Excel Equation Editor PowerPoint Word

MATH298B TUTORIAL PACKET Excel Equation Editor PowerPoint Word

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TABLE OF CONTENTS PART 1: Microsoft Excel Tutorial PART 2: Equation Editor Tutorial PART 3: Microsoft PowerPoint Tutorial PART 4: Microsoft Word Tutorial Please note that each Part has its own page−numbering system.

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COVER PAGE

MATH298B Excel TUTORIAL 2003 and beyond, Lawrence Morales

Excel Tutorial - Page 1

Intentionally blank for double-sided copies.


TABLE OF CONTENTS COVER PAGE ................................................................................................................................................................. 1 TABLE OF CONTENTS ................................................................................................................................................. 3 BASIC EXCEL FACTS AND USAGE........................................................................................................................... 5 BASIC INTRODUCTIONS TO A SPREADSHEET ................................................................................................................... 5 ENTERING DATA............................................................................................................................................................. 6 EDITING CELL CONTENTS............................................................................................................................................... 8 Changing Cell Formats............................................................................................................................................. 8 Changing Row and Column Sizes ........................................................................................................................... 11 Changing Cell Contents.......................................................................................................................................... 12 WORKING WITH FORMULAS ......................................................................................................................................... 12 COPYING FORMULAS .................................................................................................................................................... 12 ABSOLUTE REFERENCES ............................................................................................................................................... 16 SORTING DATA ............................................................................................................................................................. 18 BASIC MATHEMATICS COMPUTATIONS ............................................................................................................ 25 BASIC MATHEMATICAL FUNCTIONS ............................................................................................................................. 25 Addition................................................................................................................................................................... 25 Subtraction.............................................................................................................................................................. 26 Multiplication.......................................................................................................................................................... 27 Division................................................................................................................................................................... 27 Powers and Exponents............................................................................................................................................ 28 The Natural Base, e................................................................................................................................................. 29 Square Roots ........................................................................................................................................................... 30 The Natural Logarithm ........................................................................................................................................... 30 The Value of π ......................................................................................................................................................... 31 Rounding................................................................................................................................................................. 31 Rounding Up and Rounding Down ......................................................................................................................... 32 BASIC STATISTICAL FUNCTIONS ................................................................................................................................... 33 Averages and Means ............................................................................................................................................... 33 Sums........................................................................................................................................................................ 33 Minimums................................................................................................................................................................ 33 Maximums............................................................................................................................................................... 34 The Range ............................................................................................................................................................... 34 DATABASES .................................................................................................................................................................. 34 BASIC INTRODUCTION TO DATABASES ......................................................................................................................... 34 THE DCOUNT COMMAND ........................................................................................................................................... 36 FILTERING .................................................................................................................................................................... 41 THE DAVERAGE, DSUM, DMIN, DMAX COMMANDS ............................................................................................ 43 SPECIAL EXCEL FUNCTIONS.................................................................................................................................. 45 THE COUNT COMMAND .............................................................................................................................................. 45 THE COUNTIF COMMAND ........................................................................................................................................... 46 THE RAND COMMAND ................................................................................................................................................. 48 THE RANDBETWEEN COMMAND .............................................................................................................................. 49 THE IF COMMAND ........................................................................................................................................................ 50 THE VLOOKUP COMMAND ......................................................................................................................................... 56 THE HLOOKUP COMMAND ......................................................................................................................................... 58 THE FUNCTION WIZARD AND THE VLOOKUP AND HLOOKUP COMMANDS.............................................................. 58 THE INDEX COMMAND................................................................................................................................................ 60 OPTIONAL: HOW I BUILT THE PHONE LOG FILE ........................................................................................................... 62


GRAPHING .................................................................................................................................................................... 63 BASIC GRAPHING ......................................................................................................................................................... 63 GRAPHING FUNCTIONS ................................................................................................................................................. 77 GRAPHING HISTOGRAMS .............................................................................................................................................. 82 Bins and Midpoints ................................................................................................................................................. 84 Histogram Wizard................................................................................................................................................... 87 Formatting the Histogram ...................................................................................................................................... 88 TRENDLINES ................................................................................................................................................................ 93


Basic Excel Facts and Usage Basic Introductions to a Spreadsheet A spreadsheet is a software tool that allows you to work with data (mainly numerical) in very complex and helpful ways. In MAT116 and MAT117, Excel will be used extensively to complete the projects in each of the course. Hence, it is crucial that you have a basic understanding of how spreadsheets work. Here is a basic screen shot of Excel. Please take time to read the callouts to learn some basic spreadsheet vocabulary.

These are the Menus used to issue commands.

These two rows are called Toolbars. This particular button calls up the Function Wizard.

This is the formula bar where you enter and edit formulas. The Address Box tells you what cell is currently active. You can enter in a cell address to go to directly to a cell, or use it to give a cell a specific name.

Each of these boxes is called a “Cell.” Cells contain, numbers, text, formulas, or even pictures. A cell’s address is given by the intersection of the column letter and the row number. This particular cell’s address is B3. When you click on or move to a cell, its border will become highlighted, as shown here.

These tabs select Sheets that you can work in. The current sheet being worked in is in bold letters. This class will often use files with several sheets included so pay attention to whether or not these are labeled or named to indicate more than one sheet exists. Excel Tutorial - Page 5

A spreadsheet may be used to quickly process numerical data, like the simple sales tax sheet shown below:

Or, they could be used to simulate complex random sampling situations for complicated and intricate mathematically based problems, such as those we will encounter in MAT116 and MAT117.

Entering Data Entering data into a spreadsheet is as simple as clicking once on a cell and entering the data. You can also use the arrow keys on your keyboard to navigate to a cell. The active cell will be highlighted and its address will appear in the Address Box. If you have not opened up Excel yet, please do so now by opening the file, Blank.xls. Practice moving around the cells if you are new to a spreadsheet. (In this tutorial, any text that is blue and underlined is a link to an existing file. To open the link, click on it. If that does not work, try to hold down the Ctrl button on your keyboard while you click once on a link.) The simplest kind of data to input is text and numbers. Practice Open Navigate to Cell A1 and type in the words “Tax Rate” followed by the Enter key. In Cell B1, type in the number .0865 (which corresponds to 8.65%). Continue to edit your worksheet until it looks like this…


Your entry into cell B2 may not look like a percent when you entered in .0865. To covert a cell to percent form, choose the cell and the click on the percent button on the toolbar:

In cells A4, A5, etc, enter in a series of numbers. If you want, you can just copy the numbers you see above. You will probably notice that the numbers you enter are not in dollar format. To format a group of cells in dollar form, move your mouse to the starting cell (A4 in this example) and hold the mouse button down while you drag to the last cell you want to format. It should look like this:

You can then format all of the highlighted cell by clicking on the Dollar format button, shown below:


Editing Cell Contents To edit or change the contents of a cell, navigate to that cell. You will notice that the Formula bar changes to reflect the contents of the active cell. To edit the contents of that cell, simply use your mouse button to click in side the Formula bar and edit it as you like. Try in now if you like…change the value of Cell A7, for example, from 8 to 3.

Changing Cell Formats There are a variety of different formatting changes you can make to a cell. Here’s a quick rundown of important formatting tools. (Your tool bar may look a little different than the one shown here, but the buttons all do the same thing.) For more information, read on in this section:

Change font type

Change font color Change cell border

Change font size Change font style Change cell alignment

Format as percent Merge two or more cells. Format as money

You can make text Bold, Italicized, or Underlined using the formatting buttons shown below:

You can also center text within a cell, or align it to the right or left of a cell with these buttons: Excel Tutorial - Page 8

One handy feature of Excel allows you to merge two or more cells into one larger cell. This is helpful when you are formatting spreadsheet so that they look more professional. For example, in the sheet below, Cells A1, B1 and C1 have been merged into one large cell:

To merge cells, use the mouse to click and drag all the cells you want to merge. Then click the Merge button, as shown below:

To change the font or size of a cell’s contents, use the font formatting tools, shown below:

You can also change the color of the text or data inside a cell. Simply use the Font Color button, as shown below:

Another nice feature is the ability to add solid borders to cells so that when the sheet is printed, the borders show up. (By default, the grey cell borders you see while working in a spreadsheet do not print.) Borders can be added using the border tool:


As you can see, there are a variety of border options available. Experiment with them to see how they work…they are pretty straightforward. Finally, you will often want to format each cell in terms of decimal places, dollar signs, date formats, percentage format, etc. To format a cell in a particular way, click on the cell(s) you want to change and then choose Format→Cells… from the Menu. (The shortcut is Ctrl−1).

The “Number” tab will allow you to specify what kind of data is in that cell or cells. For example, if you want a number, click on “Number” in the “Category” list:


The new window will allow you to specify how many decimal places to display and change other formats. (This screen will not round the data, only change what is seen on the screen!). The other tabs will allow you to change the fonts, borders, etc. However, it’s usually best to keep things simple, as this generally means it’s easier to read.

Changing Row and Column Sizes Changing the size of rows or columns is simple. Move your mouse to the vertical bars that separate each column (or row) until the arrow cursor changes and looks like this:

Then drag your mouse until the column is as large or small as you like:


Shortcut: If you want to make a column or row automatically size itself to fit its contents, click once on the row or column label (the numbers 1,2,3,… or the letters A, B, C,…) and then DOUBLE−CLICK on the vertical bar directly to the right or below the column or row you want to resize.

Changing Cell Contents There are a variety of different

Working with Formulas Working with simple formulas in Excel is as easy as using an “=” sign and typing in the formula correctly. One of the most common calculations is to take numbers in two or more different cells and compute with them. Practice Open the file called Formulas.xls. You will see two columns of numbers. In Cell C2, type in the word “Sum.” We are going to add the two numbers in each row and put the result in Column C. In Cell C3 type the following:

=A3+B3 followed by the Enter key. You should see the number 13 appear in Cell C3. Note that Cell C3 tell Excel to take whatever is in Cell A3 and add it to whatever is in Cell B3. This is helpful because if were to change the contents of either A3 or B3, the result would automatically change in C3. Try it…change A3 and/or B3 to make sure it works.

Practice Let’s continue to modify the file called Formulas.xls. In Cell D2, type the word “Product”. In Cell D3, type the following formula:

=A3*B3 followed by the Enter key. You should see the number 30 appear in D3. This is the product of the first two numbers on our list.

Copying Formulas In the previous Practice problems, we’ve managed to compute the sum and product of two numbers. If we want to duplicate that set of calculations for all of the rows present, we certainly do not want to have to type formulas into every cell. Instead, we will copy or duplicate the formulas down the columns in one short set of steps. Excel Tutorial - Page 12

Example Let’s continue to modify the file called Formulas.xls. At this point, it should look like this:

We are going to copy the formula in Cell C3 all the way down to the end of the list of numbers we have. To do this first click once in Cell C3 and hold the mouse down while you carefully drag to the end of the list. Your screen should look something like this:

Now, while you hold the Ctrl button down on the keyboard, hit the D key. This is called a Ctrl−D command. When you do so, the Cells in Column C should fill themselves in as below:


Now here is the best part! Click on any of these new cells, such as C4 and look at the formula bar. You will notice that the original formula you entered into C3 has been copied but it has been automatically altered to reflect the fact that you are now adding numbers in Row 4. Excel is smart enough to adjust these new formulas for you so that you get the results you were actually looking to get. The original references to A3 and B3 that we entered into Cells C3 and D3 are called relative references. This means that should we copy the formulas in these cells to other cells, Excel will assume that we want to copy the formulas so that they adjust, relative to the original formula. Practice Copy the formula in Cell D3 down to include all the numbers with rows in them. Make sure each new entry really is the product of the numbers in Columns A and B.

Example We can also copy a cell’s formula to the right with the Ctrl−R (Control Right) command. In the Sheet called “Copy Right” in the file Formulas.xls, you will notice numbers in rows, rather than in columns. Please examine the formulas in Cells B4 and B5. Now, click on Cell B4 and then hold the mouse button down while you drag over to Cell F4. Use the keyboard to type a Ctrl−R command (This means hold the Ctrl button down while you type the letter R.) The formulas should be copied and the calculations down for you so that the file looks like this: Excel Tutorial - Page 14

Practice Copy the formula in Cell B5 to the right to multiply all the column pairs of numbers. The Copy Handle There is one other way to copy formulas to the right, left, down, or up from a cell that already has a formula in it. In the Sheet called “Copy Handle” in the file Formulas.xls, you will see a set up as follows:

Click on Cell E4 to see the formula =E3+5. When you click on the cell, you should notice a small, square handle in the lower right corner of the cell:

The Copy Handle I’ll call this the “Copy Handle.” If you click on this handle and hold the mouse button down while you drag over to cell I4, Excel will copy the formula of E4 across the row. Try it! You can also click on E4 and drag the Copy Handle down Column E. Try it! Finally, you can drag the Copy Handle in Cell E3 to the left and it will copy the formula to the left. I’ve doe this and here is what my sheet looks like now:


You can now click on any cell with a number/formula in it and drag right, left, or down to fill in formulas. As a matter of fact, you can do it very efficiently. For example, select the range of cells A4 to I4 as shown below:

Note that this entire range has one Copy Handle associated with it. Grab this handle and drag down to Cell I9 (or thereabouts) and watch all of the rows fill in nicely:

This provides a quick and easy way to copy your relative formulas all over a sheet and not have to type each on in by hand.

Absolute References Sometimes, you don’t want your formulas copied in a relative way. There may be a particular cell that you always want to be part of a formula. Excel uses absolute references to accomplish this and it uses the $ sign inside a Cell address to make the address absolute. For example, if you always wanted Cell A2 to be used in a calculation, you would need to type in $A$2 to tell Excel this is an absolute reference. Let’s see how this would work: Excel Tutorial - Page 16

Example Open the Sheet called “Shipping” in the file Formulas.xls. The goal of this example is to add the Shipping Fee of $8.95 in Cell A2 to every relevant row of the “Total with Shipping” Column. To do this, we enter the following into Cell B8:

=A8+$A$2 and then copy this formula down using Ctrl−D. Here is what the results look like:

Note that we can change the shipping amount in A2 and all the cells in Column B will update. Example Edit the sheet “Shipping” so that in Column C, the “Total with S&H” of each cell adds the “Order Amount” to the Shipping Fee in A2 and the Handling Fee in Cell A5. Try to use Copy Down for practice. Answer:


There are other variations on using absolute references. For example, you may want a cell to compute with a particular row but allow the column to be relative (and therefore change) or vice versa. Here are the three possibilities for absolute or partially absolute references. Example Type Comment $A$2 True absolute reference Forces computation with Cell A2 $A2 Partial absolute reference Forces computation with Column A but allows the row number to change relative to the formula. A$2 Partial absolute reference Forces computation with Row2 but allows the Column to change relative to the formula. Note: If you are editing a formula, using the F4 key will cycle you through different kinds of absolute references. Just make sure the reference you want to change has the edit cursor immediately to the left of the reference in the Formula Bar.

Sorting Data Sorting data sometimes makes it easier to see what is going on. Open the file Employees.xls to see a series of Sheets with data in them. The Sheet called “Employees” is a simple list of Employee ID numbers. To sort these in ascending or descending order, we use the Sorting buttons on the toolbar.

First, click on Column A so that the entire column is selected. (Click on the box with the A at the top of the column.) Your column should look like this: Excel Tutorial - Page 18

Now click on the Sort Up button Clicking on the Sort Down button

and the employee number will be sorted in ascending order. will sort them in descending order.

Usually, however, you will want to sort more complicated data. Select the Sheet called “Sales Records” to see data on the employees’ sales records and their time employed at the company.

Example We want to sort these records by their Employee number once again, but if we simply sort what is in Column A, then the records will not match the data that is Columns B and C. To make sure that all the data is sorted correctly, we first need to select all the rows to be sorted. Move your mouse to the left side of the screen until the arrow is over the “1” in the box that identifies Row 1. If you do this correctly, the normal cursor arrow will turn into a heavier arrow pointed to the right that looks like this: Click once on the mouse button and drag it down to Row 22, and then release the mouse button. Your screen should look like this:


All rows should be highlighted. Now you can use the Sort Up or Sort Down Button to sort by Employee number. Note: Excel will automatically sort the data according the column on the very left of whatever is highlighted. If you want to sort by Sales amount, you’ll need to use the Sort command: Example Let’s sort the Employee data now by Sales. Once again, use the row labels to highlight Rows 1 to 22. From the Menus, select Data→Sort… and you’ll get this box:


If the “Header row” button is selected, then Excel looks at the first row of the data that is highlighted and treats that as the one that has headers, or descriptors in it. When it sorts the data, it will leave the header row at the top (as you would want) and sorts everything below the header row. This box allows you to specify what to sort by first. The default is the left−most column, but we can select Sales instead, as below:

Doing this and clicking OK will sort by Sales:


Again, it is vital that all rows and columns be selected so that when the data is sorted, the Employee number is properly matched up with that person’s sales total and years on the job. Example Let’s sort by Years on the job first (ascending), and then by sales (descending). After selecting all rows, we choose Data→Sort… and then configure our Sort box as follows:


When we click OK, we get the following:

This allows us a view of the data that is perhaps very helpful if we are a manager trying to determine who the most effective salespeople are. Practice Open the file ClassData.xls and sort all records by Student ID (ascending). Answer: The first few rows should look like this: (check all the way across the row to make sure you have it sorted correctly.) Excel Tutorial - Page 23

Practice Open the file ClassData.xls and sort all records by Exam 2 (descending). Answer: The first few rows should look like this: (check all the way across the row to make sure you have it sorted correctly.)

Practice Open the file ClassData.xls and sort all records by Exam 1 (descending) THEN Exam 2 (descending) THEN by Exam 3 (descending). Answer: The first few rows should look like this: (check all the way across the row to make sure you have it sorted correctly.)


Basic Mathematics Computations There are several special mathematical computations you will need to be able to do in Excel. This part of the tutorial covers many of these. The first thing to be aware of when doing any computations in Excel is that you will usually need to start the contents of a cell with the “=” sign in order for Excel to recognize the formula computations.

Basic Mathematical Functions Addition To add two or more numbers, use the + symbol, as you would normally. Example To add 5+3+2 type the following into a cell

=5+3+2 When you hit the Enter key, the cell will change to a 10. If you want to add numbers that are located in different cells, you need to type in the cell addresses for each number to be added to the result. Example Suppose you wanted to add the values that are in cells A1, A5, and B6 (see below), and you wanted to place the result in cell C1.


Type the formula =A1+A5+B6 in this cell

In cell C1, type the following:

=A1+A5+B6 When you hit the Enter key, cell C1 will display 24. There is a nice shortcut to typing cell references that can save time. Instead of typing the cell reference, use the mouse to point and click at the cell you want entered into the equation. In this example, you can do the following: Type = Use the mouse to click once on cell A1 Type + Use the mouse to click once on cell A5 Type + Use the mouse to click once on cell B6 Hit the Enter key Practice Open the file called BasicMath.xls and use it to add cells A8, B2, and B7. Try to use both methods described above. Answer: 17

Subtraction To subtract numbers, use the − symbol, as you probably suspected. Example To compute 20+3−5−8, you would type:

=20+3−5−8 The result will be 10, as it should be. Excel Tutorial - Page 26

Practice Open the file called BasicMath.xls and use it to compute the result of 56+A4−13−B3 Answer: 46.

Multiplication To multiply numbers, use the * symbol, which is Shift−8 on the keyboard. Example To compute 2 × 3 × 4 , you would type:

=2*3*4 followed by the Enter key. Practice Open the file called BasicMath.xls and use it to compute the result of 3*A4*B12 Answer: 210 Example If you want to use the distributive property of multiplication, you will need to use parentheses. To compute 5(3 + 2 − 8 + 7) , you would type:

=5*(3+2−8+7) Notice that you need the * between the 5 and the left parenthesis. Excel will display an error message without it. Practice Open the file called BasicMath.xls and use it to compute the result of 4(6−A10+B5+3). Answer: 40

Division To divide two numbers, use the / symbol on the keyboard. Example 32 To divide , which is the same as 32 ÷ 8 , type: 8

=32/8 followed by the Enter key.


Example You need to be very careful with division and the order of operations. For example, if you 3+8 want to compute , you must tell Excel that the 3+8 are to be added before being 4 divided by 4. Hence, to compute this, you would type:

=(3+8)/4 followed by the Enter key. The result will be 2.75, which is correct. Note that if you were to type the following;

=3+8/4 then Excel would actually compute 3 +

8 , which is 5, a totally different (and wrong) result. 4

Practice

5+ 6+ 7 +3+ 4+ 6+ 7 . 7 Answer: Approximately 5.428571 Compute

Practice

Open the file called BasicMath.xls and use it to compute the result of

A3 + A2 + B5 + B9 12

Answer: 2.25

Powers and Exponents If you want to raise numbers to powers, then you need to use the ^ symbol, which is Shift−6 on the keyboard. If you familiar with a TI graphing calculator, this symbol is the same symbol you used to compute with powers. Example

To compute 2 4 , you would type:

=2^4 to get a result of 16 Example

To compute (2 + 5) , you would type: 3

=(2+5)^3 to get a result of 343. Example

To compute 4(2 + 3)

( 2 +1)

, you would type:

=4*(2+3)^(2+1) to get a result of 500. Note that if the power is complicated, you may need to use parentheses to make sure the proper exponent is applied. Excel Tutorial - Page 28

Practice

Compute 5 4 . Answer: 625 Practice

Compute 2.35 3 . Answer: 12.97788 Practice

Compute 7 + 2(4 − 3 − 5) Answer: −121

3

Practice Open the file called BasicMath.xls and use it to compute the result of 5(B1−A3)5 Answer: -15625

The Natural Base, e One of the most important bases we apply exponents to is e, the natural base. The value of e is about 2.72, but Excel knows its exact value, provided you use the EXP() command. If you just use the letter “e” in the formula, Excel will not recognize it as the natural base. Example

To compute e1 , which is of course just e, you would type:

=EXP(1) to get the value of e to however many decimal places Excel is set to display in that cell. Example

To compute e 5 , you would type:

=EXP(5) to get a value of 148.4132. Example

To compute e (1+ 2.35) , you would type:

=EXP(1+2.35) to get a value of 28.50273. Note that you need parentheses around the exponent part. Practice

Compute e 5.45−3.26 . Don’t forget to use parentheses around the exponent part. Excel Tutorial - Page 29

Answer: 8.935213. Practice 1

( 3− 7 )

Compute e 2 . Don’t forget to use parentheses around the exponent part. Answer: 0.135335. If you did not get this, check your entry to make sure it looks like this:

=EXP((1/2)*(3-7)) Make sure you recognize how and why each of the set of parentheses is being used.

Square Roots The most common root you will need in this course is the square root. To compute a square root, you can do one of two things: (1) You can raise the base to the power of ½. Recall that taking a square root is the same as raising a number to the power of ½. (2) You can use the SQRT() command. Example

To compute 18 , you can type one of the following:

=18^(1/2) OR

=SQRT(18) Notice that in the fist case, parentheses are needed around the ½. This is important! Also, in the second case, parentheses are needed around whatever is inside the square root symbol. Example

To compute

5 + 20 , you can type one of the following:

=(5+20)^(1/2) OR

=SQRT(5+20) Either one gives you a result of 5. Practice

Compute the value of 12 + 36 − 15 Answer: 5.744563 Practice

Compute the value of Answer: 15.75608

38 + 2 5 + 18

The Natural Logarithm This course will require that you do limited computations with logarithms. The logarithm we will use is the natural logarithm, which is symbolized by ln. Excel can compute these easily using the LN command. Excel Tutorial - Page 30

Example To compute the value of ln(10), you would type:

=LN(10) to get a value of 2.302585. Note once again that parentheses are needed. Whatever you are taking the logarithm of needs to be in parentheses. Example To compute ln(5 − 8 + 2 × 9) , you would type:

=ln(5−8+2*9) to get a value of 2.70805. Practice Compute the value of ln(44.5) Answer: 3.795489. Practice Open the file called BasicMath.xls and use it to compute the result of 5−ln(B5+A3) Answer: 2.227411.

The Value of π The value of π can be easily computed in Excel. Simply type =PI() into a cell or any part of a formula and the value of π will be invoked. Note that the parentheses are necessary.

Rounding When you want to round numbers, the ROUND command is used. The syntax is:

=ROUND(value, rounding_parameter) where value is the number to be rounding, and rounding_parameter is the number of places to round to. Example To round cell A5 to the nearest hundredth (2 decimal places to the right of the decimal point), you would enter:

=ROUND(A5,2) Example To round cell A5 to the nearest tenth (1 decimal place to the right of the decimal point), you would enter:

=ROUND(A5,1)


Example To round cell B10 to the nearest integer (0 places to the right of the decimal point), you would enter:

=ROUND(B10,0) Example To round cell C1 to the nearest ones place, you would enter:

=ROUND(C1,−1) Note that the rounding parameter is −1, indicating you are rounding to one place to the LEFT of the decimal place. Practice The file SalesTax.xls has a random list of sales prices. In the column titled “Sales Tax,” compute the sales tax on each item, using the ROUND command to round the tax amount to the nearest penny. Use absolute references to insure that you use the constant tax rate in Cell B1. Then fill in the “Total Due” column, which is the sum of the Price and Sales Tax. When you are done, you should be able to change the value of the tax rate in Cell B1 and see all your other values change accordingly.

Note that the ROUND command rounds to the nearest place value. That is, it may round up or round down, depending on the value. If you want to strictly round up the next place or down to the previous place, then the following commands are used.

Rounding Up and Rounding Down To round up, we use the ROUNDUP command, which has a similar syntax to ROUND. The difference is that it will round a value UP. To round down, we use the ROUNDDOWN command, which has a similar syntax to ROUND. The difference is that it will round a value DOWN Example To round the value 345.8768 UP to the thousandths place (3 decimal places), we would enter:

=ROUNDUP(345.8768,3) to get a value of 345.877. This is also what you would get if you use the ROUND command. However…. Example To round the value 345.8768 DOWN to the thousandths place (3 decimal places), we would enter:

=ROUNDDOWN(345.8768,3) to get a value of 345.876. This is not what you would get if you use the ROUND command since this command does not round to the nearest or up, but down to the previous place specified. Excel Tutorial - Page 32

Basic Statistical Functions Averages and Means To find the average, or the mean, of a group of numbers, we use the AVERAGE command. The syntax is:

=AVERAGE(cell_range) Example To find the average of the numbers in cells A1 to A50, we would enter:

=AVERAGE(A1:A50) This is pretty much straightforward. If you have numbers in more than one column, like from Cell A1 to Cell C20, then you would type:

=AVERAGE(A1:C20) Practice Open the file SalesTax.xls and find the average of the Prices listed in Column A. Place your value in Cell A20. Answer: $16.52

Sums To find the sum of a list of numbers, we use the SUM command:

=SUM(cell_range) Example To find the sum of the numbers in the block of data from Cell B20 to Cell T55, we would type:

=SUM(B20:T55) Practice Open the file SalesTax.xls and find the sum of the Prices listed in Column A. Place your value in Cell A21. Answer: $264.25

Minimums To find the minimum number in a list of a block of cells, we use the MIN command:

=MIN(cell-_range)


Example To find the sum of the numbers in the block of data from Cell B20 to Cell T55, we would type:

=MIN(B20:T55) Practice Open the file GPA.xls and find the minimum GPA listed. Answer: 0.53

Maximums To find the maximum number in a list of a block of cells, we use the MAX command:

=MAX(cell_range) Example To find the sum of the numbers in the block of data from Cell B20 to Cell T55, we would type:

=MAX(B20:T55) Practice Open the file GPA.xls and find the maximum GPA listed. Answer: 4.0

The Range The range of a set of numbers is simply the maximum in the list minus the minimum in the list. There are two ways to compute the range, therefore. Either (a) compute the MIN and MAX separately and then subtract them in a third cell. Or (b) use one command to do it in one cell using the a command like =MAX(cell_range)−MIN(cell_range). Just make sure the cell ranges used in each of the MIN and MAX command are the same.

Databases Basic Introduction to Databases A database is a large collection of data and records. For example, open the file Chrysler.xls to see a database that represents the cars sold at a local Chrysler Dealership in the recent past. There are literally hundreds of records. Each row represents a different record. In this case, each record represents one individual sale of a car. Each record in a database is made up of several fields. The fields are the different parts of the record. In Chrysler.xls, the fields are Car Number, Style, Color, Sale Price, SalesPerson. Each of Excel Tutorial - Page 34

these fields has different kinds of values that are possible. For example, the Sale Price field must take on a number ($) while the Color field takes on text values (such as Red, Blue, etc.) These are the fields

These are the records.

Now suppose you wanted to ask questions like: “How many Red PT cruisers have we sold?” or “How many cars over $25,000 did Juan sell?” or “How many Concordes and Voyagers did we sell between $20,000 and $23,000?” Trying to do this would take a lot of time and hassle without special commands like DCOUNT. When using database commands like these, we need to give the commands specific criteria with which to work. Hence the first thing to do when using these commands is to duplicate the Field headings above or to the side of the actual data so that we can enter specific criteria. For example, we can alter Chrysler.xls as follows: Insert 7 new blank lines above the data. (Select Rows 1 to 7 by clicking on the Row 1 label and drag down to Row 7, then choose Insert→Rows from the Menus.) In cell A1, we will type “CRITERIA.” In cells A2 to E2, we will copy the original Field headings. Our modified worksheet will look like this:


We will call this the Criteria Area.

We will use cells A3 to E7 to fill in specific criteria. Usually 5 or six lines is enough, but if we need more, we can always insert new blank lines. With the Criteria Area now available we can proceed.

The DCOUNT Command The DCOUNT command simply counts the number of records in a database that meet stated criteria. We enter the criteria into the Criteria Area and then run the DCOUNT command. This command uses the syntax:

= DCOUNT(database,field,criteria) where database is the range of cells where the database is located, field is unused, and criteria is the range of cells where you specify what criteria to match and therefore which records to count. Example Let’s count the number of Red PT Cruisers sold at this dealership. Using Chrysler.xls, we will modify the Criteria Area so the first line has Red in the Color column and PT Cruiser in the Style column. It is crucial that we enter the text in without any spelling errors, including any spaces that are needed. This is how our file should look…try it yourself as we move along:


Let’s use the Function Wizard to invoke the DCOUNT command since it’s easier than using the syntax. First, click on a blank available cell where Excel can report the number of Red PT Cruisers. Make sure you pick a cell that is not in the Criteria Area or part of the database. Let’s label Cell G2 as “DCOUNT” first and then use Cell H2 as the cell where we will return DCOUNT results. Click on Cell H2. From the menu, choose Insert→Function… In the “Search for a function” box, type DCOUNT and then click the GO button:

When you click OK, the DCOUNT window will appear:

The “Database” field is the list of all of your records, including Field headings. (These are needed so the criteria can match to them.) Leave the “Field” box empty. The “Criteria” box is Excel Tutorial - Page 37

where you specify where your criteria are listed. Once again, you must include the Field headings of the Criteria Area. We will fill in our box as needed to count Red PT Cruisers:

Note that the formula result is displayed near the bottom. There are 9 Red PT Cruisers in the database. When you click OK the value of 9 will be placed into the active cell.

Make sure that the “Criteria” box does not include any of the empty rows in the Criteria Area….if it does, it will count all 350 cars in the database. Example Let’s count the number of PT Cruisers sold at this dealership that are either Red or Black. To do this, we need to add another line in our Criteria Area as follows:

When there are two or more rows filled out in the Criteria Area, DCOUNT will look for records that match ANY of the criteria and then add them all up. That is, Excel will look for any Red PT Cruisers OR any Black PT Cruisers. Because we changed the criteria, we also need to change the formula in Cell H2 to make sure it is updated. We could run the DCOUNT Function Wizard all over again, but here’s a nice shortcut that you can use any time you want to edit a function.


Click once on Cell H2. Then hit the F2 key on the top row of the keyboard. When you do, your screen should look like this:

Drag this handle to change the active Criteria. This is the Criteria range, highlighted in green This is the Database cell range highlighted in blue Notice two great things happen. First, the formula in H2 is displayed with colored fonts. The colors correspond to the colored boxes that are now outlined in blue and green. The database range is outlined in blue and the Criteria Area is outlined in green. If we want to include Row 4 in the Criteria Range, we can either edit A2:E3 so that it reads A2:E4, or we can simply point on the little square handle on the lower right corner of the green box (also the lower right corner of Cell E3 if you can’t see the color) and drag it until it expands to E4. When you do so, the screen will look like this:

Note that the formula and colored boxes stay synchronized. Very cool!. Now hit the Enter key and the formula and Cell H2 will be updated. There are 17 PT cruisers sold that were either Red or Black. Practice How many Blue 300M’s were sold? Answer: 3 Practice How many Voyagers did Juan sell? What about Maria? Answer: 12 and 8


Practice How many Red Concordes did Bartoloa sell? Answer: 2 Practice How many PT Cruisers or Crossfires were sold? Answer: 118 Practice How many PT Cruisers or Crossfires were sold by Elias? Answer: 23 Practice Challenge How many PT Cruisers or Crossfires were sold by Elias or Juan? Answer: 43 (Hint: You need four lines filled in your Criteria Area!) Example Now, what if we want to count the number of PT Cruisers sold for under $22,000? Our Criteria Area and results would look as follows:

Example How many 300M’s were sold for $25,000 or more by Celia? Our Criteria Area and results would look as follows:

Example How many Pacifica’s were sold for between $18,000 and $22,000? This is a different question! We want to count all cars that meet both the >18000 AND 10”) to get a result of 7. Note that the criteria should be in quotes. (It’s an odd rule, but it exists nonetheless.) Example Suppose you want to count the number of days during the first 20 days in which there less than or equal to 6 jams per day. You would type:

=COUNTIF(B2:B21,"8") to get a result of 104.


Practice Find the number of days within the first 30 days in which there were 10 or fewer jams. Answer: 16 Practice Find the number of days within the days 20 to 90 (inclusive, meaning you include days 20 and 90) in which there were more than 15 jams. Answer: 18 Practice Find the number of days within the entire set of days in which the machine jammed exactly 20 times. Answer: 12

The COUNTIF command can also count cells in which specific text appears. For example, the attendant on duty is recorded in the third column of the file Count.xls. We can ask how often any of those people were on duty. Example To find the number of times that Hector was the attendant during the first 60 days, we would type:

=COUNTIF(C2:C61,"=Hector") to get a result of 14. Practice Find the number of times that each of Jane, Bob, and Mary are the attendants from Day 1 through (and including) Day 100. Answer: Jane = 28; Bob = 20; Mary = 29

The RAND command Sometimes it is helpful to have Excel generate random numbers for you. To generate a random number between 0 and 1, we use the RAND command. Example To generate a random number between 0 and 1 in a cell, simply type:

=RAND() Note that you need the two parentheses after RAND with nothing in them. Weird, but necessary.


This command will continually change the number in that cell every time you do a new computation, enter data into a new cell, or press the F9 key. Try it....press F9 over and over and you’ll see the number change. If you need several random numbers in a column or row, simply copy right or copy down from a cell that has the RAND command inside of it. This will generate as many random numbers as you may need. Sometimes, you don’t want the random numbers to constantly change. One way to fix their value is to select all the cells you want to fix and choose Edit→Copy from the menu. Then click on the first cell in the range (upper left corner if you’ve selected a block of cells) and then choose Edit→Paste Special... from the Menu. You will see the following box appear:

If you choose Values, then Excel will paste in the current random values as fixed numbers. Note that when you do this, all your randomization in those cells will go away for good.

The RANDBETWEEN command Note: You must have the Analysis ToolPak and the Analysis ToolPak VBA Add−Ins installed to use this feature! To do so, from the Menu select Tools→Add−Ins… and check the boxes that are shown below:


While the RAND command returns numbers between 0 and 1, there are times when you want to generate numbers outside that range. The RANDBETWEEN command will generate random integers between any two integers that you specify. The syntax for the command is:

=RANDBETWEEN(bottom,top) where bottom is the smallest possible integer you want returned and top is the largest. Example Suppose you want to generate a random number between 1 and 100. Then you type: =RANDBETWEEN(1,100) to get a random number. Note that like the RAND command, cells with this command in them will change with F9 or other entry into your spreadsheet.

The IF command The IF command is one of the most useful tools you will encounter in Excel. It allows you to ask questions about data and then, based on the answers to those questions, return results that are desired. We will start with basic usage of the IF command and then expand it just a bit. The syntax for the IF command is:

=IF(condition, yes result, no result) where condition is the question you ask, yes result is the value, result, or cell that is returned if the answer to the question/condition is yes, and no result is the value, result, or cell that is returned if the answer to the question is no. Let’s start with some simple examples.


Example Let’s go back to our copy machine example. In the file JamsPart2.xls, a new column has been added to indicate whether or not the number of daily jams is acceptable or not. The new file looks like this:

In the “Acceptable?” column, we will use the IF command to indicate whether or not the number of jams is acceptable. We will arbitrarily decide for this example that if the number of jams is less than 8, then that is acceptable, otherwise it is not. If it is acceptable, we will place a 1 in that row, if not then we will place a 0 in that row. Here is how you would issue that command in cell D2:

=IF(B2 to go to the last step:


This last step does not change the way the graph looks; it only specifies where the graph will appear. The default is to appear on the same page you are currently working on. That’s usually what you want! However, if you want the graph to appear in its own sheet, you can do that as well. Let’s just click on Finish and view the final graph...

Here the graph appears on the sheet with the data. Note that the graph can be moved around, resized, etc. You can even copy and paste the graph into Word or Powerpoint.


Changing the Look of a Graph This graph is okay looking. The gray background is sort of ugly and does not print well in black and white. The fonts may not be what we want, and the diamond shapes may not be ideal. So let’s change these things to fit our fancy.

The first thing to notice about the graph is that you can point and click on various pieces of the graph such as the labels, data points, axes, etc. Try it but make sure you only click once on each one. For example, I’ve clicked one of the data points and the graph looks like this:

This feature allows us to change these things easily. For example, DOUBLE CLICK on the words “Cotton Costs.” You should get the following box: (If you don’t, click anywhere off the graph and try again.)


This will allow us to change the Title’s look and feel. For example, click on the Font tab and change the color of the text to red and its size to 14. See below for more details:

When you click OK, the graph will change appearance:

You can also change the grey background to white. DOUBLE CLICK on the gray area of the graph being careful not to double click on the horizontal lines or the data points. If you do it as intended, you will see the following:


In the “Area” section of this box, you can change the color of the area on the graph. Click on the while box (see above) and then the OK button to get a new graph.

Now let’s change the blue diamonds to red circles. DOUBLE CLICK on one of the blue diamonds. Make sure you get the box below:


In the “Marker” section on the right, change the “Style” to a round dot and the size to 6 points. Also change the “Foreground” to Red (Foreground is the outline of the dot) and the “Background” also to Red (Background is the inside of the dot). See below for the proper settings:


If you have this all set, click on OK to see the new graph:

You may want to play around with the different tabs and settings before you move on. Now let’s change the name of the Title to “Texas Cotton Gin Costs.” To do this, simply click ONCE on the word “Cotton” in the title, WAIT A SECOND, and then click ONCE more. If you do this carefully, you can then edit the title to whatever you want.


The next big thing to change is the Chart Type. Let’s first suppose we want to add lines to connect the red dots. Position your mouse to the right of the Chart Title until you see a little box that says “Chart Area” and click ONCE. The whole chart should show its stretch handles. Immediately use the RIGHT MOUSE BUTTON to pull up a list of options and select Chart Type... from the list. (I cannot get a screen capture of this!) If you do it correctly, you should get the following dialogue box:

This is the same window as the one we saw in the original Chart Wizard. Select the second option (see above) that connects the dots with a line and click OK. You should get the following graph:


To change the color or thickness of the line, DOUBLE CLICK on the line.

Now, let’s say we want to change the graph to a bar graph. Once again, RIGHT mouse click on the Chart Area and choose Chart Type... Then select the Bar Chart option, as shown below:


Click OK to get the new graph:

To change the color of the bars, DOUBLE CLICK the inside of one of them to get this box and change the bars to a nice bright blue:


Using these tips and tricks, you can make the graph look any way you want. Keep in mind that the way your reports look is often very important out in the business world. Therefore, you should strive to have professional-looking graphs in MAT116 and MAT117. Practice In the file Retire.xls you will find a list of annual interest rates and dollar values. The “First Year Income” is the amount this particular retiree can expect to receive in her first year of retirement, given different rates of return on her investments while she works. For example, if she earns an average of 6% annual interest on her retirement investments, when she retires her first year of retirement income benefits will be $98,856. Use this data to create a line graph that looks like the one below. NOTE: If you are using a black and white printed copy of this tutorial, you will not be able to see the colors that are specified so please open the electronic version of the tutorial to see this level of detail. Note that many of the font sizes, colors, and/or styles have changed. You don’t have to get it exactly like you see below...what’s important is that you know how to change each of the components of the graph. (Double clicking on a part of the graph usually does the job.)

Sherice's Retirement Money $300,000

Income

$250,000 $200,000 $150,000 $100,000 $50,000 $0%

2%

4%

6%

8%

Rate of Return


10%

12%

14%

Note on Bar Graphs The easiest way to create bar graphs is to start with an XY (Scatter) plot and then to change the Chart Type to a Bar graph. If you start with choosing a Bar graph, you can get some nonintuitive results that require some fiddling with the chart’s settings. Try it...you’ll probably find I’m correct on this one. When we get to Histograms, we’ll need to deal with this matter much more carefully, so for now, if you want a basic bar graph, start with an XY (Scatter) graph.

Graphing Functions You are undoubtedly familiar with functions from previous math courses. For example, the function f ( x) = x 2 has a graph of a parabola that opens upwards from the origin. We want to explore how to graph this, and any other function, using Excel. There are two main steps: (1) Identify how much of the graph you want to see left to right (the domain), and how many subintervals/points you want to graph so you can create a list of data points in Excel and (2) Use the Chart Wizard to graph the function. Example

Let’s graph f ( x) = x 2 from -10 to +10 on the x axis and include 25 subintervals total in our graph. Part (1) We’ll say that the interval we are graphing is [-10,10], which has the general form [a,b]. In these examples and the spreadsheets we will use, a is the leftmost endpoint to be graphed and b is the rightmost. If we take the value b-a, we get the total length of the domain. In this case a − b = 10 − (−10) = 20 . So our interval is 20 units long (-10 to 0 and then 0 to 10). Our next step is to take that entire interval and compute the length of each subinterval. The length of this space will be called the subinterval length and we will use the symbol ∆x to represent it. We simply need to take the length of the interval and divide by how many subintervals we have to get ∆x . In this case, we have: 10 − (−10) 20 ∆x = = = 0.8 25 25 (Technically, if we have 25 subintervals we need 26 points. You always need one more point than you have subintervals {why?}. When graphing functions, we will divide by the number of subintervals, which is always one less than the number of points needed.) The top of the file Parabola.xls shows how these have been entered and computed in Excel. You should open this file and examine the formulas and entries in cells B1 through B5 before continuing. A snapshot is show below:


The following picture shows which formulas were used in each cell. (You can use CTRL-` to toggle between Data view and Formula view...it’s a handy feature to know about.)

Part (2) In this next part we need to generate a list of (x, y ) points to graph. We start with the left endpoint (a) which is -10 in this example. That’s our first x value. The next x value is the previous one PLUS the length of each subinterval. In this example, it would be −10 + 0.8 = −9.2. The third x value will be −9.2 + 0.8 = −8.4 and so on. We certainly don’t want to compute and type these in by hand so we will have Excel do it. In Cell B8, the value of a is entered. In Cell B9, we need to take Cell B8 and add ∆x = 0.8 to it. We could enter into Cell B9 the formula =B8+B5. However, when we copy this down, Excel will assume we want relative references and it will change B5 to B6, which is blank. This is an example of when we need to utilize absolute references to get the results we desire. So what we put into Cell B9 is =B8+$B$5. Recall that the dollar signs lock us into using Column B and Row 5. We can then copy this down to get to +10 for the last x value. Open the file Parabola.xls and see how this was done. Make sure you understand how the x values have been generated and note that there are exactly 26 points (25+1), as discussed before. We can now easily generate the y values. In Cell C8, the simply formula =B8^2 is entered to take the x value in Cell B8 and square it. Don’t forget, the function is f ( x) = x 2 , so this makes sense. We now use Ctrl−D to Copy Down our formula and then apply the Chart Wizard. Here are the initial choices we will make for this graph:


This gives the following graph, making no other special changes: Y values 120 100 80 60 40 20 0 -15

-10

-5

0

5

10

15

Of course, we could pretty this up, but the main thing we note here is that we usually don’t graph functions with dots. We usually prefer nice smooth curves or lines without the dots. So we RIGHT MOUSE CLICK on the Chart Area (white region) and get this box, in which we change the chart type as shown below:


This gives us the following graph, which we can pretty up with colors, labels, etc. as we see fit. See the sheet “Chart2” of the Parabola.xls file for a nice picture of the parabola. Y values 120 100 80 60 40 20 0 -15

-10

-5

0

5

10

15

Practice See if you can duplicate the look and feel of the parabola that is shown in the Chart1 sheet in Parabola.xls. Example

Let’s graph another function, g ( x) = x − 5 ln x + x 3 . We will use the interval [5,30] and plot 50 subintervals. Rather than go through each step like above, it might be better to simply open the file G(x).xls and see what it looks like. The only thing that has changed is that the function formula is different in Column C, and the interval information is different. This is what the final graph looks like this: Excel Tutorial - Page 80

30000 25000

y

20000 15000 10000 5000 0 0

5

10

15

20

25

30

35

x

Please make sure you explore and understand this file before trying the practice problems below.

Practice

Graph f ( x) = 2 x 3 − 5 x + 3 on the interval [−5,8] using 75 subintervals. See if you can graph this without using or looking at the files Parabola.xls or G(x).xls. If you get stuck, use those to guide you. The goal is to graph this function from scratch. Answer: Your graph should look like this: Graph

1200 1000 800 600 400 200 0 -10

-5

0

5

10

-200 -400

Practice Challenge 2 1 Graph f ( x) = e − 0.5 x on the interval [-5,5] using 100 subintervals. This is a key 2π function in MAT117 that you will see a lot of when you get there! See if you can graph this Excel Tutorial - Page 81

without using or looking at the files Parabola.xls or G(x).xls. If you get stuck, use those to guide you. The goal is to graph this function from scratch. Answer: Your graph should look like this: Graph

0.45 0.4 0.35 0.3 0.25 0.2 0.15 0.1 0.05 0 -5

0

5

Graphing Histograms Our last goal in this section is to master the method of graphing histograms. These are important in MAT116 and MAT117 and it’s important you can create these without a lot of fuss (after some practice, of course). Histograms are tools used to depict data and to see how the data is “piled up.” For example, here is a histogram that shows how prices of stocks in the S&P500 are distributed. (The data is completely fabricated!).


Stock Distribution 120

Number of Stocks

100

Each of these bars corresponds to a bin on the x axis.

80 60 40 20

These values are 0 the midpoints of the bins.

-

$3.35

$9.85

$16.35

$22.85

$29.35 $35.85

$42.35 $48.85

$55.35

$61.85

Price

This histogram has information about 500 stocks in it. It is therefore an efficient way to present the data. For example, we see that about 110 stocks have prices that are centered around $22.85. There are 10 bars on the graph, each of which corresponds to what is called a bin. A bin is simply a range of numbers into which a stock price could fall. For example, if a stock price falls between $6.60 and $13.10 (called the bin limits), whose midpoint is $9.85, then it gets placed into the second bin from the left. As more stocks fall into that bin, it rises in height. The more stocks in the bin, the higher the vertical bar. We will discuss how to compute the bin limits, number of bins to use, and the bin midpoints as we progress, but what’s important now is that you have a basic understanding of what the histogram tells you: it counts up values, assigns them to pre−determined bins, and then displays the results with vertical bars. Note: You must have the Analysis ToolPak and the Analysis ToolPak VBA Add−Ins installed to use this feature! To do so, from the Menu select Tools→Add−Ins… and check the boxes that are shown below:


The major steps to graphing a histogram are as follows: Step 0: Get the data in a spreadsheet if it’s not already there Step 1: Determine the Minimum, Maximum, and Range of your data to determine the bin limits, bin widths, and midpoints. Step 2: Run the Histogram Wizard in Tools→Data Analysis… menu command. Step 3: Use the Chart Wizard to carefully create the histogram. Let’s dissect these steps one at a time using the Stock Data shown above. Open up the file SP500.xls and follow the steps below carefully. Do one at a time. Do not move to the next step until you understand the current one. Step 0: Open the file SP500.xls. The data is already entered for you.

Bins and Midpoints Step 1: (As you move through these steps, you can check the “Results” Sheet to see what is being discussed.) Let’s first count how many data points we have. In Cell C3, type “Data Points” and use the COUNT command in Cell D3. (You should get 500.) Label Cell C4 as “Min” and use the MIN command in Cell D4 to find the minimum stock price. (You should get 0.15)


Label Cell C5 as “Max” and use the MAX command in Cell D5 to find the maximum stock price. (You should get 64.13) Label Cell C6 as “Raw Range” and compute the Range of data in Cell D6. (You should get 63.98) Label Cell C7 as “Subintervals.” We need to determine how many bins (i.e. subintervals) to use. If we use too few or too many, we get very inaccurate and useless histograms. Therefore, the number of bins, and hence the bin width, is important to pay attention to. (See this link for an interactive demonstration on how bin width can affect the look of the histogram.) In this course we will use the following formula to estimate the number of bins to use. We let N be the number of bins and n be the number of data points in the set: N = 1 + 3.3 log(n) In this file, we have n = 500 so the formula give us: N = 1 + 3.3 log(500) ≈ 9.9 In general, let’s agree to Round Up to the next integer to get the number of bins. (We can’t have 9.9 bins, right?) Hence, we have 10 bins. See the formula in cell When we graphed functions we determined our interval, [a,b]. We’ll do the same here. We could take the min and max to be the endpoints of the interval, but if they are not nice numbers, it’s sometimes better to round them a bit. In general, round down to the nearest integer for the left endpoint and round up to the nearest integer for the right endpoint to make sure all your data points are in your final interval. Label Cell C8 as “a” and Cell C9 as “b.” Use the ROUNDUP and ROUNDDOWN commands to compute these. (You should get a = 0 and b = 65. ) Label Cell C10 as “Bin Range” and compute the range for the interval [a,b]. (You should get 65.) Label Cell C11 as “Delta X” and compute this value by dividing the range by the number of bins. (You should get 6.5) At this point, the spreadsheet should look something like this:

Now you can create a list of bin limits, starting with a = 0 and ending with b = 65 by adding Delta x to the previous bin limit. See the list starting in Cell D15 of the sheet “Results” if you are not sure what is meant. This is very similar to what we did when we generated the list of x values when we were graphing functions. Before you go on, makes sure you create your own bin limit list on the Data sheet. It should be created in Cells D14 to D25, as shown in the “Results” sheet. Excel Tutorial - Page 85

The bin limits you just created are the upper limit of the bin. That is, when Excel goes to assign a value to a bin, it checks to see if it is less or equal to that bin limit value (but larger than the next lowest bin limit). If so, it assigns that data point into that bin. Hence, if the bin limit is 13, then a stock price of $13 will be assigned to that bin, not the one above it. The last step is to find the midpoint of each bin. This is not hard. The midpoint of each bin is simply the computed bin limit minus one half of Delta x. Bin Midpoint

∆x

Half of ∆x

Bin Limit

Label Cell E14 as Midpoints and then compute the midpoints of each bin. For example, the first midpoint in Cell E15 would be computed with =D15−0.5*$D$11. Note the $ sign is needed for an absolute reference so we always subtract the value of Delta x. We can copy this down to get the rest of the midpoints. Note that the first midpoint will be −3.5 which makes no sense in this context. Hence, we will simply replace it with a dash (“−”) instead. Here is what our sheet looks like up to now:


Histogram Wizard Step 2: Once all of Step 1 is done, we are done with the hard part. Now we can use the histogram tool. From the menu, choose Tools→Data Analysis… to get the following box where you can choose “Histogram” in the scroll box:

Click OK to bring up the following:

Check this box and enter the cell into the white space next to the “Output Range” where you want the Histogram data to be placed.

This is the list of all of your data. In this example, it’s the stock prices.

This is the Bin range you just created. (The list of 10 bin limits you calculated)

In this example, the Input Range is the cell range A4:A503. Either type this in by hand or use your mouse to select that range of cells. The Bin Range is the Bin limits in Column D. Select all of them from 0 to 65 (Cells D15:D25). Make sure you click the “Output Range” button and then enter Cell C28 in the space. Also check the “Chart output” button to have it graph the histogram. This is how your screen should look: Excel Tutorial - Page 87

Check this box to generate the histogram.

When you click OK, the histogram data will appear starting in Cell C28, and a rough histogram will appear as shown below:

The “Frequency” column gives us the height of the vertical bars in our graph.

Formatting the Histogram Step 3: In this last step, we will clean up the histogram. First, let’s give it a title. Edit the title (see graphing section) to read “Stock Histogram”. Now let’s get the x−axis labels to read horizontal. You can either make the graph larger or decrease the font size. To decrease the font size, DOUBLE CLICK on one of the x−axis labels and in the Font Tab, change the font size to 9 point or smaller. You may get something like this:


120 100 80 60 40 20 0 0

6.5

13

19.5

26

32.5

39

45.5

52

58.5

65

The next thing to do is to omit the spaces between the bars, which is standard for a histogram. To do this, DOUBLE CLICK on one of the vertical bars and select the Options Tab. In that tab, set the “Gap Width” to 0. See below:

When you click OK, you will get the following graph:


120 100 80 60 40 20 0 0

6.5

13

19.5

26

32.5

39

45.5

52

58.5

65

At this point, you can change colors, add more labels, etc to make it match the format of your reports or papers. Finally, we want to change the horizontal axis labels to be the midpoints rather than the bin limits. To do this, right click on the grey part of the graph and choose "Source Data…" to get this box:

We want to change the "Category (X) axis labels" so that it gets the information about the midpoints, so we either use the mouse to select Cell Range E15:25 or type it in so that the box looks like this: Excel Tutorial - Page 90

When we click OK, the following graph should appear: 120

100

80

60

40

20

0 -

3.25 9.75 16.25 22.75 29.25 35.75 42.25 48.75 55.25 61.75

If we want to change the number of decimal places that are displayed on the horizontal axis, the best way to do this is to use the decimal place buttons on the toolbar: Excel Tutorial - Page 91

If we change the decimal places in these cells to only display one decimal place, then the graph will automatically change to reflect that, as follows: 120

100

80

60

40

20

0 -


3.3

9.8

16.3 22.8 29.3 35.8 42.3

48.8 55.3 61.8

Example The file Disney.xls has a list of volume for Disney stocks on several trading days. In the sheet called “Data and Student Workspace,” create a histogram with the data that looks very similar to the following graph: (Your x−axis labels may be slightly different. Check the sheet called “Completed Histogram” to see how I got the graph.

Disney Stock Volume 20

Days

15 10 5 0 2800

6800

10800

14800

18800

22700

26700

30700

Shares Traded

Example The file Basketball.xls has a list of heights (in feet) for professional basketball players. Open the file and create a histogram of this data. Example The file GPA.xls has a list of cumulative GPA’s for SCCC students. Open the file and create a histogram of this data.

Trendlines Trendlines are basically formulas that have been extracted from a set of data. While the issue is a bit more complicated than that, we don’t need to get into the details too much in this tutorial. We use Trendlines when we have a series of data in (x, y ) format and we want to find the equation of a line, quadratic, or some other function that fits the data relatively well. The first step to creating a trendline is to graph the points using (XY) scatterplots. After that, we run the trendline routine.


Example The file Shrinkage.xls has data about the amount of weekly merchandise lost to shoplifting and damage (called shrinkage) as it relates to the average number of clerks on duty. A sample of 7 weeks worth of data is shown.

Managers want to see if there is a relationship between these two variables and if so, they want to predict shrinkage from the number of clerks on duty. First, let’s graph this data using a simple (XY) scatter plot without any lines connecting the data points. As a review, you may want to open the file and make sure you can get a graph like this:

Shrinkage (Hundreds)

Clerks and Shinkage 35 30 25 20 15 10 5 0 0

5

10

15

Clerks

Next, click on one of the blue data points until the dots are highlighted/selected:


20

From the Menus, select Charts→Add Trendline… to get this dialogue box:

This is where your intermediate and college algebra background will come in handy. You’ll see a list of possible functions that could model this data. In this case, our data looks very linear so we’ll keep the default choice of “Linear.” Do no click the OK button yet! Click on the “Options” tab to see the following:


Make sure the “Display equation on chart” box is checked and then click OK. When you do so, the graph will change to this: Clerks and Shinkage Shrinkage (Hundreds)

y = -3.0328x + 52.508 35 30 25 20 15 10 5 0 0

5

10

15

20

Clerks

You will notice that a straight line has been drawn on the graph that corresponds to the linear formula y = −3.0328 x + 52.508 . This equation is called the “line of best fit” because it is the line that best fits this data. (No other line comes closer to fitting all of these points.) Practice Use the file TotalCosts.xls to find the line of best fit trendline for the data given. Answer:


Cost Curve

y = 78.903x - 8774.6

1500000

Cost

1000000 500000 0 0

5000

10000

15000

Units

Practice Use the file Demand.xls to find the line of best fit trendline for the data given. Answer: Demand Line y = -24.871x + 4003.6 3800 3700

Units Sold

3600 3500 3400 3300 3200 3100 0

5

10

15

20

25

30

35

Price Per Unit

Linear trendlines are not the only kind we can generate. We can also do quadratics (Excel calls these polynomials of Order 2), log graphs, and exponential graphs. All of these work the same, so we will end our tutorial with one last example of how to generate a quadratic trendline. Example Open the file Shoes.xls to see data about how much it cost to produce shoes in 1937 (actual data!). While the data looks linear, we may also suspect that it is quadratic. We can produce a scatter plot, as usual, and then Start our Trendline tool:


Note that we have selected “Polynomial” with “Order” 2. This is a quadratic of the form y = ax 2 + bx + c . The order of a polynomial tells you the highest power you find in the function. When we select this and use the Options tab to specify the equation, we get the following graph: y = 0.0011x 2 + 0.0943x + 2.1498

10 9 8 7 6 5 4 3 2 1 0 0

10

20

30

40

50

60

You can see that this is not a straight line but is actually a small piece of a parabola. The equation shown is also (obviously) not linear as well. In this way, you can take data points and fit them with different function models. Some models are better fits than others, but your coursework will have more to say about that.


Well, that’s the end of the tutorial. Please keep a copy of this around so that you can refer to it during MAT116 and Mat117. We’ve covered a lot of ground so we’re all bound to forget some of the details we’ve encountered. Good luck with your projects.



MATH298B Equation Editor TUTORIAL 2003 and beyond, Lawrence Morales

Equation Editor Tutorial - Page 1



Table of Contents INTENTIONALLY BLANK FOR DOUBLE-SIDED COPIES.INSTALLATION CHECK...............................4 INSTALLATION CHECK .........................................................................................................................................5 INSTALLING THE EDITOR ....................................................................................................................................6 TOOLBAR BUTTON INSTALLATION ..................................................................................................................8 USING THE EQUATION EDITOR..........................................................................................................................9 KEYBOARD SHORTCUTS EXAMPLE ..........................................................................................................................10 EXPONENTS .............................................................................................................................................................10 SQUARE ROOTS .......................................................................................................................................................11 FRACTIONS ..............................................................................................................................................................11 COMPLEX PARENTHESES .........................................................................................................................................11 GREEK SYMBOLS .....................................................................................................................................................12 SUMMATION SYMBOLS ............................................................................................................................................13 INTEGRATION ..........................................................................................................................................................13 BASIC ARITHMETIC SYMBOLS .................................................................................................................................14




Installation Check To check to see if it's installed: 1.) Open Word 2.) Go to the Insert menu and select the Object command.

3.)

Scroll down the object list and see if there is an entry for "Microsoft Equation 3.0" listed. If not, you don't have the editor installed and will have to use the installation CD to do so. If you do not have the installation CD, then you will need to use the campus computing labs to do equation formatting.


Installing the Editor The following directions are valid for Office 2000 and may vary slightly in other versions of Office. To install the equation editor: Insert the Office CD and wait for the automatic configuration screen to appear. Choose the Add or Remove Features option.

Find the Office Tools section and expand it by clicking on the plus sign or arrow symbol.

Locate the Equation editor item:


Select on the Equation Editor’s drop down menu and choose Run From My Computer to install.

Click “Update Now” button at the bottom of the window and allow it to finish the installation.

Restart your machine and the editor should be available the next time you run Word.


Toolbar Button Installation Because you will be using the Equation editor often, it is handy to have the Equation Editor button available on the Word Toolbar. To do this: Select the “Customize” command from the “Tools” menu in Word:

Click on the “Insert” item in the left window and the “Equation Editor” in the right window:

Use the mouse to point at the Equation Editor icon and then DRAG it up to the Toolbar at the top of the screen. You can put it anywhere in the toolbar:

Now, any time you want to insert an equation, you simply click this button!


Using the Equation Editor Click on the Equation Editor button and the Editor will start. You will see an empty equation appear along with the Editor Toolbar

From here you can start typing your equation. Try typing in f ( x) = 3x + 2

Hit the Esc button on the keyboard to return to normal Word editing. You can use the following keyboard shortcuts to build equations: Esc Ctrl-F Ctrl-H Ctrl-L Ctrl-R Ctrl-( Ctrl-I

Takes you out of the equation editor and back into Word Inserts a fraction. The Tab key moves you from numerator to denominator to out of the fraction. Inserts an exponent. The Tab key moves you off of the exponent. Inserts a subscript. The Tab key moves you off the subscript. Inserts a square root symbol. The Tab key moves you out of the radical sign. Inserts a pair of parentheses that will automatically grow with its contents. The Tab key takes you out of the parentheses. Inserts the integration symbol. The Tab key takes you from field to field.

To edit an equation you have already entered in the Editor, simply double–click on it and it will appear in the Editor mode…you can then change anything you want, just like in normal word processing situations.


Keyboard Shortcuts Example n you would use the following sequence of keyboard k commands after opening up an equation window (The → symbol means “the next command is”):

To type the expression P =

P→ = → CtrlF → n → Tab → k → Tab → Esc To type the expression x 2 + 3x +

1 = 0 you would use the command sequence: 4

x → CtrlH → 2 → Tab → + → 3x → + → CtrlF → 1 →Tab →4 →Tab → = →0

(x + 2)2

= 7 you could use the command sequence: 5 CtrlF →Ctrl( → x+2 →Tab →CtrlH →2 →Tab →Tab →5 →Tab → = →7

To type the expression

You can also use the Toolbar to insert pieces of equations:

Exponents To insert an Exponent or power, click on the Exponent box and then the exponent tool:

Try the following: y2 = 4 x1 / 3 − 3 = 5


Square Roots To insert a Square root symbol, click on the Fraction and Root box and then the radical tool:

Try the following: x= 2

y = x2 + 3

Fractions To insert a Fraction, click on the Fraction and Root box and then the fraction tool:

Try the following:

2+ x 1 =− 3 7 x z= 2 y

Complex Parentheses To include an expression in Parentheses, click on the Parentheses box and then the parentheses tool: Equation Editor Tutorial - Page 11

Try the following:

(x + 2)2 1 1 2− y  3 4

Greek Symbols To insert a Greek symbol (such as π ), click on the Greek Symbol box and then select the symbol that you desire:

Try the following:

A = 2π y =θ +λ − β


Summation Symbols n

To insert the Summation symbol, such as

∑x i =1

i

, click on the Summation box

and then choose the proper tool shown:

Try the following: 10

E ( x) = ∑ x i i =1

200

2 j M = ∑ (x − 2) j =2 3

Integration To insert the Integration symbol, click on the Integration box and then choose the proper tool shown.


Try the following: 10

y = ∫ 3xdx 1

∫ (4 x b

2

)

+ x dx

a

(Note that the a and b are in different positions on this one.)

Basic Arithmetic Symbols For basic Arithmetic symbols, use the Arithmetic box:

You can enter several lines of mathematical equations and work by simply hitting the Enter key. For example, may want to show the following steps in a problem: 3x + 5 = 6 3x + 5 − 5 = 6 − 5 3x = 1 1 x= 3 However, the proper way to present this is to line up the equal sign. To do this, while the equation is selected, go to the “Format Menu” and select the “Align at =” command:


After doing this, the previous equation will look like the following: 3x + 5 = 6 3x + 5 − 5 = 6 − 5 3x = 1 1 x= 3 Try the following making sure to align the equal signs: 4x + 3 = x

(4 x + 3)2 = x 16 x 2 + 24 x + 9 = x 16 x 2 + 23x + 9 = 0 Then try this: x=

− 23 ± 23 2 − 4(16)(9) 2(16)

− 23 ± 529 − 576 32 − 23 ± − 47 = 32 =


Blank page


MATH298B Power Point TUTORIAL

M

PowerPoint 2002

PowerPoint 2002

The following features of PowerPoint 2002 help you create unique and dynamic presentations: What you will do:

9 9 9 9 9 9

Create a new presentation by using a design template. Learn about the Slide Design and Slide Layout task panes. Become familiar with the Outline and Slides views. Insert a picture from the Clip Gallery. Add Custom Animation to your presentation. Import a chart from Microsoft Excel.

•

Send for Review. Use the automated Send for Review tool in e-mail to request a review of your presentation, merge reviewer comments and changes from several reviewers, and accept or reject changes one at a time or all at once.

•

Insert clip art. Enhance the look of your presentation by adding clip art from the Microsoft Clip Gallery.

•

Add animation. Create dynamic presentations by adding animations and transitions.

•

Import data. Import data from other applications, including charts, tables, graphs, and more.

PowerPoint Tutorial - Page 2

PowerPoint 2002

New in PowerPoint PowerPoint 2002 offers several new features that make it easier than ever to create dynamic presentations. •

Outline and Slide thumbnail views. New view tabs in the left column of your screen enable you to view your presentation at a glance. The Slides view displays your presentation slides in thumbnail format, and the Outline view provides a hierarchical view of the information on your slides. As you work on your presentation, you can alternate between the Outline and Slides views. Although the tabs are part of Normal view, you can close the view tab pane.

•

Multiple design templates. You can now have more than one design template in your presentation at a time. Take advantage of existing PowerPoint templates or use Web templates.

•

Picture compression and rotation. Select the resolution you want for pictures in a presentation, and set additional options to achieve the best balance between picture qualities and file size to prevent sending presentations by e-mail that are too large.

•

Grids and guidelines. Display grids and guidelines to help you align placeholders, shapes, and pictures.


PowerPoint 2002

Exploring PowerPoint Before you begin developing your presentation, become familiar with the new features in PowerPoint 2002. The illustration shows a slide with the New Presentation task pane visible.

Standard toolbar View selection tabs

Slide thumbnails

New Presentation task pane

Status bar


PowerPoint 2002

Creating a New Presentation Whether you are creating a presentation for colleagues or managers or helping other students understand your work, you can take advantage of PowerPoint tools, such as templates and the AutoContent Wizard, to develop a creative and professional presentation in less time. You can choose from a variety of templates, both in PowerPoint and on the Web, to create the look you want, and even customize the slide master for a unique look. Templates help you get the basic presentation formatting in place so that you can focus your efforts on developing the content of the presentation.

Using design templates The design templates of PowerPoint 2002 offer an array of design options and other features for formatting your presentation. You can change the background design and color, alter font size and type, and even modify the slide master. In addition, the design template determines other aspects of the presentation, such as the location of text and object placeholders and the style and size of bullet points. After you decide which design template to use, you can begin to create your presentation about Edmund Fitzgerald. You will create the presentation by using the design template, and then modify the slide layout if you want.

To create a new presentation using a design template 1. On the File menu, click New. 2. In the New Presentation task pane, under New, click From Design Template. 3. In the Slide Design task pane, under Available For Use, click to select the Globe design template. Note: If you place your pointer over the template, the name appears. The Slide Design task pane places the templates in alphabetical order. 4. In the Globe design template drop-down menu, click Apply to All Slides. You can change the template later if you want. 5. You can keep the default title layout for the first slide, or you can change it. To change the layout, on the Format menu, click Slide Layout to open the Slide Layout task pane, and then click to select the text or content layout you want. If you do not want to modify the slide layout, you can skip this step. 6. Click in the upper text box, and type the report title, such as The Edmund Fitzgerald.


PowerPoint 2002 7. Click in the lower text box, and type a subtitle, such as History and Preservation. 8. On the File menu, click Save As. Browse to the Edmund Fitzgerald folder that you created earlier, or create a new folder called Edmund Fitzgerald, type Edmund Fitzgerald Presentation, and then click Save. 9. To insert the next slide, click the New Slide icon on the toolbar. Continue these steps to develop your presentation. You can modify the layout of additional slides by using the design template. Because Apply to All Slides is selected, the default template is the Globe design template. If you want to apply another design template to one or more slides, you can use the slide thumbnails in the Slides view to select the slides that you want, and then apply the template to the selected slides.

Using task panes

If you for a presentation, learn which colors do not contrast well for persons with partial color blindness. The wrong choice of colors could make slides unreadable or challenging for some people.

By using the Slide Layout and Slide Design task panes, you can organize slide layouts, design templates, and color schemes in a gallery that displays all of your slides. Selecting an item from these panes updates any selected slides immediately with the design that you want. The Slide Layout task pane provides a variety of text and content layouts for your slides. For example, you can add a title above several supporting bullet points, or add a title, bullet points, and a picture on the slide. The Slide Layout task pane makes it easy to select the layout you want. The default setting enables this task pane to appear each time you insert a new slide. Similar to the design templates, the slide design can be changed for one or more slides at any time. You can modify the color scheme of the presentation to make it more effective and unique. To alter the color scheme, use the Slide Design task pane. By using this task pane, you can also modify design templates and animation schemes.


PowerPoint 2002

To use the Slide Design task pane 1. Open Edmund Fitzgerald Presentation.ppt. 2. On the Format toolbar, click Slide Design to open the Slide Design task pane. In the Slide Design task pane, you can select Design Templates, Color Schemes, or Animation Schemes. The default view is Design Templates. 3. In the Slide Design task pane, click Color Schemes.

4. Click to select the color scheme of your choice. In the color scheme slide drop-down menu, click Apply to All Slides. As with the design template, you can modify the color scheme for some slides or for all slides later on.


PowerPoint 2002

Using Web templates Web templates provide additional template selections for you to choose from. By simply using the New File task pane, you can select templates from Microsoft.com. The Microsoft Template Gallery includes templates from a variety of categories, such as “Publications and Education.” There are also templates available for board and committee letters, fundraising activities, and some for personal use, such as building an address book database. You can compile your own list templates from different Web sites by using the Templates on My Web Sites menu in the New Presentation task pane. This way you can select templates that are specific to your needs, such as a student evaluation form, a syllabus, or an academic calendar. You may want to explore additional template options for your presentations. To do so, review the Web templates that are available from the Template Gallery at Microsoft.com. To download a template, you can simply use the Save As command on the File menu.

To view Web templates 1. Open PowerPoint. 2. If the New Presentation task pane is not visible, on the View menu, click Task Pane. 3. In the New Presentation task pane, under New from template, click Templates on Microsoft.com.


PowerPoint 2002

Using the AutoContent Wizard The AutoContent Wizard helps you develop content and organize your ideas for your presentation. When you begin a new presentation, you can use the AutoContent Wizard to guide you step by step. Some categories in the wizard include “Brainstorming Session” and “Project Overview,” but you may find other categories helpful, such as “Introducing and Thanking a Speaker.” The AutoContent Wizard provides the tools you need to get a strong start on your presentation. You can opt to accept the content that is provided, or you can modify the text suggestions with your own content. For more information, refer to PowerPoint Help, or In and Out of the Classroom with Office 2000.

Using content layouts

If you do not see a layout structure that you like, you can select a blank layout and customize your own slide format.

PowerPoint 2002 provides new options for working with the layout of your slides. The layout is the arrangement of the slide, including titles, bulleted lists, and content such as tables, pictures, or clip art. Each time you add a new slide, you can select a layout for it from the Slide Layout task pane. If your text does not fit the layout that you selected, PowerPoint automatically adjusts the layout. You also have the option of changing the new layout by using the Automatic Layout Options button, which appears on the bottom right of your screen. You may want to use the preset content layouts to give the presentation a consistent style, making it easier to read and understand. With readability and accessibility in mind, you can experiment with the various options to determine the most effective layout for the Edmund Fitzgerald presentation.


PowerPoint 2002

To apply a slide layout 1. Open Edmund Fitzgerald.ppt. 2. On the Format menu, click Slide Layout. The Slide Layout task pane appears. 3. Open the Slides tab while in Normal view. Select the slides to which you want to apply a layout. You can select more than one slide by holding the CTRL key as you click the slides. 4. In the Slide Layout task pane, point to the layout you want, and then click to select it. The new layout is applied to your selected slides.

You can modify the slide layout for some or all slides at any time.


PowerPoint 2002

Customizing Your Presentation Customizing a presentation is easy with PowerPoint 2002. Whether you want to change the basic layout by using the slide master, alter the color scheme, or add unique transitions, PowerPoint 2002 offers several options for developing a unique and effective presentation.

Customizing the slide master The slide master is an element of the design template that stores information for the template such as font styles, placeholder positions, and background design. You can make global changes to all of your slides—for example, changing the font—by simply changing the slide master. Each time you apply a design template to your presentation, a slide master is applied.

If the presentation contains multiple design templates, you need to update one slide master for each template.

In addition to the slide master, the design template includes a title master. The title master stores information pertaining to only the title slides. Changes made to the title master affect the slides that use the Title Slide layout. These slides are the first slides shown in the Slide Layout task pane. You can use the slide master specifically to insert art to appear on multiple slides, such as the icon of a ship, or just to alter the overall look of the presentation.


PowerPoint 2002

To customize the slide master 1. Open Edmund Fitzgerald.ppt. You can use the Slide Master View toolbar to insert a new slide or title master, and to preserve or rename your slide master.

2. On the View menu, point to Master, and click Slide Master.

3. Click in the text boxes to edit the appropriate slide master text.

Changing the color scheme Changing the color scheme of your presentation is a simple yet creative way to alter the appearance of a presentation. The design template determines the color scheme for your presentation or provides you with color scheme alternatives to choose from. Suppose you have experimented with changing the color scheme of the presentation by using the Slide Design task pane, but now want to customize your own color scheme by using different colors. You can do so by using the Slide Design task pane again to add and display up to eight new colors, and the colors they select are added to the design template automatically.


PowerPoint 2002

To add colors that are not in the color scheme 1. On the Format menu, click Slide Design. 2. In the Slide Design pane, click Color Schemes. 3. Click Edit Color Schemes at the bottom of the Slide Design task pane. 4. In the Edit Color Scheme dialog box, click the Custom tab. If Background is not selected, click to select it. 5. Click Change Color. In the Background Color dialog box, click the Custom tab. 6. The Color model should be set on RGB. Adjust the Red, Green, and Blue menus to the color you want by using the arrows, and then click OK. 7. Click Apply to apply the new shade and close the Edit Color Scheme dialog box. 8. On the Slide Master View toolbar, click Close Master View.

Adding transitions Transitions help you to create a steady flow from one slide to another. You can add one transition type to your entire presentation, or you can have different transitions between each slide. Some types of transitions include: •

Fade Through Black. A gradual, natural-looking transition using black as the color background.

•

Newsflash. A new and exciting transition that spins the slide from the background to the foreground.

•

Box Out. This transition brings the slide to the foreground in the shape of a box, moving small to large.

After experimenting with several different transitions, your may decide to use the basic Wipe Right transition, which fades black from left to right. Your goal is keep the presentation professional and to make the slides flow together smoothly.


PowerPoint 2002

To add a transition to your presentation 1. On the Slide Show menu, click Slide Transition. The Slide Transition task pane opens. 2. In the Apply to selected slides menu, scroll down the list, and then click to select Wipe Right. 3. On the Modify transition menu, set the Speed to medium. 4. Click Apply to All Slides.


PowerPoint 2002

Adding Graphics to Your Presentation Graphics and art can be critical for emphasizing key points in your presentation and holding the interest of your audience. Pictures help viewers understand the conceptual information that you are conveying. You can use photos, graphics, or graphs and charts to illustrate data. For photos, PowerPoint 2002 offers a new feature for automatic picture compression. With automatic compression, you can incorporate pictures from any location regardless of size or resolution. You can add photos from the Web, or even photos taken by students performing a field study. You can then compress the pictures to make it easier to send the presentation as an email attachment.

Inserting pictures from the Media Gallery Inserting photographs, drawings, sounds, and video is made simple by the Microsoft Clip Organizer. You can browse clip collections, add clips, and organize clips in a way that best meets your needs. Create your own collection of clips that you use most frequently, or use the Clip Organizer to add and catalog media files on your computer. You can use many different types of media clips to enhance your presentation. For example you can add video from a Web site about the exploration of the site, drawings of the ship, or a scanned picture of a log entry. Almost any type of media clip can be used in a PowerPoint presentation.


PowerPoint 2002

To insert a clip from the Clip Organizer 1. Open Edmund Fitzgerald Presentation.ppt. 2. On the Insert menu, point to Picture, and then click Clip Art.

If you do not know the name of the file that you are searching for, you can substitute wildcard characters. For example, you can substitute a question mark for a single character.

3. The Insert Clip Art task pane opens. In the Search text box, type a word or phrase that best describes the clip you want, such as Nautical. You can type the file name of the clip if you know it.

Note: New to PowerPoint 2002 is the Other Search Options feature. You can use the menu to search your computer or school network. You can indicate which media file type you are searching for. 4. Click the Search button. To refine your search, you can specify the clip collections that you want to search. You can also select the types of media clips you want to find. 5. Click to select the ship’s wheel art, located at the top of the middle column. In the drop-down menu for the graphic, click Insert. From this menu, you can also copy the art to your collection. You can also click the picture to insert it into the slide. Now that the graphic is inserted into your presentation, you can resize or move it. To do so, click to select the graphic in your slide, and use your pointer to drag or resize it. For more information, refer to “Using Guides and Grids” later in this section.


PowerPoint 2002

Compressing pictures Adding graphics to your presentation can increase the size of your PowerPoint file. The Compress Pictures feature of PowerPoint 2002 saves room on your computer and reduces download time when you are working with pictures. By using the Compress Pictures feature, you can compress the picture size, reduce resolution to 96 dpi (dots per inch) for Web and 200 dpi for print, and discard unnecessary information, such as cropped sections of the photo. Note that compressing pictures can sometimes decrease the quality. If you are simply using your presentation as a printed document, compressing may not be necessary. You can also download and compress the files to add them to your presentation.

To reduce the size of your pictures 1. Select a picture from your folder—for example, a picture of the Edmund Fitzgerald from a Web site. 2. On the View menu, point to Toolbars, and then click Picture. 3. On the Picture toolbar, click Compress Picture

.

4. Select the options you want. You can discard the cropped sections of your picture by selecting the Delete cropped areas of pictures check box.


PowerPoint 2002

Rotating pictures You can rotate your picture in 15-degree angles by holding down the SHIFT key while you drag the rotate handle.

With PowerPoint 2002, it is easy to rotate pictures in your presentation. You can rotate to any angle you want by dragging the rotate handle in the direction you want, or you can rotate 90 degrees to the left or right. You can rotate a photo of the ship’s bell to show the detail of the restoration work clearly.

To rotate a picture 1. If the Drawing toolbar is not visible, on the View menu, point to Toolbars, and then click Drawing. 2. Click to select a slide that contains the clip art graphic that you inserted earlier in this chapter. 3. Click to select the graphic. The rotate handle appears as green dot at the top of the graphic. Use your mouse to drag the graphic to the rotation degree that you want.


PowerPoint 2002

Using guides and grids Guides and grids provide visual cues to help you align words, graphics, and other objects in your presentation. Guides are vertical and horizontal lines, and grids are intersecting lines. Both help you to align objects within a slide on the screen; they do not show up in a presentation or on print. When you are using guides and grids, you can: •

Choose to show, hide, or delete them.

•

Use your pointer to adjust the guides.

•

Set the spacing between grid lines by selecting a preset measurement.

To align a graphic by using a grid 1. Open Edmund Fitzgerald Presentation.ppt. 2. On the View menu, click Grid and Guides. 3. Under Snap to, select the Snap objects to grid check box. This automatically aligns objects on a grid. Click OK to apply the settings. 4. Under Grid settings, select the Display grid on screen check box.

5. Click OK. The drawing objects and pictures will now be aligned to the grid, and will move in the increments specified in the Spacing dropdown list.


PowerPoint 2002

Adding tables and charts Whether you need a simple table or a larger table with complex formatting capabilities, PowerPoint has the tools you need. You can even add a table from another program as a linked or embedded object. You can embed a Microsoft Word table, a Microsoft Excel worksheet, or a Microsoft Access table. When you insert an embedded table, the menus and buttons for the source application appear and are integrated with the PowerPoint menus. You can edit and alter the table as you want, all from within PowerPoint. Working with charts in PowerPoint is similar to working with tables. You can create your own chart, or you can import a worksheet or chart from Excel. When you create a chart, the Microsoft Graph program appears so that you can change the chart type, increase the font size, add new colors, and more. To understand the impact of adverse weather on a ship’s navigation, you may have collected and analyzed weather data in the Great Lakes region. Suppose your stored all your data in an Excel workbook. To illustrate some of your findings, you import some of the Excel weather charts into your presentation.

To import a chart from Excel 1. Create a new slide in your presentation, and on the Insert menu, click Chart. A sample chart and datasheet appear. A datasheet is a table included with a chart that provides sample information showing where to type your own row and column labels and data.

2. If the datasheet is not visible, on the toolbar, click View Datasheet. Select the cell in which you want the data to begin. 3. On the Edit menu, click Import File. 4. In the Look in box, click the drive, folder, or Internet location that contains the Excel worksheet that you want to import. 5. Double-click the file that you want to import. 6. In the Import Data Options dialog box, select the worksheet that you want to import.


PowerPoint 2002 7. To import all of the data on the worksheet, in the Import box, click Entire sheet. 8. To import part of the data, click Range, and then type the range of data that you want in the Range box. You can enter which cells you want to import, or you can type the name of the range. 9. If you selected a cell in Step 3, clear the Overwrite existing cells check box. 10. Click OK. The data from the imported file replaces the sample data, and the chart changes to reflect the new data table.

To change the chart type, on the Chart menu, click Chart Type and choose a different chart type.

Note You can also open Excel, copy the chart that you want, and then paste it into your presentation.


PowerPoint 2002

Creating Multimedia Presentations You can easily insert music selections, audio tracks, or even a movie into presentations. Tools in PowerPoint 2002 simplify the multimedia options so that you can choose from a variety of features and incorporate them easily. (The labs here at SCCC are not equipped with speakers, so be careful with audio!)

Adding animation PowerPoint 2002 becomes a more powerful learning tool by letting you add animation to your presentation. Animation is a way to illustrate concepts or ideas that are difficult to explain verbally. It provides visual cues to clarify information or acts as a simple pointer for specific areas that you want to emphasize. For example, you can build custom path animations to guide a user through complex steps in a process. Or, you can enhance the entrance and exit of your presentation by animating clip art item or text on specific slides. An animation can be as simple as a series of text boxes that explain a process step by step or display a timeline. For example, you can illustrate the chronology of the Edmund Fitzgerald from first to final sailing and major post-wreckage recovery efforts. A more complicated animation might be a map that builds with each step, adding weather data, shipping routes, container contents, and other information in successive layers.


PowerPoint 2002

To apply a preset motion path 1. Select the object you want to animate. 2. On the Slide Show menu, click Animation Schemes. Note: The animation schemes are arranged into three groups: Subtle, Moderate, and Exciting.

3. In the Slide Design task pane, on the Apply to selected slides menu, click the Fade in and dim animation scheme. As you click the selection, a preview of the animation appears on the enlarged slide. Note You can also animate certain words, letters, or paragraphs of your presentation. To do so, you need to have a motion path already applied to your presentation.


PowerPoint 2002

To animate text You can delay the actions between your animations. To do so, enter the number of seconds in the Delay box on the Timing tab.

You can animate text on your slides so that you can focus on important points, control the flow of information, and add interest to your presentation. 1. Select the text that you want to animate. 2. On the Slide Show menu, click Custom Animation, or open the Custom Animation task pane from the View menu. 3. Click the Add Effect drop-down list, point to the type of animation you want to apply (Entrance, Emphasis, Exit, or Motion Paths), and then click the type of animation you want to apply.

4. A preview of the animation will appear in the main slide window. You can change the current animation type, add a new animation, or remove the animation by using the options in the Custom Animation task pane.


PowerPoint 2002

Adding sound (No Speakers at SCCC!) The options for enhancing presentations with music and sound are unlimited. You can add music and sound from files on your computer, the Internet, or the Microsoft Clip Organizer. You can even record your own sounds for an audio track, or add music from a CD. Perhaps you want to use Gordon Lightfoot’s song, “The Wreck of the Edmund Fitzgerald,” as a logical conclusion to your presentation.

To insert music into your presentation 1. Click to select the slide in which you want to place the music or video clip. 2. On the Insert menu, point to Movies and Sounds.


PowerPoint 2002 3. Click the type of file you are importing; for example, Sound from File. If you choose to select a file from the clip organizer, you can scroll down a list of all the files on your computer that you can import. 4. Browse for the file or click the file in the clip organizer. 5. Click OK. When prompted, choose whether to have the sound play automatically or when you click it.

Inserting a movie You can add a “movie,” or desktop video file, to your presentation—like a documentary piece, a video of a professor discussing a research project, or even a video made by students who have filmed part or all of a project. Sound and movie files can be either linked or embedded in a presentation. To link a movie, follow the steps above for inserting a sound file, but add a movie file instead. To embed a movie or sound file, insert the file as an object by clicking Object on the Insert menu. For more information, refer to PowerPoint Help.

Collaborating on Your Presentation Collaborating on presentations has never been more convenient. Office XP has automated its review process for every application, including PowerPoint 2002. You’ll find all the tools you need for a successful and efficient collaboration process.

Sending your presentation for review (This is probably more than we want to try to do here at SCCC) You can also send your presentation as an e-mail attachment without using the Send for Review feature.

Office XP offers new tools for sending your documents for review. You can send your presentation to colleagues by using the new Send for Review feature. By using this feature with Microsoft Outlook, your presentation is automatically attached to an e-mail message that includes a review request message. The message also includes a flag for follow-up so that reviewers will be aware of any time constraints. After the reviewers have completed the review process and the presentation is returned to you, you can combine the reviewed copies with your original presentation immediately, or you can look at the changes suggested by each reviewer. You can then use the reviewing tools of PowerPoint 2002 to accept or reject changes.


PowerPoint 2002

To send a presentation for review 1. On the File menu, point to Send to, and click Mail Recipient (for Review). 2. A new Microsoft Outlook message opens, with the file attached and with “Please review the attached file” in the body of the message. Enter the e-mail address of the reviewers, and then click Send. You can also edit the e-mail message to provide any specific instructions to the reviewers. The reviewers receive the file as an e-mail attachment. When they open the attachment to review it, the Track Changes feature is automatically activated, and they can incorporate changes immediately. When they return the document, all changes and comments are visible, and you can accept or reject as needed. You can choose to accept changes one at a time, or all at once.

Routing your presentation Another review option involves routing. You can either route the presentation to an entire group by using a distribution list, or you can send it to one reviewer at a time, enabling each reviewer to see the previous reviewer’s comments and then continue the routing process. Much like the Send for Review follow-up flag, routing lets you set deadlines, schedule deliveries, and complete status checks. After all the reviewers have completed their edits, the presentation will be returned to you automatically. You can now route your presentation to other students in the class for additional review comments. By routing a presentation, you can effectively collaborate and come to a consensus on a project.

To route your presentation 1. On the File menu, point to Send To, and then click Routing Recipient. You can determine the order of the routing delivery by changing the order of the names in the To list. You can do this by clicking the name, and then clicking the arrow in either direction.

2. In the Add Routing Slip dialog box, click Address to select recipients. 3. Select the name of the recipient or recipients that you want to add, and then click To. You can select multiple recipients by holding the CTRL button as you click the names. 4. Type your message in the Message box. Notice the default entry for the Subject box. You can change this as needed.


PowerPoint 2002

Sharing Your Presentation With PowerPoint 2002, you can print your presentation, or just parts of it, for others to view, and before you print it, you can preview exactly what will be printed. You can also publish your presentation to the World Wide Web quickly and easily. For example, you can publish to your school’s server so that your presentation can be viewed by a group of people by using Web browser. You can also publish your presentation as a .ppt file, or save it as a Web page.

Printing your presentation You can print your presentation to suit your audience–from administrators to parents and students.

With PowerPoint 2002, you can print your complete presentation, including the slides, outline, notes, and audience handouts, or you can print only certain slides or notes pages. You can also choose to print in color, black and white, or grayscale. During the print preview process, you can: •

Select which part of your presentation you want to print.

•

Add a frame around each slide, or just certain slides.

•

Change the orientation of a slide temporarily.

•

Change header and footer text.

You can also print slides to use as handouts. You can resize the slides to fit a variety of paper sizes. Slides can also be sized to fit transparencies for overhead projectors. The Print Preview feature is a great way to see what your presentation will look like before starting the print job. To view your presentation in Print Preview, on the File menu, click Print Preview. Your presentation appears on-screen exactly the way it will look in print.


PowerPoint 2002

Publishing to the Web You can make a Web copy of your presentation available for others to review, you can publish copies of your presentation to different Web locations you can customize your presentation so that it is optimized for a particular browser, and much more. If you want others to have access to your Web presentation, you must specify a Web server or other available computer when you choose a location for the file. When you publish it to the Web or save it as Web page, your presentation automatically includes the following features: •

A navigation frame, which displays the presentation outline

•

Options to show or hide the outline and the notes pane

•

A full-screen viewing option

Now that you have shared your presentation with the class, you can publish it to the Web for others to view. You can also post the presentation to a Web site.

To publish a presentation to the Web 1. Open your presentation. 2. On the File menu, click Save as Web Page. 3. In the File name box, type the name for the Web page, such as History of Shipwrecks. 4. In the Save as type box, click Web page. This creates an associated folder that contains supporting files such as bullet points, background colors, and graphics. OR In the Save as type box, click Web archive. This saves your presentation in a format that integrates the supporting information, such as graphics and other files, into a single file. 5. Click Change Title to set the title bar for your Web page.


PowerPoint 2002 6. Click Publish to open the Publish as Web Page dialog box.

7. In the Publish what? text box, select an option. To display speaker notes, select the Display speaker notes check box. 8. In the Browser support text box, select an option. 9. Click Web Options, set any additional Web page formatting and display options that you want, and then click OK. 10. In the File name list, select a location and type a name for the Web page. 11. Click Publish. To view your published Web presentation immediately, in the Publish as Web Page dialog box, select the Open published Web page in browser check box.


MATH298B Word TUTORIAL

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Word 2002

Word 2002

What you will do:

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Explore the Word templates and templates on the Web. Become familiar with the new task panes. Send a document for review by using the new Send for Review feature. Compare and merge documents. Publish your document to MSN.

Microsoft® Word 2002 provides new and innovative tools to facilitate communication and increase productivity in the classroom. Whether you are writing reports or completing evaluations, it is now easier than ever for you to work collaboratively with others. For example, the new Send for Review tool simplifies collaborative writing projects, and you can also use the new task panes in Microsoft Office XP to find frequently used features, such as formatting and style elements or the items on the Office Clipboard. Word 2002 is an invaluable learning tool in the classroom. Suppose you are developing a research paper about the preservation of shipwrecks that occurred in the Great Lakes region. Your are working in groups to compile research information by using the Web, books, and information obtained from the Great Lakes Shipwrecks Museum. You can create a research paper by using a template, send it for peer review, publish it to the Web for classmates to read, and more. Here are some additional ways you can use Word 2002 to enhance writing projects: Incorporate design templates. Create essays, reports, letters, and more by using templates available from Word and the Web. Insert clip art. Create unique documentation by inserting art, graphics, and diagrams. Send for Review. Simplify the online review process by using the Send for Review feature and the Compare and Merge tools. Publish your document. Share work with others by publishing to the Web.

Word Tutorial - Page 2

Word 2002

New for Word 2002 The new features of Word 2002 simplify and enhance the writing process by providing information and tools that are easy to access. You can use the Smart Tags in Office XP to reference and incorporate data into your document without having to open another application, or use the new task panes to view helpful features of your document at a glance, such as font use and spacing. Some enhancements include updated reviewing tools and customizable dialog boxes. Review tools. The new Send for Review feature automates the review process so that you can share your work quickly and effectively with any number of people by using e-mail. Reviewing edits electronically enables you to focus on the content of the document rather than the logistics of manually combining comments from several printed documents. You can use Send for Review to get feedback from peers on drafts. Customizable Open and Save As dialog boxes. You can now customize the Open and Save As dialog boxes in Word by using the new Tools menu. You can add folders that you access frequently to My Places, a new folder location in Office XP, so they are all in one central location. You can also add folders to a common place on the network or to a Web site. For example, you might put a folder for each class of the academic quarter in My Places, which contains subfolders for categories like Assignments, Tests, and Grades. Reveal Formatting. Using one of many new task panes of Office XP, you can now see exactly what formatting is applied to a specific block of text. The Reveal Formatting task pane provides single-click access so that you can view and edit the formatting features you want without having to search in menu toolbars.


Word 2002

Exploring Word 2002 The following illustration shows a Word document in Print Layout View with the New Document task pane open. Standard toolbar Formatting toolbar Reviewing toolbar

Tab stop—A position you set for placing and aligning text on a page.

View buttons—Click to switch between Normal, Web Layout, Print Layout, and Outline views.

New Document task pane Other Task Panes menu— Select other task panes, including Reveal Formatting, Search, and more.

Drawing toolbar


Word 2002

Creating a Document Word 2002 makes it easy for you to create professional and dynamic documents. You can create a document by simply opening a new document in Word, or you can take advantage of templates. Office XP offers many templates, both in Word and on the Web, with predefined styles and standardized content to help you create highquality projects in less time. You can use templates to learn effective formats for communicating ideas and concepts. During the document creation process, Smart Tags provide useful actions that you can complete without having to open another application. Smart Tags enable you to have greater control in the writing process by providing actions that pertain to what you type. For example, as you type a date, the Smart Tag provides relevant options such as scheduling a meeting, or showing your Outlook calendar. A Smart Tag is typically identified in your document by purple dotted lines beneath your text. When you place your cursor over the text that is underlined by the dotted lines, a Smart Tag Actions button appears, and you can view the available actions for that Smart Tag.

Using templates

You can collect and save your own Web templates in Templates on My Web Sites, which is available from the New Document task pane.

Whether you are developing a document for colleagues or working with other students on a presentation, templates help to save time and establish a uniform look for your writing projects. A template provides the basic structure of your document, including the fonts, page layout, and formatting. Templates help you get the basic document formatting in place so that you can concentrate on information analysis and critical thinking. With Word 2002, you can use one of the many templates available in the General Templates, you can download a template from the Microsoft Office Template Gallery, or you can create your own template. The Microsoft Office Template Gallery is a free resource available to all users. It helps to extend Office beyond the walls of the classroom so that you have easy access to additional resources. You can access the Template Gallery directly from the New Document task pane, provided you have an Internet connection. Some of the categories for the Template Gallery include: •

Publications and Education. Includes templates for an essay test, term paper, syllabus, grade books of various styles, and much more.

•

Personal Interests, Community, and Politics. Includes templates for fundraising and leadership, and some for personal use, such as a family book or personal address book.

•

Stationery, Labels, and Cards. Includes templates for creating letterhead, envelopes, business cards, and a “For the holidays” category.


Word 2002 You can access the Web site directly at http://officeupdate.microsoft.com/templategallery/. New templates are often added to the Template Gallery, so it is worthwhile to check the site frequently.

Suppose you spend some time exploring the templates available, and decide to use the Contemporary Report template for your research paper about shipwrecks. This template provides tips on how to modify the research paper, create footnotes, and more.


Word 2002

To create a research paper by using a Word template 1. Open Word. 2. On the File menu, click New. The New Document task pane appears on the right side of the screen. 3. If you do not see the New Document task pane, open the View menu, and then click Task Pane. 4. In the New Document task pane, under New from Template, click General Templates. 5. Click the Reports tab, and then double-click Contemporary Report to open the template. Review the template to become familiar with it. You can modify the report template, delete graphics, and more. 6. Type directly over the boilerplate text in the template to add your information. For example, highlight Blue Sky Associates and then type 19th Century History over it. Highlight FilmWatch Division Marketing Plan and then type Great Lakes Shipwrecks over it. Then replace the italicized text (starting with Trey’s Best Opportunity…) with the following information about the students participating on the project: A Research Paper by Linda Mitchell, Suki White, and Joshua Randall. 7. Review the information on page two and page three of the template. Replace the text on those pages with information you have gathered about shipwrecks in the Great Lakes. Delete any sections in the template that you do not need. 8. On the File menu, click Save. Name the research paper Great Lakes Shipwrecks.


Word 2002

To download a template from Microsoft.com 1. With Word open, on the File menu, click New. In the Microsoft Office Template Gallery, you can sign up to receive information about new templates automatically by simply providing your e-mail address.

2. If a task pane other than the New Document task pane is visible, click the Other Task Panes drop-down menu located at the top of the task pane, and click New Document. If you do not see the task pane on the right side of the screen, on the View menu, click Task Pane. 3. In the New Document task pane, under New from Template, click Templates on Microsoft.com. 4. In the Office Update Worldwide window, click United States. 5. In the Template Gallery, click the Publications and Education category. Explore the various templates in the category by clicking the links. You can save any templates that you want by using the Save As command on the File menu.

Using task panes

You can also view the Office Clipboard from the Clipboard task pane. The Clipboard keeps track of text and graphics that you are copying from Word or any other Office application.

The new task panes in Office XP provide information about important tasks at a glance and easy access to important features such as templates and formatting. Features and tools previously hidden in menus and toolbars are now accessible on-screen with one click. For convenience, the task pane appears automatically on the right side of your screen, and you can choose to show, hide, or move it when you are working in Word. You can set the task pane on the right or left side of your screen, or you can drag it to any location. The following task panes are a sample of what is available in Word 2002: New Document. Open a recent document, create a new blank document, develop a document from a template, and more. Search. Search your open document or your entire computer, including Outlook, and view helpful Search Tips. Styles and Formatting. View, replace, and create styles and formatting in your document. Reveal Formatting. View and modify formatting specifics, such as font style and size, indentation, and spacing. For more information about these and additional task panes, refer to Word Help.


Word 2002 Suppose you want to reformat the Great Lakes Shipwrecks research paper that you created with the Contemporary Report template. You can use the Styles and Formatting task pane features to make changes to the formatting of the font. You may also become familiar with the Reveal Formatting task pane, which shows formatting specifics for text, such as alignment and indentation. Because the document styles are tracked in the formatting list, keeping the task pane open enables you to apply consistent formatting changes to the document.

To use the Styles and Formatting task pane 1. If the task pane is not visible, on the View menu, click Task Pane. You apply formatting to multiple sections of text from various locations by holding down the CTRL key as you highlight the text.

2. From the task pane drop-down menu, select the Styles and Formatting task pane. -OROn the Formatting toolbar, click the Styles and Formatting button. Note If the Formatting toolbar is not visible, on the View menu, point to Toolbars, and then click Formatting.


Word 2002 3. Place your cursor in the body text of the document. In the Pick formatting to apply text box, notice that Body Text is now selected automatically. 4. Click the New Style button to open the New Style dialog box. In the Name box, type a name for your new style, such as “Font2.” The default name is Style1. 5. On the Formatting drop-down menu, click to select a new font type and size that you want to use for your paper. Notice that the default is the font from the Contemporary Reports template. 6. Select the Add to template and Automatically update check boxes, and then click OK to close the New Style dialog box. The new style that you created now appears in the Styles and Formatting task pane. 7. To apply the new style to your text, make sure that Body text is selected. Click the Select All button to select all the text in your document that is formatted as Body text. 8. Click to select the new style that you created, such as “Font2,” in the Pick formatting to apply box. The new style is applied automatically. By using the Show menu in the lower-right corner of the task pane, you can view available formatting, formatting in use, available styles, and all styles. You can also customize your format settings by using the Custom menu.

To reveal formatting information You can take advantage of the Reveal Formatting task pane for designing a report, paper, or proposal.

You can use the new Reveal Formatting task pane to change the formatting properties for any style in your document, and show all formatting applied to a section of text. •

If a task pane is open, click the Other Task Panes drop-down menu, and then click Reveal Formatting. The Reveal Formatting task pane appears.

Note If the task pane is not open, on the Format menu, click Reveal Formatting.


Word 2002

Inserting Clip Art and Diagrams Adding art and diagrams is an easy way to provide illustrations that support research and report concepts. You can insert pictures from files, or create your own drawings by using a drawing canvas. The drawing canvas provides a frame-like boundary between drawing objects and your document, enabling you to move and resize objects within the canvas. You can apply formatting to the drawing canvas, just as you would to drawing objects. Inserting diagrams and charts is also an effective way to provide supplemental information or demonstrate complex ideas.

Using the Clip Organizer Naturally, you may want to learn how to use illustrations effectively to support text in a research paper. Clip art is one of many options available for inserting graphics to develop a comprehensive research paper. You can download clip art easily by using the Microsoft Clip Organizer. The Clip Organizer contains drawings, photographs, sounds, and other media files. With Office XP, you can browse, add, and organize clip art from any Office program and store the art in the Clip Organizer. You can search for media files based on descriptive keywords, file name and format, and clip collections. You can also research the Web for art to add to their research paper. You may find pictures of some ships that sailed the Great Lakes and pictures of the ship’s captains. Maybe you also find some nautical icons in the clip art collection by using the Insert Clip Art task pane.


Word 2002

To insert clip art You can scroll to view the graphics, or click Modify to clear this search and start a new one.

1. Open Great Lakes Shipwrecks.doc. If the task pane is open, click the Other Task Panes drop-down menu, and then click Insert Clip Art. -ORIf the task pane is not open, on the Insert menu, point to Picture, and then click Clip Art. Note You may receive a prompt to catalog your media files. You can click Now to proceed with this task, or click Later to postpone it. 2. In the Insert Clip Art task pane, in the Search text box, type Nautical, and then click Search. A series of nautical graphics appears. 3. In your document, position the cursor at the location where you want the picture to appear. 4. Click to select the graphic of the captain at the ship’s wheel, located in the first column, second row. 5. Click the drop-down menu for this graphic, and then click Insert. Note If clip art was not installed with Office XP, you may not find the same clip art. Select an appropriate clip art graphic from your search results based on the subject of the project.

Adding diagrams, charts and Excel information

If you decide that a different diagram might work better for your document, simply use the Diagram toolbar to insert a new diagram to replace your original without having to re-type all the labels for the parts of your diagram.

You can illustrate conceptual information by adding a variety of basic diagrams to a document. Some diagram types in Word 2002 include a Cycle diagram, which shows a cyclical process, or a Target diagram, which shows steps to reaching a goal. If you are tracking research data, you can use a basic Venn diagram, which shows the overlap between and among elements, or a Radial diagram, which shows the relationships of elements to a core element. Suppose you want to analyze ship type and respective freight tonnage for ships that sank in Lake Michigan, Lake Superior, and Lake Ontario during the early 19th century. To do so, you decide to use a Venn diagram.


Word 2002

To insert a diagram 1. On the Insert menu, click Diagram to open the Diagram Gallery. Click each diagram type to see the name of the diagram.

2. In your document, position the cursor at the location where you want the diagram to appear. 3. In the Diagram Gallery dialog box, click Venn Diagram, and then click OK. The Diagram toolbar appears automatically. 4. On the Diagram toolbar, on the Layout menu, click Scale Diagram. Small white squares appear at the corners and sides of the diagram. Place your cursor on any of these squares until your cursor changes to one line with an arrow on each end Then, drag the square to resize the borders of your diagram. 5. Place your cursor in the text box at the top of the diagram, and then type Lake Ontario. In the left text box, type Lake Michigan. In the right text box, type Lake Superior. To adjust the size of a text box, click the text box, and then click the border of the text box. Small white squares appear on the borders of the text box. Drag any small white square to resize the text box as needed.

To import a chart from Excel 1. Create a new slide in your presentation, and on the Insert menu, click Chart. A sample chart and datasheet appear. A datasheet is a table included with a chart that provides sample information showing where to type your own row and column labels and data.

2. If the datasheet is not visible, on the toolbar, click View Datasheet. Select the cell in which you want the data to begin. 3. On the Edit menu, click Import File. 4. In the Look in box, click the drive, folder, or Internet location that contains the Excel worksheet that you want to import.


Word 2002 5. Double-click the file that you want to import. 6. In the Import Data Options dialog box, select the worksheet that you want to import.


Word 2002 7. To import all of the data on the worksheet, in the Import box, click Entire sheet. 8. To import part of the data, click Range, and then type the range of data that you want in the Range box. You can enter which cells you want to import, or you can type the name of the range. 9. If you selected a cell in Step 3, clear the Overwrite existing cells check box. 10. Click OK. The data from the imported file replaces the sample data, and the chart changes to reflect the new data table.

To change the chart type, on the Chart menu, click Chart Type and choose a different chart type.

Note You can also open Excel, copy the chart that you want, and then paste it into your presentation.

Wrapping Text Around Art or Other Objects Sometimes you want to wrap text around an object so that you get a more proefessional look to your report. 1. Start by inserting the graphic, chart or picture anywhere into your document.. 2. Right click on the object and choose Format Picture… from the contextual menu that appears. 3. Choose the Layout tab and click once on the square that says “Square.”


Word 2002 4. Move your picture to any location on the page and the text should automatically wrap around the object This feature provides a handy way to make your document more professional looking. You can wrap text around tables as well.

Editing Your Document As any writer knows, editing is an important part of the writing process. Word 2002 provides several new editing features to help your create clear, error-free papers. The AutoCorrect option provides corrections to commonly misspelled words, alternate spellings, and options to customize your dictionary. The AutoCorrect features can be modified to meet your needs, such as turning off the automatic spelling correction feature. Another helpful editing tool is the Clipboard task pane, which keeps track of up to 24 pieces of text, tables, pictures or other data that you are copying and pasting. New paste options enable you to keep just the text or match the formatting for your document.

Using the AutoCorrect feature

You can customize the AutoCorrect feature by adding terms that you use frequently to the dictionary. For example, you can add “SCCC” to insert “Seattle Central Community College” automatically.

The AutoCorrect feature of Word 2002 simplifies the writing process by enabling you to access and customize various correction tools. For instance, capitalization options insert automatic capital letters for certain words, such as days of the week or proper names. Customization options allow you to add new terms to the AutoCorrect feature, such as words that you frequently misspell. Office XP offers improved and updated spelling correction options that are available through the main spelling dictionary of Word. The AutoCorrect Options button provides additional correction options, such as a list of alternate spellings from which you can choose a replacement or the opportunity to change the spelling for a word in your dictionary. You can also apply styles and formatting, insert text, or make replacements, such as inserting straight quotes instead of curly quotes. You can also customize these options depending on your needs.


Word 2002 When AutoCorrect is activated, a small, blue rectangle appears near the corrected text. When you place your cursor near the text that was automatically corrected, the rectangle changes to the AutoCorrect Options Smart Tag. You can view your options by simply placing your pointer over the Smart Tag button. AutoCorrect Smart Tag options include Undo Automatic Capitalization, Stop Autocapitalizing First Letter of Sentences, and more.

You can use the AutoCorrect feature to recognize areas of your spelling and writing that need improvement. For the Great Lakes Shipwrecks paper, you may decide to add frequently used terms to AutoCorrect. That way, by typing just a few letters, Word inserts the word or phrase automatically.


Word 2002

To add an entry to the AutoCorrect Options 1. On the Tools menu, click AutoCorrect Options. The AutoCorrect dialog box appears.

2. If it is not already selected, click the AutoCorrect tab. 3. In the Replace box, type GLS. 4. Click the button next to Plain text (to the right of the With box). 5. In the With box, type Great Lakes Shipwrecks. 6. Click Add, and then click OK to close the AutoCorrect dialog box. Now, when your work on the research paper and type “GLS,” Word automatically corrects it to spell out “Great Lakes Shipwrecks.”


Word 2002

Using the Office Clipboard

You can easily hide the Paste Options button while you are working by pressing the ESC button on your keyboard.

The writing process frequently involves reworking and rearranging text, pictures or other information. You can use the copy and paste functions to better organize you information, for example, to move information from the body of the research paper into the introduction. The improved Office Clipboard simplifies this process by enabling you to view and work with up to 24 items that you copy or cut for pasting into another location. You can open the Office Clipboard by using the Other Task Panes drop-down menu, and clicking Clipboard. Or, on the Edit menu, click Office Clipboard. You can also choose to view the Clipboard automatically, show the Clipboard icon on the taskbar, or collect items without showing the Clipboard. As you begin to revise the Great Lakes Shipwrecks research paper, you may correspond and collaborate by using e-mail. You may also use the Clipboard to incorporate text from an e-mail that contains research information. You can use the Paste Options Smart Tag to format the information in their research paper.


Word 2002

To use the Paste Options Smart Tag 1. Open Great Lakes Shipwrecks.doc and then open Outlook. 2. Open the e-mail message that contains the information you need. Copy the content that you want to include in your research document. 3. Return to Great Lakes Shipwrecks.doc, and locate the place where you want to insert the text. On the Edit menu, click Paste. The Paste Options button appears just beneath the pasted text. 4. Place your cursor over the Paste Options button. It turns into a blue box with a menu. Click the arrow to view the options for pasting.

5. Click Match Destination Formatting. This ensures that the pasted text formatting matches the formatting of your paper, rather than that of the Outlook message from which it originated. The Paste Options button appears by default, but it is sometimes unnecessary. Another customization feature of Word 2002 is the ability to hide the Paste Options button.


Word 2002

To hide the Paste Options button 1. With Word open, on the Tools menu, click Options, and then click the Edit tab. 2. Under Cut and paste options, clear the Show Paste Options buttons check box.

Reviewing Your Document BE CAREFUL WITH THIS SECTION. ALWAYS HAVE CURRENT BACKUPS ON ZIP DISKS OR USB DRIVES IN CASE SOMETHING GOES WRONG!!!

You can send documents for review, regardless of your location. For example, a student diving team that is conducting research from a boat in the Galápagos Islands could send their research data to classroom-based students to review.

The new reviewing tools in Word 2002 make it easier to share ideas and save time by automating the review process. You can review, compare, and merge documents, simply by using e-mail. You can evaluate each other’s work before submitting final drafts, or work collaboratively on a group project in which all team members write one section of a paper. When you send a document for review by using the Send for Review option, the document is attached automatically to an outgoing e-mail message. Part of Send for Review is the Review Request Form, which sends your document as an attachment, and includes a follow-up flag and message text that requests a review of the attached document. The Track Changes reviewing tool is activated automatically so that the reviewer can begin the review process with all the necessary tools in place. This automated online process prevents your reviewers from printing multiple copies of the documents, writing in the margins, and then returning a pile of papers for you to sort through. Now that the research paper is in the final stages of development, you will want to begin the peer editing process by sending your research papers for review by other students. You can send the document by using Outlook.


Word 2002

To send a document for review 1. Open Great Lakes Shipwrecks.doc, if it is not already open. 2. On the File menu, point to Send To, and then click Mail Recipient (for Review). The Review Request e-mail message appears with the document attached.

3. In the To field, type the e-mail addresses of two student reviewers. 4. Accept the default text for the Subject line, and place your cursor in the Message body box, after “Please review the attached document.” Type any additional text you want in the body of the message, and then click Send.

Using the Track Changes feature You can use Track Changes when grading essays so that students can see the areas of their work that need improvement.

Office XP simplifies the review process further with the improved Track Changes feature. Revisions and comments can be viewed on the right side of your screen in an easy-to-read format. Because the edits are located only in the right margin, they do not obscure any document text or affect document layout during the review process. Word 2002 provides a simple yet comprehensive view of all changes so that you can review and accept or reject any changes efficiently. When you receive the Great Lakes Shipwreck research paper in e-mail from a group member, you can begin the review process immediately upon opening the attachment. The Track Changes tool is activated, and reviewers can add comments and edit as they read through the text. After they have finished the review, the reviewers can return the research paper by clicking the Reply with Changes button. If your are using Outlook, this action automatically attaches and returns the document to the student who sent it.


Word 2002

Viewing changes

As you are reviewing your document, you can switch from Normal View to Print Layout View to see the changes from another perspective.

When the document is returned after review, Office XP automatically prompts you to merge all the changes back into a master document. You can then choose to view changes only by certain reviewers or view changes by all reviewers at once. For example, if you are evaluating a student research project that is in progress, you may want to view changes made by the student research team before you view changes made by other students working on the project. Viewing changes selectively is an effective way to organize and prioritize information. In addition, as you accept or reject changes, you can do so one at a time or you can accept or reject all the changes at once. When you are ready to evaluate their peer reviews, make sure you understand the different options for reviewing the document. For example, you can view the original document that was sent for review, or just review what the final document might look like if they chose to accept all the current revisions.


Word 2002

To view changes and comments 1. Open the reviewed document in Outlook. 2. You are prompted to compare and merge with the original document. Click Yes. 3. Review the changes and comments. You can accept and reject changes, and delete comments as needed. To do so, use the Reviewing toolbar buttons, such as Accept Change and Reject Change/Delete Comment. 4. To identify this version of your research paper, save it with a new name, such as Great Lakes Shipwrecks_Review1.

Comparing and merging documents

You can access the Compare and Merge tool by selecting Compare and Merge documents from the Tools menu.

With Word 2002, you can customize the review process in the way that works best for you and your group. By using the Compare and Merge tool, you can choose to merge changes into the original document, merge changes into your current open document, or merge changes into a new document. There are additional customization options for the Compare and Merge tool, such as the legal blackline option. Legal blackline is a compare-only option which shows only the areas of the document that have changed. This option always produces a new, third document. You can also use the Show option to further customize the review process. This enables you to select whose changes you want to view, or choose to layer all reviewers’ changes on top of one another, much like laying transparencies over one another to see a combined image. For more information, refer to Word Help.


Word 2002

Sharing Your Work Office XP provides new options for sharing your work on the Web. Regardless of the Office XP application that you are working in, you can share your work quickly and efficiently by publishing it to the Web. You can publish administrative documents for colleagues to view, publish student research papers to the school’s Web site for parents, and more. With Office XP, you can save to the Web from any application. If your school has a Web site, you can easily post Microsoft PowerPoint® presentations or Microsoft Excel charts.

Saving to MSN Communities Publishing your document to a Microsoft MSN® Community Web site for your school is another option for Web publishing. You can create your own MSN Community, join other Communities, and even create a list of your favorite Communities. With MSN Communities, documents are saved directly to a file on the Internet—called a file cabinet—which can be made private or public, depending on the security levels that you need. When you save your document to a file cabinet, you can save it as a standard Word document, or save it as a Web page so that it is converted to HTML. Because MSN Communities uses Microsoft Passport as the authentication mechanism, you can log on to a Passport account and publish your document immediately. Passport is a service that provides security and convenience when using online services by enabling a single user name and password for many Web sites. You can set up a Passport account directly from Word Help or the MSN Web site. Or, you can visit the Passport Web site at http://www.passport.com/. After you have finalized the Great Lakes Shipwrecks research paper, your are ready to share it with other students. You can present the paper and also publish it to a Web site to share with other students and parents. Suppose you have set up an MSN Community for your team or class, and are now ready to publish the research paper.


Word 2002

To save your document to MSN 1. With Great Lakes Shipwrecks.doc open, on the File menu, click Save as Web Page. The Save As dialog box appears. 2. In the Save in text box, click to select My Network Places from the dropdown list. 3. Double-click My Web Sites on MSN. 4. In the Sign In with Microsoft Passport dialog box, type your user name and password for your Passport account, and then click OK. 5. Select MSN Communities. 6. Double-click the Community to which you want to save your document. 7. Click to select the folder that you want, and then click Save.


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