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Getting Started with Microsoft PowerPoint 2003

Getting Started

To launch PowerPoint 2003 on a computer with this version of the program, click on the Start menu > All Programs and select Microsoft Office PowerPoint 2003 from the list.

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Every time PowerPoint 2003 is started on your computer, a new blank slide in a new presentation is created.You can modify this slide using the information found in the PowerPoint 2003 documentation.

The Tri-Pane View

PowerPoint 2003's default or "Normal" view is called the Tri-Pane View. This view opens automatically when you launch PowerPoint, and allows you to see several aspects of the presentation simultaneously.

The primary pane is the large Slide Editing pane that appears almost in the center of your screen. There you can add all your content and format your presentation. Below the Slide Editing pane is the Notes Pages pane where it reads "Click to add notes". You can type additional comments for your presentation that will not appear on-screen during a slide show, but will only show up if you print out Notes Pages from the PowerPoint printing options. On the left of the Slide Editing pane is a column-shaped pane with two tabs. The Outline tab will be labeled "Outline" as shown above. This tab allows you to display the outline of the text in your presentation in that column. The Slides tab will be labeled "Slides". Clicking on this tab displays thumbnail-size slides from your current presentation.

The Task Pane

The Task Pane is a rectangular window that may appear on the right side of the screen when PowerPoint opens. It acts as an open menu, giving you a list of functions and commands to perform depending on what you are doing at the moment. For example, when you first launch a new presentation, the Task Pane will be labeled New Presentation (as pictured at left). From this pane you can choose your design template, open a new or existing presentation, access your most recent work, as well as a few other functions.

If the Task Pane does not show up: To reopen a Task Pane that has been closed, go to the View menu > Task Pane and it will reappear to the right of your screen.

Closing the Task Pane: If you want to close the Task Pane, click on the X on the upper right corner of the pane. To reopen it, go to the View menu > Task Pane.

If you do not want the Task Pane to open each time you launch PowerPoint: Select the Tools menu > View tab > uncheck the Startup Task Pane box.

You can go to any of the Panes by clicking on the down-arrow that appears on the upper right of the Task Pane. This arrow brings up a menu of the panes to select from. Otherwise, the Task Pane will change to the appropriate task as you choose items and commands from the menus or toolbars.

Other Task Panes are:

• Clipboard: contains a list of the items you have recently cut, pasted, or copied.
• Search: does a search of your hard drive for files with content matching the search keyword. You can also search by locations and file type.
• Insert Clip Art: allows you to search the Clip Art Gallery using keywords and displays the Clip Art in thumbnails for you to choose.
• Slide Layout: displays thumbnails of all the various slide layouts available to insert.
• Slide Design - Design Template: displays thumbnails of all the design templates available to you.
• Slide Design - Color Schemes: displays the various color schemes possible for a the slide design template you have chosen to use.
• Slide Design - Animation Schemes: shows all of the animations that can be applied to the title and text in each slide. Scroll down to view all.
• Custom Animation: allows you to set animation effects for each element of your slide separately and preview them.
• Slide Transitions: allows you to set the slide transitions for each slide.
• Revisions Pane: allows you to view a unified list of every comment and change suggested for the presentation, and the ability to accept and reject them individually or all at once.

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Menus and Toolbars

The toolbars in PowerPoint 2003 are reduced in size and have slightly different button styles from PowerPoint 97 or 2002. PowerPoint 2003 toolbars are configured to only display the most commonly used commands, yet can easily be expanded. If you click on the small, black arrow (also called the "More Buttons" arrow) at the right end of the toolbar, a menu expands to show additional commands that are usually found in that toolbar. If you use one or more of the buttons in the menu repeatedly, PowerPoint will automatically add that button to the visible part of the toolbar. Another option is to show all buttons on one row versus two rows.

Personalized Toolbars

Only the items that you use the most are prominently featured on the new personalized menus and toolbars in Office 2003. You can easily customize your toolbars by dragging buttons to different areas on your toolbars while pressing the ALT key.

You can also customize your toolbars and menus by adding and removing buttons, or creating entirely new toolbars of your own design. In order to customize a toolbar, you must first access the Customize window. The three different ways to access this window in PowerPoint 2003 are:

• From the Tools menu by selecting Customize.
• By clicking on the black "More Buttons" arrow at the end of the toolbar and then clicking on Add or Remove Buttons
• From the View menu > Toolbars > Customize...

Add/Remove Buttons

1. Select Customize to open the dialog box from any of the options above.
2. In the Categories: window, select a category.
3. In the Commands window, click on the commands you want to add to your toolbar and drag them one by one to your toolbar. You can drag as many commands from as many categories as you want, and you can drop the buttons in the exact order you want them in on the toolbar. You can also remove commands from your toolbar by dragging the command button off of the toolbar.
4. For a description of any command, highlight the command and click the Description button.
5. When you are done adding buttons, click OK to close the Customize dialog box.

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Views

PowerPoint has five views from which you can choose to create and edit your slides. To access the views, you can go to the View menu. You can also click icons that are located on the bottom left corner of the tri-pane window. Each view will have a different set of icons from which editing can be done. Each view also displays the slide in a unique way. To select a view, click on the appropriate view icon.

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The first view is the Normal View. In this view, you edit one slide at a time. With the current slide, you can add text, draw graphics, add clip art, and change the layout. This is the default view. It allows you to see and work with several aspects of the presentation simultaneously, including the slide, the outline/slide sorter section, and the task pane.

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The second view is the Slide Sorter View. This view shows a miniature of your slides. Under each slide it shows the slide number, transition between slides, body text animation and display time. All of these attributes can be modified from this view. The toolbar above the slide window contains the functions for setting the slide attributes. You can access this view by going to the View menu > Slide Sorter.

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The third view is the Slide Show From Current Slide. This view runs your presentation from the slide you were currently editing, filling the screen with your slides. With this view, you can see the slide transitions and timing. To get out of the Slide Show view and back to one of the edit views, press the ESC key.

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	The Notes page view is accessible from the View menu. While the notes for each slide are available in the Normal view, this view shows your slide in the upper half of the window and your notes in the bottom half in a new window. This is a useful view for correlating your notes with a particular slide. The notes you enter for each slide can be used as notes during your presentation since they do not appear when the slide show is running. You can also print this view. Information on printing can be found on the Presenting PowerPoint 2003 page. Back to Top
	An outline of your slides is accessible by clicking the Outline tab in the left pane while you are in Normal View. You can switch between the Slides tab and the Outline tab. Back to Top
	A thumbnail version of your slide show is available in the Slides tab while you are in Normal View. You can access it by selecting the Slides tab in the left pane. Back to Top

Creating A New Presentation

When you launch PowerPoint 2003, it automatically creates a new blank presentation with a title slide for you. You can begin creating your presentation or click New Presentation in the Task Pane to select a slide layout for your slide.

If you wish to create a new presentation once you are in PowerPoint, go to the File menu and select New. You can also click on the Blank Presentation button and click OK. Then follow the previous directions for selecting a slide layout.

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Opening an Existing Presentation

To open an existing presentation, select the File menu > Open; then select the name of the file you wish to open. Alternatively, choosing the Open button from the menu will also open the selected file.

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Saving Presentations

Selecting the File menu > Save will save the current presentation. If this is the first time you have saved this presentation, PowerPoint 2003 will ask for a file name. If the presentation has been saved before, PowerPoint will find and replace the older document.

To save a presentation with a different name or in a different folder, select the File menu > Save As... from the menu. PowerPoint will then ask for the new name and folder for the presentation.

You also have the option of saving your presentation in different formats. In the Save As window, there is a pull down menu under the Save As Type field. This allows you to save your presentation as a Windows Metafile, a JPEG, or whatever format suits your fancy.

There is also an option to save the presentation as html, enabling you to save it as a format that can be put on the Internet. This option can be useful as a back up method in case something goes wrong with your presentation or if PowerPoint is not installed on the computer you are presenting on. Be aware that some of the PowerPoint features will not be available as a webpage.

To Save As Webpage:

1. Select the File menu > Save as Webpage...
2. In the Save In field select the folder you wish to save your webpage in.
3. In the File Name Field, type a name for your file
• Make sure the file extension is .html
4. In the Save As Type Field select Webpage (*.htm, *.html)
5. Click on the Publish button .
6. In the new dialog box that appears choose whether to export your entire slide show, certain slides, and other features you may wish to include.
7. When you have selected all of your options, click on the Publish button again.

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Undo an action

To cancel or undo your most recent action,select the Edit menu > Undo or click the button. To see the most recent actions you can undo, select the arrow next to the Undo button . You can scroll to see more actions. Click the action you want to undo and it will undo it. When you undo an action, you also undo all actions listed above it. If you change your mind after you click Undo, you can click Redo to restore the action.

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How to Quit

From the File menu, select Quit.

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Excel 2003

Menus and Toolbars

The toolbars in Excel 2003 are reduced in size and have slightly different button styles from Excel 2002 or 2000. Excel 2003 toolbars are configured to only display the most commonly used commands, yet they can easily be expanded. If you click on the small, black arrow ( circled in red below ) at the right end of the toolbar, a menu extends to show additional commands that are usually found in that toolbar. If you use one or more of the buttons in the menu repeatedly, Excel will automatically add that button to the visible part of the toolbar. Another option is to show all buttons on two rows instead of one by choosing the Show buttons on Two Rows option.

Personalize The Toolbar

• 3 different ways to Open the Customize Window
  1. In the Tools menu select Customize.
  2. Click on the black arrow circled in red at the end of the toolbar. Click on Add or Remove Buttons and select Customize.
  3. Go to the View menu, select Toolbars and select Customize... at the bottom of the list.
     

• Using the Customize Window
  1. Under the Toolbars tab, check off any Toolbars to add the functions to your toolbar.
  2. Under the Commands tab there are two windows. Select a category in the Categories window. Click on the commands in the Commands window and drag it to the toolbar. The commands will appear immediately in the place you drag to on the Toolbar.
  3. To delete a command in the toolbar, just drag the icon outside of the toolbar and let go.
  4. To get a description of the command, click on the command in the Commands window. Then on click the Description button.

• Ways to Close the Customize Window
  1. Click on the Close button on the bottom right corner of the Customize Window.
  2. Click on the X button on the upper left of the Customize Window.

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Review Toolbar

The Reviewing toolbar is used to edit, navigate through, display/hide, and delete comments made by another reader or reviewer.

To Display the Reviewing Toolbar:

1. From the View menu, select Toolbars > Reviewing.
2. The Reviewing toolbar appears.
3. Comments can be added to particular cells as well as edits. The workbook is then sent back to the owner.
   

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Pointer Shapes

The shape of the pointer changes as you are working with the program. Each pointer shape is communicating something about how Excel is working. The shape of the pointer when you click and drag a cell will greatly influence the results of the click and drag. The following is a table that describes each of the pointer shapes that you may encounter in your Excel work.

Shape	Meaning	Action
	The default pointer shape.	Move cell pointer or select a range of cells.
	When the pointer is on a border (column, row, or window), the pointer changes to a two-headed black pointer. When adjusting row height, the arrow goes up and down. When adjusting column width, the arrows point right to left.	Adjust the column width, row height, or window size.
	When you are editing the contents of a cell, the pointer will change to an I-beam.	Move the insertion point within the cell.
	The pointer turns to a four-headed arrow when you have a graphic that may be moved.	With the pointer over the graphic, click and drag to the new location.
	Appears when you are pointing to the border of a cell.	Click and drag cell to a new location.
	Appears when you are at the "fill corner" of a cell or range of cells. It fills either down or across (not a square).	Click and drag the fill corner to Autofill other cells with similar information.

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File Open and Save

The Open, Save, and Save As windows (pictured below shown below) have improved functions. The windows can be opened by going to File > Open, File > Save, and File > Save As. It gives you the option of quickly navigating folders to find your document or to save it in a specific folder. Located on the left side of the the dialog box, there are five buttons(My Recent Documents, Desktop, My Documents, My Computer, My Network Places) which will quickly bring you to those chosen locations.

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Printing

Printing Formulas

Troubleshooting your worksheets is easier if you print the formulas. This is especially true if you have a large worksheet or if you are managing a worksheet that someone else created.

In order to print the formulas, they must first be displayed. After you are done printing, you can readjust the view to show the results of the formulas.

Displaying the Formulas:

1. From the Tools menu, select Options.
2. The Options dialog box appears.
3. Select the View tab.
4. Under Window Options, select Formulas. (A check means the option is turned on; an empty box means the option is turned off.
5. Click OK.

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Printing with Color

Printing with color can enhance your finished Excel document.

*NOTE: To print using color, you must have access to a color printer. If you have applied color to your Excel document on screen, but you print to a black and white printer, the document will print in shades of gray. Use Print Preview to be sure that the document will print appropriately.

1. From the File menu, select Page Setup.
2. The Page Setup dialog box will appear.
3. From the Page Setup dialog box, select the Sheet tab.
4. Under Print, make sure that Black and White is not selected. (An empty check box means the option is turned off.)
5. Click OK.
6. From the File menu, select Print Preview.
7. Make sure the document appears in color.
8. Click Close.

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Comments

Adding Comments

Adding a comment to a cell allows you to place additional information within that cell. The comment, along with the username of the person who inserted the comment, appears when you point to the cell.

Adding Comments: Menu Option

1. Select the cell to which the comment will be added.
2. From the Insert menu, select Comment.
3. The Comment box appears with your username.
4. Type your comment.
5. Click another cell.
6. A red triangle will appear in the cell indicating that a comment is attached to the cell.
7. When you place your mouse over the cell, the comment will appear.

Cell with comment	Text of comment revealed

Adding Comments: Quick Menu

1. Right click the cell to which you want to add a comment.
2. Select Insert Comment.
3. The Comment dialog box appears.
4. Type your comment.
5. Click another cell.
6. A red triangle appears in the cell indicating that a comment is attached to the cell.
7. When you place your mouse over the cell, the comment will appear.

Adding Comments: Toolbar Option

1. Go to View ->Toolbars ->Reviewing.
2. Select the cell you want to add a comment to.
3. On the Reviewing toolbar, click New Comment .
4. The Comment dialog box appears.
5. Type your comment.
6. Click another cell.
7. A red triangle appears in the cell indicating that a comment is attached to the cell.
8. When you place your mouse over the cell, the comment will appear.

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Editing Comments

Editing a comment allows you to add to or change the information you have placed within a cell as a comment.

Editing Comments: Menu Option

1. Select the cell that the contains the comment to be edited.
2. From the Insert menu, select Edit Comment.
3. The Comment box will appear.
4. Make the appropriate changes to the comment.
5. Click another cell.

Editing Comments: Quick Menu

1. Right click the cell which contains the comment.
2. Select Edit Comment.
3. The Comment box appears.
4. Make the appropriate changes to the comment.
5. Click another cell.

Editing Comments: Toolbar Option

1. From the Reviewing toolbar, click Edit Comment .
2. Make the appropriate changes.
3. Click another cell.

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Deleting Comments

Deleting comments will allow you to either remove the comment you have placed within an individual cell or to remove all of the comments you have placed within a document.

Removing Comments from a Single Cell: Menu Option

1. Select the cell with the comment to be deleted.
2. From the Edit menu, select Clear -> Comments.

Removing Comments from a Single Cell: Quick Menu

1. Right click the cell which contains the comment.
2. Select Delete Comment.

Removing Comments from a Single Cell: Toolbar Option

1. Select the cell with the comment to be deleted.
2. On the Reviewing toolbar, click Delete Comment .

Removing Comments from All Cells: Menu Option

1. Open the sheet with the comments to be deleted.
2. From the Edit menu, select Go To.
3. The Go To dialog box appears.
4. Click Special.
5. The Go To Special dialog box appears.
6. Select Comments.
7. Click OK.
8. All comments on the active sheet will be selected.
9. From the Edit menu, select Clear Comments.

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Displaying/Hiding Comments

To have comments remain on the screen or disappear from the screen when your pointer is not "over" the cell, use one of the following sets of directions.

Displaying/Hiding Comments: Single Cell

1. Right click the cell which contains the comment.
2. To display the hidden comment, select Show Comment.
   OR To hide the displayed comment, select Hide Comment.

Displaying/Hiding Comments: All Cells

1. To display/hide all of the comments within the document, from the View menu, select Comments.
2. Selecting Comments acts as a toggle turning comments on/off.

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Printing Comments

Comments must be displayed before printing. See Displaying Comments for more information.

1. Open the worksheet that contains the comments you want to print.
2. From the File menu, select Page Setup.
3. Select the Sheet tab.
4. To print all comments in a group, in the Print section, from the Comments pull-down list, select At end of sheet.
   OR To print comments as they appear, in the Print section, from the Comments pull-down list, select As displayed on sheet.
   * NOTE: Only displayed comments will print for the second option.
5. Click Print.
6. Click OK.

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Formatting

Text

Font names now are displayed in their font on the font menu in the toolbar, so you can preview a font style before applying it to a worksheet. This new feature eliminates the "trial and error" approach of choosing an appropriate font.

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Wrapping Text

If you have text that appears in a single cell but you want to increase the height of that cell to accommodate all of the words, you can use the Wrap text option. (Note: Follow the procedures for the Wrap text option before you type the text into the cells.)

1. Select the cells that you want to apply Wrap text to.
2. From the Format menu, select Cells.
3. The Format Cells dialog box appears.
4. Select the Alignment Tab.
5. Under Text Control, select by clicking on Wrap text.
6. Click OK.
   
   * NOTE: To display all of the text, it may be necessary to adjust row height.

To unwrap text:

1. Select the cell which has wrapped text
2. From the Format menu, select Cells.
3. Select the Alignment Tab
4. The Format Cells dialog box appears.
5. Under Text Control, deselect the Wrap text box.
6. Click OK.

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Rotating Pictures

The new Excel 2003 (XP) makes it easier to rotate inserted pictures, autoshapes, and World Art.

To Rotate image

• Select the image by clicking on the image, if it is not already selected.
• Click and hold the mouse button over the green dot at the top of the text box (refer to 'Hi' pictured at the right above). Now the cursor will change into rotating arrows.
• Pull the handle to the right or left and it will change the angle. Let go of the mouse button when the text is at the desired angle.

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Diagrams

Excel now includes a new gallery of common conceptual diagrams. You can customize these pre-drawn diagrams with text, animation effects, and a variety of formatting styles. Choose from diagrams such as Pyramid for showing the building blocks of a relationship, Radial for showing items in relation to a core element, and more.

Two Ways to Create a Diagram

1. Go to Insert and select Diagram.
2. Or, go to View -> Tollbars -> Drawing and cllick the Diagram button in the Drawing toolbar.
3. In the Diagram Gallery that appears (as shown above to the left), select the chart type and click OK.

To Edit a Diagram

• Click the buttons on the Diagram Toolbar (as shown above to the right), to edit the diagram. Note: the Change to option selected in red will not appear on the Diagram Toolbar for Organization Chart.
• To add more cells to the diagram, choose Insert Shape button .
• To change the overall size of the diagram, choose Layout button .
• Two extra functions for Organization Chart
  1. Choose Select function to selectively change level and branch information.
  2. Choose to change the overall look of Organization Chart.

To Delete a Diagram

• Select the diagram by clicking the mouse within the border of the diagram (the Diagram Toolbar will appear if you have selected the diagram).
• Press BACKSPACE or DELETE on your keyboard to delete the diagram.

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Color-Code Worksheet Tabs

Excel 2003 lets you apply color to worksheet tabs in multibook spreadsheets to better categorize and manage data.

Ways to Add Tab Color

• Using the Menus
  1. Go to Format > Sheet and select Tab Color
  2. Choose the color from the Format Tab Color window and click OK. This applies color to the tab of the active sheet. When the sheet is inactive the entire tab is color-coded. In the example above Sheet 3 has been color coded green but it shows as an underline since that is the active sheet.
• Using the Mouse
  1. right click on the Sheet tab and select Tab Color.
  2. Choose color from the Format Tab Color window and click OK. This applies color to the tab of the selected sheet.

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Watch Window

The Watch Window allows user to keep track of results from multiple cells while working on different sheets or workbooks.

Opening/Closing the Watch Window

• To open Watch Window, go to the Tools menu, select Formula Auditing, and choose Show Watch Window.
• The Watch Window shortcut icon also exists on the Formula Auditing toolbar. Go to the Tools menu, select Formula Auditing, and choose Show Watch Window Toolbar.
• Click on the X box in the upper right of the Watch Window to close it.

Adding/Deleting A Cell in Watch Window

Adding a cell:

• To add a cell to the watch window, use the mouse to right click on the desired cell.
• Select Add Watch in the menu that appeared.
• The cell that is added to the Watch Window will be the last on the list.

Deleting a cell:

• To delete a cell from the watch window, click on the the cell in the Watch Window.
• The Delete Watch option will be darker.
• Click the Delete Watch option to delete the cell from Watch Window.

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Formula Evaluator

The Formula Auditing toolbar can be used to graphically display or trace the relationships between cells and formulas with blue arrows, monitor, and correct formulas. You can trace the precedents (the cells that provide data to a specific cell) or you can trace the dependents (the cells that depend on the value in a specific cell). A blue tracer arrow indicates which cells are the precedents and which cells are the dependents.

Opening/Closing Formula Auditing Window

• To open the Formula Auditing Window, go to Tools > Formula Auditing and select Show Formula Auditing Toolbar.
• To close the Formula Auditing Window, click the X box on the upper right side of the window.

Functions of the icons on the Formula Auditing Window

• The Error Checking button will search through the worksheet for formulas and display a dialog boxy when a problem is found. Problems can be reviewed in two ways: one at a time like a spelling checker, or immediately on the worksheet as you work.
• The Trace Precedence button will trace the path of a formula using arrows and highlighting.
• The Remove Precedence Arrows button will remove any arrows or highlighting from using Trace Precedence.
• The Trace Dependents button will show you an arrow indicating which other cells depend on the value of the selected cell.
• The Remove Dependent Arrows button will remove the arrows from using the Trace Dependents function.
• The Remove All Arrows button will remove all arrows from Trace Precedence or Trace Dependents..
• The Trace Error button will look for any errors in the formula.
• The New Comment button will allow you to insert a comment to a cell. The comment can be viewed by hovering over the cell. A triangle in the upper right corner of the cell indicates that a comment has been added to the cell.
• The Circle Invalid Data button will find and circle data that does not fit certain patterns.
• The Clear Validation Circles button will undo any markings made by the Circle Invalid Data function.
• The Watch Window icon will open the Watch Window, which allows the user to keep track of results on multiple sheets or workbooks.
• The Evaluate Formula icon will allow user to view the entire formula and make changes for the entire workbook.

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Custom Page Breaks

If your pages are dividing at awkward points when printing, you can start a new page by manually inserting a page break.

1. Click the cell that is below and to the right of where you want to insert the page break.
2. From the Insert menu, select Page Break.
3. The page break is inserted.
   
   

* NOTES:

• If you click a cell in row one, only a vertical page break will be inserted.
• If you click a cell in column A, only a horizontal page break will be inserted.
• If you click any other cell, both a horizontal and vertical page break will be inserted.

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Formatting with the Painter

The typical Copy & Paste will copy the information (text or formula) and the formatting of the cell(s). If you want to copy only the formatting, you can use the Painter option. This will format the destination cell the same as the source cell without changing the content.

Formatting with the Painter: Single Cell

1. Select the cell that contains the formatting you want to copy.
2. On the Standard toolbar, click Format Painter .
3. The pointer changes shape to include a paint brush next to it.
4. Click the cell with entries to which you want the copied format applied.

Formatting with the Painter: Multiple Cells

1. Select the cell that contains the formatting you want to copy.
2. On the Standard toolbar, double-click Format Painter .
3. The pointer changes shape to include a paint brush next to it.
4. Select the range of cells that you want the copied format applied to by clicking and dragging.
5. Repeat step 3 for additional cells in which you want the format applied.
6. When done, to turn off the Painter, click Format Painter again.

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Drawing Borders

The Borders toolbar allows users to easily add borders or delete cell borders in their spreadsheet. It also allows users to change the line color, line style, and even allows users to add grids to the spreadsheet.

Opening/Closing Borders Window

• Click on the down arrow beside the Border icon and select the Draw Borders... option to open the Borders window.
• Click the X box on the upper right corner of the Borders window to close the window.

Using the Borders Window

• Click on the Draw Border icon to draw borders. This option will change the mouse arrow into a pencil.
• To draw grids in the cell, click on the down arrow next to the Draw Border icon and select Draw Border Grid option. (The icon will now change to ).
• To erase the border or grid that you draw, click Erase Border icon .
• To change the type of line you want to draw, click down arrow on Line Style .
• To change the color of the border or grid that you have drawn, click Line Color icon .

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Header/Footer

The improved Header and Footer window makes it easier to format and edit the header and footers. Now pictures and drawings can be inserted directly as headers or footers.

Ways to Open Header or Footer Window

1. Go to the View menu and select Header and Footer. Click Custom Header... or Custom Footer....
2. Go to the File menu and select Page Setup. Then click the Header/Footer tab on the Page Setup window and select Custom Header... or Custom Footer....

Insert Options in Header or Footer Window

• Inserting and Editing Pictures
  1. Click the fields Left section:, Center section:, Right section:. Each option place the picture either in the left, middle, or right part of the header or footer, respectively.
  2. Click the Insert Picture icon .
  3. Select the picture from the Insert Picture window and click Insert.
  4. To edit the size, shape or rotation of the image, highlight the picture and click the format picture button from the toolbar .
• Inserting Text
  1. Select the fields where you want the Text to be placed, e.g. Left.
  2. Click the Text icon .
  3. Select the font, style and size in the Font window that pops up.
  4. Enter text in the text field.
• Other Insert Icons
  1. To insert today's date, click on the Date icon .
  2. To insert the path and file name of the current workbook, click on the File & Path icon .
  3. To insert the name of the current workbook, click on the File Name icon .
  4. To insert the page number, click on the Page Number icon .
  5. To insert the name of the sheet that is being edited, click on the Sheet Name icon .
  6. To insert the current time, click on the Time icon .
  7. To insert the total number of pages for the current workbook, click on the Total Pages icon .

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Sort Text as Numbers and Multiple Columns

The new Excel 2003 (XP) has improved sorting options that allows the user to sort a mixed list composed of numbers and text as well as preventing single-column sorting. The sort option now will return a list of ordered numbers followed by a list of ordered text after sorting a mixed list. The sort option also will prevent users from accidentally breaking a list by sorting a single column.

The Sort Text as Numbers Option

• Use the mouse to select the cells you want to sort (the cells should be highlighted). Find the the sort option in one of the following ways:
  1. Click on the Sort Ascending icon or the Sort Descending icon .
  2. Click on the Data menu and select Sort.... Then choose either Ascending or Descending of the Sort window in the Sort by field and click OK.

The Sort Multiple Columns Option

• Use the mouse to select the cells you want to sort (the cells should be highlighted).
• From the Data menu select Sort....
• If there is data next to the selected cells a Sort Warning window will pop up.
• If you want to sort the lists next to the selected cells choose Expand the Selection in the Sort Warning window and click Sort....
• If you do not want to sort the cells nearby then select Continue with the current selection in the Sort Warning window and click Sort....

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Merging and Centering Text

1. Type the text in the first cell of the group.
2. Select the text and a cell from each column that you want to center across (e.g., to center across columns A through D in row 2 of the worksheet, you will select cells A2, B2, C2, and D2).
3. From the Format menu, select Cells.
4. The Format Cells dialog box appears.
5. Select the Alignment tab.
6. From the horizontal pull-down list, select Center Across Selection.

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Cell Merging Shortcut

Merging Cell

• Use the mouse to select the empty cells you want to merge.
• Click the Merge and Center button to merge the selected cells.

Un-merging Cell

• To undo any merges you have made, click the Merge and Center button .

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Extended AutoSum

Using the Basic AutoSum Option

• Select the cell where you want to place the results of the sum of chosen cells.
• Click the AutoSum button on your toolbar and highlight the cells you want to sum up. Then click Enter.

New Extended AutoSum Functions/Properties

• Opening/Using Extended AutoSum Functions
  1. Select the cell where you want the result to be placed.
  2. Click on the down arrow next to the AutoSum button circled in red in the image to the right, located on your Standard Toolbar.
  3. Select the function you want to use, such as Average, Count, etc...
  4. Use the dotted line box to select the cells you want to find the average, max, min, etc. of and press the ENTER key.
• Extended AutoSum Menu
  1. The Sum option will return the sum of selected cells
  2. The Average option will return the average of selected cells
  3. The Count option will count the number of selected cells
  4. The Max option will return the maximum number typed in the selected cells
  5. The Min option will return the minimum number typed in the selected cells.
  6. The More Functions... option will open the Insert Functions Window where you can choose any type of functions that Excel offers.

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Find and Replace

Find and Replace includes new features allowing you to search across worksheets within a workbook, or for a specific cell formatting. Excel can return all the results in a single window and let you pick the format of an existing cell to quickly set the parameters of your search.

Ways to Open Find and Replace Window

1. Go to the Edit menu and select Find. For more options click Replace tab.
2. Go to the Edit menu and choose Replace.

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Function Wizard

Excel 2003/XP has made it easier to search for functions by allowing the user to type in the function name.

Ways to Open the Insert Function Window

1. Click the Function button on the Toolbar. (If it does not appear on the Toolbar you should go to View->Toolbars-> Customize->Commands tab->Insert->Scroll down to Insert Function. Drag the command to the toolbar.)
2. Or, go to Insert menu and select Function....

To Find the Function

1. Type in the function name or a description of the function in the Search for a Function: field.
2. Choose a category from the Or select a category: field and select the function in the Select a function: field. Then click OK.

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Hiding Columns, Rows, and Cells

At times, there may be information in your worksheet which you no longer need to see. At other times, you might be printing your worksheet and want to print only columns A-F and columns H-J, skipping column G. Rather than rearrange your worksheet for either of these examples, you can simply hide the information. You can also hide information in specific cells.

Hiding Columns

If there is information on your worksheet you do not need to see or if you want to print only certain columns, you can hide those columns you do not want to see or print.

1. Select a cell within the column(s) to be hidden.
2. From the Format menu, select Column > Hide.
3. The column is hidden.

Hiding Columns: Quick Menu Option

1. Right click the column ID (e.g., B).
2. Select Hide.
3. The column is hidden.

Redisplaying Columns

1. Select the columns adjacent to the sides of the columns you want to display.
2. From the Format menu, select Column > Unhide.
3. The column reappears.

Redisplaying Columns: Quick Menu Option

*This option works well for redisplaying column A, since there are not columns on both sides of column A.

1. Hold your cursor over line for column B toward the left side.
2. The cursor will change to an open, double sided arrow as shown here.
   
3. Right click.
4. Select Unhide.

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Hiding Rows

If there is information on your worksheet you do not need to see or if you want to print only certain rows, you can hide those rows you do not want to see or print.

1. Select a cell within the row(s) to be hidden.
2. From the Format menu, select Row > Hide.
3. The row is hidden.

Hiding Rows: Quick Menu Option

1. Right click the row ID (e.g., 5).
2. Select Hide.
3. The row is hidden.

Redisplaying Rows

1. Select the rows above and below the rows you want to display.
2. From the Format menu, select Row > Unhide.
3. The row reappears.

Redisplaying Rows: Quick Menu Option

*This option works well for redisplaying row 1, since there are not rows on both sides of row

1. Hold your cursor over the ID for row 2 toward the top.
2. The cursor will change to an open, double sided arrow as shown here.
   
3. Right click.
4. Select Unhide.

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Hiding Cell Contents

You have the ability to hide the contents of individual cells if you do not need to view their contents or you simply do not want to print certain cells.

1. Select the cell(s) to be hidden.
2. From the Format menu, select Cells.
3. The Format Cells dialog box appears.
4. From the Format Cells dialog box, select the Number tab.
5. Under Category, select Custom.
6. In the Type text box, type three semicolons ( ;;; ).
7. Click OK.
8. The cell(s) is now hidden.

To redisplay cell information:

1. Select the cell(s) to be redisplayed.
2. From the Format menu, select Cells.
3. The Format Cells dialog box appears.
4. From the Format Cells dialog box, select the Number tab.
5. Under Category, select the appropriate date, time, or number format.
6. Click OK.
7. The cell(s) reappears.

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Worksheet Groups

Grouping Worksheets

1. Click the tab of the first sheet you would like to include in your group.
   
2. To select non-contiguous sheets, hold down the Ctrl key and click the sheets to be included in the group.
   OR To select contiguous sheets, hold down the Shift key and click the last sheet to be included in the group.
   * NOTES:
   - The tabs of the selected sheets will appear white.
   - Unselected sheets tabs will remain unchanged (colors may differ based on your windows color scheme).
   - Additionally, the notation [Group] appears next to the file name.
3. When all the sheets of the group have been selected, release the Ctrl or Shift key. You can then edit the group, move them etc.

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Ungrouping Worksheets

When done working with your sheet groups, you will need to ungroup them.

To ungroup all sheets in the group:

1. Right click the sheet label.
2. Select Ungroup Sheets.

To remove individual sheets from the group:

1. Press the Ctrl key and click the sheet label of the sheet you want to remove.
2. The worksheet is removed from the group.

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Formatting Worksheet Groups

If you have multiple sheets within your workbook that require the same formatting, you can format "groups." This option works when the worksheets have similar information in the same relative location. There are many types of formatting that can be done with sheet groups:

Column Width Shading Formulas and Functions

Borders Typing of Content

To format groups of sheets:

1. Group the sheets.
2. On the current worksheet, select the cell(s) that you want to format.
3. Apply the appropriate formatting.
4. Repeat as necessary.
5. Ungroup the worksheets.
   *NOTE: See Ungrouping Worksheets for more information.

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Printing Worksheet Groups

If you have multiple sheets in your workbook and you want to print select worksheets, you can do this with the Grouping function. This method will print the active area of each sheet (A1 to the last column with information to the last row with information) or the assigned print area. It may result in different ranges being printed for each sheet.

1. Group the sheets.
2. From the File menu, select Print.
3. Under the Print what section, verify that Active sheets is selected.
4. Adjust print settings as appropriate.
5. Click OK.
6. Ungroup the worksheets.
   *NOTE: See Ungrouping Worksheets for more information.

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Protection Options

When you are protecting your workbook you have two primary options:

• Prevent data entry for select cells.
  Users can access the worksheet and view the information; however, access for making changes is restricted.
  See Locking & Unlocking Cells.
• Restrict or prevent access to the file.
  Users can be prevented from viewing the worksheet or users can view the workbook but not make changes to it.
  See File Level Protection.

Locking and Unlocking Cells

By default, Excel "protects" cells, graphics, charts, and other worksheet objects. This protection will only take effect by turning on the Worksheet Protection option in the Protect Sheet dialog box. Therefore, if you enable protection, no changes can be made to a cell until you unlock that cell.

Locking Cells:

You can easily lock any cell in a worksheet. After you Unprotect the Worksheet, complete the following instructions:

1. Select the cell(s) to be locked.
2. From the Format menu, select Cells.
3. The Format Cells dialog box appears.
4. Select the Protection tab.
5. Select Locked. (There will be a check before it.)
6. Click OK.
7. The cells are locked.

Unlocking Cells:

In order to unlock cells, sheet protection must first be turned off. See Worksheet Level Protection or Workbook Level Protection for more information.

1. Select the cells you want to unlock.
2. From the Format menu, select Cells.
3. The Format Cells dialog box appears.
4. Select the Protection tab.
5. Deselect Locked. (There will no longer be a check before it.)
   
   
6. Click OK.
7. The cells are unlocked.

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Workbook Level Protection

You can prevent a workbook from having its structure and windows modified or resized by another user.

Protecting the Workbook:

1. From the Tools menu, select Protection > Protect Workbook.
   
2. The Protect Workbook dialog box appears.
   
   
3. In the Protect Workbook dialog box, select the appropriate option(s):
   • Structure: prevents the user from changing the order of the sheets within a workbook. This includes adding or deleting worksheets.
   • Windows: prevents the user from being able to resize or move the window.
   • Password: allows only those who know the password to turn the workbook protection off.
4. Click OK.
5. The workbook is protected.

Unprotecting the Workbook:

1. From the Tools menu, select Protection > Unprotect Workbook.
2. The workbook is unprotected. Users can now modify the structure and windows of the workbook.
   *NOTE: If you included a password when you turned the protection on, you must enter the password to turn the protection off.

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Worksheet Level Protection

You can protect a single worksheet from being modified by another user.

Protecting the Worksheet:

1. From the Tools menu, select Protection > Protect Sheet.
2. The Protect Sheet dialog box appears.
3. In the Protect Sheet dialog box, select the appropriate option(s):
   • Protect worksheet and contents of locked cells: prevents changes to locked cells.
   • Password to unprotect sheet: allows only those who know the password to unprotect the worksheet.
   • Allow all users of this worksheet to: Checked boxes are aspects that any user can access.
4. Click OK.
5. The worksheet is protected.

Unprotecting the Worksheet:

1. From the Tools menu, select Protection > Unprotect Sheet.
2. The worksheet is unprotected. Users can now modify the worksheet.
   *NOTE: If you included a password when you turned the protection on, you must type the password in the Password text box to turn the protection off.

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File Level Protection

You have two options when saving your workbook file with a password. You can save the file so only those who know the password can open the file or so only those who know the password can modify the file.

Protecting the File:

1. From the File menu, select Save As.
2. The Save As dialog box appears.
3. In the Save As dialog box, from the Tools menu, select General Options.
4. The Save Options dialog box appears.
   
   
   • To prevent unauthorized access to the file, in the Password to open text box, type a password.
   • To prevent unauthorized changes to the file, in the Password to modify text box, type a password.
5. Click OK.
6. The Confirm Password dialog box appears.
7. In the Confirm Password dialog box, type the password(s) again.
8. Click OK.
9. To continue saving the document, click Save.

Removing the Password:

If you no longer need to password-protect the file, you can remove the password.

1. From the File menu, select Save As.
2. The Save As dialog box appears.
3. In the Save As dialog box, from the Tools menu, select General Options.
   
   • In the Password to open text box, press Delete.
   • In the Password to modify text box, press Delete.
     
4. Click OK.
5. The file is no longer password protected.

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Data Recovery, Repair, and Error Reporting

Excel 2003/XP has more new features that will prevent files from being lost during an improper shutdown. It comes with recovery programs that can repair and extract corrupted Excel files. Excel 2003/XP also allows the user to report the error to Microsoft so Microsoft can better diagnose and correct the errors.

Document Recovery

Shutting Down Frozen Excel Programs in a Functioning Window

• Go to Start menu >All Programs > Microsoft Office XP > Microsoft Office Tools and select Microsoft Office Application Recovery.
• You can choose to Recover or End the selected application in the Microsoft Office Application Recovery window pictured below.
  

Document Recovery after Restarting a Frozen Computer

• Open Microsoft Excel.
• Select the workbook you were working on before the crash.
• The Document Recovery Window shown to the right will appear.
• Choose the document you wish to recover in the Document Recovery Window.
• It would be best to save the recovered file under a different name rather than the original name.
  

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Error Reporting

The Error Reporting Window will sent information to Microsoft so they can better diagnose the problem. You can choose not to send the information by selecting Don't Send.

When Will the Error Reporting Window Appear?

1. If the program is frozen and you have managed to force quit the program the Error Reporting Window below will appear.
2. If a serious error occurs in any Microsoft Office XP programs or Windows XP and Windows 2000, the Error Reporting Window will appear.
   

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Repair and Extract

To Open the Repair and Extract Window

• Go to the File menu and select Open....
• Single click the file you want to repair so the file is now highlighted.
• Click the down arrow on the Open button in the lower right corner of the Open Window
• Select Open and Repair... boxed in red in the image below.
• Choose Repair first in the Microsoft Excel Window that appears.
• If repair does not work, repeat steps 1 - 4 and choose Extract Data in the Microsoft Excel Window that appears.

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Auto Recover

Allows the user to set the time interval for Auto Recover to save their files in case of a crash.

Automatic Recovery Save Function

• Go to the Tools menu and select Options....
• Click the Save tab and make sure that the check-box before the Save AutoRecover info every: field is checked.
• Select the time between AutoRecover saves by using the up or down arrow in the minutes field.

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Other New or Modified Features

Help and Office Assistant

Microsoft Excel Help still consists of the Office Assistant (which is automatically hidden) and the browser-based Microsoft Help catalog, but both features have been slightly changed in Excel 2003.

Ways to Access Excel Help

• Click on the Help button on the Standard Toolbar
• Go to the Help menu and select Microsoft Excel Help.
  • If the Office Assistant is turned on:
    • It will open first and provide a box in which to type your question.
  • If the Assistant is turned off:
    • the Help Catalog will open.
• Type in a keyword or phrase in the Search for: box located on the right side of the menu bar and press Enter.

The New Look of Excel Help

• The Help catalog has now been organized into one window from which you can access either the Contents, the Index, or an AnswerWizard feature. The window is divided into two columns or frames with the Contents, Indices, or AnswerWizard parameters appearing in the left column and the help text and links appearing in the right column. This setup simplifies navigation in the Help catalog.
• Search for box is a text-box located on the far right side of the Menu bar. This is a shortcut for searching for a specific topic. Type in your topic and press Enter, and the Help catalog will appear with your information. The textbox is also a pull down menu, which you can use to refer back to previous searches
• The Office Assistant is a character, usually a paper clip person, as pictured on the right. It functions almost exactly the same way as it does in Excel 2003 and 2000.
  • Ways To Remove Office Assistant
    • Go to the Help menu and select Microsoft Excel Help. The Assistant will appear with the window help box. Choose the Options button, then the Options tab, and uncheck the "Use the Office Assistant" box.
    • Go to the Help menu and selecting Hide the Office Assistant.
    • Right-clicking on the Assistant and then selecting Hide.
  • To Restore Office Assistant
    • Go to the Help menu
    • Select Show the Office Assistant.

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Additional Resources

More detailed instructions and information about Excel 2003 for XP can be found at:

• Excel 2003 Online Help
• Excel 2003 Support Center

Further information on Office XP can be found at:

• Home Page for Microsoft Office XP
• Office XP In-Depth

Some support for Excel 2003 and Office XP on campus is provided through the HelpDesk at x3333. For more detailed instruction on how to use the full features of Office XP, look into purchasing one of the several books that have been published on these topics. Some useful titles are:

• Microsoft Office XP Resource Kit
• Office XP Bible
• Special Edition Using Microsoft Office XP

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Command Changes in Excel 2003

Below is a list of commands that have been changed from Excel 2003 or added as new in Excel 2003.

This command in Excel 2003....	Changed to the following command in Excel 2003:
File Menu
Save as HTML	Replaced by Save as WebPage
Tool Menu
Auditing	Replaced by Formula Auditing
AutoCorrect	Replaced by AutoCorrect Options
Data Menu
Get External Data	Replaced by Import External Data
Help Menu
Microsoft on the Web	Replaced by Microsoft Office Online
This NEW command in Excel 2003	...Allows you to do the following:
File Menu
Web Page Preview	View workbook as a WebPage in your browser before publishing it.
Edit Menu
Office Clipboard	Displays the office clipboard in the Task Pane.
View Menu
Task Pane	Displays the task pane, an area where you can create new files, search for information, view contents of clipboard, and perform other tasks.
Insert Menu
Insert Diagram	Creates an organization chart or a cycle, radial, pyramid, Venn, or target Diagram in your document.
Tools Menu
Error Checking	Traces, checks, and corrects errors in data and formulas.
Online Collaboration	Set up a meeting with other people over the Internet to discuss, review, and change a presentation.
Help Menu
Show Office Assistant	Activates and displays the Office Assistant.
Activate Product	Launches the Activation Wizard, used to activate or update information about your copy of Microsoft Office.