MS OFFICE

Microsoft Office (often referred to as MS Office) is a suite of productivity software developed by

Microsoft. It is designed to help users perform a variety of tasks such as word processing, creating
spreadsheets, making presentations, managing emails, and more. MS Office is used by individuals,
businesses, educational institutions, and governments around the world.

Key Components of MS Office:

1. Microsoft Word
A word processing application used to create, edit, format, and print documents. It's widely
used for writing letters, reports, resumes, and other text-based documents.

2. Microsoft Excel
A spreadsheet application for organizing, analyzing, and storing data in tabular form. It includes
powerful tools for calculations, graphing, data analysis, and visualization.

3. Microsoft PowerPoint
A presentation software used to create slideshows composed of text, images, charts, and
multimedia. It’s commonly used for business meetings, educational presentations, and public
speaking.

4. Microsoft Outlook
An email client that also includes calendar, task, and contact management features. It's widely
used for managing personal and work-related email communications.

5. Microsoft Access
A database management system used for creating and managing databases. It allows users to
organize and retrieve data from complex datasets easily.

6. Microsoft OneNote
A digital notebook application for taking notes, organizing them, and sharing them with others. It
allows users to add text, images, audio, and even handwritten notes.

7. Microsoft Publisher
A desktop publishing application used for creating professional-quality printed materials such as
brochures, newsletters, and flyers.

8. Microsoft Teams
A collaboration platform that integrates chat, video conferencing, file sharing, and task
management for team communication.

Versions of MS Office:
- Microsoft Office 365 (now Microsoft 365): A subscription-based service that includes cloud-
based features and regular updates. It allows users to access Office apps on multiple devices and
includes OneDrive storage for cloud-based document storage.
- Office 2019: A traditional, one-time purchase version of MS Office that includes the core
applications like Word, Excel, PowerPoint, and Outlook, but without the cloud-based features
or regular updates of Office 365.

Uses of MS Office:
- Business: MS Office tools like Excel and PowerPoint are commonly used in businesses for
tasks such as data analysis, presentations, and email communication.
- Education: Teachers and students use MS Office applications for assignments, research,
and collaboration.
- Personal use: Individuals use Word for document creation, Excel for budgeting, and Outlook
for managing emails.

Features of MS Office:
- User-friendly interface: MS Office tools are known for their intuitive, easy-to-use interfaces
with ribbons, menus, and quick-access features.
- Collaboration: Features like real-time collaboration in Word and Excel (via OneDrive
or SharePoint) make it easier for multiple users to work on the same document.
- Cloud integration: With Microsoft 365, users can access their files from anywhere, on any
device with internet access.
- Cross-platform availability: MS Office apps are available on Windows, macOS, and
mobile devices (iOS and Android).
 MS-WORD
MS-WORD is the part of the bigger package called MS-OFFICE. We can do much more than
word processing.
What is word processing?
Word processing is a software package that enables you to create, print and save document for
future retrial and reference creating a document involves typing by using a keyboard and saving
it editing a document a document involves correcting the spelling mistakes if any deleting or
moving words sentence or paragraph.
Advantages of word processing:
Word processor over a conventional type writer is that a word processor enables you to may
change to a document without retyping the entire document.

Features of word processing:

1. Text is typing into the computer which allows alteration to be made easily
2. Word and sentence can be inserted or deleted.
3. Paragraph or text can be copy/move throughout the documents.
4. Margins and page length can be adjusted as desired.
5. Spelling can be checked and modify through the spell check facility.
6. Multiple documents/files can be merged.
7. Multiple copies of letters can be generated with different address through the male
merger facility.

Important components of the screen:

1. Title bar: - The title bar displayed the name of the currently active word document like
other windows applications.
2. Toolbar: - Word has a number of tool bar that help you perform task faster and with
great easy two of the most commonly toolbar are the formatting toolbar and the standard
toolbar.
3. Ruler bar:- the ruler bar allows you to format the vertical alignment of text in a document.
4. Status bar:- The status bar displays information about the currently activate document.
This includes the page no. that you are working.
5. Scroll bar:- This bar helps scroll the content or body of document.
6. Work space:- The work space is the document windows where you enter/type the text
of your document.
7. Main menu:- The word main menu is displayed at the top if the screen.
APPLICATIONS OF MS Word.
Microsoft Word is a versatile word processing tool that can be used for a wide range of tasks.
Below are three common applications of MS Word with detailed steps on how to use them:

1. Creating a Resume
A resume is one of the most common documents created in MS Word, especially for job seekers.
MS Word provides various templates to simplify this process.
Steps to Create a Resume in MS Word:
1. Open Microsoft Word:
 Launch MS Word by clicking on the MS Word icon from your desktop or Start
menu.
2. Select a Resume Template:
 On the File menu, click New.
 In the search bar, type "Resume" and press Enter. A variety of pre-designed
resume templates will appear.
 Choose the template that best fits your style and click on it to open.

3. Customize the Template:

 Replace the placeholder text with your own details. This includes your name,
contact information, professional summary, skills, work experience, education, and
other relevant sections.
 Use the formatting options in the Home tab to adjust fonts, sizes, and styles if
necessary.
 You can also add bullet points, headers, and sections to make your resume
visually appealing and easy to read.
4. Save and Export the Resume:
 After customizing your resume, click File > Save As and choose a location to
save the document.
 To share your resume, save it in PDF format by selecting Save as type and
choosing PDF. This ensures your formatting stays intact when sharing with
potential employers.
2. Mail Merge
Mail Merge Overview

Mail Merge in Microsoft Word is a powerful tool that allows you to create personalized
documents for many recipients at once. By combining a template document with data from
an external source (like an Excel spreadsheet), you can send unique documents to multiple
people without manually editing each one. This is useful for personalized letters, labels,
envelopes, and more.

Example: Personalized Letters

Here’s how to create personalized letters using Mail Merge:

1. Create Data Source (Excel File)

Start by creating an Excel file with customer details, such as their names, addresses, and other
relevant information. For example:

First Name Last Name Address City Postal Code

Aarav Sharma 101, MG Road Bangalore 560001
Priya Patel 205, Banerji Lane Pune 411045
Vijay Iyer 88, Church Street Chennai 600001

Save this file as [Link].

2. Start Mail Merge

 Open Microsoft Word.

 Go to the Mailings tab in the Ribbon.
 Select Start Mail Merge, then choose Letters to create a personalized letter.

3. Select Data Source (Excel File)

 Click Select Recipients > Use an Existing List.

 Browse for your saved Excel file ([Link]) and open it.
 Choose the appropriate sheet (usually Sheet1$ if your data is on the first sheet).

4. Insert Merge Fields

Now you need to insert placeholders into the letter template, which will later be replaced with
the actual data from the Excel file.
  In the template, place your cursor where the personalized information will appear.
 Click Insert Merge Field and select fields like First Name, Last Name, Address,
etc.

Example template:

Dear <<First Name>> <<Last Name>>,

We are writing to inform you about our new services at the following address:

<<Address>>
<<City>>, <<Postal Code>>

Thank you for being a valued customer! Sincerely,

Your Company Name

After inserting the fields, the document will have placeholders like <>, <>, and <>.

5. Preview Results

 Click Preview Results to see how the final letters will look with the data from
your Excel file inserted.
 This will replace the placeholders with actual customer information. For
example, "Dear <> <>" will be replaced by "Dear Aarav Sharma."

Example preview for the first customer:

Dear Aarav Sharma,

We are writing to inform you about our new services at the following address:

101, MG Road
Bangalore, 560001

Thank you for being a valued customer!

Sincerely,
Your Company Name

The second letter for Priya Patel would automatically update with her details.

6. Finish Mail Merge

 After previewing and confirming the letters look correct, click Finish & Merge.
 Choose one of the following options:
o Print Documents: Directly print the letters.
o Create New Document: Generate a new Word document with all the
merged letters.
o Send E-Mail Messages: If you want to email the letters instead of
printing them (requires setup).

7. Save or Print

 If you selected Create New Document, Word will generate a new

document containing all the personalized letters.
 You can now save the document or print it.
Final Output

Once the Mail Merge is complete, each recipient will receive a personalized letter. For
example:

For Aarav Sharma:

 Dear Aarav Sharma,


 We are writing to inform you about our new services at the following address:

 101, MG Road
 Bangalore, 560001

 Thank you for being a valued customer!

 Sincerely,
 Your Company Name

For Priya Patel:

 Dear Priya Patel,


 We are writing to inform you about our new services at the following address:

 205, Banerji Lane
 Pune, 411045

 Thank you for being a valued customer!

 Sincerely,
 Your Company Name
 2. SmartArt in MS Word

SmartArt in MS Word is a feature that allows users to create visually appealing

diagrams and graphics. It offers a variety of pre-designed layouts such as lists,
processes, and hierarchies. SmartArt helps convey complex information in a simple
and engaging way. Users can customize colors, styles, and shapes to suit their needs.

How to use SmartArt in MS Word

SmartArt is simply one of the graphics features in MS Word. The best

way to learn is by doing. Here are some tips:

1. Launch MS Word. (The version you use may look a bit different).
2. Open a new document or go to an empty paragraph in an existing document.
3. On your Insert tab, click the SmartArt button.

A dialog box opens, displaying categories of SmartArt on the left, styles of

SmartArt graphics in the middle, and a preview and description of the selected
SmartArt on the right.
4. Select a category.
5. Select a graphic.
6. Click OK. The selected SmartArt graphic is inserted in your document.

Each part of the graphic contains placeholder text, ready for you to fill it

Add Text

1. Click the arrow on the SmartArt graphic’s left border.

The text pane opens, where you can enter the text for the SmartArt graphic.

You can also open the text pane by clicking the Text Pane button on the Design
tab in the SmartArt Tools ribbon group.

2. Enter text for each bullet in the text pane.

Click the text pane’s Close button when you’re done.

 You can also click each text placeholder in the SmartArt graphic to directly
add text.

Some SmartArt graphics can accommodate more bullet points than they start with.
To add another bullet, press Enter in the text pane.

Format SmartArt graphics

Finally, you can customize the look of each shape in the SmartArt graphic.

1. Click the SmartArt shape you have inserted.

2. Under SmartArt Tools on the menu bar, click the Format or Design tab,
depending on which formatting tools you want to use.
3. Use the options available to format each shape.

Crating an Organisational Chart

We follow the same procedures that we have learned so far, except that in the
Choose a SmartArt Graphic gallery, click Hierarchy, and then click an
organization chart layout (such as Organization Chart), and then click OK. The
chart will be inserted in your document.

How to add a box in SmartArt charts

1. Click the existing box that is located closest to where you want to add the
new box in your chart.
2. Under SmartArt Tools, on the Design tab, in the Create Graphic group,
click the arrow next to Add Shape, and then do one of the following: This
can be done also by clicking on the right mouse button.

can be done also by clicking on the right mouse button

 To insert a box at the same level as the selected box but following it, click
Add Shape After.
 To insert a box at the same level as the selected box but before it, click Add
Shape Before.
 To insert a box one level above the selected box, click Add Shape Above.

The new box takes the position of the selected box, and the selected box and all
the boxes directly below it are each demoted one level.

 To insert a box one level below the selected box, click Add Shape Below.
 To add an assistant box, click Add Assistant.

Add Assistant is available only for organization chart layouts. It is not available
for hierarchy layouts, such as Hierarchy.

To delete a box in a chart

Click the border of the box you want to delete, and then press Delete.

To delete the whole chart

Click the outer border of the whole chart, and the press Delete.
Examples :
Organisation Chart

Project
Manager

Project Finance
Administrator Administrator

Admin Finance Procurement

Assistant HR Manager Assistant Officer

Basic Cycle Example Publication Plan

Use to represent a continuing sequence of stages, tasks, or events in a
circular flow. Emphasises the stages or steps rather than the connecting
arrows or flow.

Plan

Publish Write

Review

Edit
 Basic Pyramid Maslow’s Hierarchy of
Needs

Self-Actualisation

Self-esteem

Love/belonging

Safety

Physiological

Sample SmartArt List