MICROSOFT WORD

ADVANTAGES OF USING WORD

PROCESSING:
1) To print error free documents.
2) Any no. of copies of document may be printed without the need of
re-typing.
3) Word processor is very convenient for job.
4) Word processor provides ready interface to electronic mail.

STARTING THE MS- WORD APPLICATION:

1) Click start program.
2) Click program option.
3) Click Microsoft Ms-Word.
4) After clicking on ms- word document windows will open.

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COMPONENT OF WORD DOCUMENT
WINDOWS:
The word document has following Microsoft components:
1)TITLE BAR:

It display the name of current active document.

 Minimize button: It helps to minimize the whole application and
show it in the reduce form on the task.
 Restore button: It restores the application /ms word.
 Maximize button: It fills the words work area.
 Close button: It closes or exit from ms word.

2)MENU BAR:

FILE MENU:

 New - Opens a new document. If you use the keyboard

combination indicated on the right a blank document opens

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immediately. Selecting the New menu item with your cursor gives the
opportunity to open a large number of types of documents.
 Open - Opens a previously saved document.
 Close - Closes the active document but does not quit the
application.
 Save - Saves the active document with its current file name,
location and format.
 Save As - Saves by opening a window which gives the
opportunity to change the file name, location or format.
 Page Setup - Sets margins, paper size, orientation and other
layout options.
 Print Preview - Shows how the file will look when you print it.

 Print - Prints the active file, also gives the opportunity to change
print options.
 Quit - Closes Microsoft Word.
EDIT MENU:

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 Undo ... - The actual entry of this item will depend on what you
did last. In my example I had typed, so that was displayed. This
selection can be repeated several times.
 Repeat ...- After an action has been undone, it can be reinstated
in the document.
 Cut - Removes the selection from the active document and
places it on the clipboard.
 Copy - Copies the selection to the clipboard.
 Paste - Inserts the contents of the clipboard at the insertion point
(cursor) or whatever is selected.
 Clear - Deletes the selected object or text, but does not place it
on the clipboard.
 Replace - Searches for and replaces specified text and
formatting.
 Select All - Selects all text and graphics in the active window
 Find - Searches for specified text in the active document
Place it on the clipboard.

VIEW MENU:

 Zoom - Controls how large, or small, the current document

appears on the screen.

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 Page Layout - An editing view that displays your document as it
will look when printed. This view takes more system memory and
scrolling may be slow.
 Toolbars - Displays or hides toolbars. The right pointing arrow
indicates a list of toolbars. To add one slide down to the name of the
toolbar and click to select.
 Ruler - Displays or hides horizontal and vertical rulers at the top
and left side of the document.
 Header and Footer - Adds or changes the text that is displayed
at the top or bottom of every page of the document.
 Full Screen - Hides most screen elements so you can see more
of your document.
 Normal - The default document view for most word processing
tasks.

INSERT MENU:

 Hyperlink - An interesting use of hyperlinks is to place a link to

any document stored on your computer. You can later open that
document by clicking on the link. Neat?
 Table - Create a table around selected text. If no text is selected
you will be asked to choose the number of rows and columns needed
in your table.
 Footnote - Place a footnote at the bottom of the page or the end
of the document.

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 Date and Time - Choose from seventeen formats for displaying
date, time, or date and time.
 Symbol - Insert a symbol from each of your symbol fonts, or any
standard font which includes symbols. There are more than you might
think!
 Bullet - Place a bullet. New bullets are added following carriage
returns. Want to change the bullets? Wait for the next menu.
 Text Box (Frame) - Use this to place captions near tables or
drawings, or to set off text at the beginning of a page. Click and draw
the box after making this selection.
 File - Insert a saved document into the active document at the
cursor.
 Picture - Insert pictures from clip art or a file. You can also insert
auto shapes, word art, or a chart.
 Drop Cap - Make the first letter of a paragraph or chapter large
enough to span several lines.
 Object - Insert an object such as clip art, word art, an equation or
much more.
 Page Break - Use this command to send your cursor to the top of
the next page even though the text does not extend to the bottom of
the previous page.

FORMAT MENU:

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 Character - Change font style, size, color and a large number of
other features. You can also change the spacing between letters
here.
 Paragraph - Indent a paragraph using either margin or place some
chosen amount of space before or after the paragraph.
 Document - If you need to change page margins, or the size of the
header or footer, do it from this sub-menu.
 Bullets and Numbering - As promised in the Insert menu, if you
wish to change the bullet, it can be done here. Your bullets can be
literally any symbol you wish them to be.
 Border - Create borders around blocks of text, or around the entire
document. On the Page Border tab, under the Art pull down menu
you can find a huge selection of graphic borders; hearts, stars,
planets and much more.
 Style - If you prefer not to use the Formatting toolbar, document
style can be changed here.
 Background - Another task which can be handled in the
Formatting toolbar, you can choose the color to highlight selected text
in your document.
 Change Case - DO YOU EVER FORGET THE CAPS LOCK? If
so, some to this sub-menu and change the case of the highlighted
text. This is a cool feature!

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 Bold, Italic, Underline - Format selected text; Bold, Italic, or
Underlined.
 Object - Make changes to any selected object; image, word art,
auto shape or any other object inserted into the document.

Font menu:
Go to the Font menu to select a new font, or change highlighted text
to a new font. One convenient feature of this menu is that the name of
the font is displayed in that font. This is to help you make your
selection.
Caution: The number of fonts available on your computer can slow
the speed with this an application opens. Any application which
allows the use of text (quick-name one that does not) must build a list
of those fonts as it is launched. Too many fonts will slow your
computer down. Unused fonts should be removed. However, you
must be sure that the font you remove is not one which is required by
an application. Adobe Acrobat Reader is an example of an application
that requires certain fonts.

TOOLS MENU:
 Speak Selection - That's right, Word will speak whatever text you
have selected. Macintosh only
 Pick Voice - If your computer can read a selection, why not
choose the voice it uses? Macintosh only
 Spelling and Grammar - Choose either sub-menu or the same
window opens. Questioned spelling is in red, grammar in green.
 Thesaurus - Have you used the word "like" too many times?
Highlight the word, select Thesaurus and get suggestions like similar
and analogous.
 Word Count - Need to know how many words are in your
document? Select Word Count and find out how many pages, words,
characters, paragraphs, and lines.

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 Auto Summarize - Exactly what it sounds like, Word summarizes
the document, reducing the length of the document, keeping the
meaning.
 Auto Correct - Word will automatically correct some things. If this
feature is irritating to you, come here to change what is corrected.

 Preferences - Modify Word settings here. Modify print, editing,

spelling and other options from this sub-menu.
 Customize- Opens the same window that you get by going to the
View menu and selecting Toolbar/Customize.

WINDOW MENU:

 New Window - This opens another window with a copy of the

active document.
 Arrange All - Displays all open files in the window. This makes
dragging and dropping from one document to another much easier.

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 Show Clipboard - This is a valuable feature. If you do not
remember the last item copied select this sub-menu to see text or
images in the clipboard.
 Open Document List - There is no need to drag windows to the
side so you can see other documents open in Word. Come to the
bottom of this window for a listing of all open documents. The active
document has a check mark beside it.
HELP MENU:

 Show Balloons - If you are not sure what a menu does, turn on
Balloons, put your cursor on the menu item and get a short
explanation.
 Microsoft Word Help - Open Word's Assistant and get a search
box to type in. Word displays possible matches for you to read about.
 Contents and Index - See an index of all topics available in
Word's Help documentation.
 Help on the Web - That's right! It is exactly what it sounds like.
Select a link and a Microsoft help page is opened in your browser. If

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you are not online, Word will make the connection and then display
the page.
 Online Registration - If you have ever installed any software
application on your computer you have seen those reminders to
register the product online. Well, Microsoft keeps the reminder around
in case you didn't register when you installed the software. Isn't that
considerate of them!

3)STANDARD TOOLBAR:

 New: When we click on it ,it open a new document.

 Open: When we click on it , it will ask the name of the file to be
open.
 Save: It will save the changes done on the particular document.
 Print: It will start the document if the printer is licked with the
computer.
 Print preview: It helps to see the preview of page.
 Spelling: This is used to check the spelling.
 Cut: It is used to cut the character.
 Paste: It is used to paste the character or line that the user has
cut or copy.
 Brush: It is format painter which is used to copy the object font
color frame one character to another.
 Undo: It is used to undo the task.
 Redo: it used to redo the task.
 Hyperlink: It used to insert hyperlink. Hyperlink is used to
connect two files usually made in different program.

3) RULER:

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 A ruler is measuring tool. We can either display the ruler on the
screen or keep it hidden but available. It allows us to accurately set
the layout of the document. We can display the ruler on and off,
choose view & click ruler.

4) FORMAT TOOLBAR:

 Change the style of writing: This is used to change

the style of writing the character or line selected.
 Size: This is used increase or decrease the size of the
character or line.
 Bold: It is used to bold the selected text.
 Italic: It is used to write in italics.
 Underline: It is used to underline the selected text.
 Right: It is used to right align the selected text.
 Left: It is used to left align the selected text.
 Center: It is used to centre align the selected text.
 Justify: It is used to justify align the selected text.
 Numbering: It is used to numbering align the selected text.
 Bullet: It is used to bullet in the line.
 Indenting: It is used for increasing and deceasing the
indenting.
 Outline border: It is used to make the outline border of the
text.
 Line spacing: It is used to give equal spaces between the line.

5) SCROLL BAR:

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 Each document consists of the document horizontal and vertical
scroll bar and the space between them called the scroll bar. While the
scroll graphically represents the length of the document, scroll bar
indicates which part of the document is currently on the screen.

6) STATUS BAR:
It provides the information about the active document or the task
we are working on. It consists of current page no., section no., etc.

HOW TO OPEN A DOCUMENT:

1) Select the file menu and then select open option.
2) Click on the open button.
3) Type the file name & click on open.

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TO SAVE THE DOCUMENT:
1) Select the file menu & select the save option.
2) Click on save button on the standard toolbar.
3) Press ctrl + s, keyboard shortcut keys for the files save command.
4) Type the file name & click SAVE to save the document.
5) the screen will look like as follow:-

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TO PRINT THE DOCUMENT:
1) Click file menu.
2) Click print preview.
3) To print any specific page in the document typing page box.
4) To print the document, click ok.

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TO SEE PRINT PREVIEW:
1) Click file menu.
2) Click print preview.
3) To close the print preview, click the close button on the print
preview toolbar.

CHANGE CASE:

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1) Change case by selecting the text.
2) Select the change case option from FORMAT MENU. A change
case dialog box appear as follows:

3)We can selected the desired option & click OK button.

FINDING TEXT:
1) On the EDIT menu , click FIND. The find & replace dialog box
appear as follows:

2) In ‘find what’ box enter the text we want to search for.

3) Click ‘find next’ if the ms-word finds it , highlight it & stop.
4) Click ‘find next’ if we want to continue the search.

REPLACING THE TEXT:

1) On edit menu, clicks replace.
2) In ‘find what’ text box, enter the text we want to replace.
3) In the ‘replace with’ text box, enter the replacement text.
4) Click ‘find next’ to locate the instance.
5) Click ‘cancel’ to close.
FONT & FONT SIZE:

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1) Select the text.
2) Click the format menu.
3) Click font. Following dialog box will appear:

COPY & PASTE:

1) Select the text.
2) Click copy buttons.
3) Move the cursor where we want to copy the text.
4) Click the paste button.
INDENTING PARAGRAPH:
1) Select multiple paragraphs.
2) Open the format menu & choose paragraph command dialog
box will appear.

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3) Click the indent & spacing tab.
4) Enter the new indentation in the left & right text boxes.
5) Click OK or press enter the enter the key.

TO CLOSE THE DOCUMENT:

1) Click file menu.
2) Click close.

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MICROSOFT EXCEL
INTRODUCTION :
Microsoft excel is the most popular package to organize,
calculate, analyses data and plot charts data in a spreadsheet (row
and column) format. Spreadsheet is also known as Worksheet.

Creating a Spreadsheet:
Move around a Worksheet

By using the arrow keys, you can move around your worksheet. You
can use the down arrow key to move downward one cell at a time.
You can use the up arrow key to move upward one cell at a time. You
can use the Tab key to move across the page to the right, one cell at
a time. You can hold down the Shift key and then press the Tab key
to move to the left, one cell at a time. You can use the right and left
arrow keys to move right or left one cell at a time. The Page Up and
Page Down keys move up and down one page at a time. If you hold
down the Ctrl key and then press the Home key, you move to the
beginning of the worksheet.

EXERCISE 1

Move around the Worksheet

The Down Arrow Key

 Press the down arrow key several times. Note that the cursor
moves downward one cell at a time.

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The Up Arrow Key

 Press the up arrow key several times. Note that the cursor
moves upward one cell at a time.

The Tab Key

1. Move to cell A1.

2. Press the Tab key several times. Note that the cursor moves to
the right one cell at a time.

The Shift+Tab Keys

 Hold down the Shift key and then press Tab. Note that the
cursor moves to the left one cell at a time.

The Right and Left Arrow Keys

1. Press the right arrow key several times. Note that the cursor
moves to the right.
2. Press the left arrow key several times. Note that the cursor
moves to the left.

Page Up and Page Down

1. Press the Page Down key. Note that the cursor moves down
one page.
2. Press the Page Up key. Note that the cursor moves up one
page.

The Ctrl-Home Key

1. Move the cursor to column J.
2. Stay in column J and move the cursor to row 20.
3. Hold down the Ctrl key while you press the Home key. Excel
moves to cell A1.

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Go To Cells Quickly

The following are shortcuts for moving quickly from one cell in a
worksheet to a cell in a different part of the worksheet.

FEATURE OF A SPREADSHEET:
1) Date and time related functions.
2) Manipulation of character data.
3) Keyboard macros to automate task.
4) Drawing tool bar.
5) Each workbook can have a multiple sheet.

APPLICATION OF WORKSHEET:
1) Annual reports of the organization.
2) Payrolls.
3) Invoicing.
4) Scientific calculation.
5) Cost effective analysis.
6) Budgets.

ADVANTAGES:
1) The results are accurate.
2) Date can be formatted in several ways.
3) Data can also be viewed in the form of graphs.
4) Built in mathematically, trigonometric, financial & statistical
Function.
5) The information enter in a worksheet can be sorted in a desired
Format.

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STARTING MICROSOFT EXCEL:

1) Click on start button.

2) Select the option program.
3) Click on Microsoft excel.
4) Screen will be appearing as.

WORDSHEET OR SPREADSHEET:
The worksheet we see on our screen is just one sheet in current file
that is called workbook. By default each new workbook contains
sixteen sheets. Advance version of ms-excel has more sheets. So a
single workbook file can contain as many as 255 sheets named
sheet1 thought sheet 255.

CELL:
The intersection of a row &column creates a rectangular area
that is called a cell. Cell is the smaller part of worksheet.

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ACTIVE CELL:
The cell that has highlighted thick border around it, is called
active cell.

CELL POINTER:
The thicker border area that moves from one cell to another cell
is called cell pointer.

CELL ADDRESS:
The information about the cell pointer display in the left side box of
the formula is called cell address.

DATA TYPE:
Data is entered in worksheet one cell at that time. Excel allows three
different types of cell entries namely. Excel will treat we entry as
either a NUMBER Or FORMULA. If we begin by entering a character,
excel will treat entry as a LABEL.

NUMBER:
Rule for entering number:
1) A number cannot begin with any character expect 0 thought 9,-, +
…$.
2) We can end a number with a percent sign.
3) A number cannot have more than one decimal point.
4) Excel offers various numeric formats in which the values in the
cells can display.
5) We can enter a no in scientific notation.
6) Numbers always appear right justified in the cell.

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LABEL:
Labels are commonly used for row and column headers. They
can be up to 240 characters long and can contain any strings of
character and numbers. The advantage of excel is that we can left-
justify, centrally align or right-justify labels when we display them. To
do this, the label should be preceded by one of the following label-
prefix characters.

FORMULAE:
A formula a excel must begin with ‘=’.

ENTERING DATA IN THE WORKSHEET:

1) Click the cell where we can want to enter data.
2) Now type the data
3) And press ENTER or TAB. Enter all the data as given in the table:

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SAVE WORKBOOK:
The save command lets we store workbook files on the disk, so we
can open them in future work sessions. Step to save workbook on
disk are:
1) Click the save button on standard toolbar or if saving & renaming
file, click file menu, then save as. Save as dialog box appears.
2) Select drive or folders in save in box.
3) Type name in file name box, then click save.

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OPEN WORKBOOK:
The open commend lets we open workshop files stored on disk.
When we click the open button on tool bar or select open from the file
menu, excel present a dialog box containing tools. Step to open a
workbook stored on a disk are:
1) Click the open button on standard toolbar.
2) Select drive or folder containing workbook in look in box.
3) Click desired workbook, then click open.

CHANGING COLUMN WIDTH:

While changing the column width, we have to ensure that the cell
pointer is positioned anywhere in that column.

Change column with using the mouse:

1) Rest pointer on right border of any selected column heading.
2) Pointer becomes across with left-and-right-facing arrows.
3) Drag pointer left or right to decrease or increase the column size.

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Automatically size column to fit largest entry:
1) Rest pointer on right border of column heading. Pointer become
across with arrows facing left to right.
2) Double click.

Adjust columns using the menu:

1) Select column to adjust.
2) Click format menu, then point to or check column.
3) Click with command.
4) Type the new with & press enter or click ok button.

CREATING A NEW WORKSHEET:

When we start excel, it automatically creates a new worksheet.
To create a new worksheet. To create a new worksheet, perform any
of any of the following steps.
1) Open the file menu. Then choose the new command from the file
menu.
2) Press ^N, the shortcut keys for the file, new command.
3) Click the new button on the standard toolbar.

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INSERT CELLS,COLUMNS OR ROWS:
We can insert cell ,entire columns or rows into a worksheet. Existing
cells adjust to accommodate the new cells.
Step to insert cell using menu are:
1) Select cells in location where new cells will be insert.
2) Click insert menu, then click cell. The insert dialog box appears.
3) Select direction we want existing cells to shift.
4) Click ok.

Step to insert column or rows using menu are:

1) Click rows or column heading to select.
2) Click insert menu, then click column or rows.

DELETE CELLS,COLUMNS OR ROWS:

We can delete cells entire columns or from a worksheet. Existing
cells adjust to place of the removed cells.

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Step to delete cells using menu are:
1) Select cells to delete.
2) Click edit menu, then click delete.
3) Select direction we want to existing cells to shift.
4) Click ok.

DELETE USING SHOTCUT MENU:

1) Select cells to delete.
2) Right click any selected cell, then click delete from the shortcut
3) menu that appear.

Step to delete entire column or row are:

1) Click row or column heading to select.
2) Click edit menu, then click delete.

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FORMATING A WORKSHEET:

SAVE WORKBOOKS:
1) Click the save button on standard toolbar or it saving & remaining
click file menu there save as. Save as dialog box appear.
2) Select drive or folder inbox.
3) Type name in file box, then click save.

FORMAT FONT USING MENU:

1) Select cell to format.
2) Click format menu, then click cells.
3) Select the font tab.
4) Select desired option from the dialog box.
5) Click ok.

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FORMATTING NUMBER:
Format number using menu command:
1) Select cell containing values to format.
2) Click format menu, then click cells.
3) Click the no. tab.
4) Select category of no. format in category list.
5) Select option for the category we have selected.
6) Click ok.

FORMAT CELL BORDERS AND FILL COLOUR

Format border using tools bar:
1) Select cell to format.
2) Click the arrow on the border button on formatting toolbar. Excel
display a palette of common borders.
3) Click desired border.

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Format fill using toolbar
1) Select cells to format.
2) Click the arrow on the fill color button on formatting toolbar.
3) Click desired fill color.

OPERATING CART:
1) Select the range that we want to plot in the chart.
2) Select the area where we want to show the chart.
3) Click on chart wizard button on the standard toolbar.
4) It display all the types of chart that are available &select we
Choice & from it. Screen look like as:-
5) Click on next & specify the data range.
6) Click the next set option for file chart titles, axes, gridline, legend,
data labels, & data type.
7) Click next & specify the place where the chart is placed. Click
finish.
Now we get the required output as shown below.

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44
MICROSOFT POWERPOINT

INTRODUCTION:
Power point is popular presentation design program that
provides a complete and easy way to create presentation to fit any
need. Using Microsoft power point, we can create visually appearing
presentation quickly & easily.

STARTING POWERPOINT:
1) Click on the start button.
2) Click program option.
3) Click on Microsoft power point following dialog box will appear:-

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HOW TO CREATE A BLANK PRESTATION:
1) Click on blank presentation option in dialog box.

2) Select any of the options given as an auto lay out & then click ok.

HOW TO OPEN AN EXISTING

PRESTATION:
1) Click the file option on the menu bar.
2) Click the open option.
3) Select the file we want to open click OK.
4) Click open.

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HOW TO SAVE PRESENTATION:-
1) Click on save as option from the file menu . A dialog box appears.
2) Enter the file name.
3) Click on save button.

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CREATING PRESENTATION USING AUTO
CONTENT WIZARD:-
1) When we start power point the power point dialog box gives we
three options.
2) Click auto content wizard & click OK. It produces the wizard to we.

3) Click on next button and window will appear which help we to

select the type of the presentation. select GENERIC.

4) Click on next button to select the style for we presentation.

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5) Click next &give the presentation title.
6) Click FINISH to create presentation.

USING DESIGN TEMPLATE:

1) Choose new option from file menu. new presentation dialog box
will appears.

Click on design template page tab and select any template

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2) Click OK.
3) New slide dialog box will appear . Choose lawet and press OK.
4) The slide will appear in screen.

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APPLYING DIFFERENT COLOR:
1) Click on the format menu.
2) Click on slide color scheme.
3) Click on color scheme we want to apply.
4) Click apply or apply to all.

ADDING SLIDE:
1) Click insert menu and click new slide. The new slide dialog box
Appear.
2) Select the desired layout for the new slide.
3) Click OK.

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FILL WITH TEXTURE/PATTERN:
1) Select object to fill with texture.
2) Click fill color arrow on drawing toolbar.
3) Select fill effect.
4) Click texture/pattern tab.
5) Select texture/pattern.
6) Click preview to view effect.
7) Click OK.

ADDING GRAPHICS TO A PRESENTATION:

1) Open the slide to which we want to add the clipart image.
2) Click on the insert clipart button on drawing toolbar.
3) Click on a category.
4) Click on the clipart image we require.
5) Click on the insert clip tool.
6) Close the insert clip art dialog box.

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APPLYING TRANSACTIONS,SOUND AND
TIME TO SLIDE:
1) Click on slide show menu option.
2) Click on slide transition. A dialog box will open.

3) Click on down arrow next to effect list box & select a transition effect
from the list .
4) Click on the down arrow next to sound list box. Select the sound by
clicking it.
5) Click the check box against the option automatically after. We can set
timing in the box as indicated in the figure.
6) Click on apply button. if we want to apply to all the slide in we
presentation. Click on apply to all button.

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ANIMATED TEXT:
1) Click on slideshow menu option.
2) Click on custom animation. A dialog box will open.

3) Click the check box next to the item we want to animate.

4) Click on the ON mouse click option button.
5) Click on the preview button to see what we presentation will
Finally look
6) Click OK.

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