UNIT 2

MICROSOFT OFFICE
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.
MICROSOFT WORD
Microsoft Word (often called Word) is a graphical word processing program that users can
type with. It is made by the company Microsoft.
The purpose of the MS Word is to allow the users to type and save documents.
It allows the users to type and save documents.
It allows users to create and edit text documents.
ADVANTAGE OF MS Word
 Availability
One of the advantages of using Microsoft Word is that it is available practically everywhere.
Word comes standard on many PCs. You can typically find it on your work computer,
computers at school and your home PC. This makes it easy to save documents on a flash
drive, take them with you and work on them somewhere else. If you need to do some work,
you can usually find a computer with Word on it.
 Integration with Office Programs
Another benefit of using Microsoft Word is that it easily integrates with other Microsoft
Office programs. For example, if you have a spreadsheet that you created on Microsoft Excel,
you can easily paste it into a Word document. You can work with programs such as
PowerPoint as well. This makes it possible to complete a wide array of computing tasks
without having to spend time converting documents or files so that they are usable on other
programs.
 Instant Help
While you are creating a document, Word also helps you make sure that it is the best it can
be. When you misspell a word, Microsoft Word will immediately underline it. You can then
click on the word and get suggested spellings. If you type a sentence that has poor grammar,
Word will underline the sentence for you. This allows you to change the document while you
are still working on it.
 Document Flexibility
Word lets you create simple word-processing documents like letters and reports and make
them as basic or as jazzed-up as you wish – you can add color, use clip art, write in a variety
of fonts and sizes, and use tables, borders and bullet formatting. Word also offers templates to
help you create numerous other documents, such as calendars and greeting cards. You can
also save documents in a variety of formats, including a Web page.
 Self-explanatory dialogue boxes and menu options.
 Increased office efficiency and improved human resource utilization.
 Content is displayed using the standard HTML
 Formatting, allowing great compatibility and
 Creating a standardized, easy-to-control layout.
BASIC OPERATIONS IN WORD
1. Creating a word document
 Windows Start All Programs → Microsoft Office Microsoft Office Word
 Right click on the desktop New office Word Document Microsoft
 Find on desktop for an icon shortcut to Microsoft Office Word
2. Opening an Existing Document
To open an existing document, first locate and select the “File” menu and select “Open”.
In the dialog box that appears, browse to your file and press the button labeled “Open”
located at the lower right corner of this box.
Alternatively, the keyboard shortcut CTRL + “O” may be used.
3. Saving a Document for the First Time
If you are saving a document for the first time, you should specify a file name and the
location to which the file will be saved.
To save a document for the first time, select the “File” dropdown menu, and select “Save as”.
The “Save as” window will appear, at which point you should locate and select the location
that you want the file to be saved to, as well as naming the file what you would like it to be
called.
4. Saving a Document
To simply save a document without renaming or relocating it, locate and select the “File”
menu.
• Select the “Save” option.
Alternatively, the keyboard shortcut CTRL + S may be used.
5. Working With Text
In addition to simply typing words into a document, you can highlight, select, copy, cut, and
paste items using either standard Windows shortcut methods, or buttons in Word.
To select a block of text, click and hold the left mouse button at the beginning portion of the
block you wish to select, and then drag the mouse over the desired text. You will notice that
the text will be highlighted as you do this.
Once you have the desired text selected, release the mouse button.
Note that while clicking on another part of the document while you have text selected will
deselect it.
6. Formatting – Margins
To set margins, locate and select the “Page Layout” menu.
Select the “Margins” button.
A number of preset margin settings will drop down in a menu. You can select one of those, or
select “Custom Margins” at the bottom of this menu to specify your own.
A dialog box will appear. The basic margin settings are located at the top of this box.
Also note the “Orientation” portion of this menu.
7. Formatting – Headers and Footers
Options for headers and footers will be located in the “Insert” ribbon menu in the “Header &
Footer” section.
To add a header, or footer, press the “Header”, or “footer” button.
A dialog box will appear which will allow you to specify the type of header that you would
like to add.
To just add a simple header, select the “Blank” header.
To navigate to or away from the header, just double-click on the area of the document that
you would like to move to.
8. Formatting – Page Numbers
Page numbers are a very commonly used header element.
To add page numbers to your header or footer, first create and select a header or footer.
After you have created a header or footer, locate and select the “Page Number” button located
in the “header and footer” portion of the “insert” ribbon menu.
In the dropdown menus that appears, select the location in which you want to place your page
numbers.
9. Non-Text Items – Bullets
To use bulleted lists, find and select the “Home” menu.
Select the bullet button located the “paragraph” section of this menu to start the list.
To create the next bullet in the list, press “enter”.
10. Non-Text Items – Tables
Once you place a table and are ready to format it, select the table and right click on the icon
in the upper left corner of the table. A contextual menu will appear.
The most notable selections in this menu are “Table Properties”, “Insert”, and “Delete Cells”.
11. Non-Text Items – Hyperlinks
To insert a hyperlink into your document, select the “Insert” menu.
Locate and select the “Links” button.
In the dropdown menu that appears, select the “Hyperlink” button.
You can either browse to a location using the “Look in:” section of this window, or you can
type an address manually in the “Address:” bar at the bottom.
The name of the link as it appears in your document will be determined by what is entered in
the “Text to display” field located at the top of the dialog box.
When you are done, press the “Ok” button located at the bottom of the screen
12. Print Options
You will find the options related to printing by selecting the “File” menu, and selecting the
“Print” option. The Word window will then be populated with options related to printing.
The most important options are located at the top of the window.
Make sure that you have the desired printer, and the desired number of copies to print
selected.
When you are ready to print, press the “Print” button located in the upper portion of the
screen.
13. Closing Documents
To close a document without exiting Word, find and select the “Close” button in the “File”
dropdown menu. This will close the document without closing that instance of Microsoft
Word
To close the document and the Word program, you can select the “X” in the upper right hand
corner of the window, just like any other application in Windows. (keyboard shortcut: “ALT”
+ “F4”)
Microsoft Word Editing Tools
The Microsoft Word editing tools are defined as the editing toolbar, in which the content can
be added or edited by using the toolbar, and it allows to access the toolbar that adds the
functionality of it their content; it provides access to the commonly used functionalities in
Word processing application and powerful documentation software, where making changes
like editing, formatting, inserting or deleting text, copying or moving text, replacing text,
resizing the window, linking with other web pages, creating a new document, etc., operations
can be performed, and by moving the mouse over icons it will show a description about its
functionality.
Tools for Microsoft Word Editing
Microsoft Word provides commonly used functionalities that are given below:
1. Format text
The Formatted text has commands to perform formatting tasks found on the home tab in the
font group. When we want to format the text, we first have to select the text we want to
format. If you’re going to format a single word, then double-click on it, we can also select a
line of text and then select an option to change the font and font size, and we can make the
text bold, italic, or underline. In formatting text, head style can make words bold or italic,
underline the text, highlight the text, and make an unordered and ordered list; we can change
alignment to left or right or at the center.
2. Insert hyperlink(link)
The hyperlink in a document has a different color than other texts, and it is underlined. A
document hyperlink helps the reader jump from one place in the document to a different file
or website or go to new emails.
We can add or delete hyperlinks in the Word document. If we want to add a link in the
document, we first have to select the text or image we want to link, then right-click on the
selected text or image and choose the ‘Hyperlink’ option. The link or hyperlink depends on
the version. After that, we have to select the type of destination which we want to link; it has
some information that has to fill correctly, choose the option ‘Existing file or Web page’, go
to the ‘Address’ text box, then enter URL, then choose ‘Place in this document and select a
location within the document, so now click on ‘Create new document’ go to the text box
‘Name of the document’ and enter the name, there is an edit section in which we can choose
whether we want to edit the document now or later.
Then choose ‘Email address’ and click on the ‘Email address’ text box. Then, we can enter
the email address to which the reader can send an email. There is also a ‘Type of subject’
option. We can subject type and then click on ‘Ok’. The text now shows up as a hyperlink in
the document.
3. Edit and Remove links
For editing the link, select the link we want to edit and then select the Insert/edit link option,
update the web address, and click on the ‘Create link’. We can remove or delete the existing
hyperlink; to delete the hyperlink, right-click on it and click the ‘Remove hyperlink’.
4. Copy and paste from Word
We can use the copy and paste function from Word to remove the hidden Microsoft
characters, which may affect how our document will appear. To select and copy the word
content, click on the ‘Paste’ special function button, select or tick on the bullet ‘Paste from
Microsoft Word’, paste our word text in the text box, and then click ‘Complete paste’.
5. Add a table
A table combines rows and columns; the intersection of rows and columns is called a cell. To
create or insert a table in the document, click the ‘Insert’ tab on the ribbon, then click ‘Table’.
The insert table window will be opened; we must select the table size in columns and rows
and then click ‘Ok’. When the table is created, the ‘Tab’ key can move from one cell to
another. By pressing the tab key new row is created. If we want to move one cell back in the
table, we can ‘Shift+Tab’ keys. The arrow keys allow us to go up, down, left, and right.
6. Edit a table
Microsoft Word editing tools allow us to edit a table. If we want to edit a table, first, we have
to select a cell in which we want to edit, then click on the table icon. It will give them some
options. Select ‘Edit table’ so that we can change the general setting of the table. While
editing, if we want to add a new row, click on the insert below or above. To add the column,
click on the insert left or Insert the Right column button. We can also delete columns or rows
from the table.
7. Html editor
We can also edit our text using an Html editor, and Microsoft Word editing tools also provide
this function. To get the Html view and edit text, click on the ‘File’ tab, then click ‘Open’.
Then we can browse the web page file, double click on the file name. Our web file opens as a
plain text file that has Html code.
8. Resize the edit window
We can also resize the edit window. It has resized button. We will get the full-screen view of
the edit window by clicking on the resize button. To return to its normal view, click on the
same button.
FORMATE WORD DOCUMENT
You can use Word on your Android tablet, iPad, or Windows tablet to select and format text,
change line and paragraph spacing, change indentation, and add lists. You can also use the
edit menu to cut, copy, paste, and delete text that you select.
Select text
 You can select words, sentences, or paragraphs.
 To select a word, double-tap it.
 To select a group of words or a block of text, select the first word and then drag the
handles (Selection handle) to the end of your selection.
 To select a paragraph, triple-tap it.
Change the font, font size, or font style
Change the font: Select some text and then tap the font name box. Choose a font from the
drop-down list.

Change the font size: Select some text, tap the font size box, and then choose a size from the
drop-down list.
Change the font color: Tap the font color icon, and then choose a color.

Add bold, italics, underlining, or strikethrough: Select some text and then tap the appropriate
icon to apply the formatting.

Highlight text: Select some text, tap the highlight icon, and then choose a highlight color.

Apply a style: Select some text, tap the style icon, and then select from the list of defined
styles.
If you are using your device in portrait mode, many of the formatting options will appear on
the Font menu.

Remove formatting: Select the text that has the formatting you want to remove, and then tap
the clear formatting icon

Add subscript or superscript: Select the text you want to make subscript or superscript, tap
the font icon, and select subscript or superscript.

Add bullet or numbered lists: Select the text and then tap the bullet or the numbered list
icon.
Bullets and numbers

You can select a bullet or numbering style.

Indent a paragraph: Tap anywhere in the paragraph, and then tap the indent icon or the
negative indent icon.

Align the text: Tap the text and then tap the alignment icon to align the text left, center, right,
or justified.

Line spacing: To add or remove space before or after a line or paragraph, tap your text, tap
the spacing icon, and then make your selection.

Insert or remove tabs: Tap the place where you want the tab to be located, tap the tab icon,
and then tap the insert tab or remove tab icon.
To indent only the first line or use a hanging indent, tap the paragraph tab icon, tap Special
Indent, and then make your selection.

Use editing tools

You can also select formatting options from the edit menu.

Edit menu
Cut and paste or copy and paste: Select some text, tap the scissors icon or the copy icon, tap
to select a new location, and then tap the clipboard icon. Tap the arrow next to the clipboard
to see the Paste menu. You can select Paste, Keep Source Formatting, Keep Text Only or

Paste Format.

How do you create a table in Microsoft Word

The basic steps for creating a standard table in Microsoft Word (2013) are:
1. Open a blank Word document
2. In the top ribbon, press Insert
 3. Click on the Table button

4. Either use the diagram to select the number of columns and rows you need, or click
Insert Table and a dialog box will appear where you can specify the number of
columns and rows.

5. The blank table will now appear on the page. Alter it as necessary. Standard features
like bold, italics, and underline are still available! These items may be helpful for
creating headings or calling out certain items in the table.
6. Follow these instructions for ensuring your table meets APA formatting guidelines.

MS PowerPoint
PowerPoint (PPT) is a powerful and simple-to-use presentation graphics software tool for
creating professional-looking electronic slide shows.
A PowerPoint presentation, or PPT, is a collection of slides that exhibit a graphical and visual
interpretation of data in order to deliver information in a more creative and dynamic way.
Three major components of a presentation program are:
 (i) An editor that allows text to be input and formatted

(ii) A means for inserting visual pictures, audio, and video

(iii) And a slide-show system to display the final content.

How to open MS PowerPoint

Step 1: Go to the program section in the windows start menu.
Step 2: Go to MS Office & click on it. A drop-down list is seen
Step 3: Click on MS PowerPoint & MS PowerPoint window will pop up.
Creating a Presentation
Once your MS PowerPoint Window pops up, you can create & save the file by:
Step 1: Click on the Microsoft button on the top left.
Step 2: Click on new, a new Presentation window will pop up.
Step 3: Click on Create & a new presentation will be created.
Saving a Presentation
Once you have created a presentation, it can be easily saved with the help of following steps:
Step 1: Click on the Microsoft icon
Step 2: Click on the Save button
Step 3: A new Window for Save As will pop up.
Step 4: Select the drive (by clicking on it: Example: Local Drive (D)) in which you want to
save the presentation. Then your drive will open up, select the folder in which you want to
save the presentation (Example: img folder here) & then give the required name to your
presentation (Example: MyPresentation here). Your presentation is created & saved with the
provided name.
Basic Elements of a PowerPoint Window/Slide
You can see various bars in the presentation window. They are:
(i) Title Bar: This shows the name/title given by you to the current presentation. If
user do not save the presentation by any name, default name given by MS
PowerPoint appears in this bar.
(ii) Menu Bar: Contains menu items like insert, views, design, animations, etc.
(iii) Office Button: MS Office button on the left-most top.
 (iv) Formatting Toolbar: Have tools like Bold, Italic, Underline, Font shape & size etc.
to format your data.
(v) Zoom Slider: To zoom in or zoom out your presentation.
(vi) Slide Sorter Pane: This allows us to choose which slides will be shown in which
sequence during the slide show.
(vii) Notes Pane: This allows us to type notes that we may require later when preparing
for the presentation, but they will not be displayed during the slide show.
(viii) View Buttons: Provides different views of your presentation like : normal, slide
show & slide sorter.
(ix) Slide Pane: This is where we type, format, and otherwise design the slide.
Concept of Slide Shows
After preparing the presentation, it’s time for the slide show. Steps for slide show are:
Step 1. Click on the view Option on the top Menu Toolbar
Step 2. Click on the slide show option.
Step 3. The slide show will start (Press Esc key (escape) to come out of slide show)
Closing a Presentation
The procedure is as follows:
1. Go to Office Button
2. Click on close (last option in the list).
Shortcuts to create, print, close & save a presentation.
1. Ctrl + N – Create a New presentation.
2. Ctrl + S – Save a presentation.
3. Alt + F4 – Close a presentation.
4. Ctrl + P – Print a presentation.
What kind of elements can be added?
In a slide, we can add:
 Graphs
 Clip Art
 Tables
 Media Clips
 Pictures
 Charts
 Videos etc.
ANIMATION
You can animate the text, pictures, shapes, tables, SmartArt graphics, and other objects in
your PowerPoint presentation.
Effects can make an object appear, disappear, or move. They can change an object’s size or
color. Effects can respond to mouse clicks or other actions, giving an interactive feel to your
presentation.
Add animations to text, pictures, shapes, and more in your presentation
 Select the object or text you want to animate.
 Select Animations and choose an animation.
 Select Effect Options and choose an effect.
Manage animations and effects
There are different ways to start animations in your presentation:
On Click:
Start an animation when you click a slide.
With Previous: Play an animation at the same time as the previous animation in your
sequence.
After Previous: Start an animation immediately after the previous one happens.
Duration: Lengthen or shorten an effect.
Delay: Add time before an effect runs.
Add more effects to an animation
Select an object or text with an animation.
Select Add Animation and choose one.
Change the order of animations
Select an animation marker.
Choose the option you want:
Move Earlier: Make an animation appear earlier in the sequence.
Move Later: Make an animation occur later in the sequence.
Add animation to grouped objects
You can add an animation to grouped objects, text, and more.
Press Ctrl and select the objects you want.
Select Format > Group > Group to group the objects together.
Select Animations and choose an animation.

MICROSOFT EXCEL
Microsoft Excel is a spreadsheet developed by Microsoft for Windows, macOS, Android and
iOS. It features calculation, graphing tools, pivot tables, and a macro programming language
called Visual Basic for Applications.
IMPORTANCE OF MS EXCEL
 Easy Arithmetic Solutions
 Various Formatting Options
 Availability of Online Access
 Graphing
 Data Organization
 Human Resource Planning
 Programming
Basic Terms in Excel
There are two basic ways to perform calculations in Excel:
1. Formulas
In Excel, a formula is an expression that operates on values in a range of cells or a cell. For
example, =A1+A2+A3, which finds the sum of the range of values from cell Ai to cell A3.

2.Functions
Functions are predefined formulas in Excel. They eliminate laborious manual entry of
formulas while giving them human-friendly names. For example: =SUM(A1:A3). The
function sums all the values from Ai to A3.
Excel 2016 has 484 functions. Of these, 360 existed prior to Excel 2010. Microsoft classifies
these functions in 14 categories. Of the 484 current functions, 386 may be called from VBA
as methods of the object “WorksheetFunction” and 44 have the same names as VBA
functions

MS Excel

MS Excel is a spreadsheet program where one can record data in the form of tables. It is easy
to analyses data in an Excel spreadsheet. The image given below represents how an Excel
spreadsheet.

How to open MS Excel?

To open MS Excel on your computer, follow the steps given below:
Click on Start
Then All Programs
Next step is to click on MS Office
Then finally, choose the MS-Excel option
Alternatively, you can also click on the Start button and type MS Excel in the search option
available.
What is a cell
A spreadsheet is in the form of a table comprising rows and columns. The rectangular box at
the intersection point between rows and columns forms a cell. Given below is an image of a
cell:
What is Cell Address
The cell address is the name by which is cell can be addressed. For example, if row 7 is
interested in column G, then the cell address is G7.
Formatting
One of the first bits of formatting you will want to do will become obvious soon after you
start entering some data. You will almost certainly want to adjust the width of at least some
of the columns you will be working with to better suit the amount of information typical for
each type of data. The easiest way to do this is to mouse over the border separating each
column at the very top of your spreadsheet, where the letters display. The cursor will change
from what is essentially a big white “plus” sign into a narrow black line with arrows on either
side (see image below). You can then click and drag the borders right or left, as desired.

Alternatively, if you double click on the border between each column the column will
automatically expand/or contract to fit the size of the cell with the most content.
Excel has a large number of additional formatting options, and while there are useful
shortcuts on the “Home” tab on the toolbar, the most comprehensive list of options can be
found by right-clicking on your selected cell or cells and selecting “Format Cells…” from the
drop-down menu (see screen capture, below).
This will give you a dialog box with the following tabs: “Number”, “Alignment”, “Font”,
“Border”, “Fill”, and “Protection”. Here’s a quick overview of each:
Format Cells – Number. This provides a list of formats for how numbers will display in the
cells selected. These are probably the most useful to know:
Number: if you are working with non-whole numbers (e.g. grade averages, percentages),
you can select this option and limit the number of decimal places to something consistent.
Currency: if you are working with money, you can select this and pick the currency value
and number of decimal places to display.
Date: select this to pick how you want dates displayed. Any date entered will automatically
be revised to conform to that format.
Text: select this if you are entering numbers that you want to display exactly as entered.
Excel will sometimes alter large numbers to scientific notation or remove leading zeros. If
you have a number that is meant to identify something (e.g. an ID number, or an invoice
number), this will prevent Excel from displaying the number any way other than how you
entered it.
Alignment. This gives you given a number of options for aligning text within each cell
selected, and controlling how it fits within each cell

Font. This tab gives you options for altering the appearance and size of text with-in each cell
selected.

Border. This determines how the borders between the individual cells appear. You are given
options for the style of the border line, its color, and which border is to be altered. Generally,
you want to use this for multiple cells as a way of distinguishing columns or rows.
Format Cells – Fill
Fill. Determines the background color or pattern of cells selected.
Format Cells – Protection
Protection. This only matters if you are protecting the sheet. Locked cells cannot be edited
in protected worksheets.