FIRST YEAR – SEMESTER – I

SEC – 1 MS OFFICE FOR COMMERCE (Practical)

Unit - I

Introduction to MS Word & Commonly used features

Introduction to Word processing -Word processor / Editor - File Extension -
DOCx, DOTx - Application / Document area
Title Bar, Menu Bar, Ribbon, Icons, Status Bar, Scroll Bar - Page Layout - Page
Size ( Letter / A4 ) - Orientation ( Landscape / Portrait ) - Margin ( Top, Left,
Bottom, Right ) -Navigation(Arrow keys, Ctrl + Arrow keys, Home, End, Page
UP/ Page Down ) - Selection - Using Shift + Navigation
Fonts / Superscript / Subscript - Show / Hide - Displays non printing characters
( Space / TAB / Enter ) - Change Case - Bullets / Numbering - Format Painter –
Clipboard - Find / Replace
Screen shot - Prnt SCR / Alt + PrntScr – Indent - Line and Para spacing - Tab
Stop - Text to Table - Table to Text

Microsoft Word is a widely-used word processing software that helps create, edit, and format
text-based documents. It uses the file extensions .DOCx and .DOTx for documents and
templates, respectively. Here's an introduction to some commonly used features in MS Word:

1. **Application/Document Area:** This is where you compose and edit your text. It's the
main workspace of Word.

2. **Title Bar:** Displays the document's name and has options to minimize, maximize,
or close the window.

3. **Menu Bar:** Contains various menus like File, Edit, View, etc., each providing a
range of commands and options.

4. **Ribbon:** Located below the menu bar, it is divided into tabs like Home, Insert,
Page Layout, etc., and contains various tools and functions related to formatting and
editing.

5. **Icons:** These are graphical representations of commonly used commands and

tools, located in the Ribbon.

6. **Status Bar:** Located at the bottom, it shows information like page number, word
count, language, and more.

7. **Scroll Bar:** Helps you navigate through the document vertically or horizontally.
8. **Page Layout:** This tab allows you to customize the document's appearance,
including Page Size (Letter/A4), Orientation (Landscape/Portrait), and Margins (Top,
Left, Bottom, Right).

9. **Navigation:** You can move within the document using arrow keys, Ctrl + Arrow
keys, Home, End, Page Up, and Page Down keys.

10. **Selection:** To select text, you can click and drag the mouse or use Shift + Arrow
keys for precise selection.

11. **Fonts/Superscript/Subscript:** Customize text appearance with various fonts and

apply superscript/subscript for special characters.

12. **Show/Hide:** Toggle the display of non-printing characters like spaces, tabs, and
paragraph marks.

13. **Change Case:** Quickly change text between uppercase, lowercase, or other
case styles.

14. **Bullets/Numbering:** Create bulleted or numbered lists easily.

15. **Format Painter:** Copy formatting from one part of the document and apply it to
another.

16. **Clipboard:** Cut, copy, and paste text or objects within the document.

17. **Find/Replace:** Search for specific words or phrases and replace them with
others.

18. **Screenshot:** Capture and insert screenshots using Prnt Scr or Alt + Prnt Scr.

19. **Indent:** Adjust text indentation for paragraphs or lists.

20. **Line and Paragraph Spacing:** Control the spacing between lines and
paragraphs.

21. **Tab Stop:** Set custom tab stops to align text.

22. **Text to Table/Table to Text:** Convert text into tables or vice versa for better
organization.

These features form the foundation of Microsoft Word, enabling users to efficiently
create, format, and edit documents for various purposes.
 Unit - II

Insert Tab & Mail Merge

Insert Tab - Picture ( Styles, Border, Effects, Warp Text, Align, Rotate, Flip,
Crop ) - Water Mark - Shapes ( Group, Ungroup, Bring to Front, Send to Back,
Format shape ) – Hyperlink – Bookmark - Text Box - Word Art
Tables - Rows , Columns, Cell - Merge Cell - Split Cell
TOC - Update entire - Header / Footer - Cover Page - Break - Section Break -
Spell Check - ABC / F7 - Word Count
Working with Mail Merge

Certainly! Here's an overview of some features in the "Insert" tab in Microsoft Word and an
introduction to working with Mail Merge:

**Insert Tab:**

1. **Picture:** Insert images into your document and format them using styles, borders, effects,
text wrapping options, alignment, rotation, flipping, and cropping.

2. **Watermark:** Add a watermark, such as "Confidential" or "Draft," to your document for

visual emphasis.

3. **Shapes:** Insert various shapes, customize them, group or ungroup them, arrange their
order (bring to front or send to back), and format their appearance.

4. **Hyperlink:** Create clickable links to websites, email addresses, or other documents within
your text.

5. **Bookmark:** Place bookmarks within your document to easily navigate to specific points.

6. **Text Box:** Insert text boxes to add text in a separate, movable container within your
document.

7. **WordArt:** Create stylized text using WordArt with various fonts and formatting options.

8. **Tables:** Insert tables with customizable rows, columns, and cells. Merge or split cells as
needed for layout.

**Other Features:**

9. **TOC (Table of Contents):** Automatically generate a table of contents based on your

document's headings. You can update it as the document changes.

10. **Header/Footer:** Customize headers and footers for your document, which can include
page numbers, dates, and other information.

11. **Cover Page:** Add a pre-designed cover page to your document for a professional look.
12. **Breaks and Section Breaks:** Insert page breaks, column breaks, and section breaks to
control the layout of your document.

13. **Spell Check (ABC/F7):** Check the spelling and grammar of your document to correct
errors.

14. **Word Count:** Quickly see the number of words, characters, and other statistics in your
document.

**Working with Mail Merge:**

Mail Merge is a powerful feature in Word that allows you to create personalized documents,
such as letters or labels, by merging a template with a data source like an Excel spreadsheet or
contact list. Here's a simplified overview of the process:

1. **Select Recipients:** Start by choosing your data source, which contains the information you
want to merge into your document.

2. **Insert Fields:** Insert merge fields at the appropriate places in your document where you
want data to appear. These fields will be replaced with actual data during the merge.

3. **Preview Results:** Preview how your merged document will look with sample data to
ensure it appears correctly.

4. **Complete the Merge:** Finally, complete the merge to generate individual documents for
each record in your data source. You can print, save, or email these documents.

Mail Merge is especially useful for creating bulk letters, envelopes, or labels with customized
content for each recipient.

Unit - III

Introduction to MS Powerpoint
Creating Presentation - File Extension - PPTx, PPSx - Slides and Layouts,
Apply Background - Title Bar, Menu Bar, Ribbon, Icons, Status Bar, Scroll Bar
- View - Slide Master
Insert Logo - to display in all slides - Change Text color - to maintain
consistency in all slides
Slideshow - F5 / Shift F5
New Slide - Ctrl + M
Animation Effects - Apply in objects within the Slide
Transition Effect - Apply between slides
Rehearse Timing - Set timing to each slide
Loop until ESC - After reaching LAST slide, display again from 1st slide.
SaveAs - PPSx - PowerPoint Show
SlideShow - Use Pen / Highlighter
Paste the Chart from Excel - Data linked to Excel source
Insert Chart within PowerPoint - Data linked internally
Microsoft PowerPoint is a popular presentation software that allows you to create visually
engaging slideshows. Here's an introduction to some key aspects and features of PowerPoint:

1. **File Extension:** PowerPoint presentations are saved with the file extension .PPTx for
regular presentations and .PPSx for PowerPoint shows (which start the presentation
immediately).

2. **Slides and Layouts:** A presentation is composed of slides, each with a specific layout that
determines the arrangement of content. Common layouts include Title Slide, Title and Content,
Two Content, and Blank Slide.

3. **Apply Background:** Customize the background of slides with colors, images, or patterns to
enhance the overall design.

4. **Title Bar, Menu Bar, Ribbon, Icons, Status Bar, Scroll Bar:** These elements are part of the
PowerPoint user interface, similar to Microsoft Word, and provide access to various commands
and tools.

5. **View:** Use the View tab to access features like Normal View, Slide Sorter View, and Slide
Master, which allows you to modify the slide master layout and design.

6. **Insert Logo:** Add your company logo or any image to display consistently on all slides. You
can resize and position it as needed.

7. **Change Text Color:** Maintain text color consistency throughout your presentation by
applying the same color to text elements.

8. **Slideshow:** Start your presentation using F5 (from the beginning) or Shift + F5 (from the
current slide).

9. **New Slide:** Quickly add a new slide to your presentation using Ctrl + M. You can choose
the layout for the new slide.

10. **Animation Effects:** Apply animation effects to individual objects within a slide to control
their entrance, emphasis, and exit.

11. **Transition Effect:** Add transition effects between slides to create smooth transitions when
advancing through the presentation.

12. **Rehearse Timing:** Set the timing for each slide to control how long each slide is
displayed during the presentation.

13. **Loop Until ESC:** You can configure your presentation to loop continuously, starting from
the first slide again, until you press the "Escape" key.

14. **Save As:** Save your presentation in the .PPSx format to create a PowerPoint Show file
that starts the presentation directly when opened.
15. **SlideShow Pen/Highlighter:** During a slideshow, you can use the pen and highlighter
tools to draw or emphasize content on the slides, which can be useful for live presentations.

16. **Paste Chart from Excel:** You can copy and paste charts from Excel into PowerPoint. You
can also link the chart data to the original Excel source to keep it updated automatically.

17. **Insert Chart within PowerPoint:** Create charts directly within PowerPoint and link them to
internal data sources for easy editing and updating.

PowerPoint is a versatile tool for creating presentations, whether for business meetings,
educational purposes, or public speaking engagements. It offers a wide range of features to
help you design and deliver engaging slideshows

Unit - IV

Introduction to MS Excel &Using Formulas

Working with Excel
Opening a Workbook - Understanding the Display Screen
Working with the Ribbon - Exploring the File Tab - Working with the Quick
Access Toolbar - Working with the Status Bar- Switching Between Opened
Workbooks
Entering Data - Moving the Cell Pointer - Selecting a Range of Cells - Creating
a New Workbook - Inserting, Renaming, and Deleting Worksheets - Entering
Constant Values - Using Auto Fill to Enter Data - Saving a Workbook - Editing
Cell Contents
Clearing Cell Contents - Insert / Edit Comments - Working with Undo and
Redo - Closing a Workbook
Using Formulas
Entering Formulas with Addressing Methods ( Relative / Mixed / Absolute ) -
Using Auto Fill with Formulas - Using the Sum, Average, Max, Min, Count
Functions - Using IF and NestedIf Function - Using Text Functions ( Len,
Trim, Left, Right, Mid, Find, Replace, Upper, Lower, Proper ) - Using Date
Functions ( Today, Now, Day, Month, Year ) - Using Lookup Functions (
Vlookup, Hlookup ) - Using Formula Error Checking - Cutting / Copying and
Pasting Constant Values and Formulas - Copy / Pasting using Transpose option
- Using Format Painter

It looks like you're interested in learning about Microsoft Excel and how to use formulas. Excel is
a powerful spreadsheet software widely used for data analysis and management. Here's an
overview of the topics you mentioned:

1. **Opening a Workbook and Understanding the Display Screen**: Excel workbooks are where
you store and organize your data. The display screen consists of rows, columns, and cells.

2. **Working with the Ribbon**: The Ribbon is the toolbar at the top of Excel containing various
tabs, each with related commands for formatting, data manipulation, and more.

3. **Exploring the File Tab**: The File tab provides options for managing workbooks, such as
creating, saving, and printing.
4. **Working with the Quick Access Toolbar**: Customize the Quick Access Toolbar to access
frequently used commands easily.

5. **Working with the Status Bar**: The Status Bar at the bottom displays information like cell
mode, zoom level, and sum of selected cells.

6. **Switching Between Opened Workbooks**: You can have multiple workbooks open
simultaneously, and you'll need to switch between them efficiently.

7. **Entering Data**: Learn how to input data into cells and navigate through them.

8. **Moving the Cell Pointer and Selecting a Range of Cells**: Understanding how to move
around the worksheet and select groups of cells.

9. **Creating a New Workbook and Managing Worksheets**: Create new workbooks and
organize data using sheets. You can also rename and delete worksheets.

10. **Entering Constant Values**: Input static data into cells.

11. **Using Auto Fill to Enter Data**: Excel's Auto Fill feature allows you to quickly populate cells
with a series of data.

12. **Saving a Workbook**: Save your work to prevent data loss.

13. **Editing Cell Contents**: Modify the contents of cells as needed.

14. **Clearing Cell Contents**: Remove data from cells.

15. **Insert/Edit Comments**: Add comments to cells to provide additional information.

16. **Working with Undo and Redo**: Use these functions to correct mistakes or redo actions.

17. **Closing a Workbook**: Learn how to close Excel workbooks.

18. **Using Formulas**: Formulas are used for calculations and data manipulation.

19. **Entering Formulas with Addressing Methods (Relative/Mixed/Absolute)**: Understand how

to reference cells in formulas.

20. **Using Functions**: Excel offers a wide range of functions like SUM, AVERAGE, MAX, MIN,
COUNT, IF, and more for various calculations.

21. **Text Functions**: Manipulate text using functions like LEN, TRIM, LEFT, RIGHT, MID,
FIND, REPLACE, UPPER, LOWER, and PROPER.

22. **Date Functions**: Perform date-related calculations with functions like TODAY, NOW, DAY,
MONTH, YEAR.

23. **Lookup Functions**: Utilize functions like VLOOKUP and HLOOKUP to search for specific
values in a table.
24. **Formula Error Checking**: Identify and correct errors in your formulas.

25. **Cutting/Copying and Pasting Constant Values and Formulas**: Learn how to move or
duplicate data within your workbook.

26. **Copy/Pasting using Transpose Option**: Use the transpose option to change the
orientation of copied data.

27. **Using Format Painter**: Quickly apply formatting from one cell to another using Format
Painter.

These are fundamental Excel topics that will help you work efficiently with data and formulas in
Excel. Feel free to ask if you have specific questions or need further assistance with any of
these topics.

Unit - V

Working on multiple Worksheets & Working with huge Datasets

Formatting Worksheets - Formatting Numbers - Changing the Font Format -
Aligning Cell Contents - Merging Cells
Adding Borders - Applying Cell Styles - Modifying Columns and Rows -
Changing Column Width - Changing Row Height
Inserting and Deleting Columns or Rows - Hiding Columns or Rows - Editing
Workbooks - Working with AutoCorrect
Checking Spelling - Using Find and Replace - Using Hyperlinks ( Internal /
External )
Working with huge Dataset
Using multilevel Sort - Using Filters - Fetching Unique Records
Finding Duplicates - Applying Conditional Formatting Rules
Applying Freeze Panes - Using Pivot Table ( Layout & Format )
Working with Charts
Pie / Bar / Column / Line Charts - Titles / Legends / Data labels
Copy / Pasting in Word / PowerPoint
Printing Worksheets
Using Print Preview - Working with Print Settings - Using Page Setup Tools -
Working in Page Layout View - Creating a Header and Footer - Using Page
Break Preview - Printing a Worksheet
Exiting Excel

Working with multiple worksheets and handling large datasets in Excel can be a complex but
valuable skill. Here's an overview of the topics you mentioned:

1. **Formatting Worksheets**: Customize the appearance of worksheets by formatting numbers,

changing font styles, and aligning cell contents.

2. **Merging Cells**: Combine adjacent cells into one to create headers or labels.

3. **Adding Borders**: Enhance the visual layout of your data by adding cell borders.
4. **Applying Cell Styles**: Use predefined cell styles for consistent formatting.

5. **Modifying Columns and Rows**: Adjust column width and row height to fit your data.

6. **Inserting and Deleting Columns or Rows**: Add or remove columns and rows as needed.

7. **Hiding Columns or Rows**: Hide data you don't want to display temporarily.

8. **Editing Workbooks**: Learn various editing techniques to manipulate data effectively.

9. **Working with AutoCorrect**: Enable AutoCorrect to automatically fix common typos and
errors.

10. **Checking Spelling**: Proofread your worksheet for spelling mistakes.

11. **Using Find and Replace**: Quickly locate and replace specific data or values.

12. **Using Hyperlinks (Internal/External)**: Insert links to other cells, worksheets, or external
websites.

13. **Working with Huge Datasets**: Handle large volumes of data efficiently.

14. **Using Multilevel Sort**: Sort data by multiple criteria to organize it effectively.

15. **Using Filters**: Apply filters to display specific data subsets.

16. **Fetching Unique Records**: Extract unique values from a dataset.

17. **Finding Duplicates**: Identify and manage duplicate entries.

18. **Applying Conditional Formatting Rules**: Format cells based on specific conditions.

19. **Applying Freeze Panes**: Keep headers or certain rows/columns visible while scrolling
through large datasets.

20. **Using Pivot Table (Layout & Format)**: Create pivot tables to summarize and analyze
data.

21. **Working with Charts**: Visualize data using various chart types such as Pie, Bar, Column,
Line, and customize them with titles, legends, and data labels.

22. **Copy/Pasting in Word/PowerPoint**: Transfer Excel data to Word or PowerPoint

seamlessly.

23. **Printing Worksheets**: Prepare and print your worksheets effectively.

24. **Using Print Preview**: Preview your document before printing to ensure it appears as
desired.
25. **Working with Print Settings**: Adjust settings like page orientation, margins, and scaling
for printing.

26. **Using Page Setup Tools**: Configure page layout options for your worksheets.

27. **Creating a Header and Footer**: Add page headers and footers for documentation.

28. **Using Page Break Preview**: Visualize page breaks in your document.

29. **Printing a Worksheet**: Print your Excel worksheet or workbook.

30. **Exiting Excel**: Safely close Excel when you're done working.

These skills will help you efficiently manage and present data in Excel. If you have specific
questions or need more details on any of these topics, feel free to ask.