MS Office (Word, PowerPoint, Excel, Outlook)
MS Word
Basics
• Creating Documents: Open MS Word, click on 'File' > 'New' > 'Blank
Document'.
• Saving Documents: Click on 'File' > 'Save As', choose the location, and
enter the file name.
• Opening Documents: Click on 'File' > 'Open' and select the document.
Formatting
• Text Formatting: Select text and use the toolbar for font type, size,
color, and style (bold, italic, underline).
• Paragraph Formatting: Use alignment options (left, center, right,
justify), line spacing, and indentation tools.
Tables
• Creating Tables: Click on 'Insert' > 'Table', and choose the number of
rows and columns.
• Formatting Tables: Use the 'Table Tools' for styles, shading, and
borders.
Images and Graphics
• Inserting Images: Click on 'Insert' > 'Pictures', and choose from your
files or online sources.
• Formatting Images: Use 'Picture Tools' for resizing, cropping, and
adding effects.
Reviewing
• Spell Check: Click on 'Review' > 'Spelling & Grammar'.
• Track Changes: Click on 'Review' > 'Track Changes' to monitor edits.
• Comments: Click on 'Review' > 'New Comment' to add notes.
MS PowerPoint
Basics
• Creating Presentations: Open PowerPoint, click on 'File' > 'New' >
'Blank Presentation'.
• Saving Presentations: Click on 'File' > 'Save As', choose the location,
and enter the file name.
• Opening Presentations: Click on 'File' > 'Open' and select the
presentation.
Slides
• Adding Slides: Click on 'Home' > 'New Slide', and choose a layout.
• Deleting Slides: Right-click on a slide thumbnail and select 'Delete
Slide'.
• Organizing Slides: Drag and drop slides in the thumbnail pane to reorder
them.
Design
• Themes: Click on 'Design' and choose a theme for a consistent look.
• Backgrounds: Click on 'Design' > 'Format Background' to customize
slide backgrounds.
• Slide Layouts: Click on 'Home' > 'Layout' to choose different layouts for
content.
Animations and Transitions
• Animations: Click on 'Animations', select an element, and choose an
animation effect.
• Transitions: Click on 'Transitions' and choose a transition effect for
slides.
Presenting
• Slide Show View: Click on 'Slide Show' > 'From Beginning' to start the
presentation.
• Speaker Notes: Use the 'Notes' section below each slide for additional
information.
• Presentation Tools: Use the laser pointer, pen, and highlighter during the
presentation (available in Slide Show mode).
MS Excel
Basics
• Creating Spreadsheets: Open Excel, click on 'File' > 'New' > 'Blank
Workbook'.
• Saving Spreadsheets: Click on 'File' > 'Save As', choose the location,
and enter the file name.
• Opening Spreadsheets: Click on 'File' > 'Open' and select the
spreadsheet.
Data Entry
• Entering Data: Click on a cell and type the data.
• Formatting Data: Use the toolbar for font, alignment, number formats
(currency, percentage, date), and cell styles.
• Formulas and Functions: Use basic formulas like SUM, AVERAGE,
COUNT, and functions like IF, VLOOKUP, HLOOKUP.
Charts
• Creating Charts: Select data, click on 'Insert' > 'Chart', and choose a
chart type (bar, line, pie, etc.).
• Formatting Charts: Use 'Chart Tools' to customize chart elements
(titles, labels, colors).
Data Analysis
• Sorting: Click on 'Data' > 'Sort' and choose the column and order.
• Filtering: Click on 'Data' > 'Filter' to add filter buttons to column
headers.
• PivotTables: Click on 'Insert' > 'PivotTable', select data, and choose the
layout.
Advanced Features
• Conditional Formatting: Click on 'Home' > 'Conditional Formatting' to
apply rules based on cell values.
• Data Validation: Click on 'Data' > 'Data Validation' to set criteria for
data entry.
• Macros: Click on 'View' > 'Macros' to record and run macros for
automating tasks.
MS Outlook
Email
• Composing Emails: Click on 'New Email', enter recipient(s), subject,
and message, then click 'Send'.
• Sending and Receiving Emails: Click on 'Send/Receive' to manually
check for new emails.
Calendar
• Scheduling Appointments: Click on 'New Appointment', enter details,
and click 'Save & Close'.
• Managing Meetings: Click on 'New Meeting', add attendees, and send
invites.
Contacts
• Adding Contacts: Click on 'New Contact', enter details, and click 'Save
& Close'.
• Organizing Contacts: Use contact groups for easy management.
Tasks
• Creating Tasks: Click on 'New Task', enter details, and click 'Save &
Close'.
• Managing Tasks: Mark tasks as complete and set reminders.
Folders and Organization
• Creating Folders: Right-click on an existing folder, select 'New Folder',
and name it.
• Rules: Click on 'File' > 'Manage Rules & Alerts' to create rules for
organizing emails.
Browsers' Fundamentals
• Web Browsers: Understand the basic interface and functionality of
popular web browsers like Google Chrome, Mozilla Firefox, Microsoft
Edge, and Apple Safari.
• Navigation: Learn how to enter URLs, use back, forward, refresh, and
home buttons.
• Tabs and Windows: Open new tabs/windows, switch between them, and
manage multiple tabs.
• Bookmarks: Add, organize, and manage bookmarks for quick access to
frequently visited sites.
• History and Cache: View browsing history and clear cache to manage
stored data and improve performance.
Shortcut Keys
• General Shortcuts:
o Ctrl + C (Copy), Ctrl + V (Paste), Ctrl + X (Cut)
o Ctrl + Z (Undo), Ctrl + Y (Redo)
o Ctrl + S (Save), Ctrl + P (Print)
• MS Word:
o Ctrl + B (Bold), Ctrl + I (Italic), Ctrl + U (Underline)
o Ctrl + A (Select All), Ctrl + E (Center Alignment)
• MS Excel:
o Ctrl + N (New Workbook), Ctrl + F (Find), Ctrl + H (Replace)
o Ctrl + Shift + L (Toggle Filters), Ctrl + T (Create Table)
• MS PowerPoint:
o Ctrl + M (New Slide), F5 (Start Slideshow), Ctrl + D (Duplicate
Slide)
• MS Outlook:
o Ctrl + N (New Email), Ctrl + Shift + M (New Message)
o Ctrl + R (Reply), Ctrl + F (Forward)
Command Prompt
• Basics: Understanding the command prompt interface, command syntax,
and basic commands.
•File Navigation:
o cd [directory] (Change directory)
o dir (List directory contents)
o mkdir [directory] (Create new directory)
• File Operations:
o copy [source] [destination] (Copy files)
o move [source] [destination] (Move files)
o del [file] (Delete file)
o ren [old name] [new name] (Rename file)
• Network Commands:
o ping [address] (Check network connection)
o ipconfig (Display IP configuration)
o tracert [address] (Trace route to address)
• Advanced:
o Creating batch files for automating tasks
o Setting environment variables
o Using redirection operators (>, <, >>, |) for input/output
Working Flow of Keys
• Function Keys (F1-F12): Different functions in various applications
(e.g., F1 for Help, F5 to refresh).
• Modifier Keys:
o Ctrl: Used for shortcuts (Ctrl+C, Ctrl+V)
o Alt: Access menu items (Alt+F4 to close window)
o Shift: Select multiple items or enter uppercase letters
• Navigation Keys:
o Arrow keys: Move cursor or navigate through content
o Home: Move to the beginning of the line/document
o End: Move to the end of the line/document
o Page Up/Page Down: Scroll up/down by one screen
• Special Keys:
o Insert: Toggle between insert and overwrite mode
o Delete: Remove selected item or character
o Print Screen: Capture screenshot
