MS Word –

1. Introduction
• Type: Word processing software.
• Developer: Microsoft.
• Part of: Microsoft Office Suite.
• Current Popular Version: MS Word 2019, MS Word 2021, MS
Word (Microsoft 365).
• File Extensions:
o .docx → From Word 2007 onwards
o .dot / .dotx → Template files
o .pdf → Can be exported directly

2. Main Uses
• Creating, editing, formatting text documents.
• Inserting tables, images, charts, hyperlinks.
• Spell & grammar checking.
• Mail merge for bulk letters.
• Track changes for collaborative editing.
• Printing and page setup.

3. MS Word Interface Components

• Title Bar: Shows file name and application name.
• Quick Access Toolbar (QAT): Contains frequently used
commands (Save, Undo, Redo).

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 • Ribbon: Contains tabs (Home, Insert, Design, Layout,
References, Mailings, Review, View).
• Status Bar: Displays page number, word count, language, zoom
level.
• Document Area: Main writing area.
• Scroll Bars: Vertical & horizontal navigation.

4. Common Tabs & Their Key Features

Home Tab
• Clipboard (Cut, Copy, Paste, Format Painter).
• Font (Style, Size, Bold, Italic, Underline, Color).
• Paragraph (Alignment, Line Spacing, Bullets, Numbering).
• Styles (Heading 1, Heading 2, etc.).
• Editing (Find, Replace, Select).
Insert Tab
• Pages (Cover Page, Blank Page, Page Break).
• Tables, Pictures, Shapes, Icons, Charts.
• Links (Hyperlink, Bookmark, Cross-reference).
• Header, Footer, Page Number.
• Text Box, WordArt, Date & Time.
Design Tab
• Document Themes.
• Page Color, Borders.
Layout Tab

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 • Margins, Orientation (Portrait/Landscape).
• Size, Columns.
• Indent, Spacing.
References Tab
• Table of Contents.
• Footnotes, Endnotes.
• Citations, Bibliography.
• Captions, Index.
Mailings Tab
• Mail Merge.
• Envelopes, Labels.
Review Tab
• Spelling & Grammar.
• Thesaurus.
• Comments.
• Track Changes.
• Compare documents.
View Tab
• Read Mode, Print Layout, Web Layout.
• Zoom, Split Window, Multiple Windows.

5. Shortcut Keys (Frequently Asked in Exams)

Shortcut Function

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Ctrl + N New document
Ctrl + O Open document
Ctrl + S Save document
F12 Save As
Ctrl + P Print
Ctrl + C Copy
Ctrl + X Cut
Ctrl + V Paste
Ctrl + Z Undo
Ctrl + Y Redo
Ctrl + F Find
Ctrl + H Replace
Ctrl + A Select all
Ctrl + B Bold
Ctrl + I Italic
Ctrl + U Underline
Ctrl + L Align left
Ctrl + E Align center
Ctrl + R Align right
Ctrl + J Justify
Ctrl + 1 Single spacing
Ctrl + 2 Double spacing
Ctrl + 5 1.5 line spacing

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Ctrl + Shift + > Increase font size
Ctrl + Shift + < Decrease font size
Ctrl + Shift + L Apply bullet
Ctrl + Enter Page break
Ctrl + Shift + Space Non-breaking space
Ctrl + Shift + - Non-breaking hyphen
Ctrl + F2 Print Preview

6. Important Features for Exams

• WordArt: Decorative text formatting.
• Mail Merge: Automatic filling of recipient data in letters.
• Track Changes: Collaboration tool for document editing.
• Macros: Record and run repetitive tasks.
• SmartArt: Create diagrams and flowcharts.
• Templates: Predefined document layouts.
• Table Tools: Split, merge, format tables.
• Protect Document: Restrict editing or password protect.

7. Frequently Asked Exam Questions

1. Default Font in Word 2019 → Calibri, Size 11.
2. Default Page Orientation → Portrait.
3. Default File Extension in Word 2019 → .docx.
4. Number of Views available → Print Layout, Web Layout, Read
Mode, Outline, Draft.

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 5. Function Key for Spell Check → F7.
6. Function Key for Help → F1.
7. Shortcut for Hyperlink → Ctrl + K.
8. Track Changes Shortcut → Ctrl + Shift + E.

MS Excel –
1. Introduction
• Type: Spreadsheet software.
• Developer: Microsoft.
• Part of: Microsoft Office Suite.
• Current Popular Version: MS Excel 2019, MS Excel 2021, MS
Excel (Microsoft 365).
• File Extensions:
o .xlsx → From Excel 2007 onwards
o .xlsm → Macro-enabled workbook
o .xltx → Template file
o .csv → Comma-separated values file

2. Main Uses
• Storing, organizing, and analyzing data.
• Performing mathematical, statistical, and logical calculations.
• Creating charts and graphs for data visualization.
• Applying formulas and functions.
• Data filtering and sorting.

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 • Automating tasks with macros.
• Data validation and protection.

3. MS Excel Interface Components

• Title Bar: Displays file name and program name.
• Quick Access Toolbar (QAT): Save, Undo, Redo.
• Ribbon: Tabs like Home, Insert, Page Layout, Formulas, Data,
Review, View.
• Formula Bar: Displays the formula or value of the active cell.
• Name Box: Shows the address of the active cell.
• Worksheet Area: Grid of rows and columns.
• Status Bar: Displays sum, average, count, and zoom level.

4. Worksheet Basics
• Row: Horizontal line of cells (numbered 1, 2, 3… up to
1,048,576 rows in Excel 2019).
• Column: Vertical line of cells (labeled A, B, C… up to XFD →
16,384 columns).
• Cell: Intersection of a row and column (e.g., A1).
• Active Cell: Currently selected cell.
• Range: Selection of multiple cells (e.g., A1:C5).
• Workbook: Entire Excel file (contains worksheets).
• Worksheet: Individual sheet in a workbook (default name
Sheet1, Sheet2…).

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5. Common Tabs & Their Key Features
Home Tab
• Clipboard (Cut, Copy, Paste).
• Font (Style, Size, Color, Bold, Italic, Underline).
• Alignment (Left, Center, Right, Wrap Text, Merge Cells).
• Number formatting (Currency, Percentage, Date).
• Styles (Conditional Formatting, Cell Styles).
• Editing (Find, Replace, Sort, Filter, AutoSum).
Insert Tab
• Tables, PivotTables.
• Pictures, Shapes, Icons.
• Charts (Column, Line, Pie, Bar, etc.).
• Sparklines.
• Text Box, WordArt.
Page Layout Tab
• Themes, Margins, Orientation.
• Size, Print Area.
• Background, Page Breaks.
Formulas Tab
• Function Library (Math, Text, Logical, Date & Time, Lookup).
• Name Manager.
• Formula Auditing (Trace Precedents, Dependents, Error
Checking).
• Calculation Options.

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Data Tab
• Get External Data (Import).
• Sort & Filter.
• Data Validation.
• What-If Analysis (Goal Seek, Data Table, Scenario Manager).
• Remove Duplicates.
Review Tab
• Spelling Check.
• Comments & Notes.
• Protect Sheet/Workbook.
• Track Changes.
View Tab
• Normal, Page Layout, Page Break Preview.
• Freeze Panes.
• Zoom.
• Show/Hide Gridlines, Formula Bar.

6. Important Functions & Formulas

Function Purpose Example
SUM() Adds numbers =SUM(A1:A5)
AVERAGE() Finds average =AVERAGE(B1:B5)
IF() Conditional logic =IF(C1>50,"Pass","Fail")
VLOOKUP() Vertical lookup =VLOOKUP(101,A2:C10,2,FALSE)

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HLOOKUP() Horizontal lookup =HLOOKUP("ID",A1:Z2,2,FALSE)
INDEX() Returns value from =INDEX(A1:C5,2,3)
range
MATCH() Finds position of =MATCH(50,A1:A10,0)
value
LEN() Counts characters =LEN(A1)
TRIM() Removes extra =TRIM(A1)
spaces
PROPER() Capitalizes first =PROPER(A1)
letters
UPPER() Converts to =UPPER(A1)
uppercase
LOWER() Converts to =LOWER(A1)
lowercase
TODAY() Current date =TODAY()
NOW() Current date & time =NOW()
ROUND() Rounds number =ROUND(A1,2)

7. Shortcut Keys (Frequently Asked in Exams)

Shortcut Function
Ctrl + N New workbook
Ctrl + O Open workbook
Ctrl + S Save
F12 Save As
Ctrl + P Print

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Ctrl + C Copy
Ctrl + X Cut
Ctrl + V Paste
Ctrl + Z Undo
Ctrl + Y Redo
Ctrl + F Find
Ctrl + H Replace
Ctrl + A Select all
Ctrl + B Bold
Ctrl + I Italic
Ctrl + U Underline
Ctrl + Arrow Jump to last filled cell in direction
Keys
Ctrl + Space Select column
Shift + Space Select row
F2 Edit active cell
F4 Repeat last action / Toggle absolute-relative
reference ($)
Alt + = AutoSum
Ctrl + Shift + L Toggle filter
Ctrl + 1 Format cells
Ctrl + T Insert table

8. Frequently Asked Exam Facts

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 1. Default Row Height: 15 points.
2. Default Column Width: 8.43 characters.
3. Maximum Rows: 1,048,576.
4. Maximum Columns: 16,384 (last column = XFD).
5. Function Key for Help: F1.
6. Function Key for Recalculate Formulas: F9.
7. Default File Extension: .xlsx.
8. Function to Count Numbers Only: COUNT().
9. Function to Count All Entries (including text): COUNTA().
10. Function to Count Blank Cells: COUNTBLANK().
11. Function to Find Largest Value: MAX().
12. Function to Find Smallest Value: MIN().

MS PowerPoint –
1. Introduction
• Type: Presentation software.
• Developer: Microsoft.
• First Release: 1987 (by Forethought, Inc., later acquired by
Microsoft).
• Part of: Microsoft Office Suite.
• Current Popular Version: MS PowerPoint 2019, 2021, and
Microsoft 365.
• File Extensions:
o .pptx → From 2007 onwards (default)

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 o .pps / .ppsx → PowerPoint Show files
o .pot / .potx → Template files
o .pdf → Can export slides to PDF

2. Main Uses
• Creating slide-based presentations.
• Adding multimedia (text, images, audio, video, animations).
• Presenting business, educational, and training material.
• Using templates and themes for design consistency.
• Animations and transitions for visual effects.
• Printing slides, handouts, or outlines.

3. MS PowerPoint Interface Components

• Title Bar: Displays file name & program name.
• Quick Access Toolbar (QAT): Save, Undo, Redo.
• Ribbon: Contains tabs (Home, Insert, Design, Transitions,
Animations, Slide Show, Review, View).
• Slides Pane: Displays slide thumbnails.
• Slide Area: Main working area for the current slide.
• Notes Pane: Space for speaker notes.
• Status Bar: Shows slide number, view mode, zoom level.

4. Common Tabs & Their Key Features

Home Tab

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 • Clipboard (Cut, Copy, Paste).
• Slides (New Slide, Layout, Reset).
• Font & Paragraph formatting.
• Drawing tools & Arrange options.
Insert Tab
• Tables, Pictures, Shapes, Icons, Charts, SmartArt.
• Audio, Video.
• Text Box, WordArt, Date/Time, Header & Footer.
Design Tab
• Themes & Variants.
• Slide Size, Background Styles.
Transitions Tab
• Slide transition effects.
• Transition duration & sound.
• Apply to all slides.
Animations Tab
• Entrance, Emphasis, Exit, Motion Paths.
• Animation Pane.
• Timing controls.
Slide Show Tab
• From Beginning / From Current Slide.
• Custom Slide Show.
• Rehearse Timings, Record Slide Show.
Review Tab

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 • Spelling & Grammar check.
• Thesaurus.
• Comments.
• Compare presentations.
View Tab
• Normal, Slide Sorter, Reading View.
• Notes Page, Master Views (Slide Master, Handout Master).
• Zoom, Color/Grayscale.

5. Views in PowerPoint
1. Normal View – Default editing view.
2. Slide Sorter View – Displays thumbnails for easy slide
rearranging.
3. Reading View – Presentation view without full screen.
4. Slide Show View – Full-screen presentation mode.
5. Outline View – Text content in outline format.
6. Master Views – Edit design for multiple slides (Slide Master,
Handout Master, Notes Master).

6. Shortcut Keys (Frequently Asked in Exams)

Shortcut Function
Ctrl + N New presentation
Ctrl + O Open presentation
Ctrl + S Save

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F12 Save As
Ctrl + P Print
Ctrl + M New slide
Ctrl + D Duplicate slide
Ctrl + C Copy
Ctrl + X Cut
Ctrl + V Paste
Ctrl + Z Undo
Ctrl + Y Redo
Ctrl + A Select all
Ctrl + B Bold
Ctrl + I Italic
Ctrl + U Underline
Ctrl + E Center align
Ctrl + L Left align
Ctrl + R Right align
F5 Start slide show from first slide
Shift + F5 Start slide show from current slide
Esc Exit slide show
B Black screen during slide show
W White screen during slide show
Ctrl + K Insert hyperlink
Alt + F5 Presenter view

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7. Important Features for Exams
• Slide Master: Controls design/layout for multiple slides.
• Custom Slide Show: Present only selected slides.
• Rehearse Timings: Practice presentation with time tracking.
• Animation Pane: Controls sequence & timing of animations.
• Hyperlinks & Action Buttons: Navigate to slides, files, or
websites.
• Presenter View: Shows notes & upcoming slides for the
speaker.
• Templates: Pre-designed slide layouts.
• Handouts: Print multiple slides per page for audience.

8. Frequently Asked Exam Facts

1. Default File Extension (2019): .pptx
2. Function Key to Start Slide Show: F5
3. Maximum Slides in a Presentation: 9,999
4. Default Slide Orientation: Landscape
5. Default Font in PowerPoint 2019: Calibri (Body), Size 18 for
body text
6. Function Key for Help: F1
7. Keyboard Shortcut to Insert New Slide: Ctrl + M
8. Shortcut for Duplicate Slide: Ctrl + D
9. Views Used for Editing Master Slides: Slide Master View
10. Extension for Macro-enabled Presentation: .pptm

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MS Access –
1. Introduction
• Type: Database Management System (DBMS).
• Developer: Microsoft.
• Part of: Microsoft Office Suite (Professional & higher editions).
• Purpose: To store, manage, and retrieve structured data using a
graphical interface and SQL.
• File Extensions:
o .accdb → From Access 2007 onwards (default)
o .accde → Executable (locked) database file
o .accdr → Read-only database

2. Main Uses
• Creating relational databases.
• Storing large amounts of structured information.
• Designing forms for data entry.
• Creating queries for data filtering, sorting, and analysis.
• Generating reports for printing or sharing.
• Automating tasks using Macros or VBA (Visual Basic for
Applications).

3. MS Access Components
1. Tables – Store raw data in rows (records) and columns (fields).

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 2. Queries – Retrieve specific data from one or more tables.
3. Forms – User-friendly interface for data entry and editing.
4. Reports – Formatted output of data for printing or viewing.
5. Macros – Automate repetitive tasks.
6. Modules – Store VBA code for advanced automation.

4. Database Basics
• Field: Column in a table (e.g., Name, Age, Salary).
• Record: Row in a table (data of one entity).
• Primary Key: Unique identifier for a record (e.g., Employee ID).
• Foreign Key: Field in one table that links to the primary key of
another table.
• Relationship Types:
1. One-to-One – Each record in Table A matches exactly one
in Table B.
2. One-to-Many – One record in Table A matches many in
Table B (most common).
3. Many-to-Many – Many records in Table A match many in
Table B (via junction table).

5. MS Access Interface Components

• Ribbon – Tabs like Home, Create, External Data, Database Tools.
• Navigation Pane – Lists all database objects (Tables, Queries,
Forms, Reports).
• Datasheet View – Grid view for entering and editing table data.

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 • Design View – For setting field types, properties, and
relationships.

6. Important Tabs & Their Key Features

Home Tab
• View switching (Datasheet, Design).
• Sorting, Filtering.
• Find & Replace.
• Records navigation.
Create Tab
• Table, Query, Form, Report creation.
• Form Design, Report Design.
• Labels & Application Parts.
External Data Tab
• Import/Export data (Excel, Text, XML, SharePoint).
• Linked Table Manager.
Database Tools Tab
• Relationships.
• Analyze Performance.
• Compact & Repair Database.
• Macro creation.

7. Data Types in MS Access

• Short Text (up to 255 characters).

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 • Long Text (Memo – large text up to 65,536 characters).
• Number (Integer, Long Integer, Double).
• Date/Time.
• Currency.
• AutoNumber (auto-increment primary key).
• Yes/No (Boolean).
• OLE Object (store images, files).
• Hyperlink.
• Attachment.
• Calculated (stores result of a formula).

8. Query Types
• Select Query – Retrieves data.
• Action Queries – Modify data (Update, Append, Delete, Make
Table).
• Parameter Query – Prompts user for input.
• Crosstab Query – Summarizes data in row-column format.
• SQL View – Write SQL commands directly.

9. Shortcut Keys (Frequently Asked in Exams)

Shortcut Function
Ctrl + N New database
Ctrl + O Open database
Ctrl + S Save object

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Ctrl + P Print
Ctrl + C Copy
Ctrl + X Cut
Ctrl + V Paste
Ctrl + Z Undo
Ctrl + F Find
Ctrl + H Replace
Ctrl + W / Ctrl + F4 Close current object
F11 Show/Hide Navigation Pane
F2 Edit field
F4 Property Sheet
Shift + F2 Zoom box (edit long text)
F5 Refresh
Alt + F8 Run macro

10. Frequently Asked Exam Facts

1. Default File Extension (2019): .accdb.
2. Max Table Size: 2 GB (excluding system objects).
3. Max Number of Fields in a Table: 255.
4. Max Number of Records: Limited by 2 GB size.
5. Default Primary Key Field Name: ID.
6. Default View When Creating Table: Datasheet View.
7. Query Language Used: SQL (Structured Query Language).
8. Function Key for Help: F1.

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 9. Max Characters in Short Text Field: 255.
10. Tool to Repair Corrupted Database: Compact & Repair
Database.

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