Introduction to MS-Word and MS-Excel

Dear students, welcome to the world of computers and today’s episode you
are going to learn about Microsoft Word and Excel. Having learnt the
computer basics, now you need to learn about computer programmes which
solve your work related problems .MS Office.

What Is Word Processor?

A word processor enables you to create a document, store it, display, modify
it by entering commands and characters from the keyboard, and print it on a
printer. These documents can even incorporate animation & sound!

History Of Microsoft Word

Microsoft Word is a word processor designed by Microsoft a US Company.

It was first released in 1983
The first version of Word for Windows was released in 1989 at a
price of 500 US dollars. With the release of Windows 3.0 the
following year, sales began to pick up.

The software was packaged in both Windows 3.11 and a Macintosh OS

version, released in 1992. It was one of the first Microsoft products to come
out on both CD-ROM and on floppy disk, adding to the convenience of the
package. This helped to differentiate it from its primary competitors of the
time. It included Word 2.0, Excel 4.0 PowerPoint 3.0 and Microsoft Mail, the
early version of Outlook.

Different Versions of Microsoft Office

1. 1992 –MS-Office 3.0

2. 1994 - MS- Office 4.0
3. 1994 - MS-Office 4.3
 4. 1994 - MS-Office for NT 4.2
5. 1995 - MS-Office 95
6. 1998 - MS-Office 97
7. 1999 - MS-Office 2000
8. 2001 - MS-Office XP
9. 2003 - MS-Office 2003
10. 2007 - MS-Office 2007

The current edition, 2007 - which released alongside the controversial

Windows Vista - was billed by Microsoft as the most significant leap forward
for the company since 1995. It is rather feature-rich, but most users for
most of the applications will likely stick to most of the core functions
established by Microsoft in the mid-90s.

Basic features which all Word processors contain are:

• Insert Text:
• Delete Text:
• Cut
• Paste Copy
• Page Size And Margins :
• Search And Replace
• Word Wrap
• Print

The more advanced features of word processors are:

• Fonts & Line Spacing

• Cut, Copy & Paste
• Insert Graphics/Pictures
• Tables & Lists
• Headers & Footers
• Endnotes & Footnotes
• Spelling, Grammar & Word Count
• Previewing & Printing
• Page Breaks & Section Breaks
• Mail merge

GETTING STARTED WITH MS-WORD

 Let us start how to work with MS Word. Firstly Move the pointer to
programs. Then In that menu identify where Microsoft word is placed.
Move the cursor horizontally to come out of programs.

Click the left mouse button there. The computer will start MS-WORD. You
will find the screen as follows

Title Bar

Displays the document name followed by a program name.

Menu Bar

Contains a list of options to manage and customize documents.

Standard Toolbar

Contains shortcut buttons for the most popular commands.

Formatting Toolbar

Contains buttons used for formatting.

Ruler

Used to set margins, indents, and tabs.

Insertion Point

The location where the next character appears.

End-of-Document Marker

Indicates the end of the document.

Help

Provides quick access to Help topics.

Scroll bars

Used to view parts of the document.

Status Bar
Displays position of the insertion point and working mode buttons.
Task Pane

Provides easy access to commonly used menus, buttons and tools.

View Buttons

Changes the layout view of the document to Normal View, Web

Layout View, Reading Layout View.

Now how to Save File?

Save your file by following these instructions:

1. Choose File > Save As from the menu.

2. Specify the correct folder in the Look In field.
3. Name your file by typing lesson6.doc in the File Name field.
4. Click Save. Don't exit Microsoft Word.

How to Close File?

Close your file by following these instructions. You are going to open a new
file for the next exercise. Choose File > Close from the menu.

Open New File

1. Choose File > New from the menu.

2. Click Blank Document in the New Document pane.
3. If you need to close the pane, click on the X in the upper right corner
of the New Document Pane to close the pane.

Printing

Now you have learnt how to print the document which you have created.
After you have finished typing your document, you will want to print it. While
preparing to print, you can specify the number of copies you want and the
pages you want to print.

Exercise 3 -- Print Your Document

1. Choose File > Print from the menu.

2. Click OK.

Alternate Method - Printing by Using the Icon

Click the Print icon on the Standard toolbar.

Now let us learn about Bullets and Numbering

In Microsoft Word, you can easily create bulleted or numbered lists of items.

Now let us know how to creating a table?

To create a four-column, five-row table:

Choose Table > Insert > Table from the menu. The Insert Table dialog box
opens

Now let us learn about The Header and Footer Toolbar

The Header and Footer toolbar contains buttons for functions that you will
use frequently when working with headers and footers in your document

Inserting an Image:

In Word, it's possible to add clipart or other images to a document. Click the
cursor in your document where you wish to place an image. Then go to the
menu bar and select “Insert” >> “Picture.

This is all about Microsoft Word which you can Master through practice.

Excel and spreadsheet

What is spreadsheet?

A spreadsheet, also known as a work sheet, contains row and

columns and is used to record and compare numerical or financial
data. Originally, spreadsheets only existed in paper format, but now
they are most likely created and maintained through a software
programme that displays the numerical information in row and
columns.

When you open the Excel Sheet, the First thing is that it is divided into
columns and rows. Columns are in an alphabetical order from A to z. The
Rows are in a numeric order. The columns are rise vertically like a
skyscraper and the rows are horizontal like seats arranged in a movie
theatre.
Features of MS Excel are

• Columns and Rows

• Formulas
• Functions
• Cell formatting
• Ranges
• Graphs and charts

Various Application of Excel

Excel is used in any area or fields that works with numbers and are
commonly found in

• Accounting
• Budgeting
• Sales forecasting
• Financial analysis
• Scientific fields

Now how to open excel

Start >> Programs >> Microsoft Office >> Microsoft Office Excel2003

File Extension of Excel is .XLS

How to create a simple Spreadsheet

This is what a basic spreadsheet may look like, keeping track of the grades
of five students

Simple formulas

Adding grade of students

= (B2+C2+D2)/3

By following the normal order of operations, the contents of the three cells in
Parenthesis (B2, C2 and D2) are all added to each other, and then divided
by 3.
Now how the sorting is done?

One of Excel’s powerful features is to sort, while still retaining the

relationship among information.

A ne window will appear asking how you would like to sort the information.
Let’s sort it by the average grade, which is in Column E; be sure to set by
“Descending Order”.

If there were other criteria you wished to sort by as secondary measures,

you could do so; let’s select “Then by” as “Grade 3” just for the practice of
doing so (“Descending” order, as well).

Excel will sort your information with the specifications you entered. The
results should look something like this.

Now let us learn about Chart wizard:

Excel allows you to create basic-to-intermediate charts based off of

information and data within your spreadsheets.

First of all let us do a column graph. First high light the data that you want
to graph. This is the y axis information. The values of the academic years
can be put on the X axis. So highlight them. Highlight the Y axis data and go
to the chart wizard. Here the first item highlighted is a column graph. Notice
that it has the four values on X axis like 1 2 3 & 4 what you want is to put
the academic year over here, so you have to go to the series tab. under the
series tab, you have the category of x axis levels. Click on this and then go
over and the highlight the academic year. This will then place those values
into the x axis. Now, you can go to next tab, this is on the side of, what we
call “legend”. Where you need to put your data. You can also put a title
here.

So, x axis is going to show the academic years and the y axis is going to
depict tuition. You can put the title in the whole graph if you want to. Then
click finish and your graph is ready.

Ok, I hope you like the lesion. You learnt about MS Word and Excel, go
ahead and practice it. I am sure you are succeed in master in these arts.
These are the models of software which are used by most of the people in
the office, in the homes and anywhere else even in the train, in the plane.
Go ahead and try your best. Wish you all the best.
Thank You.