Microsoft Word and Microsoft Excel

Unit 4 and Unit 5

Microsoft Word
and
Microsoft Excel

Prof. Snehal Tandale

 Microsoft Word and Microsoft Excel

MS-Word

Introduction
Microsoft Office Word is a word processor designed by Microsoft.
Microsoft Word is currently the most common word processor on the market.
The file .doc/.docx format has become one of the popular format for text documents.

What is Microsoft Word used for?

MS Word is a popular word-processing program used primarily for: -
Creating documents such as letters, brochures, learning activities, tests, quizzes and students'
homework assignments.

Useful features in Microsoft Word

1. Check document for spelling and grammar errors: -

After typing contents in the Word document, you can use the spell checker to find out
those words that have typing errors so that you can correct them, and makes it easier
to replace words or phrases throughout the Word document by the Word
recommendation.

You can access this command using this way: go to the Review tab, click Spelling &
Grammar in the Proofing group.

2. Add Header, Footer and Page Number: -

Page Number, Header and Footer added to each Word page so that the readers can
easily indicate the main subject and the position, where he or she is, in the Word
document.

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 Microsoft Word and Microsoft Excel

You can add Page Number, Header and Footer by these steps: go to Insert tab, find
Header & Footer group on the top, click Header, Footer or Page Number to type
information and settings.

3. Protect Word document with password: -

After typing contents in the Word document, you may want to set password to protect
it.

Click on file, protect document, click Encrypt with password, type a password in the
dialog box and then click OK.

4. Word Count: -
In a word document, on the Taskbar, we can see the total number of words that are
counted, called the Word Count. So, here not only you can see the total number of
words, but also see the total number of pages, lines, paragraphs and characters with or
without spaces by clicking it.

User Interface in Microsoft Word

The user interface means that the user and the application in the computer system
interact in a certain way. Following are the user interface tools and commands in
Microsoft Word.

Ribbon
The Ribbon is all about the collection of groups, tools and functions in the MS- Office
suite of applications that you can see under each tab.

Quick Access Toolbar

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 Microsoft Word and Microsoft Excel

The Quick Access Toolbar shows up at the upper left corner on the title bar. By
default, it contains a set of 3 commands such as Save, Undo, and Redo.

Title Bar
Title bar appears at the top of an application. It shows you the name of the document
and the application currently being used. The document name and the application
name appear in middle of the title bar.

Tabs or Menu
Tabs/ Menus are the part of the Ribbon. And these appear below the title bar, Each
tab contains different groups, and each group forms with one or more commands.

Tell me
Quickly Search and use the word features and commands such as bold, italic,
underline, insert table, shapes, hyperlink, paste options, and so on in your document
whatever you want.

Prof. Snehal Tandale

 Microsoft Word and Microsoft Excel

Groups

The group is a collection of commands also, part of the ribbon and appear on all the
tabs such tabs are as Home, Insert, Design, Layout, References, Mailings, Review,
and View. For example, the groups of Home tab include Clipboard, Font, Paragraph,
Styles, and Editing.

Commands

Each command is the part of a group, each work in a word is accessible by using
the commands or other shortcut keys. Example for Commands Are Cut, Copy, Paste,
Format Painter, Bold, Italic, etc.

Control Buttons

Ribbon Display Options, Minimize, Restore, Maximize and Close buttons are
additionally called Control Buttons, show up at the upper right corner of the (MS

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 Microsoft Word and Microsoft Excel

Office Suite of Applications) Word. Control Buttons enables you to control the ribbon
and application the file.

Hidden (Concealed) Control Buttons

The Hidden Control Buttons are on the Right click on the Title bar. The control
buttons incorporate Minimize, Restore Down/Maximize and Close, show up at the
upper right corner of the MS Word.

Rulers

The Ruler appears looking like a measurement scale. Vertically at the left end of the
document and horizontally at the bottom of the ribbon (top of the word document). In
word processing, we can use the ruler for setting margins, different indentations.

Prof. Snehal Tandale

 Microsoft Word and Microsoft Excel

Cursor/Insertion
Insertion is a blinking vertical line often called as a cursor. You can enter or paste the
data only at the cursor position in the document. Controlling the cursor is depending
on the Mouse Pointer, Arrow Keys, Enter, Home and End keys, Page up and Page
down keys, Backspace, Delete, and Space keys, etc.

Mouse Pointer

The mouse pointer looks like an arrow. The mouse pointer is used to select the
contents, objects, position a cursor, open links, files and many more in your computer
system.

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 Microsoft Word and Microsoft Excel

Document area

The white space area in which you can type, edit, and store the data is called document area.

Scrollbar

Scrolling is an action of viewing any part of the document by moving up, down, left and right.
There are two scrollbars Word document such as Vertical Scrollbar and Horizontal Scrollbar.

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 Microsoft Word and Microsoft Excel

Page Information

Page information appears at the bottom left corner of the status bar. It gives information on which
page is present and how many pages are there in the document.

Check Proof Errors

It checks and corrects the grammatical and spelling errors in a word and other application suites.

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 Microsoft Word and Microsoft Excel

Page View Options

Read Mode: - Read Mode is easier to read your content of the document.
Print Layout: - In the Print Layout Mode, you can see a document appearance as if it is
printed.

Web layout: - In the Web Layout Mode, your document appears looking like in a
Webpage.

Zoom Slider

The Zoom Slider appears at the bottom right corner on the status bar. With the help of this, we
can zoom in and out the document.

Status bar

Status bar: Where you can see the list of commands (word features) such as Page information, Word
count, check proof errors, Language selection, Page view options, and Zoom slider from the beginning to
end on the bottom bar, which appears at the bottom of an application, called Status bar. These are
discussed below.

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 Microsoft Word and Microsoft Excel

Page Info: Page 1 of 1, or 2, or 3, and so on refers to the information of the page i.e., the total number
of pages in the document, and which page we are on.
Word Count: Word Count gives a statistical information of the document such as pages, words,
paragraphs, lines, and characters with and without spaces.

Check proof errors: It can be useful to receive the spelling and grammar errors of the text in the
document.

Page View Mode: Page view mode gives you a preview of the document in different ways. These include
read mode, print layout, Web layout. Read mode option is used to read and work and it is the default mode.
The print layout will be used to preview how the document looks after printing. The Web Layout mode
shows the document content that appears as a website.

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 Microsoft Word and Microsoft Excel

Bookmark

A bookmark in Word works like a bookmark you might place in a book: it marks a
place that you want to find again easily.

You can enter as many bookmarks as you want in your document and you can give
each one a unique name so they’re easy to identify.

Bookmark the location

1. Select text, a picture, or a place in your document where you want to insert a
bookmark.
2. Click Insert > Bookmark.

3. Under Bookmark name, type a name and click Add

Jump to a bookmark

Type Ctrl+G to open the Go To tab in the Find and Replace box. Under Go to what,
click Bookmark. Enter or select the bookmark name, and then click Go To.

Delete a bookmark

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 Microsoft Word and Microsoft Excel

1. Click Insert > Bookmark.

2. Click either Name or Location to sort the list of bookmarks in the
document.
3. Click the name of the bookmark you want to delete, and then click Delete.

Cross Reference

A cross-reference allows you to link to other parts of the same document. For example, you
might use a cross-reference to link to a chart or graphic that appears elsewhere in the
document. The cross-reference appears as a link that takes the reader to the referenced item.

Hyperlink

A hyperlink in a Microsoft Word document enables readers to jump from the link to a
different place in the document or to a different file.

In Word documents, hyperlink text is a different color than other text and is underlined.

When you hover over a hyperlink, a preview shows where the link goes. When you select the
link, you're directed to the other content.

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 Microsoft Word and Microsoft Excel

SmartArt
A SmartArt graphic is a visual representation of information and ideas

Basically, SmartArt graphics are designed for text

SmartArt graphic is created in order to make visual representation of information,

quickly and easily

There are many different layouts, to effectively communicate messages and ideas

To create SmartArt, following are the steps: -

1. In the Microsoft application, click the Insert tab in the Ribbon.

2. On the Insert tab, click the SmartArt icon, as shown in the image above.

3. In the SmartArt window, select a type of SmartArt graphic on the left, then
select a specific SmartArt graphic to add to the document and click OK.

Prof. Snehal Tandale

 Microsoft Word and Microsoft Excel

Header and Footer

A header is the top margin of each page and a footer is the bottom margin of each
page
Headers and Footers are useful for including material that you want to appear on
every page of a document such as your name, the title of the document

To create Header and Footer, following are the steps: -

1. Go to Insert > Header or Footer.

2. Choose the header style you want to use.

3. Select Close Header and Footer or press Esc to exit.

Prof. Snehal Tandale

 Microsoft Word and Microsoft Excel

Converting Word as PDF Files

The Portable Document Format (PDF) is a file format developed in the year 1990 to
present documents, including text formatting and images, in a manner independent
of application software, hardware and operating systems.

Advantages of PDF

• Graphic Integrity: -
A PDF displays the exact same content and layout no matter which operating
system, device or software application it is viewed on

• Multi-dimensional: -
The PDF format allows you to integrate various types of content- text, images,
videos, animations, audio files, hyperlinks and buttons.

All of these elements can be combined within the same PDF file and
organized as a report, a presentation or a portfolio

• Convenient: -

PDFs are easy to create, read and use by everyone

• Secure: -
Offers options to set up different levels of access to protect the content and
the whole document such as watermarks, passwords or digital signatures

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 Microsoft Word and Microsoft Excel

• Compact: -

Although PDFs can theoretically contain unlimited amount of information, they

can be compressed into a file size that is easy to exchange while retaining full
control over the level of image quality

Disadvantages of PDF

• The PDF was developed as an exchange format for documents. The original
goal was to preserve and protect the content and layout of a document- no
matter what platform or computer program it is viewed on. That is why PDFs
are hard to edit and sometimes even extracting information from them is a
challenge

Steps to convert Word File into PDF Format

1. First open the word file, which you want to convert into PDF format
2. Click at File Tab → Save As
3. Select a folder to save the PDF file from the available folder
4. In the Save As dialog box type the PDF file name in File Name text box
5. Click at drop-down arrow of Save As Type and from the available options
select PDF
6. Click on Save Button

The default extension of PDF file will be .PDF

Prof. Snehal Tandale

 Microsoft Word and Microsoft Excel

Mail Merge

Mail Merge is a feature that enables us to send personalized email, Letter or mailers.
When a letter has to be sent to several people, mail-merge can be used to print
personalized copies of the letter with the name and address of each of these people
automatically appearing in the desired position on the letter.

With the combination of your letter and a mailing list, you can create a mail merge
document that print out letters to specific people or to all people on your mailing list.
You can also create and print mailing labels and envelopes by using mail merge.
•

Mail Merge Process

The mail merge process has three documents involved in creating and printing
letters and emails, or labels and envelopes.

1) Your Main Document: -

• This document contains text and graphics (a logo or an image, for example)
that are identical for each version of the merged document.

• An example of identical content is the return address on the envelope or body

of a letter or an email message.

2) Your mailing List: -

• This document contains the data that is used to fill in information in your main
document.
• For example, your mailing list contains the addresses to be printed on the
labels or envelopes.

3) Your Merged Document: -

• This document is the combination of the main document and the mailing list.
• Information is pulled from your mailing list and inserted in your main
• document, resulting in the merged document- the letter, email, labels, or
envelopes- personalized for different people in the mailing list.
Letters: -

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 Microsoft Word and Microsoft Excel

Creates and prints a batch of personalized letters for everyone on your

mailing list. Each letter prints on a separate sheet of paper

E-mail: -
Create and send email messages for each person on your mailing list with
custom information inserted from the mailing list.

Envelopes: -
Creates and print a batch of envelopes for mailing.

Why to use Mail Merge?

• Mail-Merge facility will automatically insert one name, address and detail at a
time and print copies of the letter
• You can use the same data file. As same data file can be reused, it will save
tremendous time and effort

How does Mail-Merge work?

Create a database file containing the names and address of people to whom the
letter is to be sent. This file is called as “Data Source”.
The other file will contain a letter which is to be sent to all the people. This file is
called as “Main Document”.
Mail-Merge will merge the main document with the data source at the time of
printing.
Each data record is picked up one by one from the data source file and inserted in to
the main document at desired places in each copies of main document
This feature is called as Mail-Merge because it merges the document containing a
letter with the data source.

Prof. Snehal Tandale

 Microsoft Word and Microsoft Excel

Microsoft Excel

Operators

Arithmetic operators:

Operator Meaning Example Result

+ Addition =20+3 23
- Subtraction =20-3 17
* Multiplication =20*3 60
/ Division =20/3 6.6666
^(Caret) Exponentiation =20^3 8000

Comparison Operator

Operator Meaning Example Result

= Is Equal to =(5=5) TRUE
=(5=3) FALSE
> Is Greater Than =(5>3) TRUE
=(5>10) FALSE
< Is less Than =5<10 TRUE
=5<2 FALSE
>= Is Greater Than or =20>=12 TRUE
Equal To =5>=10 FALSE
=5>=5 TRUE
<= Is Less Than or =5<=10 TRUE
Equal To =20<=10 FALSE
=5<=5 TRUE
<> Is Not Equal To =3<>3 FALSE
=3<>5 TRUE

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 Microsoft Word and Microsoft Excel

Maths Functions

1) SUM():
This function is used to adds all the values within a cell range.

Syntax:
sum(cell address : cell address)

2) SUMIF( ):

The SUMIF function is a worksheet function that adds all numbers in a range of cells
based on one criteria

SUMIF( range, criteria, [sum_range] )

Parameters or Arguments
range
The range of cells that you want to apply the criteria against.
criteria
The criteria used to determine which cells to add.
sum_range
Optional. It is the range of cells to sum together. If this parameter is omitted, it
uses range as the sum_range.

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 Microsoft Word and Microsoft Excel

3) Average():-

It computes the mathematical average of a set of numbers. In other words, it adds up a set
of numbers and then divides the sum by how many numbers are being averaged.

4) Averageif():

AVERAGEIF function returns the average (arithmetic mean) of all numbers in a

range of cells, based on given criteria.

Parameters or Arguments
range
The range of cells that you want to apply the criteria against.
criteria
The criteria used to determine which cells to average.
average_range
Optional. It is the cells to average. If average_range is omitted, it uses range as the
value for this parameter.

Prof. Snehal Tandale

 Microsoft Word and Microsoft Excel

5) Count():-

The COUNT function counts the number of cells that contain numbers, and counts
numbers within the list of arguments. Use the COUNT function to get the number of
entries in a number field that is in a range or array of numbers.

6) Countif():-

COUNTIF function counts the number of cells in a range, that meets given criteria.

COUNTIF( range, criteria )

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 Microsoft Word and Microsoft Excel

Parameters or Arguments
range
The range of cells that you want to count based on the criteria.
criteria
The criteria used to determine which cells to count.

7) INT()
This function is used to round off a given number to a lower integer

=INT(5.1)=5
=INT(-5.9)=-6
=INT(5.9)=5
=INT(7.7)=7
=INT(-7.7)=-8
=INT(3.4)=3
=INT(3-.4)=-4

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 Microsoft Word and Microsoft Excel

8) MAX()

This function is used to find highest number between given range of data

9) MIN():-
This function is used to find lowest number between given range of data

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 Microsoft Word and Microsoft Excel

10) RAND():

This function is used to returns a random number greater than or equal to 0

and less than 1.

Syntax: -

RAND()

11) MOD(): -
This function is used to find the remainder after dividing a number by
another number.

Syntax: -

MOD(number,divisor)

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 Microsoft Word and Microsoft Excel

12) INT(): -

This function is used to converts a decimal number to integer lower than it.

Syntax: -

INT(decimal number)

13) ABS():

The abs() function is used to return the absolute value of a given number. The
number may be positive or negative.

=ABS(-34)=34
=ABS(34)=34

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 Microsoft Word and Microsoft Excel

14) Ceiling.Math(): - The Ceiling.Math rounds a number up to the nearest integer

Ceiling.Math(2.1)
Ans 3

15) Floor.Math(): - The FLOOR.MATH function rounds a number down to the nearest
integer

Floor.Math(2.1)

Ans 2

Text/ String Functions in Excel

1) LEN(): -Len function in Excel helps you to know the length of a string that is
number of characters in a string.

Syntax = LEN(text)

2) MID(): - Mid function in Excel is used to extract the characters from the middle of a
string.

Syntax = MID(text, start_char, num_chars)

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 Microsoft Word and Microsoft Excel

3) FIND(): - Find function in Excel is used when you want to know the position of
certain characters in a particular string.

Syntax =FIND(find_text, within_text,[start_num])

4) PROPER(): - Proper function in Excel capitalizes each word in the string that is, it
converts the case into proper case.

Syntax =PROPER(Text)

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 Microsoft Word and Microsoft Excel

5) REPT(): - Rept function in Excel is used when you want a certain text to be
repeated certain number of times.

Syntax =REPT(Text, number_times)

6) TRIM(): - Trim function in Excel removes the unnecessary spaces from a particular
string.

Syntax =TRIM(Text )

7) UPPER(): - Upper function in Excel converts the text into Upper case from lower
case.
Syntax =UPPER(Text )

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 Microsoft Word and Microsoft Excel

8) LOWER(): - Lower function in Excel converts the text into Lower case from Upper
case.
Syntax =Lower(Text )

9) SUBSTITUTE(): - Substitute function in Excel helps to replace existing text with a

new text in a particular string.

Syntax =SUBSTITUTE(text, old_text, new_text, instance number)

10) CONCATENATE(): - Concatenate function in Excel helps to join the text of two or
more cells.

Syntax =CONCATENATE(text1, text2….)

11) LEFT(): - You can use the Left function when you want to extract the leftmost
characters from a string.
Syntax =left(text, num_char)

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 Microsoft Word and Microsoft Excel

12) RIGHT(): - Right function to extract the rightmost characters from a string.

MICROSOFT WORD KEYBOARD SHORTCUTS

To do This Press

Open a Document Ctrl+O

Create a new document Ctrl+N

Save the document Ctrl+S

Close the document Ctrl+W

Cut the selected content to the Clipboard Ctrl+X

Copy the selected content to the Clipboard Ctrl+C

Paste the contents of the Clipboard Ctrl+V

Select all document content Ctrl+A

Apply bold formatting to text Ctrl+B

Apply italic formatting to text Ctrl+I

Apply underline formatting to text Ctrl+U

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 Microsoft Word and Microsoft Excel

Centre the text Ctrl+E

Align the text to the left Ctrl+L

Align the text to the right Ctrl+R

Undo the previous action Ctrl+Z

PRINT PREVIEW

• Print preview is a feature that displays on the screen what a hard copy would
look like when printed

• By using print preview, you can find any errors that may exist or fix the layout
before printing, which can save ink or toner and paper by not having to print
more than once.

Prof. Snehal Tandale

 Microsoft Word and Microsoft Excel

Date and Time Function in Excel

1) (Remains Static)

To insert current Date: -

Ctrl+;(Semi Colon)

To insert current Time: -

Ctrl+Shift+;(Semi Colon)

2) Inserting Date or Time whose value is Updated

=Today() :- Current Date (varies)

=Now() :-Current Date and Time (varies)

3) To add a number of days to a Date

4) To Fetch Year

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 Microsoft Word and Microsoft Excel

5) To Fetch Month

6) To Fetch Day

7) To add number of Days to a Date

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 Microsoft Word and Microsoft Excel

8) To Fetch Hours

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 Microsoft Word and Microsoft Excel

9) To Fetch Minutes

10) To Fetch Seconds

11) To Add Hour, Minute and Seconds to a Time

Prof. Snehal Tandale