F. Y. B. A.
Semester – I (2023-24)
CSC-120 : IT Literacy (Under NEP-2020)
GE (General Elective)-I / OE (Open Elective)-I [Credits – 2]
Prepared by
Manojkumar Kukade
Department of Computer Science,
Fergusson College (Autonomous), Pune
Unit 2 - Office tools
2.1 Introduction
2.2 Objective
2.3 Word Processing Basics
2.4 Opening Word Processing Package
2.5 Title Bar, Menu Bar, Toolbars & Sidebar
2.6 Creating a New Document
2.7 Opening and Closing Documents
2.8 Save and Save As, Print Document
2.9 Using The Help
2.10 Page Setup, Print Preview, Printing of Documents, PDF file and Saving a Document as PDF
file
2.11 Document manipulation & Formatting, Text Selection, Cut, Copy and Paste, Font, Color,
Style and Size selection, Alignment of Text, Undo & Redo, Spelling & Grammar, Shortcut
Keys
Application Software
An Application Software is basically is a program or set of programs that perform a specific task.
In addition to this, end-users use this software.
Hence, the name end-user programs.
We can also name this software as app.
There are different types of application software both for simple as well as complex tasks.
They enable the computer to perform specific tasks like processing words, handling calculations, accounting, result
preparation, etc.
Some basic examples are MS-Word, Photoshop, Google Chrome, etc. Let us study further about them.
Office Tools
Office Tools are a type of application software
They help the users to perform office-related tasks easily and efficiently.
Therefore, these tools help to create, manage, and manipulate large amounts of data and
documents.
Moreover, they help create presentations, reports, databases etc.
Users can perform some tasks repeatedly with less time and effort.
These tools include software such as word processors, presentation tools, spreadsheets
database systems, email tools, etc.
Types of Office Tools and their Examples
Different types of office tools are as follows:
1. Word Processor Tool
This software deals with text documents.
It helps to create, format, manipulate, and save text files. Besides, the software can either
run on the hardware as a desktop application such as Microsoft word. Or
on the other hand, it can also be cloud-based such as google docs.
Features of word processors:
A word processor tool can perform the following tasks:
Creating, saving, and editing text documents.
Formatting the text including features like font size, font color, alignment, WordArt, etc.
Spelling and grammar check
Adding images, clipart, screenshots, watermark to the text.
Setting header, footer, and margins to the text pages.
2. Presentation Tool
This tool helps the user to break the information into small parts called slides.
Slides are basically small parts of a particular topic arranged on different pages.
Moreover, a series of these slides representing an idea to the audience is called presentation.
Besides, this tool allows the user to present these presentations using the slideshow feature.
Furthermore, the slides can contain pictures, audios, videos, graphs, tables, etc.
3. Spreadsheet Tool
This software contains the data in the form of rows and columns.
The intersection of a row and column is a cell.
They store the data and have various formulas which in turn helps to analyze, calculate, and
draw conclusions from data.
The business and financial sectors use this software more often.
They also contain additional features like graphs, charts, 3D graphs, tables, etc. for effective
results.
Report presentation is thus quite easy considering these results.
Features of Spreadsheets:
Simple calculations like addition, subtraction, multiplication, finding the average, counting is
quite easy. Moreover, simple formulas are used for these calculations.
Graphs and charts are quite easy to make, based on the data in cells.
Formatting the data is quite easy and efficient.
It is easy to enter data in cells.
Logical comparisons can be easily calculated.
4. Database Management Systems
A database is a collection of related data or information in an organized form.
A database management system is a tool that is used to store, search, extract, or delete
information from a database.
Moreover, we use them so that the operations which we perform on the database, are in an
organized manner and safe.
Some database management tools help in handling records on the system like phone
numbers, mailing lists, catalogs, etc.
Examples are MS Access, Filemaker, dBASE, etc.
While some others help to manage large and complex databases. Examples are SQL, Oracle,
etc.
Word Processing :
The use of a program (software application) running on a computer that allows users to
create, edit, format, and store documents.
Create a Document :
Start Microsoft Word.
Click the File tab.
Click the New tab.
Click Blank document. (A new blank document appears.)
Type your text. The text you type will be inserted into the document.
