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INTRODUCTION TO MS
OFFICE
Microsoft Office is a comprehensive suite of applications designed
to enhance productivity and facilitate various tasks commonly
performed on computers. Here’s an overview of its key components
and functionalities:

Key Applications in Microsoft Office

• Microsoft Word
o A word processing application used for creating and
editing text documents.
o Features include formatting options, spell check, and the
ability to insert images and tables.
o Commonly used for academic writing, reports, and letters.
• Microsoft Excel
o A spreadsheet application for data organization, analysis,
and visualization.
o Allows users to perform calculations, create graphs, and
manage large datasets.
o Widely used for financial analysis, budgeting, and data
tracking.
• Microsoft PowerPoint
o A presentation software that enables users to create slide-
based presentations.
o Offers various templates, animations, and multimedia
integration options.

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 o Ideal for academic and business presentations.
• Microsoft Access
o A database management system for creating and
managing relational databases.
o Users can create forms, queries, and reports to interact
with data efficiently.
o Useful for handling large amounts of data and generating
insights.

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 INTRODUCTION TO MS
WORD
Microsoft Word is a powerful word processing application that is
part of the Microsoft Office suite. It is widely used for creating,
editing, formatting, and sharing text documents. Whether you are
writing a simple letter, creating a complex report, or designing a
brochure, Microsoft Word provides a variety of tools and features to
meet your needs.

Key Features of Microsoft Word

1. User -Friendly Interface

a. The Ribbon: A toolbar at the top of the window that
organizes commands into tabs (e.g., Home, Insert, Design,
Layout, References, Mailings, Review, View).
b. Quick Access Toolbar: A customizable toolbar that allows
easy access to frequently used commands.
2. Document Creation and Editing
a. Text Formatting: Options to change font styles, sizes,
colors, and paragraph alignment.
b. Spell Check and Grammar: Built-in tools to check spelling
and grammar as you type.
c. Undo/Redo: Easily revert changes or redo actions.
3. Formatting Tools
a. Styles and Themes: Predefined styles for headings,
paragraphs, and text to ensure consistency throughout the
document.

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 b. Page Layout: Control over margins, orientation (portrait
or landscape), and page size.
4. Inserting Elements
a. Images and Graphics: Insert pictures, shapes, SmartArt,
and charts to enhance your documents.
b. Tables: Create and format tables to organize data
effectively.
c. Hyperlinks: Add links to websites or other documents for
easy navigation.

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 STARTING MS WORD
1. Click on the Start button in the bottom of your screen.

2. Scroll through the list of applications or type "Word" in the

search bar.

3. Click on Microsoft Word from the search results or the list..

Interface of MS Word
1. Title Bar
• Located at the top of the window, the title bar displays the
name of the document you are currently working on, along
with the application name (Microsoft Word).
• It also includes the minimize, maximize, and close buttons.

2. Ribbon
• Tabs include:
o Home: Basic formatting options
o Insert: Tools for adding elements like images, tables, shapes, and
charts.
o Design: Options for document themes and formatting.
o Layout: Page setup options, including margins and orientation.
o References: Tools for citations, bibliographies, and table of contents.
o Mailings: Features for creating and managing mail merges.
o Review: Tools for spell check, comments, and tracking changes.
o View: Options for document views, zoom, and window arrangement.

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3. Quick Access Toolbar
• Located above the Ribbon, this customizable toolbar provides
quick access to frequently used commands (e.g., Save, Undo,
Redo).
• Users can add or remove commands based on their
preferences.

4. Document Area
• The main area where you create and edit your document.
• It displays the text, images, tables, and other elements you
insert

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 BACKSTAGE VIEW

Backstage View is a feature in Microsoft Word that provides a

centralized area for managing documents and accessing various
options related to file management, settings, and more. It is
accessible from the File tab on the Ribbon and offers a variety of
functionalities that go beyond just editing documents.

1. Accessing Backstage View

2. Open Microsoft Word.
3. Click on the File Tab: Located at the top-left corner of the
window, clicking on the File tab will take you to Backstage
View.
Key Features of Backstage View
A. Info
a. Displays information about the current document, such as file
size, word count, and author.
b. Options to protect the document, manage versions, and check for
issues (like accessibility or compatibility).
B. New
a. Allows you to create a new document.
b. Provides access to templates, including blank documents and pre-
designed templates for various purposes (e.g., resumes, reports,
brochures).
C. Open
a. Provides options to open existing documents.
b. You can browse your computer, access recent documents, or open
files from OneDrive or SharePoint.
D. Save and Save As

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 a. Save: Saves the current document.
b. Save As: Opens a dialog box that allows you to save the document
in a different location or format (e.g., PDF, Word 97-2003
Document).
E. Print
a. Provides printing options, including print settings such as number
of copies, page range, and print layout.
b. You can also see a print preview of your document before
printing.
F. Share
a. Options to share your document via email or upload it to cloud
services like OneDrive or SharePoint.
b. You can invite others to collaborate on the document in real-time.
G. Export
a. Allows you to export the document in different formats, such as
PDF or XPS.
b. You can also create a package for distribution, which includes the
document and any associated files.
H. Close
a. Closes the current document. You will be prompted to save any
unsaved changes.
I. Account
a. Provides information about your Microsoft account, including
subscription details and options to sign out.
b. You can also manage your Office updates and settings from this
section.
J. Options
a. Opens the Word Options dialog box, where you can customize
various settings related to Word’s functionality, user interface,
proofing, and more

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 RIBBON SYSTEM
The Ribbon is a user interface element in Microsoft Word (and
other Microsoft Office applications) that organizes commands and
tools into a series of tabs, making it easier for users to find and use
various features. The Ribbon replaces traditional menus and
toolbars, providing a more visual and intuitive way to access
functions.

Key Features of the Ribbon System

• Home: Contains basic formatting options, clipboard
commands, styles, and paragraph settings.
• Insert: Options for adding elements like tables, pictures,
shapes, charts, hyperlinks, and text boxes.
• Design: Tools for applying document themes, colors, and fonts.
• Layout: Page setup options, including margins, orientation, and
indentation.
• References: Tools for managing citations, bibliographies,
footnotes, and table of contents.
• Mailings: Features for creating and managing mail merges and
envelopes.
• Review: Tools for spell check, comments, track changes, and
comparing documents.
• View: Options for different document views, zoom settings,
and window arrangements.

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 CREATING A NEW
DOCUMENT IN MS WORD
Method 1: Using the File Tab

1. Open Microsoft Word:

a. Launch the Microsoft Word application on your computer.
2. Go to the File Tab:
a. Click on the File tab located at the top-left corner of the
window. This will take you to the Backstage View.
3. Select New:
a. In the Backstage View, click on New. This will show you
options for creating a new document.
4. Choose a Template or Blank Document:
a. You will see options for creating a new document:
i. Blank Document: Click on this option to start with a
blank page.
ii. Templates: You can also choose from a variety of
pre-designed templates for specific types of
documents . Click on any template to see a preview
and select it.
5. Create the Document:
a. If you chose a blank document, a new document will open
immediately. If you selected a template, click Create to
open it.

Method 2: Using the Quick Access Toolbar

1. Open Microsoft Word:

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 Launch the Microsoft Word application.
2. Use the Quick Access Toolbar:
If you have the New Document icon in your Quick Access
Toolbar , simply click on it to create a new blank document.

Method 3: Keyboard Shortcut

1. Open Microsoft Word:

Launch the Microsoft Word application.
2. Use the Keyboard Shortcut:
Press Ctrl + N (Windows) or Command + N (Mac) to create a
new blank document quickly.

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 OPENING A EXISTING
DOCUMENT IN MS WORD
Method 1: Using the File Tab

1. Open Microsoft Word:

a. Launch the Microsoft Word application on your computer.
2. Go to the File Tab:
a. Click on the File tab located in the top-left corner of the
window to access the Backstage View.
3. Select Open:
a. In the Backstage View, click on Open. This will show you
options for opening existing documents.
4. Choose a Location:
a. You will see various options such as:
i. Recent: Displays a list of recently opened documents.
ii. OneDrive: Access documents stored in your
OneDrive account.
iii. This PC: Open documents stored on your local
computer.
iv. Browse: Opens a file dialog box to navigate to a
specific folder.
5. Navigate to Your Document:
a. If you selected Browse, a file explorer window will open.
Navigate to the folder where your document is saved.
6. Select the Document:
a. Click on the document you want to open. You can also
filter by file type if needed (e.g., Word documents, PDFs).
7. Click Open:

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 a. After selecting the document, click the Open button to
open it in Word.

Method 2: Using the Quick Access Toolbar

1. Open Microsoft Word:

Launch the Microsoft Word application.
2. Use the Quick Access Toolbar:
If you have the Open icon in your Quick Access Toolbar , simply
click on it to open the Open dialog box.

Method 3: Opening Directly from File Explorer

1. Open File Explorer:

Navigate to the folder where your document is saved.
2. Double-Click the Document:
Locate the document you want to open and double-click on it.
This will automatically open the document in Microsoft Word.

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 EDITING DOCUMENTS IN
MS WORD
Editing a document in Microsoft Word involves making
changes to the text, formatting, and layout of the document.
Steps to Edit a Document in Microsoft Word
• Select Text: Click and drag your mouse over the text you want
to edit to highlight it. You can also double-click a word to select
it or triple-click to select an entire paragraph.
• Delete or Modify Text:
o To Delete: Press the Delete or Backspace key.
o To Modify: Simply start typing after selecting the text to
replace it, or position the cursor where you want to insert
new text.
• Font Options: Use the Home tab to change the font type, size,
color, and style (bold, italic, underline).
• Paragraph Formatting: Adjust alignment (left, center, right,
justified), line spacing, and indentation from the Paragraph
group in the Home tab.

Inserting Elements
• Images: Go to the Insert tab, click on Pictures, and choose an
image from your computer or online.
• Tables: Click on Table in the Insert tab to add a table for
organizing data.

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 SAVING A DOCUMENT
Saving for the First Time (Save As)

1. Open Your Document:

a. Make sure your document is open in Microsoft Word.
2. Go to the File Tab:
a. Click on the File tab located in the top-left corner of the
window.
3. Select Save As:
a. Click on Save As. This will open a dialog box where you
can choose where to save your document.
4. Choose a Location:
a. Select the location where you want to save your document.
You can choose from options like:
i. This PC: Save on your local computer.
ii. OneDrive: Save to your OneDrive account for cloud
storage.
iii. Browse: Open a file explorer window to navigate to a
specific folder.
5. Click Save:

2. Saving Changes to an Existing Document

1. Use the Save Icon:

a. Click the Save icon in the Quick Access Toolbar at the top
left of the window.
2. Keyboard Shortcut:
a. Press Ctrl + S (Windows) or Command + S (Mac) to quickly
save your changes.
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 3. File Tab:
a. You can also go to the File tab and select Save from the
options.

3. Saving a Copy of the Document

If you want to save a copy of your document with a different name
or in a different format:

1. Go to the File Tab:

a. Click on the File tab.
2. Select Save As:
a. Click on Save As.
3. Choose a Location:
a. Select where you want to save the new copy.
4. Enter a New File Name:
a. Type a new name for the document in the File Name field.
5. Select a File Format (if needed):
a. Choose the desired file format from the Save as type
dropdown menu.
6. Click Save:

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 CLOSING A DOCUMENT
Method 1: Using the Close Button

• Click the Close Button:

o Look for the Close button in the upper-right corner of the
Word window. Clicking this will close the current
document.
o If you have unsaved changes, Word will prompt you to
save those changes before closing.

Method 2: Using the File Tab

• Go to the File Tab:

• Select Close:
o In the menu that appears, click on Close. This will close
the current document.

Method 3: Using Keyboard Shortcuts.

• Use the Keyboard Shortcut:

o Press Ctrl + W (Windows) or Command + W (Mac) to
close the document.
o If there are unsaved changes, you will receive a prompt
asking if you want to save your changes

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 FORMATTING TEXT
To create and design effective documents, you need to know how
to format text. In addition to making your document more
appealing, formatting text can draw the reader’s attention to
specific parts of the document.
• Font Type: Go to the Home tab. In the Font group, click the
dropdown menu to select a different font.
• Font Size: Use the font size dropdown to select a size or type a
size directly.
• Font Color: Click the Font Color button (the letter "A" with a
color line beneath it) to choose a text color.
• Bold, Italic, Underline: Click the respective buttons (B, I, U) in
the Font group to apply these styles.
• Strikethrough: Click the Strikethrough button (abc with a line

through it) to apply this effect.

• Applying Styles: In the Styles group on the Home tab, you can
choose from various predefined styles for headings,
subheadings, and body text.
• Creating Custom Styles: You can also create your own styles
by modifying existing ones.

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FORMATTING PARAGRAPH
Paragraph Formatting lets you control the appearance of
individual paragraphs. Paragraph formatting is applied to an entire
paragraph. All formatting for a paragraph is stored in the paragraph
mark and carried to the next paragraph when you press the Enter.
1.Paragraph Alignment
• Go to the Home Tab: On the Home tab, look for the Paragraph
group.
• Choose Alignment:
o Left Align: Click the left align button (lines aligned to the
left).
o Center Align: Click the center align button (lines
centered).
o Right Align: Click the right align button (lines aligned to
the right).
o Justify: Click the justify button (lines spread out evenly).

2.Line and Paragraph Spacing

• Adjusting spacing can improve readability:
• Line Spacing:
o Click the Line and Paragraph Spacing button in the
Paragraph group.
o Choose a spacing option (e.g., 1.0, 1.5, 2.0) or click Line
Spacing Options for more settings, such as adding space
before or after paragraphs.
• Paragraph Spacing:

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o In the Paragraph dialog box (accessible by clicking the
small arrow in the bottom-right corner of the Paragraph
group), you can set specific values for spacing before and
after the paragraph.

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 LINE AND PARAGRAPH
SPACING
LINE SPACING

• Select the Text: Highlight the text or paragraph you want to

adjust.
• Go to the Home Tab: Click on the Home tab in the ribbon.
• Line and Paragraph Spacing Button:
o Look for the Line and Paragraph Spacing button in the
Paragraph group. It looks like an icon with up and down
arrows.
• Choose Spacing:
o Click the button to see options like 1.0, 1.5, 2.0, etc. Select
the desired spacing option.
o For more options, click on Line Spacing Options at the
bottom of the dropdown menu.
PARAGRAPH SPACING
• Select the Paragraph: Highlight the paragraph you want to
format.
• Go to the Home Tab: Click on the Home tab.
• Line and Paragraph Spacing Button:
o Click the Line and Paragraph Spacing button in the
Paragraph group.
• Adjust Before and After Spacing:
o Choose Add Space Before Paragraph or Remove Space
After Paragraph to quickly adjust spacing.

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o For more precise control, click on Line Spacing Options to
access the Paragraph dialog box.

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 FIND AND REPLACE
The Find and Replace feature in Microsoft Word is a powerful tool
that allows you to search for specific text in your document and
replace it with different text. This can be particularly useful for
correcting errors, updating terms, or making consistent changes
throughout a document.

1. Open the Find and Replace Dialog Box

1. Keyboard Shortcut: Press Ctrl + H (Windows) or Command +

H (Mac) to open the Find and Replace dialog box directly.
2. Using the Ribbon:
a. Go to the Home tab on the ribbon.
b. In the Editing group, click on Replace.
c. Replace All: Click this button to replace all instances in
the document at once.

2.Using the Find and Replace Dialog Box

The dialog box has three main fields:
• Find what: Enter the text you want to find.
• Replace with: Enter the text you want to replace it with

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 WORKING WITH TABLES
Working with tables in Microsoft Word can greatly enhance the
organization and presentation of data in your documents. Tables
allow you to arrange information in rows and columns, making it
easier to read and understand.
Insert Table:
• Go to the Insert tab in the ribbon.
• Click on the Table button.
• You can either:
o Drag to Select: Hover over the grid to select the
number of rows and columns you want, then click to
insert.
o Insert Table: Click on Insert Table to open a dialog box
where you can specify the number of columns and rows
Table Design Options
• Table Styles:
o Once your table is created, click on it to reveal the Table
Design tab in the ribbon.
o Choose from various table styles to quickly format your
table with a professional look.
• Shading and Borders:
o In the Table Design tab, you can add shading to cells or
change the border styles to enhance the appearance of
your table.

2. Adjusting Column Width and Row Height

• Manual Adjustment:

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 o Hover your cursor over the border of a column or row
until you see a double-headed arrow, then click and drag
to adjust the size.
• Table Properties:
o Right-click on the table and select Table Properties. Here,
you can specify exact measurements for row height and
column width

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 HEADERS AND FOOTERS
Headers and footers in Microsoft Word are areas at the top and bottom of
each page, respectively, where you can add text, page numbers, dates, and
other information that you want to appear consistently throughout your
document.

Adding a Header or Footer

• 1. Using the Ribbon
• Insert Tab:
o Go to the Insert tab in the ribbon.
o Click on Header or Footer.
o Choose from the pre-designed options available, or select
Edit Header or Edit Footer to create your own.

• 2. Using the Double-Click Method

• Double-Click: You can also double-click directly in the header
area or footer area to enter editing mode

Editing a Header or Footer

1. Enter Editing Mode: Once you’re in the header or footer area,
you can type text, insert images, or add other elements like
page numbers.
2. Design Tab: When you are in the header or footer, the Header
& Footer Tools Design tab will appear in the ribbon, providing
additional options.
3. Insert Elements: You can add:

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a. Page Numbers: Click on Page Number to insert page
numbers in various formats and locations.
b. Date and Time: Click on Date & Time to insert the current
date and time.
c. Document Title: You can type in the title of your
document or other relevant information.

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 CREATING LIST AND
NUMBERING
In Microsoft Word, creating lists and numbering is an essential tool for
organizing content and improving readability. You can create bulleted lists,
numbered lists, and multilevel lists with various formatting options.

1. Creating a Bulleted List

• Select the Text: Highlight the text you want to convert into a bulleted list,
or place the cursor where you want to start the list.
• Go to the Home Tab: Click on the Home tab in the Ribbon.
• Click the Bullets Icon: In the Paragraph group, click the Bullets button
(a bullet icon) to create a bulleted list.
• Start Typing: After adding the first bullet, start typing your content. Press
Enter to add more bullet points.
• Stop the List: Press Enter twice or click the Bullets button again to stop
the list.

2. Creating a Numbered List

• Select the Text: Highlight the text you want to convert into a numbered
list or place the cursor where you want to start.
• Go to the Home Tab: Click the Home tab in the Ribbon.
• Click the Numbering Icon: In the Paragraph group, click the Numbering
button (a "1, 2, 3" icon) to start a numbered list.
• Start Typing: Each time you press Enter, Word will automatically
generate the next number in the sequence.

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• Stop the List: Press Enter twice or click the Numbering button again to
stop the list.

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 PRINT PREVIEW AND
PRINTING A DOCUMENT
In Microsoft Word, the Print Preview features allow you to see how your
document will look on paper and then send it to a printer.
Print preview
1. Go to the File Tab:
Click on the File tab in the Ribbon to open the Backstage view.
2. Select Print:
• From the left-hand menu, click on Print.
• The Print Preview will automatically appear on the right side of the
screen.
3. Preview Your Document:
• In the Print Preview area, you can scroll through your document to
check how it will look when printed.
• You can also zoom in or out by adjusting the zoom control at the
bottom of the preview pane.
Print Preview consists of:
• Number of Copies: Specify how many copies you want to print in the
Copies box.
• Printer Selection: Under Printer, select the printer you want to use from
the dropdown menu.
• Portrait or Landscape Orientation: Click on Portrait Orientation or
Landscape Orientation to adjust the layout.
• Margins: Adjust the margins by selecting from Normal, Narrow,
Moderate, or Custom Margins.
• Paper Size: Select your preferred paper size (e.g., Letter, A4) from the
Paper Size dropdown.
• Page Range: Under Settings, you can print all pages, current page, or
specific page ranges (e.g., 1-3, 5).
Printing a document

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1. Go to the File Tab:
Click on the File tab in the Ribbon.
2. Select Print:
From the left-hand menu, click on Print to bring up the Print Preview and
print settings.
3. Adjust Print Settings:
Select the printer, adjust the number of copies, and set any other
preferences as described in the Print Preview section.
4. Click Print:
Once you are satisfied with the settings and preview, click the Print
button at the top of the Print screen to start printing.

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 MAIL MERGE
Mail Merge in Microsoft Word is a powerful feature that allows you to create a
large number of personalized documents, such as letters, envelopes, labels, or
emails, by combining a document with a data source (like an Excel
spreadsheet or an Outlook contact list). With Mail Merge, you can generate
customized versions of a document without having to manually adjust each
one.
Creating mail merge:

1. Set Up the Main Document

1. Open a Blank Document or Existing Template:

a. Open Microsoft Word, and either create a new blank document
or use an existing template (such as a form letter or label
layout).
2. Go to the Mailings Tab:
a. Click on the Mailings tab in the Ribbon.
3. Select Start Mail Merge:
a. In the Mailings tab, click on Start Mail Merge and choose the
type of document you want to create:
i. Letters (most common),
ii. E-Mail Messages (for emails),
iii. Envelopes,
iv. Labels,
v. or Directory (to create a catalog or list).

2. Connect to a Data Source

1. Click on Select Recipients:

a. In the Mailings tab, click Select Recipients.
2. Choose Your Data Source:
a. Type a New List: If you don’t already have a data source,
choose this option to create a new list.
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 b. Use an Existing List: If you have a file (e.g., an Excel file),
choose this option, then browse and select the file.
c. Choose from Outlook Contacts: Use your Outlook contacts as
the data source.

For Excel Data Source:

• If using an Excel spreadsheet, ensure that:

o The first row contains headers (such as "Name," "Address,"
etc.).
o The spreadsheet contains the data you want to merge.
3. Refine Recipient List:
a. After selecting the data source, a dialog box may appear
showing your list.
b. You can choose to sort, filter, or exclude specific recipients
from the merge.

3. Insert Merge Fields

Merge fields are placeholders that tell Word where to insert information
from the data source (e.g., where to insert a recipient’s name or address).

1. Place the Cursor:

a. Position the cursor in the document where you want the
personalized information to appear (e.g., before a greeting).
2. Insert Merge Fields:
a. In the Mailings tab, click Insert Merge Field, then choose the
field (e.g., First Name, Last Name, Address, etc.) from your
data source that you want to insert.
3. Add Additional Fields:
a. Continue inserting fields as needed (e.g., for the address block
or salutation).
4. Use Predefined Blocks:
a. Address Block: Automatically formats an address using fields
like name, street, city, etc. Select Address Block from the
Mailings tab.
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 b. Greeting Line: For personalized greetings (e.g., "Dear Mr.
Smith"), select Greeting Line from the Mailings tab.

4. Preview the Mail Merge

Before finalizing the merge, you can preview how the data from your data
source will appear in the document.

1. Click on Preview Results:

a. In the Mailings tab, click Preview Results.
2. Navigate Through Recipients:
a. Use the navigation arrows to scroll through the different
recipients and ensure that the data is being merged correctly.

5. Complete the Mail Merge

Once you are satisfied with the preview, you can complete the mail merge
and generate the final output.

1. Click on Finish & Merge:

a. In the Mailings tab, click Finish & Merge.
2. Choose an Output Option:
a. Edit Individual Documents: Merge the data into a new
document where you can review and make edits to individual
letters.
b. Print Documents: Send the merged letters directly to the
printer.

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 BOOKMARKS
Bookmarks in Microsoft Word are a useful feature that allows
you to mark specific locations or sections in a document so that
you can quickly find and reference them later. You can use
bookmarks to navigate large documents, reference important
sections, or link to different parts of the document.

Inserting a Bookmark

1. Select the Text or Location:

a. Place your cursor at the location in the document where
you want to insert a bookmark, or select the text you
want to bookmark.
2. Go to the Insert Tab:
a. Click on the Insert tab in the Ribbon.
3. Click on Bookmark:
a. In the Links group, click the Bookmark button. A
Bookmark dialog box will appear.
4. Name the Bookmark:
a. .Enter a name for the bookmark in the Bookmark name
field. Bookmark names must begin with a letter, can
contain numbers, but cannot include spaces
5. Click Add:
a. After naming your bookmark, click the Add button. Word
will now create the bookmark at the selected location.

Navigating to a Bookmark

After creating a bookmark, you can quickly jump to it using the

following steps:
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1. Go to the Insert Tab:
a. Click on the Insert tab in the Ribbon.
2. Click Bookmark:
a. In the Links group, click the Bookmark button to open
the Bookmark dialog box.
3. Select a Bookmark:
a. In the dialog box, you'll see a list of bookmarks you've
created in the document.
b. Select the bookmark you want to navigate to.
4. Click Go To:
a. After selecting the bookmark, click Go To. Word will take
you to the location of the selected bookmark.

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 RESUME
Damanpreet Singh
Phone Number: 9888290953
Email: daman.0604@gmail
Address: 109-8 Model Town, Jalandhar,Punjab

Objective
Motivated and detail-oriented student, currently pursuing a degree at D.A.V
College, Jalandhar, seeking to leverage strong academic background and
hands-on skills for an internship or part-time role .

Qualification
Year Qualification Institute Percentage
Pursuing B.com(FS) G.N.D.U -
2024 12th C.B.S.E 92
2022 10th C.B.S.E 90

Languages Know
Hindi,English,Punjabi

Software Known
• MS Word
• MS Excel
• MS PowerPoint

Interests
Cricket, listening music

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59
 INTRODUCTION TO
SPREADSHEET
A spreadsheet is a software tool used to organize, analyze, and
store data in a tabular format. It consists of a grid made up of
rows and columns where each intersection forms a cell.
Spreadsheets are widely used for tasks such as calculations,
data management, financial analysis, and data visualization. The
most popular spreadsheet application is Microsoft Excel, though
there are others like Google Sheets and Apple Numbers.
MICROSOFT EXCEL

Microsoft Excel is a powerful spreadsheet application developed

by Microsoft, widely used for data organization, analysis, and
visualization. It is part of the Microsoft Office suite and is one of
the most popular tools for managing and manipulating numerical
and textual data in various fields, such as business, finance,
education, and research.

Key Components of Excel:

1. Cells: The basic unit in a spreadsheet where data is entered.

Each cell is identified by a combination of its column letter
and row number (e.g., A1, B2).
2. Rows: Horizontal lines of cells, labeled numerically (1, 2,
3...).
3. Columns: Vertical lines of cells, labeled alphabetically (A, B,
C...).

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 4. Worksheets: A single sheet in a spreadsheet file. Multiple
worksheets can exist within a workbook

Common Uses of Spreadsheets:

• Data Entry
• Calculations
• Data Analysis
• Financial Management
• Graphs and Charts
• Sorting and Filtering

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62
 ENTERING AND EDITING
DATA IN MS EXCEL
Entering and Editing Data in Microsoft Excel is one of the
most basic yet essential tasks for working with spreadsheets. You
can input numbers, text, formulas, and dates, then edit or format
them as needed.

Entering Data in Excel

1. Select a Cell:
a. Click on the cell where you want to enter data. The
selected cell will be highlighted with a thick border.
2. Type the Data:
a. Type in the data you want to input (e.g., numbers, text,
dates).
b. Press Enter to confirm and move to the cell below, or
press Tab to move to the next cell in the row.
3. AutoFill:
a. After entering data, you can drag the small square at the
bottom-right corner of the selected cell to fill the
adjacent cells with similar data

Editing Data in Excel

1. Direct Cell Editing:

a. Double-click on the cell containing the data you want to
edit. The cursor will appear inside the cell, allowing you
to make changes.
b. After making the changes, press Enter to confirm.
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 2. Edit via the Formula Bar:
a. Select the cell, then click in the Formula Bar (located
just above the worksheet grid).
b. Modify the content, and press Enter to apply the
changes.
3. Replace Entire Content:
a. Click on the cell and start typing new data. The old data
will be replaced automatically when you press Enter.

Deleting Data:

• Clear Cell Contents: Select the cell and press the Delete
key on your keyboard.
• Clear Multiple Cells: Select a range of cells (by dragging
your cursor or using Shift/Ctrl) and press Delete to clear
them.

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65
 MOVING AROUND
WORKSHEET
Moving around a worksheet in Microsoft Excel efficiently is
essential for navigating and working with large datasets. Excel
provides several methods to quickly move between cells, rows,
and columns within a worksheet.

1.Using the Arrow Keys:

• Up Arrow: Moves one cell up.

• Down Arrow: Moves one cell down.
• Left Arrow: Moves one cell left.
• Right Arrow: Moves one cell right.

2. Using the Mouse:

• Click on a Cell: Simply click on any cell to move the active

cell to that location.
• Scroll Bars: Use the vertical and horizontal scroll bars on the
right and bottom of the window to navigate through the
worksheet.

3. Using the Scroll Wheel:

• If you have a mouse with a scroll wheel, you can:

o Scroll Up or Down: Move vertically through the
worksheet.
o Hold Shift + Scroll: This allows you to scroll horizontally.

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4. Navigating Large Sections Quickly:

• Ctrl + Arrow Keys:

o Press Ctrl + Right Arrow to jump to the farthest right cell
with data.
o Press Ctrl + Left Arrow to move to the farthest left cell
with data.
o Press Ctrl + Down Arrow to move to the farthest row
with data.
o Press Ctrl + Up Arrow to move to the topmost cell with
data.
• End + Arrow Keys:
o Press End, then an arrow key to jump to the last used
cell in a row or column.

5. Navigating to the Beginning or End of a Worksheet:

• Ctrl + Home: Moves the cursor to the first cell in the

worksheet (A1).
• Ctrl + End: Moves the cursor to the last used cell in the
worksheet

6. Jump to a Specific Cell:

• Name Box: Type the cell reference into the Name Box and
press Enter. Excel will immediately move to that cell.

7. Using Page Up and Page Down:

• Page Down: Moves down one screenful of data.

• Page Up: Moves up one screenful of data.
• Alt + Page Down: Moves one screen to the right.

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FORMATTING WORKSHEET
Formatting a worksheet in Microsoft Excel enhances the
readability and presentation of data, making it easier to analyze
and understand. Excel provides various formatting tools to
customize the appearance of cells, text, numbers, and the overall
worksheet layout

1.Cell Formatting

You can format cells to control how text, numbers, and data are
displayed.

• Font Formatting:
o Select the cell or range of cells.
o Use the options in the Home tab under the Font group to
change the font, size, color, bold, italics, underline, and
other text properties.
• Text Alignment:
o You can align text horizontally and vertically within a
cell.
o In the Home tab, under the Alignment group, use the
Align Left, Center, Align Right, Top Align, Middle Align,
and Bottom Align buttons.
o You can also use Wrap Text to display long text on
multiple lines within a cell.
• Cell Borders and Shading:
o To apply borders: Select cells, go to the Home tab, click
the Borders button, and choose the desired border style.

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 o To apply shading: Select cells, go to the Home tab, click
the Fill Color button, and choose a background color for
the cells.
Number Formatting:
o Select the cell or range of cells.
o Go to the Home tab and, in the Number group, select a
format like Currency, Percentage, Number, or click More
Number Formats for additional options.
2.Column and Row Formatting

• Resizing Columns and Rows:

o To adjust the width of a column or the height of a row,
click and drag the boundary line between the column or
row headers.
o You can also double-click the boundary to auto-fit the
content of the column or row.
• Merge and Center:
o To combine multiple cells into one and center the
content, select the cells, go to the Home tab, and click
Merge & Center.
• Text Orientation:
o You can rotate the text within a cell by selecting the cell,
going to the Home tab, and clicking the Orientation
button under the Alignment group.

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 INSERTING A WORKSHEET
Inserting a Worksheet in Microsoft Excel is a simple but
important task when working with multiple sheets in a workbook.
Excel allows you to add new worksheets to organize data,
perform calculations, or separate different sets of information.

1.Using the Plus (+) Button

• At the bottom of the Excel window, next to the existing

worksheet tabs , there is a "+" button.
• Click the "+" button, and a new worksheet will be inserted
automatically. It will be named "SheetX" depending on the
number of sheets you already have.

2. Using the Ribbon

• Go to the Home tab on the ribbon.

• In the Cells group, click the Insert dropdown.
• From the dropdown, select Insert Sheet.
• A new worksheet will appear, and you can rename it as
needed.

3. Using a Keyboard Shortcut

• You can quickly insert a new worksheet by using the

shortcut:
o Shift + F11: This instantly inserts a new worksheet
before the currently active one.

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4. Right-Click Method

• Right-click on any of the worksheet tabs at the bottom of the

screen.
• Select Insert from the context menu.
• In the Insert dialog box, select Worksheet, then click OK.
• A new worksheet will be added to your workbook.

5. Renaming the Worksheet

• After inserting a new worksheet, you can rename it by:

o Double-clicking the tab name , and typing in a new
name.
o Press Enter to confirm the new name.

6. Rearranging Worksheets

• You can drag and drop worksheet tabs to rearrange them.

o Click and hold the tab you want to move.
o Drag it to the desired location and release the mouse
button.

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 FORMULA
Formulas in Microsoft Excel are one of its most powerful
features, allowing users to perform calculations, analyze data,
and automate tasks. Excel formulas can range from simple
arithmetic calculations to complex functions involving multiple
cells and operations.
• Formula Structure: All formulas in Excel start with an equal
sign ( = ).
• Cell References: Formulas typically reference the contents
of other cells (e.g., A1, B2, etc.).
• Operators: Formulas can include mathematical operators
such as:
• Addition (+): =A1 + B1
• Subtraction (−): =A1 - B1
• Multiplication (*): =A1 * B1
• Division (/): =A1 / B1

Entering a Formula

To enter a formula:

1. Select the cell where you want the result.

2. Type the equal sign ( = ), followed by the formula .
3. Press Enter to display the result.

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75
 WORKING WITH GRAPHS
AND CHARTS
Working with Graphs and Charts in Microsoft Excel allows
you to visually represent data, making it easier to understand and
analyze. Excel provides a variety of chart types that you can
customize to meet your needs, ranging from simple bar charts to
complex combinations of charts.

Inserting Charts in Excel

1. Select Your Data: Highlight the range of data you want to

visualize in the chart
a. For example, to create a chart from the data in cells A1,
select A1
1. Go to the Insert Tab:
b. Click on the Insert tab in the Ribbon.
2. Choose a Chart Type:
a. In the Charts group, select the type of chart you want to
create. Common chart types include:
i. Column or Bar Chart: Great for comparing
categories.
ii. Line Chart: Useful for showing trends over time.
iii. Pie Chart: Represents data as parts of a whole.
iv. Scatter (XY) Chart: Shows relationships between
two variables.
v. Area Chart: Displays data as filled areas.
vi. Combo Chart: Combines different types of charts

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 3. Insert the Chart: After selecting the chart type, Excel will
insert the chart based on your selected data.

Customizing Charts

Once the chart is inserted, you can customize its appearance and
functionality to make it more informative and visually appealing.

Editing Chart Elements:

1. Select the Chart: Click on the chart to activate it.

2. Chart Elements Button: Click the + button to toggle chart
elements such as:
a. Axes: Show or hide the horizontal and vertical axes.
b. Axis Titles: Add titles to the axes.
c. Chart Title: Add or edit the chart’s title.
d. Data Labels: Display the actual values from your data
on the chart.
e. Legend: Display a key that explains what different
colors or patterns represent in the chart.
f. Gridlines: Add or remove gridlines for better readability.

Changing the Chart Type:

• You can change the chart type after it has been created:
o Right-click on the chart and select Change Chart Type.
o Choose a new chart type from the list, and click OK to
apply it.

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 FUNCTIONS IN MS EXCEL
Microsoft Word provides several built-in functions and features
that enhance productivity and enable users to create professional
documents with ease. While it’s primarily a word processing tool,
it also includes functions related to formatting, data manipulation,
and automation.

1.Mathematical Functions

• SUM: Adds all the numbers in a range.

o Example: =SUM(A1:A10) adds all values from A1 to
A10.
• AVERAGE: Calculates the average of a set of numbers.
o Example: =AVERAGE(B1:B10) computes the average of
values from B1 to B10.
• MIN: Returns the smallest value in a set.
o Example: =MIN(C1:C10) gives the minimum value from
C1 to C10.
• MAX: Returns the largest value in a set.
o Example: =MAX(D1:D10) gives the maximum value
from D1 to D10.
• COUNT: Counts the number of cells that contain numbers.
o Example: =COUNT(E1:E10) counts all numeric entries in
the range E1 to E10.
• PRODUCT: Multiplies all the numbers given as arguments.
o Example: =PRODUCT(F1:F10) multiplies all values from
F1 to F10.

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2. Statistical Functions

• MEDIAN: Returns the median of a set of numbers.

o Example: =MEDIAN(G1:G10) calculates the median of
values from G1 to G10.
• MODE: Returns the most frequently occurring value in a data
set.
o Example: =MODE(H1:H10) returns the mode of the
values in H1 to H10.
• STDEV: Estimates the standard deviation based on a
sample.
o Example: =STDEV(I1:I10) calculates the standard
deviation of a sample from I1 to I10.
• VAR: Calculates the variance based on a sample.
o Example: =VAR(J1:J10) computes the variance for the
data in J1 to J10.
• COUNTIF: Counts the number of cells that meet a specified
condition.
o Example: =COUNTIF(K1:K10, ">50") counts cells in
K1 to K10 that are greater than 50.

3. Logical Functions

• IF: Performs a logical test and returns one value for TRUE
and another for FALSE.
o Example: =IF(L1>100, "High", "Low") returns
"High" if L1 is greater than 100, otherwise "Low".
• AND: Returns TRUE if all arguments are TRUE.
o Example: =AND(M1>0, M1<100) checks if M1 is
between 0 and 100.
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 • OR: Returns TRUE if any argument is TRUE.
o Example: =OR(N1="Yes", N1="No") returns TRUE if
N1 is either "Yes" or "No".
• NOT: Reverses the logic of its argument.
o Example: =NOT(O1>50) returns TRUE if O1 is not
greater than 50.

4. Date and Time Functions

• TODAY: Returns the current date.

o Example: =TODAY() returns today’s date.
• NOW: Returns the current date and time.
o Example: =NOW() returns the current date and time.
• DATEDIF: Calculates the difference between two dates.
o Example: =DATEDIF(P1, Q1, "D") returns the number
of days between the dates in P1 and Q1.
• EDATE: Returns the date that is a specified number of
months before or after a start date.
o Example: =EDATE(R1, 3) returns the date that is three
months after the date in R1.
• YEAR: Extracts the year from a date.
o Example: =YEAR(S1) returns the year from the date in
S1.

5. String Functions

• CONCATENATE (or CONCAT): Joins two or more text

strings into one string.

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 o Example: =CONCATENATE(T1, " ", U1) joins the
contents of T1 and U1 with a space in between.
• LEFT: Returns the first characters in a text string based on
the number of characters specified.
o Example: =LEFT(V1, 5) returns the first five characters
from the text in V1.
• RIGHT: Returns the last characters in a text string based on
the number of characters specified.
o Example: =RIGHT(W1, 3) returns the last three
characters from the text in W1.
• MID: Returns a specific number of characters from a text
string, starting at the position you specify.
o Example: =MID(X1, 2, 4) returns four characters from
the text in X1, starting at the second character.
• LEN: Returns the length of a text string.
o Example: =LEN(Y1) returns the number of characters in
the text in Y1.
6. Financial Functions
• PMT: Calculates the payment for a loan based on constant
payments and a constant interest rate.
o Example: =PMT(5%/12, 60, -10000) calculates the
monthly payment for a loan of $10,000 over 60 months
at an annual interest rate of 5%.
• FV: Calculates the future value of an investment based on
periodic, constant payments and a constant interest rate.
o Example: =FV(5%/12, 60, -200, 0) calculates the
future value of an investment with monthly payments of
$200 over 60 months at an annual interest rate of 5%.

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• NPV: Calculates the net present value of an investment
based on a discount rate and a series of future payments
(negative values) and income (positive values).
o Example: =NPV(5%, A1:A5) calculates the NPV of the
cash flows listed in cells A1 to A5 at a discount rate of
5%.
• IRR: Calculates the internal rate of return for a series of cash
flows.
o Example: =IRR(A1:A5) returns the internal rate of
return for the cash flows in cells A1 to A5.

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83
 INTRODUCTION TO
PRESENTATION
A presentation is a structured means of communicating
information, ideas, or concepts to an audience. It typically
involves the use of visual aids, such as slides, graphics, or
videos, to enhance the delivery and understanding of the content.

Key Components of a Presentation

1. Content: The core message or information you want to

convey. This includes facts, data, ideas, and arguments
relevant to your topic.
2. Structure: A well-organized presentation typically follows a
clear structure:
a. Introduction: Introduces the topic, outlines objectives,
and engages the audience.
b. Body: Presents the main points, supported by evidence,
examples, and visuals.
c. Conclusion: Summarizes key points, reinforces the
main message, and may include a call to action.
3. Visual Aids: Tools like slides, charts, images, and videos
that complement the spoken message and help illustrate
points.

MICROSOFT POWERPOINT

Microsoft PowerPoint is a powerful presentation software that is

widely used for creating slideshows for various purposes, such as

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business presentations, educational lectures, and personal
projects.

Features of PowerPoint

1.User Interface

• Ribbon Interface: Provides easy access to various tools and

commands organized into tabs
• Slide Navigation Pane: Allows users to easily navigate
through slides in a presentation.

2. Slide Creation and Management

• Slide Layouts: Offers multiple pre-defined layouts to choose

from.
• Duplicate Slides: Quickly create copies of existing slides for
reuse.
• Custom Slide Sizes: Users can set custom dimensions for
slides based on specific needs.

3. Templates and Themes

• Built-in Templates: Provides a variety of professional

templates to give presentations a polished look.

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 CREATING A NEW
PRESENTATION
PowerPoint fills are called presentations. When you start a new project in
PowerPoint, you will need to create a new presentation.
A PowerPoint presentation consists of one or more slides where each
slide can display text and graphics. Creating a presentation means
adding slides and typing text and pasting graphics on each slide.
A slide layout contains placeholders, such as text, chart, table, or graphic
where you can enter text or insert elements. When you create a new
slide, you can apply a standard layout or a custom layout of your own
design. You can also apply a layout to an existing slide at any time.

Presentation can be created in different ways

• Creating blank presentation
• Creating a presentation using design Template

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87
 CREATING A BLANK
PRESENTATION
When you start PowerPoint, the program loads a blank
presentation that you can modify later on.
To create a New Blank presentation:

1. In PowerPoint, click the File Tab

2. Click New. PowerPoint displays different templates you can
choose.
3. Click Blank Presentation and then click Create.
PowerPoint displays a blank slide with a title and subtitle
box.
To Enter title and subtitle:

1. Click on “Click to add title” section of the slide and enter the
slide title.
2. Click on “Click to add subtitle” section of the slide and enter
the desired text.

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89
 CREATING A
PRESENTATION USING
DESIGN TEMPLATE
A PowerPoint template is a pattern or blueprint of a slide or
group of slides. Templates can contain
layouts,colors,fonts,effects,background styles, and even
content.PowerPoint offers a variety of design templates to make it
easy to create an attractive presentation. These templates come
in a variety of colors and styles. You can apply a design to
existing slides or begin a new presentation with a template.
To Create a New presentation using Design Template:
1. In Power\Point, click the File Tab, and then click New.
2. Under Available Templates and themes, do one of the
following
• To reuse a template that you have recently used, click
Recent Templates
• To use a template that you installed to your local drive
previously, click My Templates, click the template that you
want, and then click OK.
• Under Office.com Templates, click a template category,
select a template, and then click Download to download
the template to your local drive.
• When you find the template that you want, click it to see
the details, and then click Create.

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 WORKING WITH SLIDES
Working with slides in Microsoft PowerPoint involves various
tasks such as adding, organizing, and modifying slides to create
a cohesive presentation.

Creating New Slides

• Insert New Slide:

o Go to the Home tab.
o Click on the New Slide button in the Slides group.
o Select a slide layout from the dropdown menu. This
allows you to choose from various formats, such as Title
Slide, Title and Content, Two Content, etc.
o Alternatively, use the keyboard shortcut Ctrl + M
(Windows) or Cmd + M (Mac) to add a new slide.

2. Reordering Slides

• Drag and Drop:

o In the Slides Pane , click and drag a slide to the desired
position.
• Right-Click Method:
o Right-click on the slide you want to move.
o Select Cut, right-click where you want to place it, and
select Paste.

3. Deleting Slides

• Delete a Slide:
o Select the slide in the Slides Pane.

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 o Right-click and choose Delete Slide or press the Delete
key on your keyboard.

4. Duplicating Slides

• Duplicate a Slide:
o Right-click on the slide in the Slides Pane and select
Duplicate Slide.
o This creates a copy of the selected slide immediately
below it.

5. Modifying Slide Layouts

• Change Slide Layout:

o Click on the slide you want to modify.
o Go to the Home tab and click on the Layout button in the
Slides group.
o Choose a different layout from the dropdown menu to
apply to the selected slide.

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94
 SAVING A PRESENTATION
1. Saving for the First Time

• Create or Open Your Presentation: Start by either creating

a new presentation or opening an existing one that you want
to save.
• Access the Save Option:
o Click on File in the top-left corner of the window.
• Select Save As:
o If this is the first time you’re saving the presentation,
click on Save As.
• Choose a Location:
o A dialog box will open, prompting you to choose a
location on your computer or cloud storage (like
OneDrive or SharePoint).
o You can select This PC, OneDrive, or other options
listed on the left pane.
• Enter a File Name:
o Type a name for your presentation in the File name field.
• Choose a File Format
o In the Save as type dropdown menu, you can choose
different formats , PowerPoint 97-2003 Presentation
• Click Save:
o Once you’ve selected the location and entered a file
name, click the Save button.

2. Saving Updates to an Existing Presentation

• Regularly Save Your Work:

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 o If you are making changes to an already saved
presentation, you can quickly save updates by:
▪ Clicking on the Save icon in the Quick Access
Toolbar.
▪ Or you can press Ctrl + S (Windows) or Cmd + S
(Mac) on your keyboard.

3. Saving to a Different Location or Format

• Save As Different Format:

▪ If you want to save your presentation in a different
format Go to File > Save As.
▪ Choose the desired location.
▪ Select the format from the Save as type dropdown.
▪ Click Save.
• Save a Copy:
o If you want to create a copy of the presentation while
keeping the original:
▪ Click File > Save As.
▪ Choose a new location or name, and click Save.

4. AutoSave Feature

• AutoSave
o If you’re using Office 365 and have your presentation
saved on OneDrive or SharePoint, ensure the AutoSave
feature is turned on. This saves your changes
automatically.

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97
OPENING A PRESENTATION
1. Access the Open Option

• Home Screen:
o When PowerPoint opens, you will typically see a home
screen with options to create a new presentation or
open an existing one.
• Click on Open:
o If you see a list of recent presentations, you can click on
any of them to open it directly.
o If you want to browse for a presentation, click on the
Open option located on the left sidebar.

2. Open a Presentation from Your Computer

• Choose Browse:
o In the Open menu, you can select Browse to locate a
presentation saved on your computer.
• Navigate to Your File:
o A dialog box will appear. Use it to navigate to the folder
where your presentation is saved.
o You can also use the left pane to access common
locations like Documents, Desktop, or any external
drives.
• Select the File:
o Once you find your presentation file, click on it to
highlight it.

3. Open the Presentation

• Click Open:
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 o After selecting your file, click the Open button in the
dialog box.
• File Types: Ensure that the file you are opening is in a
compatible format, such as:
o PowerPoint Presentation (*.pptx)

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 PRESENTATION VIEWS
Microsoft PowerPoint offers several presentation views to help
you create, edit, and deliver your presentations effectively.

Normal View

• This is the default view where you create and edit your
presentation. It includes the slide pane on the left, the main
slide area in the center, and the notes section at the bottom.

Slide Sorter View

• In this view, you can see all your slides as thumbnails,

making it easy to rearrange or organize them.

Reading View

• This view allows you to view your presentation in a more

simplified format, simulating how it will appear during a
slideshow. It does not cover the entire screen.

Slide Show View

• This view is used for presenting your slides to an audience. It

displays slides full screen and hides all editing tools.

Notes Page View

• This view displays a single slide along with its associated

speaker notes. It allows you to format and edit your notes for
each slide.

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Outline View

• This view shows a text-based outline of your presentation,

focusing on the titles and main content of each slide.

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