Microsoft Office Useful Features

Microsoft Office
Useful Features
10-11-2023
Today’s topic:
• Microsoft Word:
– Auto-correct, Hyperlink, Shortcut keys and Smart Design.
• Microsoft PowerPoint:
– Remove Background of picture, Presenter Coach, 3D Models and Slide
Master.
• Microsoft Excel:
– Conditional formatting, Remove duplicates, Concatenate, Index
Matching, VLOOKUP, HLOOKUP and Pivot table.
Microsoft Word:
• Auto-correct:
– Autocorrect is one of the best
features of Microsoft Word.
Typing errors has always been a
major problem for writers.
Detecting and correcting all the
errors eventually takes a lot of
time and effort.
– To use Autocorrect on MS Word
a user just needs to go to File and
then click on Options, then click
on Autocorrect options.
Microsoft Word:
• Hyperlink
– Hyperlink is one of the most useful features on MS Word. To link an external location into
the document a user can add a hyperlink in it. The primary intention to use a hyperlink is to
send the user or reader of the document to a particular address. A hyperlink can be easily
inserted in a text document or even in a picture.
– To use this feature user, have to just select the text or picture and right click on it, it brings
a short menu which already has option named as Hyperlink or else just simply select the
text or picture and use a shortcut key (Press and hold down the Ctrl button and at the
same time press the button k) Ctrl+K to add a hyperlink in the document.
Microsoft Word:
• Shortcut keys:
– MS Word is mostly famous because of the shortcut keys action. This shortcut allows a user
to make changes in the document in a way that the user can save time and do the needful.
– Shortcut keys involve one or two keys, but sometimes more keys to be performed.
– Here are some of the examples of shortcut keys-
• Ctrl + K is used for Hyperlink
• Ctrl + A is used to select all the contents
• Ctrl + C is Used to copy the selected content
• Ctrl + V is used to paste the copied content
• Ctrl + X is used to cut the selected content
• Ctrl +B is Bold highlighted selection
• Ctrl +I is Italic highlighted selection.
• Ctrl +N is Open new, blank document window.
Microsoft Word:
• Smart Design
– Designing a content is now hassle-free because of MS Word. Its design tab has a huge
number of ready to use templates on it for the users. It has a lot of templates for every
occasion that can be documented.
– Click on the design tab to select this further.
Microsoft PowerPoint:
• Remove Background of picture:
– you can remove photo backgrounds with one click in PowerPoint. You don't need to go to
another website or install a third-party application to do this simple task.
– To start with it, insert any image into your slide and then click Remove Background from
the Format tab. PowerPoint will then detect the background and remove it.
• Presenter Coach
– It first analyzes all the words you speak. Then, by using artificial intelligence, it suggests
how you can improve further.
– Under the Slide Show tab, click the Rehearse with Coach option. This will open your
current slide in a full-screen view with a small suggestion box at the bottom right.
– Click Start Rehearsing to start the AI coach. Now you can start presenting, and the
Presenter Coach will provide feedback on your pacing, tone, and language.
– If you want to stop, you can click the mute icon and resume the session by clicking it again.
• 3D Models
– Microsoft PowerPoint has a vast collection of 3D models in various categories. The major
categories for 3D models include animals, emojis, avatars, shapes, electronics, and
gadgets.
– To start, click the Insert tab at the top and select the 3D Models option. You can open any
category you want and then click on any 3D model you wish to insert into your slide. Once
you are ready, click the Insert button.
• Slide Master
– Slide Master is a helpful feature that helps you master your slides' "consistency" element.
It lets you set the same font, heading size, design, and much more for all your slides.
– Follow these steps to enable and start using Slide Master:
1. Go to the View tab and click on Slide Master.
2. You can then customize your presentation's layout, fonts, colors, and other design
elements.
3. Once you've made your changes, click the Close Master View button. This will apply the
defined template to all the slides in your presentation.
Microsoft Excel:
• Conditional formatting
– Conditional formatting allows you to highlight or hide cells based on a rule you specify.
Apply the rules to one cell or multiple cells in the same worksheet. It is useful for
highlighting outliers, duplicates, or patterns in data.
Microsoft Excel:
• Remove duplicates
– Using conditional formatting rules, you can highlight the duplicate data to review it
before deleting it. The Remove Duplicates feature is available under Data > Data
Tools > Remove Duplicates.
Microsoft Excel:
• Concatenate
– This function merges or joins several text strings into one text string. Given below
are the different ways to perform this function.
=CONCATENATE(A2," ",B2)
=CONCATENATE(A4&" "&B4)
Microsoft Excel:
• Index Matching
– The INDEX-MATCH function is used to return a value in a column to the left. With INDEX-
MATCH, Excel only has to consider the lookup column and the return column.
=INDEX(G4:G16,MATCH(K4,F4:F16,0))
Employee ID Pay
990678 ₹ 84,289.00
253072 ₹ 1,49,946.00
Microsoft Excel:
• VLOOKUP and HLOOKUP
– VLOOKUP() function, stands for the vertical lookup that is responsible for looking for a
particular value in the leftmost column of a table. It then returns a value in the same row
from a column you specify.
– HLOOKUP() or horizontal lookup, looks for a value in the top row of a table or array of
benefits. It gives the value in the same column from a row you specify.
– Below are the arguments for the VLOOKUP function:
 lookup_value - This is the value that you have to look for in the first column of a table.
 table - This indicates the table from which the value is retrieved.
 col_index - The column in the table from the value is to be retrieved.
 range_lookup - [optional] TRUE = approximate match (default). FALSE = exact match.
Microsoft Excel:
• Pivot table.
– Pivot tables provide a simple approach to reformatting columns and rows,
transforming them into groupings, statistics, or summaries. We can create a chart
along with the table using the PivotChart feature under Insert.
– To create a pivot chart and pivot table, first select the range of data you want to
include then click Insert > PivotChart > PivotChart & PivotTable. The Create
PivotTable editor will pop up.
– The selected range will appear in the Table/Range field by default. Click OK and the
pivot table will generate.
– You can add additional dimensions or filters by dragging new fields into the
corresponding box. It only takes a few clicks to aggregate data and visualize it in
Excel, which is why it is such a widely-used tool.

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