Unit - 1

 Microsoft Office (MS Office) is a suite of productivity software applications

developed by Microsoft. It includes a set of programs that are commonly used in
both personal and professional settings to create, edit, and manage documents,
spreadsheets, presentations, and more. The main components of Microsoft Office
include:

 Microsoft Word
 Microsoft Excel
 Microsoft PowerPoint
 Microsoft Outlook
 Microsoft Access
 Microsoft OneNote
 Microsoft Publisher
 Microsoft Teams

 Word processing in Microsoft Word involves creating, editing, formatting, and

organizing textual content to produce documents

 Microsoft Word is a word processing program developed by Microsoft as part of

the Microsoft Office suite. It is one of the most widely used word processing
applications in the world and is commonly used for creating and editing
documents with text, images, and other elements.

Key features and functions of Microsoft Word:

 Document Creation
 Text Editing
 Page Layout
 Graphics and Multimedia
 Spell Check and Grammar CheckStyles and Formatting
 Templates
 Integration with Other Office Applications

 Paragraph formatting refers to the arrangement and appearance of text within a

paragraph in a document. It includes various settings and styles that determine
how the text is structured, spaced, and presented. In word processing applications
like Microsoft Word, paragraph formatting options can be found in the formatting
toolbar or menu. Here are some common paragraph formatting elements:
 Alignment
 Indentation
 Line Spacing
 Spacing Before and After
 Borders and Shading
 Paragraph Styles
 Bullet Points and Numbering
 Alignment Justification
 Spelling Checking

Step 1: Open your Document:

Launch Microsoft Word and open the document you want to spell check.

Step 2: Navigate to the "Review" Tab:

Click on the "Review" tab at the top of the Word window. This tab is where you'll
find the tools for proofreading and editing.

Step 3: Select "Spelling & Grammar":

In the "Proofing" group on the "Review" tab, click on "Spelling & Grammar."
Alternatively, you can use the keyboard shortcut F7.

Step 4: Review Spelling and Grammar Suggestions:

Word will start checking your document for spelling and grammar errors. If it finds
any, it will stop at the first error and suggest corrections.

Step 5: Handle Suggestions:

Word will highlight the potentially misspelled word and provide suggested
corrections. You have several options:
Click "Change" to accept the suggested correction.
Click "Ignore" to skip the suggestion and move to the next error.
Click "Ignore All" to skip all instances of the same error throughout the document.
If the word is spelled correctly, click "Add to Dictionary" to add it to the custom
dictionary.

Step 6: Continue the Spell Check:

Word will continue checking the document until it reaches the end or encounters a
complex issue. If it stops at a word you know is correct, you can click "Resume" to
continue the spell check.

Step 7: Complete the Spell Check:

Once Word has checked the entire document, it will display a message indicating that
the spell check is complete.

Step 8: Close the Spelling & Grammar Pane:

Close the Spelling & Grammar pane by clicking "Close" or pressing the Esc key.
General Shortcuts :

 Ctrl + N: New document/workbook/presentation.

 Ctrl + O: Open an existing document/workbook/presentation.
 Ctrl + S: Save the current document/workbook/presentation.
 Ctrl + P: Print the current document/workbook/presentation.
 Ctrl + Z: Undo the last action.
 Ctrl + Y: Redo the last undone action.
 Ctrl + X: Cut the selected text or object.
 Ctrl + C: Copy the selected text or object.
 Ctrl + V: Paste the cut or copied text or object.
 Ctrl + A: Select all text or objects in the current document/workbook/presentation.
 Ctrl + F: Open the Find dialog box.
 Ctrl + K: Hyperlink
 F7 : Spelling Check
 Ctrl + = :Subscript
 Ctrl + Shift + = : Superscript


Formatting Shortcuts :

 Ctrl + B: Bold.
 Ctrl + I: Italicize.
 Ctrl + U: Underline.
 Ctrl + E: Center-align text.
 Ctrl + L: Left-align text.
 Ctrl + R: Right-align text.
 Ctrl + 1: Single line spacing.
 Ctrl + 2: Double line spacing.
 Ctrl + 5: Set line spacing to 1.5.

Navigation Shortcuts :

 Ctrl + Home: Move to the beginning of the document/workbook/presentation.

 Ctrl + End: Move to the end of the document/workbook/presentation.
 Ctrl + Left Arrow: Move one word to the left.
 Ctrl + Right Arrow: Move one word to the right.
 Ctrl + Up Arrow: Move to the beginning of the current paragraph.
 Ctrl + Down Arrow: Move to the end of the current paragraph.
 Unit - 2

 ToolsBars

1. Ribbon:
In recent versions of Microsoft Word (from Word 2007 onwards), the traditional
menus and toolbars were replaced by the Ribbon. The Ribbon is divided into tabs,
each containing groups of related commands. The commands are represented by
buttons, icons, and drop-down menus.
 Home Tab
 Insert Tab
 Page Layout Tab
 References Tab
 Mailings Tab.
 View Tab.

2. Quick Access Toolbar:

Located above the Ribbon, the Quick Access Toolbar allows users to customize and
access commonly used commands. You can add or remove buttons on this toolbar
according to your preferences.

3. Standard Toolbar (Older Versions):

In older versions of Microsoft Word, there used to be a Standard Toolbar and a
Formatting Toolbar. These toolbars provided quick access to basic formatting options
and actions such as copy, paste, and print.

 Header Footer

In Microsoft Word, headers and footers are sections at the top and bottom of each
page in a document, respectively. They are commonly used to include information
such as page numbers, document titles, dates, and other repetitive content.
Steps to add Header Footer :
Step 1 : Open your Document:
Launch Microsoft Word and open the document to which you want to add a header or
footer.
Step 2: Go to the Insert Tab:
Click on the "Insert" tab in the Ribbon.
Step 3 : Select Header or Footer
In the "Header & Footer" group, you will find options for "Header" and "Footer."
Click on either "Header" or "Footer" to choose where you want to add your content.
Step 4 :Choose a Template or Blank:
You can select a pre-designed header or footer template from the dropdown menu, or
you can choose "Blank" to create your own.
Step 5:Edit and Add Content
Once in the header or footer area, you can add and format text, insert images, and use
various tools from the Ribbon to customize the content.
 Mailmerge
Mail merge is a feature in Microsoft Word that allows you to create personalized
documents, such as letters, envelopes, labels, or emails, by merging a main document
with a data source. This data source can be a list of names and addresses, a
spreadsheet, or a database. Mail merge is particularly useful when you need to
generate multiple documents with similar content but varying details for each
recipient.
Step-by-Step Guide for Mail Merge:
1.Open Microsoft Word:
Launch Microsoft Word and open a new or existing document.
2.Go to the "Mailings" Tab:
Click on the "Mailings" tab in the Ribbon.
3. Start Mail Merge:
Click on the "Start Mail Merge" button in the Mailings tab.
4.Select Type of Document:
Choose the type of document you want to create, such as Letters, Envelopes, Labels,
or Email Messages.
5.Select Recipients:
Click on the "Select Recipients" button to choose the data source. You can use an
existing list from Excel, Outlook, or another source, or you can type a new list
directly in Word.
6.Insert Merge Fields:
Place the cursor in the document where you want to insert personalized information.
Click on the "Insert Merge Field" button to choose fields from your data source. For
example, you might insert <<First Name>> or <<Address>>.
7.Preview the Document:
Click on the "Preview Results" button to see how the merged document will look for
different recipients.
8.Complete the Merge:
Click on the "Finish & Merge" button.
Choose whether to print the documents directly, create a new document, or send
emails.
9.Print or Send Emails:
If you chose to print, you can select the printer and print the documents.
If you chose to send emails, Word will open your default email client with the merged
emails ready to be sent.
 Creating and formatting Table
Creating and formatting tables depends on the context, platform, and tools you are
using. I'll provide a general guide for creating and formatting tables in different
environments.
Microsoft Word:
1.Insert a Table:
 Click on the "Insert" tab.
 Select "Table."
 Choose the number of rows and columns.
2..Formatting:
 Click inside the table.
 Use the "Table Tools" Design tab to format.
 Adjust borders, shading, and font styles.
Microsoft Excel:
1.Insert a Table:
 Select the cells you want to include in the table.
 Click on the "Insert" tab.
 Choose "Table."
2.Formatting:
 Use the "Home" and "Table Design" tabs.
 Adjust cell formatting, apply colors, and modify borders.
 Unit - 3

Microsoft Excel is a spreadsheet program developed by Microsoft. It is part of the

Microsoft Office suite of productivity software. Excel is widely used for various tasks,
including data analysis, financial modeling, statistical analysis, and more. Users can
create and format spreadsheets, perform calculations using formulas, and visualize
data through charts and graphs.

 Classification of excel function:

Excel functions can be classified into several categories based on their functionality.
Here are some common categories of Excel functions:

1. Math and Trigonometry Functions:

Examples: SUM, AVERAGE, MAX, MIN, =ROUND(d1,2), =SQRT(D1), SIN ,
=SIN(RADIANS(30)), COS, TAN.

2. Text Functions:
Examples: = CONCATENATE(D1,” ”,D2), =LEFT(D2,3), RIGHT,
=MID(TEXT,STARTNUM,NUM OF CHAR), LEN, =UPPER(text), LOWER,
PROPER.

3. Date and Time Functions:

Examples: TODAY, NOW, DATE, TIME, YEAR, MONTH, DAY, HOUR,
MINUTE, SECOND.

4. Logical Functions:
Examples: IF[ =IF(A9>60,"pass","fail")], AND, OR, NOT, IFERROR, IFS.
If : =if(condition, “true condition”, “false condition”)
AND : The AND function returns TRUE if all the specified conditions are true and
FALSE if any one or more conditions are false. =AND(A1>=30,A2>=70)
OR: The OR function returns TRUE if at least one of the specified conditions is true
and FALSE if all conditions are false.
NOT: The NOT function returns TRUE if the specified condition is false, and FALSE
if the condition is true.

5. Lookup and Reference Functions:

Examples: VLOOKUP, HLOOKUP, LOOKUP, INDEX, MATCH, ADDRESS,
INDIRECT.

6. Statistical Functions:
Examples: COUNT, COUNTA, COUNTIF, SUMIF, AVERAGEIF, MEDIAN,
MODE, STDEV, VAR.

7. Financial Functions:
Examples: PV (Present Value), FV (Future Value), PMT (Payment), IRR (Internal
Rate of Return), NPV (Net Present Value).

8. Database Functions:
Examples: DSUM, DCOUNT, DAVERAGE, DGET, DMAX, DMIN.
9. Engineering Functions:
Examples: BIN2DEC, DEC2BIN, HEX2DEC, DEC2HEX, BITAND, BITOR,
BITXOR.

10. Information Functions:

Examples: CELL, ISNUMBER, ISTEXT, ISBLANK, TYPE, INFO.

11. Array Functions:

Examples: ARRAYFORMULA, SUMPRODUCT, TRANSPOSE, MMULT, INDEX,
FILTER.

12. Statistical Functions:

Examples: CORREL, COVAR, PERCENTILE, RANK, STDEVP, VARP.

13. Compatibility Functions:

Examples: DDE, CALL, HALT, INFO, REGISTER.

 Performing what if analysis with data table in excel

Performing "what-if" analysis with a data table in Excel allows you to explore
different scenarios by changing input values and observing how they affect the results
of a formula. This is particularly useful for financial modeling, budgeting, and various
other decision-making processes
There are primarily three tools for What-If analysis in Excel: Scenario Manager, Data
Tables, and Goal Seek. Here's a brief overview of how to apply each:
1. Scenario Manager:
Step 1: Define Scenarios
Enter your data and formulas into Excel.
Go to the "Data" tab.
In the "Data Tools" group, click on "What-If Analysis."
Select "Scenario Manager."
Click on "Add" to define a new scenario.
Enter a name for the scenario and adjust the values you want to test.
Click "OK" to save the scenario.
Step 2: View Scenarios
Go back to the "Scenario Manager."
Choose the scenario you want to view and click "Show."
Excel will adjust the values according to your scenario.
2. Data Tables:
Step 1: Set Up Data Table
Enter your formulas in Excel, ensuring that one input value varies.
Select the range of cells that contain your formula.
Go to the "Data" tab.
In the "Data Tools" group, select "What-If Analysis" and then "Data Table."
In the "Row Input Cell" box, enter a reference to the cell that contains the input value
you want to test.
In the "Column Input Cell" box, you can leave this blank unless your formula refers to
more than one input value.
Step 2: View Data Table
Excel will automatically generate a table with the different scenarios based on the
input values you specified.
3. Goal Seek:
Step 1: Set Up Goal Seek
Enter your data and formulas into Excel.
Identify the cell you want to change (the "Set Cell") and the target value you want that
cell to reach.
Go to the "Data" tab.
In the "Data Tools" group, select "What-If Analysis" and then "Goal Seek."
In the Goal Seek dialog box, specify the "Set Cell," the desired "To value," and the
"By changing cell" (the input cell).
Step 2: Run Goal Seek
Click "OK" to let Excel run Goal Seek.
Excel will adjust the value in the "By changing cell" to achieve the desired result in
the "Set Cell."
These methods provide powerful ways to analyze data and understand how changing
variables impact outcomes in Excel.
 Naming Ranges
Naming ranges in Microsoft Excel can help make your formulas more readable and
your workbooks more organized. Here's how to name ranges in Excel:
Method 1: Using the Name Box
Step 1: Select the cell or range of cells you want to name.
Step 2: Look at the left side of the formula bar; you'll see a box with the current cell
reference (e.g., A1, B2:C5).
Step 3: Click inside the box (which is called the "Name Box").
Step 4: Type the name you want to assign to the range and press Enter.
Method 2: Using the Name Manager
Step 1: Go to the "Formulas" tab on the Excel ribbon.
Step 2: Click on "Name Manager" in the "Defined Names" group. This opens the
Name Manager dialog box.
Step 3: Click on "New."
In the "New Name" dialog box, enter a name for your range in the "Name" field.
In the "Refers to" field, either type the cell reference or select the range of cells you
want to name.
Step 4: Click "OK" to save your named range.
Method 3: Using the Create from Selection Feature
Step 1: Select the range of cells you want to name.
Step 2: Go to the "Formulas" tab on the Excel ribbon.
Step 3: Click on "Create from Selection" in the "Defined Names" group.
Check the appropriate options to indicate whether you want to name the range based
on the top row, left column, etc.
Step 4: Click "OK" to create the named range.
Method 4: Using Name Box Shortcut (Ctrl + F3)
Step 1: Select the cell or range of cells you want to name.
Step 2: Press Ctrl + F3.
Step 3: In the "New Name" dialog box, enter the name for your range and click "OK."
Once you've named a range, you can use that name in formulas instead of referring to
cell references directly. This makes your formulas easier to understand and maintain,
especially in complex worksheets. You can also use named ranges in data validation,
charts, and other Excel features.
Note : Among these 4 methods any one can be used to apply naming ranges.
 Unit - 4

 Protecting a Workbook with Password

To protect a workbook with a password in Microsoft Excel, follow these steps:

Step1: Open the Workbook: Launch Excel and open the workbook you want to
protect.
Step 2: Navigate to the Review Tab: Click on the "Review" tab in the Excel ribbon.
This tab is typically used for reviewing and collaborating on workbooks.
Step 3: Click on Protect Workbook: Look for the "Changes" group within the
"Review" tab. You'll find the "Protect Workbook" option there.
Step 4: Encrypt Workbook: Click on "Protect Workbook" and select "Encrypt with
Password" from the dropdown menu.
Step 5: Set Password: A dialog box will appear prompting you to enter a password.
Type in your desired password and click "OK". Remember, password protection is
case-sensitive and must be remembered exactly as entered.
Step 6: Confirm Password: Excel will prompt you to re-enter the password for
confirmation. Type the password again and click "OK".
Step 7: Save the Workbook: After setting the password, make sure to save your
workbook to ensure the protection settings are applied. You can save the workbook by
pressing Ctrl + S or by clicking on the "Save" option in the File menu.

Now, whenever someone tries to open the workbook, Excel will prompt them to enter
the password you've set. Ensure you keep the password safe and accessible only to
those who should have access to the workbook.
Please note that if you forget the password, it cannot be recovered. Make sure to use a
password that you can remember or store it securely.

 Hyper Link
Applying hyperlinks in Excel allows you to create clickable links that direct users to
other locations such as websites, other Excel files, specific cells within the same
workbook, email addresses, and more. Here are the steps to apply hyperlinks in Excel:
Basic Hyperlinks:
1.Select the Cell(s):
 Click on the cell where you want to insert the hyperlink, or select a range of cells
if you want to insert the same hyperlink into multiple cells.
2.Insert Hyperlink:
 Right-click on the selected cell(s) and choose "Hyperlink" from the context menu,
or
 Go to the "Insert" tab in the Excel ribbon, then click on "Hyperlink" in the
"Links" group.
3.Specify the Link Location:
 In the "Insert Hyperlink" dialog box that appears:
 If you're linking to a web page, enter the URL in the "Address" field.
 If you're linking to another Excel file, click on "Existing File or Web Page" on
the left, then navigate to and select the file.
 If you're linking to a specific place within the workbook, click on "Place in This
Document" on the left, then select the cell or define the range you want to link to.
 If you're linking to an email address, select "Email Address" on the left and enter
the email address in the "Email address" field.
 You can also link to other types of files or documents using appropriate options.
4.Confirm the Hyperlink:
 Once you've specified the link location, click "OK" to confirm and insert the
hyperlink.
Keyboard Shortcut:
You can also insert a hyperlink quickly using the keyboard shortcut Ctrl + K.

By following these steps, you can easily create hyperlinks in Excel to connect various
elements within your spreadsheet or to external resources. Hyperlinks are a
convenient way to navigate through Excel workbooks and access relevant information.
 Unit - 5

PowerPoint is a powerful presentation software developed by Microsoft. It is widely

used for creating dynamic and engaging presentations in various settings, including
business meetings, academic lectures, and training sessions. Here's an introduction to
PowerPoint, covering its key features and functionalities:

1. Slide Creation:
PowerPoint allows users to create presentations composed of individual slides.
Users can add text, images, charts, tables, shapes, videos, and audio to slides to
convey information effectively.
2. Design and Formatting:
PowerPoint offers a variety of built-in templates and themes to give presentations a
professional look.
Users can customize slide layouts, backgrounds, fonts, colors, and effects to match
their branding or personal style.
3. Animation and Transition Effects:
PowerPoint enables users to add animation and transition effects to slides for visual
appeal and to engage the audience.
Animation effects include entrance, emphasis, exit, and motion paths, while transition
effects control how slides move from one to the next.
4. Presenter Tools:
PowerPoint provides presenter tools such as presenter view, which shows the current
slide, speaker notes, and upcoming slides to the presenter while displaying only the
current slide to the audience.
Features like slide navigation, annotation tools, and timer help presenters deliver
engaging and organized presentations.
5. Integration with Other Microsoft Office Apps:
PowerPoint seamlessly integrates with other Microsoft Office apps like Word, Excel,
and Outlook.
Users can embed Excel charts, Word documents, and Outlook emails directly into
PowerPoint slides to enhance their presentations.
6. Accessibility and Compatibility:
PowerPoint includes accessibility features such as screen readers, alt text, and closed
captions to ensure that presentations are accessible to all users, including those with
disabilities.
Presentations can be saved in various formats, including PowerPoint (.pptx), PDF,
and JPEG, making them compatible with different devices and platforms..

Whether you're a student, educator, business professional, or presenter, PowerPoint

offers the tools and flexibility needed to create visually stunning and memorable
presentations.

 PPT Shortcut Keys:

Basic Shortcuts:
Ctrl + N: Create a new presentation.
Ctrl + O: Open an existing presentation.
Ctrl + S: Save the presentation.
Ctrl + P: Print the presentation.
Ctrl + Z: Undo the last action.
Ctrl + Y: Redo the last action.
Ctrl + X: Cut the selected item.
Ctrl + C: Copy the selected item.
Ctrl + V: Paste the cut or copied item.
Slide Navigation:
Ctrl + Enter: Insert a new slide.
Ctrl + D: Duplicate the selected slide.
Ctrl + S: Save the presentation.
Home: Move to the beginning of the slide.
End: Move to the end of the slide.
Page Up: Move to the previous slide.
Page Down: Move to the next slide.
Formatting Shortcuts:
Ctrl + B: Bold the selected text.
Ctrl + I: Italicize the selected text.
Ctrl + U: Underline the selected text.
Ctrl + E: Center-align the text.
Ctrl + L: Left-align the text.
Ctrl + R: Right-align the text.
Slide Show Shortcuts:
F5: Start the slide show from the beginning.
Shift + F5: Start the slide show from the current slide.

 Extension of MS-Office Files:

S.No. Extension Use

1 .docx Word Documnet
2 .xlsx Excel Workbook
3 .pptx Power point Presentation
4 .accdb Access Database
5 .pub Publisher Documnet
6 .vsdx Visio Drawing
7 .msg Outlook mail messages
8 .onetoc2 One note tables of Contents