Module 2 - Office Automation using MS-Office

1. Write a short note on MS-Word

Ans.
Definition: Microsoft Word is a word processor developed by Microsoft and is a component of the
Microsoft Office suite.
History: It was initially launched in 1983 and is available for both Windows and Macintosh operating
systems.
Other names: Microsoft Word is often called simply Word or MS Word.
Uses:
1. The basic use of a word processor is mainly correspondence i.e., typing letters, circulars,
reminders, prospectus for coaching classes, reports, timetable, balance sheets and preparing
templates.
2. This is used for creating, editing and printing a variety of document formats.
Latest Version: Word 365

2. Explain the various document views available in MS-word.

Ans.
Normal The Normal view, Microsoft Word's default view, is ideal when working with text and
(Default) graphics that are basic or when you don't plan on outputting to a Web server or
commercial printer. This view does not display header/footer and margin information,
but you can edit your document in this view as well as save it.
Print Ideal when setting margins and formatting your Word document for printing to your
system's or a commercial printer, the Print view displays your document exactly the
way it will look when printed from your printer. This view also displays footer, header
and footnote information. Your document is also editable in this view.
Outline The Outline view adds bullets, nested levels and indented lines within your document
to aid in editing, moving, copying and pasting elements within the document. This
view is ideal when working with multiple-page documents such as books, manuscripts
and research papers.
Web Microsoft Word's Web view lets you see how your document will look as a website.
Any embedded graphics, backgrounds and borders will appear just as the objects
would appear within an Internet browser. You can still edit your Word document
while in this view as well as save your document. The Web view is ideal for viewing
and editing documents you plan on uploading to a Web server.
Read Not available in all versions of Microsoft Word, the Reading view displays your
(Editing not document in a format similar to a book. This view shows two pages side by side on
possible) your monitor for viewing. You cannot edit your document in this view or save it.

3. Explain how to add, edit, delete hyperlinks and bookmarks

Ans. Hyperlinks: Hyperlinks can be added to documents to give readers instant access to
information in another part of the same document. The hyperlink can be text or graphics.
Bookmarks: Bookmarks identify text so one can quickly navigate to a specific spot instead of
scrolling through several paragraphs or pages.
Hyperlinks and bookmarks in combination easy navigation within a document.

Below steps illustrate the use of hyperlinks and bookmark:

I Insert Bookmark(Add Destination)
1. Select text or an item, or click where you want to insert a bookmark.
2. Click Insert > Bookmark.

3. Under Bookmark name, type a name.

Note: Bookmark names need to begin with a letter. They can include both numbers and letters,
but not spaces. If you need to separate words, you can use an underscore ( _ )—for example,
First_heading.
4. Click Add.

II Insert Hyperlink
1. Select the text or object you want to use as a hyperlink.

2. Right-click and then click Hyperlink .

3. Under Link to, click Place in This Document.
4. In the list, select the heading or bookmark that you want to link to.
Note: To customize the Screen Tip that appears when you rest the pointer over the hyperlink,
click ScreenTip, and then type the text that you want

4. List the various ribbon options in MS-word

Ans.

The Ribbon is a user interface element which was introduced by Microsoft in Microsoft
Office 2007. It is located below the Quick Access Toolbar and the Title Bar. It comprises seven
tabs; Home, Insert, Page layout, References, Mailing, Review and View. Each tab has specific
groups of related commands. It gives you quick access to the commonly used commands that
you need to complete a task.
5. Explain Mail Merge and its use
Ans. Mail Merge is most often used to print or email form letters to multiple recipients.
Using Mail Merge, you can easily customize form letters for individual recipients. Mail merge is
also used to create envelopes or labels in bulk.
 MS-Excel
1. What is MS-Excel?
Ans. Microsoft Excel is a software program produced by Microsoft that allows users to organize,
format and calculate data with formulas using a spreadsheet system. This software is part of the
Microsoft Office suite and is compatible with other applications in the Office suite.
Microsoft Excel is used for analyzing data, managing record data, identifying trends, building
charts and forms, and budgeting. Microsoft Excel is an electronic spreadsheet application for
storing, organizing and manipulating data and is made by Microsoft for Mac and Windows users.

2. Explain the concept of workbook, worksheet, Rows, columns and cells.

Ans. A workbook is another word for your Excel file. The extension of an excel file is
“.xls”. A workbook is further divided into a number of worksheets. When you open excel, it
automatically takes you to worksheet on a workbook. An Excel worksheet is a single
spreadsheet that contains cells organized by rows and columns. A worksheet begins with row
number one and column A. Each cell can contain a number, text or formula.
Number of worksheets – Max usually 255
Number of rows – 1,048,576
Number of columns – 16,384

3. Explain four functions each:

Ans. The below website has excellent stuff for various functions:
https://www.excel-easy.com/functions/financial-functions.html
In exam if a question is asked, student can pick any four and describe it.
a. Text Functions
b. Mathematical Functions
c. Logical Functions
d. Date Functions
e. Lookup Functions

4. Explain the below terms:

A. Sort: You can sort your Excel data on one column or multiple columns. You can sort in
ascending or descending order. This is found under the HOME Ribbon

I Single Column Sorting

1. Click any cell in the column you want to sort.
2. To sort in ascending order, on the Data tab, in the Sort & Filter group, click AZ.
Note: to sort in descending order, click ZA.

II Multiple Column Sorting

1. On the Data tab, in the Sort & Filter group, click Sort.
The Sort dialog box appears.
2. Select columns in the order of sorting in the 'Sort by' drop-down list.
3. Click on Add Level.
4. Select next column from the 'Then by' drop-down list.
5. Click OK.
Result. Records are sorted by Last Name first and Sales second.
B. Filter: Filter your Excel data if you only want to display records that meet certain criteria.
1. Select the data you want to filter. For best results, the columns should have
headings.

2. Click the arrow in the column header, and then click Text Filters or Number
Filters.
3. Click one of the comparison operators. For example, to show numbers within a
lower and upper limit, select Between.
C. Conditional Formatting: Conditional formatting in Excel enables you to highlight cells
with a certain color, depending on the cell's value.
1. Click the arrow in the table header of the column that has color formatting or
conditional formatting applied.
2. Click Filter by Color and then pick the cell color, font color, or icon you want to filter
by.

The types of color options you’ll have available depend on the types of format you
have applied.

D. What-If Analysis: What-If Analysis in Excel allows you to try out different values
(scenarios) for formulas.
 MS-Power point

1. What is MS-power point?

Ans. Microsoft PowerPoint is a presentation program which can be effectively used to provide
information in small segments. Individual slides can include bullet points, pictures, charts, tables,
audio video and business diagrams. The extension of a power point file is “.ppt” or “.pptx”

2. Explain different views in Power Point?

Ans. PowerPoint supports multiple views to allow users to gain the maximum from the features
available in the program. Each view supports a different set of functions and is designed accordingly.
PowerPoint views can be accessed from two locations.
 Views can be accessed quickly from the bottom bar just to the left of the zoom settings.

Normal View This is the default view in PowerPoint and this

is primarily used to create and edit slides. You
can create/ delete/ edit/ rearrange slides, add/
remove/ modify content and manipulate
sections from this view.
Slide Sorter View This view is primarily used to sort slides and
rearrange them. This view is also ideal to add or
remove sections as it presents the slides in a
more compact manner making it easier to
rearrange them.
Reading View It’s a relatively new addition, it is created
mainly to review the slideshow without losing
access to rest of the Windows applications.
Typically, when you run the slideshow, the
presentation takes up the entire screen so
other applications cannot be accessed from the
taskbar. In the reading view the taskbar is still
available while viewing the slideshow which is
convenient. You cannot make any modifications
when on this view.
SlidesShow This is the traditional slideshow view available
in all the earlier versions of PowerPoint. This
view is used to run the slideshow during
presentation