MS OFFICE
Introduction to MS- Office
Microsoft Office or Ms- Office is software which was developed by Microsoft in
1990.
MS- Office helps to simplify basic office tasks and even helps in improving the
work productivity.
Each and every application is designed to address a specific task like word
Processing, data management, making presentation and even much more.
Why there is need to learn MS- Office
It is proving to be very useful tool that is widely used in various sectors like in
office, industries, schools and even in home to organize, manage and present
Information.
It helps to become more productive and confident.
It is used in most administrative positions regardless of industry.
MS Office Applications & its Functions
different applications of Ms- Office.
1. Ms- Word
Ms- Word was first released on October 25th, 1983.
The extension for Ms- Word doc file is “.doc”.
Ms- Word is mostly useful in creating text documents.
With this even template can be created for professional use with the help of MSWord.
Animations, images, colors and work art can be added along with the text in the same
field which is downloadable in form of a document.
2. MS Excel
Microsoft Excel or Ms- Excel is majorly used for making spreadsheets
This excel spreadsheet consists of grids in the form of rows and columns which is easy
to manage and can be used as a replacement for paper.
It is a data processing application.
Large data can easily be managed and saved in tabular format using MS Excel.
Calculations can be done based on the large amount of data entered into the cells of a
spreadsheet within seconds
File extension, when saved in the computer, is “.xls”
3. MS PowerPoint
Ms- PowerPoint was released on April 20, 1987
It is used to create audiovisual presentations.
The extension for power point presentations is “.ppt”.
Each slide may contain audio, video, graphics, text, bullet numbering, tables etc.
Using PowerPoint, presentations can be made more in an interactive way.
4. MS Access
MS Access was released on November 13, 1992
It is Database Management Software (DBMS)
In MS Access table, queries, forms and reports can be created
Data import and export into other formats can be done
The file extension is “.accdb”
5. MS Outlook
Ms Outlook was released on January 16, 1997
It is used as personal information management system
It can be used both as a single-user application or multi-user software
Its functions also include task managing, calendaring, contact managing, journal
logging and web browsing.
Ms Outlook is the email client of the Office Suite
The file extension for an Outlook file is “.pst”
6. MS OneNote
Ms OneNote was released on November 19, 2003
It is working as a note-taking application.
This note may include images, text, tables, etc.
The extension for OneNote files is “.one”
Microsoft Office Versions
When Ms Office suite was first released, it was entirely designed for the usage in computer
systems but later with time the Office suite got elaborated for use in Laptops, Tablets and
Mobile phones.
Introduction to MS- Word
Nowadays MS Word is considered to be the most popular word processing software.
It was initially considered to be essentially a computerized version of the standard
typewriter.
However, the computer adds features which whomsoever may never dreamed of
having like spell check, the ability to save and store documents, copy and paste
functions, the ability to add images and shapes to documents, and many more.
An electronic document that is created by Ms Word can be delivered in seconds when
it is attached to an email.
Accuracy and faster typing are the benefits of using Ms Word.
In short It is word processing software.
Ms Word performs various tasks such as it use to create, edit, print, and share
professional-looking documents such as applications, forms, templates, business
cards, letters, paper, reports, and booklets.
Ms Word is a word processing application that runs on a personal desktop, laptop or
mobile computing device.
Microsoft Word is a powerful word processing application with a wide range of
features. Here are some of the key features:
1. Text Formatting
Font styles, sizes, and colors
Bold, italic, underline
Paragraph alignment, line spacing, and indentation
2. Templates
Built-in templates for resumes, letters, reports, etc.
Custom template creation
3. Spell Check and Grammar
Automatic spelling and grammar checking
Suggestions for corrections and clarity
4. Styles and Themes
Predefined styles for headings, titles, and text
Document themes for consistent design
5. Tables and Charts
Insert and customize tables
Create and edit charts (bar, pie, line, etc.)
6. Images and Graphics
Insert images, shapes, icons, and SmartArt
Picture formatting and layout options
7. Collaboration Tools
Real-time co-authoring (with OneDrive or SharePoint)
Track changes and comments for review
8. Page Layout
Margins, orientation, size
Headers, footers, and page numbers
9. References and Citations
Table of contents
Footnotes and endnotes
Bibliography and citation tools
10. Mail Merge
Create personalized letters, envelopes, or labels using a data source
11. Security
Document protection with passwords
Restrict editing and access
12. Saving and Exporting
Save in multiple formats (DOCX, PDF, TXT)
Integration with One Drive, SharePoint, and other cloud services
Introduction to Excel
Microsoft Excel is a general-purpose electronic spreadsheet used to organize,
calculate, and analyze data.
Microsoft developed a competing spreadsheet, and the first version of Excel was
released in 1985 for Apple Inc.'s Macintosh computer.
File extension, when saved in the computer, is “.xls”
It is an electronic spreadsheet program that can be used for storing, organizing and
manipulating data.
It features calculation, graphing tools, pivot tables and a macro programming
language.
It is a very widely applied spreadsheet
Excel is a convenient program because it allows user to create large spreadsheets,
reference information, and it allows for better storage of information.
Microsoft excel consists of workbooks. Within each workbook, there is an infinite
number of worksheets.
Each worksheet contains Columns and Rows.
Where a column and a row intersect is called a cell. For e.g. cell D5 is located where
column D and row 5 meet.
Features of Excel
It allows organization, tabulation, search, and exploration of data of large sizes.
It allows the design of professionally looking charts 3-D effects, shadowing,
transparency.
Data can be filtered and sorted.
Formatting of spreadsheet allows changing the font color, and font style.Mastering MS
Office 78 Based on the values entered in different cells in the spreadsheet, formulas
can be defined, which automatically perform calculation.
Applications of Excel
To mange name list of data records.
To perform mathematical calculation easily in daily business.
Inventory management
Create forms and consolidate results
Analytical tools
Corporate budgeting
Basic Tasks in Excel
New-to open new workbook. (ctrl+n)
Open-to open existing document (ctrl+o)
Save-to save a document. (ctrl+s)
Save as-to save copy document. (f12)
Print-to print a document. (ctrl+p)
Prepare-to prepare document for distribution.
Send-to send a copy of document to other people.
Publish-to distribute document to other people.
Close-to close a document (ctrl+w).
Introduction to PowerPoint Presentation
PowerPoint is a presentation program that allows user to create dynamic slide
presentations.
These presentations can include animation, narration, images, videos, and much more.
PowerPoint is a tool user can use to communicate user ideas effectively through visual
aids that look professionally designed yet are easy to make.
Microsoft PowerPoint is a popular presentation software that offers a wide range of features
for creating professional and engaging presentations. Here are some key features:
1. Slide Templates
Pre-designed layouts for different types of content (title, text, images, charts, etc.).
Customizable themes with colors, fonts, and background styles.
2. Text and Image Formatting
Rich text formatting tools (fonts, colors, alignment).
Image editing tools (crop, resize, filters, effects).
3. Animations and Transitions
Slide transitions (how one slide changes to another).
Object animations (making text or images appear, move, fade, etc.).
4. Multimedia Integration
Inserting videos, audio, and screen recordings.
Embedding YouTube or other online media.
5. Charts and SmartArt
Tools to create bar graphs, pie charts, line charts.
SmartArt for flowcharts, processes, hierarchies, etc.
6. Collaboration Tools
Co-authoring in real time via OneDrive or SharePoint.
Commenting and version history.
7. Presenter Tools
Presenter view with notes, timers, and upcoming slides.
Laser pointer, highlighter, and pen tools for on-screen annotation.
8. Slide Master
Edit the master layout for consistency across slides.
Apply global changes to fonts, colors, logos, and styles.
9. Export and Sharing Options
Save as PDF, video, or images.
Share via email, cloud, or embedded link.
10. Accessibility Features
Accessibility checker for making content readable by all.
Alt text for images and screen reader compatibility.
