MS OFFICE

Introduction to MS- Office

 Microsoft Office or Ms- Office is software which was developed by Microsoft in

1990.
 MS- Office helps to simplify basic office tasks and even helps in improving the
work productivity.
 Each and every application is designed to address a specific task like word
Processing, data management, making presentation and even much more.
Why there is need to learn MS- Office
 It is proving to be very useful tool that is widely used in various sectors like in
 office, industries, schools and even in home to organize, manage and present
Information.
 It helps to become more productive and confident.
 It is used in most administrative positions regardless of industry.
MS Office Applications & its Functions

different applications of Ms- Office.

1. Ms- Word

 Ms- Word was first released on October 25th, 1983.

 The extension for Ms- Word doc file is “.doc”.
 Ms- Word is mostly useful in creating text documents.
 With this even template can be created for professional use with the help of MSWord.
 Animations, images, colors and work art can be added along with the text in the same
field which is downloadable in form of a document.

2. MS Excel

 Microsoft Excel or Ms- Excel is majorly used for making spreadsheets

 This excel spreadsheet consists of grids in the form of rows and columns which is easy
to manage and can be used as a replacement for paper.
 It is a data processing application.
 Large data can easily be managed and saved in tabular format using MS Excel.
 Calculations can be done based on the large amount of data entered into the cells of a
spreadsheet within seconds
 File extension, when saved in the computer, is “.xls”

3. MS PowerPoint

 Ms- PowerPoint was released on April 20, 1987

 It is used to create audiovisual presentations.
 The extension for power point presentations is “.ppt”.
  Each slide may contain audio, video, graphics, text, bullet numbering, tables etc.
 Using PowerPoint, presentations can be made more in an interactive way.

4. MS Access

 MS Access was released on November 13, 1992

 It is Database Management Software (DBMS)
 In MS Access table, queries, forms and reports can be created
 Data import and export into other formats can be done
 The file extension is “.accdb”

5. MS Outlook

 Ms Outlook was released on January 16, 1997

 It is used as personal information management system
 It can be used both as a single-user application or multi-user software
 Its functions also include task managing, calendaring, contact managing, journal
logging and web browsing.
 Ms Outlook is the email client of the Office Suite
 The file extension for an Outlook file is “.pst”

6. MS OneNote

 Ms OneNote was released on November 19, 2003

 It is working as a note-taking application.
 This note may include images, text, tables, etc.
 The extension for OneNote files is “.one”

Microsoft Office Versions

When Ms Office suite was first released, it was entirely designed for the usage in computer
systems but later with time the Office suite got elaborated for use in Laptops, Tablets and
Mobile phones.

Introduction to MS- Word

 Nowadays MS Word is considered to be the most popular word processing software.
 It was initially considered to be essentially a computerized version of the standard
typewriter.
 However, the computer adds features which whomsoever may never dreamed of
having like spell check, the ability to save and store documents, copy and paste
functions, the ability to add images and shapes to documents, and many more.
 An electronic document that is created by Ms Word can be delivered in seconds when
it is attached to an email.
  Accuracy and faster typing are the benefits of using Ms Word.
 In short It is word processing software.
 Ms Word performs various tasks such as it use to create, edit, print, and share
professional-looking documents such as applications, forms, templates, business
cards, letters, paper, reports, and booklets.
 Ms Word is a word processing application that runs on a personal desktop, laptop or
mobile computing device.

Microsoft Word is a powerful word processing application with a wide range of

features. Here are some of the key features:

1. Text Formatting

 Font styles, sizes, and colors

 Bold, italic, underline
 Paragraph alignment, line spacing, and indentation

2. Templates

 Built-in templates for resumes, letters, reports, etc.

 Custom template creation

3. Spell Check and Grammar

 Automatic spelling and grammar checking

 Suggestions for corrections and clarity

4. Styles and Themes

 Predefined styles for headings, titles, and text

 Document themes for consistent design

5. Tables and Charts

 Insert and customize tables

 Create and edit charts (bar, pie, line, etc.)

6. Images and Graphics

 Insert images, shapes, icons, and SmartArt

 Picture formatting and layout options

7. Collaboration Tools

 Real-time co-authoring (with OneDrive or SharePoint)

 Track changes and comments for review

8. Page Layout
  Margins, orientation, size
 Headers, footers, and page numbers

9. References and Citations

 Table of contents
 Footnotes and endnotes
 Bibliography and citation tools

10. Mail Merge

 Create personalized letters, envelopes, or labels using a data source

11. Security

 Document protection with passwords

 Restrict editing and access

12. Saving and Exporting

 Save in multiple formats (DOCX, PDF, TXT)

 Integration with One Drive, SharePoint, and other cloud services

Introduction to Excel
 Microsoft Excel is a general-purpose electronic spreadsheet used to organize,
calculate, and analyze data.
 Microsoft developed a competing spreadsheet, and the first version of Excel was
released in 1985 for Apple Inc.'s Macintosh computer.
 File extension, when saved in the computer, is “.xls”
 It is an electronic spreadsheet program that can be used for storing, organizing and
manipulating data.
 It features calculation, graphing tools, pivot tables and a macro programming
language.
 It is a very widely applied spreadsheet
 Excel is a convenient program because it allows user to create large spreadsheets,
reference information, and it allows for better storage of information.
 Microsoft excel consists of workbooks. Within each workbook, there is an infinite
number of worksheets.
 Each worksheet contains Columns and Rows.
 Where a column and a row intersect is called a cell. For e.g. cell D5 is located where
column D and row 5 meet.
Features of Excel

 It allows organization, tabulation, search, and exploration of data of large sizes.

 It allows the design of professionally looking charts 3-D effects, shadowing,
transparency.
 Data can be filtered and sorted.
 Formatting of spreadsheet allows changing the font color, and font style.Mastering MS
Office 78 Based on the values entered in different cells in the spreadsheet, formulas
can be defined, which automatically perform calculation.

Applications of Excel

 To mange name list of data records.

 To perform mathematical calculation easily in daily business.
 Inventory management
 Create forms and consolidate results
 Analytical tools
 Corporate budgeting

Basic Tasks in Excel

 New-to open new workbook. (ctrl+n)

 Open-to open existing document (ctrl+o)
 Save-to save a document. (ctrl+s)
 Save as-to save copy document. (f12)
 Print-to print a document. (ctrl+p)
 Prepare-to prepare document for distribution.
 Send-to send a copy of document to other people.
 Publish-to distribute document to other people.
 Close-to close a document (ctrl+w).

Introduction to PowerPoint Presentation

 PowerPoint is a presentation program that allows user to create dynamic slide
presentations.
 These presentations can include animation, narration, images, videos, and much more.
 PowerPoint is a tool user can use to communicate user ideas effectively through visual
aids that look professionally designed yet are easy to make.
Microsoft PowerPoint is a popular presentation software that offers a wide range of features
for creating professional and engaging presentations. Here are some key features:

1. Slide Templates

 Pre-designed layouts for different types of content (title, text, images, charts, etc.).
 Customizable themes with colors, fonts, and background styles.

2. Text and Image Formatting

 Rich text formatting tools (fonts, colors, alignment).

 Image editing tools (crop, resize, filters, effects).

3. Animations and Transitions

 Slide transitions (how one slide changes to another).

 Object animations (making text or images appear, move, fade, etc.).

4. Multimedia Integration

 Inserting videos, audio, and screen recordings.

 Embedding YouTube or other online media.

5. Charts and SmartArt

 Tools to create bar graphs, pie charts, line charts.

 SmartArt for flowcharts, processes, hierarchies, etc.

6. Collaboration Tools

 Co-authoring in real time via OneDrive or SharePoint.

 Commenting and version history.

7. Presenter Tools

 Presenter view with notes, timers, and upcoming slides.

 Laser pointer, highlighter, and pen tools for on-screen annotation.

8. Slide Master

 Edit the master layout for consistency across slides.

 Apply global changes to fonts, colors, logos, and styles.

9. Export and Sharing Options

 Save as PDF, video, or images.

 Share via email, cloud, or embedded link.

10. Accessibility Features

 Accessibility checker for making content readable by all.
 Alt text for images and screen reader compatibility.