Module - 1

Practice on MS-Word

Making and formatting Document

Create a New Document:
1. Open Microsoft Word.
2. Click on "File" in the top-left corner and select "New."
3. Choose a blank document or select a template if you need a
specific format (e.g., letter, resume).

Formatting the Document:

1. Font Style and Size:
- Highlight the text you want to change.
- Go to the "Home" tab.
- Use the drop-down menu in the "Font" section to choose a font
(e.g., Arial, Times New Roman) and adjust the size.
2. Changing Line Spacing:
- Highlight the text.
- Go to the "Home" tab, click the "Line and Paragraph Spacing"
button in the "Paragraph" group.
- Select the spacing you prefer (e.g., 1.0, 1.5, or 2.0).

3. Margins:
- Click on the "Layout" tab.
- Select "Margins" and choose from the preset options (e.g.,
Normal, Narrow, Wide) or customize the margins.

4. Headers and Footers:

- Go to the "Insert" tab.
- Select "Header" or "Footer" to insert predefined
headers/footers or create your own.

5. Page Numbers:
- Go to the "Insert" tab.
- Select "Page Number" and choose where to place it (top,
bottom, etc.).
Inserting Pictures
- Insert Pictures:
1. Go to the "Insert" tab.
2. Click on "Pictures" (either "This Device" to select from your
computer or "Online Pictures" to search for images).
3. Select the image you want to insert and click "Insert."

- Resize the Picture:

1. Click on the picture to select it.
2. Use the corner handles to resize the image proportionally. Drag
inward or outward.
- Position the Image:
1. Right-click the image.
2. Choose "Wrap Text" and select a wrap style (e.g., "In Line with
Text," "Tight," "Through," or "Behind Text").
3. Alternatively, drag the image to your desired position.

- Format the Picture:

1. Click the picture and go to the "Picture Format" tab.
2. Apply effects like borders, shadows, or crop the image if
needed.

Using Spell Check

- Automatic Spell Check:
1. Type your document with intentional spelling errors.
2. Word will underline misspelled words in red.
3. Right-click the underlined word and select a correction or add it
to the dictionary.

- Manual Spell Check:

1. Go to the "Review" tab.
2. Click on "Spelling & Grammar."
 3. Word will review the entire document for spelling and grammar
errors and provide suggestions.
4. Click "Change" to accept the suggestion, or "Ignore" if you prefer
to keep the word as is.

Using Mail Merge

- Start the Mail Merge:
1. Go to the "Mailings" tab.
2. Click "Start Mail Merge" and select the type of document you
want to create (e.g., Letters, Envelopes, Labels).

- Select Recipients:
1. Click "Select Recipients" and choose "Use an Existing List."
2. Select an Excel file or another data source containing the
recipient information (e.g., names, addresses).

- Insert Merge Fields:

1. Click "Insert Merge Field" to add fields (e.g., First Name, Last
Name) where you want personalized data.
2. Click where you want the field, then select the field from the
drop-down.

- Finish and Merge:

1. Once the fields are inserted, click "Finish & Merge."
2. Choose whether to print the document or create a new
document with the merged information.
Formatting Texts
- Bold, Italics, and Underline:
1. Select the text you want to format.
2. Go to the "Home" tab and use the "B" for bold, "I" for italics, or
"U" for underline.

- Text Color:
1. Highlight the text.
2. Go to the "Home" tab, click on the "Font Color" button (A with a
color underneath).
3. Choose your desired color.

- Highlight Text:
1. Highlight the text you want to highlight.
2. Go to the "Home" tab and click the "Text Highlight Color" button
(a highlighter pen).

- Text Alignment:
1. Highlight the text.
2. Go to the "Home" tab.
3. Use the alignment buttons to align text left, center, right, or
justify.

- Lists:
1. Select the text to make a list.
2. Click on the "Bullets" or "Numbering" buttons in the "Paragraph"
group to create a bulleted or numbered list.

Using Additional Features

- Inserting Tables:
 1. Go to the "Insert" tab.
2. Click on "Table" and choose the number of rows and columns.
3. Fill in the table with data.
4. You can format the table by right-clicking on it and choosing
"Table Properties."

- Inserting Hyperlinks:
1. Select the text or image you want to turn into a hyperlink.
2. Right-click and choose "Link" or go to the "Insert" tab and click
"Link."
3. Enter the URL and click "OK."

- Inserting Shapes:
1. Go to the "Insert" tab.
2. Click on "Shapes" and choose a shape.
3. Click and drag to draw the shape on your document.

- Inserting SmartArt:
1. Go to the "Insert" tab.
2. Click on "SmartArt" and choose a diagram style (e.g., lists,
processes).
3. Add your text to the SmartArt shapes.
 Module - 2
Practice on MS-Excel
Manipulating cells, rows and columns
- Manipulating Cells:
1. Selecting a Cell: Click on a single cell to select it. You can also use
the arrow keys on your keyboard to move through cells.
2. Entering Data: Once a cell is selected, you can type directly into it.
You can enter text (e.g., names, descriptions), numbers (e.g., 123,
45.67), or formulas (e.g., =SUM(A1:A5)).
3. Editing Data: To change data in a cell, click on the cell, delete the
current data, and enter the new one. Alternatively, double-click on
a cell to edit the data directly within the cell.

- Formatting Cells:
1. Font Styles: You can change the font (Arial, Times New Roman),
font size (10pt, 12pt), and style (bold, italic, underline) from the
‘Home tab’.
2. Cell Alignment: Align text horizontally (left, center, right) and
vertically (top, middle, bottom) by selecting the relevant alignment
options in the toolbar.
3. Cell Borders: Select the border button in the toolbar to add or
change borders around the selected cells.
4. Cell Fill (Background Color): Change the background color of the
cell using the paint bucket icon to make cells stand out.
- Manipulating Rows:
1. Selecting a Row: Click on the number on the left side of the row
(e.g., 1, 2, 3) to select the entire row.
2. Resizing Rows: Hover your mouse cursor over the line between
two row numbers (e.g., between 1 and 2) and drag it up or down to
change the height of the row.
3. Inserting and Deleting Rows: Right-click on the row number and
select "Insert" to add a new row above the selected row, or
"Delete" to remove the row.
4. Hiding Rows: Right-click on the row number, select "Hide," which
will hide the row from view (you can unhide it later).

- Manipulating Columns:
1. Selecting a Column: Click on the letter at the top of the column
(e.g., A, B, C) to select the entire column.
2. Resizing Columns: Hover your mouse over the line between two
column letters (e.g., between A and B) and drag it left or right to
resize the column width.
3. Inserting and Deleting Columns: Right-click on the column letter
and choose "Insert" to add a new column to the left of the selected
column, or "Delete" to remove the column.
4. Hiding Columns: Right-click on the column letter and select "Hide"
to hide the column from view.

Create a new blank spreadsheet

- Opening Microsoft Excel:
1. Open Excel by double-clicking on its icon from the desktop or from
the Start menu.

- Creating a Blank Spreadsheet:

1. Once Excel opens, you should see a *Welcome* screen or a "Start"
page. Look for the option to create a *New Workbook*.
2. File Menu Method: Alternatively, click ‘File’ in the top-left corner of
the screen, then click on *New, and select **Blank Workbook*.
 3. A new workbook with a grid of cells (labeled with rows and
columns) will appear. This is your blank spreadsheet, and you can
start entering data.

Preview and Print Spreadsheet

- Previewing the Spreadsheet:
- After entering the data in your spreadsheet, click on *File* in the
top-left corner.
- Select *Print* from the list of options. This will open a preview of
how your document will look when printed.

- Adjusting Print Settings:

- Printer Selection: Ensure the correct printer is selected at the top of
the screen.
- Page Orientation: You can change the orientation of the page to
**Portrait* (vertical) or *Landscape* (horizontal). This option is located
under the *Settings* section.
- Margins: You can adjust the margins (Normal, Wide, Narrow) by
clicking on the **Margins* dropdown under *Settings*.
- Scaling: If your data doesn't fit on one page, you can scale it down or
adjust it to fit by using the "Fit Sheet on One Page" option.
- Page Breaks: You can view and adjust page breaks using the “Page
Break Preview” button under the **View* tab.

- Printing the Spreadsheet:

 - After reviewing the preview, if you're satisfied with the settings, click
on the *Print* button at the top of the page to print the spreadsheet.

Preparing Data Sheets

- Planning Your Data Layout:
- Decide what kind of data you want to track or analyze. For example,
if you're tracking sales, you might have columns like *Product Name,
**Quantity Sold, **Price per Unit, and **Total Sales*.
- Structure your data logically, where each column represents a
different variable, and each row represents a new record.

- Entering Data:
- Select a cell and start typing to enter data. You can press the *Tab*
key to move to the next cell to the right or *Enter* to move to the next
cell down.
- Use appropriate data types: for example, use *Currency* for
financial figures, *Dates* for dates, *General* for basic text and
numbers.
- Formatting Data:
- Number Formatting: You can format numbers with decimals, as
currency, percentages, or dates by selecting the cells, then choosing
the desired format from the **Number* group under the *Home* tab.
- Conditional Formatting: Highlight cells based on specific conditions.
For instance, you can use "Highlight Cell Rules" to color cells greater
than a certain value. This option is found under the **Home* tab in
*Conditional Formatting*.

- Using Formulas:
- Excel has built-in formulas for various calculations. Some common
examples:
- SUM: Adds up a range of numbers (e.g., =SUM(A1:A10)).
- AVERAGE: Calculates the average of a set of numbers (e.g.,
=AVERAGE(B1:B5)).
- IF: Returns a value based on a condition (e.g., =IF(A1>50, "Yes",
"No")).
- VLOOKUP: Searches for a value in the first column of a range and
returns a corresponding value from another column.

- Sorting and Filtering Data:

- Sorting: You can sort your data by selecting the data range, then
clicking **Sort & Filter* on the *Home* tab. Choose to sort
alphabetically or numerically, either in ascending or descending order.
- Filtering: Use the **Filter* button on the *Data* tab to add drop-
down filters to your column headers. This allows you to easily filter
rows based on specific criteria, like showing only rows where sales are
greater than $100.

- Creating Charts:
 - You can visualize your data by creating charts. Select the data you
want to plot, then go to the *Insert* tab and choose from different types
of charts such as *Bar, **Line, or **Pie* charts.
- Customize the chart by adding titles, labels, and changing the colors
to make it more readable.

- Saving the Spreadsheet:

- After entering and formatting your data, save your work by clicking
*File* > *Save As*. Choose the location where you want to save the file,
provide a name, and select the file format (usually .xlsx).
 Module - 3
Practice on MS-Power Point
Making Slides
1. Open Microsoft PowerPoint:
- Launch Microsoft PowerPoint on your computer. If you don’t see it
on your desktop, search for it in your computer's search bar.
- Once it opens, choose *Blank Presentation* to start a new file.

2. Create Slides:
- To add slides, click on the *New Slide* button in the *Home* tab.
- Experiment with different layouts by clicking the dropdown arrow
next to *New Slide*. Common layouts include:
- Title Slide: For the main title and subtitle of your presentation.
- Title and Content: For slides containing bullet points, images, or
charts.
- Two Content: For side-by-side content like text and images.

3. Add Content to Each Slide:

- Text: Click inside the text placeholders to add titles and points.
Use concise phrases rather than paragraphs.
- Images: Go to the **Insert* tab > *Pictures* to add relevant
images from your computer or online sources.
- Shapes: Add visual elements by selecting **Shapes* under the
*Insert* tab.
 - Charts and Tables: If you need data representation, use **Chart*
or *Table* from the *Insert* tab.

4. Apply a Design Theme:

- Go to the *Design* tab at the top of the screen.
- Choose a pre-designed theme to make your slides visually
appealing. You can also customize the background, fonts, and
colors from the *Customize* group within the *Design* tab.

5. Save Your Presentation:

- Press Ctrl+S (Windows) or Cmd+S (Mac) to save your work.
- Choose a file name and save location that you can easily remember.

Display the Presentations in Different Views

1. Normal View:
- This is the default editing view in PowerPoint. You can see the main
slide in the center, thumbnails on the left, and a notes section
below.
- Ensure all your slides are properly formatted and ordered.

2. Slide Show View:

- To run your presentation as a slideshow:
- Go to the *Slide Show* tab and click *From Beginning*, or simply
press F5 on your keyboard.
- Use the arrow keys, spacebar, or mouse to move through the
slides manually.
- Practice presenting while in this view to get familiar with how
your content flows.

3. Outline View:
- This view focuses on the text content of your slides.
 - To access it, go to the *View* tab and click on *Outline View*.
- This will display a list of slide titles and text. It’s helpful for
reviewing the structure of your presentation or when editing
large amounts of text.

Set Up Presentations with Manual Delivery

1. Open Slide Show Settings:
- Go to the *Slide Show* tab on the toolbar.
- Click on *Set Up Slide Show* (you’ll find this in the *Set Up* group).

2. Customize Settings:
- In the dialog box that opens, under *Show type, select
**Presented by a speaker (full screen)*.
- Under *Advance slides, select **Manually*. This setting allows
you to control when slides change instead of having them
advance automatically.
- Click *OK* to save these settings.

3. Test the Manual Delivery:

- Run your presentation by pressing F5 or clicking *From
Beginning* in the *Slide Show* tab.
- Use the arrow keys on your keyboard or click the mouse to
advance through the slides.
- Practice navigating back and forth between slides to ensure
you’re comfortable with the flow.
 Module - 4
Practice on internet
Mailing
- Set Up an Email Account:
1. If you don’t already have an email account, create one on platforms
like Gmail, Yahoo Mail, or Outlook.
2. Visit the email provider’s website (e.g., www.gmail.com) and sign
up using your details.

- Compose and Send an Email:

1. Log in to your email account.
2. Click on the Compose or New Email button (usually found on the
top left).
3. Fill in the following fields:
- To: Enter the recipient’s email address.
- Subject: Write a short subject line summarizing the purpose of
the email.
- Body: Type your message in the main text area.
4. Click Send to send the email.
- Replying to an Email:
1. Open an email you’ve received.
2. Click Reply or Reply All (if the email was sent to multiple people).
3. Type your response and click Send.

- Forwarding an Email:
1. Open an email you want to share with someone else.
2. Click Forward.
3. Enter the recipient’s email address and click Send.

Attaching a File in Mail

- Prepare Your File:
1. Ensure the file you want to attach (e.g., a document, image, or PDF)
is saved on your computer or device.

- Attach the File:

1. When composing an email, look for a paperclip icon (usually near
the bottom or top of the compose window).
2. Click on the paperclip icon.
3. Browse your computer or device for the file you want to attach,
select it, and click Open or Attach.
4. Wait for the file to upload (you’ll see it listed below the subject
line).
- Send the Email:
1. After attaching the file, review your email and click Send.

- Common File Attachment Tips:

1. Avoid attaching very large files (over 25 MB); instead, use cloud
services like Google Drive or OneDrive and share a link.
2. Double-check that you’ve attached the correct file before sending.

Searching and Printing Mail

- Searching for an Email:

1. Use the search bar at the top of your email inbox.
2. Enter keywords, a sender's name, or part of the subject line to find
a specific email.
3. Refine your search using filters like:
- From: Emails from a particular person.
- To: Emails sent to a specific person.
- Date Range: Emails received during a specific period.

- Open the Email:

1. Click on the email you want to print to view its content.

- Printing an Email:
1. Look for the Print option in the email menu (often represented by a
printer icon).
2. If no print button is visible, press Ctrl+P (Windows) or Cmd+P
(Mac) to open the print dialog box.
3. Choose your printer and print settings, then click Print.