Unit 1: MS Word

Definition:-
• The concept of word processing was introduced in 1972. The change in title from “typist” to “word
processor” has improved morale and encouraged Word Processors to use computers. Traditionally,
word processors were computer applications downloaded to a specific number of computers.
• So, we can define a word processor as a device which enables you to create a document, store it
electronically on a Hard Disk or any other storage media of a computer, display it on a screen,
modify it by entering characters from the keyboard, and print it on a printer. The great advantage of
word processing over using a typewriter is that you can make changes (editing) without retyping the
entire document, if you make a typing mistake, you simply use the arrow keys to replace the cursor
and correct your mistake, if you want to delete a paragraph, you simply remove it, without leaving a
trace, etc. It is equally easy to insert a word, sentence, or paragraph in the middle of a document.
• Word processing software is one of the most common technology tools in the world, allowing users
to create resumes and cover letters, business correspondence, blog posts, novels, and more.

Features:-
a) Home: This feature of MS word has options like font colour, font size, font style, alignment, bullets,
line spacing, etc. Additionally, all the basic elements that one may need to edit their document are
available under the home option.
b) Reference: This tab is the most useful feature of MS word for those who are creating a thesis or
writing books or lengthy documents. Options like citation, footnote, table of contents, caption,
bibliography, etc. are present under this tab.
c) Text manipulation: The main feature of any word processor is the ability to manipulate text within
a document, such as the ability to insert, cut and paste, and copy text. More advanced capabilities
may include word wrapping, where the program automatically moves to the next line once you’ve
filled the current one with text.
d) Font specifications: Another standard feature of word processors is the ability to change the look of
fonts within a document. Most programs give users the ability to bold, italicize, and underline text,
as well as change the font size.
e) Page layout: Most word processing software allows users to change the layout of the document
they’re creating. This could include changing the page size, margins, and indentations, and adding
columns. It could also include the option to create headers and footers, and page numbers.

f) Graphics: Basic word processors may give users the ability to add simple tables, graphs, or
numbered lists, but those with more advanced capabilities offer greater options when it comes to
adding visual elements. Some allow users to attach illustrations, more complex graphs, and even
videos. These graphics can either be created within the word processing software itself or produced
in a different program and then copied over.

g) Collaboration tools: Browser-based word processors make it easy for multiple people to
collaborate on the same document. For example, Word on Office.com lets users track their
changes, leave comments, tag and assign tasks to others, and review previous versions of the
document. In a world where people need to collaborate across continents, these collaboration
tools are invaluable.

h) Spelling and grammar assistance: Most word processing programs feature built-in spell checking as
well as basic grammar checking. They may also have a searchable thesaurus and be able to provide
suggestions for word choice. Some processors, however, have a more robust editing capability. For
 example, Microsoft Editor not only checks for spelling and grammar mistakes, but it also suggests
areas that could use more clarity, checks online sources for similarities, and rates document
readability.

i) Autocorrect: Typing errors has always been a major problem for writers and detecting it eventually
takes a lot of time and effort. Microsoft has come up with the solution of built-in auto correct
system within the word window. Therefore, a user can easily track all the errors and can also
correct them automatically by just turning on the autocorrect option given in the word window.
j) Hyperlink: To link an external location into the document a user can add a hyperlink in it. The
primary intention to use a hyperlink is to send the user or reader of the document to a particular
address. A hyperlink can be easily inserted in a text document or even in a picture. To use this
feature user, have to just select the text or picture and right click on it, it brings a short menu which
already has option named as Hyperlink.
k) Page break: You can set a page break at any point in the text so that the next page is printed
when printing.
l) Mail Merge: This is a function that allows you to print a large number of letters/documents with
more or less similar texts. Below this, the same letter of invitation must be sent to the guests, only
the name and address are changed.

Steps to open a document:-

Creating a new document is one of the most basic commands you need in Word. You can create a new
blank document, or you can create a new document based on a template.
Create a Blank Document:-
step 1: Click the File tab.
step 2: Click New.
step 3: Select Blank Document.
step 4: A new, blank document is created in a new window.
Shortcut: Press Ctrl + N to open a new blank document.

Create a Document from a Template:-

Step 1: Click the File tab.
Step 2: Click New. The New screen has a few ways for you to select a template. First, several featured
templates will appear, after the Blank document templates. You can also search for a template using the
search field or select a template category from the suggested searches.
Step 3: (Optional) Select or search for a template category. Preview images of the templates will appear for
the selected category, along with a Category list such as blank document, snapshot calendar, bold modern
resume, report, broacher, bold modern cover letter, etc.
Step 5: Select a template. A larger preview of the template appears, along with a description.
Step 5: Click Create. A new document from the template is created. Now, just fill in the placeholders.

Steps to saving a document:-

Saving a document with “SAVE AS” command:-
Step 1: Click the "File" menu.
Step 2: Select "Save As" to save a new document.
• This function lets you name your file and choose its location. Once you’ve created a new Word
document, open the File menu and select Save As. A window will pop up prompting you to name
the file and choose a location on your computer or a linked cloud account where the file will be
stored. Choose the file type (e.g., .docx, .pdf, or .xml) from the drop-down menu at the bottom of
the window. Then, select Save.

• You can also use the keyboard shortcut F12 (in Windows) or ↑+⌘ Command + s (on a Mac) to
open the Save As window.
• If you’re saving a document for the first time, using the Save command will prompt the Save
As window to open.

Saving a document with “SAVE” command:-

Step 1: Click the "File" menu.
Step 2: Select "Save" to save a new document.
• Use this method to save changes to an existing document. With your document open, click
the File menu in the toolbar at the top of the screen. Then, click Save. Any recent changes to your
file will be saved.

Saving a document with “SAVE ICON” command:-

Step 1: Click the disk icon in the toolbar to quickly save your changes.
• This option lets you save your changes with a single click. The Quick Access Tool Bar is located at
the very top of your document window on the right side. Locate the Save button, which looks like
an old-fashioned square floppy disk, and click on it to save your document.
Saving a document with “ctrl+s” key:-

Steps to editing a document:-

Editing the document means making the desired correction in your document. These editing activities can
be performed easily in the MS Word; however, you are required to first select the text or the block of text
before you go ahead with editing options. You can select the text using a mouse or by simultaneously
pressing Shift and arrow keys. You can refer to the table below for various selection options based on the
“Click and Drag” approach.
➢ Document Editing: Making changes in a document like inserting or deleting text, copying or moving
text, replacing text, etc. is called text Editing. To make changes in the block of text, it is necessary to
select it. you can select a word, line, paragraph or entire document text.
➢ Moving Text: You can move the selected text from its existing position to the new destination in the
document. To move the text:-
• Select the text to be moved.
• Click the Cut option from the Clipboard group under the home tab.
• The selected text will disappear from the document.
• Bring the cursor to the new position where you want to shift the text.
• Click Paste option from the Clipboard group.
• The text will appear at the cursor position.
• You can also press Ctrl*X to cut the text and Ctrl*v to paste the text.
 ➢ Copying Text: This feature of Microsoft word 2007 helps to reduce the time and efforts involved in
re-typing the similar text. Using this you can copy the text from one location to another. keeping the
text at original place unchanged. To copy the text:-
• Select the text to be copied.
• Click Copy option in the clipboard group under the Home Tab.
• Bring the cursor to the new location where you want to copy the text.
• Click paste option in the clipboard group.
• Add to your knowledge
• You can also use Ctrl+c to copy and Ctrl+v to paste the selected text.

➢ Undo and Redo: Microsoft word keeps the track of various commands that you use to create your
document. If you want to reverse the last commands, click the undo option in the Quick Access
Toolbar. Alternative you can also use press Ctrl+Z on the keyboard. Redo button in the Quick Access
Toolbar helps to reverse the effect of Undo command. If you have reversed some command by
mistake using Undo command, you can execute it by using Redo button. Alternatively, you can also,
press Ctrl+y on the keyboard to Redo the previous action.

➢ Changing Case: You can also change the case of selected text in your document as per the needs.
There are five change case options available in word:-
1. Sentence case: First letter of the sentence is in upper case whereas rest are in lowercase.
2. lowercase: All the letters are in lowercase.
3. UPPERCASE: All the letters are in UPPERCASE.
4. Capitalize each word: First letter of each word is in uppercase.
5. toggle case: Case reversed for all the characters.
To change the text case:-
• Select the text, whose case has to be changed.
• Click change case option in the Font group under Home Tab.
• Change Case list appears.
• Select your option by clicking on it.

Steps to find and replace a text:-

The find and replace function is a very useful function available in MS Word, as this function is used to find
any word or text in the document and also allows the user to replace the text with the new one. Shortcut
key- “Ctrl+F” key open F&R window.
➢ Two Ways to Find and Replace Text in MS Word:-
• Method 1: Using the View tab in the Ribbon:-
Step 1. Open up your MS Word document.
Step 2. Open up the Navigation pane. Open up the View tab on the ribbon. You’ll find this near the
top and centre area of your MS Word window. From there, tick the Navigation pane checkbox in the
Show group. T
 Step 3. Launch the Find and Replace tool. Click the magnifier icon in the right-most side of the
search field found at the top of the Navigation pane. Once you’ve accessed the drop-down menu,
look for and click on Replace. The Find and Replace pop-up window will be displayed.
Step 4. Find and Replace text. Now that you’re there, simply fill out the necessary fields below:-
In the Find What: field, type the text that you want to find.
In the Replace With: field, type the replacement text.

• Method 2: Using a shortcut key:-

Step 1. Open up your MS Word document.
Step 2. Launch the Find and Replace tool. On your keyboard, press the CTRL + H keys.
This will display the Find and Replace pop-up window.

Spell and Grammar check feature:-

Microsoft Word has a special feature called spell check that allows you to check spelling and grammatical
mistakes that you made in the document. Basically, spell check is a software tool that identifies the
misspelled words present in the document. It also allows you to search a particular word in the document
that you know you’ve misspelled in the whole document.
In Microsoft Word documents, Word’s spell check function is set to automatically check your spelling while
you type. Errors in your document will have color-coded underlines reflecting your choices, like red for
spelling errors, green for grammar errors, and blue for contextual spelling errors.
1. Shortcut method:- While typing, if you want to correct any spelling mistake marked with red wavy
line.
• Keep the mouse pointer on the incorrect word marked with red wavy line.
• Press the right mouse button to open a popup menu.
• The popup menu shows you a list of alternate corrections for that misspelled word.
• Click the correct spellings in the list to replace the incorrect word and to close the menu.

2. Long method:- Steps to enable Spell Checker in MS Word.

Step 1: On the navigation menu bar click on the File option on the bottom left-side corner.
Step 2: Next click on the option button.
Step 3: A word option dialog box will appear on the screen.
Step 4: Now select the Proofing option from the left menu.
Step 5: Check on the following boxes as per your requirement:-
1. Check spelling as you type.
2. Mark grammar as you type.
3. Frequently confused words.
4. Check grammar with spelling.
 5. Show readability statistics.
Step 6: Next click on the OK button.
Finally, Spell Check is enabled in MS Word.

Auto-correct feature:-
AutoCorrect is a software feature commonly found in word processing programs, such as Microsoft Word.
As the name implies, this feature automatically corrects misspellings and common typos in a document. For
example, a user may type "my words are not corect" and the program would automatically change it to
"My words are not correct." As you can see in this example, not only does AutoCorrect fix the misspelling,
but it also capitalizes the first letter of the sentence.
➢ Step to use this function:-
• Open Microsoft Word.
• Click the File tab.
• Click Options at the bottom-left.
• In the Word Options window, click the Proofing option.
• Click the AutoCorrect Options button.
On the AutoCorrect window, you can disable features you dislike, such as the auto capitalization of first
letters of sentences, or disable AutoCorrect all together. If the box is checked, the feature is enabled. If the
box in unchecked, the feature is disabled.
➢ How to Add & Remove words from Autocorrect list:-
✓ Remove a word from the AutoCorrect list:-
• Go to the AutoCorrect tab.
• In the Replace box, type the word to remove from the list.
• Select the entry from the list.
• Select Delete.
✓ Add a word to an AutoCorrect list
• Go to the AutoCorrect tab.
• In the Replace box, type the word or the phrase (you often misspell it).
• In the With box, type the correct spelling of the word.
• Select Add.

Formatting a document:- Document formatting refers to the way a document is laid out on the page—
the way it looks and is visually organized—and it addresses things like margins, spacing, font size,
presentation (like bold or italics), columns, font selection, indentation, alignment, and lists. Readers can
scan and read documents more easily and quickly, hence document formatting is one of the most
important elements for end users.

➢ Method 1: Formatting the Layout:-

1. Word’s formatting tools from the Menu Bar or the Ribbon at the top of the window. User can modify
which tools are visible using the View menu. The Menu Bar is the area at the top of the screen where you
will find File, Edit, View, and other important menu commands. The Ribbon is at the top of your workspace
and contains icons, menus, and shortcuts to common tasks.
2. Align the document. Different types of documents call for different text alignments. User can choose
whether to align your entire document to the left, right, or at the centre on the home tab by clicking the
Alignment buttons in the "Paragraph" section. User can also adjust alignment by selecting the text and
objects you want to align, right-clicking the selection, and choosing Paragraph.
3. Set the line spacing of your document. You can adjust the spacing of your entire document, or for
selected text. The Home tab, click the "Line and Paragraph Spacing" icon (a row of lines with vertical arrows
to the left of the lines pointing up and down) and select an option.
4. Adjust the page orientation. If user need to write the document in a different orientation, click the
Layout tab at the top of Word, select Orientation, and choose either Portrait or Landscape.
5. Change the size of the paper. If you need to print the document on a specific paper size, click the Layout
tab, click Size, and then select your desired size from the drop-down list.
6. Adjust the headers and footers. A header contains details that will appear on every page of the paper,
such as page numbers, your name, or the document title. Footers are just like headers. All text in the footer
will appear at the bottom of each page of your document. You can also format your headers and footers by
selecting the View tab and clicking Header and Footer on the list.
7. Adjust the margin size with the Margins tool. Click the Margins button in the Layout tab and select a
margin from the pre-defined margin settings listed on the drop-down list. Add columns to split your text
vertically on the page. If you want to create one, two, or three columns, you can do so from the present
options.
8. Add bullets and numbers to make lists. Highlight the text that you would like to be numbered or bulleted
and click the Numbering or Bullets button on the Home tab of the Ribbon. These buttons can be found side
by side on the Ribbon, near the alignment buttons.
9. All documents have standard built-in styles (for example, Normal, Title, Heading 1). The default style for
text is Normal. The template that a document is based on (for example, Normal.dotx) determines which
styles appear on the Ribbon and on the Styles tab. You can see the current style presents for your
document in the Home tab of the Ribbon.
10. Word documents often contain hidden code that can cause frustrating problems when you’re trying to
modify your formatting. To see formatting symbols that are normally hidden so you can delete or modify
them, you can click the ¶ button in the Home tab, or try one of the following:[2]
11. Use the View menu to change your view of the document. The View menu can let you change how your
document looks in Word without actually making changes to the format. For example, Print Layout will
show approximately what your document will look like when it’s printed out, while Web Layout will display
the whole document in one long chunk without any page breaks.
➢ Method 2: Formatting Text:-
1. Change the Font: Changing a font itself will have the greatest effect on the appearance of text:-
• Select the text you want to change.
• Click the Font list arrow on the home tab. You can also click the Font list arrow on the Mini Toolbar
that appears when text is selected.
• Select a new font from the list. The text is now set in the selected font.
2. Change the Font Size: Changing the font size helps differentiate between titles, headers, and body
text:
• Select the text.
• Click the Font Size list arrow on the Home tab.
• Select a font size.
 3. The font size changes:-
• Click the Increase Font Size or Decrease Font Size buttons to increase or decrease by one point at a
time.
• Font size is measured in points (pt) that are 1/72 of an inch. The larger the number of points, the
larger the font.

4. Change the Font Colour: You may need to change font colour to make text stand out, comply with
brand standards, or add visual appeal.
• Select the text you want to change.
• Click the Font Colour list arrow.
• You can also click the Font Colour list arrow on the Mini Toolbar.
• Select a new colour.
• If you don’t like any of the available theme colours, select More Colours to display the Colours
dialog box.

5. Apply Bold, Italic, or an Underline: In addition to changing font type, size, and colour, you can also
enhance the text further by using other features in the Font group like bold, italic, or underline.
6. Change the Case: If you want to change the case of a block of text, you don’t need to retype the
whole thing. You can easily change the case of selected text with the Change Case menu.
• With the text selected, click the Change Case button.
• Select a case option: Sentence case; lowercase; UPPERCASE; Capitalize Each Word; toggle case.
7. Clear Formatting: If you change your mind and want to remove all formatting from text, you can
easily clear all formatting at once. With the text selected, click Clear All Formatting. The extra
formatting is removed, and the text is reset to the default style.

➢ Method 3: Adding Pictures, Graphs, & Tables:-

1. Drag an image into your document. This is a quick way to add a picture to your Word document. You can
insert an image by going to the Insert tab, then clicking Pictures. Select one of the options to browse for
images on your computer, the web, or Word’s gallery of stock photos.
2. Enable text wrapping. Text wrapping changes the layout of your document, allowing the text to flow
around the image no matter where it is placed. To turn on text wrapping Right-click on the image and hover
over Wrap Text. Select the alignment that best suits your document. You will see a preview as you hover
over each option.
3. Edit your image in the Picture Format tab. Once you insert your image, you can select it to open a new
Picture Format tab in the ribbon.
4. Add a graph or chart in the Insert tab. Click the Insert tab on the Ribbon, and then click the Chart option.
Choose your preferred type of graph, such as a pie or bar chart, from the dropdown menu.
5. Modify your graph. When you choose a graph type, a new tab will appear in the Ribbon menu called
Chart Design. Navigate to that tab with the chart selected to make changes to the look of your graph or
chart.
 6. Use the Table tool to insert a table. If you want to add a table to your document, head over to the Insert
tab and click the Table button. A menu will pop open where you can either scroll over a grid of squares to
select your number of rows and columns, or select an option like Insert Table or Draw Table.
➢ Method 5: Saving in Other Formats:-
1. Click the file menu and select Save a Copy…. If you want to save a document as a file type other than
.DOCX, you can do so with the Save a Copy function. If it’s a brand-new document that you haven’t already
saved, select Save As… instead.
2. Open the File Format dropdown menu. You’ll see this menu at the bottom of the Save a Copy or Save As
window.
3. Select the format you want from the menu. In addition to common formats like .DOC, .DOCX, .TXT and
.RTF, you can also save your document as a PDF, an XML file, or a macro-enabled Word file.

Autoformat feature:-
The AutoFormat feature automatically formats a document as you type it by applying the associated styles
to text. The following steps will help you set the AutoFormat feature in your Microsoft Word:-
Step 1 − Click the File tab, click Options, and then click the Proofing option available in the left most
column, it will display the Word Options dialog box.
Step 2 − Click the AutoCorrect Options button; this will display the AutoCorrect dialog box and then click
the AutoFormat As You Type tab to determine what items Word will automatically format for you as you
type.
Step 3 − Select from among the following options, depending on your preferences:- "Straight quotes" with
“smart quotes”; Fractions (1/2) with fraction character (½); *Bold* and _italic_ with real formatting;
Internet and network paths with hyperlinks; Ordinals (1st) with superscript; Hyphens (--) with dash (—);
Automatic bulleted lists; Automatic numbered lists; Border lines; Tables; Built-in heading styles
Step 4 − Finally click OK to close the AutoCorrect Options dialog box and again click OK to close the Word
Options dialog box

Adding Header and Footer:-

• To set the header of your document, double-click on the topmost part of the page, and the header field
will appear. You can also click the Insert tab and select Header.
• Footers are just like headers. All text in the footer will appear at the bottom of each page of your
document. To set the footer, double-click on the bottommost part of the page, and the footer field will
appear. You can also use the Footer button on the Insert tab.
• You can also format your headers and footers by selecting the View tab and clicking Header and
Footer on the list. This action will open the headers and footers on your page and allow you to edit
them.

Adding a Border to a Page:-

1. Open your Word document. Double-click the Word document to which you want to add borders. This
will open the document in Microsoft Word.
2. Click the Design tab. This option is at the top of the Word window.
3. Click Page Borders. It's on the far-right side of the Design toolbar. Doing so opens a pop-up window.
4. Select a border setting. In the left-most column, click the border option that you want to use.
 5.Select a border style. In the "Style" column, scroll down until you find the border style you want to use,
then click the style. If needed, you can also change the border's colour and width from the "Colour" and
"Width" drop-down menus, respectively.
6. Click OK. It's at the bottom of the page. This will apply the border to your document's specified page(s).

Office Automation System:-(Uses and application of computer in management)

• Office automation involves software and computer systems to collect, store, modify, transmit, and use
shared information to automate manual tasks. Office automation reduces human involvement in handling
data, eliminates the risk of human error, and puts many critical processes on autopilot.
• Office automation helps to manage data, using different types of computer systems and software that are
used to collect digitally, store, transfer, alter and utilise office information to execute tasks. In essence,
• Office Automation, also known as Office and Information Management, refers to the use of technology in
an organization’s information management processes. It includes various technologies used to manage
and share documents, data, applications, etc., within or between organizations. Even basic office
automation systems can help save time, money, and resources and improve efficiency by automating
repetitive tasks.

• Types:-

a) Document Management Systems: DMSs store paper documents within a central database, decreasing
administrative tasks. This allows users to quickly locate specific items without sifting through piles of
paper. In addition, they provide secure storage options, so sensitive materials aren’t left lying around.
b) Project Management Software: PMSs enable teams to collaborate effectively while managing projects in
real time. They also streamline task management processes and reduce costs.
c) Information storage: This includes the recording of information, like forms, documents, files, images and
spreadsheets. Information storage generally exists in formats of word processors or spreadsheets, but it
can also be more sophisticated like records in a CMS.
d) Data exchange: Systems allow for the real-time exchange of information, such as fax machines or emails.
Automation software tools also fit into this category as you can easily share information and send reports
between people.
e) Data management: Office automation must also be easily manageable between different parties and
relevant information. As such, office automation systems can handle short-term and long-term data,
including financial plans, marketing expenditures, inventory management, etc.

• Requirement, uses, importance and benefits:-

a) Customer relationship management – CRMs provide tools for salespeople to manage customer
relationships. They include features like contact lists, calendars, notes, reports, and dashboards. Sales reps
can view detailed information about customers and prospects to know what products and services best
suit their needs.
b) File storage – Many businesses rely heavily on file servers to store vital company records. These servers
allow employees to easily share files without delivering physically.
c) Project tracking – When working on projects, teams typically create spreadsheets containing project
details, including deadlines, budgets, costs, etc and it becomes difficult to keep track of everything. Some
offices implement software programs that enable team members to enter new task assignments directly
onto the spreadsheet. Either way, once the project is completed, everyone receives a copy of the final
report.
d) Supply chain management –It focuses on optimizing supply chains through effective collaboration
between buyers and suppliers. In addition to improving operational efficiencies, as it helps the
 manufacturers better understand market trends and anticipate future demands. For example, a
manufacturer might order parts directly from its supplier without going through a wholesaler. By doing so,
the manufacturer avoids paying intermediary fees and reduces delivery times.
e) Inventory control – Refers to tracking items available for sale or use. An inventory manager ensures
enough stock is kept at any time to meet demand. This process involves keeping accurate records of
current inventories and ordering additional supplies if needed. Automated inventory management
systems make managing inventory easier because they eliminate manual data entry.
f) Human resources management – HR includes payroll processing, employee training, performance
evaluation, compensation planning, recruitment,etc. Most companies outsource these duties to third-
party vendors specializing in human capital management. HCM solutions increase efficiency by allowing
workers to focus on higher-value tasks rather than mundane clerical chores. And also allow employees to
access important company documents online instead of waiting until after hours when personnel may be
less accessible.
g) Document and records management – Encompasses all document creation, storage, retrieval,
distribution, and archiving aspects. Document management software aims to ensure that every piece of
content created during an enterprise’s day-to-day operation gets stored somewhere safe and secure.
Content should not only be backed up but must also be easily retrievable whenever necessary.

• Office Automation Advantages:-

a. Increased productivity – Office Automation frees staff members’ time to work on more complex tasks.
Instead of spending countless hours searching for files and data, you can send them electronically.
b. Improved accuracy – With automated systems in place, there is no room for human error. All documents
are scanned into digital format before being sent out.
c. Reduced costs – When implemented correctly, office automation saves money because employees spend
less time filing papers and scanning documents.
d. Higher employee satisfaction – Many workers feel frustrated by manual record-keeping procedures. It
takes too long to complete simple tasks, which leads to low morale among employees. Implementing a
fully integrated software package will help improve worker satisfaction levels significantly.
e. More efficient workflow – One of the biggest problems that face any organization is inefficient workflow.
The best way to solve this problem is to implement an automated system. These programs allow users to
access information quickly and efficiently, and they aid in eliminating mundane tasks.

• Office 365 Automation:-

a) Creating Presentations: Microsoft PowerPoint gives you complete freedom to design professional-looking
slideshows. Whether you’re giving a presentation to clients or colleagues, you’ll find plenty of ways to
ensure every slide looks excellent. And if you want to add animation effects, you can use built-in tools to
customize transitions between slides.
b) Scheduling Meetings & Conferences: With Microsoft Outlook Calendar, you can schedule meetings online
and invite people to them. If someone cancels their meeting, you won’t be notified until after the fact.
Instead, you can reschedule the appointment yourself. Plus, you can share calendars across devices,
allowing everyone involved access to the same calendar view.
c) Tracking Expenses: Microsoft Excel makes keeping track of your finances simple. You can easily create
financial reports from scratch, from budgeting to forecasting income. Or, you can import data from other
programs. Once you’ve entered your numbers, you can sort through columns and rows to see precisely
what you spent on what items.
d) Managing Projects: Project management software helps businesses plan, organize, manage, monitor,
report, and coordinate tasks within a team. This program lets employees stay organized throughout the
process, knowing what needs to happen next. In addition, it keeps everyone informed at any given time.
Mail Merge in MS Word:-
Mail merge is a process that allows you to create personalized, customized documents or emails by
combining a template or a master document with a set of data, typically stored in a spreadsheet or a
database.
The master document contains placeholders or fields, such as names, addresses, or other variables, that
will be replaced with specific information from the data source. The resulting document or email is unique
for each recipient, but the template and the formatting remain the same.
Mail merge is commonly used for creating mass mailings, such as newsletters, invitations, or invoices,
where each recipient receives a personalized message with relevant information specific to them. It is a
time-saving and efficient way to automate the process of creating multiple documents or emails, without
having to manually customize each one.
Components of mail merge: The three main components of the merging process are the main document,
the data source, and the merged document.
1. The main document contains the main body of your letter, field names, and merges instructions.
The basic information within the main document remains equivalent.
2. The data source (or Recipients’ list) stores the knowledge that changes for every document. This
information is inserted in the main document one by one. An example of the data source is a name
and address list from which the program gets what you want to include in the main document.
3. The merged document contains the main text from the main document and data from a data
source.
Steps for mail merger:-
Step 1:
• Open MS Word and click on the command sequence: Mailings tab → Start mail merge group →
Select recipients’ button → Type new List.
• A dialog namely “New Address List” will pop up(as shown in the below image). Type here the
desired data under the given headings. To add a new record, click on the “New Entry” button at the
bottom of the dialog and click OK when you are done.
Step 2: Prepare Master Letter
The second step is to prepare our master letter for use in the mail merge. Before we enter all the letter
text, we’d like to link this Word file to our list of names.
• Create a blank word document.
• Click Mailings tab → Start Mail Merge group → Start Mail Merge → Letters command.
• Then click the Mailings tab → Start Mail Merge group → Select Recipients button → Use Existing
List command.
• Now we can start typing the letter.
• Now we would like to add the name and address and other details for the people on the list.
• Mailings tab→ Write & Insert Field group → Insert Merge Field button.
• A pop-down will appear showing all the table headings, so choose Title and press the spacebar to
create a space.
Then do this again and choose FirstName, followed by a space (i.e., press only spacebar key and no other
key); then choose Last Name but this time press the Enter key to create a new line. Then repeat the steps
to choose the Address field, and press enter key.
Step 3: Before we actually carry out the merge, we must first preview what the merged letters will look like.
• Mailings tab→ Preview Results group → Preview Results button
• Once we are happy with the preview, you can carry out the actual mail merge.
• To do this you click the Mailings tab → Finish group → Finish & Merge button and choose Edit
Individual Documents.
• In the Merge to New Document panel, click All to create a separate letter for each person on the
Names list. Word then creates a fresh document with as many pages as there are names on your
list, and every page contains a wonderfully merged letter with all the correct individuals’ details.
• We can save this with an appropriate name, such as ABC.docx

Here are the steps to create a mail merge in Microsoft Word:

1. Open Microsoft Word and create a new document.
2. Click on the "Mailings" tab in the top menu.
3. Click on the "Start Mail Merge" button and select "Step-by-Step Mail Merge Wizard" from the drop-
down menu.
4. In the Mail Merge Wizard, choose the type of document you want to create, such as letters,
envelopes, or labels.
5. Select the starting document, which can be a blank document or an existing one.
6. Choose the recipients of your mail merge. You can either use an existing list or create a new one.
7. If you're using an existing list, click on "Use an existing list" and select the list from your computer. If
you're creating a new list, click on "Type a new list" and fill in the details.
8. Next, compose the body of your document. Insert merge fields where you want personalized
information to appear.
9. Preview your document to make sure everything looks correct.
10. Click on "Finish & Merge" and select the output option you want. You can either print the
documents, email them, or save them as individual files.