Introduction to MS Office-
Word/Excel/PowerPoint
Introduction
MS Office helps simplify basic office tasks and improve work
productivity. Each application is designed to address specific tasks,
such as word processing, data management, making presentations
and organizing emails.
The most common Office applications are Word, Excel, PowerPoint, and Outlook. Other apps
include Publisher, Access and OneNote.
Here’s a brief explanation of each of the different apps and what you can use them for:
Microsoft Word: It is a word processor that lets users make and edit text documents, such as
reports, letters, and résumés and run spell-checks on writing
Microsoft Excel: It is an electronic spreadsheet program that helps you store, organize and
manipulate data by creating simple to complex spreadsheets
Microsoft PowerPoint: It allows you to visually display information, using anything from basic
slideshows to professional multimedia presentations
Agenda
Welcome to MS Word Welcome to MS PowerPoint
❖ Intro to MS Word ❖ Intro to PowerPoint
❖ Write and Edit ❖ Slides & Layouts
❖ Format Text ❖ Text & Tables
❖ Layout Pages ❖ Pictures & Graphics
❖ Insert Tables, Pictures, and Watermarks ❖ Present Slideshows
❖ Save and Print ❖ Animation, Video & Audio
Welcome to MS Excel
❖ Intro to MS Excel
❖ Rows & Columns
❖ Cells
❖ Formatting
❖ Formulas & Functions
❖ Tables
❖ Charts
❖ Pivot Tables
Introduction to Microsoft
Word
#1 4
Intro to MS Word
Screen Elements:
Intro to MS Word Contd.
Create a document:
To create a document, simply open Word, select a blank document or
template, and start typing. Word offers many professionally designed
templates to help you create letters, resumes, reports, and more.
Create a blank document
1. Open Word. Or, if Word is already open, select File > New.
2. Select Blank document.
Create a document using a template
1. Open Word. Or, if Word is already open, select File > New.
2. Double-click a template to open it.
Search for a template
1. Open Word. Or, if Word is already open, select File > New.
2. In the Search for online templates box, enter a search word like letter, resume, or invoice. Or select a category
under the search box like Business, Personal, or Education.
3. Click a template to see a preview. Click the arrows on the side of the preview to see more templates.
4. Select Create.
Write and Edit
Add and edit text
Add text
1. Place the cursor where you want to add the text.
2. Start typing.
Replace text
1. Select the text you want to replace.
• To select a single word, double-click it.
• To select a line, click to the left of it.
2. Start typing.
Format text
1. Select the text you want to format.
2. Select an option to change the font, font size, font color, or make the text bold,
italics, or underline.
Copy formatting
1. Select the text with the formatting you want to copy.
2. Click Format painter, and then select the text you want to copy the formatting to.
Write and Edit Contd.
Find and replace text
1. Go to Home > Replace or press Ctrl+H.
2. Enter the word or phrase you want to locate in the Find box.
3. Enter your new text in the Replace box.
4. Select Find Next until you come to the word you want to update.
5. Choose Replace. To update all instances at once, choose Replace All.
6. To specify only upper or lowercase in your search, select More > Match case.
Check grammar, spelling, and more in Word
Word marks spelling, grammar, and stylistic issues with an underline.
Right-click the underlined word, and then choose the suggestion you
want, or learn more about the error and how to correct it.
Or, open the Editor pane to address issues by category.
1. On the Review tab, select Check Document.
2. The Editor pane categorizes spelling, grammar,
and stylistic issues.
1. Click each category to address the issues.
Write and Edit Contd.
Show word count
Word counts the number of words in a document while you type. Word also
counts pages, paragraphs, lines, and characters.
For a partial word count, select the words you want to count. The status bar
shows the word count for that selection and for the entire document.
Format Text
Add text
To add text, place the cursor where you want and start typing.
Format text
1. Select the text you want to format.To select a single word, double-click
it. To select a line of text, click to the left of it.
2. Select an option to change the font, font size, font color, or make the
text bold, italic, or underline.
Copy formatting
1. Select the text with the formatting you want to copy.
2. Click Format Painter , and then select the text you want to copy the
formatting to.
Tip: Double-click Format Painter if you want to copy the formatting in more
than one place.
Format Text (Create a bulleted or numbered list, Apply styles)
Create a list
To start a numbered list, type 1, a period (.), a space, and some text. Then press
Enter. Word will automatically start a numbered list for you.
Type* and a space before your text, and Word will make a bulleted list.
To complete your list, press Enter until the bullets or numbering switch off.
Create a list from existing text
Select the text you want to change into a list.
Go to Home> Bullets or Home> Numbering.
Note: Find different bullet styles and numbering formats by clicking the down
arrow next to Bullets or Numbering.
Apply styles
Styles give your document a consistent, professional look.
1. Select the text you want to format.
2. On the Home tab, point to a style to preview it.
3. Select a style.
Format Text Contd.
Change the line spacing
1. Select Design > Paragraph Spacing.
2. Hover the cursor over each option to see a preview, and then select the
option you want.
For single spacing, select No Paragraph Space
Change line spacing for part of your document
1. Select the paragraphs you want to change.
2. Select Home > Line and Paragraph Spacing, and choose the
spacing you want.
Apply themes
Apply a theme to quickly format an entire document and give it a
modern, professional look.
1. Select Design > Themes.
2. Point to a theme to preview how it will look in your document.
3. Select a theme.
Layout Pages
Change margins
1. Select Layout > Margins.
2. Select the margin configuration you want, or select Custom Margins to define
your own margins.
Change orientation of whole document
1. To change the orientation of the whole document, select Layout > Orientation.
2. Choose Portrait or Landscape.
Insert page numbers
1. Select Insert > Page Number, and then choose the location and style you
want.
2. If you don't want a page number to appear on the first page, select Different
First Page.
3. If you want numbering to start with 1 on the second page, go to Page
Number > Format Page Numbers, and set Start at to 0.
4. When you're done, select Close Header and Footer or press Esc.
Layout Pages Contd.
Insert a header or footer
1. Go to Insert > Header or Footer.
2. Choose the header style you want to use.
3. Add or change text for the header or footer.
4. Select Close Header and Footer or press Esc to exit.
Add a border to a page
1. Go to Design > Page Borders.
2. Make selections for how you want the border to
look.
3. To adjust the distance between the border and the
edge of the page, select Options. Make your
changes and select OK.
4. Select OK.
Insert Tables, Pictures, and Watermarks
Insert a table
• For a basic table, click Insert > Table and
move the cursor over the grid until you
highlight the number of columns and rows
you want.
• For a larger table, or to customize a table,
select Insert > Table > Insert Table.
Insert a watermark
1. On the Design tab, select Watermark.
2. Choose a pre-configured watermark, like DRAFT or CONFIDENTIAL.
Insert pictures
1. Do one of the following:
• Select Insert > Pictures > This Device for a picture on your PC.
• Select Insert > Pictures > Stock Images for high quality images or
backgrounds.
• Select Insert > Pictures > Online Pictures for a picture on the web.
2. Select the picture you want, and then select Insert.
Save and Print
Save a document
1. Go to File > Save As.
2. Enter a name, and select Save.
Print your document
Print and Print Preview are in the same place: go to File > Print (or press
Ctrl+P).
1. Select File > Print. On the right, you’ll see a preview of your document. On
the left, you'll see the Print button and the configurable Settings.
2. To see each page, click the arrow at the bottom of the preview, and if the
text is too small, use the zoom slider to adjust it.
3. Choose the number of copies you want, and choose the printer to use.
4. Explore Settings to print on both sides of the paper, change the paper
orientation, and other configurations. These functions will differ according
to the capabilities of your printer.
5. When you're ready, select Print.
Introduction to Microsoft
Excel
#2 17
Intro to MS Excel
Screen Elements:
Intro to MS Excel Contd.
A workbook is a file that contains one or more worksheets to help you organize data. You can create a
new workbook from a blank workbook or a template.
Create a workbook
1. Open Excel.
2. Select Blank workbook.
Or, press Ctrl+N.
Create a workbook from a template
1. Select File > New.
2. Double-click a template.
3. Click and start typing.
Rows & Columns
Insert or delete a column
1. Select any cell within the column, then go to Home > Insert > Insert Sheet
Columns or Delete Sheet Columns.
2. Alternatively, right-click the top of the column, and then
select Insert or Delete.
Insert or delete a row
1. Select any cell within the row, then go to Home > Insert > Insert Sheet
Rows or Delete Sheet Rows.
2. Alternatively, right-click the row number, and then select Insert or Delete.
Formatting options
When you select a row or column that has formatting applied, that formatting will be transferred
to a new row or column that you insert. If you don't want the formatting to be applied, you can
select the Insert Options button after you insert, and choose from one of the options
If the Insert Options button isn't visible, then go to File > Options > Advanced > in the Cut, copy and
paste group, check the Show Insert Options buttons option.
Cells
Resize rows
1. Select a row or a range of rows.
2. On the Home tab, in the Cells group,
select Format > Row Width.
3. Type the row width and select OK.
Resize columns
1. Select a column or a range of columns.
2. On the Home tab, in the Cells group,
select Format > Column Width.
3. Type the column width and select OK.
Merge cells
1. Select the cells to merge.
2. Select Merge & Center.
Unmerge cells
1. Select the Merge & Center down arrow.
2. Select Unmerge Cells.
Formatting
In Excel, you can format numbers in cells for things like currency, percentages, decimals, dates, phone numbers,
or social security numbers.
1. Select a cell or a cell range.
2. On the Home tab, select Number from the drop-down.
Or, you can choose one of these options:
• Press CTRL + 1 and select Number.
• Right-click the cell or cell range, select Format Cells… , and
select Number.
• Select the dialog box launcher next to Number and then
select Number.
3. Select the format you want.
Create a watermark
1. Select Insert > Header & Footer.
2. Tap on the header and on the Header & Footer Elements tab on the ribbon,
click Picture.
3. Select one of the available options to insert your image. In the header,
you’ll see & [Picture].
4. Tap anywhere outside the header to see the watermark.
Formulas & Functions
To create formulas and use built-in functions to perform calculations and solve problems.
Formula that refers to values in other cells
1. Select a cell.
2. Type the equal sign =.
3. Select a cell or type its address in the selected cell.
4. Enter an operator. For example, – for subtraction.
5. Select the next cell, or type its address in the selected cell.
6. Press Enter. The result of the calculation appears in the cell with the formula.
SUM function
The SUM function adds values. You can add individual values, cell references or ranges or
a mix of all three.
For example:
•=SUM(A1:A4) Adds the values in cells A2:10.
•=SUM(A2:A10, C2:C10) Adds the values in cells A2:10, as well as cells C2:C10.
AVERAGE function
Returns the average (arithmetic mean) of the arguments. For example, if the
range A1:A20 contains numbers, the formula =AVERAGE(A1:A20) returns the
average of those numbers.
Tables
Create and format tables
1. Select a cell within your data.
2. Select Home > Format as Table.
3. Choose a style for your table.
4. In the Create Table dialog box, set your cell range.
5. Mark if your table has headers.
6. Select OK.
Sort data in a table
1. Select a cell within the data.
2. Select Home > Sort & Filter.
Or, select Data > Sort.
3. Select an option:
• Sort A to Z - sorts the selected column in an ascending order.
• Sort Z to A - sorts the selected column in a descending order.
• Custom Sort - sorts data in multiple columns by applying
different sort criteria.
Charts
Charts help you visualize your data in a way that creates
maximum impact on your audience. Learn to create a
chart and add a trendline.
Create a chart
1. Select data for the chart.
2. Select Insert > Recommended Charts.
3. Select a chart on the Recommended Charts tab, to
preview the chart.
4. Select a chart.
5. Select OK.
Add a trendline
1. Select a chart.
2. Select Design > Add Chart Element.
3. Select Trendline and then select the type of trendline
you want, such as Linear, Exponential, Linear Forecast,
or Moving Average.
Pivot Tables
A PivotTable is a powerful tool to calculate, summarize, and analyze data that lets you see comparisons, patterns,
and trends in your data.
Create a PivotTable
1. Select the cells you want to create a PivotTable from.
2. Select Insert > PivotTable.
3. Under Choose the data that you want to analyze, select Select a table or
range.
4. In Table/Range, verify the cell range.
5. Under Choose where you want the PivotTable report to be placed, select New
worksheet to place the PivotTable in a new worksheet or Existing
worksheet and then select the location you want the PivotTable to appear.
6. Select OK.
Building out your PivotTable
1. To add a field to your PivotTable, select the field name
checkbox in the PivotTables Fields pane.
2. To move a field from one area to another, drag the
field to the target area.
Introduction to Microsoft
PowerPoint
#3 27
Intro to PowerPoint
Screen Elements:
Intro to PowerPoint Contd.
With PowerPoint on our PC, Mac, or mobile device:
• Create presentations from scratch or a template.
• Add text, images, art, and videos.
• Select a professional design with PowerPoint Designer.
• Add transitions, animations, and motion.
• Save to OneDrive, to get to your presentations from your computer, tablet,
or phone.
• Share and work with others, wherever they are.
Create a presentation
1. Open PowerPoint.
2. Select an option:
• Select Blank Presentation to create a presentation from scratch.
• Select one of the templates.
• Select Take a Tour, and then select Create, to see tips for using
PowerPoint.
Add a slide
1. Select the slide you want your new slide to follow.
2. Select Home > New Slide.
3. Select Layout and the you type want from the drop-down.
Slides & Layouts
Slide Master
When you want all your slides to contain the same fonts and
images (such as logos), you can make those changes in one
place—the Slide Master, and they'll be applied to all your slides.
To open Slide Master view, on the View tab, select Slide Master:
Delete slides
1. For a single slide: Right-click the slide in the thumbnail pane on the left, and
select Delete Slide.
2. For multiple slides: Press and hold Ctrl, and in the thumbnail pane on the left,
select the slides. Release the Ctrl key. Then right-click the selection and
choose Delete Slide.
3. For a sequence of slides: Press and hold Shift, and in the thumbnail pane on the
left, select the first and last slides in the sequence. Release the Shift key. Then
right-click the selection and choose Delete Slide.
Duplicate a slide
In the thumbnail pane on the left, right-click the slide thumbnail that you
want to duplicate, and then click Duplicate Slide. The duplicate is inserted
immediately after the original.
Text & Tables
WordArt is a quick way to make text stand out with special effects. You begin by picking a WordArt style from the
WordArt gallery on the Insert tab, and then customize the text as you wish.
Insert WordArt
1. Click Insert > WordArt, and pick the WordArt style you want.
In the WordArt gallery, the letter A represents the different designs
that are applied to all text you type.
Add a table
1. Select Insert > Table > Insert Table.
2. In the Insert Table dialog box, select how many
columns and rows you want.
3. Select OK.
Add table styles
1. Select the table.
2. Select Design and choose from the Table Styles. Hover
to preview styles.
3. Select More to see more Table Styles.
Pictures & Graphics
Insert a picture from computer
1. Click where you want to insert the picture on the slide.
2. On the Insert tab, in the Images group, click Pictures and then click This Device.
3. In the dialog box that opens, browse to the picture that you want to insert, click that
picture, and then click Insert.
Insert a background picture on a slide
1. Right-click the margin of the slide and then select Format
Background.
2. In the Format Background pane, choose Picture or texture
fill.
3. Under Insert picture from, choose where to get the picture
from:
4. To adjust the picture's relative lightness, slide
the Transparency bar to the right.
5. To apply the background picture to all slides in your
presentation, choose Apply to All. Otherwise, simply close
the Format Background pane.
Present Slideshows
Using Presenter view is a great way to view your presentation with speaker notes on one computer
Start presenting
On the Slide Show tab, in the Start Slide Show group, select From Beginning.
Now, if you are working with PowerPoint on a single monitor and you want to display Presenter view, in Slide
Show view, on the control bar at the bottom left, select ,and then Show Presenter View.
Use the controls in Presenter view
• To move to the previous or next slide, select Previous or Next.
• To view all the slides in your presentation, select See all slides.
• To view a detail in your slide up close, select Zoom into slide,
and then point to the part you want to see.
• To point to or write on your slides as you present, select Pen and
laser pointer tools.
• To hide or unhide the current slide in your presentation, select Black or
unblack slide show.
Animation, Video & Audio
A slide transition is the visual effect that occurs when we move from one slide to the next during a
presentation. We can control the speed, add sound, and customize the look of transition effects.
Add slide transitions
1. Select the slide you want to add a transition to.
2. Select the Transitions tab and choose a transition. Select a transition to see a preview.
3. Select Effect Options to choose the direction and nature of the transition.
4. Select Preview to see what the transition looks like.
To remove a transition, select Transitions > None.
Set the speed of transitions
Use Duration to set transition speed. A shorter duration means that a slide
advances faster, and a larger number makes the slide advance more slowly.
1. Select the slide that has the transition that you want to modify.
2. On the Transitions tab, in the Timing group, in the Duration box, type the
number of seconds that you want.
Thank You !
