Unit 4

OFFICE AUTOMATION SYSTEM

Office (Meaning)

Office automation (OA) refers to the collective hardware, software and processes that enable
automation of the information processing and communication tasks in an organization.

OFFICE AUTOMATION (Meaning)

Office automation is a general term that describes the different types of computer systems and
software that are used to collect digitally, store, transfer, alter and utilise office information to
execute tasks. In essence, office automation helps to manage data.

A comprehensive office automation solution typically includes:

a. Computers for all employees and/or data processing personnel.

b. Software that enables word processing, creating spreadsheets, managing accounts and
more.
c. Internet connectivity and email programs to send and receive email messages.
d. Fax and printing services.
e. Instant communication such as VoIP and more.

FUNCTIONS OF OFFICE

1. Primary or basic functions

a) Receiving and collecting information: Receiving and collecting different types of information from
the different types of sources is the primary function of an office. The information is received from
two sources. They are internal and external. Letters, invoices, circulars, notices, memos are the
internal sources and supplier, customers, government, banks are the external sources

b) Processing and arranging information: It is the most significant function of an office. The
information collected and recorded cannot be readily used for the decision-making and other
purposes in the organization. Therefore, it must be processes and arranged. Processing information
involves preparing notes, sorting, editing t. all information are to be arranged in a systematic way.

c) Supplying information: After arranging and analysing information it is ready to supply in the
management. It provides necessary information to its member whenever it is required. This
information helps in decision-making process.

d) Retention of records: Retention is defined as the preservation of records for future reference. It
involves collection, preservation, classification and protection of records for future reference. It is
maintained in files, computers etc. Every record has a life span. It is protected according to its
importance. Retention of record depends upon nature of organization. The efficiency of office
depends upon the way records are retained.

2. Administrative management function

a) Management process: To make any business successful there must be good management. Office
helps in effective management. It includes planning, organizing, staffing, directing and controlling. It
helps in smooth functioning of the organization.

b) Public relations: There must be good public relation of the organization. The main purpose of
public relation is to make the organization look trustworthy to all people who deal with it in all its
action.

c) Development of office system and procedure: Every office develops a definite office system and a
fixed routine. It helps in smooth flow of office work. The system is also known as procedure of office
work.

d) Safe guarding the assets: All assets, movable and immovable, documents and office records must
be guarded and protected. They can protest these assets through insurance policies, locker etc.

e) Form designing and control: An office designs, develops and prepares many types of form needed
for office management. It helps to get maximum benefits. These office forms are important tools for
collection and storage of information.

f) Purchasing stationery and supplies: Office stationery and supplies are essential for doing work. It
helps in increasing the efficiency and improving quality of works done. Office should pay attention
purchasing right type of stationery and supplies

g) Purchasing office furniture and machine: Office requires various types of office furniture and
machine for efficient performance. The quantity, quality, consistency and completeness of work
basically depend upon the ability and quality if assets like office furniture and machine.

h) Personnel function: Office is also related to recruiting, training, placing, promoting the
emSSployees. Employees help in the success of the organization.

NATURE OF OFFICE AUTOMAT ION

1. Saving Manpower: Automation aims at saving manpower. It eases the process of work and
thereby reduces work load of employees
2. Time Saving: Office automation enables promptness. The work that would take hours can be
done in no time with the aid of machines.
3. Accuracy: As the task to be performed is planned well ahead in advance in the form of
programmed schedules, automation enables completion of work with accuracy.
4. Elimination of Monotony: In case of routine or repetitive job the data which is already feed
in the system can be retrieved instead of typing again and again. Repetitive processes may
sometimes lead to monotony and office machines eliminate the monotony of these
repetitive processes.
5. Lesser Frauds: Automation also minimizes the chances of fraud in office work.
6. Storage of Facts and Data: Once the data entered in the computers, can be stored forever
At a time it can store large volume of facts and data for future reference.

VIRTUAL OFFICE (Meaning)

A virtual office is a service that enables employees and business owners to work remotely
by providing a range of business functions accessible through the internet.
ADVANTAGES OF VIRTUAL OFFICE
1. Flexibility: This means that none of you are necessarily restricted by geographic
location, and you can hire the best people for the job no matter where they are. You
can also keep your working hours as you see fit.
2. Lower costs than renting a conventional office: This means you also don't need to
furnish an office, worry about commercial renter's insurance or utility bills. You also
gain access to some services like assistants or receptionists, which is much more
affordable than employing someone full-time.
3. Access to additional service: The huge advantage of virtual offices is the services
that they offer like virtual assistants, answering services, in-office receptionists, and
teleconferencing. They might also offer mailing services and can receive physical
mail for you. This means that you're never going to miss a delivery that needs to be
signed for, and ideally every customer call will be answered by at least a virtual
receptionist for a personal touch before they're sent to the voicemail.
4. Established and professional appearance: Start-ups and solopreneur businesses are
more common than ever before, and it's also in some cases harder to gain client
trust and demonstrate credibility as "everyone owns their own business.
5. No maintenance concerns: Maintenance of the building itself isn't an issue for your
business, so you can just focus on growing the brand.
6. Privacy and security: Many start-ups and small businesses that work remotely don't
have a true physical office. This means that the business owner's home address is
often listed on everything from public business licenses to online business directories
and even client contracts.
7. Fixed address with low overhead costs: A fixed, permanent address can be an
enormous asset when you're running your business. Having that single fixed address
while you move around is an asset, especially if you're just moving around the same
city and want something more stable.

DISADVANTAGES OF A VIRTUAL OFFICE

1. Use of the offices requires planning: If you want to have a meeting in-office, you may need to
plan ahead to reserve that conference room or to make sure that it's available. This can be difficult if
one of the biggest draws for the business is having a place to meet clients on a regular basis.

2. There may be limited services available: Just as conference rooms sometimes aren't always
available, there may be limited teleconferencing and videoconferencing services available at any
given point in time. Planning ahead is possible, but it can be an extra challenge for fast-paced
businesses.

3. There could be restricted access: It's possible that membership only grants you access to the
office a few days a week, or during certain hours. It's fairly common for virtual offices to at most give
access during standard working hours and weekdays only.

MEASURING FOR MAKING VIRTUAL OFFICE

1. Mailing services: To receive and send mail from these virtual offices. Some virtual office locations
may even package up items for shipment, and many offer mail-forwarding services so that packages
sent to the office can be redirected to home.

2. Answering services with live receptionists: These services will answer incoming calls to your
business, often around the clock, as if they're members of your own team. They can forward calls,
greet customers, answer basic questions about your business, and book appointments.

3. Onsite receptionists: These team members can greet clients, vendors, or investors who arrive in
the physical office location and show them to the meeting space, creating a professional
appearance. They may also be able to help you with standard administrative assistant duties.

4. Virtual assistants: These are contracted workers who can help you complete tasks in-person
receptionists can do, including emailing client’s contracts, data entry, and booking appointments.

5. Flexible meeting spaces: These meeting spaces can be used for client, vendor, investor, or team
meetings as needed, and you may be able to schedule meetings at different locations depending on
the virtual office you choose.

6. Onsite professional amenities: Think fax, printing, and SaaS tools and equipment that you may
not have access to in your home office. Virtual offices typically come equipped with full business
suites that you can use according to your membership plan.

OFFICE AUTOMATION APPLICATIONS

1. Word
2. Excel
3. PowerPoint
4. Outlook
5. Other apps include Publisher, Access, and OneNote.

Word (Meaning)
A Word Processor is a software package that helps you to create and edit a document. Creating a
document involves typing it into the internal memory of the computer and saving it by ting it onto
the disk.

ADVANTAGES OF WORD PROCESSOR

1. word processing software over using a typewriter is that you can make changes without
retyping the entire document.
2. Easy rectification of mistake.
3. If you want to delete a paragraph, you simply remove it without leaving a trace.
4. It is easy to insert a word, sentence or paragraph in any part of a document.
5. Word processors also make it easy to move selections of text from one place to another
within a document or between documents.

FEATURES OF WORD PROCESSOR

 1. Document creation, storage and retrieval.
2. Type a document through the keyboard and save it on a disk.
3. Edit characters, words, lines and images anywhere in the document.
4. Retrieve documents from the disk.
5. Move or copy paragraphs or images from one place in the document to another.
6. Reduce or increase the left, right, top and bottom margins according to the requirement.
7. Change the text font and style.
8. Search for a particular word or phrase.
9. Search for error in spelling and make corrections.
10. Print a document in various formats.

OPERATIONS ON WORD PROCESSOR

Insert Text: Allows you to insert text anywhere in the document.

Delete Text: Allows you to erase characters, words, lines, or pages as easily as you can strike out
them on paper.

Cut and Paste: Cut and paste allows you to remove (cut) a section of text from one place in a
document and insert (paste) it somewhere else. Cut means to remove an object from a document
and place it in a buffer. This is one way to delete text. However, because the text is transferred to a
buffer, it is not lost forever. You can the buffer copy somewhere else in the document or in another
document which called pasting.

Copy: Allows you to duplicate a section of text. When you copy a piece of data, a duplicate of that
data is placed in a temporary location. In word processing, copying refers to duplication of a section
of a document and placing it in a buffer (sometimes called a clipboard). The term copy differs from
cut which refers to actually removing a section of a document and placing it in a buffer. After cutting
or copying you can move the contents of the buffer by pasting it elsewhere.

Page Size and Margins: Allows you to define various page sizes and margins, and the word processor
will automatically read just the text so that it fits.

Search and Replace: This is a feature supported by most word processors which lets you replace a
character string (a series of characters) with another string wherever the first string appears in the
document. Most word processors have two search an replace modes. In the first mode, the word
processor automatically makes all the replacement in the file. In the second mode, the word
processor requires you to approve each replacement. This is safer because you may not want to
make the change everywhere. Search and replace is sometimes called find and replace.

Word Wrap: In word processing, word wrap is the feature that causes the word processor to force
all text to fit within the defined margins. When you fill one line with text, the word processor
automatically jumps to the next line so that you are not required to keep track of line lengths and to
press the Return key after each line. The word processor divides lines in such a way that a word is
never split between two lines (unless the word processor supports hyphenation). Word wrap also
occurs if you change the margins. In this case, the word processor read just all the text so that it fits
within the new margins. Some word processors allow you turn off the word-wrap feature. This is
useful for writing programs and other types of formatted text where you want complete control
over new lines.
Print: Allows you to send a document to a printer to get hardcopy. Word processors that support
only these features (and maybe a few others) are called text editors. Most word processors,
however, support additional features that enable you to manipulate and format documents in more
sophisticated ways. These more advanced word processors are sometimes called full-featured word
processors. Full-featured word processors usually support the following features.

File Management: Many word processors contain file management capabilities that allow you to
create, delete, move, and search for files.

Font Specification: Allows you to change fonts within a document. for example, you can specify
bold, italics, and underlining. Most word processors also let you change the font size and even the
typeface.

Foot Notes and Cross-references: Automates the numbering and placement of foot notes and
enables you to easily cross-reference other sections of the document.

Graphics: Allows you to embed illustrations and graphs into a document. Some word processors let
you create the illustrations within the word processor others let you insert an illustration produced
by a different program.

Header and Footers: Once you specify the text that should appear in the header, the word processor
automatically inserts it. Most word processors allow you to use special symbols in the header that
represent changing values. For example, you can enter a symbol for the page number, and the word
processor will automatically replace the symbol for the page number on each page. If you enter the
date symbol, the word processor will insert the current date, which will change if necessary each
time you print the document. Most word processors allow you to specify different headers, for
example, one for odd-numbered pages and another for even-numbered pages. Headers are also
called running heads. Footers are one or more lines of text that appear at the bottom of every page
of a document.

Page Numbering: The word processor automatically keeps track of page numbers so that the correct
number appears on each page.

Layout: Allows you to specify different margins within a single document and to specify various
methods for indenting paragraphs.

Macros: A macro is a character or word that represents a series of keystrokes. The keystrokes can
represent text or commands. The ability to define macros allows you to save yourself a lot of time by
replacing common combinations of keystrokes.

Merges: Allows you to merge text from one file into another file. This is particularly useful for
generating many files that have the same format but different data. Generating mailing labels is the
classic example of using merges.

Spell Checker: A utility that allows you to check the spelling of words. It will highlight any words that
it does not recognize.

Tables of Contents and Indexes: Allows you to automatically create a table of contents and index
based on special codes that you insert in the document.

Thesaurus: A built-in thesaurus that allows you to search for synonyms without leaving the word
processor.
Windows: Allows you to edit two or more documents at the same time. Each document appears in a
separate window. This is particularly valuable when working on a large project that consists of
several different files.

WYSIWYG(what you see is what you get): With WYSIWYG, a document appears on the display
screen exactly as it will look when printed.

Mail Merging: This is a feature supported by many word processors that enables you to do mass
mailings or mailing campaigns. To use a mail-merge system, you first store a set of information, like a
list of names and addresses, in one file. In another file, you write a letter, substituting special
symbols in place of names and addresses.

Applications of Word Processor

Insurance and Banking

Reports

Directories and Listing

Manuals

Policies

Benefit Books

Manufacturing

Catalogues

Manuals

Reports

Broachers

Contracts

Personalized letters

Architects and Engineers

Specification

Impact studies

Proposals

Biographies

Governments agencies

Directories

Manuals

Reports
Bulletins

Memorandums

Legal

Wills

Trusts

Briefs

Memorandums

Commitment letters

MS-WORD

MS-Word is a computer program that enables you to type, modify, print and save texts for future
revisions and retrievals. You enter text into the computer using a keyboard. As you type your words
are displayed on the monitor and are stored temporarily in the computer's memory as you are
creating the document rather than on a paper.

OBJECTIVES OF MS-WORD

1. Main features is to correct the spelling as you type. Also help to locate and correct errors
quickly. Other features are to check for grammatical errors, words, underlines the text with
a green line.
2. Word's 'AutoFormat' feature combined with the facility to insert symbols and special
characters.
3. You can arrange text in rows and columns using Word's table features. These features help
you in formatting your text and tables quickly and attractively.
4. To create form letters, envelopes and tables you can use the mail merge features.

MICROSOFT WORD 2007- WITH NEW FEATURES

User interface: The new user interface (UI), officially known as Fluent User Interface, has been
implemented in the core Microsoft Office applications: Word, Excel, PowerPoint, Access, and in the
item inspector used to create or edit individual items in Outlook.

Ribbon: The Ribbon, a panel that houses a fixed arrangement of command buttons and icons,
organizes commands as a set of tabs, each grouping relevant commands, and is not customizable.
Each application has a different set of tabs which expose the functionality that application offers.
The 'Ribbon User Interface' is a task-oriented Graphical User Interface (GUI). It features a central
menu button, widely known as the 'Office Button'. The Ribbon is designed to make the features of
the application more discoverable and accessible with fewer mouse clicks as compared to the menu-
based UI used prior to Office 2007.

Contextual Tabs: Some tabs, called Contextual Tabs, appear only when certain objects are selected.
Contextual Tabs expose functionality specific only to the object with focus. For example, selecting a
picture brings up the Pictures tab, which presents options for dealing with the picture. Similarly,
focusing on a table exposes table-related options in a specific tab.

Live Preview: Microsoft Office 2007 also introduces a feature called "Live Preview", which
temporarily applies formatting on the focused text or object when any formatting button is moused-
over.

Mini Toolbar: The new "Mini Toolbar" is a type of context menu that is automatically shown (by
default) when text is selected. The purpose of this feature is to provide easy access to the most-used
formatting commands without requiring a right-mouse-button click, as was necessary in older
versions of the software. Because the Mini Toolbar is automatically displayed, it remains semi-
transparent until the mouse pointer is situated on the control in order to allow an almost
unobstructed view of what is beneath it. It also appears above the right-click menu when a user
right-clicks on a selection of words. The Mini Toolbar is currently not customizable, but can be
turned off.

Quick Access Toolbar: The Quick Access toolbar, which sits in the title bar, serves as a repository of
most used functions, regardless of which application is being used, such as save, undo/redo and
print. The Quick Access toolbar is customizable, although this feature is limited compared to toolbars
in previous Office versions.

PDF: Initially, Microsoft promised to support exporting to Portable Document Format (PDF) in Office
2007.

Open Document: Microsoft backs an open-source effort to support OpenDocument in Office 2007,
as well as earlier versions (up to Office 2000), through a converter add-in for Word, Excel and
PowerPoint and also a command line utility.

User assistance system: In Microsoft Office 2007, the Office Assistants have been eliminated in
favour of a new online help system.

Themes and Quick Styles: Microsoft Office 2007 places more emphasis on Document Themes and
Quick Styles. The Document Theme defines the colours, fonts and graphic effects for a document.
Almost everything that can be inserted into a document is automatically styled to match the overall
document theme creating a consistent document design.
Title Bar This tells you which application packages is, currently running and which document is
currently open.

Menu Bar This is the traditional Windows style drop-down menu. When you point to any menu title
and click once with the mouse, the menu will open, displaying all the commands available under the
menu title. Clicking on the desired command would tell word to execute that command. Some
commands have ellipses (...) in front of them.

These commands have further sub commands. Commands appearing dimmed cannot be executed
unless the prerequisite functions required by that command have been performed, e.g. you cannot
use the copy or cut command from the edit menu unless you have selected a piece of text first.
Many commands also have a keyboard shortcut specified against their names.

Standard Tool Bar Toolbars contain buttons, drop-down menus and other controls that help you
quickly alter the appearance and arrangement of documents by executing a variety of word
commands. Toolbars are very helpful and convenient in quickly executing commands without having
to go through menus. The standard toolbar contains icons for basic functions like opening files,
saving files, printing files, cut, copy, paste etc.

Formatting Tool Bar

This contains icons for changing the look of your text (called "formatting" in computer jargon), for
example, there are icons for changing fonts, styles, font sizes, text alignment etc. Here is the list of
icons and it function:

Function

Style Menu Allows you to define a group of paragraph and character formats as a style and then the
styles in a style sheet.

Font Menu Click the arrowhead to the right of the font name box to view the list of fonts available.
Scroll down to the font you want and click once to select it.

Font size Click on the white part of the font size box to enter a value for the font size or click the
arrowhead to the right of the box to view a list of font sizes available. Select a size by clicking on it
once. A font size of 10 or 12 is best for paragraphs of text.

Font style Use these buttons to bold, italic and underline the selected text.

Alignment Text can be aligned to the left, centre or right side of the page or it can be justified and
distributed across the page.

Line Spacing Allows you to set the amount of space between one line to another line.

Numbering It is used to set-off and emphasize sections of text and are presented by dots or
numbers.

Increase Change the indentation of a paragraph in relation to the side of the page.

Outside border Add a border around selected text.

Highlight Use this option to change the colour behind a selected text. The colour shown on the
button is the last colour used. To select a different colour, click the arrowhead next to the button.

Font Colour The colour shown on the button is the last colour chosen. Click the arrowhead next to
the button to select another colour.

Scroll Tools These help you travel within your document. You can go anywhere, up and down, right
and left in your document mainly by two ways: Using the horizontal and vertical scroll bars with the
help of the mouse or Using the keyboard by pressing PgUp, PgDn, Home, End and arrow keys.

Status Bar Also called the Status Area, this is normally the last line on your screen. This gives the
following information about your work:

• Current Page
• Section Number
• Current/total pages in the document
• Current cursor Position (where the cursor is presently located)
• Current Line Number
• Current Column Number

Ruler The Ruler lets you make changes to margins and indents and helps you create document as
per dimensions required.
Cursor Also called "Insertion Pointer", this denotes the place where text, graphics or any other item
would be placed when you type, overwrite or insert them. This looks like a tall, skinny toothpick and
keeps blinking so that you can locate it easily.

Mouse Pointer When your mouse pointer looks like an I-beam you should be able to move it freely
about the screen. This is used for either placing the cursor at the desired place (take the mouse
pointer there and click) or choosing any command either from the menu or from toolbars. The
mouse pointer changes shape when in the process of doing certain tasks and the cursor disappears.

Short Cut Menu A menu that is displayed for a selected object (also referred to as a context menu or
pop-up menu). The menu contains commands that are contextually relevant to the selection.

Spreadsheet (Meaning)

Any grid or array of numbers and/or text in rows and columns is called a spreadsheet.

Using Spreadsheet we can prepare Budgets Annual reports, Accounts payable and receivable,
Invoices, Production schedules, Income statements, Office Automation System, Loan analysis,
Developing business plan, Maintaining data on employees or clients, Performing standard
accounting functions, Tax statements, Graphing trends, Managing inventory

Excel (Meaning)

a software program created by Microsoft that uses spreadsheets to organize numbers and data with
formulas and functions.

ADVANTAGES OF AN ELECTRONIC SPREADSHEET

1. Large spreadsheets can be stored effortlessly on the computer.

2. Making changes is simple.
3. Entering data is fast and easy.
4. Calculations on the electronic spreadsheet are almost error-free that is, if the data entered is
correct, then the results are correct.
5. Extracting meaningful information is easy.

APPLICATIONS OF SPREADSHEET

a) Budgets: Spreadsheets are commonly used to develop and monitor budgets. The budgeted items
are usually listed across the row. The columns indicate various budget periods.

b) Inventory Management: Many small businesses use spreadsheets to keep track of inventory. The
various inventory items are listed down the rows. The columns give the number or items shipped
and the number of items remaining in the inventory at times.

c) Portfolio Management: Spreadsheets are used to keep track of investment portfolios. Each
investment occupies a single line.
d) Proposal Costing: To arrive at a final bid for a contract, an executive must consider hundreds of
costs that affect the job, including wage rates, the costs of raw materials, permits, taxes and the
desired level of profits. The data related to the bid may be arranged in the form of a spreadsheet.

e) Management Decision Support: Spreadsheets are commonly used to make projections of

business condition. They are used in analysing the effects of changes in various conditions.

CHARACTERISTICS OF A SPREADSHEET

a. Table Format
b. Recalculations
c. Presentation
d. Data Forms
e. Storage and Retrieval
f. Standard Format

FEATURES OF MS-EXCEL

a. Entering and Editing Text: To enter any text, simply activate any cell by clicking on it and
starting typing. Press enters to conclude entry. If we made any mistake while typing, simply
press backspace key to erase the present contents and type the correct text. If you notice an
error after finishing the entry, activate the relevant cell and press F2 function key.
b. Entering Numbers: Numbers are basic raw materials for spreadsheets. You can type
numbers either by using the number keys on top of letter keys or by using extended numeric
pad on the keyboard.
c. Entering Formulas: The real power of Excel lies in it being able to store complex formulas.
You can either build formulas using absolute numbers or use relative cell address like = A1 +
B1.
d. Entering Dates: In Excel you cannot only enter dates but can also do mathematics on them.
Here dates are stored as numbers.
e. Alignment: Any text that you type is always left aligned within the cell. Any number that
you type is always right aligned within the cells. These alignments can be changed as per
your requirements.

FUNCTIONS OF SPREADSHEET

Word Processing: Using this facility we can do almost all the functions provided by a word processor.
For example, writing texts, changing its fonts, formatting text, cut, copy, paste, save etc.

Database: Using this facility we can do almost all the functions provided by a database package. For
example, making lists, records, adding and deleting records, Query, data storing, data filling, etc.

Graphics: Using this facility we can present our data in terms of some picture. There are more than
enough graphs/charts available in MS-Excel, by which we can represent our data.
MICROSOFT EXCEL 2007

1. Office Excel 2007 features the Microsoft Office Fluent user interface to help you find powerful
tools when you need them. Based on the job you need to accomplish, whether it's creating a table or
writing a formula, Office Excel 2007 presents the appropriate commands when you need them.

2. Import, organize and explore massive data sets within significantly expanded spreadsheets. Work
with massive amounts of data in Office Excel 2007, which supports spreadsheets that can be up to 1
million rows by 16,000 columns.

3. Use the completely redesigned charting engine in Office Excel 2007 to communicate your analysis
in professional-looking charts. Apply rich visual enhancements to your charts such as 3-D effects,
soft shadowing and transparency.

4. Create, format, expand, filter and refer to tables within formulas because Office Excel 2007 has
greatly improved support for tables. When you're viewing data contained in a large table, Office
Excel 2007 keeps table headings in view while you scroll.

5. Find the answers you need faster and create and use PivotTable views more easily by dragging
fields where you want them to be displayed.

6. New schemes include color gradients, heat maps, data bars and performance indicator icons.

7. Use Office Excel 2007 and Excel Services to help share spreadsheets more securely with others.

8. Help ensure you and your organization work with the most current business information. Control
which users can view and modify spreadsheets on the server using permission-based access.

9. Reduce the size of spreadsheets and improve damaged file recovery at the same time. This new
format provides a tremendous savings to storage and bandwidth requirements and reduces the
burden on IT personnel.

10. Take advantage of the flexibility and the new cube functions in Office Excel 2007 to build a
custom report from an OLAP database. You can also connect to external sources of data more easily
using the Data Connection Library.

Parts of MS-EXCEL
Title Bar The title bar contains the control button, the application title Microsoft Excel and the sizing
buttons.

Menu Bar The Excel menu bar contains the 9 menu pads, File, Edit, View, Insert, Format, Tools, Data,
Window and Help. The underlined letters are the hotkey letters for the menu pads. Pressing the
underlined hotkey letters along with Alt key can open a menu pad and display its contents. For
example, pressing Alt-V can open the View menu pad.

Formula Bar The formula bar consists of three sections. The first section contains the Name Box,
which contains the cell reference of the active cell. The second section is blank unless text, number,
a function, a formula, or an expression is being entered or changed in the active cell. The three
buttons are Cancel button (X), the Enter button and the Function Wizard button (=). The Cancel
button erases the entry or the changes made to the active cell. The Enter button confirms the entry
or the changes made to the active cell. The Function Wizard button helps in entering Excel formulas
and functions in the active cell.

Status Bar The status bar is at the bottom of the screen. It displays the current condition of the Excel
work space on the left side and the keyboard modes which determine the action task on right end.
The status changes to Edit when the contents of the active cell are being changed. The status
changes to Enter when data is being entered in the active cell. The status indicates Point when a cell
reference is being entered by pointing to it.

Toolbar A toolbar consists of a group of icons and drop down list boxes. The icons are also called
tools or tool buttons. A tool button on the toolbar is a shortcut for a menu item on the menu bar.
CELL, CELL ADDRESS AND WORK SHEET

A cell is a box in which you can enter a single piece of data. The data is usually text, a numeric value
or a formula. The entire spreadsheet is composed of rows and columns of cells. Each CELL is assigned
a name according to its COLUMN letter and ROW number.

A spreadsheet is divided into boxes called cells. Columns are lettered A..Z, then AA..AZ, BA..BZ and
so on. There are also 65,536 rows in an Excel spreadsheet, each of them numbered. Cell address is to
identify cell by its column and its row like A3,D7.

A single spreadsheet that contains rows and columns of data is called a worksheet. In Excel, a
worksheet will have a little white tab at the bottom of the screen. A worksheet is treated like a
database table.

ROW, COLUMN, AND CELL POINTER

In a spreadsheet the row is defined as the horizontal space that is going across the window.
Numbers are used to designate each row's location. The column is defined as the vertical space that
is going up and down the window. Letters are used to designate each column's location. There are
256th columns and 65,536 rows in a spreadsheet. Cell pointer is a highlighted rectangle around a cell
that indicates the active cell.

OVERVIEW OF MENUS
File Menu New: Creates a new blank file.

Open: Opens or finds an existing file.

Close: Closes the active file without exiting the application. If the file contains any unsaved changes,
you will be prompted to save the file before closing.

Save: Saves the active file with its current file name, location and file format. In case a new file is
saved for the first time, the user has to specify the file name, location and file format.

Save As: Saves the active file with a different file name, location or file format.

Save as HTML: Lets you save the document to a separate file. Save Workspace: Saves a list of the
open workbooks, their sizes and their positions on the screen to a workspace file so that the screen
will look the same the next time you open the workspace file.

Page setup: Sets margins, paper source, paper size, page orientation and other layout options for
the active file.

Print Area: Defines the selected range as the print area, which is the only portion of the worksheet
that will printed.
Print Preview: Shows a preview of how exactly a file will look like when you print it.

Print: Prints the active file or selected items, to the selected printer or Fax.

Send To: Sends the document to a Mail Recipient as an e-mail.

Properties: Displays the property sheet for the active file.

Exit: Closes MS-Word after prompting you to save any unsaved files.

Edit Menu

Undo Last Command: Reverses the last command i.e. undoes the effect of the last command you
executed.

Repeat Last Command: Reverses the Undo command i.e., restores the last command.

Cut: Removes the selection from the active document and places it on the clipboard, a special place
in computer's memory from where it can be retrieved again.
Copy: Copies the selection to the clipboard.

Paste: Inserts the content of the clipboard at the insertion point and replaces any current selection.

Paste Special: Pastes links or embeds the clipboard content in the current file in the format you
specify.

Paste As Hyperlink: Inserts the content of the clipboard as a hyperlink at the insertion point,
replacing any selection.

Fill: Fills the specified range with a series of numbers, dates or other items.

Clear: Retains the cells in the worksheet but clears their contents and formats.

Delete: Deletes the selected cells or the cell that contains the insertion point. If you select an entire
row or column, the command changes to delete rows or delete columns, respectively.

Delete Sheet: Deletes the selected sheets from the workbook. You can't undo this command.

Move or Copy Sheet: Moves or Copies the selected sheets to another workbook or to a different
location within the same workbook.

Find: Searches for specified text, formatting, symbols, comments, footnotes or endnotes in the
active document.

Replace: Searches for and replaces specified text, formatting, footnotes, endnotes or comment mark
in the active document.

Goto: Locates cells that don't match the value in the active cell in a row or column.

Links: Reconnects a linked object when the source file moves or is renamed.

Objects: Inserts an object such as drawing, WordArt effect etc., at the insertion point.

View Menu
Normal: Provides normal view of the document.

Page Break Preview: Switches to page layout or page break preview, which is an editing view that
displays your document as it will print.

Toolbars: Controls the toolbars which are enabled by you.

Formula Bar: Displays or hides the formula bar.

Status Bar: Displays or hides the status bar.

Header & Footer: Adds or changes the text that appears at the top and bottom of every page.

Comments: Inserts a comment and activates the comment pane in which a comment can be
recorded about a selected passage.

Custom Views: Creates different views of a worksheet. A view provides an easy way to see your data
with different display options. You can display, print and store different views without saving them
as separate sheets.

Report Manager: Combines a sequence of sheets, views and scenarios to create reports which you
can print.

Full Screen: Hides most screen elements so that you can view more of your document.

Zoom: Shows you more of your data.

Insert Menu

Cells: Inserts the number of cells you select.

Rows: Inserts the number of rows you select.

Columns: Inserts the number of columns you select.

Worksheet: Inserts a new worksheet to the left of the selected sheet.

Chart: Starts the chart wizard, which guides you through the steps for creating an embedded chart
on a worksheet or modifying an existing chart.

Page Break: Inserts a page break above a selected cell. This command changes to Remove Page
Break if you have a cell selected that is adjacent to a manually inserted page break.

Function: Displays a list of functions and their formats and allows you to set values for arguments.

Name: Defines, creates, pastes and applies names.

Comment: Inserts a comment at the insertion point.

Picture: Inserts pictures from clip art and other libraries.

Map: Creates a map that shows map features and associated data.

Object: Inserts an object such as a drawing, WordArt text effect etc., at the insertion point.

Hyperlink: Inserts or edits the hyperlink you specify.

Format Menu

Cells: Applies formats to the selected cells.

Rows: Format rows increases/decreases heights, autofits selection and hides/ unhides rows.

Column: Formats columns - increases/decreases heights, autofits selection and hides/unhides

columns.

Sheet: Formats worksheets - renames, hides or unhides sheets.

Auto Format: Applies a built in combination of formats, called an autoformat, to a cell range or a
Pivot Table. If single cell is selected, Excel automatically selects the range surrounded by blank cells
and applies the autoformat to that range. If the selection is part of a Pivot Table, the entire table,
except for the page fields, is selected and formatted.

Conditional Formatting: Applies formats to the selected cells that meet specific criteria based on
values or formulae you specify.

Style: It is used to apply a specific style to a group of elements.

Tools Menu
Spelling: Checks the active document for possible spelling grammar and writing style errors and
displays suggestions for correcting them.

Auto Correct: Sets the options used to correct text automatically as you type or to store and reuse
text and other items you use frequently.

Look up Reference: To insert references and cross references.

Share Workbook: Switches to shared workbook mode which allows you and another user on your
network to edit and save changes to the same workbook.

Track Changes: Mark changes in the current document and keeps track of each change by reviewer
name.

Merge Workbooks: Combines changes from multiple copies of a shared workbook into one
workbook.

Protection: Prevents changes to cells on worksheets, items in a chart, graphic objects on a

worksheets or chart sheet.

Goal Seek: Adjusts the value in a specified cell until a formula that is dependent on that cell reaches
a target value.

Scenarios: Creates and saves scenarios, which are sets of data you can use to view the results of
what-if analysis.
Auditing: Finds cells that have a relationship to a formula, displays formulae affected by changes in a
cell and tracks down the sources of error values.

Solver: Lets you find solutions to complex problems that would otherwise require

high level mathematical analysis.

Macro: Opens the Macro dialog box, where you can run, edit or delete a macro.

Add-Ins: Specifies which add-ins are automatically available when you start Microsoft Office.

Customize: Customizes toolbar buttons, menu commands and shortcut key assignments.

Options: Modifies settings for Microsoft Office programs such appearance, printing, editing, spelling
and other options as screen

Wizard: Gathers information from you and then preformat a certain type of output. Excel 97 has
four wizards conditional sum, file conversion, web form and lookup.

Data Menu

Sort: Arranges the information in selected rows or lists alphabetically, numerically or by date.

Filter: Displays only those rows that match the value in the active cell and AutoFilter arrows to the
right of each column label.

Form: Displays a data form in a dialog box. You can use the data form to see, change, add, delete
and find records in a list or database.

Subtotals: Calculates subtotal and grand total values for the labelled columns you select. Ms-Excel
automatically inserts and labels the total rows and outlines in the list.
Validation: Defines what data is valid for individual cells or cell ranges, restricts the data entry for a
particular type such as whole numbers, decimals numbers or text and sets limits on the valid entries.

Table: Creates a data table based on input values and formulae you define. Data tables can be used
to show the results of changing values in your formulae.

Text to Columns: Separates text in one cell on a worksheet into columns by using the Convert Text
to Columns Wizard. The Convert Text to Columns Wizard helps you specify how you want the text to
be divided into columns using a separator or delimiter, such as tabs or commas.

Template Wizard: Template wizard provides professional predesigned presentation layouts.

Consolidate: Summarizes the data from one or more source areas and displays it in a table.

Group and Outline: Creates groups, subgroups and outlines.

Pivot Table: Starts the Pivot Table Wizard, which guides you through creating or modifying a Pivot
Table.

Get External Data: Creates and runs Web or database queries.

POWERPOINT (Meaning)

a software package designed to create electronic presentations consisting of a series of separate

pages or slides.

FUNCTIONS OF PRESENTATION PACKAGE

1. Helps in making audience handouts.

2. Freehand drawing - Drawing tools are available to add temporary annotations to the slides.
3. Slide preparation which can contain text, graphics, charts, sound and video.
4. It has built in features like context sensitive, auto layouts, wizards and a host of templates
that help to make quick presentations.

APPLICATIONS OF PRESENTATION PACKAGE

1. Presentation packages are used in almost all areas where the organization must project itself
to have its own identity in the competitive market.
2. It can be used to have electronic presentation of data that can be run on a computer screen
or on a projection device in front of audience.
3. It can publish the slide shows on the web which enables any organization to represent their
attractive presentations available on the Internet to make it worldwide.
4. Advertising companies for sophisticated slides are used to represent professional looking
electronic presentation about a product.
5. Educational Institutes use it to represent about their projects, seminars, research topics, etc.
Features of MS Power Point

1. Better Organization Charts and New Diagram Types: Organization charts now use the
drawing tools in PowerPoint, resulting in smaller fields sizes and easier editing. Also,
PowerPoint includes a new gallery of common conceptual diagrams. You can customize
these pre-drawn diagrams with text, animation effects and a variety of formatting styles.
Choose from diagrams such as Pyramid for showing the building blocks of a relationship,
Radial for showing items in relation to a core element and more.
2. Save Background or Selection as Picture: When you want to create a presentation using the
drawing tools in PowerPoint, you can save it as a picture by right-click it. You can also save a
texture or picture background from a slide in the same way, that makes it easy to reuse
these graphic elements.
3. Insert Multiple Pictures: When you want to insert pictures from files on your hard disk drive,
you can select multiple pictures and insert them all at once.
4. Picture Rotation: You can rotate and flip types of image file in a PowerPoint presentation
including bitmaps.
5. Support for Audio and Video: Sounds and videos that you include in a presentation
broadcast are heard and seen by the audience, both in real-time or when archives.
6. Error Prevention and Recovery: Documents you are working on can be recovered if the
program encounters an error or stops responding. The documents are displayed in the
Document Recovery task pane the next time you open the program.

Parts of MS PowerPoint
OVERVIEW OF MENUS

New: Creates a blank new file based on all default values.

Open: Opens or finds an existing file.

Close: Closes the active file without exiting the application. If the file contains any unsaved changes,
you will be prompted to save the changes before saving.

Save: Saves the active file in a different file name, location or file format,

Save As HTML: Haves the file as a webpage and then reopens it in HTML format.

Pack and Go: Starts the pack and go wizard, which helps you to pack up a presentation so that you
can run it on another computer. If you make changes on your presentation after using the wizard.
Then run the Pack and Go wizard again so that you can update the information.

Page Setup: Sets margins, paper source, paper size, page orientation and other layout options for
the active file.

Print: Prints the active file or selected items to the selected printer.

Send To: Sends the document to a Mail Recipient as e-mail.

Properties: Displays the property sheet for the active file.

Exit: Closes the program after prompting you to save the unsaved files.

Edit Menu

Undo Last Command: Reverses the last command i.e. undoes the effect of the last command you
executed.

Repeat Last Command: Reverses the Undo command i.e. restores the last command.

Cut: Removes the selection from the active document and places it on the clip board- a special place
in computer's memory from where it can be retrieved again.

Copy: Copies the selection to the clipboard.

Paste: Inserts the content of the clipboard at the insertion point and replaces any current selection.

Paste Special: Pastes links or embeds the clipboard content in the current file in the format you
specify.

Paste As Hyperlink: Inserts the content of the clipboard as a hyperlink at the insertion point,
replacing any selection.

Clear: Deletes the selected object or text without putting it on the clipboard

Select All: Selects all text and graphics in the active window.
Duplicate: Makes a quick copy of the selected object.

Delete Slide: Deletes the current slide. Deletes the selected slide in slide sorter or normal view.

Find: Searches for specified text, formatting, symbols, comments, footnotes or endnotes in the
active document.

Replace: Searches for and replaces specified text, formatting, footnotes, endnotes or comment mark
in the active document.

Goto: Allows you to goto different slides of the presentation.

Links: Reconnects a linked object when the source file moves or is renamed.

Object: Inserts an object such as drawing, WordArt text effect, etc., at the insertion point.

View Menu

Slide: Enable you to see each slide, one at a time and edit each slides format, color, style format.

Outline: Enables you to edit and display all your presentation text in a location instead of a slide at a
time.

Slide Sorter: Displays miniature version of all slides in a presentation, complete with text and
graphics in slide sorter view, you can reorder slides, add transition and animation effects, and set the
timing for electronic slide shows.
Notes Page: Displays the note page for the selected slide, where you can create speaker notes for
the slide.

Slide Show: Runs your slide show, beginning with the current slide if your are in slide view or the
selected slide if you are in slide sorter view.

Master: Displays the master slide, where you can set the default layout and formatting for all the
slides.

Black and White: Shows the active presentation in black and white. The appearance of the slide
depends on the option you select on the black and white shortcut menu.

Slide Miniature: Turns on or off the slide miniature window, which displays a miniature version of
the current slide, complete with text and graphics. You can't edit the slide in the slide miniature.

Speaker Notes: Your slides can have space for speaker notes that you can print and use during your
presentation.

Toolbars: It allows you to organize the commands in PowerPoint the way you want to so that you
can find and use them quickly. Toolbars can contain buttons, menus or a combination of both. The
menu bar is a special toolbar at the top of the screen that contains menus such as File, Edit, View
etc.

Ruler: Displays or hides the horizontal ruler, which you can use to position objects, change
paragraph indents, page margins and other spacing settings.

Guides: Displays or hides the vertical and horizontal alignment guides on your slides. Use the guides
to help you position and align objects on your slides.

Header and Footer: Adds or changes the texts that appears at the top and bottom of ever page or
slide.

Comments: Inserts a comment and activates the comment pane in which a comment can be
recorded about a selected passage.

Zoom: Enters a magnification between 10 and 200 percent to reduce or enlarge the display of the
active document.

Insert Menu
New Slide: Prompts you to click a slide layout and then inserts a new slide after the active slide.

Duplicate Slide: Inserts a copy of the current slide after the current slide.

Slide Number: Adds the slide number to an individual slide. If you want to add the slide number to
every slide, use the Header and Footer command.

Date and Time: Inserts current date and / or current time field that is updated every time you open
or print the document.

Symbol: Inserts symbols and special characters from the fonts that are installed on your computer.

Comment: Inserts a comment at the insertion point.

Slides from Files: Insert slides from another presentation into the current presentation.

Slides from Outline: Creates slides for all first-level headings in an imported outline and adds the
body text as indent level.

Picture: Inserts pictures from clip art and other libraries.

Text Box: Draws a text box where you click and drag in the active window.

Movies and Sounds: Inserts videos and sounds from clip gallery, movie files or audio CDs to your
slide during show.

Chart: Creates a chart by inserting a Microsoft Graph object.

Table: Inserts a new Microsoft Word table on the active slide.

Object: Inserts an object such as drawing, WordArt text effect etc., at the insertion point.
Hyperlink: Inserts a hyperlink through which you can jump to a location in the current document or
Web page, or to a different Word document or to a file that was created in a different program.

Format Menu

Font: Changes the font and character spacing formats of the selected text.

Bullets and Numbering: Adds bullets to or removes bullets from selected paragraphs.

Alignment: Aligns the selected text, numbers or on-line objects to the left, right, centre and justifies
with a ragged right edge.

Line Spacing: Sets the amount of space between selected lines of text.

Change Case: Changes the capitalization of selected text.

Replace Fonts: Replaces an existing font in your presentation with another one. Slide Layout
Changes the layout of the selected slide.

Slide Colour Scheme : Reapplies or modifies the existing colour scheme or changes to different
colour scheme.

Background: Adds different kinds of backgrounds to the documents to make them look more
interesting. Apply Design Templates applies one of the PowerPoint design templates to your
presentation or uses one of your own presentation as a template.

Colours and Lines: Opens the Colors and Lines tab where you can set the line and colour and the
style for the selected object.
Objects: Inserts an object such as drawing, WordArt effect, etc., at the insertion point.

MS OUTLOOK (Meaning)

Microsoft Outlook is the preferred email client used to send and receive emails by accessing
Microsoft Exchange Server email.

MICROSOFT OUTLOOK FEATURES

1. One Place - Email, Calendar, Contacts and Files

a. Email, calendar, contacts and files are all together in one place.
b. Calendar and file access right from your inbox.
c. Connected experiences with Office, Word, Excel, PowerPoint and OneNote.
d. Microsoft Office documents are accessible from Outlook, stored locally, or on OneDrive or
other cloud storage.
e. Create and join online video calls and meetings with Teams, Zoom, Blue Jeans and Webex.

2. Organised - Email & Day Planner Management

a. Outlook helps you stay on top of your day with customised calendar and email capabilities.
b. Know what's Up Next in your day from your calendar with a glance at your inbox.
c. Email inbox management displays your most important messages first and enables swipe
gestures and smart filters.
d. Use as an organiser and share calendars to easily coordinate schedules.
e. RSVP to invitations from your inbox and send a personalised comment too.

3. Intelligent- Calendar and Inbox Organiser

a. Outlook provides helpful ways for you to stay focused.

b. Use your voice to find people, contacts, emails, events and attachments with Search.
c. Use suggested replies instead of typing out your message responses to get things done
faster.
d. Calendar automatically updates with travel and delivery information.
e. Focused Inbox keeps important emails and conversations front and centre.
f. Email organizer groups same subject emails and conversations for easier tracking.

4. Secure Safe Email Management and Spam Protection

a. Microsoft Outlook protects information with security you can trust.

b. Simple, secure sign-on to authenticate and protect your identity.
c. Email management with built-in protection against viruses and spam.
d. Advanced protection to keep your messages safe from phishing attacks and other online
threats.
e. Microsoft security and privacy keeps email, calendar, contacts and files safe.

MICROSOFT PUBLISHER
Publisher is a desktop publishing application that helps you create visually rich, professional-looking
publications.

FEATURES OF MICROSOFT PUBLISHER

a. Technical-level effects for texts, shapes, and images.

b. Capability to use high-quality image backgrounds.
c. Mail merge tools.
d. Personalization tools.
e. Drag-and-drop picture importing and interchanging.
f. Detailed ruler and guides for correct measurements.
g. Document-sharing abilities.

FUNCTIONALITY OF MICROSOFT PUBLISHER

1. The publisher is a useful software program used for desktop publishing.

2. It allows you to operate characteristics such as page size, text, graphics, and borders.

3. Publisher's strong points are in its ability to bring altogether text and pictures to make
professional-looking flyers, brochures, handouts, and newsletters.

START PAGE, WORKSPACE

Workspace
Page Option

On the page Design, click a size and then in the page setup, click the options you like, and then click
OK. Use the choices in this dialog box to opt for a page size or develop a custom paper size for your
publication. When you opt a design template for instance, Arrows or Banded - the design appears
superimposed on the page size.
Drawing Aids

From the Objects toolbar on the left side of the screen, select the required drawing tool. Place the
centre of the crossbar (+) where the line or shape should start. Select and drag the pointer in any
direction to develop the object. Release the mouse button.

Example: If you want to make any drawing go-to tool and from there a drawing tool with arise along
with the image shape
Text, Paragraph, and rulers

On the Home tab, select the Paragraph launcher to see the Paragraph dialog box. Select the Spacing
tab. Under Line spacing, in the Between lines box, type or opt for the amount of spacing you like
between lines of text. Click Page Design > Guides > Grid and Baseline Guides. Press the Baseline
Guides tab. Under Horizontal Baseline, but the amount of space that you like between baselines in
the Spacing box. To see the baseline guides in your publication, click View, and then opt for the
Baselines check box.
Tables

Here you can click on the toolbar in the insert and opt table from there you will make a table for
example if you want to store the data in a list form then a systematic arrangement is done with the
help of the table:

Adding Pictures

a. Click Insert > Picture > From File.

 b. In the Insert Picture dialog box, browse to search the picture that you want, and then select
it.
c. Click the arrow next to Insert, and then click Link to File.

ONENOTE

OneNote is a digital note-taking tool.

Microsoft OneNote is a note-taking software developed by Microsoft. It is available as part of the

Microsoft Office suite and since 2014 has been free on all platforms outside the suite. OneNote is
designed for free-form information gathering and multi user collaboration.

HOW TO ACCESS ONENOTE?

To access OneNote for iPhone or iPad:

• Open the App Store and enter Microsoft OneNote in the search box. Click on 'Get' to
download the app.
• Once downloaded, OneNote appears on your home screen. Tap to open and sign in using
your Microsoft account credentials.

To access OneNote for Android devices:

• Go to Play Store', search for Microsoft OneNote and click on ‘Install' to download the app.
• Once it appears on your home screen, sign in using your Microsoft credentials.

To access OneNote online:

Sign into your Microsoft Office account from the website. Select OneNote and open your notebooks
to start using.

With all the above access modes, keep your ideas flowing with OneNote.

How to start with OneNote?

When you launch OneNote, you are prompted to sign in.

Different Notes

How to add tags?

Tags come in handy to remind you of tasks you want to catch up with later.

To add tags:

1. Click on the text or image you want to tag.

 2. On the 'Home/ Menu' tab, select the "To Do' icon (?). This adds a checkbox in front of the
selected item.
3. Alternatively, click on the 'To Do' icon's drop down menu. Select any of the options. For
example, critical, question, contact, etc.

How to format OneNote

To format notes:

Use the 'Home' tab for all your formatting options. For example, change fonts, highlight text, change
font size, add bullets, bold or underline text.

To format pages and sections:

Make your pages stand out by applying background color. Go to the 'View' tab and select 'Paper
Color'. To do this for your sections, select the section you want to apply background color to. Right-
click on it and choose 'Section Color'. Your selected color will appear on the section name.

How to add and format tables?

1. Use the 'insert' tab. Select the number of rows and columns.
2. When using a table, the Table' tab has formatting options you can use to customize. You can
add color shades to cells, delete or add columns and rows.

How to draw and sketch using OneNote?

1. Use the 'Draw' tab. Select a pencil, pen or highlighter to use for your drawings.
2. When you select the drawing tool, for example, pen, click on the 'down arrow'. Here, there
are options for adjusting the pen's thickness and choosing your preferred color.
3. Use the 'More Colors' option to customize your colors.
4. Press escape to exit drawing mode.

How to create shapes?

1. Use the 'Draw' tab as well. Select 'Shapes' and choose your preferred shape from the
options. You can move a shape by dragging it accordingly.
2. To resize the shape, hold the control key as you drag to increase or decrease the shape.
3. The 'draw with mouse or touch' icon is helpful when you want to draw on a touchscreen.
Select it and click on the 'Ink to Shape' option.
4. Once you draw your shape, it is adjusted automatically to have straight lines.

How to organize your notes?

1. Go to 'View' then select 'Navigation Panes'.

2. Click on 'Show All' to display all your sections, pages and notebooks. Here, you can move
pages and sections into different notebooks.
3. Select the page, copy and paste it onto another notebook.
4. To move a section, select and right-click on it. Choose the 'move/copy' option and select the
destination notebook.
 5. You can also rearrange pages and sections. Select the page, drag and drop it where you
want.

How to share OneNote items?

To share a page:

a. Select and open the page.

b. Click 'Share' on the top-right. From the pop-up window, click on the first drop down arrow.
Choose whether you want to share the whole notebook or the specific page you opened.
c. On the 'Email invitation' box, enter the email addresses of everyone you want to share with.
d. Choose whether the person/people can only view the content or view and edit as well.
e. Click on the 'Share' button.

How to protect your OneNote contents

a. To do this, select and right-click on the notebook. Choose the 'Password Protection' option
then click on 'Add Password'. Enter and confirm your password.
b. You can also lock sections. Select and right-click on the section. Choose Password
Protection', then either 'Lock Section' or 'Lock All Protected Sections'.
c. To unlock a section, select the locked section and enter your password
d. Follow the same process when removing passwords. Right-click on the section and choose
'Password Protection' then 'Remove Password'. Click 'OK' after. Entering your password.