Microsoft Office: Ms-Word Ms-Excel Ms-Powerpoint Ms-Access

Microsoft Office
Ms office is a Professional collection of programs and

package MS office meets 90% of all computers
software requirements for 90% of users. Ms office is
also called back office tools which is develop by
Specially for office use or other professional work
which contents followings
 MS-WORD
 MS-EXCEL
 MS-POWERPOINT
 MS-ACCESS
Thursday, January 20, 2 Prepared By KN Shrestha 1

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Ms Word
Ms word is an advance word processing unit
program that enable you to create, Edit, Format, and
print from simple own page letter to many
complicated types of documents like reports
proposals world wide web page and means, book
with different layout design different view so on .it is
a multi using a system where we can run world XP
program at the same time as other program such as
excel, power point so on .MS word Provide us
number user friendly toolbars which represent most
of the frequently used command. It is an application
software .It is a component of MS office. Manly it is
used for word drafting and documentation the
default extension of Ms Word is .DOC.
 Starting Word for Windows
 To start word for windows you must install
office Package on your computer after you
install word for window your window
desktop screen will include of
“WINWORD” window and that window
will contain MS word ICON .If you are
using MS Office the window icon will be
located inside ms office.

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Getting Started with Microsoft Word
Loading Word :-
You can load word from the windows
start menu, accessed by clicking the
start button on the tool bar.
STEP TO OPEN MS WORD
1. Click on the Start up menu.
2. Click on the Programs.
3. Click on the Microsoft Word.
Or Simply type WinWord on the Run
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Common Toolbars On MS-Word
 Title Bar
 Menu Bar
 Formatting Bar
 Standard Tool Bar
 Scale
 Vertical Scroll Bar
 Horizontal Scroll Bar
 Drawing Bar
 Status Bar
 Previous Page
 Next Page
 View Bar
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 Title Bar:- Display the program name and the name of
document being edit which line lies on the top of the
windows.
 Menu Bar:- Contents the main word for window menu.
which include number of other submenu for Different
purpose which are also called command .Normally menu
are activate without using mouse pointer.
 Standard Toolbar:- Display the number of tools that you
can select to perform common editing task. you must have
to mouse pointer to use this tools. Standard tools Bar are
very help fool and quickly executing commands without
having to go through menus. The standard Toolbar
contains different tools Icon for basic function like open,
Save, Cut, Copy, Paste so on which are mostly use for
create any document or file.
 Formatting Toolbar:- It contents different tools or option
for changing the style of our text on document for
example font style, font name, size, Alignment, color so
on.
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 Ruler:- It let’s see you make the change the
margin of paper size.
 Scroll Bar:- It helps to move our document with
or wish we can go to any where like top and
button, left and right manly by two ways we use
horizontal and vertical scroll bar with the help of
mouse or using key bard to press page up page
down end home and arrow keys.
 Status Bar:- It is also called the status area which
display the information about our document like
Page No, Colon No, Line No, etc manly status bar
display information about cursor.
 Cursor:-It is also called insert on pointer which
denotes the place where the text, graphic or any
other item would you placed when we type or
insert.
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Templates and Wizards
 About Templates
 Creating and Using Templates
 Modifying Templates
 Using Wizards to create Documents

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About Templates
 Every Microsoft Word document is based on a
template
 A template determines the basic structure for
a document and contains document settings
 AutoText entries, fonts, key assignments, macros,
menus, page layout, special formatting, and styles
 Two basic types of templates
 Global templates
 Document Templates
 Template Locations

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Moving and Rearranging Text
 Copy and paste text in a

document
 Collect and paste multiple items
using the Office Clipboard

 Move text by dragging and
dropping it

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Copy and Paste text in a document
 Select the text you want to move or
copy
 Do one of the following:
 To move the text, click Cut on the
Standard toolbar
 To copy the text, click Copy on the
Standard toolbar
(You can use the Edit menu also)
 If you want to move or copy the text
to another document, switch to the
document.
 Click where you want the item to Cut, Copy and Paste
appear.
 Click Paste on the Standard toolbar

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Office Clipboard
 Use the Office Clipboard to collect and paste
multiple items
 Can collect up to 12 items
 Cannot paste multiple items in other
application other than Office programs
 To enabling multiple item collection, display
the Office Clipboard toolbar
 Automatically copy items to the Office
Clipboard by
 Copying or cutting two different items
consecutively in the same program
 Copying one item, pasting the item, and then
copying another item in the same program
 Copying one item twice in succession
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Collect and Paste Multiple Items
 Display the Clipboard toolbar.
 If the item you want to copy is in
another program, switch to that
program
 Select an item you want to copy
 On the Clipboard toolbar, click
Copy
 If the Clipboard toolbar isn't
available in your view or program,
click Copy on the Edit menu
 Repeat steps 2 through 4 until you
have copied all the items (up to 12)
you want
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Continued…
 Click where you want to paste the
items
 If you want to paste all the items,
click Paste All on the Clipboard
toolbar
 If you don't want to paste all the
items, or if Paste All is not
available, you can paste specific
items by clicking the icon for the
item you want to paste

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Move text by dragging and dropping
it
 Turn on drag and drop
editing
 Drag a selection with the Using left button
left button to move the
selected text
 Holding down <Ctrl> while
dropping copies the
Using right button
selection
 Dragging and dropping
with the right button causes
a shortcut menu to appear

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Finding and Replacing Text
 Quickly search for every occurrence
of a specific word or phrase
 Automatically replace the text
 For example, you can replace “Acme”

with “Apex”
 Fine-tune a search by using
wildcard characters

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Searching for text or phrase
 On the Edit menu, click Find
or Press <Ctrl + F>
 In the Find what box, enter
the text or phrase that you
want to search for
 Select any other options that
you want
 For Help on an option, click the
question mark and then click
the option
 Click Find Next
 To cancel a search in
progress, press ESC
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Replacing Text
 On the Edit menu, click Replace
 In the Find what box, enter the
text that you want to search for
 In the Replace with box, enter
the replacement text
 Select any other options that you
want
 For Help on an option, click
the question mark and then

click the option
 Click Find Next, Replace, or
Replace All
 To cancel a search in progress,
press ESC
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Using Wildcards to fine-tune a Search
 In the Find/Replace dialog box,
select the Use wildcards check
box
(If you don't see the Use
wildcards check box, click More
 Click Special, click a wildcard
character, and then type any
additional text in the Find
what box
 Type a wildcard character
directly in the Find what box

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Viewing Documents
 Different ways to view documents
 Normal
 Print Layout
 Web Layout
 Outline
 Web page preview
 Print Preview
 Select View > View Style

 Click the view buttons located at the
bottom-left corner of the document
window

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Normal View
 Use for typing, editing, and
formatting text
 Shows text formatting but
simplifies the layout of the
page
 Page boundaries, headers
and footers, backgrounds,
drawing objects, and
pictures (with no inline text
wrapping) do not appear

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Print Layout View
 Use to see how text,
graphics, and other
elements will be
positioned on the
printed page
 Useful for editing
headers and footers,
for adjusting margins
 Useful for working
with columns and
drawing objects

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
Outline View
Use to look at the structure of a
document
 Use to move, copy, and
reorganize text by dragging
headings
 Collapse a document to see
only the main headings
 Expand document to see all
headings and even body text
 Makes it easy to to organize
and maintain a long document
 Page boundaries, headers and
footers, graphics, and
backgrounds do not appear
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Print-Preview
 Preview your documents before printing
 Use to see how text, graphics, and other
elements will be positioned on the

printed page
 Useful for editing headers and footers,
for adjusting margins and working with

columns and drawing objects
 Select File > Print Preview
OR
Click the Print Preview button on the
Standard toolbar
 Click the Close button to return to
previous view
 Press <Alt + Ctrl + I> to switch between
Print Preview and previous view
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Printing Documents
 Preview your document
before printing
 Select File > Print
OR
 Click the Print button on
the Standard toolbar
OR
 Press <Ctrl + P>
 Print Dialog box
 Select the printer
 Specify the page range
 Specify the no. of copies

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Working with Text
 Typing text
 Inserting special characters
 Navigating Word documents
 Selecting text
Typing Text
 Overtype and Insert mode
 Replacing selected text when typing
 Using Click and Type
 Change typing and editing options

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Editing Text
 Automatic Corrections
 Moving and Copying Text
 Finding and Replacing Text
 Using Thesaurus and Word Count
 Checking Spelling and Grammar
 Undo and Repeat

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Automatic Corrections
 AutoCorrect
 A feature that automatically
corrects common typing and
spelling errors
 Example Press Spacebar
 If you type teh plus a space,
then AutoCorrect replaces
what you have typed with
“the”
 Type (c) to insert ©
 Type THe to correct to The
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Turn on or off AutoCorrect options
 On the Tools menu, click
AutoCorrect
 Do one or more of the following:
 To set the capitalization options, select
or clear the first four check boxes in the
dialog box
 To turn on or off the AutoCorrect
entries, select or clear the Replace
text as you type check box
 To turn on the spelling checker
corrections, select the Replace text as
you type check box

022
AutoText
 A way to store and quickly

insert text, graphics etc
 Use the AutoText toolbar
or Insert menu to insert
AutoText entries

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AutoComplete
 Enables you to insert Screen tip
entire items — such as
dates and AutoText
Press <Enter>
entries
 Simply type the first few
characters and Word will
display a ScreenTip
 Press <Enter> to accept
the suggestion or
continue typing

022
Formatting Text
 Format Characters
 Format Paragraphs
 Copy and Paste Formats
 Find and Replace Formatting
 AutoFormat

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Formatting Characters
 Apply character
formatting to selected
text Font Font Size
 Use Formatting toolbar
 Change font and font size
 Underline text and
numbers
 Apply bold and italic
formatting
 Change color of text and
Underline Font Color
numbers
Italics Superscript
 Apply superscript and
subscript Bold Subscript

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Format Characters using Font Dialog
Box
 Apply all character
formats at once
 Apply embossed,
engraved, outlined, or
shadow formatting
 Change underline color
 Hide text
 Apply embossed,
engraved, outlined, or
shadow formatting
 Format text as all
capital letters or as
small capital letters
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Working with Long Documents
 Footnotes and Endnotes
 Cross-References, Captions and
Bookmarks
 Organizing a Document in Outline
View
 Automatically Summarize a
Document
 Create Table of Contents, Indexes
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Overview of Footnotes and Endnotes
 Used in printed documents to
explain, comment on, or
provide references for text in a
document
 Footnotes appear at the end of
each page in a document
 Endnotes typically appear at
the end of a document
 Consists of two linked parts
 the note reference mark and
 the corresponding note text
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Footnote and Endnote Tasks
 Insert a footnote or an endnote
 On the Insert menu, click Footnote
 View footnotes and endnotes
 Rest the pointer on the note reference mark
 Switch to Normal View and choose View >
Footnotes to view all footnotes and endnotes
 Delete a footnote or an endnote
 Select the note reference mark and then press
<Delete>

022
Captions
 A numbered label, such as “Figure 1,” that you can
add to a table, figure, equation, or other item
 To add a caption manually
 Select the item you want to add a caption to
 On the Insert menu, click Caption
 Select the options you want
 Word can automatically add captions when you
insert tables, figures, or other items
 You can change the caption label, number format
and include chapter numbers
 If you delete or move captions, you should
manually update the captions

022
Cross-References
 A reference to an item that appears in
another location in a document
 for example, "See Figure 1 on page 3."
 Create cross-references to headings,
footnotes, bookmarks, captions, numbered
paragraphs, and so on
 To create a cross-reference
 On the Insert menu, click Cross-reference
 Change what a cross-reference refers to

022
Bookmarks
 An item or location in a document that you
identify and name for future reference
 Use to quickly jump to a specific location
 Add a bookmark
 Select an item or location and assign it a bookmark
name using the Insert > Bookmark command
 Show bookmarks
 Select Tools > Options and then click the View tab
 Select the Bookmarks check box
 Go to a specific bookmark
 On the Insert menu, click Bookmark.
 Under Bookmark name, click the bookmark you want to
go to
 Click Go To
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Organizing a Document in Outline
View
 Shows the document's
structure
 Makes it easy to quickly
restructure a document
 Reorder headings and text
by moving them up or down
in outline view
 You can "promote" or
"demote" body text or a
heading to a higher or lower
level
022
Automatically Summarize a
Document
 AutoSummarize identifies the key points in a
document for you to share with others or quickly scan
 Determines key points by analyzing the document and
assigning a score to each sentence
 Sentences that contain words used frequently in the
document are given a higher score
 Create an automatic summary of key points for
others to read
 View a summary of a document on the screen

022
Table of Contents
 A list of the headings in a document that you
can insert in a specific location
 Use table of contents to get an overview of
the topics discussed in a document
 Creating a table of contents
 Apply the built-in heading styles (Heading 1
through Heading 9)
 On the Insert menu, click Index and Tables, and
then click the Table of Contents tab
 Select the options you want and click OK
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Indexes
 An index lists the terms and topics
discussed in a printed document, along
with the pages they appear on
 You can create an index entry:
 For an individual word, phrase, or symbol
 For a topic that spans a range of pages
 That refers to another entry, such as
“Transportation. See Bicycles.”

022
Creating Indexes
 Mark index entries
 Press <Alt + Shift + X>
 Edit, format, or delete index entries
 Click Show/Hide to display index entries
 Design and build an index
 Select Index > Index and Tables and click the Index tab
 To use one of the available designs, click a design in the
Formats box
 To design a custom index layout, click Modify and
under Styles, click the style you want to change, and
then click Modify

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Session 12 Using Mail Merge
 Overview of Mail Merge
 Understanding Mail Merge
 Use mail merge to create form letters
 Creating the main document
 Creating/Opening the data source
 Edit the main document and mail merge
 Merging the data in mail merge

022
Overview of Mail Merge
 Use the Mail Merge feature to create form
letters, mailing labels, envelopes, or catalogs
 Mail Merge Helper guides you through the
process of creating form letters etc
 Terms used in mail merge
 Main document: the document that contains the
generic information that you want to repeat in
each form letter
 Data source: a file that contains the data that
varies in the merged documents
 Merge fields: placeholders that tell Microsoft
Word where to insert data from the data source
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Understanding Mail Merge
Data Source Merge field Merged form letter and envelope
Main Document

022
Using Mail Merge to Create Form
Letters
 Open or create the main
document
 Open or create the data
source
 Edit the main document and
insert merge fields
 Merge the data into the main
document
 Use the Mail Merge Helper
available on Tools > Mail
Merge
 Use the Mail Merge toolbar

022
Create or Open a Main Document
 Open an existing letter
 Create a new letter
Mail Merge
 Under Main document, click
Create, and then click Form
Letters
 Click Active Window
 The active document
becomes the main document

022
Open or Create the Data Source
 In the Mail Merge
Helper dialog box, do
one of the following:
 Create a new data
source.
 Use data in an existing
data source
 Use addresses from an
electronic address
book

022
Edit the Main Document and Insert Merge Fields
 In the main document, type the
text that you want to appear in
every form letter
 Insert merge fields where you
want to merge names, addresses,
and other data from the data
source
 To insert a merge field, click in
the main document, click

Insert Merge Field on the Mail
Merge toolbar, and then click
the field name you want

022
Merge the Data into the Main Document
 Merge the data into the main
document
 On the Tools menu, click Mail
Merge
 In the Mail Merge Helper dialog
box, click Merge under Merge
the data with the document
 In the Merge dialog box choose
the Merge to option to
 New document, printer, Electronic
mail
 Specify the records to be merged
 Click Merge
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Preview Merged Documents
 If you see the Mail Merge Helper dialog box,
click Close
 Click anywhere in the main document, and
then click View Merged Data on the Mail
Merge toolbar
 Microsoft Word displays information from
the first data record in place of the merge
fields
 To view information from other data records,
click the arrow buttons on the Mail Merge
toolbar, or type a record number in the Go to
Record box and press ENTER
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Other Mail Merge Features
 You can use Mail Merge feature to create
 Mailing labels
 Envelops
 Catalogs
 Steps
 Create the main document using Mail Merge
helper
 Select appropriate options
 Open or create the data source
 Select the options and insert merge fields
 Merge the data into the main document
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Session 13 Sharing Information with Other
Users and Applications
 Protecting documents
 Managing revisions
 Documenting your files
 Tracking Changes
 Managing multiple versions
 Sharing data and graphics

022
Using Passwords to Protect Documents
 Limit or restrict access to a
document to protect it from
unauthorized changes
 Use the Save Options, which
can be found in Tools >
Options, to
 Require a password to open the
document
 Require a password to modify
the document
 Recommend that others open
the document as read-only
 Prepare a document for
review by protecting for
comments and tracked
changes
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About adding comments and keeping track
of changes
 Using the Word change- Deleted text
tracking feature to track
changes to a document
 Inserting comments
 Emphasizing text by Changed line Inserted text
highlighting it
 Comparing documents
 Merging tracked
changes
 Saving multiple versions
of a document in one file

022
Track Changes While You Edit
 Open the document you want
to revise
 On the Reviewing toolbar,
click Track Changes
 Make the changes you want
You can also change any Track changes
formatting
 Microsoft Word uses revision
marks to show the tracked
changes
 To change color and other
formatting for changed text
and graphics
 Select > Options click the Track
Changes tab, and then select one
or more options
022
Using the Reviewing toolbar
 Use the reviewing
toolbar to
 Insert, delete and edit Insert comment
comments
Edit comment
 Move between Save versions
comments Previous comment
 Highlight important
text
 Save multiple
Next comment
versions
Track changes Highlight text
 Track changes
 Accept and reject
changes

022
Sharing Information with Other
Programs
 Use Word to share
information between
Office and other
programs
 Use copy and paste
 Use Insert > Object
 Use a linked object or
an embedded object

022
Insert an Equation
 Click where you want
to insert the equation
 On the Insert menu,
click Object, and then
click the Create New
tab
 In the Object type box,
click Microsoft
Equation 3.0
 Click OK

022
Insert an Organization Chart
 Position the insertion point where
you want to insert the organization
chart
 On the Insert menu, click Object, and
then click the Create New tab
 In the Object type box, click MS
Organization Chart 2.0
 Click OK
 When a blank organization chart
appears in Microsoft Organization
Chart, enter the information you want
 When you finish creating the
organization chart, exit Microsoft
Organization Chart

022
Session 14 Advanced Topics
 Customizing Command Bars

 Customizing your Documents with Fields
 Creating and Working with Macros

022
Setting Menus and Toolbars Options
 By using the Customize dialog box,
you can
 Make toolbars and menus look
like they did in Office 97

 Switch between personalized
menus and full menus

 Show font names in the Office
interface font
 Change the size of toolbar
buttons
 Show or hide toolbar ScreenTips
 Show or hide shortcut keys in
ScreenTips
022
Customizing Menus and Toolbars
 Customize menus by
adding and removing
commands, menus, or
buttons
 Customize toolbars by
adding, reorganizing, and
removing buttons and
menus
 Use the Customize dialog
box to make most changes
to menus and toolbars

022
Customizing Menus Drag the desired command to a
menu or toolbar to add a command
 Use the Customize dialog and drag the command here from
a menu or toolbar to delete
box, available on Tools >
Customize, to
 Add a command or other
item to a menu
 Delete a command from a
menu
 Move menus or menu
commands
 Rename a menu
 Customize a shortcut menu Commands are organized by menu
name or type. Click a category to
 Reset built-in menus list of available commands

022
Customizing Menu Commands
 With the Customize
dialog box left
opened,
 Right click a menu
command to
 Change the
appearance of a menu
command
 Rename a menu
command

022
Customizing Toolbars and Toolbar
Commands
 With the Customize dialog
box, you can
 Add or Delete a toolbar
button
 Move or copy a toolbar button
 Move or copy a menu to a
toolbar
 Add a built-in menu to a
toolbar
 Add a custom menu to a
toolbar
 Create, rename and delete a
custom toolbar
 Reset built-in toolbars
 Customize toolbar buttons

022
Creating Shortcut Keys
Customize.
 Click Keyboard
 In the Categories box, click the
category that contains the
command or other item
 Click the name of the command or
other item from the commands list
 In the Press new shortcut key box,
type the shortcut key combination
you want to assign
 Click Assign

022
About Fields
 A set of codes to insert text,
graphics, page numbers, and
other material into a
document automatically
 Example
 Page numbers, data and time,
index and tables
 Appears between curly
brackets, or braces ( { } )
 To insert fields
 Use the Insert > Field or press
<Ctrl + F9> and type the
appropriate information
between the field braces

022
About Macros
 Series of Word commands and instructions that are
grouped together and executed as a single
command
 Two ways to create a macro:
 Macro recorder
 Visual Basic Editor
 Macro Viruses
 a type of computer virus that's stored in a macro within a
document, template, or add-in
 By default, Word stores macros in the Normal
template so that they're available for use with every
Word document
022
Creating Macros with Macro Recorder
 On the Tools menu, point to
Macro, and then click Record
New Macro
 In the Macro name box, type a
name for the macro
 In the Store macro in box, click
the template or document in
which you want to store the
macro
 In the Description box, type a
description for the macro
022
Continued…
 If you want click the
keyboard button and assign a
shortcut keystroke to your
macro
 Click OK and carefully
perform the actions you want
to include in your macro
 To stop recording your
macro, click Stop Recording
 To Run the recorded macro
use the Macro dialog box
022
Macros Security
 Microsoft Word offers the
following levels of security
 High
 Medium
 Low
 To change security level
 Select Tools > Macros > Security
 Click the Security Level tab, and
then select the security level
 Digital signature
 A digital stamp of identification
on a macro that confirms that the
macro originated from the
developer who signed it, and that
the macro hasn't been altered

022
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Microsoft Office: Ms-Word Ms-Excel Ms-Powerpoint Ms-Access

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Microsoft Office

Ms office is a Professional collection of programs and

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 Copy and paste text in a

using the Office Clipboard

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 For example, you can replace “Acme”

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the question mark and then

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 Web page preview

 Select View > View Style

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elements will be positioned on the

for adjusting margins and working with

 Specify the page range

 Specify the no. of copies

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 A way to store and quickly

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the main document, click

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 Customizing Command Bars

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like they did in Office 97

menus and full menus

 Show or hide shortcut keys in

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