Module 5:

Microsoft Word
Microsoft Office - Word

Microsoft Office Word allows you to create and edit Ribbon

personal and business documents, such as letters,
reports, invoices and books. By default, documents
saved in Word 2016 are saved with the .docx extension.

Microsoft Word can be used for the following purposes:

Ribbon contains commands organized in three
 To create business documents having various components −
graphics including pictures, charts, and Tabs These appear across the top of the
diagrams Ribbon and contain groups of related
 To store and reuse readymade content and commands. Home, Insert, Page
formatted elements such as cover pages and Layout are examples of ribbon tabs.
sidebars Groups They organize related commands;
 To create letters and letterheads for personal each group name appears below the
group on the Ribbon. For example,
and business purpose.
group of commands related to fonts
 To design different documents such as resumes
or group of commands related to
or invitation cards etc alignment, etc.
 To create a range of correspondence from a Commands Commands appear within each group
simple office memo to legal copies and as mentioned above
reference documents.

Title bar

This lies in the middle and at the top of the window.

Title bar shows the program and document titles

Rulers

Word has two rulers - a horizontal ruler and a vertical

ruler. The horizontal ruler appears just beneath the
Ribbon and is used to set margins and tab stops. The
vertical ruler appears on the left edge of the Word
window and is used to gauge the vertical position of
File Tab elements on the page.
The File tab replaces the Office button from Word 2007. Help
You can click it to check the Backstage view. This is
where you come when you need to open or save files, The Help Icon can be used to get word related help
create new documents, print a document, and do other anytime you like. This provides nice tutorial on various
file-related operations subjects related to word.

Quick Access Toolbar Zoom Control

This you will find just above the File tab. This is a Zoom control lets you zoom in for a closer look at your
convenient resting place for the most frequently used text. The zoom control consists of a slider that you can
commands in Word. You can customize this toolbar slide left or right to zoom in or out; you can click the +
based on your comfort. buttons to increase or decrease the zoom factor.

View Buttons
The group of five buttons located to the left of the Zoom the left of the screen.
control, near the bottom of the screen, lets you switch Ctrl+M Indent the paragraph.
through the Word's various document views. Ctrl+N Opens new, blank document
window.
Print Layout This displays pages exactly as they Ctrl+O Opens the dialog box or page for
view will appear when printed selecting a file to open.
Full Screen This gives a full screen view of the Ctrl+P Open the print window.
Reading document Ctrl+R Aligns the line or selected text to
view the right of the screen.
Web Layout This shows how a document appears Ctrl+S Save the open document. Like
view when viewed by a Web browser, such Shift+F12.
as Internet Explorer Alt+F, A Save the document under a
Outline view This lets you work with outlines different file name.
established using Word’s standard Alt+X Show the Unicode code of a
heading styles. highlighted character.
Draft view This formats text as it appears on the Ctrl+T Create a hanging indent.
printed page with a few exceptions. Ctrl+U Underline the selected text.
For example, headers and footers
Ctrl+V Paste.
aren't shown. Most people prefer this
Ctrl+W Close the currently open document.
mode.
Ctrl+X Cut selected text.
Ctrl+Y Redo the last action performed.
Document Area Ctrl+Z Undo last action.
Ctrl+Shift+L Quickly create a bullet point.
This is the area where you type. The flashing vertical bar Ctrl+Shift+F Change the font.
is called the insertion point and it represents the Ctrl+Shift+> Increase selected font +1pts up to
location where text will appear when you type. 12pt and then increase font +2pts.
Ctrl+] Increase selected font +1pts.
Status Bar
Ctrl+Shift+< Decrease selected font -1pts if 12pt
This displays the document information as well as the or lower; if above 12, decreases
insertion point location. From left to right, this bar font by +2pt.
contains the total number of pages and words in the Ctrl+[ Decrease selected font -1pts.
document, language, etc. Ctrl+/+c Insert a cent sign (¢).
Ctrl+'+<char> Insert a character with an accent
You can configure the status bar by right-clicking (acute) mark, where <char> is the
anywhere on it and by selecting or deselecting options character you want. For example, if
from the provided list. you wanted an accented é you
would use Ctrl+'+e as your shortcut
Shortcut Description key. To reverse the accent mark,
Ctrl+0 Toggles 6pts of spacing above the use the opposite accent mark, often
paragraph. found on the tilde key.
Ctrl+A Select all contents of the page Ctrl+Shift+* View or hide non printing
Ctrl+B Bold highlighted selection characters.
Ctrl+C Copy selected text. Ctrl+<left Moves one word to the left.
Ctrl+D Open the font preferences window. arrow>
Ctrl+E Aligns the line or selected text to Ctrl+<right Moves one word to the right.
the center of the screen. arrow>
Ctrl+F Open find box Ctrl+<up Moves to the beginning of the line
Ctrl+I Italic highlighted selection. arrow> or paragraph.
Ctrl+J Aligns the selected text or line to Ctrl+<down Moves to the end of the paragraph.
justify the screen. arrow>
Ctrl+K Insert a hyperlink. Ctrl+Del Deletes word to right of cursor.
Ctrl+L Aligns the line or selected text to Ctrl+Backspace Deletes word to left of cursor.
Ctrl+End Moves the cursor to the end of the
document.
Ctrl+Home Moves the cursor to the beginning
of the document.
Ctrl+Spacebar Reset highlighted text to the default
font.
Ctrl+1 Single-space lines.
Ctrl+2 Double-space lines.
Ctrl+5 1.5-line spacing.
Ctrl+Alt+1 Changes text to heading 1.
Ctrl+Alt+2 Changes text to heading 2.
Ctrl+Alt+3 Changes text to heading 3.
Alt+Ctrl+F2 Open new document.
Ctrl+F1 Open the Task Pane.
Ctrl+F2 Display the print preview.
Ctrl+Shift+> Increases the selected text size by
one font size.
Ctrl+Shift+< Decreases the selected text size by
one font size.
Ctrl+Shift+F6 Switches to another open Microsoft
Word document.
Ctrl+Shift+F12 Prints the document.
F1 Open help.
F4 Repeat the last action performed
(Word 2000+).
F5 Open the Find, Replace, and Go To
window in Microsoft Word.
F7 Spellcheck and grammar check
selected text or document.
F12 Save As.
Shift+F3 Change the text in Microsoft Word
from uppercase to lowercase or a
capital letter at the beginning of
every word.
Shift+F7 Runs a Thesaurus check on the
selected word.
Shift+F12 Save the open document. Like
Ctrl+S.
Shift+Enter Create a soft break instead of a new
paragraph.
Shift+Insert Paste.
Shift+Alt+D Insert the current date.
Shift+Alt+T Insert the current time.
 Module 6:
MS Excel

MS Excel The AVERAGE function should remind you of

simple averages of data such as the average number of
 Microsoft Excel is a commercial spreadsheet shareholders in a given shareholding pool.
application, written and distributed by
Microsoft for Microsoft Windows and Mac OS X. Example:
 Microsoft Excel is a spreadsheet tool capable of
performing calculations, analyzing data and =AVERAGE(B2:B11) – Shows a simple average, also
integrating information from different similar to (SUM(B2:B11)/10)
programs.

MS Excel Commonly Used Formulas

SUM

The SUM function is the first must-know

formula in Excel. It usually aggregates values from a
selection of columns or rows from your selected range.

Example:

=SUM(B2:G2) – A simple selection that sums the values

of a row.
COUNT
=SUM(A2:A8) – A simple selection that sums the values
of a column. The COUNT function counts all cells in a given
range that contain only numeric values.
=SUM(A2:A7, A9, A12:A15) – A sophisticated collection
that sums values from range A2 to A7, skips A8, adds Example:
A9, jumps A10 and A11, then finally adds from A12 to
A15. COUNT(A:A) – Counts all values that are numerical in A
column. However, you must adjust the range inside the
=SUM(A2:A8)/20 – Shows you can also turn your formula to count rows.
function into a formula.
COUNT(A1:C1) – Now it can count rows.

AVERAGE IF
 The IF function is often used when you want to
sort your data according to a given logic. The best part
of the IF formula is that you can embed formulas and
function in it.

Example:

=IF(C2<D3, ‘TRUE,’ ‘FALSE’) – Checks if the value at C3 is

less than the value at D3. If the logic is true, let the cell
value be TRUE, else, FALSE

Formula:

=IF(B2>75, "Passed",
"Failed")

Condition:

If grade > 74 Remarks will be

Passed else Failed

MAX and MIN

The MAX and MIN functions help in finding the

maximum number and the minimum number in a range
of values.

Example:

=MIN(B2:C11) – Finds the minimum number between

column B from B2 and column C from C2 to row 11 in
both columns B and C.

=MAX(B2:C11) – Similarly, it finds the maximum number

between column B from B2 and column C from C2 to
row 11 in both columns B and C.