Start Button The Start Button is located on the bottom-left corner of the Windows desktop and is used to access

programs,
settings, files, and shut down or restart the computer.
Icon A small graphical symbol that represents a program, file, or function on the screen.
Folder A virtual container used to organize and store files and other folders on a computer.
Cursor A blinking line or arrow on the screen that shows where your next action or typing will happen.
Task Bar A bar at the bottom of the screen (in Windows) that shows open applications and includes the Start menu and system
tray.
Microsoft Word (Word Processing)
Word processing is the act of creating, editing, formatting, and printing text documents using a computer software called a
word processor.
A word processor is a computer program that provides tools for typing, editing, and formatting written content. The most
popular example of a word processor is Microsoft Word.
Types of Bars
1. Title Bar – Shows the name of the document and the application.
2. Menu Bar – Provides drop-down menus with various commands (older versions).
3. Ribbon – Displays tabs with grouped tools and commands for document editing.
4. Quick Access Toolbar – Offers shortcuts to frequently used commands like Save and Undo.
5. Status Bar – Displays information such as page number, word count, and zoom level.
6. Scroll Bar – Allows users to move up, down, left, or right through the document.
7. Formatting Toolbar – Provides text formatting options like font size, style, and alignment (older
versions).

Text Formatting Features

Bold (Ctrl + B) Makes selected text thicker and darker to emphasize it.

Italic (Ctrl + I) Slants the text to the right for emphasis or style.

Underline (Ctrl + U) Adds a line below the text to highlight it.

Font Type Changes the design or style of the text (e.g., Arial, Times New Roman).

Font Size Adjusts the size of the text to make it larger or smaller.

Font Color Changes the color of the text for visual effect.

Highlight Adds a background color to text, like using a marker.

Strikethrough Draws a line through the text to indicate deletion or correction.
Subscript Makes text smaller and lowers it below the line (e.g., H₂O).
Superscript Makes text smaller and raises it above the line (e.g., x²).
Change Case Changes the letter case (e.g., UPPERCASE, lowercase, Capitalize Each Word).
Text Alignment Aligns text to the left, center, right, or justified.
 Line Spacing Adjusts the space between lines of text.

Paragraph Spacing Changes space before and after paragraphs.

Bullets Creates unordered lists with symbols.

Numbering Creates ordered lists using numbers.

Indentation Moves text in from the margin for structured layout.

Clear Formatting Removes all formatting and returns text to default style.
Types of Text Alignment
1. Left Alignment – Aligns text to the left margin, leaving the right edge
2. Center Alignment – Centers the text between the left and right margins
3. Right Alignment – Aligns text to the right margin
4. Justify Alignment – Aligns text evenly between both left and right margins
Types of Indentation
1. Left Indent – Moves the entire paragraph inward from the left margin.
2. Right Indent – Moves the entire paragraph inward from the right margin.
3. First Line Indent – Indents only the first line of a paragraph
4. Hanging Indent – Indents all lines except the first
 Copy (Ctrl + C) – Makes a duplicate of selected text or object and keeps the original.
 Paste (Ctrl + V) – Inserts copied or cut content into a new location.
 Cut (Ctrl + X) – Removes selected content from its original place and stores it for pasting.
 Undo (Ctrl + Z) – Reverses the last action or change you made.
 Redo (Ctrl + Y) – Re-applies the action that was just undone.
A page break forces content to start from the next page. It is used to control where a page ends and the next begins.
Shapes are pre-drawn figures (e.g., circles, squares, arrows) that you can insert into your document for visual
enhancement.
A header is the area at the top of each page of a document, often used for titles, page numbers, or other repeating
information.
A footer is the area at the bottom of each page, commonly used for page numbers, date, or copyright information.
A chart is a graphical representation of data (e.g., bar, line, pie) that helps to present numerical information
visually.
A drop cap is a large, decorative letter that appears at the beginning of a paragraph, often used for styling in
the first letter.
A watermark is a faint image or text placed behind the content of a document, typically used to indicate the
document's status (e.g., "Confidential", "Draft").
Page color allows you to change the background color of a document's pages, adding visual appeal or meeting
branding requirements.
A border is a line or decoration that surrounds the edges of a page or paragraph, often used to highlight or
frame content.
Orientation refers to the direction in which a document is printed on a page. (Portrait & landscape)
Page size determines the dimensions of the paper on which the document will be printed, such as A4, Letter,
etc.
Columns divide the text into multiple vertical sections, which is useful for newsletters, brochures, or
magazines.
Creating Tables
A table is a grid of rows and columns used to organize and display data in an orderly fashion.
Delete Row removes an entire row from a table.
Delete Column removes an entire column from a table.
Delete Table removes the entire table from your document.
Merge Cells combines two or more selected cells into one large cell.
Split Table divides an existing table into two separate tables.
Split Cell divides one cell into multiple smaller cells.

Mail Merging
Mail merging is a process in MS Word that allows you to create personalized documents (like letters, labels,
or emails) by merging a document with a data source (e.g., an Excel spreadsheet or a database).
Main Document: This is the template document where the personalized content will be inserted, such as a
letter or email.
Data Source: This is the file (often an Excel spreadsheet) that contains the data, such as names, addresses, or
other personalized information.
Merge Fields: These are placeholders in the main document (e.g., <<FirstName>>, <<Address>>) that are
replaced with actual data from the data source.
Merge: The process of combining the main document with the data source to create personalized copies of the
document.

MS Excel (Spreadsheet)

A spreadsheet in Microsoft Excel is a digital document made up of rows and columns that helps you
organize, calculate, analyze, and visualize data.
Rows go horizontally and are numbered (1, 2, 3, …).
Columns go vertically and are labeled with letters (A, B, C, …).
Cells are the individual boxes (e.g., A1, B2) where you can enter data.
What Can You Do in Excel?
 Enter data like numbers, text, dates.
 Perform calculations using formulas (e.g., =SUM(A1:A5) adds values from A1 to A5).
 Create charts and graphs to visualize your data.
 Sort and filter data to find what you need easily.
 Use functions like AVERAGE, IF, VLOOKUP, and many more.
 Automate tasks using macros (advanced use).

Cell reference: location of cells indicated by set of coordinates. e.g. A1 refers to the cell in Column A, Row 1.
If you write =A1 + B1, Excel will take the value in A1, add it to the value in B1, and give you the result.
A formula is an equation you enter in a cell to do math or work with data.
 Always starts with an = sign.
 Example: =A1 + B1 adds values in A1 and B1. (*, /, -)
A function is a predefined formula in Excel. (sum, average, if, max, min)

Common Formulas
=SUM(A1:A5) – Adds up values in cells A1 through A5.
=AVERAGE(B1:B5) – Calculates the average.
=MIN(C1:C5) / =MAX(C1:C5) – Finds the smallest/largest value.
=IF(A1>10, "Yes", "No") – If A1 is greater than 10, return “Yes”, otherwise “No”.
=AND(A1>0, B1<10) – Returns TRUE if both conditions are true.
=OR(A1>10, B1<5) – TRUE if at least one condition is true.
=TODAY() – Returns current date.
=COUNT(A1:A10) – Counts cells with numbers.
=RANK(H2,$H$2:$G$6) – Ranks a number within a list.
=POWER(CE,6) – Returns results of number raised to a certain number.
AutoSum is the quickest way to add numbers in Excel.
🟡 What it does: Automatically creates a formula like =SUM(A1:A5).
The SUBTOTAL function gives you more flexibility—you can choose what kind of calculation to do (like
sum, average, count, etc.), and it ignores hidden rows (useful for filtered data).

Merge and Centre combines multiple cells into one larger cell, and then centres the text inside that new
cell.
Merge Across – Merges cells in each row separately.
Merge Cells – Just merges cells (doesn’t center).
Unmerge Cells – Splits them back to individual cells.

Orientation controls the direction or angle of the text in a cell.

Sorting: Used to arrange data in a specific order.
Filtering: Used to display only specific data that meets certain criteria.
Charts: Charts help visualize your data.
📌 Common Types:
 Column/Bar Chart – Compare values
 Line Chart – Show trends over time
 Pie Chart – Show parts of a whole
 Scatter Plot – Show relationships between data

The legend tells you what each color or symbol in a chart represents.
Data labels show the actual values on the chart (e.g., numbers on top of bars).
Axes are the lines that define the scale of your chart: (X & Y)
Group and Ungroup: Used to organize large data sets—especially useful in pivot tables or outlines.