Assignment on Short Cut Keys

CTRL + S – Save the current document
CTRL + Enter = page break
CTRL + F4 – Close the current document
CTRL + A – Select everything in the current document
Alt + Spacebar – Open the main menu for the program you are using
CTRL + B – Apply bold formatting to the selected text
CTRL + I – Apply italic formatting to the selected text
CTRL + U – Underline the selected text
CTRL + K – Insert a hyperlink
CTRL + Z – Undo your last action
CTRL + Y – Redo your last action
CTRL + A = select the text in a page
Press enter twice = to start a new paragraph
Function keys
F1- to get help F7- choosing spellings from the tools menu
F2 -move text or graphics F8 – extend a Selection
F3 – insert an auto Text entry F9- update selected field.
F4- repeat the last action F10 – activate the menu bar
F5- select go from the edit menu F11-go to next field

F6 – go to next pane or next frame F12- save the work
Creating shortcuts
You can create a shortcut key for any command, font, style or commonly used symbol. To do this:
1. Click the File tab and then click on Options.
2. Click Customise Ribbon – the Word Options dialog box will
appear.
3. Near the bottom of the Word Options dialog box you will
see Keyboard Shortcuts, click on the Customise button next to
this.
4. Select a Category, and then select the item for which you want to
create the keyboard shortcut.
5. Use your keyboard to input the new shortcut in the Press New
Shortcut Key box. Microsoft Word will tell you whether the key is
already assigned to some other command.

Assign new shortcut key
6. Click the Assign button to save your new shortcut.
AutoCorrect
AutoCorrect can automatically detect and correct your typing mistakes – such as spelling errors,
grammatical mistakes and incorrect use of capital letters.
For example, if you type 'teh' and then press the spacebar, AutoCorrect will replace what you have typed
with the word 'the'. You can also use AutoCorrect to quickly insert symbols into your document – try typing
(c) and notice that AutoCorrect inserts the © symbol for you.
You can also use AutoCorrect to replace words that you misspell frequently. To do this:
1. Click the File tab, and then click Options (found in the left hand
menu).
2. The Word Options dialog box will appear. Click the Proofing
button in the left hand menu:

Proofing button
3. Click AutoCorrect Options.
4. On the AutoCorrect tab, make sure the Replace text as you type
check box is selected:
Replace as you type
5. In the Replace box, type a word or phrase that you often mistype or
misspell. For example, type 'interent'.
6. Now, in the With box, type the correct spelling of the word –
'internet'.
7. Click Add, and then click OK.
Double click on word in a text to select that word….triple click to select the whole paragraph
Creating new templates
Templates are very useful as instead of spending time saving the same kind of document over and over
again, you are presented with a ‘clean slate’ that you can enter information into.

It is possible to create a template from a document that has already been created. To do this:
1. Click the File tab and then click New from the left-hand menu.
2. Click New from Existing.
New from existing template
3. In the New from Existing Document dialog box that appears,
select the document that you want to use as a template and then
click on Create New.

New from existing document
4. Edit your document so that it appears as you want it to.
5. Click the File tab, and click on Save As.
6. From the Save As Type drop down menu, select Word Template.
Save as Word Template
7. Type in a new file name for your template, and then select
the Templates folder from the menu on the left. This will ensure that
your template appears in your templates folder.

Templates folder
8. Click Save and close your template.
Creating forms
You can use forms for a wide range of tasks, such as creating questionnaires or
filling in job applications. Click the links to the right to learn more. >>
 Displaying the Developer tab
 Creating a form with drop-down options
 Creating a form with check boxes
 Making your form work
Creating a form with drop-down options
To create a form with drop-down options:
1. Type the question that you want people to answer into the
Word document.
2. In the Developer tab, click the Combo Box Content
Control or Drop-Down List Content Control icons.
Combo boxes & Lists
3. Click on the box that has appeared.

4. Click on Properties in the Control group on
the Developer tab.
Properties
5. The Content Control Properties dialog box will appear.
Content Control
6. Click on Add under Drop-Down List Properties to make a
list of choices.
7. Insert a choice (e.g. Yes, Sometimes, Never) into
the Display Name box. Repeat this step until you have
inserted all potential choices into the drop-down list.
Form containing drop down boxes being created.

Creating forms
You can use forms for a wide range of tasks, such as creating questionnaires or filling in job applications.
Click the links to the right to learn more. >>
 Displaying the Developer tab
 Creating a form with drop-down options
 Creating a form with check boxes
 Making your form work
Making your form work
Before you send your form to people to be completed, you can protect your form
so that other people can only make changes to certain parts of it. This means
that no one can make changes to the questions in your form – they can just input
their answers! To do this:
1. Click on the Developer tab in the document containing your
form.
2. Click the Restrict Editing button in the Protect group.
3. The Restrict Formatting and Editing box will appear:
Restrict formatting and editing
4. Click on the check-boxes under Formatting
restrictions and Editing restrictions to restrict editing.
5. Hold down the CTRL key and click on the active parts of
your form (the check boxes or drop down boxes).

6. In the Exceptions (optional) section, check the box
marked ‘Everyone’ – people completing the form will now
be able to select their answers:
Exceptions
7. Click on Yes, Start enforcing protection in the Restrict
formatting and editing box. The Start enforcing
protection dialog box will appear:
Enforcing protection
8. Here you can enter a password to protect your form, or just
press OK to start enforcing protection.

Linking objects
As well as copying and pasting data, you can also import spreadsheet data as a
‘linked object’, which means that whenever information is updated in Excel, the
content in your Word document will also update automatically! To do this:
 Open the Excel spreadsheet that you want to transfer data from and the
Word document that you want to transfer data to.
 In Excel, select the data that you want to use – this could be a chart or a
graph. Press CTRL + C to copy this data.
 Now go to the Word document and insert your cursor at the point where
you want the data to be pasted.
 On the Home tab, click the arrow under the Paste icon in the Clipboard
group, from the menu that appears, click Paste Special.
Paste special option
 The Paste Special dialog box will appear. Click the Paste link:
button on the left hand side, and you will see a list of options for pasting
into your document.

Paste special dialog box
 Select Microsoft Excel Chart Object and click OK to import the data.
 If you make any changes to the original data, right click on your graph in
Word and select Update link from the menu that appears.
How to save as a webpage for public view
Saving as a webpage
If you are sending your presentation to someone who does not have PowerPoint software, you can save
your work as a webpage so that it can be viewed by someone who does not have PowerPoint.
To do this:
1. Click the File button and then click Save & Send in the left hand
menu:

Save & Send buttons
2. From the Save & Send menu, click on Save to Web.

Save & Send menu
3. Click the Sign in button in the right hand column to sign in with
your Windows Live ID:
Sign in button
4. If you do not have a Windows Live ID, click the Sign up for Windows
Live button and follow the instructions.
5. Once you have signed in, the right hand panel will display your log in:

Saving options
6. Click on Public folder under Shared Folders.
7. Click the Save As button.
8. The Save As dialog box will appear, PowerPoint will have placed
your document in the public documents section of your Skydrive.
9. Click Save.
This presentation can now be viewed using Internet Explorer, Firefox, Google Chrome or another web
browser. You can send this presentation to other users from your Windows Live Account.
Compressing images
When you are trying to reduce the size of your presentation, one of the first things you can do is to check
the size of the images that you have used within it. This is really useful for a variety of images, including
photographs and logos. Click the links below to learn more.
 Image resolution

 Compressing images
Compressing images
To compress an image within PowerPoint:
1. Click on the image that you want to format.
2. Click on the Format tab, and then click on the Compress
Pictures icon in the Adjust group:
Compress picture
3. The Compress Pictures dialog box will appear:
Compress Pictures dialog box
4. Under Compression options, you can click to select two
compression options:
o Apply only to this picture – if this box is checked then
only the selected image will be compressed,
if unchecked then all images in your document will be
compressed

o Delete cropped areas of pictures – if this box
is checked then the areas left over from image cropping
will be deleted
5. Select a Target output based on whether you are going to
print your presentation, view it on screen or send it via
email.
6. Once you are happy with your selection, click OK.
7. Your image has now been compressed! This will help reduce
the overall size of your presentation.
Adding speaker’s notes
1. In PowerPoint, open up the presentation that you want to add notes
to.
2. At the bottom of the window, you will see a white box that says, ‘Click
to Add Notes’:
Click to add notes
3. Click in this box and begin typing to add notes to your presentation.
Hiding slides
Sometimes, you may have information in your presentation that is sensitive or
that you don’t want to display to certain groups of people. To remove this
information from your presentation without deleting your slides, you
can hide your slides.

For example, you may be showing a presentation to two groups of people, one group may need to see all
of the information, but the other group may only need to see parts of it. Hiding slides allows you to keep all
of the information without showing it to everyone. Click the links to the right to learn more. >>
 Hiding slides
 Reset a hidden slide
 View a hidden slide during a slideshow
Hiding slides
To hide slides in Microsoft PowerPoint 2010:
1. Open up the presentation that contains the slides you want
to hide.
2. In the Slides tab on the left hand side, click on the slide that
you want to hide:
Selected slide
3. Click on the slideshow tab, and then click on the Hide
Slide button in the Set up group.
4. The hidden slide will remain visible in the Slides tab;
however the slide number is crossed out to indicate that
the slide is hidden.

Hidden slide selected
Reset a hidden slide
To hide slides in Microsoft PowerPoint 2010:
1. In the Slides panel, right click on the slide that is hidden.
2. From the menu that appears, click on the Hide Slide button:
Right click menu
3. The hidden slide will now be visible again in your presentation.

View a hidden slide during a slideshow
Sometimes, you may be half way through a slideshow and realise that the information on hidden slides is
actually relevant to the group you are giving the presentation to! To view a hidden slide during a slideshow:
1. While you are running the slideshow, right click on the screen.
2. From the menu that appears, click on the Go to Slide option:
Table menu
3. A list of slides that make up your presentation will appear – hidden
slides appear in this list as well.
4. Select the slide that you want to go to.
Colour schemes
Once you have applied a theme to your presentation, you can select a colour scheme for your theme. To
do this:
1. Click on any slide in your presentation.
2. Click on the Design tab.
3. In the Themes group, click the Colours button.
4. Choose a colour scheme from the menu that appears:

Colours menu
Slide backgrounds
If you don’t want to use any of the background styles in PowerPoint’s existing themes, you can choose a
slide background. Click the links to the right to learn more. >>
 Using a theme-dependent background
 Creating your own background
Using a theme-dependent background
To use a background that depends on the theme that you have chosen:
1. Click on the slide you want to format.
2. Click on the Design tab.
3. Click on the Background Styles icon in the Background
group:
Background styles
4. Choose a background style.

Adding lines and borders
You can add lines and borders to your slides using the Drawing group on
the Home tab. Click the links to the right to learn more. >>
Shape Outline and Shape Effects buttons
 Add a border
 Add a line
Add a border
To add a border to an object in Microsoft PowerPoint:
1. Select the object (e.g. text box) that you want to add a
border to.
2. Click the Format tab.
3. In the Shapes Styles group, select a border style from
the Shapes Styles panel.
4. Alternatively, click the Shape Outline button:
Shape Outline button
5. From the menu that appears, select the colour, weight and
style of the outline of your line from the options in this menu.

Rehearsing timings
It’s really important to check the timings of your slideshow so that you know that
PowerPoint will move through your slides at a reasonable speed. If your
presentation moves too fast or too slow then it may be less effective.
To rehearse timings, you need to use the Rehearse Timings feature:
1. Click on the Slide Show tab and then click on the Rehearse
Timings button in the Set Up group:
Rehearse Timings button
2. The slideshow of your presentation will be launched and a timer will
appear on screen:
Timer
3. Start delivering your presentation as you would to a real audience.
When you are ready to move on to a new slide, click the mouse
anywhere on the screen – the timer will capture the length of time
that the slide was on screen.
4. Continue working through the slideshow, clicking every time you are
ready to move to the next slide.
5. When you have worked through the entire slideshow, the following
message will appear:
Confirmation message

6. If you are happy with the timings, click on Yes. If you wish to discard
the timings, click on No.
Making your presentation more accessible
The most important thing to consider when looking at the design of your
presentation is how accessible it is for your audience. There are a number of
things that you can do to make your presentation more accessible.
You could:
 Use a clear font
 Use larger text
 Avoid background and text colour combinations that are difficult to read
 Justify your text to the left (this is easier for dyslexic people to read)
 Increase line spacing (many people with dyslexia find it easier to read text
with line spacing of 1.5 or more)
 Provide subtitles for audio/video clips.
Excel Spreadsheet:
The SUM function
This is a function that will help you to quickly add up rows or columns of
numbers. To use this function:
1. Select the cell that you want to contain the total.
2. Click on the Formulas tab and then in the Function Library group,
click on the AutoSum button:
AutoSum Button
3. Click and drag with your mouse to select the data you want to add up.

4. A dashed line will appear around your selected data (a marquee
box):
Marquee Box surrounding data
5. Once you have selected all of the data that you want to add up,
simply press the Enter key and the total of these cells will appear in
the original cell.
The ROUND function
You can use this function to round off a number into a value you prefer to see.
For example, if you have a number like 873.32935540 in cell F10, this can look untidy and confusing. You
can use =ROUND(F10,3) to shorten the number down to 873.329 (showing only 3 decimal places).
To use this function:
1. Select the cell where you want the result to appear.
2. Click on the Formulas tab.
3. In the Function Library group, click on the Math & Trig button:
Math & Trig button
4. From the menu that appears, click on ROUND:

Drop-down Menu
5. The Function Arguments dialog box will appear:

Function Arguments dialog box
6. In the Number field, enter the cell or cell range that you want to
round.
7. In the Num_digits field, enter the number of decimal places that you
want to round the data to.
8. You can check your formula in the Formula result section at the
bottom of the dialog box, when you are happy with your results,
click OK.
The IF function
The IF function is one of the most useful logical functions within Excel. You can
use it to make decisions based on your data and label it ‘True’ or ‘False’ or ‘Yes’
or ‘No’ based on the cell contents.
To use the IF function:
1. Select the cell where you would like your results to appear.
2. Click on the Formulas tab.
3. In the Function Library group, click on the Logical
button:
Logical button
4. From the menu that appears, select IF.
5. The Function Arguments dialog box will appear:

Function Arguments dialog box
6. In the Logical_test field, enter the formula you want to test
for. For example whether cell A2 is less than 10 (=A2<10).
7. In the value_if_true field, enter what you want the cell to
say if the answer to the logical test is TRUE. For example,
‘Yes’.
8. In the value_if_false field, enter what you want the cell to
say if the answer to the logical test is FALSE. For example,
‘No’.
9. You can preview your function in the Formula Result =
section. For example, this function would look something
like this:
=IF(A2<10,’Yes’,’No’).
Formula errors
Because of the complexity of some of the formulas and functions within Excel, you may find that
sometimes your functions will return errors. There are seven error codes you may see and, depending on
the cause of the error, you will either need to revise your formula or change the arguments to reflect a
new cell range.
Excel will display an error value if a formula cannot properly calculate.
Click the links to the right to learn about the causes of some of the common error codes and how you can
fix them! >>

 ####
 #VALUE!
 #DIV/0!
 #NAME?
 #REF
 #NUM!
####
When you see the error code ####, this is usually because the column that
contains the data is not wide enough, or because a negative date or time has
been entered.
To solve this problem:
 Increase the column width – you learnt about this in Session 4
 Apply a different number format – you also learnt about this in Session 4.
#VALUE!
When you see the #VALUE! error code, this is usually because the wrong type of data has been entered
into a cell.
To solve this problem, don’t enter text into a cell that requires a number, and vice versa!
#DIV/0!
When you see the error code #DIV/0!, this is because the value in the cell is being divided by zero.
To solve this problem:
 Ensure that the value in the cell is not being divided by zero
 Ensure that the cell reference does not refer to a blank cell.
#NAME?
When you see the #NAME? error code, this is because the text inside a cell is not recognised.
To solve this problem:
 Check the spelling of the function or range
 Ensure that the range (block of cells) that you are directing to contains data
 Ensure that there is a colon used after range references.

#REF
When you see the #REF error code, this is because the cell reference is not valid.
To solve this problem:
 Check that the referenced cell has not been deleted.
#NUM!
When you see the #NUM! error code, this is because the formula or function contains invalid numerical
values.
To solve this problem:
 Check that text has not been entered into the cells used by the function or formula instead of
numbers
 Check that the number used is not too large or small for Excel.
Macros
A macro is a series of Microsoft Office instructions that are grouped together so that you can automatically
perform a certain task. You can create your own macros, but there are a large number of pre-set macros
that will cover most of the tasks you need.
To use pre-set macros in Microsoft Word:
1. Click on the View tab
2. Click on the Macros icon in the Macros group
3. The Macros dialog box will appear. In the Macros in: field, make
sure that Word commands is selected.

4. Now simply select the macro that you want to use, and click Run!