Created By : M.G.

Asanka Dinesh |MCS,BSc

Lecturer Grade II
ICBT Campus | No. 89, Bauddhaloka Mawatha, Kurunegala
General: +94 (0) 37 44 82 000
E-mail: asanka.d@icbtcampus.edu.lk | Web: www.icbtcampus.edu.lk

MICROSOFT OFFICE
Bridging Program
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 1. Microsoft Office
Microsoft Office is an application that is designed to be used for office or business use. It owns by
Microsoft Corporation and was first released in 1990. Microsoft Office is available in 35 different
languages and is supported by Windows, Mac and most Linux variants. It mainly consists of Word,
Excel, PowerPoint, Access, OneNote, Outlook and Publisher applications.

 Microsoft Word: Helps users in creating text documents. (Word Processing Tool)
 Microsoft Excel: Creates simple to complex data/numerical spreadsheets.
 Microsoft PowerPoint: Stand-alone application for creating professional multimedia
presentations.
 Microsoft Access: Database management application.
 Microsoft Publisher: Introductory application for creating and publishing marketing
materials.
 Microsoft OneNote: Alternate to a paper notebook, it enables a user to neatly organize their
notes.

Who Owns the Office Package?

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 Microsoft Corporation

Microsoft Corporation is an American multinational technology company with headquarters in

Redmond, Washington. It develops, manufactures, licenses, supports, and sells computer
software, consumer electronics, personal computers, and related services. Its best known
software products are the Microsoft Windows line of operating systems, the Microsoft Office
suite, and the Internet Explorer and Edge web browsers.

1.1. Microsoft Word: Microsoft Word is word processing software which comes with Microsoft
Office Package. There are much other word processing software’s as well.

 AbiWord
 Adobe InCopy
 Atlantis Word Processor
 CoWord
 Creative Writer
 Google Docs
 iBooks Author
 Open Office Writter
 DOS Edit
 Word Pad

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1.2. Microsoft Word Versions

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1.3. Introduction to MS Word

1.4. Ope
n
MS
Wor
d:

 S
tart

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  All Programs
 MS Office
 MS Word

Or

 Run
 WinWord

1.5. Creating New Blank Document (Ctrl + N)

 Click on Office Button (or File)

 Click New
 Select Blank Document
 Click Create

1.6. Saving Document (Ctrl + S)

 Click on Office button

 Select Save

Or

 Click on Save Button

 Select the file location where you want to save the file (Drive and Folder)
 Type the File Name
 Select the Save as type
 Click Save

1.7. Saving a Document copy in another file format or at another place.

 Click on Office Button

 Select Save As
 Select the file location where you want to save the file (Drive and Folder)
 Select the file type.

1.8. File Extensions

 Document - .docx
 Marco enabled document - .docm
 Template - .dotx
 Macro enable template - .dotm
 Web Page - .html
1.9. Saving Time to Time

 After first save it is very important to save frequently.

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  Click Ctrl + S or Save Button.

1.10. Give a Password to the Document

 Click Office Button

 Select Preparing
 Click Encrypted Document
 Give a Password
 Retype the password
 Save the Document.

1.11. Opening a Saved Document (Ctrl + O)

 Click on Office Button

 Click Open
 Select the File Location
 Select File Name

1.12. Functions of Word Processing Software

 Write and Edit Texts

 Create Layouts (Creative and interactive documents)
 Automated editing Support (Spelling, Grammar, Table of Content, Mail Merge, Referencing)
 Interactive editing and collaborative editing
 Support Printing
 Macros.

1.13. Help Functions (Press F1)

 How word features work or how to complete a particular task.

1.14. Closing a Document (Ctrl + W)

 Click Office Button

 Click Close

1.15. Exit from MS Word

 Ctrl + W to Close Document

 Alt + F4 to Close MS Word Window.
 From Office Button Close
 Close button (X) at the top right corner of window.

1.16. Minimize MS Word

 Press Alt + Space and press “N”

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  Right Click mouse in an Empty Space of the ribbon
 To directly access ribbon from the keyboard use Alt key.

1.17. To Generate Paragraph

 =rand(2,3)  This can make 2 paragraphs

 =rand(10,4)  This can make 10 paragraphs

1.18. Navigation within the Document

 Move one-line Up
 Move One-line down
 Moves one character to the right
 Moves one character to left
 Moves word to Right Ctrl +
 Moves One paragraph down Ctrl +
 Moves One paragraph up Ctrl +
 Move to the beginning of the current line Home
 Move to the end of the line End
 Moves to specific page number Ctrl + G
 Moves to beginning of the file Ctrl + Home
 Moves to end of the file Ctrl + End
 Displays the previous screen full Page Up
 Displays the next screen full Page Down
 Go to word by word Ctrl + left

1.19. Selecting Data

In order to apply formatting text or group you must first select it. This can be simply done by
dragging to end or vice versa using the mouse.

1.20. Selecting with Mouse

 Word -Double click on the word

 Line- Move the cursor to the left of a line until it changes to an arrow and click once
 Sentence - Hold the Ctrl key down and click the mouse button anywhere on the sentence
 Paragraph - Triple click on the paragraph
 Segment of the paragraph- Hold Alt key and also hold the left mouse button and drag on the
paragraph
 Whole Document - Simple Press Ctrl with A key.

1.21. Selecting Text in Continues Manner

 Go to begging line and press Shift key + Down arrow

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  Go to beginning of the line and press Shift + End
 Go to End of the line and press Shift + Up arrow
 Go to End of line and press Shift + Home Key
 From the middle of the sentence up to right most end press Shift + End
 Up to Left most end press Shift + Home
 Selecting paragraph Ctrl + Shift + Down Arrow
 Upward Selecting of the paragraphs Ctrl + Shift + Up
 Down most end Ctrl + Shift + End
 Top most end Ctrl + Shift + Home
 Word by word right Shift + Right Arrow
 Selecting Random Words Ctrl + Double Click.

1.22. Deleting Text

 Select the text and press the Del Key or Backspace

 To delete the character in the right side of the cursor – Del Key
 To delete the charters in the left side of the cursor use Backspace
 To delete the word in the right of the cursor Ctrl + Del Key
 To Delete the word in the left of the cursor Ctrl + Backspace.

1.23. Undo / Redo (Ctrl + Z / Ctrl + Y)

 The Undo command in quick access toolbar can be used to undo mistakes
 If you decide later that you did not want to undo an action, click redo command to redo the
action.

1.24. Unordered List / Bullet List

 If you want to present something as points and the order is not concerned it is better to use
bullets style.
 There are several bullet types to be selected.

1.25. It is possible to use

 To go forward use ‘Tab’

 To go to backward use ‘Ctrl + Backspace

1.26. Define your own style – Single level alternation

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  Click on the small down arrow in bullets button
 Click define new bullets button
 Click define new bullets link
 Use define new bullets dialog box to select a symbol, picture or font and press enter.

1.27. Hyperlink

 Create a link to another web page, email or picture.

 Click Hyperlink
 Fill the text to display the hyperlink
 Fill the address to be linked
 To follow the hyperlink Ctrl + Click on the link.

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 2. Microsoft Excel

2.1. What is a Spreadsheet Software?

Spreadsheet is a file made of rows, columns that help sort data, arrange data and calculate.
Examples for spreadsheet software’s

Kingsoft Spreadsheets OpenOffice Calc

GnumeriC Spread32
Accel Spreadsheet Google Sheet

2.2. What is Microsoft Excel?

Microsoft Excel is a software program produced by Microsoft that allows

users to organize, format and calculate data with formulas using a
spreadsheet system. This software is part of the Microsoft Office suite and is
compatible with other applications in the Office suite

2.3. History of Excel

Version 1.5 Version 2.0 Version 2.1

Version 2.2 Version 3.0 Version 4.0

Version 5.0 Version 5.1 Version 5.5

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2.4. Functions in Excel

MS Excel is a powerful spreadsheet package which can be used to

• Creating Tables

• All Mathematical Calculations

• Drawing Graphs
• Electronic Accounting
• Developing Software’s
• Computer Games
• Painting

2.5. Open MS Excel:

 Start

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  All Programs
 MS Office
 MS Excel

Or

 Run (Windows + R)
 Excel

2.6. Creating New Blank Document (Ctrl + N)

• Click on Office Button or File

• Click New
• Select Blank Document
• Click Create

2.7. Saving Document (Ctrl + S)

 Click on Office button or File

 Select Save
• Click on Save Button
• Select the file location where you want to save the file (Drive and Folder)
• Type the File Name
• Click Save

2.8. Saving a Document copy in another file format or at another place.

 Click on Office Button

 Select Save As
 Select the file location where you want to save the file (Drive and Folder)
 Select the file type(Pdf,html,Xml).
 Press Save As
2.9. File Extensions

 Excel Workbook - .xlsx

 Excel Macro-Enabled Workbook - .xlsm
 Template - .xltx
 Excel 97- Excel 2003 Workbook - .xls

2.10. Saving Time to Time

• After first save it is very important to save frequently.

• Click Ctrl + S or Save Button.

2.11. Give a Password to the Document

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 • Click on File
• Select Info
• Click on Protect Workbook
• Click Encrypted with Password
• Give a Password
• Retype the password
• Save the Document.

2.12. Opening a Saved Document (Ctrl + O)

• Click on File
• Click Open
• Select the File Location
• Select File Name
• Click Open Button

2.13. Help Functions (Press F1)

• How word features work or how to complete a particular task.

2.14. Exit from MS Excel

• Ctrl + W to Close Document

• Alt + F4 to Close MS Excel Window.
• From Office Button or File “Close”
• Close button (X) at the top right corner of window.

2.15. Minimize MS Excel

• Press Ctrl + F9 (To Open Alt + Tab)

• Right Click mouse in an Empty Space of the ribbon and select Minimize
• To directly access ribbon from the keyboard use Alt key.

2.16. Worksheet Elements

• A spread Sheet is an electronic document that stores various type of data. There are
vertical columns and rows.
• The worksheet consists of 1048576 rows and A to XFD columns

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2.17. Getting a Worksheet

 Select Home Tab

 Select Insert Icon
 Select Insert Worksheet

 Or

 Shift + F11

2.18. Undo / Redo

• The Undo command in quick access toolbar can be used to undo mistakes
• If you decide later that you did not want to undo an action, click redo command to
redo the action.

2.19. Copying the same content

Click and drag from the bottom right corner of the cell

2.20. Repeat the Pattern

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 Create a pattern first and select cell range belongs to the
pattern. Then drag it down.

2.21. Formula: Mathematical express in excel and applied as the formula followed by an equal
sign.

Ex: =A1 + B1

2.22. Functions: A keyword in Excel which performs a predefine action. This will produce the
results similar to A1 +B1

Ex: =SUM (A1:B1)

2.23. Relative References:

Functions and formulas in excel are generated by using cell reference addressed. Once the relate
function or formula is auto filled reference will be automatically changed according to their
relativeness.

As an example, if you copy the formula =A2+B2 from cell C2 to D2, the formula in D2 adjusts to the
right by one column and becomes =B2+C2.

2.24. Absolute Reference

If you want to maintain the original cell reference in this example when you copy it, you make the
cell reference absolute by preceding the columns (A and B) and row (2) with a dollar sign ($). Then,
when you copy the formula =$A$2+$B$2 from C2 to D2, the formula stays exactly the same.

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2.25. What is a Formula Vs Function in Excel?

Exercises 1: Write the matching Excel function for following rows and columns

No Name Science Mathematics English Total Average Pass/Fail

1 Mina 56 74 42 A E I
2 Diya 89 58 56 B F J
3 Jane 45 14 86 C G K
4 Clara 65 56 95 D H L

No Value Function or Formula

1 A
2 B
3 C
4 D
5 E
6 F
7 J
8 K

Exercises 2: Write function for following rows and columns (>75=A,>65=B, >55=C, >40=D, <40=F)

No Name Science Math’s English Total Average Pass/Fail Grade Rank

1 Mina 56 74 42 A E
2 Diya 89 58 56 B F
3 Jane 45 14 86 C G
4 Clara 65 56 95 D H

No Value Function or Formula

1 A
2 B
3 C
4 D
5 E
6 F
7 G

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 8 H
Exercises 3: Write function for following rows (>1000=10%,>1500=15%, >2000=20%, <1000=0%)

Item Name Price Qty Total Discount Discount Value After

No Amount Discount

1 Pen Rs. 100 30 A E I M

2 Book Rs. 150 10 B F J N
3 Bag Rs. 250 4 C G K O
4 Pencil Rs. 50 2 D H L P

Gross Total Q

No Value Function or Formula

1 A
2 B
3 C
4 D
5 E
6 F
7 G
8 H
9 I
10 J
11 K
12 L
13 M
14 N
15 Q

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 3. Microsoft PowerPoint
Microsoft PowerPoint is a powerful presentation software developed by Microsoft. It is a standard
component of the company's Microsoft Office suite software, and is bundled together with Word,
Excel and other office productivity tools

3.1. Other types of Presentation Software

 Adobe Acrobat.
 Apple Keynote.
 Corel Presentations.
 Harvard Graphics.
 IBM Lotus Freelance Graphics.
 SoftMaker Presentations.
 Prezi

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3.2. Functions in Presentation Software

 Creating Presentations.
 Inserting Animations and Images.
 Slide Transitions.
 Creating Videos

3.3. Open MS PowerPoint:

 Start.
 All Programs.
 MS Office.
 MS PowerPoint.

Or

 Run.
PowerPoint.

3.4. Creating New Blank Presentation (Ctrl + N)

 Click on Office Button /File

 Click New.
 Select Blank Document.
 Click Create.

3.5. Saving Document (Ctrl + S)

 Click on Office button.

 Select Save.

Or

 Click on Save Button.

 Select the file location where you want to save the file (Drive and Folder).
 Type the File Name.
 Select the Save as type.
 Click Save.

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3.6. File Extensions

PowerPoint Presentation .pptx

PowerPoint Macro-Enabled Presentation .pptm
PowerPoint 97-2003 Presentation .ppt
PDF Document Format .pdf

3.7. Give a Password to the Document

 Click Office Button

 Select Preparing
 Click Encrypted Document
 Give a Password
 Retype the password
 Save the Document.

3.8. Opening a Saved Document (Ctrl + O)

 Click on Office Button

 Click Open
 Select the File Location
 Select File Name
 Click Open Button

3.9. Exit from MS PowerPoint

 Ctrl + W to Close Document

 Alt + F4 to Close MS PowerPoint Window.
 From Office Button Close.
 Close button (X) at the top right corner of window.

Formal Dress Code : https://www.slideshare.net/careercore/professional-attire-4851590

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Microsoft Word

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 Word Shortcut Description
Ctrl+0 Toggles 6pts of spacing before a paragraph.
Ctrl+A Select all contents of the page.
Ctrl+B Bold highlighted selection.
Ctrl+C Copy selected text.
Ctrl+D Open the font preferences window.
Ctrl+E Aligns the line or selected text to the center of the screen.
Ctrl+F Open find box.
Ctrl+I Italic highlighted selection.
Ctrl+J Aligns the selected text or line to justify the screen.
Ctrl+K Insert a hyperlink.
Ctrl+L Aligns the line or selected text to the left of the screen.
Ctrl+M Indent the paragraph.
Ctrl+N Opens new, blank document window.
Ctrl+O Opens the dialog box or page for selecting a file to open.
Ctrl+P Open the print window.
Ctrl+R Aligns the line or selected text to the right of the screen.
Ctrl+S Save the open document. Just like Shift+F12.
Ctrl+T Create a hanging indent.
Ctrl+U Underline the selected text.
Ctrl+V Paste.
Ctrl+W Close the currently open document.
Ctrl+X Cut selected text.
Ctrl+Y Redo the last action performed.
Ctrl+Z Undo last action.
Ctrl+Shift+L Quickly create a bullet point.
Ctrl+Shift+F Change the font.
Ctrl+<left arrow> Moves one word to the left.
Ctrl+<right arrow> Moves one word to the right.
Ctrl+<up arrow> Moves to the beginning of the line or paragraph.
Ctrl+<down arrow> Moves to the end of the paragraph.
Ctrl+Del Deletes word to right of cursor.
Ctrl+Backspace Deletes word to left of cursor.
Ctrl+End Moves the cursor to the end of the document.
Ctrl+Home Moves the cursor to the beginning of the document.
Ctrl+Spacebar Reset highlighted text to the default font.
Ctrl+1 Single-space lines.
Ctrl+2 Double-space lines.
Ctrl+5 1.5-line spacing.
F1 Open Help.
F4 Repeat the last action performed (Word 2000+)
F5 Open the Find, Replace, and Go To window in Microsoft Word.
F7 Spellcheck and grammar check selected text or document.
F12 Save As.
Click, hold, and drag Selects text from where you click and hold to the point you drag and let go.
Double-click If double-clicking a word, selects the complete word.
Double-click Double-clicking anywhere after text on a line will set a tab stop.
Triple-click Selects the line or paragraph of the text that the mouse triple-clicked on.
Ctrl+Mouse wheel Zooms in and out of document.

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Microsoft Excel

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 No Excel Shortcut Description
1 F2 Edit the selected cell.
2 F3 After a name has been created, F3 will paste names.
3 F4 Repeat last action.
4 F5 Go to a specific cell. For example, C6.
5 F7 Spell check selected text or document.
6 F11 Create chart from selected data.
7 Ctrl+Shift+; Enter the current time.
8 Ctrl+; Enter the current date.
9 Alt+Shift+F1 Insert New Worksheet.
10 Alt+Enter While typing text in a cell, pressing Alt+Enter will move to the next line.
11 Shift+F3 Open the Excel formula window.
12 Shift+F5 Bring up search box.
13 Ctrl+1 Open the Format Cells window.
14 Ctrl+A Select all contents of the worksheet.
15 Ctrl+B Bold highlighted selection.
16 Ctrl+I Italic highlighted selection.
17 Ctrl+K Insert link.
18 Ctrl+S Save the open worksheet.
19 Ctrl+U Underline highlighted selection.

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20 Ctrl+P Bring up the print dialog box
21 Ctrl+Z Undo last action.
22 Ctrl+F3 Open Excel Name Manager.
23 Ctrl+F9 Minimize current window.
24 Ctrl+F10 Maximize currently selected window.
25 Ctrl+F6 Switch between open workbooks or windows
26 Ctrl+PageUp Move between work sheets in the same document.
27 Ctrl+Page down Move between work sheets in the same document.
28 Ctrl+Tab Move between Two or more open Excel files.
29 Alt+= Create a formula to sum all of the above cells.
30 Ctrl+' Insert the value of the above cell into the cell currently selected.
31 Ctrl+Shift+1 Format number in comma format.
32 Ctrl+Shift+2 Format number in time format.
33 Ctrl+Shift+3 Format number in date format.
34 Ctrl+Shift+4 Format number in currency format.
35 Ctrl+Shift+5 Format number in percentage format.
36 Ctrl+Shift+6 Format number in scientific format.
37 Ctrl+Space Select entire column.
38 Shift+Space Select entire row.
39 Ctrl+- Delete the selected column or row.
40 Ctrl+Shift+= Insert a new column or row.
41 Ctrl+Home Move to cell A1.
42 Ctrl+Arrow key Move to next section of text.

Microsoft PowerPoint

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No PowerPoint Shortcut Description

1 Ctrl + Shift + Tab Switch between outline and slide view

2 Ctrl + M Insert a new slide
3 Ctrl + D Duplicate the current side
4 Ctrl + Shift + > Increase font size
5 Ctrl + Shift + < Decrease font size
6 Ctrl + T Display the font dialog box
7 Shift + F3 Change case
8 Alt + Shift + Left arrow Promote a paragraph in an outline

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9 Alt + Shift + Right arrow Demote a paragraph in an outline
10 Alt + Shift + Up arrow Move selected outline paragraphs up
11 Alt + Shift + Down arrow Move selected outline paragraphs down
12 Alt + Shift + 1 Display outline heading level 1
13 Alt + Shift + + Expand outline text below a heading
14 Alt + Shift + – Collapse outline text below a heading
15 Alt + Shift +A Collapse or show all text or headings
16 Shift + F9 Show or hide the grid
17 Alt + F9 Show or hide the guides
18 F5 Run a presentation
19 Ctrl + P Activate the pen tool during a show
20 E Erase pen tool drawings during a show
21 Esc Turn off the pen tool
22 Ctrl + A Change the pen to a pointer
23 Ctrl + H Hide the pointer or pen
24 Tab Move to the next hyperlink
25 B Make the screen go black during a show
26 W Make the screen go white during a show
27 S Stop or restart an automatic show
28 1 + Enter Return to the first slide
29 Slide number + Enter During presentation, Go to slide number
30 F6 Move clockwise among panes in Normal view
31 Shift + F6 Move counterclockwise among panes in Normal view
32 Ctrl + Shift + C Copy formatting of selected shape
33 Ctrl + Shift + V Paste formatting only to another shape
34 Ctrl + K Insert hyperlink
35 F1 Help
36 Shift + F5 View the slide show from the current slide forward
37 F7 Spellcheck
38 F12 Opens Save As dialog box
39 S Stop the show. Press S again to restart the show
40 Esc End the slide show

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