MS Office

MS Office is basically an office suite developed for business purposes. It

has a collection of several applications including Word, Excel, PowerPoint,
OneNote, etc. It supports all versions of the Windows operating system.
Satya Narayana Nadella (19 August 1967) is an Indian-born American
business executive who is the chairman and chief executive officer (CEO)
of Microsoft.

Pichai Sundararajan (born June 10, 1972), better known as Sundar

Pichai (is an Indian-born American business executive. He is the chief
executive officer of Alphabet Inc. and its subsidiary Google.

Microsoft Word (MS Word)

This application of Microsoft is a word-processing application which

helps in creating both simple and complicated documents. The
application can help in making articles proficient documents, reports,
and more. Using this one can edit, write, format and even save their
files and documents.
1) What is MS Word, and why is it mainly used?
MS word is a short name for Microsoft Word. It is the most widely used
commercial word processor designed and developed by Microsoft and
used for commercial purposes.

What are the main components of MS Word?

o Home
o Insert
o Page layout
o Reference
o Mailing
o Review
 o View
What are the most prominent features of MS Word?

Microsoft Word's features encompass a wide range of functionalities. Key

features include advanced text formatting (like font style, size, colour, and
paragraph alignment), spell and grammar check tools for proofreading,
mail merge for mass mailing, track changes and comments for
collaborative editing, and the ability to insert multimedia elements such as
tables, images, and charts.

Also, Word supports document templates, headers and footers, automatic

table of contents, and hyperlink insertion.

What is the latest version of MS Word available?

The latest available version of MS Word is Microsoft 365, formerly known
as Office 365.

What is the purpose of using templates in Word?

Answer: Templates in Word provide a preformatted and pre-designed

document framework, helping users maintain consistency and efficiency in
document creation. They are particularly useful for business letters,
resumes, reports, and other documents that follow a standard format.
Templates can include specific styles, formatting, text, and even macros,
ensuring that all documents created from the template have a uniform
appearance and structure.

Explain the difference between 'Save' and 'Save As' in Word.

Answer: Save' updates the current document with any changes made since
the last save. It overwrites the existing file. 'Save As,' on the other hand, is
used to create a new copy of the document, allowing you to save it with a
different name, location, or format. This is useful when you want to make a
variant of a document without altering the original.
 How can you create a bulleted or numbered list in Word?

To create a list, select the text you want to format or place your cursor
where you want to start the list. Then, use the 'Bulleted List' or 'Numbered
List' icons in the 'Home' tab's Paragraph' group. You can choose from
various styles or customise your own. Word automatically formats and
indents the list, and you can add or remove items as needed.

Describe the use of Quick Parts in Word.

Answer: Quick Parts in Word are prebuilt blocks of text or graphics that can
be easily inserted into a document. They are useful for inserting repetitive
content like business headers, legal disclaimers, or standard contract
clauses. To use them, go to the 'Insert' tab, select 'Quick Parts,' and choose
from the gallery. You can also save your selections to Quick Parts for future
use.

What does Microsoft Word’s “Ctrl + N” shortcut mean?

In Microsoft Word, you may open a new blank document and write anything
you want by using the shortcut Ctrl + N.

How to Apply Style in MS Word

You can also create professional and presentable documents in MS Word
by applying several different styles. The basic steps to apply a style like this
in a document are:

• First, Select the text to which you want to apply the style
• Then Select the Home tab
• In the Styles group here, you will see several different styles
• To view more such styles click the drop-down arrow
• It will now display the style menu
• Now, Select the desired style with a left-click
How to Change the Font Size of text in MS Word
You can very easily change the font size of your text in a MS word
document. The basic steps to do so are:
 How to Change Font Style in MS Word
• First, Select the text you want to modify
• Then Select the Home tab and locate the Font group in this tab
• Now, Click the drop-down arrow next to font style box
• Font style menu now descends
• With just a left click select your desired font style
• If you want to change the font style in your document to bold or italic,
click the ‘B’ or ‘I’ icons on the format bar.
How to Change Page Orientation in MS Word
Page Orientation generally refers to the direction in which a document is
being displayed. It is of two types: portrait (or vertical) and landscape (or
horizontal). The default orientation is a portrait landscape; it can also be
changed to landscape by following these steps:

• First, Select the Page Layout tab

• Next, Locate the Page Setup group
• In the Page Setup group click on the Orientation command
• It now displays two options, Portrait and Landscape
• Select the desired page orientation according to your needs
How to Change Page Margins in MS Word
The margin refers to the space between the text and border in a document.
By default, it is a one-inch space but depending upon your needs, it can be
changed by following these steps:

• First, Select the Page Layout tab

• Now, In the Page Setup group click the Margins command
• A list of Margins will now appear
• Select the desired Margin of your choice with a left click
How to Change Text Alignment in MS Word
You can easily change the text alignment in your document to make it way
more presentable and readable. The basic steps to change the text
alignment in MS word are:

• First, Select the content you want to modify

• Now In the Home tab locate the Paragraph group
• It has a total of four alignment options:
Align Text Left: Aligns the text towards the left margin

Center: Brings the text in the centre

Align Text Right: Aligns the text towards the right margin

Justify: Aligns the text to both the left and the right margins

• Select the desired alignment option with just a left click

How to Change Text Case in MS Word
You can easily change the text case in your document by following these
steps:

• First, Select the text you want to change

• Then In the Home tab locate the Font group
• Now Click the drop-down arrow in the ‘Change Case’ button
• It now displays the text case menu
• Select your desired case with just a left click
The case menu offers four different options:

Sentence case: It effectively capitalizes the first letter of each sentence in

the document.

Lowercase: It basically changes the selected text from the uppercase to

lowercase.

Uppercase: It capitalizes all the letters of your selected text.

Capitalize Each Word: It capitalizes the first letter of each word in the
document.

Toggle Case: It allows you to shift between the two case views with ease, e.
g. the shift between Capitalize Every Word and cAPITALIZE eVERY wORD .
 How to Create Bulleted and Numbered Lists
Bullets and numbers are mainly used to make the list more presentable and
readable. A bulleted list attracts even more than a simple list. Word
generally offers you various styles and choices of bullets and numbers. The
steps to create bulleted lists are:

• First, Select the text you want to convert to bulleted or numbered list
• Then, Select the Home tab
• Now, In the Paragraph group click on the Bullets or Numbering
command
• It now displays Bullets or Numbering menu
• With a single left click select the desired Bullet or a Numbering style
• To increase the list even more, place the cursor at the end of the list
and press the Enter key

How to Insert Text in MS Word

The basic steps to insert a line of text or to create a new document in the
Word are listed:

• First, Go to the start menu and look for the Microsoft Word icon
• Now, Click that icon to open the Microsoft Word
• You will now see a blinking cursor or an insertion point in the text area
below the ribbon
• Now, as soon as you start typing, the words will start to appear on the
screen in the text area
• To change the location of your insertion point press the space bar,
Enter or Tab keys
How to Insert Picture in Document
Pictures enhance our text to make it way more attractive and readable. You
can even insert intended relevant pictures in your text by following these
simple steps:

• First, Place the cursor where you want to insert the picture
• Then, Select the Insert tab on Ribbon
• In Illustrations group click on the Picture command;
• It now displays the ‘Insert Picture’ dialog box
• Select your desired image
• Click Insert to insert the intended picture
How to Delete Column or Row in Table
The table command also allows you to delete a column or row in your table
with ease. You can easily delete the unwanted columns or rows by
following these steps in order:

• First, Select the column or row of the table

• Now, Right click on the mouse
• A new menu appears
• As required select the ‘Delete Columns’ or the ‘Delete Rows’
How to Format Font Color in MS Word
MS Word also allows you to change the Font color of your text in case you
want to emphasize a particular word or phrase; you can change its font
color. The very basic steps to change the Font color are:

• First, Select the text you want to modify

• Then, In the Home tab locate the Font group
• Now, Click the drop-down arrow next to Font color button
• Font color menu descends
• Select your desired font color with just a left click
• Word will automatically change the Font color of your selected text.
How to Format WordArt
Word also allows you to customize your Word Art. You can change the
Word Art shapes, font face, size and colors as per your requirement. The
steps to format Word Art are:

• First, Select the word art in the document

• Format tab now appears in the Ribbon
• It offers a total of five groups of related commands
• Click on the suitable command to make the desired changes in the
word art
Displays directory paths and (optionally) files in each subdirectory. When
you create a document it is very important to save the document so that it
 can be viewed or reused in the future. The very basic steps to save a
document are:

• First, Click the Microsoft Office Button

• A list of different commands appears on screen
• Now, Click the ‘Save As’ command
• it is now displaying the ‘Save As’ Dialogue Box
• Save the current document to desired location with a desired name
You can also choose the ‘Save’ command from the same list to save the
document to its current location with the same title. If you are saving a new
and fresh document it displays the ‘Save As’ dialogue box.

The shortcut method to saving a document in MS word is to press “Ctrl+S”

keys. It now opens the ‘Save As’ dialogue box where you can name your
document and save it to your desired location.

How to Select Text in MS Word

Place your cursor pointer next to the text then left click the mouse and
holding it down move it over desired text then release it. The text will now
be automatically selected.

Some of the shortcuts for selecting this text are:

• To select just a single word, double click within that word

• To select an entire paragraph, triple click within that paragraph
• To select an entire document, in Home tab, in the Editing group, click
Select and then choose the Select All option or press CTRL+A
• Shift + Arrow; hold down the shift key and then press the arrow key to
select the text in the direction of the arrow key. There are three arrow keys,
so that you can select the text in these three different directions.
Quick Access Toolbar
The Quick Access Toolbar lies next to the Microsoft Office Button and it is
a customizable toolbar that comes with a set of independent commands. It
gives you a very quick access to commonly used commands such as the
Save, Undo, Redo, etc.
Ribbon and Tabs
The Ribbon is an user interface element which was first introduced by
Microsoft in Microsoft Office 2007. It is usually located below the Quick
Access Toolbar and the Title Bar and it comprises seven tabs; Home, Insert,
Page layout, References, Mailing, Review and the View tab. Each tab has a
specific group of related commands which give you quick access to the
commonly used commands that you need to complete a task.

Title Bar
The title bar lies right next to the Quick Access Toolbar and it displays the
title of the currently open document or application. It is present on almost
all the windows displayed on your computer monitor screen. So, if in case
there are several windows across the screen, you can identify each window
by looking at its title bar. In many such graphical user interfaces, you can
also move a window by dragging its title bar.

Ruler
The Ruler is generally located below the Ribbon around the top edge of the
document and is used to change the format of the document, i.e. it helps
you align the text, tables, graphics and other such elements inside your
document. It uses inches or centimeters as the measurement unit
depending on your choice and gives you an idea about the size of the
document.

Subscript and Superscript in Word

A superscript or subscript is a number, figure, symbol, or indicator that is
smaller than the normal line of type and is set slightly above it (superscript)
or below it (subscript).

1.Use the Superscript or Subscript buttons

1. Select the text or number you want.

2. Go to Home and select Superscript or Subscript .
 2.How to Split Text to Columns
You can easily split your text to columns as shown in the image given
below. It helps you make your text way more readable and presentable. The
steps involved in this process are:

• First, Open the document

• Now, Select the Page Layout tab
• Then, In Page Setup group click on the Columns command
• It displays a list of options intended to split text into columns
• Select the desired option by a left click

3.How to Create Bulleted and Numbered Lists

Bullets and numbers are mainly used to make the list more presentable and
readable. A bulleted list attracts even more than a simple list. Word
generally offers you various styles and choices of bullets and numbers. The
steps to create bulleted lists are:

• First, Select the text you want to convert to bulleted or numbered list
• Then, Select the Home tab
• Now, In the Paragraph group click on the Bullets or Numbering
command
• It now displays Bullets or Numbering menu
• With a single left click select the desired Bullet or a Numbering style
• To increase the list even more, place the cursor at the end of the list
and press the Enter key

3. How do you insert and edit footnotes and endnotes?

Answer: The one difference between footnotes and endnotes is that

footnotes appear at the bottom of the same page, while endnotes appear
at the end of the paper.

To insert footnotes or endnotes, place the cursor where you want the
reference, then go to the 'References' tab and choose 'Insert Footnote' or
 'Insert Endnote.' Word automatically numbers and places these notes at the
bottom of the page (for footnotes) or at the end of the document (for
endnotes). To edit, simply click on the footnote or endnote number in the
text and make your changes in the note area.

How to Insert Table in MS Word

The Table is a versatile tool of MS Word. It allows you to easily organize
your information, i.e. you can align the text, present numerical data and also
create forms and a calendar. The steps to insert a table in your document
are:

• First, Place the cursor where you want to insert the table
• Then, Select the Insert tab
• Now, In Tables group click on the Table command
• It now displays several different options to insert a table
• Select the desired option to insert a table by a left click

Delete table

To delete an entire table in Word Online, click anywhere in the table, then
click Table Tools > Layout > Delete Table.

4. What is Mail Merge, and how do you use it?

Answer: Mail Merge is a feature that combines a Word document with a

data source, like an Excel spreadsheet, to personalise letters, labels, or
emails for multiple recipients. To use it, create a standard document (like a
letter template), then go to the 'Mailings' tab and select 'Start Mail Merge' to
choose the type of document you're creating. Next, select 'Select
Recipients' to choose your data source.

Finally, insert merge fields (like Name, Address, etc.) into your document,
and Word will automatically generate individual documents for each entry
in your data source when you finish the merge.
 6. How do you apply a watermark to a Word document?
A watermark is typically used to indicate the status of a document (like
'Confidential'). To apply one, go to the 'Design' tab and select 'Watermark.'
You can choose from predefined watermarks or create a custom one using
text or images. The watermark will appear faintly in the background of each
page of your document.

What is a macro?
A macro is a series of commands and instructions that you group together
as a single command to accomplish a task automatically.

What is a Theme?
Word’s document themes provide a consistent and professional look for
your documents. Each document theme consists of three design elements:

• Theme Colors: A set of coordinated colors used in formatting text

and objects in the document. These colors define what you see when you
open the Color menu.
• Theme Fonts: A set of coordinated heading and body font types.
• Theme Effects: A set of coordinated formatting properties for shapes
and objects.

How to Insert the Header and Footer inside MS Word

Header and Footer generally allow you to add additional information like
dates, file names, page numbers at the top or bottom of your MS word
document. The basic steps to set up a header and footer inside MS word
are:

• First, Select the Insert tab

• Then, Locate the Header & Footer group
• Now, It shows Header and Footer commands
• As required click on either the Header or the Footer command
• It will now display a list of built in Header or Footer options
• Select your desired option
 • If you select the Blank option it will display the Design tab with the
header and footer tools.
• Once the Design tab actsive you can easily add the Date and Time to
Header or Footer by clicking on the Date & Time command. On
clicking it displays the ‘Date & Time’ dialog box. elect your desired
date format, time format or date and time format.

Microsoft Excel Definition

Excel definition: a software program created by Microsoft that uses

spreadsheets to organize numbers and data with formulas and functions.

Excel is extensively used in finance and accounting for budgeting,

forecasting, and analysis due to its robustness and flexibility. It supports
various functions, formulas, and shortcuts to enhance productivity and
efficiency.

Define cell address in Excel

On a worksheet, a cell’s address is used to identify it. A row number and the
matching letter from the column serve as indicators.

What is a cell address in Excel?

A cell address is used to identify a particular cell on a worksheet. It is

denoted by a combination of the respective column letter and a row
number.

As shown above, the highlighted cell belongs to the column ‘D’ and row 5,
so the cell address is read as D5.
• Bold: It allows you to Bold the required text inside your document
• Italic: It allows you to Italicize the selected text of your document
• Underline: It allows you to underline the selected text in your MS word
document

• The Average function calculates the average, or arithmetic mean, of

its arguments. =AVERAGE(H2:H6)
• The Max function finds the maximum value. =MAX(H2:H6)
• The Min function finds the minimum value. =Min(H2:H6)
• The Sum function calculates the sum of its arguments. =SUM(H2:H6)
OR
=B2+C2+D2+E2+F2

Conditional formatting

Conditional formatting makes it easy to highlight certain values or

make particular cells easy to identify. This changes the appearance
of a cell range based on a condition (or criteria). You can use
conditional formatting to highlight cells that contain values which
meet a certain condition.

Excel Charts

Charts are visual representations of data used to make it more

understandable.
Commonly used charts are:

• Pie chart
• Column chart
• Line chart

Different charts are used for different types of data.

What is Sorting in Excel?

Sorting is a feature in MS Excel that helps you organize data. You can
sort a text column in alphabetical order (A-Z or Z-A). We can sort a
numerical column from largest to smallest or smallest to largest. We
can also sort a date and time column from oldest to newest or
newest to oldest.

Multi-Level Data Sorting is the process of arranging the data of more

than one column in ascending or descending order.

Excel Filter

Filters can be applied to sort and hide data. It makes data analysis easier.

The menu is accessed in the default Ribbon view or in the Data section in
the navigation bar.
Applying Filter

Filters are applied by selecting a range and clicking the Filter command.

It is important to have a row of headers when applying filters. Having

headers is useful to make the data understandable.

Filters can be applied to hide and sort data.

This is helpful for analysis, to select the data that you want to see or not.
Explain the pivot table.
A pivot table allows you to build reports and examine trends by acting as a
summary table for the dataset. When you have extensive rows or columns
of information that you need to keep track of, they come in handy.

• First, choose the ‘PivotTable’ option from the Insert tab to start
creating a pivot table.
• Decide whether to set the pivot table in the middle of the table or the
range.
• To make a field visible in the pivot table, drag it.

SUBTOTAL

The SUBTOTAL in Excel allows users to create groups and then perform
various other Excel functions such as SUM, COUNT, AVERAGE, PRODUCT,
MAX, etc. Thus, the SUBTOTAL function in Excel helps in analyzing the data
provided.

MEAN, MEDIAN , MODE

Mean is the average value of the given observations.

Median is the middle value of the given observations.

Mode is the most repeated value in the given observation.

MS PowerPoint
MS PowerPoint is a program that is included in the Microsoft Office suite. It
is used to make presentations for personal and professional purposes.
What is a PowerPoint presentation or PPT?

Answer: A combination of various slides depicting a graphical and visual

interpretation of data, to present information in a more creative and
interactive manner is called a PowerPoint presentation or PPT.

What is a slide show in a PowerPoint presentation?

Answer: When all the slides of a PowerPoint presentation are set in series
and then presented to a group of people, where each slide appears one
after the other, is a set pattern, this is known as a PowerPoint slide show.

What all elements can be added to a slide?

Answer: The following elements can be added to a Powerpoint slide:

1. Clip Art
2. Graphs
3. Tables
4. Photographs
5. Charts
6. Media Clips
7. Videos
All these elements are mainly used to enhance presentation skills and
make the slide more interactive.

Animation

To add a special visual or sound effect to an object including entrance and

exit effects, changes in size and colour, and even movement.
Custom Animation

A set of effects which can be applied to objects in PowerPoint so that they

will animate in the Slide Show.
TRANSITION

A slide transition is the visual effect that occurs when you move from one
slide to the next during a presentation. You can control the speed, add
sound, and customize the look of transition effects.

Slide layouts contain formatting, positioning, and placeholder boxes for all
of the content that appears on a slide. Placeholders are the dotted-line
containers on slide layouts that hold such content as titles, body text, tables,
charts, SmartArt graphics, pictures, clip art, videos, and sounds.

Template

A PowerPoint template is a pattern or blueprint of a slide or group of slides

that you save as a . potx file. Templates can contain layouts, colors, fonts,
effects, background styles, and even content.

DOS

What is a disk operating system?

A DOS, or disk operating system, is an operating system that runs from a

disk drive. The term can also refer to a particular family of disk operating
systems, most commonly MS-DOS, an acronym for Microsoft DOS.

operating system (OS)

An operating system (OS) is the software that controls a computer's

hardware and peripheral devices and allows other software programs to
function.

cd Changes directory

cls Clears all the contents on the screen, leaving only the command prompt

copy Copies one or more files to another location

del Deletes one or more files

dir Displays a list of files and directories in a directory

format Formats a disk for DOS files

mkdir or Creates a new subdirectory

md

move Moves files or directories from one directory to another or from one
drive to another

Internal commands- like DIR, DATE, TIME, COPY, TYPE, DEL, MD, CD

external commands- like TREE, DELTREE, UNDELETE, LABEL, and CHKDSK.

The date command displays the system date when the /t switch is used,
Date allows you to view and/or modify the system date. Sets or displays the
system time.

TREE

Displays directory paths and (optionally) files in each subdirectory.