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Ms Word: IT Application Tools in Business - COMP1

The document discusses Microsoft Word and Excel and their features and uses. Word is a word processing software that allows formatting of text and adding of multimedia elements. Excel is a spreadsheet program used to enter, calculate and analyze numerical data using formulas and functions.

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Angel Jasmin Tupaz
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124 views5 pages

Ms Word: IT Application Tools in Business - COMP1

The document discusses Microsoft Word and Excel and their features and uses. Word is a word processing software that allows formatting of text and adding of multimedia elements. Excel is a spreadsheet program used to enter, calculate and analyze numerical data using formulas and functions.

Uploaded by

Angel Jasmin Tupaz
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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IT Application Tools in

Business – COMP1 [MID-TERM REVIEWER]

MS WORD
WORD PROCESSING SOFTWARE (WORD PROCESSOR)

 An application that provides extensive tools for creating all kinds of text-based documents.
 Enables you to add images to your documents and design documents that look like a product of
professional print shop.
 Link to different documents to create complex documents that update themselves automatically.

 Separate Chapters
 Table of Contents
 Index
 Embed Sounds
 Video Clips
 Animation
 Documents for publishing in the World Wide Web.

THE WORD PROCESSOR INTERFACE

 Menu bar – displays titles of menus


 Toolbars – displays button of frequently used commands
 Rulers – shows you the position of text, tabs, margins, indents and other elements.
 Scroll bar – lets you scroll through a document that is too large to fit the page.
 Status bar – displays information related to your position in the documents.

ENTERING AND EDITING TEXT

 Entering – creating a document by typing on the keyboard.


 Cursor – blinking insertion point
 Word Wrap – Text reaches the right edge then automatically moves the insertion point to the next
line.
 Editing the Document – changing an existing document.
 Block – continuous group of characters, words, lines, sentences or paragraphs.
 Highlighted Text – is the selected text
 Deselect – press any arrow key or click the mouse anywhere on the screen.
IT Application Tools in
Business – COMP1 [MID-TERM REVIEWER]

FORMATTING TEXT

 It includes controlling the appearance of text, the layout of text on the page, and the use of pictures
and other graphic element.

Character Format – setting the control attributes of individual text.

 Fonts – characteristics of the letters, symbols, and punctuation marks.


 Type Size – A font is measure in points.
 Type Style – Bold, Italic, Underline.

Paragraph Format – word processing software creates a paragraph each time you press the enter key.

 Line Spacing – amount of space between each line of text in a paragraph.


 Paragraph Spacing – amount of space between each paragraph.
 Indents – determine how close each line of paragraph comes to the margin.
 Alignment – orientation of the lines of a paragraph with respect to the margins.
 Tab Stops – keyboard tab key moves the insertion point forward until it encounters a tab stop,
inserting a fix number of space in the line.
 Borders and Shading – Border is a line that is drawn on one or more side of paragraph. Shading
consists of pattern or color that is displayed as a background of the text in a paragraph.

Document Format

 Margins – white borders around the edge of the page.


 Page Size - Normally, documents are set up to fit 81/2 by 11 inch paper.
 Orientation - Document dimension.
 Headers and Footers – line of text that run along the top and bottom of every page.
 Columns – Effective formats for certain types of document.
 Section – Divide a document into sections and apply different format to each section.
IT Application Tools in
Business – COMP1 [MID-TERM REVIEWER]

SPECIAL FEATURES OF WORD PROCESSING SOFTWARE

Language Tools

 A word processor cannot make you a good writer, but it can help.

 Spell Checker – It matches each word in a document against a built in dictionary containing
standard spelling.
 Grammar Checkers – They inspect your document for grammatical problems.
- Red Line (misspelled word)
- Blue Line ( grammatical error, misused word)
 Thesaurus – A good thesaurus will display a definition of the selected word and a list of possible
replacement.

Tables

 The size of the table is limited only by the amount of page space that can be devoted to it, and
tables can be formatted in dozen of ways.

Mail Merge

 The process of combining a form letter with the contents of database usually name and address
 Send the same letter to a list of different people.

Adding Graphics and Sounds

 Add graphic, images-photos, drawings, or clip-art to your documents.


 You can embed sounds file in your document in much the same way that you embed a graphic file.
Icon appears in the document.

Templates

 Per-designed documents that are blank except for preset margins, fonts, paragraphs, formats,
headings, rulers, graphics, header, footers.
IT Application Tools in
Business – COMP1 [MID-TERM REVIEWER]

MS EXCEL
SPREADSHEET PROGRAM AND THEIR USES

 Spreadsheet Program is a software tool for entering, calculating, manipulating and analyzing sets
of numbers.
 Show information such as the traditional row-column format or a slick report with headings and
charts.

THE SPREADHSEET INTERFACE

 Worksheet – In a spreadsheet program, you actually work in a document.


- It can be named.
 Workbook – Collection of related worksheet.
- Contains as many individual worksheet as your system resource will allow.
 Main Menu Bar
 Toolbars
 Special Formula bar
 Scroll Bars – navigate a large worksheet
 Status Bar – tells you specific information about the worksheet.
 Cell – Intersection of any column and row.

ENTERING DATA IN A WORKSHEET

 To the spreadsheet program, each type of data has a particular use and is handled in unique
manner.
 Using the mouse or arrow key, you select a cell to make it active.
 All spreadsheets use row and column identifiers as the basis for their cell addresses.
 You can also use the spreadsheets cut, copy and paste feature to duplicate and move data to
various part of the worksheet.

 Cell Pointer – Indicator of the active cell. A rectangle that makes the active cells border looks
bold.
 Active Cell – If you are working in the cell where column B intersect with row 3, then the active
cell is B3.
 Formula Bar – It displays much more data than the cell can. You can also edit the content of a cell.

LABELS

 Worksheet can contain text-called labels as well as values and formulas.


 Labels help you make sense of a worksheet contents.
IT Application Tools in
Business – COMP1 [MID-TERM REVIEWER]

VALUES

 Any number you enter or number that result from a computation.

DATES

 A date may be added to a worksheet simply to indicate when it was created.


 If the spreadsheet knows the payments due date, it can calculate late fees based on the dates.

FORMULAS

 The power of the spreadsheet lies in formula which calculate numbers based on values or
formulas in other cells.

FUNCTIONS

 Spreadsheet comes with many built formula called functions that perform specialized calculations
automatically.
 Arguments are the values that the function uses in its operation.

ENTERING AND FORMATTING A WORKSHEET

 You can manually edit any part of a formula or function, simply be selecting its cell and making
your changes in the formula bar.

ADDING CHARTS

 A popular feature of spreadsheet software is the ability to generate charts based on numeric data.
 Select the data you want to chart, select a chart type, and set desired chart options.

ANALYZING DATA IN A SPREADSHEET

 Analysis – process of using spreadsheet to test how alternative scenarios affect numeric results.
 Goal Seeking – find values for one or more cells that make results of a formula equal to a value
you specify.
 Sorting – You arrange data in a specific manner based on certain criteria, After data is sorted, it
maybe easier to perform calculations on the results.

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