MS Office Notes for IBPS RRB 2019- Download Study

Notes as PDF
If you are preparing for exams like IBPS RRB, IBPS PO, RBI Grade B, NABARD, etc. then
you must be knowing how important it is to be well versed with Computer Awareness. Even if
some of these exams do not have a section on Computer Awareness, there are questions based
on Computer Knowledge under General Awareness section. Moreover, knowledge of
computers is must for any exam, be it prelims or skill test. Therefore, we are providing MS
Office Notes for Competitive Exams in this article.

MS Office Notes - Overview

Given below is the brief overview of the MS Office Notes.

• Microsoft Office is a closed-source software office suite containing different

applications.
• It was first launched by Bill Gates on 19th November 1990 soon after the launch of
Microsoft Windows.
• The first version of MS Office Contained MS Word, MS Excel & MS Powerpoint.
While these are called as the Applications, Microsoft Office is called as a Software.
• Following table provides the list of Applications launched by MS Office:

Application First Main Function

Launch
MS Word 1983 Creating
text files
MS Excel 1985 Creating
Spreadsheets
MS 1990 Creating
Power Point Presentations
MS Access 1992 Database
Management
MS Outlook -- Emailing &
Work Calendar

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 MS 2003 Keeping Notes
OneNote
MS 1991 Desktop
Publisher Publishing
Skype 2007 Video
Conferencing

Out of these applications, MS Word, MS Excel & MS Powerpoint are used the most across the
world. Let us now have a look at these separately.

MS Office Notes - MS Word

Microsoft Word is the most convenient software used for creating text files. These text files can
be edited and transferred from the author to others and edited by them too. This is how word

window looks like: As a

word processing application, there are the following functions available in it:

• To process any commands on the existing text in Word, first, you need to select the text.
To select any text, you need to place the cursor before the word and press Shift+Right
arrow. Alternatively, you can place the cursor after the word ends and press Shift+Left
Arrow.
 • From Home Menu, you can copy/cut the existing text & paste it to some other place in
the same document or in the other document. The other processes that can be performed
from ‘Home’ menu are changing fonts, size, colour, Case, alignment, spacing etc. Bullets
& Numbers, Paragraphs can also be introduced from the same menu. You can look for a
particular word in the document by clicking on Find from Home menu or simply
Pressing Ctrl+F. There is an option of replacing that word too.
• From ‘Insert’ menu, files apart from text can be inserted in the document. E.g. images,
screenshots, tables, links & hyperlinks, charts, shapes, equations, special symbols,
headers, footers & page numbers
• From Design menu, you can obtain pre-decided templates of fonts & font sizes for
heading, subheading & other text of the document. That helps improve readability of the
file quickly.
• Page layout option provides you with a chance to change spacing before the paragraphs,
indents and general margin spacing of the page.
• From References option, you can insert Bibliography & Citation of the texts in different
formats like MLA, APA but for that, you need to insert list of books you have referred.
• Review option helps you check spelling & grammar errors in the document & protect the
document from being edited by non-trusted users.

Now that we have looked at basics of MS Word, now let us move on to MS Excel.

MS Office Notes - MS Excel

MS Excel is used for processing the data that is in tabular form and then perform mathematical
functions on it in order to analyze it. This is what Excel window looks like:

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MS Excel performs following basic functions:

• In MS Excel, there are rows and columns. Intersection of rows and columns forms a cell.
So each of the cells is an individual unit of data. Each cell has a cell address which is the
number of row and alphabet of the column it appears in. No two cells have the same
address ever.
• Home & Insert menu of MS Excel is similar to MS Word. You can change the
formatting of the content from home & include pie charts, tables and other files related to
data from insert menu.
• The unique functions that MS Excel has are Formulas & Data. You can perform the
formula on data in order to analyze it quickly. You have to select the cells for that and
one cell becomes one unit of data. So if you select 10 cells and apply an average formula
to them, you will get an average of data put in those 10 cells.
• To apply a formula to any data, you need to select it without any space. Then in the
function bar, you need to type '=' and the abbreviation of the formula you wish to apply.
• From Data menu, you can perform functions without changing the original data. You can
filter & sort data without changing it. Eg. You can sort the data in alphabetical order.
 • Right from basic functions like addition & subtraction, you can perform complex
statistical functions like correlation & t-test. Moreover, you can convert them into Pie
charts or graphs within moments. This makes data analysis easy.

MS Office Notes - MS Powerpoint

MS Powerpoint is an application which provides you slides and run a slideshow.

• Firstly, In Powerpoint, there are slides. You need to add content to them to make
presentation. From Home menu, you can add new slides, decide their sequence, layout,
design & other word processing functions like font change, size change etc.
• From Insert menu, you can add media to the slides to enhance your presentation.
• Design menu offers you with ready-made templates & background designs for slides
that make the presentation look very attractive.
• Transition & Animation are the unique functions of Powerpoint. These menus offer
different options in which the text appears on the slides & transition from one slide to
other.
• Finally, From Slideshow menu, you can view the final form of the slideshow. You can
start the slideshow from the first slide or the slide that you are editing. Also, You can
also set display time for each slide from 'Slideshow' menu.

This was the basic information about Microsoft Office. Do try out the functions to get more
information about different features of it.

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