Text Filters Number Filters Date Filters

If you choose one of the options on the Filter List with the ellipsis (…), you will see a Custom Auto Filter
window such as this. From here we can set up to two filters.

Be careful with the AND/OR relationships. If you ask Excel to show the rows where the City equals Jacksonville
AND the City equals Gainesville, you will get no results, because one cell cannot equal both values. But if you
ask for the same using the OR, Excel will show all the records for both cities.

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Or's tend to work for exact matches (Equals This OR Equals That), whereas AND's tend to work for ranges
(Greater than This AND Less than That).
You can use the "Wildcards"? and * to help you with your filter. ? is used for one character, * for multiple.
Equals Jacks* ‐> Jacksonville, Jacksonville Beach, Jackson Heights

Some of the filter choices may work just as well. I could say Contains 'Jacks' or Begins with 'Jacks'.

SUBTOTAL Worksheet Function

We can do common mathematical functions with our filtered lists using the SUBTOTAL worksheet function.
The syntax is for this function is "SUBTOTAL (function_num,ref1,ref2,...)".

Function_Num Function Function_Num Function

1 AVERAGE 7 STDE
V
2 COUNT 8 STDE
VP
3 COUNTA 9 SUM
4 MAX 10 VAR
5 MIN 11 VAR
P
6 PRODUCT
Function_num is the number 1 to 11 that specifies which 'function' to use in calculating subtotals within a list
(see below). The ref1, ref2… are the ranges of data that should be used in the equation, there can be up to
29 different ranges used in this function.

Function numbers 1 through 11 will include manually‐hidden rows, ones you have hidden yourself. Function
numbers 101‐111 will exclude your hidden rows from the function. Filtered‐ out rows are always excluded.

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Page 107 of 150
Using the IF Function

The If function allows users to make logical comparisons between values, returning a value of either True, or
False. Based on the result of the logical comparison, the if function can carry out a specific operation, based
on a true or false value.

The syntax for an if function is: =IF(logical_test, value_if_ture, value_if_false)

Logical test: any value or expression that can return a TRUE or FALSE
Value_if_true: The value to be returned, or operation to be performed, if the condition is TRUE. This can be
text (must be in double quotes “text”), a number, or a function.
Value_if_false: The value to be returned, or operation to be performed, if the condition is FALSE.

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 Excel Comparison Operators

Comparison Operator

• = (equal sign)

• > (greater than sign)

• < (less than sign)

• >= (greater than or equal to sign)

• <= (less than or equal to sign)

• <> (not equal to sign)

Steps for an If Statement:

1. Place cursor in the cell that will contain the If Statement.

2. Navigate to the Formulas tab, and click on the Insert Function icon.
3. Within the Insert Function window, search for If
in the search textbox and hit the Go Button.
4. Select the if function from the select a function
box. Select it by either double clicking on it or
by selecting
it and clicking the OK button.

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5. In the Functions Argument window, we are able to see each argument of the if function. For the
logical test, we want to select the Cell that we are comparing.

6. Value_if_true. What do we want to happen if our argument is True ?

a. This can be as simple as a number, text (must be in quotes “”, an arithmetic function,
or even another function entirely.
7. Value_if_false. What do we want to happen if our argument is False?
a. This can be as simple as a number, text (must be in quotes “”, an arithmetic function,
or even another function entirely.
8. When we have all of our arguments filled out, click on the OK button and our function is now
complete.

9. To copy this function to the remaining cells, click back on the cell that contains the original
function. Move your mouse into the lower right corner until your mouse turns into a dark plus
sign.

10. Click and hold with your mouse as you drag to the bottom of the rest of the data. The function
has now been copied to all of the other cells.

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Best practices with if statements

Generally, it is not good practice to put static values (values that may need to change from time to time)
directly into functions in Excel. The main reason for this is because if a change ever has to be made, the values
can be hard to find and change. It is best to put these values into their own individual cell, and then reference
the cell containing the value in the function. This way, any time the values has to change, the referenced cell’s
value is changed and all functions related to that function are now updated immediately. There isn’t a need
to search for each function to update them.

Display a formula with color coded cell references

When troubleshooting a function while in Excel, hit the F2 key. This will display all arguments in a function as
color coded cell references and cells.

Cell References

When creating functions in Excel, users must know that there are two different cell reference types,
Relative and Absolute.

Relative cell reference

It is important to understand how Excel identifies cells in formulas. By default, all cell references are relative
references, which means the function is related to the cells around it. As a function is copied across multiple
cells, it is updated based on the relative position of rows and columns.

The way Excel reads a function is by looking at the relationship of the cell references in relation to the cell
containing the function. For example, in the
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function contained in cell C3 to the right, Excel reads
this as “take the number located two cells to
the left and add that to the number in the cell

located one column to the left”. Therefore, when this function (which appears as =A2+B2) is copied to the cell
below, it performs the calculation using the same pattern, “take the number located two cells to the left and
add that to the number in the cell located one column to the left”, but updates the formula to reflect the
appropriate cell addresses. This is called a Relative Reference and is the feature that enables users to copy
the same function to a different location within a worksheet.

Absolute cell reference

An absolute reference is a reference to a particular cell, or range of cells, that never updates as the function
is copied to a new location. Absolute references can be made to an individual cell, or to keep a row or a column
constant as the function is copied to a new location.

To make a cell reference absolute so that it will not adjust when a formula is copied, insert a dollar sign ($) in
the appropriate position. By navigating into the formula in the Formula bar, users can cycle through the
absolute reference options by hitting the F4 key on the keyboard. The first time the F4 key is pressed, a user
will create an absolute reference to the cell reference in the function, the second time the reference will be to
the row only, and the third time the reference will be to a particular column.

Press the F4 key one time

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Two times

Three times

Example 1: $B$12 Both the Row and the Column are held Constant

Example 2: B$12 The Row is held constant; the Column will update as the function is copied.

Example3: $B12 The Column is constant; the Row will update as the function is copied.

Using OR & AND Functions

The And & Or functions are great functions to use within an if function because they will return a value of
either True or False, which is what the first portion of an if statement needs in order to complete the function.

The And and Or functions will allow for multiple logical expressions to be created within the argument of the
function. Each logical expression must be separated by a comma.

And Function

The And function is used to check multiple logical expressions and will return a True value if every one of the
logical expressions is true.

The syntax is; =AND(logical1,[logical2],…) OR Function

The OR function is used to check multiple logical expressions and will return a True value as long as one of
the logical expressions is true.

The syntax is; =OR(logical1,[logical2],…)

Nesting an AND or OR function into an If function

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The easiest to incorporate an AND or OR function into an if function is to first start with the And or Or Function
and then incorporate the function into the logical_test argument of an IF function.

Steps to create a nested AND or OR function within an IF function;

1. Navigating to the cell to contain the IF function and type in an equal sign, followed by AND. Select the
AND function by double clicking on it, or using the arrow keys to select the function and then hit the tab key.
2. When the AND function is complete, finish the function by entering in a closed bracket ).

3. Now, use the mouse and place the cursor between the equal sign and the A in the front of the AND
function.

Users may also use the formula bar to do this, as it may be easier to access the first portion of the function in
the formula bar.

With the cursor between the equal sign and the A, start typing if. Excel will populate a list of functions under
the cell. Either double click on the If function, or use the arrow keys to highlight IF and then hit the tab key.

Excel will now display the arguments for the IF function underneath the cell, or the formula bar, depending
on where the user is working. The argument that will be bolded will be the logical_test, which has already
been completed

with the AND function. To enter in to the second portion, value_if_true, of the expression, move the cursor
to the far right of the AND function, after the closed bracket and type in a comma.
Enter in what is to be done if the AND function is true, then type a comma to get to the last portion of the IF function,
the value_if_false.

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When all arguments have been fulfilled, hit the type in a closed bracket to complete the
Note: Users may hit the Enter key to complete the function, which may result in the following error;

This error is just notifying the user that the last closed bracket

is missing. By accepting this error, Excel will insert the closed bracket to complete the function.

Nested IF Statement

Sometimes there is more than one condition that needs to be tested in order to return a value. To test multiple
conditions, users can use a nested IF function. A nested IF statement is and easy way to test for multiple
conditions. Typically, the first condition will be tested and an answer will be provided if the condition is True.
If the condition is false, a new IF statement will be used to test in the value_if_false portion of the first if
statement.

The syntax would look similar to this;

=IF(logical_test,value_if_true,IF(logical_test,value_if_true,value_if_false)) Note: Excel can nest up to 64 if

statements.

Tip: When comparing values within a scale, make sure the values are sorted in either increasing or decreasing
order to help make the nested if statement easier to assemble. If the scale is in Increasing order, the less than
< sign will be used in the arguments and if the scale is in decreasing order, the greater than > sign will be used
in the arguments.

Steps for a Nested IT statement.

1. Position the cursor in the cell that will contain the formula. Type in an equal sign, followed by if. When if
populates under the cell, either double click on if to select it,
or use the arrow keys to highlight it and then hit the tab key to select the IF function.

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2. Enter in the first logical test within the If function, then hit the comma key to get to the value_if_true.

3. In the value_if_true portion of the argument, enter in what is to be done if the first logical test is true, and
then hit the comma key to get to the value_if_false.

4. In the value_if_false, a new if statement will have to be started since we are comparing multiple logical
tests. To start a new if statement, start typing IF within the value_if_false portion, the exact same way we
would start a brand new IF function, but without the equal sign.
Excel will populate the if function underneath the cell that is being typed in. Select the if function, just as if
this was a brand new if statement that was being started, by double clicking on the If, or by highlighting it and
then hitting the tab key.

When this is done, users will notice that the argument below the cell changed from being in the
value_if_false portion of the first IF function to now being the logical_test of the second if statement.

Tip: Treat this new IF function as its own, free standing if function by entering in all arguments within the IF
function.

In the second IF functions logical_test, enter in the second comparison and then hit the comma key to get
into the value_if_true.

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 In the value_if_true portion of the argument, enter in what is to be done if the first logical test is true, and
then hit the comma key to get to the value_if_false.

In this example, we are only comparing two values, so in the value_if_false portion, enter in what is to be
performed if neither of the logical_tests are met.

Note: If more logical tests were being compared, another IF function would be entered into the
value_if_false portion, following the same steps that were taken in step 4.ss

After the value_if_false portion is completed, complete the second IF function by typing in a closed bracket
).
notice that the IF function argument below the cell will now display the value_if_false argument of the first
IF function. Since the second IF statement has completed the value_if_false portion of the first IF function
the nested if is now complete.

To complete the nested IF function, either type in another closed bracket ), or hit the Enter key.

Note: Users may also hit the Enter key after completing the second IF function. If this is done, Excel will
populate a window indicating that there is a typo in the formula, meaning there aren’t any closed brackets to
complete the function. To have Excel enter in the closed brackets, hit the Yes button.

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To verify the nested IF was entered in correctly, click on the cell containing the IF function and then hit the F2
key. This will display the function with colored cell references related to the cells on the worksheet.

PIVOT TABLES

Learning Objectives

 PivotTables
 Formatting
 Pivot Tables ‐ Excel 2016 Help File
 Exercises
 Things to Remember

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PivotTables

PivotTables are summary reports. They give you the ability to take a large boring set of repetitive data
and summarize it into a neat table that you can very easily rearrange, filter, format, and even chart.

Here's an example of a repetitive raw data set, three PivotTables, and a PivotChart.

Planning

The most important part of building a PivotTable is planning. You have to remove yourself from the raw
data and think about the final result. There's a learning curve, have patience with yourself and with
Excel and you'll get there.

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The Data

The data has to be repetitive. It looks wrong at first, but the more boring and repetitive your data, the
more you can do with it. In the Large Data 1 class we learn about sorting and filtering in Excel. We don't
need to keep each quarter, each department, each person on a different sheet. If we keep all of the data
in the same place, we can look at each category, one at a time, using the filter, and beautifully because
it is all in the same place, we can look across categories and quickly summarize with a PivotTable.

The data has to be consistent. We don't want to see entries like: 4th Qtr, 4th Quarter, Qtr 4. In the Large
Data 3 (vLookups) class we'll learn about validation rules, and in Large Data 4 (report) we'll see how to
use vLookups to help us cleanup inconsistent data entry.

The definition of a database is a structured collection of related data. Rows of a data

table are records.
When we filter in Excel, the Status Bar tells us how many Records were found.

Columns of a data table are fields. The column titles of your original dataset will appear in the
PivotTable Field List. You'll use these titles to control the structure of the PivotTable. If possible, use
clear, concise, and unique column titles. If you use the same column title more than once, Excel will
add a number after the subsequent titles. Example: Home Address, City, State, Zip, Work Address, City,
State, Zip becomes Home Address, City, State, Zip, Work Address, City(2), State(2), Zip(2).
The Result

By all means, jump in and play with the tools, get comfortable with how to make a PivotTable. But when
it comes down to needing a specific report, you have to "show your work". Think about what it is you
actually want to see.

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"I want to know how many items we ordered." Okay. Do you care what the items were? Do you care
about the data across the year, or do you only want the total? What about the other details? Each versus
boxes? Would you like to compare your orders to another departments?

"I want to know how many patients were admitted last month." Okay. Do you want to see the break
down by time, perhaps by morning and afternoon? By shift? By Department? Or would you like to have
the flexibility to change (filter) the shifts and departments?

The more you think about what you want out of the glorious summary report known as a
PivotTable, the better it will come together for you.

Building
The PivotTable field list shows the column titles of our original dataset, these are our Fields. If you
rename, add, or delete columns in the dataset you will not see the change here until you refresh the
data. The Refresh button is on the Analyze tab of the PivotTable Tools, and can be found on the shortcut
menu if you right‐click inside the table.

Fields in the Filters will appear above the table.

Fields in the Columns will appear at the top of each column of the PivotTable.

Fields in the Rows will appear at the left of each row of the PivotTable.

Fields in the Values will be summarized. By default, text and date fields will be counted, number
fields will be summed.

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Arranging Fields

Adding

Click the check box in front of the field name

a. Text fields will go into the Rows showing each unique value from the dataset

b. Date fields will go into the Rows grouping the values across time

c. Number fields will go into the Value as a sum

2. Drag fieldname from the field list to an area

a. You will have to drag to add a field to the value area multiple times

3. Right‐click on the fieldname in the field list and choose an area

Moving

Drag fieldname from an area to a new area

Right‐click on the fieldname in the field list and choose a new area

Left‐click on a field in an area and choose a new area

Deleting

Drag fieldname out of the area section

Left‐click on a field in the area and choose Remove Field

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Value Field Settings

Fields added to the value section are summarized within the grouping of the row and column headings
set in the PivotTable. Numbers will sum, other values will be counted. To change how the data is
summarized, left‐click on the fieldname in the Values area and choose Value Field Settings.

You can reformat your numbers with the Excel formatting tools, but if you reformat from the Value
Field Settings window you'll format the Table, this means if you change the structure of your table by
adding fields you won't have to reformat any new cells occupied by the table.

Page 7 of this handout discusses the Show Values As options.

It is possible to create other summary options, but it's beyond the scope of this class. If you
would like to explore, look at the Fields, Items, & Sets option on the Analyze tab

Formatting

The PivotTable Design tab has lots of style options to make the PivotTable look good. Change the
Options settings to see how they vary in the style you chose.

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The style options help with the look of the data, but in my opinion the first set of buttons on the Design
tab are way better, as they determine how the data is pulled together within the PivotTable.

Original Subtotals at Bottom, Blank Rows inserted

No Subtotals, no Grand Totals

Report Layout: Outline

Report Layout: Tabular, no Subtotals, Blank Rows inserted

Notice with the Outline and Tabular Report Layouts the Row Labels are no longer grouped, instead you
see a heading for each column and row label.
Create a PivotTable

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If you have limited experience with PivotTables, or are not sure how to get started, a Recommended
PivotTable is a good choice. When you use this feature, Excel determines a meaningful layout by
matching the data with the most suitable areas in the PivotTable. This helps give you a starting point
for additional experimentation. After a recommended PivotTable is created, you can explore different
orientations and rearrange fields to achieve your specific results.

1) Select the PivotTable that looks best to you and press OK. Excel will create a PivotTable on a
new sheet, and display the PivotTable Fields List.

1) Click a cell in the source data or table range.

2) Go to Insert > Tables > PivotTable.

If you're using Excel for Mac 2011 and earlier, the PivotTable button is on the Data tab in the
Analysis group.

3) Excel will display the Create PivotTable dialog with your range or table name selected. In this case,
we're using a table called "tbl_HouseholdExpenses".

In the Choose where you want the PivotTable report to be placed section, select New Worksheet, or
Existing Worksheet. For Existing Worksheet, you'll need to select both the worksheet and the cell
where you want the PivotTable placed.

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1) If you want to include multiple tables or data sources in your PivotTable, click the Add this data to
the Data Model check box.

2) Click OK, and Excel will create a blank PivotTable, and display the PivotTable Fields list. Working
with the PivotTable Fields list

In the Field Name area at the top, select the check box for any field you want to add to your
PivotTable. By default, non‐numeric fields are added to the Row area, date and time fields are added
to the Column area, and numeric fields are added to the Values area. You can also manually drag‐
and‐drop any available item into any of the PivotTable fields, or if you no longer want an item in
your PivotTable, simply drag it out of the Fields list or uncheck it. Being able to rearrange Field items
is one of the PivotTable features that makes it so easy to quickly change its appearance.
PivotTable Values Summarize Values By
By default, PivotTable fields that are placed in the Values area will be displayed as a SUM. If Excel
interprets your data as text, it will be displayed as a COUNT. This is why it's so important to make
sure you don't mix data types for value fields. You can change the default calculation by first clicking
on the arrow to the right of the field name, then select the Value Field Settings option.

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Next, change the calculation in the Summarize Values By section. Note that when you change the
calculation method, Excel will automatically append it in the Custom Name section, like "Sum of
FieldName", but you can change it. If you click the Number Format button, you can change the number
format for the entire field.

Tip: Since the changing the calculation in the Summarize Values By section will change the PivotTable
field name, it's best not to rename your PivotTable fields until you're done setting up your PivotTable.
One trick is to use Find & Replace (Ctrl+H) >Find what > "Sum of", then Replace with > leave blank to
replace everything at once instead of manually retyping.

1) Show Values As

Instead of using a calculation to summarize the data, you can also display it as a percentage of a field.
In the following example, we changed our household expense amounts to display as a % of Grand Total
instead of the sum of the values.

Once you've opened the Value Field Setting dialog, you can make your selections from the Show Values
As tab.

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3) Display a value as both a calculation and percentage.
Simply drag the item into the Values section twice, then set the Summarize Values By and Show Values
As options for each one.

Refreshing PivotTables

If you add new data to your PivotTable data source, any PivotTables that were built on that data source
need to be refreshed.

To refresh just one PivotTable, you can right‐click anywhere in the PivotTable range, then select Refresh.

If you have multiple PivotTables, first select any cell in any PivotTable, then on the Ribbon go to
PivotTable Tools >

Analyze > Data > Click the arrow under the Refresh button and select Refresh All.

Create a PivotChart
1) Click anywhere in the PivotTable to show the PivotTable Tools on the ribbon.
2) Click Analyze > PivotChart.
3) In the Insert Chart dialog box, click the chart type and chart subtype you want.

You can use any chart type except an XY (scatter), bubble, or stock chart.

4) Click OK.

5) In the PivotChart that appears, click any interactive control, and then pick the sort or filtering
options.

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After you create a PivotChart, you can customize it, much like you’d do with any standard charts.

When you select the PivotChart two buttons appear next to the chart so you can quickly add or
change chart elements such as titles or data labels, or change the chart style and colors of your
PivotChart the same way you would in a standard chart.

The PivotChart Tools are shown on the ribbon.

On the Analyze, Design, and Format tabs, you can pick options to work with or customize your
PivotChart.

Change the source data

After you create a PivotTable, you can change the range of its source data. For example, you can
expand the source data to include more rows of data. However, if the source data has been
changed substantially—such as having more or fewer columns, consider creating a new PivotTable.

To change the data source of a PivotTable if it's a range of cells or an Excel table, do the following:

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 Click anywhere in the PivotTable to show the PivotTable Tools
on the ribbon.

In the Table/Range box, enter the range you want to use.

Tip: Leave the dialog box open, and then select the table or range on your worksheet. If the data you
want to include is on a different worksheet, click that worksheet, and then select the table or range.

Delete a PivotTable

When you no longer need a PivotTable, select the entire PivotTable, and press the Delete key to remove
it. If you get a "Cannot change this part of a PivotTable report" message, smake sure the entire
PivotTable is selected. Press Ctrl+A, and press Delete again.
If you're using a device that doesn't have a keyboard, try removing the PivotTable like this:

5) Pick a cell anywhere in the PivotTable to show the PivotTable Tools on the ribbon.

6) Click Analyze > Select, and then pick Entire PivotTable.

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 7) Press Delete.

Tip: If your PivotTable is on a separate sheet that has no other data you want to keep, deleting that
sheet is a fast way to remove the PivotTable.

PAGE SETUP

Customizing the Quick Access Toolbar

Quick Access Toolbar

Customi
ze
Quick
File Menu Acces
(Backstage s
view) Toolb
ar

The upper left hand corner of the Excel Window has a Quick Access Toolbar. This is a very convenient
location to place commonly used buttons. By default, this toolbar has Save, Undo, and Redo. For this
Printing and Setup workshop we would like to add the Print Preview button to the toolbar.

There is a drop down button ( ) at the end of the Quick Access Toolbar that will help you decide which
buttons to display. This drop down list displays several common choices, including our Print Preview and
Print. When you choose a list item, Excel will place the button on the toolbar.

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If you don’t see the option you would like, you can choose More Commands. This will open the Excel
Options window. From the Customize Section, choose the command you would like to see and choose
the Add > > button.

Page Setup

There are several of ways to customize your printouts in Microsoft Excel. Many of these options can be
found on

The Page Layout tab in the ribbon.

All of the page setup options can be found through the Page Setup window. You can view this window
by clicking any of the launch dialog box ("More") buttons in the bottom right of any of the sections
shown here. You can also open the window by clicking on the Page Setup button in the Print Preview.

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Page Tab

The first tab in the Page Setup window allows you to change some general page options.

Orientation

This option lets you set your print out

to Portrait or Landscape. The image
portrays the actual direction of the
paper.

This is also a button on the

Page Layout Tab and in the
Print Settings in the print
preview.

Scaling

This option can be used to change the "zoom" of the printout with the Adjust to: option or force the
number of pages the printout must fit within using the Fit to: option. Like the zoom in the worksheet,
you can adjust this option from 10% to 400%.

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 Scaling is also available on the Page Layout tab in the Scale to Fit section. The Width and Height options
are the same as the Fit to: option allows you to specify how many pages wide or tall you want your
printout to be. The Scale option is the same as to the Adjust to: option, it allows you to change the zoom
percentage of the printout.

The Scaling option in the print preview offers four options.

No Scaling – Scale to 100%

Fit Sheet on One Page – Scale Width of only One Page

Fit All Columns on One Page – Scale Height of only One Page

Fit all rows on One Page – Scale whole printout to fit everything on one page.
Paper size

This option allows you to choose paper sizes such as Letter, and Legal. This option can also be changed
by using the Size button on the Page Setup section of the Print Layout tab, and in the Print Settings in
the print preview.

Print quality

This option allows you to specify the print quality of your worksheet. The higher the resolution (dots
per inch – dpi), the better the quality of your printout. This option can only be changed in the Page
Setup window.

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First page number

By default, a printout starts on page one, but this

option allows you to start on a different number.
You might do this if you have a cover page, or if
you're adding it to another report. This option
can only be changed in the Page Setup window.

Margins Tab

Margins are the distance between your data and the edge of the page. Here on the second tab of the
Page Setup window you can adjust the Top, Bottom, Left, and Right margins to an accuracy of a
hundredth of an inch.

A preset list of Margins can also be found on the Page Setup section of the Page Layout tab and in the
print preview menu. If you choose Custom Margins…, Excel will open the Margins page of the Page
Setup window.

Header is the text that appears at the top These do not have to be the first row or column;
of each printed page, and Footer is the text any column can be chosen as your titles and will be
that appears at the bottom of every page. repeated on each page of the printout. If you click
These do not show in the Normal view of on this button in the Page Layout tab, it will open
the worksheet, but can be seen in the the in the Page Setup window to the Sheet page.
Print Preview and the Page Layout View.

Print Titles

This option allows you to set which Rows As with the Print Area, to set the rows and columns to

to repeat at the top of each page, and repeat, click inside the blank in the Page Setup window

which Columns to repeat on the left of and use your mouse

each page.

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 to select the rows/columns you would like repeated on every page.

Work sheet, but can be seen in the Print Preview and the Page Layout View.

Keep the distance of the Header: and Footer: margins smaller than the Top:

and Bottom : margins to prevent overlapping the data.

Center on page
This option allows you to adjust how the data will be placed within the set margins.

No Centering Centered Horizontally Centered Vertically Horizontally &

Vertically

Header/Footer Tab
The third tab of the Page Setup window is Header/Footer. Remember, Headers appear at the top, and
Footers appear at the bottom of every page.

The Header and Footer drop down lists offer predefined options. The items listed pull the information
such as Author from the Document Properties. These can be modified through the File tab, Info,
Properties. Other information is derived from the Worksheet names, Workbook names, computer date
and time settings, and calculated page numbers. Remember you can set the beginning page number on
the Page tab.

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There are several Header and Footer options at the bottom of the window.

Different Odd and Even Pages – Custom Headers and Footers can be created for odd vs. even
pages.

Different First Page – Custom Headers and Footers can be created for the first page to be
different from the rest of the pages.

Scale with Document – Keeps the same scaling as the worksheet. If we set the scale on the Page
tab to print at 200%, this check box will ensure the header and footer also scale to 200%.

Align with Page Margins – Aligns the Header and Footer with the left and right margins of the
worksheet instead of the page itself.

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Custom Header/Footer

If you choose the options for Odd, Even and First Page, Excel will show new tabs here so you can set
each section to have its own custom header and footer.

Header/Footer Elements (Custom Toolbar)

There are three sections you can enter text. The Left Section aligns its contents on the left side of the
margin, the Center Section aligns its contents in the middle of the margin, and the Right Section aligns
its contents to the right side of the margin. If you would like the Header/ Footer to align with the page
instead of the margin,

1 2 3 4 5 6 7 8 9 10

turn off the Align with Page Margins option on the Page Setup.

1. Font – You can have several different fonts in the same section. You can set the format before or
after you type your text. If you format after, you will need to select the text before you go into the Font
window.

2. Page number – Inserts the text "&[Page]" which represents the current page number.
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3. Total number of pages – Inserts the text "&[Pages]" which represents the total number of printed
pages. If we wanted to see the phrase Page 1 of 6, we would need to type in the "Page" and " of " (don't
forget the

spaces!) So our code would look like ‐ Page &[Page] of &[Pages]

4. Current date – Inserts the text "&[Date]". This is the code to display the day the worksheet is
printed. This button is automatically updated. If you want it to display the day the worksheet was
created, you will need to type the actual date.

5. Current time – Inserts the text "&[Time]". Like the Date button, this will automatically update each
time the file is printed.

6. File path – Inserts the text "&[Path]&[File]". This is the code to show the full file path. Like the Date
and Time buttons, this will automatically update. If you move the file, or Save As into another location
or with another name, this option will automatically change.

7. Filename – Inserts the text "&[File]". This is the code to display the current name of the file.

8. Worksheet name – Inserts the text "&[Tab]". This is the code to display the printed worksheet name.

9. Insert Picture – Inserts a graphic in the header/footer. This is most often used for logos and
watermarks. The image will show in actual size behind the data. Very light images, such as a large
graphic of the word DRAFT or CONFIDENTIAL can be inserted into a header and will appear on every
page in the printout.

10. Format Picture – This button allows you to format the picture you have inserted. If there is no
picture, this button will be disabled (grayed out).

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The Page Layout View (found on the View tab), allows you to view and edit your Header/Footer and still
see the data in your worksheet. From this view you will see the edges of the page and the page numbers
in the status bar.

When you click in the Header/Footer area you will get a Header & Footer Tools – Design tab. From here
you will see many of the options we have available when setting up our Header/Footer in the Page Setup
window.

You may find it useful to create or edit your Header/Footer in this view, where you can see the changes
as you make them. To switch views or work within the sheet, double‐click back in the cells to leave the
Header/Footer design tab.

Sheet Tab

The final tab in the Page Setup window allows us to take things
from the worksheet to add to our printout.

Print area
Page Layout tab. Select the desired
This option allows you to choose the range of cells to print. This option is not available if you enter Page
Setup from the print preview, because you cannot "choose" cells.

The Print area can also be set from the Page Setup group of the range of cells and choose, Set Print
Area.

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To set the print area from the Page Setup window, click inside Print area box and use the mouse to point
to the cells you want. You can move the dialog box by clicking and dragging the blue title bar.

Print Titles

This option allows you to set which Rows to repeat at the top of each page, and which Columns to
repeat on the left of each page. These do not have to be the first row or column; any column can be
chosen as your titles and will be repeated on each page of the printout. If you click on this button in the
Page Layout tab, it will open the in the Page Setup window to the Sheet page.

As with the Print Area, to set the rows and columns to repeat, click inside the blank in the Page Setup
window and use your mouse to select the rows/columns you would like repeated on every page.
Gridlines

This option will print the gridlines around all the cells within the print area. The alternative is to place
"border" around your cells. Gridlines can be turned on and off from the Page Layout tab, in the Sheet
options section.

No Options Set Gridlines

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Black and white

This option will print your data in simple black and white. This does not include shades of gray. Excel
will remove all color formatting from the printout.

No Options Set Black and white

Draft quality

This option is the ideal quick printout. Depending on your printer it may reduce printing time. This
option will not print gridlines or graphics.

Row and column headings

This option will print out the row headings (the row numbers) and the column headings (the column
letters). Row and Column Headings can also be turned on and off from the Page Layout tab, in the Sheet
options section.

No Options Set Row and column headings

Comments

These can be inserted through the Review tab in the Comments section. By default, comments are not
printed, but here on the Sheet tab of the Page Setup window we have three options that will print the
comments: At end of sheet, As displayed on sheet, and the default ‐ (none).
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Cell errors as
This option allows you to choose how you want the errors to print. The default is to print the errors as
you see them on the screen. But you can change this option to leave those cells blank or fill them all in
with N/A or dashes (‐‐‐‐).

Page Order

This option allows you to decide how multiple pages will print out. By default, Excel will print data from
the upper left corner straight down to the end, and then over to the next page full of data and down.
If you want to change the print order, such that Excel reads across and then down, change this option.

Page Breaks

You can tell Excel where to start a new page by choosing Insert Page Break from the Page Setup section
of the Print Layout tab. The page break will be set above and to the left of the selected cell. In Normal
view the page break will appear slightly thicker gridline. In Page Break Preview the page break will
appear as a solid blue line.

Normal View Page Break Preview

Soft Page Breaks

Hard Page Breaks

Soft Page Breaks (natural breaks) Hard Page Breaks (inserted breaks)

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You can remove page breaks that have been inserted. Put yourself in the first cell of that page (below and to
the right of the break) and choose Remove Page Break from the Page Setup section of the Print Layout tab.

The Reset All Page Breaks option will remove all of the inserted page breaks and return the worksheet to the
default soft page breaks (natural breaks).

Page Break Preview

The Page Break Preview can be accessed through the View tab, in the Workbook Views group. As with
the normal view, you cannot see the headers and footers.

The Page Break Preview shows the order of the pages and allows you to manually move the page breaks.
The dashed lines are soft (natural) page breaks. As you change the margins, scale, and orientation of the
page, these page lines will automatically update. In this view only, you can drag a page break (a blue line)
to another location. When you change where a page break is located, it changes for the entire worksheet.
For the whole row and the whole column.

LEARNING OBJECTIVES S

Printing sounds like a simple concept, until that Excel data set just WON'T fit on that printed page! In
this workshop we will work with the print preview; set paper size, page orientation, margins, headers
and footers; learn how to print titles, gridlines, and column headings; work with the views Page Layout
and Page Break Preview; change the document scaling to force the printout into a certain number of

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pages; and use print areas and page breaks to adjust what goes on each page. This basic
workshop assumes some experience with Microsoft Excel.

How to use VLOOKUP in Excel 2016

VLOOKUP is a powerful function in Excel. In this tutorial, I’m going to show you how to use VLOOKUP in
Excel 2016.

Specifically, I’m going to review an example with the steps needed to apply a VLOOKUP. But before we
begin, let’s first review the elements of the VLOOKUP function.

Elements of the VLOOKUP in Excel 2016

The VLOOKUP function in Excel has the following structure:

=VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])

Let’s now explain each element within this function:

1. lookup_value is the value that is present in your first table, which you wish to find in your second
table
2. table_array is the range of cells for your second table
3. col_index_num is the column position in your second table. For example, the value of ‘2’
represents the second column in your table
4. [range_lookup] can assume either a ‘TRUE’ value for an approximate match, or a ‘FALSE’ value
for an exact match

In the next section, we’ll review an example to demonstrate how to use VLOOKUP in Excel 2016.

Example of using the VLOOKUP function

To start, let’s review an example, where you have two tables in Excel:

 The first table contains Client Data with 3 columns: Client First Name, Client Last Name and
Country Code. Let’s call this table the ‘Client’ table
 The second table contains Country Data with 2 columns: Country Code and Country Name. Let’s
call this table the ‘Country’ tables

For each client name, under the first Client table, the goal is to display the Country Name (to be
taken from the second Country table). You can then use the VLOOKUP function to automate this
task.

Here is the Client data that can be copied into Excel (under the range of cells A1 to C26). You’ll need
to rename the first sheet to Client Data:
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 Client First-Name Client Last-Name Country
Code
Elden Stanhope 107

Emile Nation 103

Velda Labriola 105

Vanesa Rakowski 109

Sharron Gorby 120

Cecilia Swearingen 101

Doretha Saffell 106

Mariah Heilman 103

Rana Bigby 107

In Vallecillo 116

Librada Taylor 119

Elane Mayes 103

Alix Haskett 109

Anastacia Goldblatt 115

Melania Whitlock 108

Dario P arker 111

Rochel Witherspoon 106

Lucrecia Tarrance 114

Jermaine Lamprecht 102

Regine Bascom 109

Bryanna Stansberry 107

Naomi Arai 114

Darin Blumstein 108

Greg Ricketts 102

Wilburn Guse 118
This is how the client data would look like in Excel:

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Next, copy the Country data into a second sheet under the range of cells A1 to B21. You’ll need to
rename the second sheet to Country Data:

Country Code Country Name

101 Australia

102 Austria

103 Belgium

104 Belize

105 Canada

106 China

107 Finland

108 France

109 Germany

110 Greece

111 Italy

112 Japan

113 Mexico

114 Morocco

115 Nigeria

116 Peru

117 Russia

118 Sweden

119 United Kingdom

120 Uruguay
And this is how the country data would look like in Excel:

Notice that both of the tables have the column Country Code, which contains common values under
both tables. We will use the values under the Country Code column to connect between the two tables.

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Once you connect the two tables via the Country Code, you’ll be able to achieve the goal of displaying
the Country Name for each client under the Client table.

Steps to apply the VLOOKUP in Excel 2016

Let’s now look at the steps to apply the VLOOKUP function:

(1) First, go to the ‘Client Data’ sheet

(2) Next, double-click on cell D2

(3) Then, type/copy:

=VLOOKUP(C2,'Country Data'!A:B,2,TRUE)

 C2 is your lookup_value. It represents the value that is present in your first Client table, which
you wish to find in your second Country table
 ‘Country Data’!A:B is your table_array. It represents the range of cells for your second Country
table, where you want to find your lookup_value
 The value 2 is your col_index_num. It reflects the column position in your Country table. Here, ‘2’
means the second column under your Country table. The values under this second column (i.e., the
Country Name column) will then be displayed when you apply the VLOOKUP
 TRUE is your [range_lookup] which reflects an approximate match This is how your VLOOKUP

function would look like in Excel:

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(4) Press Enter, and you’ll now see the result of your VLOOKUP function in cell D2. In our case, the
country name associated with the country code of 107 is “Finland”:

(5) Finally, drag-down the VLOOKUP function from cell D2 to cell D26, so that you can display the
Country Name for each client under your first Client table:

Page 149 of 150

Page 150 of 150
 Microsoft Office

PowerPoint 2016 for Windows

Introduction to PowerPoint

Page 1 of 64
Introductions

Microsoft Office PowerPoint 2016 is a presentation software application that aids users in the creation
of professional, high-impact, dynamic presentations. Slides are the building blocks of a PowerPoint
presentation. By using slides, the focus is not only on the speaker, but on the visuals (slides) as well.

Learning Objectives

After viewing this booklet, you will be able to:

1) Become familiar with Power Point Interface

2) Create a new presentation and save it
3) Add slides to a presentation
4) Delete and Rearrange slides
5) Apply a design theme
6) Work with themes and background styles
7) Use the various PowerPoint views
8) Enter and edit text
9) Insert graphics and other objects
10) Play the slideshow
11) Print handouts
Best Practices for Creating Presentations

Slide layout, font, color scheme, and content are the main components to developing a great
presentation. Follow the guidelines below to create a good presentation:

1. Identify the critical information that needs to be presented and include it in your
presentation.
2. Use no more than six bullet points per slide.
3. Keep bullet points short and to the point. Incomplete sentences are okay.

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 4. Minimize the number of font types used in your presentation.
5. Keep font sizes consistent.
6. Do not make all of the text uppercase.
7. For contrast, use a light-colored font on a dark background and vice versa.
8. Use bold formatting to make appropriate words stand out.
9. Minimize the use of italics. They are more difficult to read.
10. Do not vary the look of one slide greatly from the next. Consistency is key.
11. Identify text that can be represented pictorially and use appropriate graphics in its place.
12. Remove unnecessary graphics that are not relevant to the information presented.
13. Use consistent colors and font size on each slide.
14. Do not use unusually bright colors.
15. Do not clutter the slides with too many graphics.
16. Use graphics and transitions sparingly.
The Microsoft PowerPoint 2016 Interface

There are a number of prominent changes to the look and functionality of Microsoft PowerPoint 2016.

Let us have a look at its latest interface.

Figure 1 - The Interface

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 1. Quick Access Toolbar - Allows you to keep shortcuts to your favorite and frequently used tools.
2. Ribbon Display Options - You can collapse, auto hide, or show the whole ribbon.
3. File Tab (Backstage View) - The backstage view is where you manage your files and the
information/properties about them (e.g. open, save, print, protect document, etc.).
4. Ribbon - Tabbed interface, where you can access the tools for formatting your presentation.
The Home tab will be used more frequently than the others.
5. Tell Me - Look up PowerPoint tools, get help, or search the web.
6. Collapse the Ribbon- This button will collapse the ribbon. Click on the pinned icon to re-open
the ribbon.
7. Mini Toolbar - Select or right-click text or objects to get a mini formatting toolbar.
8. Slides Tab - Use this to navigate through your slides within your presentation.
9. Slide - This is where you type, edit, insert content into your selected slide.
10. Status Bar - View which slide you are currently on, how many slides there are, speaker notes or
comments in your presentation, change your views, or change your zoom level.
The Ribbon

The ribbon is a panel that contains functional groupings of buttons and drop-down lists organized by
tabs (see Figure 2). The ribbon is designed to help you quickly find the commands that you need to
complete a task.

Figure 2 - The Ribbon

The ribbon is made up of a set of tabs that pertain to the different functionalities of PowerPoint, such
as designing slides, inserting media onto slides, or applying animations. Each tab is further divided into
logical groups (of buttons), such as the Font group shown in Figure 1 above.

There are also contextual tabs that appear, depending on what you are working on.

For example, if you have inserted pictures, the Picture Tools tab appears whenever a picture is selected
(See Figure 3).

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 Figure 3 - Contextual Tab

The Quick Access Toolbar

The Quick Access Toolbar is a small toolbar at the top left of the application window that you can
customize to contain the buttons for the functions that you use most often.

Figure 4 - Quick Access Toolbar

To customize the Quick Access Toolbar:

1) Click the drop-down arrow on the far right (See Figure 5).
2) Click on any listed command to add it to the Quick Access Toolbar (See Figure 5).
3) Click More Commands… to choose from a comprehensive list of commands (See Figure 5).

Figure 5 - Customize Quick Access Toolbar

4. Select a command from the list by clicking on it (See Figure 6).

5. Click the Add button (See Figure 6).
6. Repeat steps 4 & 5 to add additional commands (See Figure 6).

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 7. Click on the OK button to confirm your selection (See Figure 6).

Figure 6 - Quick Access Toolbar Options

Tell Me

The Tell Me feature allows users to enter words and phrases related to what you want to do next to
quickly access features or actions. It can also be used to look up helpful information related to the
topic. It is located on the Menu bar, above the Ribbon.

Search for Features

1. Click in the Tell Me box.

Figure 7 - Tell Me

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 2. Type the feature you are looking for (See Figure 8).
3. In the Tell Me drop-down, you will receive a list of features based on your search. Click the
Feature you were looking for (See Figure 8).

Figure 8 - Select a Feature

4. You will either be taken to the feature or a dialog box of that feature will open.

Get Help with PowerPoint

1. Click in the Tell Me box.

Figure 9 - Tell Me

2. Type the feature you want help with (See Figure 10).
3. In the Tell Me drop-down, click Get Help on feature (See Figure 10).

Figure 10 - Get Help on Feature

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 4. In the PowerPoint 2016 Help dialog box, you will get a list of help topics based on your
search. Clickthe Topic you wanted help with.

Figure 11 – PowerPoint 2016 Help

The Smart Lookup Tool

Smart Lookup uses Bing to provide you with search results for your selected term or phrase. It is located
under the Review tab within the Insights section. The following explains how to use the Smart Lookup
functionality.

1. Highlight the word or phrase you want to find

information about (See Figure 12).
2. Right‐click on the word or phrase.
3. Click Smart Lookup (See Figure 12).

Figure 12 - Smart Lookup

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4. The Insights pane displays the information relevant to your selection. In the Insights pane, you
receive the following information:

a. Explore - Wiki articles, image search, and related searches from the internet (See
Figure 13).
b. Define - A list of definitions (See Figure 13).
Note: The Insights pane uses the Microsoft search engine Bing. For Smart Lookup to work you have to
be connected to the internet.

5. To close the Smart Lookup Insights pane, click the Exit (X) button in the top right corner of the pane
(See Figure 13).

Figure 13 - Insights Panel

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Galleries

A Gallery is a collection of pre-defined formats which can be applied to various elements in Office
applications, such as the Themes Gallery in PowerPoint (See Figure 14). A Gallery most often appears
as a result of clicking on an item on one of the Ribbon tabs.

Figure 14 - Theme Gallery

The selections in a Gallery incorporate a feature called Live Preview. When the mouse cursor hovers
over a selection in a Gallery, your document takes on the formatting attributes of that selection in
order to give you a preview of how that selection will look when applied to your document.

Mini Toolbar

The Mini Toolbar is a semi-transparent toolbar that appears when you select text (See Figure 15). When
the mouse cursor hovers over the Mini Toolbar, it becomes completely solid and can be used to format
the selected text.

Figure 15 - Mini Toolbar

Status Bar

The Status Bar can be customized to display specific information. Below, in Figure 16, is the default
Status Bar for PowerPoint:

Figure 16 - Status Bar

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Right-clicking on the Status Bar brings up the menu to the right, which enables you to change the
contents of the Status Bar by checking or un-checking an item (See Error! Reference source not
found.).

Figure 17 - Status Bar Menu

Themes

A Theme is a set of formatting options that is applied to an entire presentation. A theme includes a set
of colors, a set of fonts, and a set of effects. Using themes shortens formatting time and provides a
unified, professional appearance.

The Themes group is located on the Design tab; it allows you to select a theme from the Themes
Gallery, apply variants, and customize the colors, fonts, and effects of a theme (see Figure 18 on
the next page).

Figure 18 - Design Tab: Themes

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Applying a Theme to a Presentation

1. On the Ribbon, select the Design tab (See Figure 18).

2. In the Themes group, hover over a theme with your mouse to see a preview.
3. Click the arrows to scroll to additional themes.

Figure 19 - Themes

4. Select a theme by clicking on the thumbnail of your choice within the Themes group.
Applying a Theme Variant

1. On the Ribbon, select the Design tab (See Figure 18).

2. In the Variants group, hover over a variant with your mouse to see a preview.
3. Click the down-arrow to view any additional variants (See Figure 20).
4. Select a variant by clicking the thumbnail of your choice within the Variants group.

Figure 20 - Variants Gallery

Changing the Colour Scheme of a Theme

It may be necessary to change the color of a theme to better suit your presentation. In order to
change the color scheme after applying a theme to your presentation:

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 From the Variants group, click the down arrow with the line above it, in the bottom right
corner.

Figure 21 - Variants Drop-down

Select colors from the menu.

Figure 22 - Variants Menu

Select a color scheme from the list that appears.

Changing the Fonts of a Theme

In order to change the fonts of an applied theme:

1. From the Variants group, click the down arrow with the line above it, in the bottom right
corner (See Figure 21).
2. Select Fonts from the menu.

3. Select your desired font from

the list that appears.

Figure 22 - Variants Menu

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Changing the Effects of a Theme

In order to alter the visual effects of an applied theme:

1. From the Variants group, click the down arrow with the line above it, in the bottom right corner
(See Figure 21).
2. Select Effects from the menu.

Figure 24 – Effects

3. Select your desired effect from the list that appears.

The File Tab

The File tab, shown below in Figure 25, provides a centralized location called the Microsoft Office
Backstage view (see Figure 26). The Backstage view is used for all tasks related to PowerPoint file
management: opening, creating, closing, sharing, saving, printing, converting to PDF, emailing, and
publishing. The Backstage view also allows for viewing document properties, setting permissions, and
managing different versions of the same document. (See the PowerPoint 2016 Quick Guide located at
http://uits.kennesaw.edu/cdoc, for additional information on the Backstage View).

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 Figure 25 - File Tab

Figure 26 - Backstage View

Navigation

PowerPoint 2016 opens in the Normal View showing the Slides Pane on the left side of the window.

Slides Pane

The Slides pane shown on in Figure 27, displays all the slides available in a presentation and
helps to navigate through the presentation. The slides are listed in sequence and you can
shuffle the slides by dragging a slide from the current location and placing it in the preferred
location.

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Slide Preview
Select a slide in the slides pane to preview it in the Slide Preview window
(See Figure 27). The slide preview all you to see how your text looks on each slide. You can add
graphics, video and audio, create hyperlinks, and add animations to individual slides.

Notes Pane

It can be helpful to use the Notes Pane to remind yourself of speaking points for your
presentation (see Figure 27). These personal notes can also be printed out for future
referencing. Notes entered in the Notes Pane will not appear on the slide show.

Figure 27 - Normal View

Changing Views

PowerPoint 2016 allows you to see and edit your slides in several views. To work with your
presentation in a different view, click the View tab on the ribbon (see Figure 28) and select the
appropriate view, or, click on the appropriate Shortcut button at the bottom right area of the Status
Bar (see Figure 29).

Figure 28 - View Tab

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 Figure 29 - Status Bar

How to Create a New Presentation?

1. Click on the File tab.

2. Choose New (See Figure 30).
3. Double-click on Blank presentation (See Figure 30).

Figure 30 - Creating a New Presentation

4. A new blank presentation will be created.

Saving a Presentation

You created a new presentation. Now, you should save the presentation so that you can use it later. The
Save command, available from the File tab, is used to save a newly created presentation or to save the
changes made to an existing presentation. When saving a file for the first time, you are prompted to
enter a file name for the presentation, and you are asked in which location you would like the file to be
saved.

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File Formats

PowerPoint 2016 uses PowerPoint Presentation (.pptx) as the default file format. Additional formats
include PowerPoint 97-2003 (.ppt), PowerPoint Show (.ppsx), PowerPoint Show 97-2003 (.pps),
Windows Media Video (.wmv), as well as GIF, JPEG, PNG, TIF and BMP. The PowerPoint Show is a
presentation that always opens in Slide Show view rather than in Normal view.

How to Save a Presentation

1. Click the File tab.

2. Choose Save As to save the presentation with a new name in (See Figure 31).
3. Select Computer to save to the local drive (computer/laptop etc.) (See Figure 31).
4. Select your desired folder (See Figure 31).

Figure 31 - Save As

5. In the File Name text box, type the name of the file (See Figure 32).
6. Click Save as Type and then do one of the following (See Figure 32):
a. For a presentation that can be opened only in PowerPoint 2016 or in PowerPoint 2013,
inthe Save as Type list, select PowerPoint Presentation (*.pptx).
b. For a presentation that can be opened in either PowerPoint 2016 or earlier versions of
PowerPoint, select PowerPoint 97-2003 Presentation (*.ppt).
7. Click Save (See Figure 32).

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 Figure 32 - File Name and Save as Type

Note: You can also press CTRL+S or click Save near the top of the screen to save your presentation
quickly at any time.

Appearance

Slides

You are familiar with creating a new presentation and saving the changes you make to an existing
presentation. You may need to add slides to the presentation to include more information.

Before you begin creating a presentation it is important that you decide on a design and layout. Slides
and layouts are the basic building blocks of any presentation. For a presentation to be effective, care
should be taken to apply the right slide layouts. Being able to add the appropriate slide layout to your
presentation will enable you to present information more relevantly to your audience. PowerPoint
offers several built-in slide layouts to deliver visually effective presentations.

Adding a New Slide

1. Within the slides pane, select the slide that you would like to insert a new slide after.
2. On the Home tab in the ribbon, click the drop-down arrow next to New Slide, within the Slides
group, to display the default list of layouts (See Figure 33).
3. From the New Slide drop-down list, select a layout to insert (See Figure 33).
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 Figure 33 - New Slide

Types of Slide Layouts

Title Slide This layout includes place holders for a main title and a subtitle

Title And Content This layout includes a place holders to enter slide title and a place for
text, charts, tables, pictures, clipart and Smart ART Graph
Section Header This Layout allows space for section and sub-section titles.

Two Content Much like the Title and Content slide layout, this layout offers a place for
slide title text and two content places for text, charts, tables, pictures, clip art,
and SmartArt graphics.
Comparison This layout is just like the Two Content layout with
the addition of two text placeholders to aid in compare and contrast slides.
Title Only This layout offers a place to enter title text.

Blank This is a blank slide with no placeholders.

Content With caption With this slide you can enter a title, text, and content such as additional text,
charts, tables, pictures, clip art, and SmartArt graphics.
Picture With Caption This layout offers a place for a picture and caption text.

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Table 2 - Slide Layouts

Text

A presentation is not all about pictures and background color—it depends mostly on the text. The
message of your presentation is conveyed through the text. The visual aids are simply cosmetics to
help support your message. The instructions below explain how to work with text.

Entering Text

Most slides contain one or more text placeholders. These placeholders are available for you to type
text on the slide layout chosen. In order to add text to a slide, click in the placeholder and begin
typing.

The placeholder is movable and you can position it anywhere on the slide. You can also resize a text
placeholder by dragging the sizing handles (See Figure 34). Removing an unwanted text placeholder
from a slide is as simple as selecting it and pressing Delete.

A text placeholder can contain multiple lines of text and will adjust the size of the text and the amount
of space between the lines if the text exceeds the allowed space.

Figure 34 - Text Placeholders

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Text Boxes can be added to any slide in order to provide additional room outside of the text
placeholders.

Adding a Text Box

1. From the Insert tab, click on Text Box.

Figure 35 - Inserting a Text Box

2. Left-click on the area of the slide where you want to add text.
3. While maintaining the left-click, drag the mouse cursor down a bit and then to the right, then
release. The dashed text box appears.
4. Left-click once inside the text box and start entering your text (See Figure 36).

Figure 36 - Text Entry in a New Textbox

Formatting Text

When creating a presentation, it is likely that you will be doing some formatting. In order to edit text
on a presentation:

1. Select the text (by left-clicking and maintaining the left-click while dragging the mouse cursor
across the text).
2. Use the Font Group on the Home tab or right-click on the selected text and choose formatting
options from the Mini Toolbar (See Figure 37).
3. Make necessary changes to the font and click outside of the text placeholder to accept the
changes.
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 Figure 37 - Formatting Text

Graphics

Another way to add emphasis to your presentation is to have visual aids or graphics. Although we
learned earlier that the most important part of your presentation is the message, it is always helpful to
use graphics to get your point across more concisely and in a shorter period of time.

Inserting Pictures

When inserting clip art onto a preselected slide layout:

1. Go to the Insert tab.

2. Type in your key word or phrase of the object you are looking for into the search box.
3. This will open the Insert Pictures window.

Figure 38 - Search for Clipart

4. Scroll through the given results to find your desired clip art (See Figure 39).
5. Once found, click on the image (See Figure 39).
6. Select Insert to add the clip art to your slide (See Figure 39).

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 Figure 39 - Insert Clip Art

Note: You are responsible for respecting others’ rights, including copyright, so be mindful when
selecting your image(s).

Images from a File

Images from your own collection and experiences may also add value to your presentation. You must
have the image saved prior to adding it to your presentation.

Inserting an Image from a file

Place your cursor where you would like the image to appear. Select the Insert tab. Click Pictures (See
Figure 40). In the Insert Picture dialog box, navigate to find your image. Select your image, and click.
Insert

Figure 40 - Insert Pictures

Draw Shapes

Shapes are simple geometric objects that are pre-created by PowerPoint and can be modified. A
shape can contain text or can appear without it. It can also be filled with color, and the outline of the
shape can be given a different style and color.

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