MS-Office

What is Microsoft Word?

• Microsoft Word is word processing software. It is developed by Microsoft and is part of

Microsoft Office Suite. It enables you to create, edit and save professional documents like letters
and reports.
• Microsoft word was released in 1983 as Multi-Tool Word. Its first version was based on the
framework of Bravo which was world's first graphical writing program.
• Microsoft renamed Multi Tool Word to Microsoft Word, and then in October 1983, Microsoft
released its first version for the IBM PC.
• In 1985, Microsoft ported it to the Macintosh which was different from its DOS-based
counterpart, i.e. Macintosh offered various major interface changes.
• In 1989, Microsoft released a new version of Word for its Windows operating systems. It was the
Microsoft Word who introduced the concept of WYSIWYG (What You See Is What You Get),
i.e. it allowed to create and display bold and italics text.
• Bold, Italic, Underline
• Page Orientation - Portrait and Landscape options are available in Orientation category of
Page Setup.
• Alignments - Alignment refers to the position of text between the margins. Left/ Right/
Center/ Justify
• Auto complete - Auto complete is a feature in word that automatically completes the spelling
of days of the week and months of the year that have more than five letters in their names.
• Header & Footer - Header and Footer option is used to display information such title and
page number of the document.
• Editing - To change the value of data is known as editing.
• Formatting - To change the look and appearance of data.
• Format Painter - to copy the styles and formatting of text and then apply it to
another text.
• Indents -In word processing, the word indent is used to describe the distance, or number of
blank spaces used to separate a paragraph from the left or right margins. Left, Right, First Line
and Hanging Indent.

• Margins - the strips of white space around the edge of the paper. Most word processors allow
you to specify the widths of margins. Left, Right, Top, Bottom.

• Case Sentence case

Lower case
Upper case
Capitalize each word
Toggle case

• Superscript - A symbol or character that appears slightly above a line.

• Subscript - A symbol or character that appears slightly below a line.

• Font Size - Range of font size (1 to 1638).
• Table - A combination of rows and columns.
Total number of rows in a table – 32767
Total number of columns in a table – 63
• Watermark - A watermark is a faded background image that displays behind the text in a
document.
• Mail merge - Mail Merge is a useful tool that allows you to produce multiple letters, labels,
envelopes, name tags, and more using information stored in a list, database, or spreadsheet.
When performing a Mail Merge, you will need a Word document (you can start with an
existing one or create a new one) and a recipient list, which is typically an Excel workbook.
• Footnote - A footnote is additional information found at the bottom of the current page in
a document.
• Endnote - An endnote is similar, but they are only found at the end of a document and
contain reference information about quoted material.
20. Hyperlink - A hyperlink is a word, phrase, or image that you can click on to jump to a new
document or a new section within the current document. (Ctrl + Click).
22. Macros - A macro is a series of commands (Shortcuts and recording) that is recorded so it can
be played back (executed) at a later time. Macros are great for reducing the amount of work you
have to do on a series of steps that you perform frequently.
23. Thesaurus - Thesaurus is used for finding a synonym for a word in the document.
Microsoft
Excel
What is Microsoft Excel?
• Excel is a computer application program to create electronic spreadsheets.

• With in excel user can organize data, create charts and perform calculations.

• You can use it to organize your data into rows and columns.

• Excel is a convenient program because it allows the user to create large spreadsheets, reference
information from other spreadsheets, and it allows for better storage and modification of
information.
THE RIBBON
The commands are organized by Tab and Group. At the highest level is the Ribbon
for each Tab. Here this is shown for the Home Tab.

1. Tabs:
The seven tabs are Home, Insert, Page Layout, Formulas, Data, Review, View.
2. Groups:
These show related items together.
3. Commands:
A command is a button, a box to enter information, or a menu.
4. Dialog Box launcher:
The Dialog Box launcher is a small arrow that gives additional
commands (e.g. at bottom right of the Font group).
• Active cell — The selected cell in which data is entered when you begin typing. Only one cell is
active at a time. The active cell is bounded by a heavy border.
• Cell Grid – The lines on the worksheet that separate the columns and rows.
• Fill Down – A feature that allows you to copy information in an active cell to another cell or
range of the cells selected vertically.
• Fill right - A feature that allows you to copy information in an active cell to another cell or range
of the cells selected horizontally.
• Cell Range — A Cell range is a collection of cells like A1:C1
• Wrap Text – Automatically adjusting the height of a cell to make all its content visible.
• Merged Cell — When two or more cells are combined, it's become what is known as a merged
cell.
• Template — A template is a formatted workbook or worksheet designed to help users fulfill a
specific need in Excel. Examples of this include stock analysis, process map, and calendar.

• Formula — A sequence inside a cell that is used to produce a value. It must begin with an equal
(=) sign. This could be a mathematical equation, cell references, functions or operator. A formula
is also known as an expression.

• Function — Functions are formulas that are pre-built into Excel. They are designed to help
simplify potentially complex formulas in a worksheet.

• Name Box – The small box to the left of the formula bar. It displays the Cell Address or Name of the
current cell.
• Formula Bar — Nested between the ribbon and workbook, the Formula Bar will display the
contents of an active cell. In the case of formulas, the formula bar will display all components of
the formula.

• Cell Formatting — This is the act of changing the cell in which data is displayed in the
spreadsheet. When you format cells, only the visual appearance of the cells is changed; the value
within the cells remain constant.

• Labels and values - Entering data into a spreadsheet is just like typing in a word processing
program, but you have to first click the cell in which you want the data to be placed before typing
the data. The labels (composed of letters) are all left justified and the values (composed of
numbers) are all right justified in their cells.
• Conditional Formatting — Formatting is applied only when the cell meets determined criteria
such as duplicate values or values above or below a threshold.
• Filter — Filters are rules that you can employ to decide which rows in a worksheet to display.
These filters can use data such as conditions or values.
• AutoFill — This enables you to effortless copy data to more than one cell.
• Freeze Panes — Freezing Panes allows you to select specific columns and/or rows to remain
visible on the worksheet, even if you are scrolling, such as header cells that label a column.
• AutoSum — This feature will add up the numbers you have entered in your sheet and displays
the total in a cell of your choosing.
• Data Validation — This feature helps to prevent incorrect data from being entered into your
worksheet. This most commonly used to create drop-down lists for common terms. Data
validation promotes consistency and accuracy in the data to be entered.
 Difference between older and newer version
Excel 2003 Excel 2007
and older version and newer version
1. Extensions .XLS .XLSX
2. Number of Column 256 16384
3. Number of Rows 65536 1048576
4. First cell address A1 A1
5. Last Cell address IV65536 XFD1048576

Some facts regarding Excel

1. Total number of characters that a cell can contain - 32,767 characters
2. Sheets in a workbook - Based on available memory
3. Length of formula contents - 8,192 characters
4. Zoom range - 10% to 400%
5. Users who can open and share the file at the same time - 256
6. Hyperlinks in a worksheet - 66,530 hyperlinks
 Some important functions used in Excel
• LEFT: Returns a specified number of characters from the start of a supplied text string
• TRIM: Removes duplicate spaces, and spaces at the start and end of a text string.
• LOWER: Converts all characters in a supplied text string to lower case
• PROPER: Converts all characters in a supplied text string to proper case (i.e. letters that do not
follow another letter are upper case and all other characters are lower case)
• UPPER: Converts all characters in a supplied text string to upper case
• CONCAT: Joins together two or more text strings
• MID: Returns a specified number of characters from the middle of a supplied text string
• RIGHT: Returns a specified number of characters from the end of a supplied text string
• REPT: Returns a string consisting of a supplied text string, repeated a specified number of
times
• IF: Tests a user-defined condition and returns one result if the condition is TRUE, and another
result if the condition is FALSE
• LEN: Returns the length of a supplied text string
• DATE: Returns a date, from a user-supplied year, month and day
• TIME: Returns a time, from a user-supplied hour, minute and second
• NOW: Returns the current date & time
• TODAY: Returns today's date
• DAY: Returns the day (of the month) from a user-supplied date
• MONTH: Returns the month from a user-supplied date
• YEAR: Returns the year from a user-supplied date
• SUM: Returns the sum of a supplied list of numbers
• PRODUCT: Returns the product of a supplied list of numbers
• POWER: Returns the result of a given number raised to a supplied power
• MOD: Returns the remainder from a division between two supplied numbers
• SUBTOTAL: Performs a specified calculation (e.g. the sum, product, average, etc.) for a supplied
set of values
• ROUND: Rounds a number up or down, to a given number of digits
• SUMIF: Adds the cells in a supplied range, that satisfy a given criteria
• COUNT: Returns the number of numerical values in a supplied set of cells or values
• COUNTA: Returns the number of non-blanks in a supplied set of cells or values
• COUNTBLANK: Returns the number of blank cells in a supplied range
• COUNTIF: Returns the number of cells (of a supplied range), that satisfy a given criteria
• MAX: Returns the largest value from a list of supplied numbers
• MIN: Returns the smallest value from a list of supplied numbers
• AVERAGE: Returns the Average of a list of supplied numbers
KEY COMBINATION ACTION
PgUp / PgDn Move one screen up / down
Alt-PgUp / Alt-PgDn Move one screen to the left / right
Ctrl-PgUp / Ctrl-PgDn Move one worksheet tab to the left / right
Up / Down arrow key Move one cell up / down
Tab Move to the next cell to the right
Shift-Tab Move to the cell to the left
Home Move to the beginning of a row
Ctrl-Home Move to the beginning of a worksheet
Ctrl-End Move to the last cell that has content in it
Ctrl-Left arrow Move to the word to the left while in a cell
Ctrl-Right arrow Move to the word to the right while in a cell
Ctrl-G or F5 Display the Go To dialog box
F6 Switch between the worksheet, the Ribbon, the task pane and Zoom controls
Ctrl-F6 If more than one worksheet is open, switch to the next one
Working with data
Shift-Spacebar Select a row
Ctrl-Spacebar Select a column
Ctrl-A or Ctrl-Shift-Spacebar Select an entire worksheet
Shift-Arrow key Extend selection by a single cell
Shift-PgDn / Shift-PgUp Extend selection down one screen / up one screen
Shift-Home Extend selection to the beginning of a row
Ctrl-Shift-Home Extend selection to the beginning of the worksheet
Ctrl-C Copy cell's contents to the clipboard
Ctrl-X Copy and delete cell's contents
Ctrl-V Paste from the clipboard into a cell
Ctrl-Alt-V Display the Paste Special dialog box
Enter Finish entering data in a cell and move to the next cell down
Shift-Enter Finish entering data in a cell and move to the next cell up
Esc Cancel your entry in a cell
Ctrl-; Insert the current date
Ctrl-Shift-; Insert the current time
Ctrl-T or Ctrl-L Display the Create Table dialog box
Ctrl-End When in the formula bar, move the cursor to the end of the text
Ctrl-Shift-End In the formula bar, select all text from the cursor to the end.
Alt-F8 Create, run, edit or delete a macro
Formatting cells and data
Ctrl-1 Display the Format Cells dialog box
Alt-' Display the Style dialog box
Ctrl-Shift-& Apply a border to a cell or selection
Ctrl-Shift-_ Remove a border from a cell or selection
Ctrl-Shift-$ Apply the Currency format with two decimal places
Ctrl-Shift-~ Apply the Number format
Ctrl-Shift-% Apply the Percentage format with no decimal places
Ctrl-Shift-# Apply the Date format using day, month and year
Ctrl-Shift-@ Apply the Time format using the 12-hour clock
Ctrl-K Insert a hyperlink
Ctrl-Q Display Quick Analysis options for selected cells that contain data
Working with formulas
= Begin a formula
Alt-= Insert an AutoSum function
Shift-F3 Insert a function
Ctrl-` Toggle between displaying formulas and cell values
Ctrl-' Copy and paste the formula from the cell above into the current one
F9 Calculate all worksheets in all workbooks that are open
Shift-F9 Calculate the current worksheet
Ctrl-Shift-U Expand or collapse the formula bar
Ctrl-N Create a new workbook
Ctrl-O Open a workbook
Ctrl-S Save a workbook
Ctrl-W Close a workbook
Ctrl-P Print a workbook
Ctrl-F Display the Find and Replace dialog box
Ctrl-Z Undo the last action
Ctrl-Y Redo the last action
Shift-F2 Insert or edit a cell comment
Ctrl-Shift-O Select all cells that contain comments
Ctrl-9 Hide selected rows
Ctrl-Shift-( Unhide hidden rows in a selection
Ctrl-0 Hide selected columns
Ctrl-Shift-) Unhide hidden columns in a selection
F7 Spell check the active worksheet or selected range
 Microsoft
PowerPoint
What is PowerPoint?

• PowerPoint is a graphical presentation program used to organize and present information.

• PowerPoint presentations consist of a number of individual pages or "slides.”
• Slides may contain text, graphics, sound, movies, and other objects that can be freely
arranged.
• Presentations can be printed, displayed live on a computer, or navigated through at the
command of the presenter.
Ribbon

• Ribbon is located on the top of the PowerPoint window just below the Title bar.
• It is made up of seven tabs;
• Home, Insert, Design, Animations, Slide Show, Review and View.
• Each tab is divided into groups of related commands that are displayed on the Ribbon.
• To view additional commands of a group click the Dialog Box Launcher arrow.
• The Ribbon can be reduced to a single line of tabs by pressing CTRL + F1.
Tools tabs

When you click some parts of your slides, such as pictures, shapes, Smart Art or text
boxes, you might see a colorful new tab appear.
For example, the Drawing Tools tab appears when you click a shape or text box. When
you click a picture, the Picture Tools tab appears. Other such tabs include Smart Art
Tools, Chart Tools, Table Tools and Video Tools. These tabs disappear or
change when you click something else in your presentation.
Slide tab allows you to view slides thumbnail-sized making it easy for you to
navigate through your presentation and to see the effects of any design
changes. You can also easily rearrange, add, or delete slides here.

Outline tab is where you can start writing content.

Capture ideas, plan how to present them, and move
slides and text around. The Outline tab shows your
slide text in outline form.
CREATING A NEW PRESENTATION
1. Click Microsoft Office Button
2. Click New, New presentation screen appears
3. Double-Click on Blank Presentation
FORMATTING TEXT
Mini Toolbar is activated when you select text to be formatted. This toolbar is miniature
and semitransparent to help you work with fonts, font styles, font sizing, alignment, text
color, indent levels, and bullet features.
Live Preview temporarily applies formatting on select text or objects whenever a
formatting command is hovered. This allows you to quickly see how the formatting
options will look in place before they are made.
CHOOSING A LAYOUT FOR A NEW
SLIDE
1. From the Outline and Slides tab Pane, Click on
the slide you are selecting a new layout.
2. On the Home tab, in the Slides group, click
Layout.
3. Click Layout Style of your choice
SELECTING A THEME FOR YOUR PRESENTATION
On the Design tab, in the Themes group, click the document theme that
you want, or click more to see all available document themes. You can
apply a theme to all slides, to selected slides only, or to the master slide.
Just right-click the document theme and then click the option that you want.
 INSERTING PICTURES INTO YOUR
PRESENTATION
1. From Insert Tab, in Illustrations Group, click Picture.
2. Double-Click Folder where picture is stored
3. Double-Click on picture you want to insert

INSERTING CLIP ART INTO YOUR PRESENTATION

1. From Insert Tab, in Illustrations Group, click Clip Art.
2. Search field will appear. Enter keyword in Search for field.
3. Click Go.
4. Results appear, click on image you choose then drag image into your open slide.
Note - Once Picture or Clip Art is inserted, if you want to resize it or give it special effects. Click
on the image and the Picture Tools appear on the Ribbon. Click the Format tab, and use buttons
and options there to work with the picture.
INSERTING SHAPES INTO YOUR PRESENTATION
1. Home tab, in the Drawing group, click Shapes.

Note - Once your shape is inserted, if you want to resize it or

give it special effects. Click on the shape and the Drawing Tools
appear on the Ribbon. Click the Format tab, and use buttons
and options there to work with the shape.
SmartArt graphic is a visual representation of
your information that you can quickly and easily
create, choosing from among many different layouts,
to effectively communicate your message or ideas.
Inserting SmartArt Graphics
On the Insert tab, in the Illustrations group, click SmartArt.
1. In the Choose a SmartArt Graphic dialog box, click the type and layout that you want.
2. Enter your text by doing one of the following:
a) Click in a shape in your SmartArt graphic, and then type your text.
b) Click Text in the Text pane and then type or paste your text.
c) Copy text from another program, click Text, and then paste into the Text pane.
Inserting a Chart from within PowerPoint
1. In PowerPoint, click slide that you will insert chart.
2. On the Insert tab, in the Illustrations group, click Chart.
3. In the Insert Chart dialog box, click chart, then click OK.
Office Excel opens in a split window and displays sample data on a worksheet .
4. In Excel, to replace the sample data, click a cell on the worksheet.
5. Type your data that you want.
Note - After you update the worksheet, the chart in PowerPoint will be updated automatically
with the new data.
6. In Excel, click the Microsoft Office Button, and then click Save As.
7. In the File name box, type a
new name for the file.
8. Click Save.
9. In Excel, on the File menu,
click Close.
APPLYING SIMPLE ANIMATION TO YOUR PRESENTATION
From the Animation Tab PowerPoint enables you to easily apply animation effects to make your
presentation more appealing. You can choose to have your slides fade-in or dissolve. In addition
to this, you can control the timing of the transition from slide to slide and how the transitions
will occur.
Just go to the Animation tab, click on the
slide you wish to add the animation and
select an option.
CHECK THE SPELLING IN YOUR PRESENTATION
Even though the spelling checker is turned on automatically in Office PowerPoint 2007, it is still a
good idea to check spelling again after you finish working on your presentation:
1. Through the slides tab, navigate to the beginning of your presentation by clicking on your first
slide.
2. On the Review tab, in the Proofing group, click Spelling or you can press F7.

If Office PowerPoint finds spelling mistakes, it

displays a dialog box, and the first misspelled
word found by the spelling checker is selected.
You indicate how you want to resolve each error
that the program finds. After you resolve each
misspelled word, the program selects the next
one, and so forth.
PREVIEW YOUR PRESENTATION AS A SLIDE SHOW
To view your presentation on your computer screen exactly the way that it will look to your audience
when you are presenting, do the following:
1. On the Slide Show tab, in the Start Slide Show group, do one of the following:
• To start with the first slide in the presentation, click From Beginning.( you can use F5 also to
start from beginning)
• To start with the slide that currently appears in the Slide pane, click From Current Slide. (you
can use Shift + F5 to start from current slide)
2. The presentation opens in Slide Show view.
3. Click to advance to the next slide.
4. Tip To return to Normal view at any time, press ESC.
Ctrl+N : Create a new presentation
Ctrl+O : Open an existing presentation
Ctrl+S : Save a presentation
F12 or Alt+F2 : Open the Save As dialog box
Ctrl+W or Ctrl+F4 : Close a presentation
Ctrl+Q : Save and close a presentation
Ctrl+Z : Undo an action
Ctrl+Y : Redo an action
Ctrl+F2 : Print Preview View
F1 : Open the Help pane
Delete : Remove selected text, selected object(s), or selected slide(s)
Alt+Q : Go to the “Tell me what you want to do” box
F7 : Check spelling
Alt or F10 : Turn key tips on or off
Ctrl+F1 : Show or hide the ribbon
Ctrl+F : Find and replace -in a presentation
Alt+F : Open the File tab menu
Alt+H : Go to the Home tab
Alt+N : Open the Insert tab
Alt+G : Open the Design tab
Alt+K : Go to the Transitions tab
Alt+A : Go to the Animations tab
Alt+S : Go to the Slide Show tab
Alt+R : Go to the Review tab
Alt+W : Go to View tab
Alt+X : Go to the Add-ins tab
Alt+Y : Go to the Help tab
Ctrl+B : Add or remove bold to selected text
Ctrl+I : Add or remove italics to selected text
Ctrl+U : Add or remove underline to selected text
Ctrl+E : Center a paragraph
Ctrl+J : Justify a paragraph
Ctrl+L : Left align a paragraph
Ctrl+R : Right align a paragraph
Ctrl+T : Open the Font dialog box when text or object is selected
Home : Go to the first slide, or from within a text box, go to the beginning of the line.
End : Go to the last slide, or from within a text box, go to the end of the line.
Ctrl+Up/Down Arrow : Move a slide up or down in your presentation (click on a slide thumbnail
first)
Ctrl+Shift+Up/Down Arrow: Move a slide to the beginning or end of your presentation
(click on a slide thumbnail first)
Ctrl+C or Ctrl+Insert : Copy selected text, selected object(s), or selected slide(s)
Ctrl+V or Shift+Insert : Paste selected text, selected object(s), or selected slide(s)
Ctrl+Tab : Switch between open presentations
Ctrl+X : Cut selected text, selected object(s), or selected slide(s)
Ctrl+A : Select all text in a text box, all objects on a slide, or all slides in a presentation
Tab : Select or move to the next object on a slide
Shift+Tab : Select or move to the previous object on a slide
PgDn : Go to the next slide
PgUp : Go the previous slide
Alt+W,Q : Open the Zoom dialog box to change the zoom for the slide
Alt+N,P : Insert a picture
Alt+H,S,H : Insert a shape
Alt+H,L : Select a slide layout
Ctrl+K : Insert a hyperlink
Ctrl+M : Insert a new slide
Ctrl+D : Duplicate the selected object or slide (for the latter, click on a slide thumbnail first)
F5 : Start the presentation from the beginning
Shift+F5 : Start the presentation from the current slide (this one is great when
you want to test out how the slide your currently working on will look in your
presentation)
THANK YOU!