MS PowerPoint – Adding Header & Footer

  PowerPoint offers the ability to add header and footers to the slides. While having footers in presentations is logical, header may not be quite evident at first. Typically, the slide title would be the header in the main slide, however when it comes to printing out handouts a separate header would be quite useful.

Here are the steps to add header and footer information to slides

Step 1 − In the Insert ribbon, click on the Header & Footer menu item.

Microsoft PowerPoint 2010
MS PowerPoint – Adding Header & Footer

Step 2 − The Header and Footer dialog has two tabs — the Slide tab and the Notes and Handouts tab.

Step 3 − You can add details to the slide footer from the Slide tab.

Microsoft PowerPoint 2010
MS PowerPoint – Adding Header & Footer

 

S.No Slide Footer Options & Description
1

Date and time

  • Add date and time to the footer

  • Specify the format of the date and time entered

  • Set up the footer to update automatically or use a fixed number
2

Slide Number

Insert Slide number in the footer
3

Footer

Add designated text to the footer – a good example of this is the confidentiality clause or copyright clause
4

Don’t show on title slide

Decide on whether the footer information should be displayed on the title slide or not

Step 4 − You can add the details to the handouts from the Notes and Handouts tab.

Microsoft PowerPoint 2010
MS PowerPoint – Adding Header & Footer

 

S.No Notes and Handouts Options & Description
1

Date and time

  • Add date and time to the footer

  • Specify the format of the date and time entered

  • Set up the footer to update automatically or use a fixed number
2

Header

Add the header information for every page on the handout
3

Page Number

Insert page number in the footer
4

Footer

Add designated text to the footer – a good example of this is the confidentiality clause or copyright clause

When you check any of the header and footer checkboxes in either tabs, you can see the location where the detail is inserted in the preview section.

Microsoft PowerPoint 2010
MS PowerPoint – Adding Header & Footer

 

Microsoft PowerPoint 2010
MS PowerPoint – Adding Header & Footer

M S PowerPoint – Running Slide Show

  Most PowerPoint presentations are created to be run as a slideshow. Given all the advanced features available in PowerPoint 2010, it is no surprise that there are many features related to running the slideshow that have been included in this program too. Most of these features are really to help you create a good slideshow without having to go through the entire presentation over and over again after every minor change. Features related to running the slideshow are grouped under the Slideshow ribbon.

Microsoft PowerPoint 2010
Microsoft PowerPoint 2010
Section Menu Item Description
Start Slideshow From Beginning Starts slideshow from beginning
From Current Slide Starts slideshow from the current slide
Broadcast Slideshow Allows users to broadcast the slideshows using Microsoft’s PowerPoint Broadcast Service
Custom Slideshow Builds a custom slideshow by picking the slides you want to run
Set Up Set Up Slideshow Helps set up the slideshow including browser/ full screen display, show options with or without narration/ animation, pen and laser color during the slideshow and the slides to be presented during the show
Hide Slide Helps mark/ unmark the slide as hidden, so it is skipped or shown during the slideshow respectively
Rehearse Timing Allows users to rehearse the timing on each slide and the entire slideshow
Record Slideshow Records the slideshow including narration and animation
Slideshow Checkboxes Helps set or avoid the use of narrative audio and rehearsed timings during the show. Display media controls in the slideshow view
Monitors Resolution Defines resolution in slideshow view
Show Presentation on Picks the monitor to display the presentation one – in case of multiple monitors
Use Presenter View Run presentation in Presenter view rather than just slideshow view

MS PowerPoint Keyboard Shortcuts

  Like the other windows based programs, PowerPoint 2010 also offers a wide range of keyboard shortcuts. For the current PowerPoint users, there is a major change in the way these shortcuts are being mapped in the 2010 release compared to some of the older ones. With a whole new range of features being added to PowerPoint, it is evident why there are so many changes to the keyboard shortcuts. We will understand how to read and figure out the shortcuts with ease.

Step 1 − The first step to access the keyboard shortcuts is to press the Alt key on your keyboard. This will display the first level of shortcuts indicated by alphabets or numbers as shown. For example, the shortcut to access the Home ribbon is ‘H’ and for saving the presentation, the shortcut is ‘1’.

Microsoft PowerPoint 2010
Microsoft PowerPoint 2010

Step 2 − Once you select the first level of shortcut, the second level of shortcuts for respective commands are shown. Notice that some of these shortcuts are disabled or displayed in a lighter shade than others. This is because the disabled shortcuts cannot be used in the current state.

Microsoft PowerPoint 2010
Microsoft PowerPoint 2010

For example, all the font related commands are disabled as no text has been selected. If you execute the same steps after selecting a portion of text, these shortcuts will be enabled too.

Microsoft PowerPoint 2010
MS PowerPoint Keyboard Shortcuts 

In some cases, there are two alphabets associated with a single shortcut; in such cases, you need to key in both of them immediately after another to get the desired effect.

Translate Worksheet in MS Excel

You can translate the text written in a different language, such as phrases or paragraphs, individual words (by using the Mini Translator), or translate your whole file with MS Excel 2010

Translate Worksheet.

Translation is available in the review tab of the ribbon in MS Excel 2010. You can quickly translate cell into different language with this option.

Performing Translation Step By Step

  • Select the content, which you want to translate to a different language.

  • Choose review tab » translation.

  • It will open the pane from which you can select the language to which you need to translate.

  • You need to have an internet connection for performing translation. It will translate using the Microsoft Translator.

  • Click on Insert to apply translation changes.

use Translation
use Translation

Workbook Security in MS Excel

Workbook Security

We can apply security to the workbook by the concept of protection available in the Review Tab of ribbon. MS Excel’s protection-related features fall into three categories.

  • Worksheet protection − Protecting a worksheet from being modified, or restricting the modifications to certain users.

  • Workbook protection − Protecting a workbook from having sheets inserted or deleted, and also requiring the use of password to open the workbook.


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Protect Worksheet

You may want to protect a worksheet for a variety of reasons. One reason is to prevent yourself or others from accidentally deleting the formulas or other critical data. A common scenario is to protect a worksheet, so that the data can be changed, but the formulas can’t be changed.

To protect a worksheet, choose Review » Changes group » Protect Sheet. Excel displays the Protect Sheet dialog box. Note that providing a password is optional. If you enter a password, that password will be required to unprotect the worksheet. You can select various options in which the sheet should be protected. Suppose we checked Format Cells option then Excel will not allow to format cells.

Protect sheet
Protect sheet

When somebody tries to format the cells, he or she will get the error as shown in the screenshot below.

Protected sheet Error
Protected sheet Error

To unprotect a protected sheet, choose Review » Changes group » Unprotect Sheet. If the sheet was protected with a password, you’re prompted to enter that password.

Protecting a Workbook

Excel provides three ways to protect a workbook.

  • Requires a password to open the workbook.

  • Prevents the users from adding sheets, deleting sheets, hiding sheets, and unhiding sheets.

  • Prevents users from changing the size or position of windows.

Requiring a Password to Open a Workbook

Excel lets you save a workbook with a password. After doing so, whoever tries to open the workbook, must enter the password. To add a password to a workbook, follow these steps.

  • Choose File » Info » Protect Workbook » Encrypt With Password. Excel displays the Encrypt Document dialog box.

  • Type a password and click OK.

  • Type the password again and click OK.

  • Save the workbook.

Encrypt with Password
Encrypt with Password

To remove a password from a workbook, repeat the same procedure. In Step 2, however, delete the existing password symbols.

Protecting Workbook’s Structure and Windows

To prevent others (or yourself) from performing certain actions in a workbook, you can protect the workbook’s structure and windows. When a workbook’s structure and windows are protected, the user may not Add a sheet, Delete a sheet, Hide a sheet, unhide a sheet, etc., and may not be allowed to change the size or position of a workbook’s windows respectively.

To protect a worksheet’s structure and windows, follow the below mentioned steps.

  • Choose Review » Changes group » Protect Workbook to display the Protect Workbook dialog box.

  • In the Protect Workbook dialog box, select the Structure check box and Windows check box.

  • (Optional) Enter a password.

  • Click OK.

Protect Workbook
Protect Workbook

Data Tables in MS Excel

In Excel, a Data Table is a way to see different results by altering an input cell in your formula. Data tables are available in Data Tab » What-If analysis dropdown » Data table in MS Excel.

Protect Workbook
Protect Workbook

Data Table with Example

Now, let us see data table concept with an example. Suppose you have the Price and quantity of many values. Also, you have the discount for that as third variable for calculating the Net Price. You can keep the Net Price value in the organized table format with the help of the data table. Your Price runs horizontally to the right while quantity runs vertically down. We are using a formula to calculate the Net Price as Price multiplied by Quantity minus total discount (Quantity * Discount for each quantity).

Data table Example
Data table Example

Now, for creation of data table select the range of data table. Choose Data Tab » What-If analysis dropdown » Data table. It will give you dialogue asking for Input row and Input Column. Give the Input row as Price cell (In this case cell B3) and Input column as quantity cell (In this case cell B4). Please see the below screen-shot.

Data table Example
Data table Example

Clicking OK will generate data table as shown in the below screen-shot. It will generate the table formula. You can change the price horizontally or quantity vertically to see the change in the Net Price.

Data table Example
Data table Example

Pivot Tables in MS Excel

A pivot table is essentially a dynamic summary report generated from a database. The database can reside in a worksheet (in the form of a table) or in an external data file. A pivot table can help transform endless rows and columns of numbers into a meaningful presentation of the data. Pivot tables are very powerful tool for summarized analysis of the data.

Pivot Tables

Pivot tables are available under Insert tab » PivotTable dropdown » PivotTable.

Pivot Table Example

Now, let us see Pivot table with the help of example. Suppose you have huge data of voters and you want to see the summarized data of voter Information per party, then you can use the Pivot table for it. Choose Insert tab » Pivot Table to insert pivot table. MS Excel selects the data of the table. You can select the pivot table location as existing sheet or new sheet.

Pivot Table
Pivot Table

This will generate the Pivot table pane as shown below. You have various options available in the Pivot table pane. You can select fields for the generated pivot table.

Pivot Table Structure
Pivot Table Structure

  • Column labels − A field that has a column orientation in the pivot table. Each item in the field occupies a column.

  • Report Filter − You can set the filter for the report as year, then data gets filtered as per the year.

  • Row labels − A field that has a row orientation in the pivot table. Each item in the field occupies a row.

  • Values area − The cells in a pivot table that contain the summary data. Excel offers several ways to summarize the data (sum, average, count, and so on).

After giving input fields to the pivot table, it generates the pivot table with the data as shown below.

Pivot Table Example Data
Pivot Table Example Data

Simple Charts in MS Excel

A chart is a visual representation of numeric values. Charts (also known as graphs) have been an integral part of spreadsheets. Charts generated by early spreadsheet products were quite crude, but thy have improved significantly over the years. Excel provides you with the tools to create a wide variety of highly customizable charts. Displaying data in a well-conceived chart can make your numbers more understandable. Because a chart presents a picture, charts are particularly useful for summarizing a series of numbers and their interrelationships.


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Types of Charts

There are various chart types available in MS Excel as shown in the below screen-shot.

Charts
Charts

  • Column − Column chart shows data changes over a period of time or illustrates comparisons among items.

  • Bar − A bar chart illustrates comparisons among individual items.

  • Pie − A pie chart shows the size of items that make up a data series, proportional to the sum of the items. It always shows only one data series and is useful when you want to emphasize a significant element in the data.

  • Line − A line chart shows trends in data at equal intervals.

  • Area − An area chart emphasizes the magnitude of change over time.

  • X Y Scatter − An xy (scatter) chart shows the relationships among the numeric values in several data series, or plots two groups of numbers as one series of xy coordinates.

  • Stock − This chart type is most often used for stock price data, but can also be used for scientific data (for example, to indicate temperature changes).

  • Surface − A surface chart is useful when you want to find the optimum combinations between two sets of data. As in a topographic map, colors and patterns indicate areas that are in the same range of values.

  • Doughnut − Like a pie chart, a doughnut chart shows the relationship of parts to a whole; however, it can contain more than one data series.

  • Bubble − Data that is arranged in columns on a worksheet, so that x values are listed in the first column and corresponding y values and bubble size values are listed in adjacent columns, can be plotted in a bubble chart.

  • Radar − A radar chart compares the aggregate values of a number of data series.

Creating Chart

To create charts for the data by below mentioned steps.

  • Select the data for which you want to create the chart.

  • Choose Insert Tab » Select the chart or click on the Chart groupto see various chart types.

  • Select the chart of your choice and click OK to generate the chart.

inserted Chart
inserted Chart

Editing Chart

You can edit the chart at any time after you have created it.

  • You can select the different data for chart input with Right click on chart » Select data. Selecting new data will generate the chart as per the new data, as shown in the below screen-shot.

Select different data
Select different data

  • You can change the X axis of the chart by giving different inputs to X-axis of chart.

  • You can change the Y axis of chart by giving different inputs to Y-axis of chart.

Pivot Charts MS Excel

A pivot chart is a graphical representation of a data summary, displayed in a pivot table. A pivot chart is always based on a pivot table. Although Excel lets you create a pivot table and a pivot chart at the same time, you can’t create a pivot chart without a pivot table. All Excel charting features are available in a pivot chart.

Pivot Charts

Pivot charts are available under Insert tab » PivotTable dropdown » PivotChart.

Pivot Chart Example

Now, let us see Pivot table with the help of an example. Suppose you have huge data of voters and you want to see the summarized view of the data of voter Information per party in the form of charts, then you can use the Pivot chart for it. Choose Insert tab » Pivot Chart to insert the pivot table.

Pivot Chart Structure
Pivot Chart Structure

MS Excel selects the data of the table. You can select the pivot chart location as an existing sheet or a new sheet. Pivot chart depends on automatically created pivot table by the MS Excel. You can generate the pivot chart in the below screen-shot.

Pivot Chart Data
Pivot Chart Data

Keyboard Shortcuts in MS Excel

Keyboard Shortcuts in MS Excel
Keyboard Shortcuts in MS Excel

MS Excel Keyboard Short-cuts

MS Excel offers many keyboard short-cuts. If you are familiar with windows operating system, you should be aware of most of them. Below is the list of all the major shortcut keys in Microsoft Excel.

  • Ctrl + A − Selects all contents of the worksheet.
  • Ctrl + B − Bold highlighted selection.
  • Ctrl + I − Italicizes the highlighted selection.
  • Ctrl + K − Inserts link.
  • Ctrl + U − Underlines the highlighted selection.
  • Ctrl + 1 − Changes the format of selected cells.
  • Ctrl + 5 − Strikethrough the highlighted selection.
  • Ctrl + P − Brings up the print dialog box to begin printing.
  • Ctrl + Z − Undo last action.
  • Ctrl + F3 − Opens Excel Name Manager.
  • Ctrl + F9 − Minimizes the current window.
  • Ctrl + F10 − Maximize currently selected window.
  • Ctrl + F6 − Switches between open workbooks or windows.
  • Ctrl + Page up − Moves between Excel work sheets in the same Excel document.
  • Ctrl + Page down − Moves between Excel work sheets in the same Excel document.
  • Ctrl + Tab − Moves between Two or more open Excel files.
  • Alt + = − Creates a formula to sum all of the above cells
  • Ctrl + ‘ − Inserts the value of the above cell into cell currently selected.
  • Ctrl + Shift + ! − Formats the number in comma format.
  • Ctrl + Shift + $ − Formats the number in currency format.
  • Ctrl + Shift + # − Formats the number in date format.
  • Ctrl + Shift + % − Formats the number in percentage format.
  • Ctrl + Shift + ^ − Formats the number in scientific format.
  • Ctrl + Shift + @ − Formats the number in time format.
  • Ctrl + Arrow key − Moves to the next section of text.
  • Ctrl + Space − Selects the entire column.
  • Shift + Space − Selects the entire row.
  • Ctrl + – − Deletes the selected column or row.
  • Ctrl + Shift + = − Inserts a new column or row.
  • Ctrl + Home − Moves to cell A1.
  • Ctrl + ~ − Switches between showing Excel formulas or their values in cells.
  • F2 − Edits the selected cell.
  • F3 − After a name has been created F3 will paste names.
  • F4 − Repeat last action. For example, if you changed the color of text in another cell pressing F4 will change the text in cell to the same color.
  • F5 − Goes to a specific cell. For example, C6.
  • F7 − Spell checks the selected text or document.
  • F11 − Creates chart from the selected data.
  • Ctrl + Shift + ; − Enters the current time.
  • Ctrl + ; − Enters the current date.
  • Alt + Shift + F1 − Inserts New Worksheet.
  • Alt + Enter − While typing text in a cell pressing Alt + Enter will move to the next line allowing for multiple lines of text in one cell.
  • Shift + F3 − Opens the Excel formula window.
  • Shift + F5 − Brings up the search box.