Unit-2

Introduction to MS Office
Microsoft Office (or simply Office) is a family of server software, and services developed by
Microsoft. It was first announced by Bill Gates on August 1, 1988, in Las Vegas. The first
version of Office contained Microsoft Word, Microsoft Excel, and Microsoft PowerPoint. Over
the years, Office applications have grown substantially closer with shared features such as a
common spell checker, data integration etc. Office is produced in several versions targeted
towards different end-users and computing environments. The original, and most widely used
version, is the desktop version, available for PCs running the Windows, Linux and Mac OS
operating systems. Office Online is a version of the software that runs within a web browser,
while Microsoft also maintains Office apps for Android and iOS. Microsoft Office is a suite of
desktop productivity applications that is designed specifically to be used for office or business
use. It is a proprietary product of Microsoft Corporation and was first released in 1990.
Microsoft Office is available in 35 different languages and is supported by Windows, Mac and
most Linux variants. It mainly consists of Word, Excel, PowerPoint, Access, OneNote, Outlook
and Publisher applications. Microsoft Office was primarily created to automate the manual office
work with a collection of purpose-built applications.
Each of the applications in Microsoft Office serves as specific knowledge or office domain such
as:
1. Microsoft Word: Helps users in creating text documents.
2. Microsoft Excel: Creates simple to complex data/numerical spreadsheets.
3. Microsoft PowerPoint: Stand-alone application for creating professional multimedia
presentations.
4. Microsoft Access: Database management application.
5. Microsoft Publisher: Introductory application for creating and publishing marketing materials.
6. Microsoft OneNote: Alternate to a paper notebook, it enables an user to neatly organize their
notes.

Besides desktop applications, Microsoft Office is available to use online or from cloud under a lighter
(Office Web Apps) and full (Office 365) version. As of 2016, Microsoft Office 2016 is the latest version,
available in 4 different variants including Office Home Student 2016, Office Home Business 2016 and
Office Professional 2 and the online/cloud Office 365 Home Premium.
Important Features of Ms-Word
Ms-Word not only supports word processing features but also DTP features.
Some of the important features of Ms-Word are listed below:
a. Using word you can create the document and edit them later, as and when required, by
adding more text, modifying the existing text, deleting/moving some part of it.
b. Changing the size of the margins can reformat complete document or part of text.
c. Font size and type of fonts can also be changed. Page numbers and Header and Footer
can be included.
d. Spelling can be checked and correction can be made automatically in the entire
document. Word count and other statistics can be generated.

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 e. Text can be formatted in columnar style as we see in the newspaper. Text boxes can be
made.
f. Tables can be made and included in the text.
g. Word also allows the user to mix the graphical pictures with the text. Graphical pictures
can either be created in word itself or can be imported from outside like from Clip Art
Gallery.
h. Word also has the facility of macros. Macros can be either attached to some
function/special keys or to a tool bar or to a menu.
i. It also provides online help of any option.

Ms-Power Point
A PowerPoint presentation is a presentation created using Microsoft PowerPoint software. The
presentation is a collection of individual slides that contain information on a topic. PowerPoint
presentations are commonly used in business meetings and for training and educational purposes.
Microsoft PowerPoint is a software product used to perform computerbased presentations. There
are various circumstances in which a presentation is made: teaching a class, introducing a
product to sell, explaining an organizational structure, etc. The preparation and the actual
delivery of each are quite different. PowerPoint typically comes with a set of preloaded themes
for you to choose from. These can range from simple color changes to complete format layouts
with accompanying font text. Themes can be applied through the whole presentation or a single
slide. Using the page setup allows you to optimize the presentation for the display size; for
instance, you should use a larger screen ratio when displaying on a projector compared to a
computer screen.
Features
PowerPoint software features and formatting options include a wizard that walks you through the
presentation creation process. Design templates---prepackaged background designs and font
styles that will be applied to all slides in a presentation. When viewing a presentation, slide
progression can be manual, using the computer mouse or keyboard to progress to the next slide,
or slides can be set up to progress after a specified length of time. Slide introductions and
transitions can be added to the slides.
Introduction to Ms-Excel
Microsoft Excel is a general-purpose electronic spreadsheet used to organize, calculate, and
analyze data. The task you can complete with Excel ranges from preparing a simple family
budget, preparing a purchase order, or managing a complex accounting ledger for a medium size
business.
Excel Features There are a number of features that are available in Excel to make your task
easier. Some of the main features are: AutoFormat - lets you to choose many preset table
formatting options.
1. AutoSum - helps you to add the contents of a cluster of adjacent cells.
2. List AutoFill - automatically extends cell formatting when a new item is added to the end of a
list.

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3. AutoShapes toolbar- will allow you to draw a number of geometrical shapes, arrows,
flowchart elements, stars and more. With these shapes you can draw your own graphs.
4. Drag and Drop - feature will help you to reposition the data and text by simply dragging the
data with the help of mouse.
5. Charts - features will help you in presenting a graphical representation of your data in the form
of Pie, Bar, Line charts and more.
6. PivotTable - flips and sums data in seconds and allows you to perform data analysis and
generating reports like periodic financial statements, statistical reports, etc. You can also analyse
complex data relationships graphically.
7. Shortcut Menus - commands that are appropriate to the task that you are doing appear by
clicking the right mouse button.
MICROSOFT WORD
Microsoft word is word processor software developed by Microsoft in 1983. It is the
most commonly used word processor software. It is used to create professional quality
documents, letters, reports, resumes, etc and also allows you to edit or modify your new
or existing document. The file saved in Ms Word has .docx extension. It is a component
of the Microsoft Office suite, but you can buy it separately and is available for both
Windows and macOS. The latest version of Ms Word is 2019. In this article we will learn
the features of Ms Word, but first we learn how to open Ms Word?
How to open MS Word?
The following step shows how to open MS words:
Step 1: Type Ms Word in the search bar.

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Step 2: Select Ms Word application.
Step 3: Select a blank document and press create button.

Then you will get a window like in the image below where you can write your content
and perform different types of operations on that content, like font type, style, bold, italic,
etc. You can also add images, tables, charts to your document.

Features of MS Word

Now let us discuss the features or components of the Ms Word. Using these features, you
can perform different types of operations on your documents, like you can create, delete,
style, modify, or view the content of your document.

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1. File
It contains options related to the file, like New(used to create a new document),
Open(used to open an existing document), Save(used to save document), Save As(used to
save documents), History, Print, Share, Export, Info, etc.

2. Home
It is the default tab of Ms Word and it is generally divided into five groups, i.e.,
Clipboard, Font, Paragraph, Style and Editing. It allows you to select the color, font,
emphasis, bullets, position of your text. It also contains options like cut, copy, and paste.
After selecting the home tab you will get below options:

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3. Insert
It is the second tab present on the menu bar or ribbon. It contains various items that you
may want to insert into a Microsoft word. It includes options like tables, word art,
hyperlinks, symbols, charts, signature line, date and time, shapes, header, footer, text
boxes, links, boxes, equations, etc., as shown in the below image:

4. Draw
It is the third tab present in the menu bar or ribbon. It is used for freehand drawing in Ms
Word. It provides different types of pens for drawing as shown below:

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5. Design
It is the fourth tab present in the menu bar or ribbon. The design tab contains document
designs that you can select, such as documents with centered titles, offset headings, left-
justified text, page borders, watermarks, page color, etc., as shown in the below image:

6. Layout
It is the fifth tab present on the menu bar or ribbon. It holds all the options that allow you
to arrange your Microsoft Word document pages just the way you want them. It includes
options like set margins, display line numbers, set paragraph indentation, and lines apply
themes, control page orientation and size, line breaks, etc., as shown in the below image:

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7. References
It is the sixth tab present in the menu bar or ribbon. The references tab lets you add
references to a document, then create a bibliography at the end of the text. The references
are generally stored in a master list, which is used to add references to further documents.
It includes options like, Table of Contents, Footnotes, Citations & Bibliography,
Captions, Index, Table of Authorities, smart look, etc. After selecting References tab, you
will get the below options:

8. Mailings

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It is the seventh tab present in the menu bar or ribbon. It is a least used tab in the menu
bar. This tab is where you would create labels, print them on envelopes, do mail merge,
etc. After selecting mailing, you will get the below options:

9. Review
It is the eighth tab present in the menu bar or ribbon. The review tab contains,
commenting, language, translation, spell check, word count tools. It is good for quickly
locating and editing comments. After selecting a review tab, you will get the options
below:

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10. View
It is the ninth tab present in the menu bar or ribbon. View tab allows you to switch
between single page or double page and also allows you to control the layout tools It
includes print layout, outline, web layout, task pane, toolbars, ruler, header and footer,
footnotes, full-screen view, zoom, etc. as shown in the below image:

COMPONENTS OF MS-OFFICE
Microsoft office contains eight application programs.

1. Microsoft Word :: Microsoft Word is the most popular general purpose word processor and
desktop publishing tool. We can create memos, reports, newsletters, mailings and customized
web pages.

2. Microsoft Excel: Microsoft Excel is used to perform calculations and data analysis. This is an
electronic spread sheet used to perform data analysis, charting and analytical functions. We can
able to build invoices, order tracking worksheets, general accounting ledgers. database lists,
pivot tables and colorful 3-D charts.

3. Microsoft PowerPoint: Power point is the graphics software for slide overhead projector and
multimedia presentations. Power point can be used to create slides for a sales presentations,
speech notes, multimedia demos and etc.

4. Microsoft Access: Access is a relational database management system that has query,
reporting and mailing list management features. Here we can store data, retrieved data when we
required. We can manage customers data, contact lists etc.

5. Microsoft Outlook: This is information management software for electronic mail, document
management, calendars scheduling, meeting planning and resource management. We can send

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and receive internet mail containing attachments, schedule our daily appointments and plan
meetings.

6. Microsoft Publisher: Publisher is desktop publishing software for newsletters, brochures,

web sites, postcards, letterheads and more. With publisher we can design greeting cards, visiting
cards, letterheads. Banners and design pre-designed art work.

7. Microsoft Front Page: This is a general purpose web page editor. We can design and display
web pages for the Internet.

8. Microsoft Photo Draw: This is a powerful graphics program for creating, editing and
customizing electronic photos, illustrations graphics. We can crop and resize digital photograph
scanned images and apply graphics effects and apply color adjustments and add special effects.

MICROSOFT OFFICE APPLICATIONS

The initial version of MS office only comprised a few applications that included MS Word, MS
Excel, and PowerPoint. However, other new applications were also added to the suite with the
passage of time, such as MS Access and Outlook. In fact, Microsoft has also been developing
Office Business Applications specifically to provide a platform for business owners. MS Office
is installed in computers run on Microsoft Operating System and even in Mac Computers, iOS
and Android OS. In addition, you can also get Office Online which is a web-based application
for the office.
Microsoft Office
Microsoft Office is a set of vital applications primarily known as Office Suite, which Microsoft
has designed to smoothly and easily carry out different office tasks. Bill Gates, the Chairman of
Microsoft Corporation, first launched it on August 1, 1988at COMDEX in Las Vegas, US. Four
years ago, the users of MS Office had already crossed over one billion worldwide and were
steadfastly growing with time. Whenever you buy a new desktop computer or a laptop, you will
find that the MS Office is already preinstalled in it most of the time. Recently, Microsoft
launched its newest desktop version Office 2016, for Windows and OS X on September 22 and
July 9, 2015.
Top 6 Microsoft Office Applications of Desktop
1 Microsoft Office Word
Out of all the different components, the Microsoft Word Processor is the most common and
widely used application all throughout the world. You can easily open the application on both
Windows and Mac Operating Systems. Microsoft Office Word first came into existence in 1983
initially for the MS-DOS OS. That was when the mouse was added to the keyword, although
there was no need for it. People could buy Word 1.0 with a bundled mouse. The word for MAC
OS was introduced a couple of years later, in 1985. Previously, the Word Processor was in the
Doc format, but when the 2007 version was released, the format changed to Office Open XML.
This was the time when the Portable Document Format (PDF) and Open Document Format were
first introduced in the 2007 version. The MS Word made typing of words and other documents

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very easy. Almost all content writing works and official documents or letters are typed in MS
Word. You can save your written document, which can serve as a record.

2 Microsoft Office Excel

When Microsoft initially introduced Microsoft Office Excel, it had to face stiff competition
from Lotus 1-2-3 but outclassed it eventually. It is an application based on a spreadsheet and
available on both Windows and OS X. The Microsoft Office programs were launched for Mac
OS in the same year as the MS Word. However, the first Windows version came in November
1987. It was much better than the earlier, offering more functions. It is used for storing data and
usually helpful in preparing ledger balance and maintaining accounts.

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3 Microsoft Office PowerPoint
The introduction of Microsoft Office PowerPoint has made the work of presentations very
simple. Thus, it is known as a presentation of Microsoft Office programs. With the help of the
Microsoft Office Application, you can design creative and engaging slides by adding the texts
and adding graphics and other files such as images and videos. You can decorate the slides and
make them colorful and just put up a nice presentation to showcase your portfolio or sample in
front of a client.

4 Microsoft Office Outlook

Microsoft Office Outlook is another important and useful program that contains a number of
vital features such as a client calendar, address book, e-mail and task manager. However, it is
different from Outlook Express and so do not assume both to be the same. Its main purpose is
Windows Messaging.
5 Microsoft Office OneNote
Microsoft Office OneNote is a free unique program where you can easily gather all personal
information such as bank account details, financial deals, medical details and store it safely. In
addition, you can also note down small details and information about events and meetings. These
notes can be typed or handwritten. This new feature has been recently added from the 2007
version and was not there in Microsoft 2003. You will also find this important application on
your Windows and iOS phones.
6 Microsoft Office Access
Microsoft Office Access is a database management system that acts as a merger of Microsoft Jet
Database Engine and Graphical User Interface (GUI) and software developing applications. It
can store the data in its own configuration. It can connect you with data from other applications.

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 Some Other Extensively Used Microsoft Office Programs
The above-discussed applications are some of the most important and widely used Microsoft
Office Programs. These are as follows-
Skype
Most of you must be familiar with Skype, which has become exceedingly popular as a
communication source, whether related to business or personal interaction. You can do a video
chat with a person face to face even if he/she is in some other country or continent. You just have
to make a call to the person and open your web camera to see the person on your screen. This
means you do not have to spend heavily on your international calls.

 Microsoft Office Picture Manager

It is indeed a vital tool developed by Microsoft to help edit or resize your images. You can resize
your picture according to the dimensions you wish and increase or decrease the brightness and
contrast of the image.
 Microsoft Publisher
The Microsoft Publisher is yet another desktop publishing application predominantly used for
designing broachers, calendars, banners, greeting or visiting cards, newsletters, company letter
pad, and pamphlets etc., to promote any product or used as advertising for the business.
 Microsoft Share Point Designer
Microsoft Office programs which are used as HTML editor for Windows developing the share
point for the websites. You can download this application for free.
 Microsoft Project

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 As the name suggests, it is a project management Microsoft Office Programs that can help
develop network charts and Grant charts. You can also keep a track record of the projects.
Smartphone Applications offered by Microsoft
Microsoft is effective in providing some useful apps for your smartphones, specifically for office
purpose. You can have easy access to them while you are not at your workplace. A few of them
include-
 Office Remote
With the help of this unique app, you can convert your mobile phone into a remote control for
the desktop versions of Word, Excel and so on.
 Office Lens
This application is mainly used for scanning images. First, you need to take a picture of the
document or image through your mobile camera and then straighten the image. You can copy a
file or image paste it into the word doc or the Microsoft Office Excel sheet and other desktop
applications.
Now the Server Microsoft Office Applications
Microsoft offers some server applications in their office version. These include-
 Microsoft Search Server
 InfoPath Form Services
 Microsoft SharePoint
 Microsoft Lync Server
 Excel Services
 Microsoft Project Server
The Chronological Versions for the Windows
The history of the Microsoft Office Application takes us back to the year 1990 when three
different applications for Windows 3.0 were introduced. It included Microsoft Office Excel, MS
Word, and c of versions 2.0, 1.1 and 2.0, respectively. However, later on, MS Office 1.5 was
launched, which updated the set with Microsoft Office Excel 3.0.
 Microsoft Office Applications 3.0
The Microsoft Office 3.0 was brought to the forefront in August 1992, and therefore, it is also
known as the Microsoft Office 92. It had all the major office applications such as Word 2.0,
Excel, 4.0, Microsoft Office PowerPoint 3.0, etc. The buyer could purchase it on the CD-ROM.
A year later the Microsoft introduced the Microsoft Office Professional with additional features
like Microsoft Access 1.1.
 Microsoft Office Applications 4.0
Microsoft 4.0 was launched in 1993 with a little higher version of different Microsoft Office
Programs, including MS Word 6.0, c 4.0a, and Microsoft Office PowerPoint 3.0 etc. One of the
significant aspects of this application was that it excelled from 2.0 to 6.0. This was done to match
the versions with the MS-DOS and Macintosh. Now it is important to remember that Microsoft
kept on updating the versions, and hence very soon in the next year, it brought Microsoft Office
4.2 for Windows NT. The version for the Word processor was similar, but it increased to 5.0 in
the case of Microsoft Office Excel.
 Microsoft Office Applications 1995
Microsoft Office 1995 came into existence from August 1995. In fact, the company also released
its logo in the same year with the introduction of Office 95, and it was later used in Office 97,
2000 and XP. Here the version of each and every application was raised to 7.0 as it was
developed as a full 32-bit version. In fact, it was available in twin versions- Office 95 Standard

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 and Office 95 Professional. The only dissimilarity between the two was that the 95 Professional
contained an additional Microsoft Access 7.0 that was not present in the Standard version. This
Operating System was also available on a CD.
 Microsoft Office Applications 1997
Version 8.0 could be found with the successful launch of Microsoft Office 1997. It was here that
the computer operators could see a much improved and advanced in the applications. A number
of new features were also added. The user was provided with more options by the addition of
new menus and tools in MS Word and Microsoft Office Excel etc. It also had Natural Language
Systems and grammar checking,
 Microsoft Office Applications 2000
The Microsoft Office 2000 came up with a more updated version of 9.0. It had adaptive menus
and more options for the users. For the first time, the Microsoft Company took a significant step
by introducing the digital signature to eliminate the security threats related to large-scale viruses.
 Microsoft Office Applications 2002 or XP
When the Microsoft Office XP was launched in the year 2002, it becomes a huge success as by
then the number of people using MS office had incredibly increased worldwide. Therefore, one
could see XP being installed in a number of desktops as Operating Systems. This was version
10.0, which has much more advanced than the Office 2000. It introduced the option of Safe
Mode for the first time, which enabled the users to boot the applications in case of any failure.
This was an effective and useful feature which could identify the problem and then repair it.
Another useful and effective tool added in the Windows XP was the addition of Smart tag, a
technology to reduce errors in typing. Microsoft also introduced the Product Activation policy
for the first time with an intention to curb the piracy which had spread throughout the world.
 Microsoft Office Applications 2003
As time moved on, Microsoft kept on launching newer and faster versions of the MS office, and
the Microsoft Office 2003 was the next in this series. The version was released with a new logo,
and more importantly, two new applications were added to the suite. They were Microsoft Office
Onenote and InfoPath. It also brought Windows XP style icons. The MS Outlook was made
more functional, which made the task of the users much easier.
 Microsoft Office Applications 2007
Credit goes to Microsoft for continuously offering new and advanced versions of the MS Office.
The Microsoft Office 2007, which is still relevant and used widely today, is the 12.0 version of
Office. It includes a new Graphical User Interface (GUI) which substituted the old menus and
toolbars.
 Microsoft Office Applications 2010
The Microsoft Office 2010 is the 14.0 version of the MS Office. It provides a number of new
features such as collaboration of the tools, customizable ribbon, backstage file menu and much
more. It is available in both variants- 32 and 64 bit. The logo is similar to the 2007 Office with a
subtle difference.
 Microsoft Office Application 2013
The version was released in January 2012, and its interface is based on Metro, similar to
Windows Phone and Windows 8. It provides a different visualization with more modernized
features in both Microsoft Office PowerPoint and MS Outlook. Not only that, but other
applications have also undergone an emphatic transformation.
 Microsoft Office Applications 2016

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This is the newest version of Microsoft Office, which has been recently launched last year only
in January 2015. However, it is in the process of development.

Microsoft Word, word-processor software launched in 1983 by the Microsoft Corporation.

Software developers Richard Brodie and Charles Simonyi joined the Microsoft team in 1981,
and in 1983 they released Multi-Tool Word for computers that ran a version of the
UNIX operating system (OS). Later that year, the program was rewritten to run on personal
computers (PCs), such as the IBM PC, under Microsoft’s version of DOS (disk operating
system), or MS-DOS, and was renamed Microsoft Word. The product was in direct competition
with WordPerfect and WordStar, both of which were introduced for PCs in 1982.

Microsoft Word

Like WordStar, Word was WYSIWYG (what you see is what you get), meaning that
formatting tags were hidden and whatever a document looked like on a user’s computer
screen was how it would look when printed—or at least semi-WYSIWYG, as screen fonts
were not of the same quality as printer fonts. Microsoft’s program was the first to
make extensive use of the computer mouse to display styles on-screen (italic, bold, and
underlined text), and to feature style sheets and multiple windows (i.e., separate work
spaces for editing multiple documents). Version 2.0, released in 1985, included spell-
check and word-count options; subsequent versions included significant upgrades and
improvements. In 1989 Microsoft released the first version of Word for the Windows
OS, two years ahead of WordPerfect for Windows.

To effectively compete with WordPerfect, Microsoft Word needed a standard interface

across multiple platforms. In 1985 Microsoft released Macintosh Word 1.0, and its early
Macintosh versions were adapted directly from Microsoft Word for DOS. To combat the
ensuing glitches and incompatibility concerns, Microsoft began to develop original code
for the Word for Macintosh software in the 1990s. In 2003 both the Windows and
Macintosh versions were renamed Microsoft Office Word to align with the Microsoft
Office suite, which is built around Word, Excel (a spreadsheet program),
and PowerPoint (a visual presentation program).

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 Throughout the 1980s WordPerfect ranked as the most popular word word-processing
software on PCs, but since the 1990s Microsoft Word has become the leading word
processor for both Windows and Macintosh users. In that decade, Word had very little
competition, though there were budget friendly options available such as OpenOffice. In
budget-friendly
the 21st century, Word has rreceived
eceived some competition from companies such as Google.
cloud based version of Word. Office
Microsoft has responded to this by introducing a cloud-based
365, the full suite of products by Microsoft, still contr
controls
ols 65 percent of the office
software market globally.

WORK WITH DOCUMENTS IN WORD FOR WINDOWS

Start you work in Word with these quick instructions how to create, share, and edit documents on
your own or with your team.
To convert your Google Docs to a Word
W document, go to File > Download > Microsoft Word
(.docx).. Then, open the file in Word. See more at Get started with Docs.
Note: Features and information in this guide apply to Word as available through Microsoft 365.
Create a document
1. Select File > Home.
2. Select Blank document,, select one of the templates, or open a Recommended or Recent
file.

Open a document

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 Select File > Open, and select the document you want.
 If your file's saved to OneDrive and you're working offline, your revisions will be
saved the next time you connect online.

Rename a document

To rename your document:

 If your file's saved to OneDrive, select the file name at the top, and type in what you
want.
 Select File > Save As, choose a location to save to, and rename your file.

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 Choose a save option

 Save your document to OneDrive

If your file's been saved to OneDrive, your changes are automatically saved.

 Select File > Save As.

 Select OneDrive.
 Type in a name and select Save.
 Other save options

There are more ways to save your document. First, select File:

 To save your file, select Save, or select File > Save.

 To save your file as a PDF, select File > Save as Adobe PDF.

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.

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Working with Tables in MS Word
Microsoft Word or MS-WORD is a graphical word processing program that
users can type with. It allows the users to type and save documents very similar
to other word processors. There are many versions of MS-word in market,
which the user can install as per te. In this tutorial, we will learn about the tables
in MS-Word.
Tables in MS Word are made up of rows and columns with an organized
arrangement of text. These tables can be used to align numbers in columns and
then various operations can be performed on them. Tables can also be used to
create page layouts. Rows in a table are series of data banks laid out
horizontally in a table or spreadsheet. Columns are vertical series of cells in a
chart, table, or spreadsheet.
How to Create a Table?
Tables in MS Word can be created in the following two ways:
1. Using the Grid
2. Using Table Dialogue Box
Using the Grid
Following are the steps of creating a table using the Grid provided in MS Word:
Step 1: Go to the Insert tab and click on the Table button.

Step 2: In the dropdown menu, select the number of rows and columns from
the Grid.

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Using Table Dialogue Box

Following are the steps of creating a table using Table Dialogue Box in MS
Word:
Step 1: Go to the Insert tab and click on the Table button.

Step 2: Under the grid, you will see an Insert Table button. Click on it.

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Step 3: In the Insert Table Dialogue box, mention the number of rows and
number of columns as per the requirement and click on OK button.

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How to Modify a Table?
We can also edit/modify a table to make it more creative. Multiple operations
can be performed on a table like changing the layout, splitting of cells, merging
the cells, applying borders, etc. Here, we will see some of the operations
performed on a table in MS Word.

Changing Layout of a Table

Changing the layout of a table can be done with the help of the following steps:
Step 1: Select the table for which the layout is to be changed. Go to the design
tab.

Step 2: Click on the dropdown menu to get various different types of layouts for
your table.

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Step 3: Select any layout as per the need.

Splitting the Cell

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Splitting of a cell can be done with the help of the following steps:
Step 1: Select the cell that you want to split into multiple cells. Then go to
the Layout tab and click on the Split Cells button.

Step 2: In the dialogue box,

box, mention the new dimensions as per the
requirement.

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Step 3: Click on the Ok button.

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Merging the Cells

Merging of various cells can be done by the following steps:

Step 1: Select all the cells that are to be merged into a single cell. Then go over
the layout tab, and you will see a Merge Cell button.

Step 2: Now click on the Merge Cell button and the selected cells will be
merged.

Applying Borders and Styles on a Table

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Borders and styles can also be applied to a table in a similar way as the layout
of a table is changed. Go through the following steps to do the same:
Step 1: Select the entire table and go over the design tab.

Step 2: Select the style that you want to a

apply to your table.

Converting Text to a Table

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MS Word allows the conversion of existing text into a table with the help of the
following steps:
Step 1: Select the text that is to be converted into the table. Now go to
the Insert Tab and you will see a Table button.

Step 2: Click on the Insert Table button and in the drop-down

down menu, click on
the Convert Text to Table button.

Step 3: In the dialogue box, mention the dimensions of the required table and
other data that is required.

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Step 4: Click on the OK button and the selected text will be converted to a
Table.

Inserting Images in a Table

MS Word allows adding images inside the table cells. To insert an image in a
table, go through the following steps:

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Step 1: Select the cell in which you want to add the Image. Go to the Insert
tab and select the Pictures button.

Step 2: You can either choose a picture from your device or select one online.
Step 3: Choose a picture from the browser window and click on the Insert
button.

Step 4: Selected Image will be added in the cell selected.

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Performing Calculations in a Table

Mathematical calculations can also be performed on the values present in the

table. Microsoft provides various formulas to perform these operations. By
default, the sum of the values lying in the rows to the left or column lying above
are calculated by Word. Following are the steps to do the same:
Step 1: Select the cell in which the result of the mathematical operations is
required.

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Step 2: Now go to the Layout tab and select the formula button.

Step 3: In the dialogue box, define the formula for the mathematical operation,
the default formula is the sum of the values to the left or above.

Step 4: After defining the formula, click on the OK button to apply the formula
on the cells
lls given in the formula.

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SPELLING AND GRAMMAR IN MICROSOFT WORD

1. Launch Word, and either open an already existing document or create a new one from the
welcome screen.

2. From the Ribbon on the top of your screen, select the Review tab.

3. In the Proofing section, you can see a button that says Spelling & Grammar
Grammar. Click on
this to start a manual check.

4. If Word is able to detect any spelling issues in the language your document is set to, a new
an see the error underlined
pane will open up on the right side of the application. You ccan

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 with a red line.

5. You’ll see suggested words with definitions that allow you to select the correct spelling of
the word you were trying to type. To implement any of these suggestions, simply click on
them.

6. You also have the option

ption to make Word ignore the presumably misspelled word or words
by pressing Ignore Once or Ignore All under the suggestions. You can also Add to
Dictionary,, meaning that the word in question won’t get detected by as a misspelling in

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 the future.

7. After you deal with the first misspelled word, you can move on to the next one if any
more have been detected.

Tip: You can use a shortcut to activate the manual spelling and grammar check in Word. Simply
press the F7 key on your keyboard, and the application will automatically perform a spelling and
grammar check.

How to set Spelling Checker to Show errors while your work

1. Launch Word, and either open an already existing document or create a new one from
the welcome screen.

2. From the Ribbon on top of your screen, select the File menu.

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3. Near the bottom, you can see a button that says Options.. Click on it and direct your
attention to the new Word Options window that appears.

4. Click on Proofing from the menu on the left.

5. To enable automatic spell checking as you type, place a checkmark next to the Check
spelling as you type checkbox.

6. To enable automatic grammar checking as you type, place a checkmark next to

the Mark grammar errors as you type checkbox.

7. After you enable automatic spell checking, whenever Word detects a misspelled word,
it’ll be highlighted with a red squiggly line under it. You can right
right-click on the word
and see a list of suggested words for replacement, and the option to Ignore or Add to
Dictionary.

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 8. After you enable automatic grammar checking, whenever Word detects a potential
grammar error, two blue lines will appear. You can get assistance in fixing the error by
right-clicking on it. You can also choose the Ignore option if you want to keep it in
your document as it is.

ADDING GRAPHICS
MS Excel or Microsoft Excel is a great tool for organizing data in a spreadsheet. When
visualizing data in a spreadsheet, Excel has several options. It allows users to add or insert
different graphic objects, such as images, shapes, clip-arts, text-boxes, etc. By adding different
graphics, we improve the visual appearance and increase the overall effectiveness of our Excel
worksheet.
In this article, we are discussing various graphics objects present in Excel along with step-by-
step tutorials on how we can insert any desired graphic object in our Excel worksheet.
How to add/ insert graphics in Excel?
Since Excel has a wide variety of graphic objects, we can add/ insert the desired type of graphic
accordingly. However, the process of inserting different graphic objects is slightly different for
each graphic. Besides, almost all the graphic objects are present under the Insert tab.
Let us now understand some of the most common graphic objects in Excel, including procedures
for adding them to our sheets:
o Adding Picture Graphics
o Adding ClipArt Graphics
o Adding Shapes Graphics
o Adding Chart Graphics
o Adding SmartArt Graphics
o Adding WordArt Graphics
o Adding Textbox Graphics
Adding Picture Graphics
Picture graphics (commonly called images or photos) are one of the most common types of
graphics used to enhance the visualization of an Excel sheet. Adding pictures to an Excel sheet is
a fairly easy task. Additionally, we can choose the desired images from various sources. The two
most common sources include local storage and the Web.
Adding Picture Graphics from the Local Storage
It often happens that we may need to add pictures from local storage, which we have saved
earlier. For this, we need to do the following steps

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First, we need to open an Excel sheet to which we want to add a picture(s).

o Next, we need to navigate the Insert tab and click the 'Picture' tool from the 'Illustrations'
group.

o After clicking the 'Picture' tool, we need to browse pictures using the 'Insert Picture dialogue
box'. We can filter the specific picture format using the drop-down list next to 'All Pictures'.
After locating the desired picture, we must double-click on it using the mouse to insert it into
our current worksheet. Alternately, we can click the 'Insert' button to do the same task.

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 Once the picture is inserted into our worksheet, we can adjust its size by dragging the corner
edges. Furthermore, we can adjust the height and width of the Excel cells to fit the inserted
picture in them.

Adding Picture Graphics from the Web

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There are multiple methods to insert a picture from the web into our Excel worksheet.
The most common methods are as follows:

o Saving and Inserting: We need to first navigate to the webpage from which we want to
take a picture to add to our Excel worksheet. We must right-click on the specific picture
on the webpage and select the 'Save image as' option from the list.

After that, we need to save the picture to a desired local folder. Once the image is saved
into our local storage, we can follow the method discussed above in this article.
o Copy-Pasting: If we don't want to save specific images to our local storage, we can
directly copy them and add them to our excel sheet. Like the previous method, we need
first to navigate the web page and press the right-click on the particular picture. Next, we
need to select the option 'Copy Image' from the list.

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After the desired picture is copied, we must go back to our Excel sheet and right-click
again. Lastly, we must click the 'Paste' option. Furthermore, we can adjust the size of the

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 picture accordingly.

Adding ClipArt Graphics

Clip Art is another popular graphic object designed using various pictures in different
categories like animals, people, schools, etc. This type of graphic can easily be imported
into any other document, such as Word, Excel, PowerPoint slides, etc.

We can perform the following steps to insert clip art into our Excel worksheet:

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o First, we need to go to the Insert tab and click the 'Clip Art' option.

o We need to type the relevant keyword into the Search Box and press the Enter key in
the next window. This will display various clip-arts according to our searched keyword.

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 o Lastly, we must double-click on the desired clip art, and it will be instantly inserted into
our worksheet.

After the clip-art is inserted into our worksheet, we can adjust the height and width by
dragging the corner edges. Alternately, we can select the specific clip art and then
manage preferences from the Format tab.

Adding Shapes Graphics

The shape plays a crucial role in visualizing the worksheet interface, and it can help
illustrate the organized data in different styles. It is easy to add shapes into our Excel
sheet and combine shapes to form any specific logo or design.

We can insert the desired shape by performing the below steps:

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o First, we need to navigate the Insert tab and click the drop-down icon associated with
the text 'Shapes'. This will display various built-in shapes present in Excel.

o We can click on the desired shape in the next window and draw it using the mouse
within the active sheet.

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In this way, we can add multiple desired shapes into our Excel sheet. If we create any
specific design by using various shapes, we can group them as one shape. For this, we
must select each of the added shapes by holding the Ctrl key and then click the option
'Group' from the Arrange section on the ribbon.

When combining various shapes as a single object, we can easily move and resize them
as one entity. We don't need to move/ resize each shape one by one. For example,
creating a logo by adding and grouping multiple shapes within the sheet.

48
In the above image, all the shapes have been combined and are acting as a single entity.
Similarly, we can add as many shapes as we need to create a specific desired design.

Adding Chart Graphics

Excel has various built-in charts that help visualize the data within the spreadsheets.
Charts can summarize the important data with results in a small area, and they can save
time to make any conclusion based on the supplied data. However, we must have a
basic understanding of using Excel charts to choose the appropriate chart as per our
data sets. Some essential charts in Excel are the Line chart, Bar chart, Column chart, Pie
chart, Doughnut chart, etc.

The following are some common steps of inserting the desired chart in an Excel sheet:

o First, we must enter the data within the Excel sheet.

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 o Next, we must select the appropriate range of entered data sets and go to the Insert We
need to select the desired chart from the group named 'Charts'.

Once the selected chart is inserted into our worksheet, we can customize the chart
elements accordingly. Besides, we can also change the chart types whenever we may
need them.

Let us create a simple chart (Line Chart) to understand better the process of adding
chart graphics into an Excel sheet:

Consider the following Excel sheet with some sales data as an example data set.

50
Now, we will create a simple line chart that will display the sheet data through graphic
representation. We must execute the following steps:

o First, we need to select the effective range of data. In our case, we select the range
A2:E14, as shown below:

o Next, we need to go to the Insert tab and click the drop-down icon associated with
'Line' in the 'Charts' group.

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o After that, we need to select the tile named 'Line with Markers'.

This will immediately add the corresponding chart for the selected range of data.

52
In the above chart, we can understand the estimated sales data for each month for each
item. In this way, we can add chart graphics to our Excel worksheet.

Adding SmartArt Graphics

The SmartArt graphics allow users to quickly add a variety of presentation designs, such
as flow charts, block-lists, hierarchy diagrams, etc. We can select the desired SmartArt
from different categories, including the list, process, cycle, hierarchy, etc.

We can add the desired SmartArt graphic by performing the steps discussed below:

o First, we need to launch or open an Excel sheet to which we want to add Smart graphics.
o Next, we need to go to the Insert tab and click the 'SmartArt' option, as shown below:

o In the next window, we can choose the desired SmartArt graphic amongst different
categories.

53
Once the selected SmartArt graphic has been inserted within the Excel sheet, we will get
the two panes. The first pane is where we can enter text contents to reflect them into our
graphical representation, and the text pane is located on the left side. On the other hand,
another pane (right-side pane) displays the exact appearance of the inserted SmartArt
graphic.

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Adding WordArt Graphics
Like MS Word, Excel also allows users to add WordArt graphics within the active sheet.
Using this type of graphics, we can enter stylized text or Word Art objects into the
worksheet.

We can add the desired WordArt graphic by executing the following steps:

o First, we need to open an Excel sheet to insert a WordArt graphic and navigate
the Insert tab on the ribbon.
o Next, we must click the 'WordArt' option, as shown below:

In the next window, we need to click the desired WordArt object.

This will immediately insert a selected WordArt into our sheet where we can enter the
desired text using the keyboard.

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 After the desired WordArt object has been added, we can adjust shadows, reflections,
color glow, and many other preferences to make it more attractive.

Adding Textbox Graphics

We can add text boxes with various styles to our worksheet. The text boxes mainly help
visualize the text content and make it look attractive and eye-catching. Therefore, we
can enter some essential information into such boxes and position them anywhere
within the Excel sheet, irrespective of Excel grids.

To add a text box into our Excel worksheet, we need to perform the following steps:

56
o First, we need to go to the Insert tab and then select the 'Text Box' option, as shown
below:

o As soon as we click on the 'Text Box', the corresponding tool is activated. After that, we
need to click on the excel sheet, and Excel will add a default text box with empty text into
our current sheet.

o Once the text box is inserted, we can click inside the box and type the content we want
to insert. Despite this, we can move the text box by dragging it using the mouse. The text
content inside the text box will also be moved accordingly.

57
It is a good practice to try different styles to make the text box more attractive. Although
we can manage the different styles manually, we also have some built-in styling options.

58
 The text box graphic is more beneficial than the normal text. This is because we can adjust the
formatting of the box, box color, text color, border color, etc.
Important Points to Remember
o Almost all graphics can be added from the Insert tab on the Excel ribbon.
o It is best to adjust the height, width, style, and other formattings of the included graphics to
match the current theme of our worksheet.
o We can use the Alt key while dragging the picture's edges with the mouse to adjust the picture
size to the extreme corners of Excel cells.
o To select multiple graphics in an Excel sheet, we can press and hold the Ctrl key while selecting
them using the mouse.

MAIL MERGE IN MICROSOFT WORD

Mail Merge is most often used to print or email form letters to multiple recipients. Using Mail
Merge, you can easily customize form letters for individual recipients. Mail merge is also used to
create envelopes or labels in bulk.
This feature works the same in all modern versions of Microsoft Word: 2010, 2013, and 2016.
1. In a blank Microsoft Word document, click on the Mailings tab, and in the Start Mail
Merge group, click Start Mail Merge.

2. Click Step-by-Step Mail Merge Wizard.

59
3. Select your document type. In this demo we will select Letters. Click Next: Starting document.

4. Select the starting document. In this demo we will use the current (blank) document. Select Use
the current document and then click Next: Select recipients.

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 o Note that selecting Start from existing document (which we are not doing in this demo)
changes the view and gives you the option to choose your document. After you choose
it, the Mail Merge Wizard reverts to Use the current document.
5. Select recipients. In this demo we will create a new list, so select Type a new list and then

click Create.

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o Create a list by adding data in the New Address List dialog box and clicking OK.

o Save the list.

o Note that now that a list has been created, the Mail Merge Wizard reverts to Use an

existing list and you have the option to edit the recipient list.

62
 o Selecting Edit recipient list opens up the Mail Merge Recipients dialog box, where you
can edit the list and select or unselect records. Click OK to accept the list as is.

o Click Next: Write your letter.

6. Write the letter and add custom fields.

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o Click Address block to add the recipients' addresses at the top of the document.

o In the Insert Address Block dialog box, check or uncheck boxes and select options on
the left until the address appears the way you want it to.

o Note that you can use Match Fields to correct any problems. Clicking Match
Fields opens up the Match Fields dialog box, in which you can associate the fields from

64
 your list with the fields required by the wizard.

7. Press Enter on your keyboard and click Greeting line... to enter a greeting.

65
8. In the Insert Greeting Line dialog box, choose the greeting line format by clicking the drop-
down arrows and selecting the options of your choice, and then click OK.

9. Note that the address block and greeting line are surrounded by chevrons (« »). Write a short
letter and click Next: Preview your letters.

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 Preview your letter and click Next: Complete the merge.

 Click Print to print your letters or Edit individual letters to further personalize some or all of

the letters.

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