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 Microsoft Office
Ms-Office: - Microsoft Office is a collection of Computer Programs
made by Microsoft. The Programs are created for all Users. There are
different versions of the Software for Home Users and Business
Users. Some versions may offer more Programs and some versions
cost less than others, but none are for free. The initial release is
Microsoft Office 8x in the year 1983 and the current version is
Microsoft Office 2019 released on 05th October 2021.

It contains a word processor (Word), a spreadsheet program

(Excel) and a presentation program (PowerPoint), an email client
(Outlook), a database management system (Access), and a desktop
publishing app (Publisher). Office is produced in several versions
targeted towards different end-users and computing environments.

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The versions available are made up of some or all or more of the
following Programs:

Ms-Word: - It is a Word Processor that lets user’s type text into the
document and adds images, clip art, diagrams and different font or
design choices. The main file formats are “.doc” and “.docx”. It is also
helps to check the spelling and find the meaning of words.

Ms-Excel: - It is a Spreadsheet and Mathematical Program that can

make calculations and graphs based on data the user enters. The
main file formats are “.xls” and “.xlsx”.

Ms-PowerPoint: - It is a program that creates Presentations and

Slideshows. They can have text, drawing, pictures and media. They
can also be set up to show on a projector.

Ms-Access: - It is a Database Program where people can store data

over many tables.

Ms-Outlook: - It is an email client that can send and receive emails.

The users can add a contact list and multiple calendars.

Ms-InfoPath: - It is a program for designing, distributing, filling and

submitting electronic forms containing structured data based on
Extensible Markup Language (XML).

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Ms-Publisher: - It is a program that lets people make layouts for
brochures, flyers, newsletters and presentations to print.

MS – WORD
Ms – Word: - Ms – Word is a word processing program that allows
for the creation of both simple and sophisticated documents. The
program is equipped with templates and wizards to help you create
useful documents such as resumes, letters and fax cover sheets.

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There are also features that allow you to add professional.
Template: - The term template, when used in the context of word
processing software, refers to a sample document that has already
some details in place, those can be adapted either by hand or
through an automated iterative process, such as with a software
assistant. Once the template is completed, the user can edit, save
and manage the result as an ordinary word processing document.

Wizard: - A software wizard or setup assistant is a user interface type

that presents a user with a sequence of dialog boxes that lead the
user through a series of well defined steps. Tasks that are complex,
infrequently performed or unfamiliar may be easier to perform using
a wizard. In contrast, an expert system guides a user through a series
of questions to solve a problem.

Features of Ms-Word: - Important Features of Ms-Word are

(01) Printing selected text in bold, italic, and underlined.
(02) Change the style and size of text.
(03) On line spell checking for correctness of documents.
(04) Printing text is sub-script and super-script.
(05) Text can be formatted in columnar style as we see in the
newspapers.
(06) Tables can be created and included in your document.
(07) Facility to insert clips art images in your document.

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 (08) You can create header and footer.
(09) Communicate more effectively with Smart Art diagrams and
new charting tools.
(10) Word also provides mail merge facility.
(11) Quickly assemble documents using Building Blocks.
(12) Save as Portable Document Format (PDF) or XML Paper
Specification (XPS) directly from office word.

Microsoft Office Button: - The Microsoft Office Button is a user interface

feature change that replaces the traditional File Menu, commonly
seen at the upper-left corner of Microsoft Office programs.

Quick Access Toolbar: - The Quick Access Toolbar is a customizable toolbar

that contains a set of commands that are independent of the tab
that is currently displayed. You can add buttons that represent
commands to the Quick Access Toolbar, and you can move the Quick
Access Toolbar from one of the two possible locations.

Ribbon: - The Ribbon is designed to help you quickly find the commands
that you need to complete a task. Commands are organized in logical
groups, which are collected together under tabs. Each tab relates to
a type of activity, such as writing or laying out a page. To reduce
clutter, some tabs are shown only when needed.

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 Paste: - Paste command is used to insert the selected text or object
in your document at the insertion pointer.
Keyboard Shortcut: Ctrl + V

Paste Special: - Paste Special is a feature gives you more control of

how the content is displayed or functions when pasted from the
Clipboard.
Paste Special command is also used to insert the selected text
in your document at the insertion pointer. Changes to the Source File
will be reflected in the Target file.
Keyboard Shortcut: Alt + Ctrl + V

What are the 3 Paste options in Word?

Paste Options in Microsoft Office Word are:
 Keep Source Formatting: This option preserves the look of the
original text.
 Merge Formatting: This option changes the formatting so that it
matches the text that surrounds it.
 Keep Text Only: This option removes all the original formatting from
the text.

Cut: - Cut command is used to delete the selected

text. Keyboard Shortcut: Ctrl + X

Copy: - Copy command is used to copy the select text.

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Keyboard Shortcut: Ctrl + C

Format Painter: - Format Painter allows us to copy the format of

characters or paragraphs and apply to other characters or
paragraphs.
Use Format Painter to quickly apply the same formatting, such
as color, font style and size, or border style, to multiple pieces of text
or graphics. With format painter, you can copy all of the formatting
from one object and apply it to another one – think of it as copying
and pasting for formatting.
Keyboard Shortcut: Ctrl + Shit + C

Clipboard: - The Clipboard is a temporary storage area for

information that you have copied or moved from one place and plan
to use somewhere else. You can select text or graphics and then use
the cut or copy commands to move your selection to the clipboard
where it will be stored until you use the paste command to insert it
elsewhere.
The Microsoft Office Clipboard allows you to copy multiple text
and graphical items from Office documents or other programs and
paste them into another Office document.
Keyboard Shortcut: Alt + HFO

Font: - A Font is the collection of letter, numerals and symbols that

have a particulars design or style.

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 The word font refers to a set of printable or displayable
typography or text characters in a specific style and size. Font styles
are used in both print and digital text.
Keyboard Shortcut: Ctrl + Shift + F

Font Size: - Change the font size.

The font size or text size is how large the characters displayed
on a screen or printed on a page.
Keyboard Shortcut: Ctrl + Shift + P

Grow Font: - Increase the font size.

Keyboard Shortcut: Ctrl + ]

Shrink Font: - Decrease the font size.

Keyboard Shortcut: Ctrl + [

Change Case: - The Change Case function in Word allows you to

change the text case instead of having to re-type it.
Lowercase – All text will force to lowercase.
Uppercase – All the selected text goes to UPPER case.
Capitalize Each Word (or) Title Case – The first letter of each word
will be uppercase, and the rest lowercase.
Toggle – Reverse the Title case.
Keyboard Shortcut: Shift + F3
Clear Formatting: Clear all the formatting from the selection, leaving
only the plain text.

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 With Word's Clear All Formatting command, you can remove
text formatting like font, size, and color to return text to its default
style. It's an easy way to start with a clean slate and apply the
formatting of your choice.
Keyboard Shortcut: Ctrl + Spacebar (or) Alt + HE

Bold: - Make the selected text bold.

Bold, creates the appearance of darker text by applying a
thicker stroke weight to the letters.
Keyboard Shortcut: Ctrl + B

Italic: - Italicize the selected text.

Italic is a typeface or font style that slants to the right. Most
writers use italic type to emphasize certain words or phrases.
Keyboard Shortcut: Ctrl + I

Underline: - Underline the selected text.

An underline is a section of text in a document where the
words have a line running beneath them.
Keyboard Shortcut: Ctrl + U

Strikethrough: - Draw a line through the middle of the selected text.

You can apply strikethrough to text in Word to cross out or
create a line through text.
This can be effective to show that something has been
removed or deleted.

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Keyboard Shortcut: Alt + H4

Subscript: - Subscript is a feature that position the text raised below

the normal text.
A subscript is a number, figure, symbol, or indicator that is
smaller than the normal line of type and is set slightly below it.
Keyboard Shortcut: Ctrl + =

Superscript: - Superscript is a feature that position the text raised

above the normal text.
A superscript is a number, figure, symbol, or indicator that is
smaller than the normal line of type and is set slightly above it.
Keyboard Shortcut: Ctrl + Shift + +

Text Effects: - Text effects are combinations of visual elements such

as outlines, colors and textures of text, which can dramatically
improve its artistry.
Text effects are the modification of typography in a way that
makes the content more engaging. It is an effect that changes the
appearance of typefaces and adds emphasis to the message being
conveyed through words.
The Text Effects button is in the Font group of the ribbon. The
top options in the Text Effects menu have some pre-created styles to
choose from. The Text Effects menu also has the options Outline,
Shadow, Reflection, and Glow.

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Keyboard Shortcut: Alt + HFT

Text Highlight Color: - Make text look like it was marked with a
highlighter pen.
Keyboard Shortcut: Ctrl + Alt + H

Font Color: - Change the text colour.

It is sometimes used to convey meaning beyond the basic text.
Keyboard Shortcut: Alt + HFC

Bullets and Numbering: - Bullets and Numbering is a paragraph level

attribute that applies a bullet character or a numeral to the start of
the paragraph. [Or]
A bullet is an asterisk, black dot, circle or other mark that is
found before the text that identifies key items or other important
text.
Bullets and Numbers list is used to make a document easier to
read and understand.
Keyboard Shortcut: Alt + HU (Unordered List),
Alt + HN (Ordered List), Alt + HM (Multi-Level Lis)

Indent: - In Word processing, the word indent is used to describe the

distance, or number of blank spaces used to separate a paragraph
from the left or right margins.

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Indentation: - Indentation determines the distance of the paragraph
from either the left or the right margins; you can increase or
decrease the indentation of a paragraph or group of paragraphs.

There are 4 different types of Indents. They are:

Left Indent: - A Left Indent moves the left margin of a paragraph to
the right.

First Line Indent: - A First Line Indent moves only the first line of a
paragraph to the right.

Hanging Indent: - With a Hanging Indent, the first line aligns on the
left and the rest of the paragraph “hangs” from the first line.

Right Indent: - A Right Indent moves the right margin of a paragraph

to the left.
Keyboard Shortcut: Ctrl + M (Create a Left Indent),
Ctrl + Sift + M (Removes Left Indent)
Ctrl + T (Create a Hanging Indent)
Ctrl + Shift + T (Removes Hanging Indent)

Sort: - Sort is a term used to describe the process of organizing data

in a particular order allowing for information to be found easier.
Arranging data either in Alphabetical Order i.e. (A-Z) or Reverse
Order i.e. (Z-A) is nothing but Sorting.
Keyboard Shortcut: Alt + HSO
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Alignment: - Alignment means the arrangement of text or graphics
relative to a margin.
Alignment is the feature in the Ms Word which is used by the
user to give different ways to position a paragraph or text. You can
left align, right align, center it and justify it.

There are 4 different types of Alignments. They are:

Left Alignment: - Left Alignment means that text is lined up along the
left margin.
Keyboard Shortcut: Ctrl + L

Centered Alignment: - Centered Alignment means that text is

aligned around a midpoint.
Keyboard Shortcut: Ctrl + E

Justified Alignment: - Justified Alignment means that text is lined up

along both margins.
Keyboard Shortcut: Ctrl + J

Right Alignment: - Right Alignment means that text is lined up along

the right margin.
Keyboard Shortcut: Ctrl + R

Line & Paragraph Spacing: - Change the spacing between lines of

text and you can also customize the amount of space added before
and after paragraphs.

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Keyboard Shortcut: Alt + HK
In Microsoft Word, pressing Ctrl + 1 changes a line, paragraph,
or all highlighted text to have single spacing. You may also press
Ctrl + 2 to set the line spacing to double, or Ctrl + 5 to set it to 1.5
spaces per line.

Shading: - Color the background behind the selected text or

paragraph.
Keyboard Shortcut: Alt + HH

Style: - A Style is a set of formatting characteristics, such as font

name, size, colour, paragraph alignment and spacing. Some styles
even include borders and shading.
By contrast, when you use styles to format your document, you
can quickly and easily apply a set of formatting choices consistently
throughout your document.

Ms Word provides several style types:

Character Style: - Character Style contain formatting characteristics
that can be applied to text, such as font name, size, colour, bold,
italic, underline, borders and shading.

Paragraph Style: - Paragraph Style includes everything that a

character style contains, but it also controls all aspects of a

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paragraphs appearance, such as text alignment, tab stops, line
spacing and borders.

Linked Style: - Linked Style behaves as either a character style or a

paragraph style, depending on what you select. If you click in a
paragraph or select a paragraph and then apply a linked style, the
style is applied as a paragraph style. However if you select a word or
phrase in the paragraph and then apply a linked styles, the style is
applied as a character style with no effect on the paragraph as a
whole.

List Style: - List Style determines the look of lists, including

characteristics such as bullet style or number scheme, indentation
and any label text.

Table Style: - Table style determine the look of tables, including

characteristics such as the text formatting of the header row,
gridlines and accent colour for rows and columns.

Find: - Find text or other content in the

document. Keyboard Shortcut: Ctrl + F

Go To: - Navigate to a specific place in the document.

Depending on the type of document, you can navigate to a
specific page number, footnote, footnote, table, comment etc.
Keyboard Shortcut: Ctrl + G

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Replace: - Replace the text in the
document. Keyboard Shortcut: Ctrl + H

Cover Page: - A Word Cover Page introduces the document with a

title, an image or both, providing relevant information about the
document.
For example, a periodic report on business development may open
with a cover page that includes your company logo. Word treats the
cover much as it does any page and offers templates for the cover’s
design. Word also sets the cover apart by excluding the header and
footer from it and by not including it in the page numbering scheme.
Keyboard Shortcut: Alt + NV

Page Break: - A Page Break or Hard Page Break is a code inserted by

a software program such as Word Processor that tells the printing
device where to end the current page and begin the next.
Note:
A professional-looking document never ends a page with just one
line of a new paragraph or begins a page with only the last line of a
paragraph from the previous page.
The last line of a paragraph by itself at the top of a page is known as
a Widow.
The first line of a paragraph by itself at the bottom of a page is
known as an Orphan.
Keyboard Shortcut: Ctrl + Enter Key

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Table: - A Table is a grid of rows and columns that intersect to form
cells. The lines that mark the cell boundaries are called gridlines. It’s
often easier to read or present information in table format than in
paragraph format.
Using Word’s table feature, you can create a table and insert text,
pictures or another table into the table cells.
Keyboard Shortcut: Alt + NT
Note:
1. No. of Columns must be between 1 and 63.
2. No. of Rows must be between 1 and 32,767.
3. Row Height must be between 0 and 22.
4. Column Width must be between 0 and 100.
5. Spacing between Cells must be between 0 and 2.2.

Picture: - A visual representation of a person, object, or scene as a

painting, drawing, photograph etc. [Or] A design or representation
made by various means such as painting, drawing or photography.
Keyboard Shortcut: Alt + NP

Clip Art: - Clip Art is a picture or graphic that can be inserted into a
word processed document. Clip Art comes in a wide variety of
formats and styles, from a simple cartoon to a photographic image.
Ms-Word comes with its own clip art collection that you can use.
Keyboard Shortcut: Alt + NF

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Shapes: - A Shape is the form of an object or its external boundary,
outline or external surface, as opposed to other properties such as
color, texture or material composition.
You can add one shape to your document or combine multiple
shapes to make a drawing or a more complex shape. Available
shapes include lines, basic geometric shapes, arrows, equation
shapes, flowchart shapes, stars, banners, and callouts.
After you add one or more shapes, you can add text, bullets,
numbering, and Quick Styles to them.
Keyboard Shortcut: Alt + NSH

Smart Art: - A Smart Art is a visual representation of your

information that you can quickly and easily create, choosing from
among many different layouts, to effectively communicate your
message or ideas.
When you create a Smart Art graphic, you are prompted to
choose a type such as Process, Hierarchy, Cycle, or Relationship. A
type is similar to a category of Smart Art graphic, and each type
contains several different layouts.
Keyboard Shortcut: Alt + NM

Charts: - A Chart is a graphical representation of data, in which the

data is represented by symbols such as bars in bar charts, lines in a
line chart, or slices in a pie chart. A Chart can represent tabular

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numeric data, functions or some kinds of qualitative structure and
provides different info.
Charts are often used to ease understanding of large quantities of
data and the relationships between parts of the data. Charts can
usually be read more quickly than the raw data that they are
produced from. They used in a wide variety of fields and can be
created by hand or by computer using a charting application. Certain
types of charts are more useful for presenting a given data set than
others.
Keyboard Shortcut: Alt + NC
Types of Charts: - Excel provides different types of charts. They are
Column charts: - Data that is arranged in columns or rows on a
worksheet can be plotted in a column chart. Column charts are
useful for showing data changes over a period of time or for
illustrating comparisons among items. In column charts, categories
are typically organized along the horizontal axis and values along the
vertical axis.

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Line charts: - Data that is arranged in columns or rows on a
worksheet can be plotted in a line chart. Line charts can display
continuous data over time, set against a common scale, and are
therefore ideal for showing trends in data at equal intervals. In a line
chart, category data is distributed evenly along the horizontal axis,
and all value data is distributed evenly along the vertical axis.

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Pie charts: - Data that is arranged in one column or row only on a

worksheet can be plotted in a pie chart. Pie charts show the size of
items in one data series, proportional to the sum of the items. The
data points in a pie chart are displayed as a percentage of the whole
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Bar charts: - Data that is arranged in columns or rows on a worksheet
can be plotted in a bar chart. Bar charts illustrate comparisons
among individual items.

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Area charts: - Data that is arranged in columns or rows on a

worksheet can be plotted in an area chart. Area charts emphasize
the magnitude of change over time, and can be used to draw
attention to the total value across a trend.

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Doughnut charts: - Data that is arranged in columns or rows only on

a worksheet can be plotted in a doughnut chart. Like a pie chart, a

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doughnut chart shows the relationship of parts to a whole, but it can
contain more than one data series.

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Hyperlink: - An element in an electronic document that links to

another place in the same document or to an entirely different
document.
Typically you click on the hyperlink to follow the link. Hyperlinks
are the most essential ingredient of all hypertext systems, including
the World Wide Web (WWW).
Keyboard Shortcut: Ctrl + K

Bookmark: - A Bookmark identifies a specific word, section or

location in your document that you name and identify for future
reference. (Or) It is used to assign a name to specific point in a
document.
For example, you might create a bookmark to identify text that you
want to revise at a later time, instead of scrolling through the
document to locate the text; you can quickly go to it by using a
bookmark.
Keyboard Shortcut: Alt + NK
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Cross – Reference: - A Cross-Reference refers to an item that
appears in another location in a document. (Or) Cross-References are
commonly used in indexes and within long documents to direct the
reader’s attention to another part of the document, such as an
image or related table. Cross-references can appear anywhere within
the document and often take the form of: (See Figure 1).
For example, you can mention “Figure 1” in your document and refer
the reader to the figure’s location elsewhere in the document. By
default, Word inserts a cross-reference as a hyperlink that you can
click to be taken directly to the cross-reference item.
You can create cross-reference to items such as headings, footnotes,
bookmarks, captions and numbered paragraphs. If you add or
remove content that causes the referenced item to move, you can
update the cross-reference.
Keyboard Shortcut: Alt + NRF

Header and Footer: - The header is a section of the document that

appears in the top margin, while the footer is a section of the
document that appears in the bottom margin. Header and Footers
generally contain information such as page number, date, document
name, an author’s name and footnotes, which can help keep longer
documents organized and make them easier to read.
Text entered in the header or footer will appear in on each
page of the document.

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 Documents look professional and polished by utilizing the
header and footer sections.
Keyboard Shortcut: Alt + NH (Header) or Alt + NO (Footer)

Page Number: - Insert Page Number into the document.

Keyboard Shortcut: Alt + NNU

Text Box: - A Text Box is an object that lets you put and type text
anywhere in your file. (Or) Text Boxes will give you control over the
position of a block of text in your document. You can place text
boxes anywhere in the document and format them with shading and
borders. Additionally, you can link text boxes so that the contents
flow between the boxes automatically.
Keyboard Shortcut: Alt + NX

Quick Parts: - The Quick Part Gallery is a gallery where you can
create, store and find reusable pieces of content, including Auto
Text, document properties such as title and author and fields. (Or)
Quick Parts enables you to save selected text or graphics for
quick insertion into a word document or outlook e-mail message
without having to retype the selection or cut and paste. Quick Parts
can be used to save text that you use time and again, such as
standard responses to client inquiries, alternate e-mail signatures
and commonly used contract clauses.
Keyboard Shortcut: Alt + NQ

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WordArt: - WordArt is decorative text that you can add to a
document. You can make changes to WordArt, such as the font size
and the text color, by using the drawing tools options available
automatically after you insert or select the Word Art in a document.
(Or) WordArt is a gallery of text styles that you can add to your
documents to create decorative effects, such as shadowed or
mirrored (reflected) text. You can also convert existing text into
WordArt.
Keyboard Shortcut: Alt + NW

Drop Cap: - A Drop Cap is the first letter of a paragraph that’s of a

much bigger size than the rest that follow. The letter formatting is
such that the letter drops down to cover the few lines following the
first one. (Or)
A Drop Cap is a large capital letter at the beginning of a text
block that has the depth of two or more lines of regular text.
Keyboard Shortcut: Alt + NRC

Signature Line: - Inserts a signature line that specifies the individual

who must sign.
Keyboard Shortcut: Alt + NG

Date and Time: - Insert the current date and time into the current
document.
Keyboard Shortcut: Alt + Shift + D

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Object: - Inserts an embedded object.
Keyboard Shortcut: Alt + NJJ

Text from File: - Insert the text from a file into your publication.
Keyboard Shortcut: Alt + NJF

Equation: - Microsoft Word includes an Equation Editor which can be

used to insert common mathematical expressions in the document.
Keyboard Shortcut: Alt + NE

Symbols: - Microsoft Word has special features called symbols in

which user can insert many different types of symbols in the
document. MS Word has a variety of symbols, special characters,
fractions, languages, etc. We can insert the symbols and special
characters with the help of the Symbol dialog box present in MS
Word.
Keyboard Shortcut: Alt + NU

Themes: - A Document Theme is a set of formatting choices that

include a set of theme colors, a set of theme fonts (including
headings and body text fonts) and a set of theme effects (including
lines and fill effects).
You can quickly and easily give your document a professional
look by applying a document theme. You can’t apply a theme to

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some parts of your document, such as embedded objects, pictures,
equations and WordArt.
Keyboard Shortcut: Alt + PTH

Margins: - A Margin is the space between the text and the edge of
your document. By default, a new documents margin is set to
Normal, which means it has a one inch space between the text and
each edge. Depending on your needs, Word allows you to change
your documents margin size.
Keyboard Shortcut: Alt + PM

Orientation: - Page Orientation is the way in which a rectangular

page is oriented for normal viewing. The two most common types of
orientation are Portrait and Landscape.
Portrait: - Portrait means the page is oriented vertically.
Landscape: - Landscape means the page is oriented
horizontally. Keyboard Shortcut: Alt + PO

Size: - Choose a paper size for the current document.

Keyboard Shortcut: Alt + PSZ

Columns: - One of the simplest ways to make a page more attractive

and easy to read is to place the text in columns. (OR) Arranging text
and graphics into columns is an effective way to make your
document more readable and to fit more content on a single page.

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Note: The number of columns must be between 1 and 45.
Keyboard Shortcut: Alt + PJ

Page Break: - You can insert a page break anywhere in your

document, or you can specify where Microsoft Word positions
automatic page breaks.
If you insert manual page breaks in documents that are more
than several pages in length, you might have to frequently re-break
pages as you edit the document. To avoid the difficulty of manually
re-breaking pages, you can set options to control where Word
positions automatic page breaks.

Section Break: - You can use section breaks to change the layout or
formatting of a page or pages in your document. For example, you
can lay out part of a single-column page as two columns. You can
separate the chapters in your document so that the page numbering
for each chapter begins at 1. You can also create a different header
or footer for a section of your document.

Next Page: - The Next Page command inserts a section break and
starts the new section on the next page. This type of section break is
especially useful for starting new chapters in a document.

Continuous: - The Continuous command inserts a section break and

starts the new section on the same page. A continuous section break

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is useful for creating a formatting change, such as a different number
of columns, on a page.

Even Page (or) Odd Page: - The Even Page or Odd Page command
inserts a section break and starts the new section on the next even-
numbered or odd-numbered page.
If you want document chapters always to begin on an odd page
or on an even page, use the Odd page or Even page section break
option.
Keyboard Shortcut: Alt + PB

Line Numbers: - In computing, a line number is a method used to

specify a particular sequence of characters in a text file. The most
common method of assigning numbers to lines is to assign every line
a unique number, starting at 1 for the first line, and incrementing by
1 for each successive line.
Keyboard Shortcut: Alt + PLN

Hyphenation: - Generally, hyphens are used to join two words or

parts of words together while avoiding confusion or ambiguity.
Hyphenation is the automated process of breaking words
between lines to create more consistency across a text block. In
justified text, hyphenation is mandatory. In left-aligned text,
hyphenation evens the irregular right edge of the text, called the rag.
Keyboard Shortcut: Alt + PH

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Watermark: - Watermarks are text or pictures that appear behind
document text. They often add interest or identify the document
status, such as marking a document as a Draft.
You can see watermarks in Print Layout view and Full Screen
Reading view or in a printed document.
Keyboard Shortcut: Alt + PPW

Page Color: - A Page Color or Background is primarily used to create

a more interesting background for online viewing. Backgrounds are
visible in Web Layout View and Full Screen Reading View. You can
use Gradients, Patterns, Pictures, Solid Colors or Textures for
backgrounds.
Keyboard Shortcut: Alt + PPC

Borders: - Borders can add interest and emphasis to various parts of

your document. You can add borders to pages, text, tables and table
cells, graphic objects, and pictures.
You can add a border to any or all sides of each page in a document,
to pages in a section, to the first page only, or to all pages except the
first. You can add page borders in many line styles and colors, as well
as a variety of graphical borders.

Borders and Shading: - To enhance the appearance of the text in a

paragraph, you can quickly add a border and shading to selected

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text. When you add a border, you can specify what sides you want to
include or exclude.
For example you can add a border on just the top and the bottom
and leave the sides open. Shading colors the background behind the
selected text or paragraph if you want to customize line style, color
and width preferences, you can make changes in the borders and
shading dialog box.
Keyboard Shortcut: Alt + PPB

Table of Contents: - A Table of Contents is just like the list of

chapters at the beginning of a book. It lists each section in the
document and the page number where that section begins.
Imagine you are working with a really long document in Ms
Word, like an academic paper or a big report. Depending on the
project, it might be dozens or even hundreds of pages long. When a
document is this large, it can be difficult to remember which page
has what information. Fortunately, Word allows you to insert a table
of contents, making it easy to organize and navigate your document.
Keyboard Shortcut: Alt + ST

Footnote and Endnote: - Footnotes and endnotes are used in printed

documents to explain, comment on, or provide references for text in
a document. You might use footnotes for detailed comments and
endnotes for citation of sources.

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 The biggest difference between Footnotes and Endnotes is
where the notes are placed. Footnotes appear at the bottom of the
page for any notes that apply to each specific page. Endnotes appear
collectively at the end of a paper, starting on a separate page and
labeled as “Endnotes”.
Keyboard Shortcut: Alt + SF (Footnote) and Alt + SE (Endnote)

Citations and Bibliography: - A Citation is a reference to a published

or unpublished source. A citation is an abbreviated alphanumeric
expression that is included with in the body of a work, to denote an
entry in the bibliographic reference. This is done in a bid to
acknowledge the relevance of the work of the other writer to the
topic of discussion at the particular area or location where the
citation appears.
Bibliography refers to the list of books and journals referred to
b the researcher in writing his or her thesis or dissertation. It
contains the list of the books in an alphabetical order either showing
the titles of the books or the names of the authors of the books.
A bibliography is a list of sources, usually placed at the end of a
document that you consulted or cited in creating the document. In
Microsoft Word, you can automatically generate a bibliography
based on the source information that you provide for the document.

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Captions: - A Caption is a numbered label, such as Figure 1, that you
can add to a figure, a table, an equation or another object. (or) A
Caption is a line of text that appears below an objects to describe it.

Index: - An Index lists the terms and topics that are discussed in a
document, along with the pages that they appear on. To create an
index, you mark the index entries by providing the name of the main
entry and the cross-reference in your document, and then you build
the index.
When you select text and mark it as an index entry, Microsoft
Office Word adds a special XE (Index Entry) field that includes the
marked main entry and any cross-reference information that you
choose to include.
After you mark all the index entries, you choose an index
design and build the finished index. Word collects the index entries,
sorts them alphabetically, references their page numbers, finds and
removes duplicate entries from the same page, and displays the
index in the document.

Table of Authorities: - A Table of Authorities is common in a very

long legal document to summarize the sources cited in the
document. By creating a Table of Authorities in your document, you
provide an aid to other legal professionals who may work with the
document and need to verify the sources cited.

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 A Table of Authorities is like a Table of Contents excepts it
refers only to citations of legal precedents (also known as
authorities).

Envelopes: - Word includes a special Envelopes command that can

quickly and professionally print a milling address and your return
address on an envelope.
You can send the envelope directly to your printer or you can
add the envelope to an existing document so that you can print your
letter and envelope together.
Keyboard Shortcut: Alt + ME

Labels: - Labels can be used in a variety of ways to make organization

easier. Microsoft Word provides an easy way to make customized
labels that suit your needs. Word’s Labels feature automatically
creates templates for your labels, allowing you to customize label
size, text and appearance.
Keyboard Shortcut: Alt + ML

Mail Merge: - Mail Merge is a tool which allows you to create form
letters, mailing labels and envelopes by linking a main (common)
document to a set of data or data source. The main document is
linked to the data source by common fields of data called Merge
Fields. You can create your own merge fields, specific to your data
source or you can use a predefined set provided by Word.

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 The Mail Merge process involves taking information from one
document, known as the data source, combining with another
document known as the main document.
The data source is a document, spreadsheet or database that
contains personalized information such as names, addresses and
phone numbers.
The main document can be a Form Letters, Labels, Email or
Directory.
Steps to perform Mail Merge:
(01) On the Mailing Tab in the Mail Merge group, click Start Mail
Merge.
(02) Click Letters or Labels, or Email or Directory or Envelopes.
(03) On the Mailing Tab in the Mail Merge group, click Select
Recipients.
(04) If you have a Microsoft Office Excel worksheet, a Microsoft
Office Access database, or another type of data file, click Use
Existing List, and then locate the file in the Select Data Source
dialog box. (or) If you don't have a data file yet, click Type a
New List, and then use the form that opens to create your list.
The list is saved as a database (.mdb) file that you can reuse.
(05) Click Edit Recipient List in the Start Mail Merge group on the
Mailings tab to open the Mail Merge Recipients dialog box,
where you can filter the list or clear recipients if you see
records that you don't want to include.
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 (06) On the Mailing Tab in the Write and Insert Fields group, click
Address Block to specify address elements and also click
Greeting Line to insert Greeting Line for Recipients Names.
(07) Click Preview Results, to preview your letters and make
changes before you actually complete the Mail Merge.
(08) On the Mailings tab, in the Finish group, click Finish & Merge,
and then click Edit Individual Documents and then click on Ok
button.

Spelling and Grammar: - Checking all the spelling and grammar in your
document is useful when you want to quickly proof your text. You
can check for possible mistakes and then decide if you agree with
the spelling and grammar checker.
Click Review tab and then click on Spelling and Grammar or press F7 to
start the spelling and grammar checker and see the results in the
spelling and grammar dialogue box. By default Ms-Word
automatically checks your document for spelling and grammar
errors, so you may not even need to run a separate spelling and
grammar check. These errors are indicated by colored wavy lines.
Note:
(01) Red Underline: - This indicates either a possible spelling
error or that word doesn’t recognize a word such as a
proper name or place.

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 (02) Green Underline: - Green underline Word thinks that
grammar should be revised.
(03) Blue Underline: - A word is spelled correctly but does not
seem to be the correct word for the sentence.

Thesaurus: - A Thesaurus is a software tool included with some Word

Processors that provides Synonyms for selected words on command.
Users using Ms-Word can open a thesaurus by highlighting the word
they want to look up and pressing the shortcut key Shift + F7.
A Thesaurus is a book, software program, or online service that
provides alternative or similar words to a word.
Note:
(01) Synonyms mean different words with the same meaning.
(02) Antonyms mean words with the opposite meaning.

Word Count: - Microsoft Word counts the number of words in a document

while you type. Word can also count the Pages, Paragraphs, Lines,
and Characters either including or excluding the spaces.
When you type a document, word automatically counts the
number of pages and words in your document and displays them on
the status bar at the bottom of the workspace. If you don’t see in
the status bar, right click the status bar and then click Word Count.

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Comment: - A Comment is a note or annotation that an author or
reviewer can add to a document. Ms-Word displays the comment in
the Reviewing Pane o in a Balloon in the margin of the document.
A Balloon shows markup elements in the margins of your
document so that it doesn’t cover text or affect the layout of the
document. You can use Balloons in Print Layout view or in Web
Layout view easily see and respond to reviewer’s changes and
comments.

Track Changes: - Track Changes is a way for Microsoft Word to keep

the track of the changes you make to a document. You can then
choose to accept or reject those changes.
Let’s say Salman creates a document and emails it to his
colleague, Saif, for feedback. Saif can edit the document with Track
Changes on. When Saif sends the document back to Salman, Salman
can see what changes Saif has made.
Track Changes is also known as Redline or Redlining. This is
because some industries traditionally draw a vertical red line in the
margin to show that some text has changed.

Compare and Combine: - Compare and Combine provides enhanced

options for specifying the types of changes you want to compare or
merge, such as formatting and white space, along with displaying
changes at the word or character level. This option can be useful if

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you want to expedite a reviewing process by sending separate copies
of an original document to reviewers. Then, when reviewers return
the documents, you can combine the changes into one document. At
other times, you might want to compare two versions of a document
and simply look at the differences between the two documents or
take advantage of the new revision features for tables.

Protect Document: - You can protect your documents from being

modified or changed by others. The easiest way to protect your
document is to use the Protect Document command button.
Your protection choices include limiting formatting styles and
restricting certain types of document editing.
Try to avoid locking your document unless you must. There is
an advantage to locking your document. You are the only one who
can open it. However, when you lose the password or forget how to
open the locked document, you are screwed. No one can help you.
That’s why it’s better not to mess with this option unless you
absolutely must.

Views in Ms Word: - You can view documents in several different

ways. Each view is optimized for different tasks and presents your
document differently. You can switch quickly from one view to
another to make your work easier and to access the features that
you want to use.

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Print Layout View: - Use Print Layout View to see the document as it
appears on the printed page. Print Layout view is the default view
when you open a new document.
Keyboard Shortcut: Alt + WP

Full Screen Reading View: - Full Screen Reading View is optimized for
reading a document on the computer screen. In Full Screen Reading
View, you also have the option of seeing the document as it would
appear on a printed page.
Keyboard Shortcut: Alt + WF

Web Layout View: - Use Web Layout View to conceptualize how

content appears when it is published to the web. This view provides
an approximation of how content appears, not an exact match.
Keyboard Shortcut: Alt + WL

Outline View: - Use Outline View to create an outline and

manipulate text easily. Move text up and down, expand and collapse
levels, or show only one kind of heading level.
Keyboard Shortcut: Alt + WU

Draft View: - Use Draft View to edit and format text quickly when
you don’t have to see how the content looks when you print it. Draft
View shows text formatting but simplifies the layout of the page so
that you can type and edit quickly. In Draft View some page elements

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do not appear, such as the boundaries between pages, header and
footers, backgrounds and pictures that do not have text wrapping
style set to in line with text.
Keyboard Shortcut: Alt + WE

Ruler: - You can use the horizontal and vertical rulers in Word to
align text, graphics, tables and other elements in your document. To
view the horizontal ruler across the top of your Word document and
the vertical ruler along the left edge of your document, you must be
in Print Layout View. To show or hide the horizontal and vertical
rulers, click View Ruler at the top of the vertical scroll bar.
Keyboard Shortcut: Alt + WR

Gridlines: - Gridlines overlay a visible, non-printable grid on your

Word document to help you align text, shapes and pictures. This
gives you precise control when constructing your business
documents. However, this grid might be distracting after it has
served its alignment purposes or if it persists after opening a
subsequent document. Therefore if you no longer need the grid, you
can remove it from your document and continue writing with a more
familiar layout.
Keyboard Shortcut: Alt + WG

Navigation Pane: - The Navigation Pane feature in Microsoft Office

Word allows users to quickly search through the document they are

42 | P a g e
working on. If you often work with lengthy Word documents, the
Navigation Pane comes in handy when trying: to find text, to browse
page by page and to re organize your Microsoft Word document.
Keyboard Shortcut: Alt + WK

Zoom: - Not only you can change the size of the characters in your
document but you can also zoom in or out to get a better look at
your document. Changing font size actually modifies the contents of
your document. The Zoom does not change anything other than your
ability to see it better.
You view is likely at 100% by default. You can increase or
decrease the size of the view (Zoom in or out). Look at your
percentage size to remember the current size and then experiment
with selecting different sizes to view your work.
Keyboard Shortcut: Alt + WQ

New Widow: - Open a new window containing a view of the current

document.
Arrange All: - Tile all open program windows side-by-side on the
screen.
Split: - Split the current window into two parts so that you can view
different sections of the document at the same time.
View Side-by-Side: - View two documents Side-by-Side so that you
can compare their contents.

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Synchronous Scrolling: - Synchronize the scrolling of two documents
so that they scroll together.
Reset Window Position: - Reset the Windows positions of the
documents being compared side-by-side so that they share the
screen equally.
Switch Windows: - Switch to a different currently open window.

Macros: - In Ms-Word, you can automate frequently used tasks by

creating and running macros. A Macro is a series of commands and
instructions that you group together as a single command to
accomplish a task automatically.
Typical uses for Macros are:
1. To speed up routing editing and formatting.
2. To combine multiple commands – for example to insert a table
with a specific size and borders and with a specific numbers of
rows and columns.
3. To make an option in a dialog box more accessible.
4. To automate a complex series of tasks.
5. You can record a sequence of actions.

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 MS-EXCEL
Ms-Excel: - Microsoft Excel is a spreadsheet program included in the
Microsoft Office suite of applications. Spreadsheets present tables of
values arranged in rows and columns that can be manipulated
mathematically using both basic and complex arithmetic operations
and functions.

Excel used to organize, calculate and analyze data. The task you
can complete with Excel ranges from preparing a simple family
budget, preparing a purchase order, create an chart or managing a
complex accounting ledger for a small business.

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 In addition to its standard spreadsheet features, Excel also
offers programming support via Microsoft’s Visual Basic for
Applications (VBA), the ability to access data from external sources
via Microsoft’s Dynamic Data Exchange (DDE) and extensive graphing
and charting capabilities.

Features of Microsoft Excel: - Some important features of Ms-Excel

are:
(01) Hyperlink: - We can link one file to another file or page.
(02) Clip Art: - We can add images and also audio and video clips.
(03) Charts: - With Charts, we can clearly show a products
evaluation to client. For example, you can display a chart
showing which product is selling more or less by months, week,
and so forth.
(04) Tables: - Tables are created with different fields (e.g. Name,
Age, Address and so forth). You can add a table to fill these
values.
(05) Functions: - There are both Mathematical Functions and Logical
ones.
(06) Images and Backgrounds: - You can incorporate images and
backgrounds into each sheet.
(07) Macros: - Macros are used for recording events for future use,
(08) Database: - With data feature, you can add any database from
other sources to it.

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 (09) Sorting and Filtering: - We can sort or filter our data so that
anything redundant or repetitive can be remove more easily.
(10) Data Validation: - This tool can help you consolidate your data.
(11) Grouping: - The Grouping feature helps both to group your
data and ungroup it so that you have subtotals and so forth.
(12) Grouping: - The Grouping feature helps both to group your
data and ungroup it so that you have subtotals and so forth.
(12) Page Layout: - Themes, colors, sheets, margins, size,
backgrounds, breaks, print, titles, sheets height, width, scaling,
grids, headings, views, bring to front or back alignment and
many more are available for you to layout your page.

Work Sheet: - Work Sheet consists of a grid of cells organized into columns
and rows. It is a part of workbook. Work Sheet is also known as
spreadsheet. Each cell is an intersection of a row and column and has
a unique address.
There are 10, 48,576 rows and 16,384 columns that means every work
sheet contain over 17, 17, 98, 69,184 cells. The first column is label
as “A” and last column “XFD” and rows are numbered from 1 to 10,
48,576.

Cell: - Cell is an intersection of a row and column. Cell is the basic element
of work sheet. Text, numbered or formula can be entered into cells.
It contains a single unit of data, that is either only a

47 | P a g e
 numbered, text or computed value of a formula can be stored in a
cell.

Cell Reference: - The alphabets used to designate column and

number used to designate rows. Cells are identified by their position
in the work sheets. Cells are represented using the column label
followed by row number and it also knows as cell reference or cell
address.
Example: - Cell A3  Reference to column A and Row 3

Active Cell: - The data entered goes to a cell known as active cell. The
active cell indicated by a cell pointer. The lower right corner of the
selected cell has a special marker called fill handle.

Student Detail Sheet (or) Student Marks Record Sheet

A B C D E F G H I J K L M O
1 RNO SNAME FNAME CLASS HIN TEL ENG MAT SCI SOC TOT AVG RES GRADE
2 12 ALI WALI X 60 63 46 60 55 68 352 58.66667 PASS C2
3 34 SANJAY AJAY X 71 80 98 68 88 73 478 79.66667 PASS B1
4 67 RAJ SAI X 38 44 59 68 41 43 293 48.83333 PASS D1

Formula for calculating Total:

=E2+F2+G2+H2+I2+J2 (or) =SUM(E2:J2)
Formula for calculating Average:
=K2/6 (or) =AVERAGE(E2:J2)
Formula for calculating Result:
=IF(AND(E2>=35,F2>=35,G2>=35,H2>=35,I2>=35,J2>=35),"PASS","FAIL")
Formula for calculating Division:
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 =IF(AND(L2>=60,M2="PASS"),"FIRST",IF(AND(L2>=50,M2="PASS"),
"SECOND", IF(AND(L2>=35,M2="PASS"),"THIRD","FAIL")))

 With the help of the given below Grade Table write the formula for Grade
field?
Range Grade
92 - 100 A1
83 - 91 A2
75 - 82 B1
67 - 74 B2
59 - 66 C1
51 - 58 C2
43 - 50 D1
35 - 42 D2
0 - 34 E

Employee Detail Sheet (or) Payroll of an Employees Sheet

A B C D E F G H I J K L
1 ENO ENAME DESIG BASIC DA TA HRA PF LIC G.SAL DED N.SAL
2 345 RAJ CLERK 7000 350 700 2800 840 560 10850 1400 9450
3 124 WAJID TEACHER 5000 250 500 2000 600 400 7750 1000 6750
4 546 JOHN PEON 4000 200 400 1600 480 320 6200 800 5400

 Write the formulae for DA, TA, HRA, PF, LIC, G.SAL, DED and N.SAL with
the below table:
Dearness Allowance (DA) 5%
Travelling Allowance (TA) 10%
House Rent Allowance (HRA) 40%
Provident Fund (PF) 12%
Life Insurance Corporation (LIC) 8%

Formula for calculating Dearness Allowance (DA):

=D2*5%

Formula for calculating Travelling Allowance (TA):

=D2*10%
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 Formula for calculating House Rent Allowance (HRA):
=D2*40%

Formula for calculating Provident Fund (PF):

=D2*12%

Formula for calculating Life Insurance Corporation Policy (LIC):

=D2*8%

Formula for calculating Gross Salary(G.Sal):

=D2+E2+F2+G2 (Or) =SUM(D2:G2)

Formula for calculating Deduction (Ded):

=H2+I2 (Or) =SUM(H2:I2)

Formula for calculating Net Salary (N.Sal):

=J2 – K2

Customer Detail Sheet (Or) Super Market Sheet

A B C D E F G H
1 I.NO C. NAME I. NAME RATE QUANTITY T. AMT D. AMT B. AMT
2 234 AJAY T-SHIRT 500 3 1500 75 1425
3 567 VIJAY JEANS 1800 2 3600 180 3420
4 456 RAHEEM PEN 20 10 200 10 190

Formula for calculating Total Amount:

=D2*E2

Formula for calculating Discount Amount:

=F2*5%

Formula for calculating Bill Amount:

=F2 – G2
Electricity Bill Detail Sheet
A B C D E F G H I J
1 CAN CNAME MTR.NO CATEGORY P.M.R C.M.R R.P.U UNITS SER.CHRG BILL.AMT
2 1234 RAJIV V3-3465 Domestic 600 900 3 300 30 930
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3 3455 FAZAL M3-3477 Commercial 1200 2100 5 900 50 4550
4 6587 JOHN R2-4589 Industrial 1300 1900 7 600 70 4270

Category Rate Per Unit (RPU) Service Charges (Ser.Chrg)

Domestic 3 30
Commercial 5 50
Agricultural 2 20
Industrial 7 70
General 4 40

Formula for calculating Bill Amount:

=G2*H2 + I2

Telephone Bill Detail Sheet

A B C D E F G H I J K
1 CAN CNAME TEL NO PMC CMC FC GC N C R P C R. AMT B. AMT
2 345 HAMEED 24469386 500 900 100 400 300 1 250 550
3 745 RASHEED 24598320 650 850 100 200 100 1 250 350
4 875 WAHEED 25443934 300 800 100 500 400 1 250 650

Formula for calculating Bill Amount:

=I2*H2 + J2

Bank Transaction Detail Sheet

A B C D E F G
1 A/C. H. Name A/C. No. Bank Name Branch Deposit Withdraw Balance
2 POOJA 234589093 SBI RICAB GUNJ 50000 23000 27000
3 ANIL 345345343 SBH SHAH ALI BANDA 170000 65000 105000
4 ALI 345345345 ICICI RANI GUNJ 450000 100000 350000

Formula for calculating Balance:

=E2 – F2
Hospital Bill Detail Sheet
A B C D E F G H
1 RNO P. NAME H. NAME DR. NAME DOA DISEASE CATEGORY W. C P/D
2 34 ANIL ASRA RAJIV 06/01/2016 JAUNDICE GEN WARD 150
3 45 SUNIL CARE ADIL 03/03/2016 CANCER SPL. WARD 500

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 I J K L M N O P
DR. FEE P/D DOD N O D W. CHRGS DR. FEE MED CHRGS LAB CHRGS BILL AMT

200 06/13/2016 12 1800 2400 3000 8000 15200

300 06/10/2016 99 49500 29700 10000 25000 114200

Formula for calculating Number of Days (NOD):

=J2 – E2

Formula for calculating Total Ward Charges (W.Chrgs):

=H2*K2

Formula for calculating Total Doctor Fee (Dr. Fee):

=I2*K2

Formula for calculating Bill Amount:

=L2 + M2 + N2 + O2 (Or) =SUM(L2:O2)

Functions: - Functions are predefined formulas that perform calculation by

using specific values called arguments in a particular order or structure.

Arguments: - Arguments can be number, text, logical value, such as TRUE

or FALSE. The arguments you designate must produce a valid value for that
argument.

Structure: - The structure of a function begins with the function name,

followed by an opening parenthesis, the argument for the function
separated by COMMA (,) and a closing parenthesis. If the function starts a
formula type an equal sign (=) before the function name.

TEXT FUNCTIONS
Char: - Return the character specify by a number.

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Syntax: =Char(Number) Example: =Char(65)  A

Code: - Return in numeric code for the first character in a text string.

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Syntax: =Code(Text) Example: =Code(“A”)  65

Concatenate: - Joins several text strings into one text string.

Syntax: =Concatenate(Text1, Text2,…..)
Example: =Concatenate(“Ayesha“,“Khan“)  AyeshaKhan

Exact: - Compares two text strings and returns TRUE, if they are exactly the
same, FALSE otherwise. Exact is case sensitive.
Syntax: =Exact(Text1,Text2,….)
Example: =Exact(“Samreen“,“Samreen“)  TRUE
Example: =Exact(“samreen”,”SAMREEN”)  FALSE

Left: - Left returns the first character or characters in a text string based on
the number of left characters you specify.
Syntax: =Left(“Text“, No of Chars)
Example: =Left(“SaraFatima”,4)  Sara

Right: - Right return the first character or characters in a text string based
on the number of right characters you specify.
Syntax: =Right(“Text“, No of Chars)
Example: =Right(“SaraFatima”,6)  Fatima

Len: - Return the number of character in a text string.

Syntax: =Len(“Text“) Example: =Len(“SyedaAmena“)  10

Lower: - Converts all upper case letters in a text string to lower case.
Syntax: =Lower(“Text“) Example: =Lower(“AHMED”)  ahmed

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Upper: - Converts all lower case letters in a text string to upper case.
Syntax: =Upper(“Text“) Example: =Upper(“ahmed”)  AHMED

Mid: - Returns a specific number of characters from a text string, starting at

the position you specify, based on the number of characters you specify.
Syntax: =Mid(“Text“, Start Num, No. of Chars)
Example: =Mid(“UzmaTahseen“,4,4)  Atah

Replace: - Returns part of a text string based on the number of character

you specify with a different text string.
Syntax: =Replace(“Text“,Start Num, No. of Chars)
Example: =Replace(“SabaFatima“,3,1,“n”)  SanaFatima

Rept: - Rept stands for Repeat. Repeats text a given number of time.
Syntax: =Rept(“ Text“,Num)
Example: =Rept(“Shifa “,5)  Shifa Shifa Shifa Shifa Shifa

STATISTICAL FUNCTIONS
Average: - Return the average of the arguments.
Syntax: =Average(Num1, Num2,.....)
Example: =Average(40,60,80) 60

Count: - Count the number of cells or arguments that contain numbers

with in the list of arguments.
Syntax: =Count(Value1,Value2,….)
Example: =Count( 43,74,13)  3

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Max: - MAX stands for Maximum, Returns the largest value in set of values.

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Syntax: =Max(Num1,Num2….)
Example: =Max(4,3,5)  5

Min: - MIN stands for Minimum, Return the smallest value in set of
values. Syntax: =Min(Num1,Num2….) Example:
=Min(4,3,5)  3

MATH FUNCTIONS
Abs: - ABS stands for Absolute. Returns the absolute value of a number.
Syntax: =Abs(Number) Example: =Abs(-2)  2

Mod: - Return the remainder, after number is divided by division.

Syntax: =Mod(Num,Divisor) Example: =Mod(52,7)  3

Product: - Multiply all the numbers in arguments and returns the product.
Syntax: =Product(Num1,Num2…) Example: =Product(5,4)  20

Sqrt: - Return the positive square roots of a given number.

Syntax: =Sqrt(Number) Example: =Sqrt(16)  4

Sum: - Adds all the numbers in a range of cells or arguments.

Syntax: =Sum(Num1,Num2….) Example: =Sum(2,4,5)  11

LOGICAL FUNCTIONS
IF: - Return one value if a condition you specify evaluates to TRUE and
another value if it evaluates to FALSE.
Syntax: =IF(Logical-Text, True Value, False Value)

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Example: =IF(10=10, “True”, ” False”)  True
Example: =IF(10=15, “True”, ” False”)  False

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 AND: - Returns TRUE if all arguments are TRUE, return FALSE if one or
more arguments its FALSE.
Syntax: =AND(Logical1, Logical2…..)
Example: =AND(1+2=3, 4+1=5)  True
Example: =AND(1+2=3, 4+1=7)  False

OR: - Return TRUE if any arguments is TRUE, returns FALSE if all arguments
are FALSE.
Syntax: =OR(L Logical1, Logical2…..)
Example: =OR(1+2=3, 4+1 = 7)  True
Example: =OR(1+4 =7,3+9 = 1)  False

Wrap Text: - Make all contents visible with in a cell by displaying it on

multiple lines.

Merge & Center: - Joins the selected cells into one larger cell and center the
contents in the new cell.

Conditional Formatting: - Conditional formatting helps to answer the given

questions by making it easy to highlight interesting cells or ranges of cells,
emphasize unusual values, and visualize data by using data bars, color
scales, and icon sets.
A conditional format changes the appearance of a cell range based on a
condition (or criteria). If the condition is true, the cell range is formatted
based on that condition; if the conditional is false, the cell range is not
formatted based on that condition.
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Two-Color Scales: - Color scales are visual guides that help you understand
data distribution and variation. A two-color scale helps you compare a
range of cells by using a gradation of two colors. The shade of the color
represents higher or lower values. For example, in a green and red color
scale, you can specify higher value cells have a more green color and lower
value cells have a more red color.

Three-Color Scales: - Color scales are visual guides that help you
understand data distribution and variation. A three-color scale helps you
compare a range of cells by using a gradation of three colors. The shade of
the color represents higher, middle, or lower values. For example, in a
green, yellow, and red color scale, you can specify higher value cells have a
green color, middle value cells have a yellow color, and lower value cells
have a red color.

Data Bars: - A data bar helps you see the value of a cell relative to other
cells. The length of the data bar represents the value in the cell. A longer
bar represents a higher value and a shorter bar represents a lower value.
Data bars are useful in spotting higher and lower numbers especially with
large amounts of data, such as top and bottom selling toys in a holiday sales
report.

Icon Sets: - Use an icon set to annotate and classify data into three to five
categories separated by a threshold value. Each icon represents a range of
values. For example, in the 3 Arrows icon set, the red up arrow represents

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higher values, the yellow sideways arrow represents middle values, and the
green down arrow represents lower values.

PivotTable Report: - A PivotTable Report is an interactive way to quickly

summarize large amounts of data. Use a PivotTable report to analyze
numerical data in depth and to answer unanticipated questions about your
data.
A PivotTable report is especially designed for:
1. Querying large amounts of data in many user-friendly ways.
2. Subtotaling and aggregating numeric data, summarizing data by
categories and subcategories, and creating custom calculations and
formulas.
3. Expanding and collapsing levels of data to focus your results, and
drilling down to details from the summary data for areas of interest.
4. Moving rows to column or columns to rows (or "pivoting") to see
different summaries of the source data.
5. Filtering, sorting, grouping, and conditionally formatting the most
useful and interesting subset of data to enable you to focus on the
information that you want.
6. Presenting concise, attractive, and annotated online or printed
reports.
7. You often use a PivotTable Report when you want to analyze related
totals, especially when you have a long list of figures to sum and you
want to compare several facts about each figure.

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Pivot Chart Report: - A Pivot Chart Report provides a graphical representation of
the data in a PivotTable report. You can change the layout and data that are
displayed in a Pivot Chart report just as you can in a PivotTable report. A
Pivot Chart Report always has an associated Pivot Table Report that uses a
corresponding layout. Both the reports have the fields that correspond to
each other. When you change the position of a field in one report, the
corresponding field in the other report also moves.

Name: - A name is a meaningful shorthand that makes it easier to understand

the purpose of a cell reference, constant, formula, or table, each of which
may be difficult to comprehend at first glance.
The following is a list of syntax rules that you need to be aware of when you create
and edit names.
1) Valid characters The first character of a name must be a letter, an
underscore character (_), or a backslash (\). Remaining characters in
the name can be letters, numbers, periods, and underscore
characters.
2) Cell references disallowed Names cannot be the same as a cell
reference, such as Z$100 or R1C1.
3) Spaces are not valid Spaces are not allowed. Use the underscore
character (_) and period (.) as word separators, such as, Sales_Tax or
First.Quarter.
4) Name length A name can contain up to 255 characters.
5) Case sensitivity Names can contain uppercase and lowercase letters.
Excel does not distinguish between uppercase and lowercase

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characters in names. For example, if you created the name Sales and

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 then create another name called SALES in the same workbook, Excel
prompts you to choose a unique name.

Name Manager: - Create, edit, delete and find all the names used in the
workbook. The keyboard shortcut key for Name Manager is Ctrl + F3.

Name Cells: - Name cells so that you can refer to them in formulas by that name.

Use in Formula: - Choose a name used in this workbook and insert it into the
current formula.

Create from Selection: - Automatically generate names from the selected cells.
The keyboard shortcut for Crate from Selection is Ctrl + Shift + F3.

Precedent Cells: - Precedent cells are cells that are referred to by a formula in
another cell.

Dependent Cells: - Dependent cells contain formulas that refer to other cells.

Trace Precedents: - Show arrows that indicates what cells affect the value of
the currently selected cells.

Trace Dependents: - Show arrows that indicate what cells are affect by the value
of the currently selected cell.

Remove Arrows: - Remove the Arrows drawn by Trace Precedents or Trace

Dependents.

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Show Formulas: - Display the formula in each cell instead of the resulting
value.

Error Checking: - Check for common errors that occur in formulas.

Evaluate Formula: - Launch the Evaluate Formula dialog box to debug a

formula by evaluating each part of the formula individually.

Watch Window: - When cells are not visible on a worksheet, you can watch
those cells and their formulas in the Watch Window toolbar. The Watch
Window makes it convenient to inspect, audit, or confirm formula
calculations and results in large worksheets. By using the Watch Window,
you don't need to repeatedly scroll or go to different parts of your
worksheet.
Watch Window monitors the values of certain cells as changes are
made to the sheet. The values are displayed in the separate window that
remains visible, regardless of what area of the workbook shown.

Calculation Option: - Specify when formulas are calculated. By default any

you change a value that affects other values, the new values are calculated
immediately.

Calculate Now: - Calculate the entire workbook now. This is only necessary
if automatic calculation has been turned off. The keyboard shortcut for
Calculate Now is F9.

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Calculate Sheet:- Calculate the current sheet now. This is only necessary if
automatic calculation has been turned off. The keyboard shortcut for
Calculate Sheet is Shift + F9.

Filter: - Filtered data displays only the rows that meet criteria that you
specify and hides rows that you do not want displayed. After you filter data,
you can copy, find, edit, format, chart, and print the subset of filtered data
without rearranging or moving it.
You can also filter by more than one column. Filters are additive, which
means that each additional filter is based on the current filter and further
reduces the subset of data.
Click Filter option to enable filtering of the selected fields. Once the filtering
is turned on, click the arrow in the column header to choose a filter for the
column. The keyboard shortcut for filter is Ctrl + Shift + L.

Text to Columns: - Text to Columns option is used to separate the contents

of one Excel cell into separate columns.
For example, you can separate a column of full names into separate first
last name and last name columns. You can use Comma, Semicolon, Space or
any other character you specify as delimiters.

Remove Duplicates: - Remove Duplicates option is used to delete duplicate

rows from a sheet. When you remove duplicate values, only the values in
the range of cells or table are affected. Any other values outside the range
of cells or table are not altered or moved.

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Data Validation: - Data Validation is an Excel feature that you can use to
define restrictions on what data can or should be entered in a cell. You can
configure data validation to prevent users from entering data that is not
valid. If you prefer, you can allow users to enter invalid data but warn them
when they try to type it in the cell. You can also prove messages to define
what input you expect for the cell and instruction to help users correct any
errors.
Circle Invalid Data: - Supposing you have a range of data you want to circle
some values which don’t meet your condition. In Excel, you can use Data
Validation feature to create rules for selected data range and then apply
Circle Invalid Data function to circle all the data beyond your criterion.

Clear Validation Circles: - Clear Validation Circles option is used to clear the
Validation Circles which is displayed on the screen.

Consolidate: - Consolidate option is used to summarize and report results

from separate worksheets, you can consolidate data from each separate
worksheet into a master worksheet. (Or) Data consolidation refers to the
collection and integration of data from multiple sources into a single
destination. During this process, different data sources are put together or
consolidated into a single data store.

Scenario: - Scenarios are part of a suite of commands sometimes called

what-if analysis tools. A scenario is a set of values that Microsoft Office
Excel saves and can substitute automatically on your worksheet. You can
use scenarios to forecast the outcome of a worksheet model. You can
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create and save different groups of values on a worksheet and then switch
to any of these new scenarios to view different results.

Goal Seek: - Goal Seek are part of a suite of commands sometimes called
what-if analysis tools. If you know the result that you want from a formula,
but not the input value the formula needs to get that result, you can use
the Goal Seek feature.

Data Table: - Data tables are part of a suite of commands that are
sometimes called what-if analysis tools. A data table is a range of cells that
shows how changing certain value in your formulas affects the results of the
formulas. Data tables provide a shortcut for calculating multiple versions in
one operation and a way to view and compare the results of all of the
different variations together on your worksheet.

Group: - Group option is used to tie a range of cells together so that they
can be collapsed or expanded. If you have a list of data that you want to
group and summarize, you can create an outline of up to eight levels, one
for each group. Each inner level, represented by a higher number in the
outline symbols displays detail data for the preceding outer level,
represented by a lower number in the outline symbols. Use an outline to
quickly display summary rows or columns, or to reveal the detail data for
each group. You can create an outline of rows, an outline of columns, or an
outline of both rows and columns.

Ungroup: - Ungroup a range of cells that were previously grouped.

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Subtotal: - You can automatically calculate subtotals and grand totals in a
list for a column by using the Subtotal command in the Outline group on
the Data tab.
1. Subtotals are calculated with a summary function, such as Sum or
Average, by using the SUBTOTAL function. You can display more than
one type of summary function for each column.
2. Grand totals are derived from detail data, not from the values in the
subtotals. For example, if you use the Average summary function, the
grand total row displays an average of all detail rows in the list, not an
average of the values in the subtotal rows.
3. If the workbook is set to automatically calculate formulas, the
Subtotal command recalculates subtotal and grand total values
automatically as you edit the detail data. The Subtotal command also
outlines the list so that you can display and hide the detail rows for
each subtotal.

Freeze Panes: - You can view two areas of a worksheet and lock rows or
columns in one area by freezing or splitting panes. When you freeze panes,
you select specific rows or columns that remain visible when scrolling in the
worksheet.

Save Workspace: - You can save a snapshot of the current layout of all open
and arranged workbook windows in a workspace file (.xlw). When you open
a workspace file, Ms Excel opens all workbooks and displays them in the
layout you saved.

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 MS – POWERPOINT

Microsoft PowerPoint: - PowerPoint is a software Program developed by

Microsoft that facilitate the creation of slide show presentations and is part
of the Microsoft Office program suite. Presentations created on PowerPoint
are typically used in both academic and business settings to accompany oral
presentations. (Or)
Power point is the component of Microsoft office that is use to create
professional quality presentation. Power point component can be use to
work on slide with power point you can plan, organize, outline, daily work,
professional presentation.

Ms Power Point is complete presentation graphic programs, using

which one can quickly create, powerfully convincing presentation to get the
desire result. It allows the creation of presentation that can be a collection
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of slides, speaker notes, handouts or media clips providing everything one
needs to communicate clearly to others.

Features of Ms-PowerPoint: - Some important features of Ms-PowerPoint

are as follows:
Microsoft PowerPoint allows users to create virtual slide show
presentations displaying text, images, shapes and videos. Customization
features of PowerPoint let users add animated effects to the content and
transition between slides such as fading slides in and out. Sound clips can
be inserted to play audio during presentations and slides are printable for
use as handouts and projector transparencies. Users can edit, add and
delete slides as needed.

Slide: - Slide is the individual pages of the presentation.

Different Types of Slide Layout: - The different Slide Layouts available in Ms

PowerPoint are as follows:
1. Blank: – There are no placeholders for content on this screen, but it
may contain footers if you have entered any into the master slide for this
layout.
2. Title only: – this is a title page with a blank screen underneath. You
can use it if adding a picture or diagram that you are copying and pasting
from another program.
3. Content with Caption: – This option has a small title and text box on
the left, then a larger content box to the right to which you can add other
items.
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 4. Title Slide: – This has placeholders for a title in large text and a
smaller subtitle.
5. Title and Content: – This is the default option for a new slide. It has a
title at the top and then a large placeholder for content.
6. Two Content: – This layout has a single title and two boxes for
content. You can place different types of content in each. Section header –
if you have split your presentation into sections, you may wish to use this
layout to separate your sections. It can also be used as an alternative to the
main title slide.
7. Picture with Caption: – A large picture box is in the centre of the
slide, with an icon you can click on to insert a picture. Beneath this, there is
a small title box and a text box so that you can add a description for your
picture.

Speaker Notes: - Assist during the presentation more presentable and easy to
understand.

Slide Sorter: - Display miniature version of all slide in a presentation, complete

with text and graphs in slide sorter view, you can reorder slide and
transitions and animation effects sets the timings for electronic slide shows.

Slide Show: - Runs your slide show, beginning with the current slide.

Slide Master: - Display the slide master, where you can set the defaults layout
and formatting for all the slides.

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New Slide: - Prompts you to click slide layout and then insert a new slide
after the active slide.

Duplicate Slide: - Insert a copy of the current slide after the current slide.

Back Ground: - Sets a back ground colour, texture, patterns or images.

Apply Design Template: - Applies one of the power point design template
to your presentation. Design templates contain colour schemes slide and
title masters with custom formatting and fonts design for a particular look.

Loop Continuously: - Runs and electronic slide show over an over again

Custom Animation: - Adds or change animation effects on the current slide

animation. Effects include sound, text and objects movements and movies
that occur during a slide show. (Or) Custom Animation is a feature in
Microsoft Office PowerPoint. It contains a list of effects that you can apply
to objects to have them animate during the slide show.

Animation is a great way to focus on important points, to control the flow

of information, and to increase viewer interest in your presentation. You
can apply animation effects to text or objects on individual slides, to text
and objects or to placeholders on custom slide layouts.

There are four different kinds of animation effects in PowerPoint:

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Entrance effects: - For example, you can make an object fade gradually into
focus, fly onto the slide from an edge, or bounce into view.

Exit effects: - These effects include making an object fly off of the slide,
disappear from view, or spiral off of the slide.

Emphasis effects: - Examples of these effects include making an object

shrink or grow in size, change color, or spin on its center.

Motion Paths: - You can use these effects to make an object move up or
down, left or right, or in a star or circular pattern (among other effects).

Slide Transition: - Add or change the special effects that introduce a slide
during a slide show. (Or) Slide Transitions are the visual movements as one
slide changes to another.

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