Important Notice


It’s been great…time to retire now though.

A big thanks to all the people who have used F1plus for their training needs over the years. I’ve really enjoyed working with all of you. I’ve now retired and closed F1plus.

All the very best

Irene

Microsoft Word TOP TIPS for the complete beginner


Are you a complete novice when it comes to using a computer?

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What does it mean when I see ‘#######’ in my Excel spreadsheet ?


Don’t worry…nothing is wrong – it can be sorted quickly.

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What does it mean when I see ! in a formula?


This symbol will appear automatically when your formula links to another worksheet.

Eg If your formula reads   = AberdeenSales!B8 then this is simply linking to the cell B8 in the spreadsheet called AberdeenSales.

You can do this by clicking on the cell in the first spreadsheet and typing = then simply go to and click in the cell B8 in the spreadsheet called AberdeenSales then press the Enter key.  The formula reference AberdeenSales!B8 will automatically go into your formula.

For more information about our Excel Courses please click here.

What does the $ mean in an Excel formula?


There may be occasions when you want to use a value in one cell in your formula but cannot allow the formula to change the cell reference when you copy it down or across your spreadsheet. For instance in the example below the formula in C11 in the Surcharge column references cell B5 (which is the Surcharge rate) but if you copy this formula down to C12 the B5 reference will change to B6. This is not what we need in cell C12…we need it to read =B12*B5.

We want to make the cell B5 ‘Absolute’…in other words we don’t want it to be able to move from that cell reference.

We can make the ‘B’ part of the cell absolute by putting a $ in front of the ‘B’ and we can make the ‘5’ part of the cell absolute in the same way. If we therefore never want excel to change the reference of this particular cell at all the formula would read =B11*$B$5.

A quick way to put the $ in is to tap the ‘F4’ key on your keyboard after typing the B5…you will find that the $ signs will go in before the B and the 5. This is a toggle and so you can tap it again and again to see other variations if you don’t need both $ signs.

This is covered in more detail in Chapter 5 of Excel Level 1 – Formulas and Functions.

For more information about our Excel Courses please click here.

Making a Great Presentation with Microsoft PowerPoint


This is a post by Jack Cairney of Befound – A SEO company from Aberdeen

Microsoft PowerPoint is part of the popular Microsoft Office suite of applications. This is a powerful slideshow program which can be used to make presentations to show to many different people.

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Microsoft Word – A beginner’s guide


There are few if any more useful or well-used examples of computer software in the world than Microsoft Word. The system has been gradually tweaked, altered and enhanced over the past few decades but the principles of the word processing programme are very much as they’ve always been.

Many of us use Word every day of our working lives or make use of it to pen a letter or draft a report every so often but if you’ve never had a chance to get used the basic functionalities then there’s no time like the present. So here’s a beginners’ guide to the software to help you get started.

Starting a document

Assuming you have Microsoft Word installed on your computer, you should find it pinned to your Start menu on any Windows computer, or if you’re working with a Windows 8 PC then you’ll see the Word programme icon among your apps. By clicking on the Word icon, wherever you see it, you’ll invite the software to launch into action and you’ll be ready to go with a new, blank Word document.

If you already have one Word document open but would like to start another then you need to go to the file tab in the top left of your screen and hit the word ‘new’. Depending on the precise version of Word that you’re working with you might find the ‘new’ button in a slightly different position but it will always be beneath the ‘file’ tab. Alternatively, you can open a new document simply by pressing and holding down the ‘control’ key and pressing ‘N’, if you already have the programme up and running.

How to save your work in Word

Whenever you come up with a piece of work in Word, you will probably feel as if you want to save the document you’ve created. To do so you just need to return to the ‘file’ tab and look for the ‘save’ button. A box will then appear with a suggestion as to where on your computer you might want to save that particular document. A Word file of any kind is usually best saved in your ‘Documents’ folder and within that you can choose anywhere you like to start storing your work.

If you find that you’re creating quite a number of different Word documents over a period of time then it makes sense to start organising them by theme or timeframe but the choice is yours. The best way to do this is to open a few new folders for different types of work within your ‘Documents’ folder and name them in a way that jogs your memory.

Selecting text

A very common operation within Microsoft Word is the selecting of text. Selecting text allows you to identify a specific piece of text or content and manipulate it in a variety of ways. To select your target text you need to park the flickering cursor to its left-hand-side and either drag it with your mouse across the content you have in mind, or else do the same thing by holding down ‘shift’ and using the arrow keys on your keyboard. You’ll know when you’ve got it right because the area you’ve covered will be shaded.

Changing text size and fonts

Once you’ve selected an area of text and you’ve got it shaded as you’d like then you can alter the size of that text and the style in which it appears on screen. To do this you just need to find the two buttons in the toolbar at the top of your Word document that offer you a long list of font choices and a list of numbers that you can scroll through from 8 down to 72 to determine the size of the text in your document.

Other useful buttons

And while you’ve still got your text shaded and selected, you can chose to embolden it, underline it or italicise it, all just at the click of your mouse. All you need to do to carry out these functions is spot the B, I and U icons that sit right beneath the icons for changing fonts and text sizes within the main toolbar at the top of your Word document.

As with so much in life, learning a new skill takes effort and persistence but if you can avoid getting frustrated and throwing in the towel, you might soon wonder how you ever lived without Word and with even a little concerted practice you’ll have more than the basics well in hand.

Microsoft Excel – How to get started


Microsoft Excel is a spectacularly useful and well-used software application that forms part of the Office suite of solutions that has been a pillar of PC use around the world now for a couple of decades.

Why use Excel?

The essential purpose of the software is to make it easier for people to organise, manage, categorise and analyse any data they may have cause to be getting to grips with. The latest versions of Excel are capable of a wide range of often quite remarkable calculations and operations but the software is still used primarily for more basic purposes and for the simple saving and sharing of information.

Opening a document

To open a new Excel document you’ll need to go to the ‘Start’ button on the left hand corner of your PC and look through the programmes you have available until you find the right icon. Alternatively, if you are working with the Windows 8 operating system then you’ll find an Excel app on your dedicated ‘Start’ page along with all the other tools or apps you’ve downloaded or installed.

Understanding your spreadsheet

Once you’ve open a new Excel document, you’ll be faced with what is referred to as being a spreadsheet and which you’ll see has columns running horizontally and vertically. You’ll see also that the system uses numbers on the left hand axis and letters across the top. The columns along both axes run on indefinitely if you scroll down or over to the right so there’s theoretically no limits to the amount of data that can be entered into any Excel document. It’s generally best though to make sure that your documents remain somewhat manageable, organised and intelligible rather than letting them turn into something more like a sprawling mess. You can add new sheets to a single document by clicking the + icon at the foot of the page to help in that regard.

Entering your data

You’ll find as you become more familiar with the software that there are lots of interesting and potential very valuable ways in which an Excel spreadsheet document can be utilised. However, when you’re just getting started you’ll want first to be aware that the columns can be adjusted for size simply by placing your cursor on a single dividing line, holding the left mouse button down and manoeuvring the cursor and your line into a new position. You’ll see also that by clicking on a particular box it becomes highlighted and that column is identified for you in a rectangular box below the banner toolbar as ‘C9’, ‘H12’, ‘N22’ etc. based on the numbered and lettered vertical and horizontal axes. To enter data or information of any kind into a particular box in your Excel spreadsheets you can click on it directly and start typing, or you can write or paste into the elongated column above the lettering of the horizontal axis. To enter this content, whatever might be, whether it’s written words or numbers or anything else, simply hit the odd-shaped ‘return’ button that you probably know by now is the largest sat there on your keyboard. Hitting return enters your data into the Excel spreadsheet in the particular column you’re working in and moves you on automatically to the next one below.

Useful tricks and tools

You can adjust your fonts and text sizes very easily in Excel in the same way as you would in Word, which means making your selection with the help of two dropdown menus that sit side-by-side in the banner toolbar. You might notice that there are options there also relating to formulas, page layouts and some quite advanced data techniques. We will leave these for now but you might find at some stage that there are tools integrated into Excel that you find massively helpful in processing your data and doing the kind of math equations that most of us would struggle with at the best of times. Even getting started though with Excel can be very worthwhile whatever area of work or study you’re involved in, so hopefully this brief crash course has been of some use. As ever though, it is practice and persistence that really helps improve your skills with particular sorts of software.

For more information about our Excel Training courses please follow the link.

What is the Name Box in Excel used for?


There are a number of ways we can use this box but perhaps the most useful is for navigation.

If you are clicked on cell A1 for instance you will see the cell reference A1 showing in the name box which appears under the ribbon as shown in the picture below.  You will also see that there is a drop down arrow but when you click on it there is generally nothing there.

name-box-pic-1

Use the name box to navigate to a particular cell

Click on the name box and type the cell reference and that particular cell reference will become the active cell.  ie type C4 into the name box as in the pic below and see your active cell jump from Al to C4.

name-box-pic-2

Create navigation points in the drop down

If you have a particularly large workbook with many worksheets you may find it easier to find the areas you need to access regularly if you define names for those particular areas so that you can simply click on the drop down of the name box and go straight to the area.  See pic below:

name-box-pic-3

 In order to create the name NZ-Sales in the example above you would go to the cell B13 which represents the New Zealand Sales total and then simply go to the name box and type the name you want to call this cell ie NZ_Sales.

You can also do this for a range of cells by simply selecting the range of cells first and then giving it a name in the name box.

There are many other ways you can work with defining names and labels.  You can find more information in Chapter 9 of the Excel Level 2 course – Defined Names.  For more information of Excel courses please click here.

Essential Microsoft Office shortcuts


Speed up your productivity by using shortcuts. Microsoft Office provides us with a huge number of shortcuts that we can choose to use but there is little point in trying to remember all of them.  Instead choose to find out about the shortcuts that will be most helpful to you.  The following are shortcuts that are a must in all Office applications.

 

Copy, move and paste

Select the data you want to move or copy using the appropriate shortcut below and paste it into the new area of your spreadsheet or to another spreadsheet, workbook or even to another application.

Hold the Ctrl key and the letter c key     –   this copies your selected text to the clipboard

Hold the Ctrl key and the letter v key     –   this pastes your copied text to the new position

Hold the Ctrl key and the letter x key     –   this cuts your selected text ready for you to move it by pasting it to the new position

 

Home and End

The Home and End keys are located either at the top of your number pad or to the right hand side of your keyboard.  They can be used on their own to move your cursor to the beginning or the end of the row you are on or along with the Control key to move you to the beginning or end of your spreadsheet.

Hold the Ctrl key and the home key   …….   this takes you to the beginning of your spreadsheet

Hold the Ctrl key and the end key   ………..  this takes you to the end of your spreadsheet

Click the end key      ………………………………. this takes you to the end of the row

Click the home key         …………………………. this takes you to the beginning of the row

 

Formatting shortcuts

Hold the Ctrl key and the letter b key   –   this applies or removes bold formatting to selected text

Hold the Ctrl key and the letter i key   –    this applies or removes italics formatting to selected text

Hold the Ctrl key and the letter u key   –   this applies or removes underline formatting to selected text

 

Undo and Repeat

Hold the Ctrl key and the letter z key   …..   this will undo your last action

Hold the Ctrl key and the letter y key    ….   this will repeat your last action

 

Open, Print and Save

Hold the Ctrl key and the letter o key   –    this will display the open dialogue box to open a file

Hold the Ctrl key and the letter p key    –   this will display the print area

Hold the Ctrl key and the letter s key     –   this will save the active file

 

Select All

Hold the Ctrl key and the letter a key     –   this will select everything in your worksheet

 

If you would like to know more about Office applications why not give F1plus a call on 01224 619780 or browse through our website at www.f1plus.co.uk and come and try one of our courses.

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