldn't readily be done before. You have done totals for an excel spreadsheet in the Big W auto dealership. Tables alows for totals but also supplies the aggregate values based on what is showing. We know from the pivot table done in the beginning of the class that toal profits world wide were around 2.23 million. How much of that profit came from theese two titles? As opposed previous versions of excel, this is easy to answer. Set total row in design and you have your answer. Now, how about Goldfinger and You only Live Twice. Back to title filter, set Thunderball off and set You Only Live Twice on and you get your totals. Below we see this.

Now, one final thought. If we still need to invoke a pivot table, the design tab has summerize with pivot table which we can click. It will give you the table designation instead of the range. Nevertheless, when clicked you go into the pivot table. Even though our table construct was filtered, there is no filter as you begin your pivot table work. TYou can access the changes to the Fleming excel workbook by clicking here

I have set up a spreadsheet for you which you can access by clicking here

Because we are going to do this problem 3 ways, I have loaded sheet1, sheet2 and sheet3 with the entire table you saw in the word document. Notice that there are 113 rows. The first row is the column header meaning that 112 of these rows are line items. There are 16 books and you will notice that they repeat 7 times each (16*7=112) and our assignment is to determine the profitability world wide for each book and worldwide for all the books.

Let's begin by renaming the sheets. Sheet1 will be designated as subtotal. Sheet2 will be designated as pivot table. Sheet3 as table construct. Now, move back to sheet2, Pivot table. For all the sheets, we start the same. We need to calculate the net profit per book title per book distribution point - each line item - and we can do this in the pivot table sheet. Our calculation should be (books distributed - books returned) * Gildrose royalty per book - books returned * .5. Set this up in this spreadsheet.

Now, for a one-dimentional approach to this problem, let's take a very simplified problerm and look at what tab operators would do 90 years ago to resolve this problem. Below is our accounts for a hyposthetical bank:

NY      200     M
NY      300     F
NJ      100     M
NJ      200     F
NJ      300     M
PA      300     F   
PA      100     M

We start the process by sorting on sex. We have two possibilities, ascending or descending. If ascending, we see these accounts as F to M. If descending, M to F. Least line of resistance is ascending. When sorting, different algorithms are used to sort and collate info together. You have no guarantee of positioning beyond what you ask. In this case, if we were to use Excel's sorting, the only thing guaranteed is that the F are together as are the M's.

Whatever algorithm we are using, below is what we wind up with as we attempt to congregate Fs and Ms

NY      300     F
NJ      200     F
PA      300     F
NY      200     M
NJ      100     M
NJ      300     M
PA      100     M

Now, whatever technique or software that would be used, it would work this way. There would be two accumulations, one for subtotal, the other for grandtotal. At a break in sex - break indicating change or end of data - the subtotal would be printed and the subtotal counter set back to 0.

                        Subtotal counter    Grandtotal Counter  Print
NY      300     F           300                 300
NJ      200     F           500                 500
PA      300     F           800                 800
                    Break     0                         F       800
NY      200     M           200                1000          
NJ      100     M           300                1100 
NJ      300     M           600                1400 
PA      100     M           700                1500
                    Break(Eof)0                1500     M       700
                                                  0     Total  1500

We will use this approach for Subtotals when we get to it.

Now, a 2D approach looks at this data and determines all the possibilities of the columns in question. Here for sex, the possibilities are M and F, for state the possibilities are NJ, Ny and PA. Below we see the possibilities before doing any math.

Now the procedure would be to run through the list and add the account balance to the appropriate cell. In the first line item, we are dealing with a NY female. We would add 300 to the cell at Row 2, column 2. Suince it is initailized to 0 at the start we now have 300. If a 100 had already been there, our total would have been 400, instead.

In the pivot table spreadsheet what are the possibilities to the problem. The family wants to know the profitability per book title world wide. This is a 1D problem, but we will be using a pivot table to resolve this. What do we expect as the titles of the row in the table that will be built. It should be the book titles. What should we expect in the cells of the table. Each book title encountered adds to the total for that book title that had already been accumulated.

We start the process by clicking thr Pivot Table control in the insert tab of the ribbon. Thhis should give you the limits of the table. Note. Pivot tables need column headers to work. If a column does not have a header it will either not be included or the pivot table will fail. We have designated our new column (for line item profit) as profit. Although there is no requirement, put the pivot table on a new spreadsheet (this is the default). When the pivot table appears, click title as indicated below. Notice at this point, we have listed the book titles in sequential order and the designation title is in row labels. That's exactly where we are at.

Now, we are looking for aggregate profit per book. Click profit and you will see the pivot table below. By the way, this is not magic. Book title is obviously a text column so when clicking such a column, the system added the designation to the row label bucket. Profit is a mathematical column. Math columns get added to the values (in previous versions designated as data) bucket as you see.

These books are already sorted by name. Probably, the family would like to see the titles sorted in descending order for profit. Your pivot table provides tabs that support its operations. One of which is sort. Look at that section, move your cursor anywhere on the column representing profity and click z to a. Below we see the result.

You know that we can chart in Excel. Charts also exist as far as pivot tables are concerned. Again a bar chart is the best for this problem. Again, look at the pivot table tab. Chart is an option. Click that and select column chart type. A pivot chart is produced with more capability than previously seen. This added capability is geared to turning on or off the charting of different titles.

You have formatting options to this pivot table also. Click back onto the pivot table and click the design tab. I have added to this by clicking banding row and selected a gray (some say to go with my personality) format. Below we see the result.

As promised, we are about to deal with detauil info, sum that up into subtotal info, then deal with this subtotaled info for an answer. You can look at this in one D, or in Two D, For Two D (and above) we hav e 2 possibilities: Pivot tables and the new table constrcut breaking down into pivot tables. For 1D, we have something called subtotals.

Before returning to subtotals, let's show you a taste of 2D. Move your cursor to continent and drag that into column labels. Once done with that, click in the chart and request a stacked bar chart and you can get the following.

Move back to the renamed sheet1, subtotal. Let's work a real 1D problem.

As indicated here, we are doing sheet1 as a subtotal. Your instructor will give you an example of the use of subtotal on the board. This was done prior to computers by old fashions sorting and accounting machinesx and moved to computers when they became available during the 1950's. However, before doing the processes needed for subtotalling, we need to determine the profit (or loss) of each line item. In class, we will put to formula what was discussed above. The profit or loss of a book title at a distribution point. Each line item contains the number of books distributed. The number returned and the royalty per book. For subtotals, we will use 4 columns to determine the profit or loss per book title. In the next sheets, we will use only one column.

You can load up the excel file as we left it by clicking here.

We had manipulated the first row by changing the width of the columns either manually or by double clicking the column boundaries and invoking column autofit. Another possibility is to allow the cells to act like small editions of Word.

Click the row 1 indicator. We did this previously to insert a row. Keep in mind that this makes thec row act as a range. Click your right button and select format cells. Your screen should look like what's below as the format cells dialog box is invoked. This is what was used until this version of the software although today formating can be done through the ribbon.

Now, let's add totals to this on row 8. We have to think about this. Using column B, we want to add the cells from B2 through B7. We could set up =b2+b3+b4+b5+b6+b7 in b8, but what if we had 3000 rows to add. This would make no sence.

The answer to this problem is ranges. B2 through b9 is a range. Move your cursor into b2. With the big plus sign, drag your mouse to b7. Notice that no numbers have changed. However, these cells have been selected. This is a range. You can manipulate the functions, sum, average, max,min and count the same way. Put =sum( into b8. Drag your mouse from b2 through b7. Notice how excel puts in b2:b7 for you and enter a right parend. (you could have just entered b2:b7 yourself and excel would have accepted it. Below we show this.

If you register this at this point, you will see thr sum. But even better, you should be thinking about this. Isn't =sum(c2:c7) the answer to the sums for column C. As is =sum(d2:d7) the answer to D. We have a relationship here. We need at c8 and d8 to sum the 6 cells above these cells which is exactly what we had as a need to do for b8. We have filled cells before going down. Now, let's go across. Grab the handle of b8 and drag it through e8. Below we see this.

You can manipulate the last column (8) as you did the first. let's bold and set to 12 points. Now, we are going to manually format this spreadsheet. In the next problem, you will see that layout is the road to the new table construct, but we will do that at that point. However, the format cells dialog box allows for borders and shading as done in word to be applied to cells.

Let's have some fun. Pick 3 colors. Select the header with the big plus sign. Now, right click and select format cells. Move to the fill tab and selec t a color for theses cells. Do the same for the names of the salespeople and then again for the cells that make up the totals. Now, select the header cells again and do the same thing but go into the border tab.Apply an appropriate border to the bottom of the cells. I've done something similar as you can see below.

We can hide columns or rows in a way. If showing this to the president of the first, he would be interested in only columns A.B and E. The bookkepper and the accountnat would like to see it all. So, highlight columns C and D. Use the data tab of the ribbon to select grouping and we get what is below.

Let's graph this table. What type of chart would be best. Probably a bar chart and I'll explain why in class. This version of excel makes charting a lot easier as you will see. Probably you want to show the salesperson and their salary in a bar chart. Highlight a1 through ab7. We need the header. We do not need the sum. Using your control key, extend the highlight by dragging you mouse through e1 to e7. We need the header, not the sum. Go to the insert tab of the ribbon and select column chart, which everyone else in the world says is a bar chart. Below, is the result.

Ypu may not realize it, but last Friday was the 47th anniversary of the death of your instructor's favorite author. So, it seems appropriate (and if not, I;d come up with another excuse) to do the next problem which takes us into more modern applications of excel. Although this seems as if it is a problem of the 1960's (and with a title of the books of Ian Fleming, that's a good assumption), this problem is more like what you would see today. Information from another source and containing what I call detail information must be messaged to give answers on a totals level. We are going to do this problem 3 ways. One use a technique called subtotal which involves sorting (done the easy way for a change) and then configuring into a set of sum of totals. Subtotals go back to the 1920's if not earlier in terms of concept so you are certtainly not dealing with very new conceptual math here. The second way we will do this is by pivot table which dates back to 1992 (first appearing in excel in 1997) but uses as an underlying concept the old database technique of cross tabulation dating back to the early 1950's. Finally, we will do this problem using the new table construct which is new for this version of the software. Now, to see the problem in print, click here

Now, we have to let you into a little secret. This obviously is a forgery as it purports to be data from 1965. Excel did not exist at the time and relational databases had yet to be created. We are doing this because Ian Fleming is your instructor's favorite author and the literary James Bond (not the movie James Bond) is your instructor's favorite fictional character. it also allows your instructor to include poster art from Goldfinger and if you are lucky your instructor will not start to sing or play this movie's theme song although he does allow himself to hum the James Bond theme in class.

Forgetting the reminiscenses of the 60's, what do we have here. A worldwide set of master distribution points that service local distribution points dealng with 16 titles. Books are shipped to these local bookstores and eith sold or returned. If returned worldwide, the cost to Fleming's heirs is 50 cents. A book returned cannot be sold so we can conclude that the books sold are books sent to the local book store minus those returned for each title. Apparently the publisher has made agreements as to profit for each book sold and this Gildrose's royalty per book which you see on each line item. So, what is the net profit for any book at a distribution point. Sales (distribution - returns) multiplied by royalty/book - returns times 50 cents, the cost of the return.

Now, If we had more time I would require that we cut and paste this information into a new spreadsheet and talk about the sylk format that Microsoft has created to handle tables throughout the windows operating systems. But, given the lack of time, I have set up a spreadsheet for you which you can access by clicking here

Let's begin by renaming the sheets. Sheet1 will be designated as subtotal. Sheet2 will be designated as pivot table. Sheet3 as table construct. Move back to the renamed sheet1, subtotal.

This week, it is on to Excel. Your instructor should have (or will) discuss the following points with you about excel as we start

Similarities (and differences) of the ribbon structure to Word
Navigation around a spreadsheet
Use of multiple spreadsheets in a file(What Microsoft calls a workbook)
Bias in entering data - what's horizontal and what's vertical. If we don't discuss it, modern spreadsheets line items grow downward, fields of data move rightward
Types of data that can be entered per cell - numeric, alpha and formula
Selection of multiple cells and use of ranges. Note:starting several versions back this was extended but for this class we keep it to the rectangular view.

Throughout our discussion of Excel we should be doing multiple problems demonstrating it's use. You, as a student, should be doing these problems at home and/or outside of class alone to build up your expertise. Your test will be in class on August 22 doing problems similar to what we are doing together. It is very important to continually try these problems as this will train your mind into this type of thinking.

For this week's class, let's do the handout - the Big w auto dealership which you can access below. This is a very rudimentary problem which is based on 1985 usage of excel. In dealing with this problem, we are starting our discussion of the nuts and bolts of excel. Starting from addressing we can deal with:

Relationship logic which leads to absolute and relational addressing. Besides giving examples of this in class, you can click here to bring down a word file with a discussion on this.
fills (which act as copies in Microsoft word)
Using ranges, determine sums, averages, counts, maxs and mins
Discuss the use of Ifs. Note: Excel has become in reality a programming language whose face is what you see. In programing languages, if statements provide the beginnings of code control. In Excel, if statements are a basis of controlling the logic of data.

The hardest part of this is understanding relational addressing. Keep in mind that when you put =a2+1 into a cell, excel does not set this as the specific cell a2. if uses an offset (or difference) to tell itself how many rows and columns from the entered cell a2 is. If you are in a4 while putting in =a2+1, excel sets this as a offset of =2 rows, 0 columns. If you are in a1 and set =a2+1, the offset is 1 row, 0 column. If in c2, the offset to =a2+1 is 0 row, -2 columns and in the case of g5, the offset is -3 rows, -6 columns. It is this offset that is used for determining relationships. However, in the case of absolute addressing, =$a$2+1 for instance, a2 is always used.

If you understand relational vs absolute addressing, excel becomes very easy. A 2000 line item table (rows) is as simple as dealing with a 5 line item table with the only difference being the physical need to move through the line items. To this effect, Microsoft has developed the new construct, table, to deal with this. Now, in class, before dealing with the problem for the day, your instructor will show you some examples.

We are going to look at a problem that your instructor has previously done in classes. By time we're done, we will have done many of the techniques discussed in every Excel instructional book. But before we start, you must understand that the use of Excel has evolved over the years. The problems we are doing, and the techniques your book describes at the beginning are circa 1985 in use. Today, Excel is used as a supplement to database info (and similar type situations). There is an expectation that raw data is already available in some form (generally from a database although your instructor deals professionally with a set of problems where data is generally kept on excel spreadsheets) and that this information will need at minimum something called subtotaling. Once this is done, Excel's excellent chart (graph) tools finish up the project.

However, for our first problem, we are looking at entering our own data - we have no where to retrieve it from - and this data has already been subtotalled. Nevertheless, this problem should give us an idea about entering data and formulas, looking at the normal bias of excel, use of ranges and fills, use of various functions and the use of graphs.

So, if your instructor has not given you a handout - or you are going over what was done in class - let's bring up this problem and first discuss it in terms of what you know business to be and to need as far as information is concerned and then we'll start to apply some excel on it. Click here for the Big W auto dealership. Please note: I have changed the underlying document but the pictures (screen shots) use the previous instance of the BigV dealership.

Before discussing this problem, keep in mind that 6 salesmen is not a reasonable assumption today, In real life threr would have to be more salespeople and this is not even considering that most auto dealerships are chains. In doing this problem, we will handle it as if there were many more rows. This would be in preparation of further problems this term that will contain much more information.

In addition, all spreadsheets for commercial use have headers. We will ignore column headers as we start this problem and they will be put in later. Use A1 through A6 to enter the salesman's name. Use B1 through B6 to enter the amount sold for last month. Notice that excel is giving you informatiin as you enter the data. Non numeric data is left justified, Numeric data is right justified. Notice that Excel has not made any assumption on decimal points and as you put in an integer, that's what's there. Since this is money, should it be left as an integer? Do you have any other options when imputting? Yes, you could enter commas as separators but we will not be supporting that in this problem.

Even before putting anything else in, let's handle column width. Widths start out as standard. At minimun, you can manipulate column width by placing your cursor between two columns at the top (where the colunn indicators are) and use the cursor you aee at that point (I call it a grabber) to change column width. Below, you can see this in operation as both column widths have been decreased.

Besides the movement of the columns, look what happened to the data. Text is truncated. Numerics become first scientific notation (one of the allowable entries of numeric data on this system) and then pound signs. Excel is geared for math and it wants to make sure no decision is made on wrong assumptions. If it is trancated as done in string data, one might make a wrong decision seeing the wrong numeric entry. You can bring this back by invoking autofit for column width. A poll is taken on the width of each entry in a column and the widest entry determines the width of that column. If you can fit the widest, all the others will also fit, of course. There are ways to do this by the ribbon which your instructor will show you and by mouse. In terms of mouse, take the column in question and at the right gridline of the column description, double click.

In this problem, each salesperson gets $12000 a year split over the year. That is $1000 a month. Now, we could put in a 1000 for each entry next to a salesperson (column C), but we are going to use some math and relational operators to do the job. Math uses operators to determine what to do with numbers. Common operators (for real math and Excel) is + (addition) - (subtraction) * (for multiplication) and / (for division). To tell excel that you are dealing with a math operator, you need to start the entry with an equal sign (=). If you don't, you violate what excel feels is numbers and your entry defaults to text. The mathematics of this is 12000/12. Put this in at c1. Notice this is left justified and no calculation has taken place. Now try =12000/12. The equal sign indicates to exc el that we have a formula. 1000 shows up indicating that a calculation has occurred and it is right justified. Congradulations, you have done your first calculation albeit an easy one. Now, this is important. There are many things that make excel powerful and one is the ability to replacate relationships. The easiest relationship is a calculation. Move back into c1. There are 3 cursors in excel. The big plus sign is used to select cells and this is a way of creating ranges which we will talk about shortly. At the bottom right of any border in excel one would see a crosshair and put your cursor there now and you will see what I'm talking about. Finally, at the bottom left is both a crosshair and normal mouse cursor symbol combined. This is for moving and would be like a cut and paste in Word.

Now, in C1, move your cursor to the right bottom. When you see the crosshair, click your left button and drag the crosshair down the column. Below, you will see an example of this.

Let go of your mouse button and you will have copied this information. Waht was copied. Your relationship. You could see this by moving into each cell in column c and looking at the formula bar. It is easier to look at the screen with just formula. Go into the formula tab of the ribbon and on the right click show formulas. Below, you can see the result.

So you can see that you really did copy the cells as far as formulas are concerned. Now, hit show formula again to return to normal mode. We need to calculate the commission defined in our documentation as one percent of the sales amout for each salesperson. First, what is 1%. One could look at this as 1/100. Also as .01. And these are perfectly reasonable. But excel allows you to use 1% which is the easiest. Now, how do we calculate the first salesperson's commission (B1 for the sales, D1 for the result). We could use =1%*240000 or =240000*1% - this is one of the laws in our math which you should have learned in high school. This will work but it is limited. What would happen if the 240000 sales figure was changed (a late sale, a sale that was missed, or a busted sale where the figure goes down) WE would need to change this twice. One in B1 and the other, here, in D1. It is easier to reference the value of a cell than continually use the number. Therefore, our math relationship in D1 should be =1%*b1 or =b1*1%. Put this into your spreadsheet. Now, I am going to use E1 to put in what was originally proposed: use the math expression =1%*240000. Now, let's change B1 to 200000 (a sale of 40000 did not go through), Look at the result in your spreadsheet. Below, we have the example.

See the difference. The moral of this story: use references to cells. Now, let's do the same thing to column D that we did to C. Move your cursor to D1 and its right bottom border. Use the crosshair to fill down. Notice numbers are being put into the cells. They are 1% of what is 2 columns to the left. Use show formulas again and you will see what I have below

Notice that B1 was changed to B2 through B6 as we went along. You didn't do this. You had originally set B1. If B1 would have showed up, you would have been dealing with an absolute address. Excel determined that B1 was 2 columns to the left of D1 and 0 rows offset. As you filled into D2, the corresponding cell would be 2 columns to the left and 0 rows offset. Of course, we are therefore talking about B2 in this case and this was substituted. Look at the others: you will notice that this analysis is working for all these cells.

Now, look at D1. you should be able to see that it references b1. How does Excel look at this. Not as the cell b1. it looks at this as the cell 2 columns to the left. As we copy down this relationship, as it hits a cell and needs to enter a formula, the reference to a cell two columns to the left is enforced. Now copy this down to fill d2 through d6.

Previously, we have clicked within cells to see the formulas in the formula bar. Is there some way of doing this on a more geenral basis. Yes! In the formulas tab, on the right click show formulas and you will see what we have to the right. This is a good tool to use to see formulas in general as it lays it out on the spreadsheet. Ypu can even operate your spreadsheet this way in terms of entering formulas but you would not see the results. Your instrcutor would recoment that every now and then you click on this, especially if you have a big and complicated spreadsheet, to see if the patterns of the formulas make sense.

Click show formulas again and you are back to the regular aspect of excel. Excel has some other tools that you can use to get a feel whether you are proceeding as planned. Move your cursor to D1. Staying in the formula ribbon, click trace precedents and an arrow will appear emanating from B1. You can eliminate the arrow by using remove arrow/remove precedents. Precedent is a nice way of saying the di uses b1 in its calculation and b1 is 2 columns over to the left.

Reversely, click in cell b5 and click trace dependents. Notice the same type of arrow going from b5 to d5. On complicated spread sheets this can be a help to trace the flow of the data. Below, we have composited these two controls.

While we are on the formula tab, let's indicate a new control for excel in this version and that is evaluate formula. It's use is better seen with more complicated formulas and you should use this as you study for your test in a few weeks, but it will show you the sequence of calculations that excel uses for get an answer for any cell. Move onto D6 and click this control and you will see these calculations in action.

We have one more column to calculate. The sum of fixed and variable. Let's sum up column C and D. E1 will be =c1+d1. Let's copy down. By E6, what do you think will be our formula. If you guessed =c6+d6, you are correct. And keep in mind, this is the same as =d6+c6.

While we are looking at calculation, this would be a good time to talk about ball parking. Excel does what you want it to do. There is no editorial comment from the program. It has no way of knowing or interpreting what is the ultimate purpose of these calculations. It is up to you to make sure that these calculations make sense. I use equivalents of 1% to determine if in the ballpark. !% is easy to deal with since you drop 2 zeros. In other problems 10% is the marker and yuo drop 1 zero. Let's assume that this problem was working with 1.2% commission. I'd still use 1% as my marker doubling the result to look at 2%. The end reult, when applying 1.2% should be between 1% and 2% and it should be biased closer to the 1%. Look at our calculation at this point 1000 for the monthly fixed should have looked somewhat correct based on the statement "12000 over the year". The number in the D column should correspond to 2 zeros being dropped from the values in B. Finally, the calculations should be easy enough to check the accuracy of column E.

Let's continue. Sheet operations are independent unless you yourself change this. You have been working with sheet1 and probably have not realized that sheet2 also has calculation in it. Click on sheet2. Here's are problem again but with 2 columns. Look at the last column indicated in blue. We have been dealing with something called relational addressing. 3 other addressing schemes exist in Excel. For this class, we will deal with one other, absolute addressing. Using trace precdents, click on G6. You should see something like below which is very different than what we have seen before. This is crosiing rows. In absolute addressing, which is indicated by a $, you really are using the addresses indicated. Therefore $c$1 stays as $c$1 as a fill takes place.

Having dealt with absolute addressing, what about column F. The results look the same as E but the calculations are done very differently. We are using a function designated as =sum(). As with many functions, this can be widely used: as an example =sum(first, second, third, four) would be legitamate where first, second, third and fourth are something called ranges or cell or constants (in math). So, this brings up what is a range?

For this class (and this has changed with the additon of the use of the extended selection by way of the ctrl key) a mouse selection that resembles a rectanggle is a range. Take an example. Select c1. Drag your mouse through c6. C1 to c6 make a rectangle and a range. You can designate as c1:c6 or c6:c1. Similarly, we have the same situation with c1 and d1. They make the range c1:d1 (or d1:c1). By placing a range in the sum function, you can sum up all the elements (cells) indicated by the range. So, you see the f1 contains =sum(c1:d1). Ranges are similar to cell addressing in that they can be manipulated. One fill filled up column F.

Let's go back to our sheet1. Column totals wouldn't be a bad idea for B,C,D and E. Can you figure out the fastest way to do this. If you said range, you are correct. We'll show you two ways to do this as we are in class

Previously, we discussed relational vs absolute addressing (and we are using relational for this problem although I may show you an example of absolute at the end of this lecture, today. Manipulation of widths of columns and how Excel deals with numbers when the width is too small vs numerics. We looked at ranges and how these are used with the function Sum() and used Sum() (and autosum) in column totals among other things. You also saw how to turn the spreadsheet into a table of formulas. Now for today, we are going to deal with insertion of rows (possible columns) and setting up a set of column headers. Also, how to gruop columns (and rowsfvor the matter) and the creation of a very limited graph).

We are going to look at insertion. This can be done on many levels including insertion of a cell, a range, a row and a column. Unless you are at the row and column level, a second question is asked of you. Are you moving down the other cells by rows or by columns. You are not asked this question when a row or column is inserted. In additon, there are two ways of requesting insert. The one not recommended by me is the formal approach using the insert control on the home tab as indicated below.

In the case of an insertion of a row (or column) to use the context sensitive popup using the right click of the mouse. To sdo this, click the row that will move down when the new row is inserted. n the case of several rows being inserted at the same time, drag your mouse and select the number of rows where the first row will move down. In our example we need to add 3 rows. One for the title of the table, a blank and then the column header. Below, you see the start of this, Rows 1 to 3 are highlighted. A right click has made the pop up menu appear and we are about to click insert on that menu.

We can handle the title first and it can be as simple as the Big V Auto Dealership. We want this to center over our table. Insert Big V Auto Dealership in A1. It will bbleedc into b1 abd probably c1. Highlight the range a1:e1 and click the merge and center button in the alignment group of the home tab. What we've done here (as mentioned on Wednesday in class) is create a large A1 spanning to F1. And our result should look similar ot what we show below.

Now, we will allow the blank row to stay at row 2 as it is but now let's concentrate on the header row which we will put in row 3. Each cell of row 3 will provide header info for that column. But it's not going to look good as we first put it in. We will have to manipulate the row as you will see. But first, let's enter the info. Column A is Sales Person. Notice how it bleeds into the next cell. That next cell should be Sales Amount. Column C is fixed. Column D is sales Commission. And, finally, column E is total Salary.

One solution would be to widen the columns as demonstrated on Wednesday. While it will work, it will make the spreadsheet look odd with the columns being to big. WHat we would like to do is have the system break the cells so that there may be multi-leveled descriptions. And that's what we are going to do. But first, let's bolden these descriptions and increase the point size. With row 1 selected (and this is done by clicking in the descriptor of row 1 where it says 1), increase the point size to 12 and click the bold button.

Now, you have two choices as to selection. You can use the pop up menu as we have done before and select format cells or the format control on the home tab and select format vcells. Below we show both possibilities.

Click on format cells and you will se a dialog box pertaining to 6 possibilities for the range selected. One, protection, we will not deal with. Font generally can be dealt with using the font group of the home tab of the ribbon. Even number, which is very important, can be dealt with through the number group of the home tab. But alignment still holds importance and we want to click this. Notice there is a check box, merge cells, and in essence this was used to create the title in Row 1 although it is easier to control through the icon we used.

There are two combo boxes which control the type of formatting on a vertical and horizontal level. To start out, use center and center and click the wrap text check box. This is the most important of the control although you would not know it by the placement. Below we show a compoasite of these selections and the result.

Fixed really should be at the bottom and this would have occurred if the vertical controls were set to bottom. Further, you might want to set this text at an angle and the picture below shows this using a 45 degree angle.

If you want, you can set this back. We now want to set up 3 rows below this table indicating for each column, max, min and average. Our table stretches to row 10 so let's use row 12 to start this. To get an averagbe, indicate a range in the =average() function. Likewise for max using =max() and min using =min(). So in B12, set the function =average(range) where range is B4 through B9. Why not use B10?

Similarly, in B13, set up the max and in B14, set up the min. Similar to our totals, these are relationships that can be copied over. But you do not have to do this a row at a time. Excel is smart enough to fill up ranges. Select the range B12 though B14 and then grab the handle and copy over. See how easy this is! Below is a composite of this.

We have our spreadsheet and then some. Suppose we would like to prepare it for a few viewers. But the needs are different for any of them. There is the owner who wants to know what amount was sold and what the salaries were. There is the accountant who need to see all numbers. To resolve this, Excel provides from grouping which on the operating system is called un Or decompress and compress. Here we have group and ungrouping of rows and columns. This is done on a specific entire row or column basis. Group and ungroup is found on the data tab of the ribbon.

Let's start this looking at columns C &D - fixed and variable. The big boss is probably not interested in this so highlight the entire column c and the entire column D by clicking insider the descriptor headings of c and D. Now, click group on the data menu. A new section opens up with new controls. Use of the controls (both to the left and above the columns) allows you to compress C & D from view or make them visibile. Similarly, let's do the same for rows 12, 13 & 14. hen compressed, by the way. a printout will not showe these columns and/or rows so this works even when printing. Below is an example of this.

A graph or chart might look good here. Let's reference the sames person's name and show their salary. What type of chart would work to do this. Probably a bar/column chart. Microsoft calls that we woud normally call a Bar chart, a column chart. For this class bar abd column is interchangeable and you can do either when asked to do a bar chart.

Over the years, excel has made it easier and quicker to invoke a chart. Here's how easy it is. Drag you mouse over the names of the sales people including the column header, Sales person. Do not include total infor. You have selected a range, A3 through A9. Now, depressing your control key, extend the range by dragging your mouse over the salaries. Again include the column header by do not include the total. This is the extended range I alluded to previously and it is only with this type of charting that we will support it. Now, at the moment, A3 through and E3 through E9 have been selected and you should be able to see thiso nthe spreadsheet. Now, click the insert tab of tghe ribbon and hone in on the middle section of graphs. Click column and choose whichever "sub graph" you want to produce the chart. Below is a composite of this.

Welcome to our last day of Word. We will use the Phillies document as finished on Wednesday. Access that document by clicking here.

What about our date from last week. We put it in such that it should up date when loaded. Confirm that this is true.

Now, doing a table of content at the end of last week, and with what we are going to do at the beginning of this week, we are moving into the realm of academic computing. There are two techniques for giving the reader the option of more info if they want, footnotes and endnote, which are really the same except for placement and the type of numerics: numbers for footnotes, roman numerals for endnotes, although both can be changed.

Use find as we did last week to find an instance of Andy Musser. Within the test, we see access to Pete Musser, Let's set this info as a footnote. To impose a footnote or endnote, use the reference tab of the ribbon and click your preference. Below, we see this procedure in action.

Notice that the footnote is placed at the bottom of the page. In fact it is placed between the bottom text and the footer. Sometimes the topography of the page layout is changed radically as the bottom footnote info must be placed on the page weith the calling indication. This may force a premature soft page.

Converting from a footnote to an end note (and vice versa) is no big deal. Move your cursor over the footnote (or endnote) and click one of two possibilities: note options or convert to endnote. Note options gives the option of changing footnotes to endnotes and vice versa en masse. The convert only deals with this specific footnote. Now, we'll try this. Where does the endnote end up. At the end of the document as you can see. Now, let's convert it back to a footnote by again pressing our left button over it and selecting an option.

Another academic need is to cite references. Although no reference was used for this report, there is a recent book on the Phillies by Larry Shenk and Scott Gummer. Titled Phillies: An Extraordinary Tradition, it was published in 2011 by Insight Editions based in San Rafael, Ca.

To start this, go into the references tab and click Manage Sources. A kind of database pops up and this database allows a user to hold records over documents. You won't see this based on how the school systems work but you will see this at ho,e. As you enter a new source, it is entered both in the master and current list. The current list, however, is used for the current document. Below we document this.

We'll try this. Enter our source. Now, to show it on the document, go to the end of the document, and click bibliography. There are several variations of style available to you: Apa, Chicago, MLA and the like and your instructor generally tells you their preference. By the way, insert citation creates a current listing and is a shortcut for manage sources, new source.

Another Academic technique watermark although this is use in business also. In the old days, specific stationary had physical indents and this was called a watermark. We can do this virtually using either text or a picture. While in class, we will deal with text, click here for a picture of the Phils logo to use on your own.

In the page layout tab is watermark. Clicking it gives a dialog box. Several displays like confidential or asap show up but we are going to enter own own text. If do a picture, click the picture radio button and supply the path. Below, we show this.

Notice the light gray text in the background. Technically this is an example of z-order. When laying out the page sequentially (x and y axis) the programmers of word also lay this out depth wise (z axis) and layer the document. This allows for many different visual effects including this one.

Watermark is one of several different techniques added to this version of Word. Here's another one: cover page. You may remember when we talked about quick parts that I said that several themes ran through the different components. One of the components is a cover page. Now, let's go to the insert ribbon, at the immediate left is cover page and select Mod although at home play around with several of these.

As stated and assumed, the cover page becomes the first page of the document. Information is already enter here. Where did it pick this up including my name?

One of the first things we looked at in word was the meta document info. We saw this at prepare/properties which we will click on now. Notice the info here. Cover page is one of several components of Word that use this location for info. Below, we see this with pointers to where this is being picked up.

At the bracketed locations, you are allowed to enter additonal info. Dates are picked up by calendar.

Notice the balls of mod in the cover page are a light blue, the default. Table of contents is also a light blue. You can affect the color through the use of themes. Now, this started with powerpoint and for this version has been extended to Word. On the page layout tab, click themes and use preview to see the color changes. Opulent sets you to atype of maroon and let's select this. Notice the change to the cover page and the color of the lettering for table of contents.

We end our discussion of Word by looking at the insertion of pictures. Normally, I do two or three and group them and we look at captions and table of figures. We just don't have the time for this in this term. Let's deal with one picture. Click here to load a picture of Richie Ashburn. Save this picture to my documents.

Now that the picture is on your system, find the first instance of Ashburn in the document. At this point, we are going to insert the picture. Pictures are inserted through the use of the pictures icon in the insert ribbon. Use that to insert this picture. Notice that the picture enters as in line with text. In essence the program is looking at this picture as a large capital letter. You can see this below.

We need to merge this into the document. This can be done in two ways: through position where the picture is inserted in a tight wrap text at one of 9 positions of the page, Another possibility is text wrapping which we will use. Click tight. Notice that the text wraps around the picture. Now, click on the picture. Yu should see a border around it. move inside and you will see a 4 corner arrow. With that arrow, click and drag the picture to the other side. Below, you should see this.

We could spend another lecture on the special effects taht Word has for pictures. It has been greatly enhanced from previous versions. We will end our discussion of word by looking at picture styles which are not available in compatible mode.

There are 25 different styles as you can see. I've selected oval and partial reflection. If we have some time (which I doubt) I will show you how ot extend the reflection.

Let's load the seuss document. We are dealing with paragraph commands.

We had talked when do our web script about ordered and unordered lists. In word processing unordered lists are designated as bullets, ordered lists as numbers. Bullets can be many symbols which we will go into and even a picture. To do a picture, let's load one using by clicking here. Save it to my pictures. We'll try to duplicate this picture here.

Select the last 3 paragraphs. Using the numbering icon, select define new number. Select the last numbering option and you will get these types of ordinals. Take paragraph 2 and 3, select the bullet icon, define new bullet, and use picture, Click import and aim to my pictures. There's the 007 sysmbol and when you click it you are setting the system up to use the picture as the bullet. Now, these are extreme bullets. We will discuss the normal usage and the normality is that numbers are bullets with some type of chronological impact.

Like many students, you will notice that I have not taught you to use the tab. Tab sets do exist in Word but really are old technology. In addition, indiscriminate use of tabbling can affect documents in a poor way. What you want to use is indenting and outdenting in general (although we will later go into paragraph topography). These are the two controls to the right of numbers. Now, below, we concentrate on one paragraph hitting the indent control several times and then the outdent to reverse the process, Notice how the paragraph is changed. A n additional margin is imposed but specifically for this paragraph.

Now, we are about to discuss spacing above, below and between the lines of a paragraph. You can see in the preceding image the before and after spacing and single is entry for line spacing. We want to discuss the question of spacing. let's start with spacing above and below a paragraph. We want to add 6 pts before and after the third paragraph. Below, there is an attempt to show you this process and the result

What is spacing good for? Your eyes are attracted to darkness with light around it. By adding space, you are subtlely enhancing the appeal of this paragraph versus other paragraph. It is a very gentle nudge to the reader to look at it.

There are other spacing options for a paragraph. While we are looking at the document, we might as well deal with the ribbon. The next control is kind of interesting. The ribbon control is not consistent with the paragraph dialog control. Now this deals with spacing between the lines of a paragraph. Keep in mind that if you set up your document as we originally saw this seuss document with all paragraph breaks for each line, this control will not work for you. Follow your instructor and he will show you (and it should be to the right on the picture below) this spacing control. Notice the possibilities: 1,1.15,1,5,2,25 and 3 among others. Some of these make sense. Your English instructor or history instructor wants you to double space - this is 2. Or they could ask for 1.5 giving a little extra space between lines. Even 2.5 and 3 might be asked for although your instrcutor in this class feels that this is overkill. But how would you explain 1.15. This goes back to our conversation about fonts. A point is dependent on the cartographer and he has leeway in setting it. THerefore, as mentioned in class, Arial 10 had the same height as Times Roman 12. But calibri, thre new standard, is set for 11 points and you cannot conclude that calibri 11 equals the height of either Arial 10 or Times Roman 12. The 1.15 is the fudge factor that one would use with calibri 11. If you were to replace TR12 or Arial 10 with calibri 11, your document's length would shrink. The 1.15 in terms of spacing will get you close to the original length of your document.

As indicated to the left on the picture above. it should be clear to you about the other spacing options indicated in this control. How about on the dialog box as shown on the right in the above picture. Notice 1.15 is missing as well as 2.5 and 3. In place of this is at least, exactly and multiple. At least and exactly allow for a type of manipulation similar to before spacing and after spacing under the right circumstances. of more interest is multiple which has another name: leading. leading is another technique to gain space. But you have to be careful. Readers are not happy if they realize that you are using leading to deceive them. Below, we see leading on a paragraph.

Next, let's use the ruler. We have already indicated the control just below the ribbon on the right that controls the hiding and showing of the ruler. My own experience with the rulwer for this version of word is that if you set the ruler to show and get out of word, word will assume the the ruler should show the next time you enter the program (and vice versa). Since the school resets everything, at the school the ribbon should not show when Word is entered. So, let's put it on. The plan is to deal with one paragraph at first and then multi paragraphs. So, move your cursor onto the first paragraph.

The ribbon is made up of 4 controls as your instructor will show on the portable but which is indicated below.

Now, at this point and in conjunction with our study of the ruler, we should discuss the topography of paragraphs. Today, our standard is straight up and down. Everything is flush left and jagged right (unless using full justification as indicated above). This was not always the standard. Your instructor (and possibly other students in the class) learned a different standard. Below we see the other standards. Also, what was the standard between paragraphs?

Why did this change? What was wrong with indenting (or as microsoft calls it, first line)? You are dealing with one right now. The computer and word processing changed the standard. On a typewriter, it was important to get as much on a page as possible since any mistakes required retyping. The more you could get done correctly in a shot, the better. We don't have those problems usiong PCs. Nevertheless, we should learn how to create this topography. You can do this through the paragraph dialog box as your instructor will show you later on, but it is easiest through the ruler. Position your cursor on the first paragraph. Move control 1 to the half inch marker to create a first line. Move your cursor onto paragraph 2. Move control 2 to the half inch mark to create a hang. Move to paragraph 3. Move control 1 to half inch. Move control 3 to half inch. You've created a firstline with a half inch indent. Now move to fourth paragraph, move control 2 to half inch, move control 3 to half inch and move control 4 in half inch. Now you've created a hang with both a half inch left and right indent.

p>Before we leave the paragraph group, there is one more command that we should discuss. This is borders and shading. To start this, look at the second line of the paragraph group, rightmost commnad. The downward arrow will give you shortcuts in dealing with this. Similar to bullets and every other paragraph command, paragraphs have the capability to provide borders on each side and up and down. An option of this is no borders which is what paragraphs are generally set to. We can try some of these and you will see the effect. There is also a horizontal line (this command did not exist in previous versions of word) which is very useful when creating documents with quite a bit of graphic content. But, what is this is not enough. Chick the last of the options and you will go into the older style borders and shading dialog box. This is extremely powerful used correctly and can be quite difficult for the reader if used wrong.

It would be my contention that this should only be used once on one paragraph in a document. Select the middle paragraph in our seuss document. Turnoff the numbering by clicking the number control. These controls work on/off. Now, onto the border control and click the last option. You should see what is indicated below to the left. We have isolated several of the border styles and also shown you the selections of border width. To the right you will see the results of the selection using shadow. It gives a 3-D like apperance as you can see.

Now, let's add shading. This allows the system to add a tinting of a color (or gray) to the area that is bordered. I've chosen gray at 12.5% as indicated below left. Clicking okay shows me the result of this indicated below right. Now, as you look at this, consider how this would be printed? Any reader would see something close to 3-D which in essence would have the effect of the text coming out to them. The border nad the graying would automatically attract the eyes. On a first page of a document, this is unavoidable to look at.

Paragraph commands are very powerful and especially easy to work with. They provide a pizazz to the layout of your document. Our next set of commands straddle paragraph and character. It wasn't always this way as these commands startted as paragraph. Now, character seems to dominate. We are of course talking about the commnads on the riight of the paragraph group, designated styles. Similar to the header commands controling headers on the first page and odd and even, style have been an option since Word 2000. Every version since has tried to make them simpler to use. The ribbon concept moves them out of the shadows. here are a lot of options to styles and we have limited time. So, let's the highlight.

Assume that you have a set of formatting needs for a paragraph. Let's assume the algerian font, 24 point size, bold and underlined. In this document, seuss, we want to apply this to the 1st and 4th paragraph. What are our options. Well, we could highlight the first and fourth and invoke the necessary commands. Both the first and fourth paragraph would have formatting changes to it. The problem with this is whatif you don't like it when you see it. In changing both paragraphs you are limiting your ability to make specific changes. So, one alternative is to do only one paragraph, let's say the first. Make as many changes as you like. When you've gotten it right, copy the format. Your instrctor finds that this is a difficult concept for many students. It shouldn't be. If I said to you let's copy the text and put it somewhere else, youwould use copy and paste automatically. The command that we will b dealing with is a copy and paste for format. The command is called format painter. It sits on the clipboard group. Highlight the format you want to copy and then click the format pinter. It look like a paint brush. As you move your cursor off of this command, you will see a cursor consisting of a paintbrush next to the mouse I. Highlight the text you want to change (paragraph 4) and the format is changed. No text changes occur. Only the way this paragraph looks.

I suspect we are near the end of class. If we have time I will apply these ideas to the use of styles. We are interested in propogating format. You are already familiar with cut and paste which deals with text. What about format. The format painter on the clipboard group will do this for you as a character command. Take a little text and change the point size and font. Move your cursor to this so that the text cursor is set on something that has changed. Now, click the format painter which looks like a paint brush and move it into the buffer. Notice the change in the cursor. You are allowed one swipe. Select other text and as you release that text is changed to the format you originally selected.

To do this again, you must reprime this. Let's assume that we want to manipulate paragraphs 1,3 and 5. This is a lot of swipes. What easier is to set a style. You can see the style group next to the paragraph group. Several of the styles are paragraph commands and some are character commands and you can determine this by a process of elimination. Use heading 2 which I think in paragraph. Select 1, 3 and 5 using the control key to extend selection and click heading two. You should see what is indicated below.

What is you have unique characteristics you want to apply. You can set up your own style. In fact, if you answer yes to the program's request to save this in then normal template as you exit the program, you can use this new style on other word documents. Click the scroll bar to the right and at the bottom select set quick style. Below we see an example of this.

At the bottom you will see a button designated as format. Clicking that, you can see that you can make multiple changes to create your style although it is rare that you need to go beyond what is indicated in the rest of the page. Let's set up algerian, 20 points, underline, in yellow and set that to the cis103 style. Once this is created, clicking will set the paragraphs in this format. You can even go beyond this by hot keying the style. Click your right button on the style and select modify. Then click format and select shortcut key. Many of the keys are already selected and I would stay away from those. But keys like ctrl alt x are free and let's wire this key to this style.

Let's finish today using several tools on Review. Let's start with research. Highlight a word (or words) and click on research in review. You now have internet accessibility. Notice that anything connected with Google is not available.

A thesaurus indicates similar words (synonyms). Highlight packet and run thesaurus. One of the options will be sachet and let's change that in the document.

Let's run the spell checker. Algorithms indicate possible spelling corrections if you should see this. We have the grammar checker on. What can you say about this?

Most of you have run Word before. Probably used the spell checker. What do you think about it? I'll give you my answer through a download. Click here.

I said on Monday that we would load up the seuss file again, but this time with only 6 paragraphs. Click here for that.

Most of today's lecture discusses the use of two types of commands, Character and paragraph. An easy way to look at this is through the ribbon. Indicated below is the breakdown.

A major difference in terms of a character vs paragraph command is how to select text for use. In Character commands, any text that needs to be modified mut be selected. In paragraphs commands, only a small amount has to be selected of each paragraph or, in the case of just dealing with 1 paragraph, all you need is your cursor positioned on the paragraph,

To accomplish paragraph commands wisely, the system allows for advanced mouse functions. Follow you instructor as he uses the ctrl key to extend the dragging of the mouse. We'll use this in a very quick demo. Click on the second paragraph (the first paragraph with nultiple lines). Right justify it. Notice all we need to do is click. Use undo to set this back to where we were. Now, highlight the last word in paragraph 2 and the first in paragraph 3. Again right justify. See how both paragraphs are affected. Use undo again. Now, select a word in the first paragraph. Use the control key to select a word in the fourth paragraph. Do the same in selecting a word in the 6th paragraph. Now right justify. Below we show this.

Now, we will get back to paragraph commands. Let's concentrate on character commands and add something. In previous versions, If one wanted to try something, you had to do and then undo it. In this version, most commands (especially character) has a preview option. This allows you to position your mouse cursor over a control and see what it would do. By moving your mouse off, the text returns to what it was. By clicking, the text is changed. We'll show this as we go over this.

One other factor to discuss. The system allows for placeholders. By that we mean that if no text is selected, you have only positioned your mouse, you can give commands that will go into effect as soon as text is entered at that point. I don't like this and would prefer not to be surprised when this is activated, but we'll show it to you just in case that is what you do in practice.

We should also add that extended mouse selections of text are allowed in character commands as in paragraph. In this case, only the text selected would be affected by the character command.

Let's start with font. There are more than enough in the world as you can see by clicking the font combo bax. Select some text and let's preview. What are the characteristics of a Font. The cartographer tries to come up with a theme and in doing so defines a dot or period also known as a point. The small a is used in this. It's height is determined by these points put on top of each other. Giving an example. Select some text and then apply 24 Times Roman. Select the next few words, use Ariel 20. The height is not that much different between the two selections. What is different. Serifs are in place for Times Roman while Arial is sans (non) serifed. Arial's letters are more open than Times Roman.

We had said that Ctrl A would select all the text. Let's do it. Now, use preview to look at this document in different fonts. Keep the points consistent. Notice that for the entire document, Times Roman 12 is shorter in length than Arial 12. Calibri 12 probably splits the difference. Lengths do change between fonts as was expected.

Now, take a look at any of the fonts and look at the point possibilities. They are specific. You probably will see 8,9,10,11,12,14,16,18,20,22,24,28,36, 48, 72. The A hat and little A hat (next to points) when clicked will change your selection up and down this scale. Let's try it. Select some text and click A hat and watch it go up. Reverse the process with the other command.

What we call fonts are font styles in reality. They give a template of how a character should look. Ther fonts are really how the character looks when normal, bolded, italized and with a combination of bolded/italicized. The file that gives the operating system font info breaks this down between these possibilities. A Bold A is a different character than a non bold A. Italicized characters have different characteristics, also

Underline is not a characteristic of fonts. These are mathematical representations that are applied to the character. You can see by clicking the downward arrow next to the U that there are many underlines to choose from. Did you know that it doesn't stop with underline. Stikethrough and double strikethrough are underlines that go through the middle of the character. There is such thing in publiching as an overline although we don't see it designated here (although borders will do this for you)

Speaking of strikethough, that is the next command and then there are two commands that you should use very rarely, subscript and superscript which I will explain with the admonistion that you should not really be using Word for mathematical editing.

Case is a term used to indicate capital letters versus small letters. With this there are five different cases. Caps, non Caps, title (where the first letter is capped for each word), sentence (where only the first letter of a sentence is capped) and reverse. below, we take 5 paragraphs and show these one by one.

Color in Word is text oriented and broken down between background and foreground. Foreground pertains to the lettering. Backgroud is the space that the lettering sits. The concept is pretty easy although you have to remember that anytime the foreground and background color are the same, the lettering is invisible.

We are on to paragraph commands. I did ask what you thought the fourth justification option was. Below, we put side by side this poem with and without this fourth justification.

Can you see above what is the difference. Full justification (Microsoft calls it justification) was created in the 1980's by Word perfect and became a fad in word processing. It's not that faddish anymore. It is a mathematical technique of increasing the size of spaces through the line. The last line of a paragraph is never affected.

Now, before we go below the separator line, let's look at word options. It is here that we will spend most of our time today. This is similar to the tools/option menu item in previous versions of word and savvy users can get word to act more appropriately. Now, in doing this, your instructor is aware that novices will not understand what is happening. If a novice, just bear with this and we will shortly get back to subjects that you need for this class and tests.

Above, we have a composite of two of the dialogs boxes that options affords us. Up on the first, I want to show you where you can access something that advanced users of word need. This is macros and the visual basic for Word programming language. Although you may not be familiar with this, Word, excel, powerpoint and access are really prtogramming languages wrapped neatly to make you believe them to be your applications. Internally, a set of programming constructs makes Word do what it does. uou can click the developer chec kbox and an eighth tab (nineth in 2010 Word) appears. For those of you familiar with macros, here they are and there are buttons to stop, start and edit macros. Notice the button also for Visual Basic. There are controls that you can use to make your Word document look like a windows program and in previous classes, when I have had time, we've taken an hour and done a very simple addition of controls to a word document. This gets you into event driven software which is boring to most people but interesting to a small subset of people, generally known as programmers, of which your instructor is one (possibly unfortunately)

Below this, we see some options for a set of things that in previous versions of excel involved spell and grammar checking. Sometime during this term we will delve into the grammar checker. You probably at this point have a different feel for it that I although I do hope to change your opinion. But, in the interim, I want ot discuss modifications to the spell checker. You have already seen its use through the status bar. We will invoke it, revoke it and then invoke it again. I hope to show you how custom disctionaries are maintained. In additin, of importance in industry, readability statistics will also be indicated although this makes more sense with a real document.

Start with the proofing section of options. Notice the custom disctionary. I mentioned last week that this is where the system keeps words that you consider not to be misspelled. We can modify things here. Enter xxxx into your buffer (Word should tell you this is a misspelling with a red jagged line underneath) and enter xxxx here in this custom dictionary. This is a fast way of doing what we will eventually do when we formally run the spell checker - add words to the custom dictionary. Below, you can see me in the process of doing this.

Now, return back to the document. Turn on the status bar indicator of the spell checker and click this to institute another scan. You will notice the jagged red underline is gone. THis is one way of interacting with the options section of Word which is powerful but generally ignored or misunderstood by students.

While in this section of options, we might as well show you another trick. Most students do not realize that Word has two types of spell checkers. The one we are dealing with is formal and works after the entry. Another works with the entry of a word. Again, we are catching this is the options section even before we start to build up our document.

Autocorrect options is an interesting feature. A set of misspelled words - with the correct spelling next to them - are in what's called a table. Every word you type forces the system to run through these. Let's take an example. I spell the month February wrong in most cases yet my documents always have it spelled right. In my system I have replaced my misspelling of Febuary with February. Below, you see me doing this.

Now, in the word buffer as a new word, put in febuary. Remember, we need a word. Add a space to do this and the system will force the replacement.

We also want to discuss the save portion of this. This includes the ability of the system to recover. You can set parameters for this. Below, is that section.

The location for normal saving is set by your operating system. In Xp, this is the my documents folder for the user section of the disk drive. Vista uses the folder designation Documents and Windows 7 also uses documents but applies libraries.

Let's also look at autorecover. This is set to 10 minutes by default. Your instructor will explain what this means. But, how does it work. Codes are put out to a file designated as $ and the file name. These codes indicate changes to the underlying doucment in use. Every 10 minutes (or whatever you set this to) this is overwritten. At the end of a normal termination this file is deleted. If an abnormal termination, the file remains. When Word comes up, it is looking for files starting in $ and if found will set a panel to your left indicating as such and you have the opportunity to modify your file with these changes.

We want to finish up with the customize section. If I do this right (which means I have enough time) you will several things about these versions of word. Here's what we are dealing with

Addition (and deletions) to th quick access toolbar for previous commands and existing ones
How something called autotext works
Use of building blocks

Look above. I am in the customize section and have clicked popular commands. To the right is none other than the quick access tool bar. Notice that 3 items are in there already and these are the three items you see up next to the vista symbol. Look at keyboard shortcuts customize. Your book makes a big issue of these shortcut keys. One might think a tremendous amount of research was involved in this. Not really. Click this button, click office tab and then file open and you will see what is below. All of these shortcuts can be so found. The hard part is writing them down

Now, let's click on commands not in the ribbon. Go down and find autotext. Click on autotext and use the add button to put this into the quick assist menu. As you add this, you may already be able to see this icn being added to the quick assist tool bar. If not, you will see it as you exit this section of the program. Now, write something. You can use the catch all of all college students: Hi, Mon and Dad, Send money. Highlight whatever you wrote and click the autotext icon on the quick assist menu.

Now, besides invoking and using autotext in this manner, we can see it somewhere else. Click the insert tab and go to quick parts. In this system, it seems as if the terms quick parts and building blocks mean the same thing and you can find a series of these here including what we have created in autotext. And, if you find the autotext building block that describes our inserted text, you can invoke it from here.

We should answer one more question:How is this saved. Microsoft uses several templates to save default info for the word application. One of these is normal.dotx which holds default info on font, point size, margins, etc. Whether this template is used for quick parts, I don't know. But , you will get a dialog bax asking for a save of the template in question when adding, changing or deleting a quick part and your answer of yes assures that you will see this quick part when you enter Word next.

The experts in Word study the options in this section. We don't have the time to do this except in the cursory manner we have just dealt with. After all, this is an introductory course. But, you understand, most people - even those who consider themselves accomplished Word users - do not use the full extent of the tools that the Microsoft programmers have put into this.

Another example of this is meta info about a document. We catch this through the document using the microsoft vista symbol (file in Word'10), prepare and properties. You should see something similar to what is below. Note: In Word 2010 this location has been changed. You can find this in the file tab, info selection, to the right is properties and when clicked, you will have the opportunity to click advanced properties.

On my system, it says administrator. You will see CCP. Now, you can fill in this info and it further explains you document to someone who is reading it for the first time. Although we can't get into this, this would also help in some curcumstances in finding the document on a system. Let's delve a little deeper into this. click advanced properies. The statistics tab is the statistics we've seen before. Click the custom tab. You can put in additional info at this point as your instructor has dome and is showing below. Keep in mind that this is not the info in your document which at this moment is only your name. This is "mata" data dealing with the description of your document and i of some importance in Microsoft's attempt at group computing.

Now, sum up all of your changes to the buffer and this meta buffer. It really isn't that much. Maybe a hundred characters. let's save this file to name.docx. Click the office button, click save as (because it is a new file, save will work as save as) and type in name and click save. We talked last week that Word has a default location for saving and that's where this is. Below, I am showing this on my system at home which uses Vista. Above name.doc is ~name.doc which as explained somewhat last week is something used by Word to determine backups in case of system aborts. But the file we are interested in, name.docx, is 11K in length. A K in data processing represents roughly 1000 characters so this file is 11000 characters in length. Why? And, if we were to try to do something similar in notepad, would we have used 11K. I seriously doubt that.

By the way, we should add that Word is keeping track of all your changes to the file. A full set of statistics is available to you by clicking the word count indicator on the status line. Below, we see an example. And, we might add, that there is quite a bit more from a technical point of view that word does. To position the cursor for you to insert a character is much more complex that you probably think and there is a need for Word to have all the statistics shown below. So, it's offered to you but it needs these to operate anyway.

Now, I would like to do some examples of easy cut and paste and complex cut and paste. I don't have the time to prep this web site with screen shots, but hyere's what we want to talk about.

What is the clipboard
What is a cut
What is a copy
Accessing the clipboard through Word
What is an ordinary paste
Use of paste special
Use of these tools between programs.

I doubt if we will have time, but the next document we will use is called Seuss. Here's the beginning of the Seuss lecture. If not today, look for this on Wednesday.

Now, we are about to work our way to more serious files pertaining to Word and word processing in general. We will do this by stages. First, we move to an intermediate file where we can easily perform cut, copy and paste functions: look at headers and footers: deal with editing while we look at definitions such as word wrap, margins, justifications and the like. We can even use this file to get into spell checkers and grammar checkers. This small amount of code will also allow us to look at the new Word preview controls. Let's load up the seuss file by clicking here.

First, what happened to the other word document. It's still there. Look at the bottom of the screen where the xp status bar is. You will have reference to both documents. You click the one you need to get access to it. I have only tried this on operating systems more advanced than XP, but clicking the x at the top right of the window closes only the document that is active. We can try this in XP to see if it does the same.

This "poem" can be found all over the internet. Other spoofs of Doctor Seuss can also be found. We are going to use this for a discussion of MS Word. First, how many paragraphs are there in this poem. Generally, students focus on the beginning title. Is this a paragraph or not? That's the wrong focus! The question is, what ends with an enter key? To confirm this, click hide show. A lot more paragraph symbols than was expected will show up. Count the paragraph symbols (except for null paragraphs) and you have your answer. You can verify this answer by looking at statistics at any time. Note: two straight returns (designated as hard returns) make a null paragraph which is not counted in statistics.

Now, students always ask, what's the big deal? Who cares if I end a line with an enter key as opposed to using word wrap. The answer! You are going around tools that word processor's provide you and in the end, with a complicated document, you will feel the effects. In the case of just margin changing, to get as low of an idea as possible, what we have here in this document that will defeat the use of margin changing to alter its layout.

And speaking of margins, what is the margins for this document? There are 4 margins: top, bottom, left and right. What is the norm for the world? What was Microsoft's norm in Office xp and 2003. What is the norm for office 2007?

Now, another question of a similar nature. Does this document have a header? Informally, the first paragraph acts as such. Officially, you should double click the top of the document (or click the insert tab and then header) and you will see something like what is below.

Above, you can see the header buffer which does not contain anything, least of all the text in question. This shot will also show the effects of hide show in the word processing buffer and you can see that every line has a paragraph symbol at its end. Notice also that the word processing buffer is grayed out and we should mention in class, and show,both header and footer and word processing buffer cannot be active at the same time. Why do you think this is the case?

Now, let's click back so that we are dealing with the document. We want to set this document so that we can use the word processing tools at our disposal. To do this, we need to delete the returns at the end of the lines except where we end a legitimate paragraph. You will notice as you delete these returns, the lines fill out as indicated below.

You should notice that there has been a change here. Using word wrap, more can be put on each line. Word wrapping is occurring at different spots. You should understand that even though this is supposedly a paperless society, there is still plenty of paper that we are dealing. Many document, including resumes, still need to be laid out so that they fit in one page or two pages, etc. While this does not apply to electronic resumes, you still need a paper based one. What happen when you are dealing with a paper based resume that is 1 page, 1 or 2 lines. This is not professional and use of margins can effect the change needed.

Let's work on a small situation. The word standard for margins was 1 inch around for word 97 and word 2000. A change occurred for Word XP and Word 2003 such that the margin was 1.25 inch left and right and 1 inch top and bottom. The seuss document is from the XP era and has 1.25 in margins left and right. Let's change that to the new norm for this wersion, 1 inch all around, margin changes are part of the page layout tab. Now before we do anything, notice that the first line ends at 'a very last' because of word wrap

Let's open Microsoft word. We are dealing with the 2007 version in class while many of you are dealing with the 2010 version outside of class. We will attempt to mention both but keep in mind that the school switches to Office 2010 next term, Fall'11. The major difference between the two programs as far as Word is concerned is in the menu as 2010 includes file and in 2007 you use the Microsoft vista symbol. File, in 2010, has been greatly enhanced over what you had in 2007.

Below is an annotated view of what we should see as we open up the program

Let's discuss several of these things that we see. The page is dominated by the word processing buffer where we put the data. Data in this case is words making up a document. This is verified by the title above designated as document1. You have seen this before. Notepad had a word processing buffer, also. What the difference between Notepad and Word. Notepad is a text editor. What you put into the buffer is what is saved. The file structure of Notepad is exactly equivalent to what is shown in the buffer.

Word is a word processor. All sorts of assumptions and options have to be saved with your text data. Also, things other than text are allowed into the buffer. All this is saved besides your text creating a binary file, one that does not have equivalency with what you are reading in the word processing buffer. TYhe 2007 version of Word has at least a 12K overhead which means that you can save a word file with no text and it would be 12k usage of disk space.

You should understand that MS office allows for a launch of an application for Word and few other applications. Any file opened that meets that application are attached to it automatically while the launch is active. In previous versions, (like the one in 1994) it was possible to have 2 separate launches going simultaneously but not possible today. Word, for instance, deals with doc qand docx extension documents similar to what your operating system does with executable file. This is called multiple document interface and your operating system responds by indicating the document at the bottom in its status bar.

We want to look at several things today. let's look at the individual tabs of the ribbon. And, speaking of the ribbon, it changes depending on the number of pixels (resolution) on your screen so it is possible that your instructor's lap top will look different than what you are seeing on your machine in class and what you will be seeeing at home. As far as this is concerned, the ruler will start to congregate controls or un couple controls depending on the width of your screen. As opposed to previous Word implements (Word 2003, xp, etc) there is no icon bar and except for one additional tab which your instructor will show you how to set, the ruler is preset with specific controls for each tab although as stated how these controls are shown depends on screen size.

Understand that everything is available to you. The question is how much is visible and in what way as you look at the ribbon. In Word 2007, there are always 7 tabs with an eighth possible though options available to you. But, the ribbon adds tabs pertaining to context in terms of what you are doing with microsoft word on a real time basis

In Word 2010, there is an added tab and this replaces the microsoft vista/office symbol that we are seeing on the screens at school. We will deal with this symbol shortly.

Notice next to the symbol is a type of tool bar and this is the quick assist tool bar. 3 icons are defaulted here automatically. One is undo and Microsoft has a great undo feature as you will see at some time while working in Word. Generally, it is possible to use undo to revert back to the original document that was loaded even after great changes. Notice that I have said only in Word. Do not extend these sentiments to other Office applications. Access, for instance, has no undo when changing tables or databases. Excel has a guaranteed one undo although sometimes you can luck out and get a little more. Word, however, is pretty good and there is a corresponding redo feature that allows you to recover what you have undone.

You can add icons to the quick assist bar and hopefully we will show you that today. You can add any operation that exists on the ribbon at the moment. You can also add operations that didn't make the cut - those dropped that existed on the 2003 version of word.

A note about the title. Notice that our document as we came up is designated as document1. This is the default for new documents. Additional new documents during a launch get the designation of documentx where x is succeeding integers. You should not save any document under the document designation as you run a risk of destroying this document by a subsequent save.

By 2011, most students have been using a version of word similar to what's on the screen, word 2007 and.or Word 2010. There were previous versions of word as mentioned. The last version prior to 2007 was 2003. What was different and what was enhanced from 2003 through 2007

Addition of the ribbon to replace the Microsoft menu system. The ribbon, as mentioned above, is a great feature. Notice there are 2 rulers, horizontal and vertical. The graying portion of the ruler indicates the extent of margins.
Quick assist bar to replace the Icon Bar
Zoom control as a part of the screen (at bottom)
More significant statistics which you can access by right clicking the mouse on the status bar at bottom
Ruler has been turned off. Let's show you how to put it on and, while doing this, indicate to you that this is a significant tool which we will discuss in depth.
Last and next page control on the right under the vertical scroll bar
Change in color scheme which makes MS word softer.

Let's turn our attention to the bottom. Similar to your operating system, Word has its own status bar. This has been significantly upgraded with this version. To the right is zoom control. Moving zoom left shrinks the document and you can see multiple page. Moving zoom to the right magnifies the document and is very useful for crowded documents - and these are the type of documents your instructor tends to deal with. While I would keep it off, you can turn the percentage and the control off and we will show you how as we discuss this status bar.

Notice on the left of the status bar is several figures pertaining to where you are in the document. This has been altered since the 2003 version but you can with technique indicate much more than is shown at the moment. To the left of the zoom control is a group of icons which indicate 'views' of the document. At the moment you are in print layout and let's leave it at that until a further discussion later this term. Finally, you probably can see a pen writing on paper to the left on this status bar. This is a version of the spell checker giving you an opportunity to correct spelling in a different way.

The secret to all of this can be shown by right clicking the status bar and you will see what's on the right of the picture above. There are a set of groups (separated by separator lines) and each group has one or more entiries. Either data or on/off isindicated to the right and check marks indicate what can be seen on the status bar for the most part.

Let's try a few of these. Click line number and you will see on the left that line number is now added to the status bar. Click it off and this disappears. Word count would act the same.

Now, let's try a few more of these so that you can becomec familiar with what we have here. Click track changes. Notice that an indicator shows up on the status bar. That indicator should still show off. Keep in mind that there is a difference beteen activating an option and seeing the status of the option. The check marks pertain to use on the status bar. Once displayed on the status bar, clicking the icon may change the status.

Some of these indicators respond to what you are doing with your computer. Again, right click the status bar and then click caps lock. Don.t see anything yet? look at your keyboard and isolate the caps lock key. Do you know what this does. When activated it forces your keyboard into upper case mode. Letters by default are capitalized. Use of shift gives you small letters. Now, let's depress the caps lock key. Now, your status bar indicates that you are in caps lock. Hit it again and the caps lock indicator disapears. Some of the options such as selection mode pertain to advanced usage of mouse clicks but your instructor does not use this and is not an advocate of this type of mouse selection.

By the way, notice that you can select not to show the zoom control or zoom percentage but again, if it's me, I would keep it around.

Now, this is getting somewhat ahead of ourselves but this is the place to show this. If you do not have knowledge of the spell checker and how it normally works, please ignore the following indicated here and in class. But, for those already familiar with the spell checker, I will show you a new option that can be used through the statis bar. I am going to type my last name which the spell checker will consider as an error. Next, instead of and, I will type axdm and then some junk. This is what I am going to type in the word processing buffer: Rauer axd ffffffggggg.

Many of you know that Word indicates what it considers as misspellings by jagged red lines and each of these 'words' I typed are so indicated. Right click rauer and you will notice a context menu that includes possible corrections to this word. Similarly notice that this is true for all three words. This type of spell checker correction is at variance for what most of you would consider the spell checker (if you've had previous experience in Word). By the use of the spell checking icon on the status bar, you can cycle around your document showing the context menu possibility. Click that icon as I will be doing in class to see these possibilities. The picture on the right shows one of these operations in action. By the way, similar to the normal word checker, clicking on a possibility will change your document.

Let's deal with the file and options portion of Word. On the left is what we see when we click the file tab of Word 2010. To the right is what we see when we click the office/vista symbol in the 2007 version. There are a lot more options in the 2010 version and this is where the major changes between the versions has occurred. For this class, we must concentrate on the right. Notice a set of options on the left of the 2007 version, a list on the right part of the 2007 version and several butttons below including options and ending word. Let's start with ending word. Word considers a change to a document while in the word processing buffer to have occurred if a key (other than ctrl, alt,shift by themselves) has been hit. It is possible by undoing or retyping that you have hit several keys and the document has not been chenged. This is to your mind, not Word's. As soon as the first key was hit, Word considered the documet changed. When you exit word through this button, or the close designation that is the last indicator on the list to the left, or the x of the controls immediately top right, word will determine which of your docments have changed per its theory. You will get the option to cancel this closing and return to what you were doing in Word, save the particilar document or not to save it as Word closes. Unsaved document are exactly that - they are not saved to media and they are not considered to have been interrupted giving you the ability to recover them somewhat.

How about the list. On your machine this is blank. Remember, the school machines delete everything considered as potentially virus enabling when brought up in power. On my machines at home and on your machines at home this is not occurring and what you would see in this section is what is called a pick list. This is nothing more than a list of the last few ms word documents that you have lloked at using this version of Word. By clicking the name, you will bring up this file from media into Word.

Let's discuss new, open save and save as. In bringing this up today, we did a default new. This is a new document. Nothing exists pertaining to it on media. Here's where the default name documentx comes into play. If not dealing with a new document, the only other possilility is to open a document from some media. This is open. By default open will show all possible word documents in all possible word formats. You already know this includes doc and docx. But there is rtf files and template files that will also be shown. You have the ability to select the location (folder) from which to select a document. Different views are available also and these correspond to what your operating system considers as a view as Word takes its cue from your operating system. There will be differences from what youare seeing on the XP machines in this class and your vista and Windows 7 machines at home.

Save and save as have a similar bent to them as does new and open. An already existing document on media can be destroyed and then written over with a save. This is what you use when changing already existing documents. Save as briongs up a dislog box to verify that it should save the document. This is generally not useful when doing straight modifies but is very useful in new documents or documents where you are changing the location they reside. Please keep in mind that Word handles your extensions. Combo boxes allow you to choose what type of extension you want and this is attached to the name when you save. There is no need for you to do this. Note however, that a change from docx to doc will force the program to determine whether it can fully save in the older version of Word. If not, you will get an option to cancel the save or accept the save with changes made making the file compatible with older versions of the program.

Let's look at the tabs of the ruler. The tabs are separated into groups indicated by a group name. Some of these groups have an indicator control right bottom. If that exists, clicking it will bring up a dialog box which is compatible with previous version's way of controlling word.

The home ribbon deals with font, style, copy and paste and search
The Insert ribbon allows the program to insert object (generally) into the document. We should spend a lot of time on this
Page layout has page layout features but also includes features of the home ribbon that you can access by dialog box
references are for academic papers
Mailings supports mail merge and those options
Review deals with proofing functions and tracking which has been greatly expanded
A kind of catch-all dealing priarily with windows options. This tab also has macro capability for those of you that are fans of this. What is a macro? We'll discuss this in class.

We want to continue for the first half of the class with html code. We need to load up the script as we left it and you can do that by copying this code into notepad and saving.

<html>

	<head>

		<title>[my] first web script</title>

	</head>

	<body>

		<p>What I did on my summer vacation. I created this web page</p>

		<img src="pictures/class1.jpg" style="width:25%">

	</body>

</html>

Create a folder (or directory) on the root directory designated as pictures. Now, let's press this command button to load a picture and then save the picture to this new directory.

Another tag is designated as the Horizontal Ruler or HR. This is just a line. Set <hr> between the text and picture. Our web page should look like this.

Now, in this class we expect to learn about web pages, Microsoft word, Microsoft excel and Microsoft powerpoint. We want to list these out. There are two types of lists: ordered and unordered. Ordered uses numbers, the unordered list uses bullets. Except for that, they work the same way.

Start with either a <ol> for an ordered list or <ul> for an unordered list and then use <li> to indicate each item.

Let's add to our script an unordered list of the different things we are going to study. Our script might look like the following:

<html>

	<head>

		<title>[my] first web script</title>

	</head>

	<body>

		<p>What I did on my summer vacation. I created this web page</p>

		<img src="pictures/class1.jpg" style="width:25%">

	    <p>Subjects we are expected to study</p>
	    <ul>
	        <li>about Web Pages<li>
	        <li>Microsoft Word<li>
	        <li>Microsoft Excel<li>
	        <li>Microsoft Powerpoint<li>
	    </ul>    
	</body>

</html>

Our web page should look like the following

Now, our final thing to do is a link. What do we mean by a link? When clicked transfer goes to that location. Links are used within a script but are more common to link to another script.

Let's link to CCP web site when the picture is clicked. The ccp web site is at www.ccp.edu

You link through the a command using the attribute href. To link to this web site, we would use <a href="http://www.777rauer.com">link to 777rauer</a> which would look like this on the screen: link to 777rauer

You can wrap a link around a picture by putting the a command before the picture and the /a after. Below, we do that setting the link for www.ccp.edu which formally is http://www.ccp.edu

<html>

	<head>

		<title>[my] first web script</title>

	</head>

	<body>

		<p>What I did on my summer vacation. I created this web page</p>

		<a href="http://www.ccp.edu"><img src="pictures/class1.jpg" style="width:25%"><a>

	    <p>Subjects we are expected to study</p>
	    <ul>
	        <li>about Web Pages<li>
	        <li>Microsoft Word<li>
	        <li>Microsoft Excel<li>
	        <li>Microsoft Powerpoint<li>
	    </ul>
	<p>Click on Picture to link to thr CCP web site for more information</p>    
	</body>

</html>

Our web script should lok like the following

Let's end our study of the internet by looking at the social network, facebook. Mine is very limited and information about me is open to everyone since I do not have privacy issues.

Others do and we should discuss this

Here's what's planned for the rest of the session

We will take one student and myself (and maybe one more) and register each onto the snap2007 web site. I will use 'joe student' as an Username and 'abc123' (if allowed) as a password. You are allowed to use this user name and ID until you get one yourself. Understand that you can't take the test using this user id.
In doing this you will see the tutorials already being established for your snap2007 login account. These will automatically come up when you register and use the enrollment code 'fume-tycoon'.
Above, before the CIS103 button, we have an example of formmail. We all will use this today so that I can create an Email list. You are required to do this as I am using your Email to mark attendance today
This formmai
You are required to by a book but we don't know as of this writing which one. Whichever, additonal info will be provided by the book's publishers as to how to enroll on the publisher's site for additonal content, tutorials and tests.

Whatever the software, this course will emcompass the following:
- Study of aspects of MS Office (either 2007 or 2010). These aspects are at minimum Word, Excel and Powerpoint
- Discussion of operating systems and what they do. We are dealing with either Windows XP or Windows 7
- Discussion of additional technology which we plan to do today. What is a picture? What is sound? How does this extend to video?
Your syllabus is now avaialable. Use the button at the top of the screen.

This script is for the Spring'11 classes at Community Colege of Philadelphia. Class scripts are in existance since Summer II 2009. To see previous scripts, including the Spring'11 term, click here.

Attention:Kimberly Broaddus. Your Email address, mahasin215@gmail.com, is not being recognized by google.com. Send me another Email address to contact you.

Your word test is up and active as of 9AM on Aug 12th, 2011.

About the books for CIS103 this term