MS OFFICE

Microsoft office is a software package. In this package there are four application
software’s. They are as follows:
1. Microsoft Word
2. Microsoft Excel
3. Microsoft Power-point
Microsoft Word
All above application software’s are used to solve different types of task.
Introduction Ms- Word

Microsoft work is an advanced word processing product by Microsoft for IBM-

AT and compatibles. Ms word can integrate information form none Ms-Word
programs like spreadsheets, databases, graphic sources etc. This is an application
package. It provides several types of options to solve different tables. This
application is mostly used in offices because it provides the facility of letter writing. It
is an advance version of word-pad. The extension of Ms-word’s file is. DOC. We can
save the word’s file like .RTF, TXT, HTML etc. We can save its in web page. It can
be seen at interest. Its extension is .HTML.
Features of Ms-word
1. Mail Merge
2. Table
3. Columns
4. Paragraphs
5. Borders & shading
6. Bullets
7. Macro
8. Change case
9. Spelling & grammars checker
10. Auto correct
11. Auto text
12. Header & Footer
13. Hyper link

It has different tool’s, which can be applied on text.

Title Bar
This bar shows the title of the window like Ms-word. It shows the name of
application where we are working.
Menubar
Menu bar is the part of the screen where all the options are available to work
with document. Menu bar has actions which can be performed on the documents or
the pages of the file menu bar contain options like file menu edit menu, format menu
& new menu & so on.
Toolbar
The tool bar is the short-cut for performing the action of menu bar it is a
horizontal bar that provides quick access to many commands and features present in
word.
Example: Opening a new file can be done directly through clicking the new button on
the standard tool bar. There are several types of tool bars in Ms-word like standard
tool bars, drawing tool bar, word-art tool bar, table tool bar etc.
By default only three tool bars are active on screen.
They are as following:
1. Standard tool bar and format tool bar
2. Drawing tool bar
1. Standard tool bar:-
In this tool bar standard options are available like copy cut, paste new,
print, undo or
redo etc.
2. Format tool bar:-
In this tool bar format related option are available like font size, font style,
font name
and its color, underline, text alignment etc.
3. Drawing tool bar:-
In this tool bar drawing related option are available like auto shape, square,
circle, line colors & effect also.
All above tool bar are available in view menu.
Status Bar
Status bar shows the position of the cursor on the document it also displays
the page numbers, section, line no. current page & column etc. It shows at the
bottom of screen.
Horizontal & vertical scroll bar:-
Ms-word has horizontal and vertical bars that are used for moving horizontally
and vertically through the documents. It is located at the right and bottom. Edge of
the document window. It contains markers (small triangles) known as scroll on
horizontal and vertical position.
Ruler Bar-
These bars contain a scale indicating tab. Indent, margin settings for a
paragraph. The mouse and ruler together can be used to change the settings of a
paragraph.
Eg: Can set top, bottom left and right margin.
Method to open a new document
1. First to click on file option from menu bar then click on new from file pop up.
2. Then a window display on the screen.
3. Select on blank document item from the window and click on o.k. a new
document will be opened in Ms-word.
Open an existing file
When we create a file, we saved it with same name to pen an existing file
choose open option from file menu the open dialog box is displayed. Choose the file
by left click from the list and click on the open button, (through shortcut of standard
tool bar)
To save a new document
1. First to click on save as option from file menu
2. A window of save as displayed.
3. In this Window type the file name in the box and click on save button.
Document or file will be saved.
Method to select the text:
When we want to change particular character, words line, sentences,
paragraphs or pages, it should be highlighted or selected. Text must be selected
before performing some actions such as formatting. Copying deleting, moving or
adding borders & shading.
There are different methods for selecting text. Selected text looked in different color
1. Ctrl + shift + arrow to select a word of right hand side.
2. Ctrl + Shift + left arrow to select a word of left hand side.
3. Ctrl + shift + up arrow to one paragraph of up
4. Ctrl + Shift + Down arrow to select one paragraph down side.
Open a multiple document window
Ms word provides facility to open multiple document windows at a time.
Windows menu provide facility to open multiple document windows. Through this
option can work in two files or windows at a time. It is a time saving and a cashier
option. With the help of new window option from window option can open multiple
windows.
Format a document
Ms word provides several types of options to format our document.
i. Font: -
Font dialog box

This option is available in format menu. Through this we can apply different
types of formatting on selected information.
Like
(a) Font size:-
This option is used for to resize of our text. Text size can be
increased or decreased. There are different numbers for font’s size.
(b) Font name:-
Through this option we can change the font’s name like Arial, Arial
narrow, times roman etc. it shows different types of alphabets.
(c) Font style:-
Through this we can make our text bold, italic or can do underline.
(d) Font color:-
Through this option we can change the color of font.
i. Custom
ii. Standard
(e) Super script –
 Through this we can shift the select letters or character at the top.
(like the power of a number)
(f) Sub script :-
This option is used to shift our selected character or word at the
down side or bottom
(g) Upper –
Through this we can change our selected text into capital letters.
(h) Lower-
Through this we can change our selected text into small letter.
(i) Shadow
Through this option we can give shadow to our selected text.
ii. Character spacing-
This option is used to increase or decrease the space between the
character.
iii. Animation-
Through this option we can give different types of animation effect to our
selected text like simmer, blinking etc.
Multiple columns-
This option is available in format menu. This option is used to divide a
paragraph in more than one column. Like a columns in a newspaper, magazines etc.
Different type of previews available in this window. It is necessary that provided
information is in the form of paragraph. A paragraph means a text written in without
enter key press otherwise is not a paragraph. If you want to enter press enter key
with shift. Selection of into multiple columns.
Method
- Select the information or paragraph
- Then click on column option from format menu.
- The columns window appears on the screen
- Select a format from window then click on o.k.
Borders & shadings
This option is used to make a paragraph attractive through this option can give
outlines or borders, to whole page & on any information. Beside this you can fill color
in border also this option is available in format menu.
Three options are available in borders and shading.
1. Border
2. Shading
3. Page Border
1. Border
Give different types of border to out selected information. It has various styles
of line like single line. Double, line etc. we can set the color of border and style
also. It can be applied many times on a page.
2. Shading
Through this option can fill color inside a border this option can be applied on
both page border and text border.
3. Page Border
This option applied border on a whole page above all information. This option
has some inbuilt patterns of border to apply. We can change line style, line,
color also. Outline border is given by line, picture border like apple tree etc. it
is applied on all pages of document.
Border & shading mostly used on the heading of document. It is a useful
tool word processing. It is used to display the text distinct. Page border is
given to make the page attractive.
Border & Shading dialog box here
Header & Footer

Header and footer option gives facility to write some text on heading and at the
end of information as footer. Through this can print message at the top and bottom of
a page. Message like page no., date, time and text message etc.
1. Header –
This option prints information always above top of page. It has been written
only one time on page and it works for all pages of a documents.
2. Footer-
This option prints information always at the bottom of the page. It has been
written only on one page and it is applied on all pages of documents.
Header and footer option is available in view option. Header and footer can
be see through print preview option of file.
Can work following operation through header footer.
1. To insert text in header or footer
2. To insert page no.
3. To insert no of pages
4. To format no. of pages
5. To insert date
6. To insert time
7. To page set up
8. Show/hide documents text
9. Show preview header and footer
10. Show previous header and footer
11. Show next header / footer
Print
Print is an important feature of word. Print option is available in file menu. This
option is used to get the hard copy of a document user can take out printed
document by using this option with prints. User can define the range of pages can
select the prints and shrink a document with this option
1. Print Type-
This option is used to select a driver of printers. Through which we take
print of a document.
2. Print What
This option is used to define what to print user can print document,
comment, header footer or whole document.
Before take out print user has to use page set up and print preview then
click on print
3. Range
Range option is used to show the range of a page like
a. All page – this option prints all pages of documents.
b. Current page- This option is used to print only current page where is the
cursor is positioned.
c. Selection : This option prints only selected matter of a document or file.
d. Pages- This option prints specific pages which define by user. According
to requirement. We can give different page numbers by this option like
(5,8,12,19 after defining the page no click on o.k.
Through tool can take out print but print window does not appear for a
printing setting.
4. Number of copies:-
This option is used to define how many copies of a page has to print like
photo copy machine.
5. Printing style
This option is used to set even page no. or odd page no. It is specially used
to print books (like 1, 3, 5, 7) (even like 2, 4, 6, 8, 10)
Page Setup-
This option is available in file menu. Through this option we can set the page setting
of a document like.
1. Paper Source-
This option is used for paper size. We can select the paper size and can
define a new size. The default setting of page is A4. some another sizes
are inbuilt. We can change its height and width.
2. Margin-
Through this option can set the margin of a paper like left margin, right
margin, top margin and bottom margin. We can set header margin and footer
margin and gutter margin (for binding purpose)
- Top bottom margin – before text and after text
- Header footer – space above the header and space after the footer

3. Printing method –
Through this can set portrait and landscape the default setting of printing is
portrait
Portrait (vertical printing)
Landscape (horizontal printing)
Page setup dialog box here
Print preview
This option is a useful option as like page set up. Through that we can see
preview of our page before printing. This option is available in file menu. Print
preview has many options. Like magnifier, zoom multiple. Shrinking etc.
1. Magnifier –
This option shows the information in big size we can magnify our pages. It
is used for information.
2. No. of pages.
Through this option we can set number of pages, which we want to see in a
preview. How many pages show on a server. I t show pages in small size. It no
of page.
3. Zoom-
Through this we can increase or decrease the zoom of the page it is used
for page. The preview shows in desired size 20%, 50% etc.
Shrinking a document –
This option is available in print preview. Through this option we can decrease
the size of document and print. This option is worked on percentage. By default it
works on 100% this work is done through page set up. There are different types of
option are available in a page setup according to the driver of printer
Reduce the number of pages by one-
Ms-word provides the facility to user to reduce the pages by document. Font
size is reduced and blank spaces are removed to reduce the number of pages. We
can reduce the size of document by changing the margins (all) can reduce the tab
spacing, line spacing, the document is shrinked manually it is sets the page to print.
We can apply editing on age in preview made click again on magnifier cut copy,
paste, font size through shortcut keys from key board.
Print through tool bar
Through tool bar can print the information by a default setting of printer. This option
does not provide set up window to set the information.
Print through file menu
File menu provided several types of options to print a document. We can define our
own set up to print. Shrink option is useful when our document is on two pages and
we want it on one page so we use this option
Advance features of Ms-word
Word count
This option is available in tool menu. Through this we can see statically report
of information of current document like.
Total number of pages
Total line
Total paragraphs
Total words
Total characters without space
Total characters with space
Method-
Word count dialog box

Auto correct
This option is found in tool menu. It is very useful for the typist or user because
it automatically corrects the spelling at the time of typing. But this option corrects
those words, which are pre-defined in auto correct library. Auto correct option
automatically fire the correct spelling when we press
enter or space after the word. It is a time saving utility
option.
For example : we define gov. government replace ( )
with ( ) two entries. There are some options at
following window like type the first letter capital.
Auto correct dialog box :
Auto Text: -
This option is available in insert menu. Through this we can insert any type
text of in a document auto text is similar to auto correct but this option come through
F3 button it is necessary to type some letters in your document in auto text. In auto
text it is must to type the initial text then press F3 button these initial letters should be
written till they become unique. They are defining in library. To delete this auto text
click on text then press delete. It insert a text in doc. which is defined in it’s library
user can store a paragraph in its library user can store & write some initial letters.

Auto Complete
This option is a part of auto text. Through applying this option when we write
any text in our document, it shows auto text entry at the top of the cursor and then if
we press space or enter it automatically insert auto text entry in our document. We
can add new words in its library and then insert in our text.

Using the thesaurus – (Shift + F7)

This option is found in language of tool menu. It is used mostly for letter
writing. This option’s provide us synonyms and antonyms of any word. We can
change / replace words our letter or document through this option. (Shift + F7)
Method
- Type the word and select it.
- Go to tools option then
- Go to language option
- After that click on thesaurus
- A window of thesaurus open with synonyms and antonyms of
selected word.
- Chose the one word from window which you to replace through click.
- Then click on o.k.
- Selected word from window will come in place of selected word of
your document.
Find and replace
This option is available in edit menu this is used for finding any information in a
document and it is able to replace the information with new information, if you
required replacement.
There are two types of options for searching.
1. Whole word-
If this option is applied computer will search a complete word. It will show
the word wherever it occurred in a document.
2. Match case –
This option search according to case like capital or letters.
The find dialog box can be used to spacing the direction in which the find
operation is to be done. We use search option in dialog box.
- Up – To search from the current position to the beginning of
document
- All – To search for the text in entire document.
Find and replace dialog box
Wild Cards
In this option we can search information of file. Through wild card like ? , *
It is used when we have not full information. If we want to start searching with A (A*)
It means search with letter but how many letters after it.
Replace –
Through this option we can replace searched information by new information.

Formatting via find and replace

It is an advance tool of searching it is used when we have to find a word from
special case. It is an advance part of find and replace. We can do searching through
it. We can define a format with searching information.
Formatting like font size, font name, fonts color, font style etc.
Spelling & grammar checker-
This option is available in tool menu. It can be come through F7 short key. Ms-
word provides facility to check spelling and grammar mistake while time of typing. A
red line occurs below information if there is any spelling mistake. A green underline
occurs if a grammar mistake is there. We cannot do correction in spelling or
grammar this option works only for checking. Through spelling and grammar checker
we can check the corrections. Ms-word used custom dictionary to check spelling and
grammar its extension is .DIC. There are several types of option in spelling and
grammar checker window like
1. Ignore
2. Ignore all
3. Change
4. Change all
5. Add
Spelling and grammar dialog box here
Mail Merge
This option is available in tools menu through this option can merge two
document. This option is used to create mailing letters, labels, envelops. In which
information is same but name and address are different. It is a time saving option. It
is used in big company, factories and banks to send letter to many people
Two document that are used in mail merge are
1. Letter document (which is not change)
2. Address document (which is changeable)
Method to create form letters
- First to click on new from file menu to create new blank document.
- Then type the letters body (without heading) in a document file.
- Then click on mail merge from tool menu.
- A mail merge window appears on screen
- This window has three options. They are
1. Create
2. Get Data
3. Merge
Mail merge helper dialog box here
- Click on create option then select Form Letter from this.
- Then a small window appears on screen contains two options
1. Active window
2. New Main Window
then click on active window option
- Again main window of mail merge appear on screen. Select create
data source option from Get Data.
- Then a create data source window displays on screen. Through this
window we can design the structure of leading letters.
- This window gives us some data fields which we have to select for
our letter like
1. First name
2. Last Name
 3. Address-1
4. Address-2
5. City etc.
- Which field is not required select the field and click on remove field
name option (if a field removed falsely, click on add button, the
removed field come again.)
- After designing the structure click on O.K. Button
- Then a window of save as will appear. Give the name of file in file
name box of save as window.
- Then a message window appears with two options:
1. Edit Data
2. Edit main document
- Click on edit data
- Then a window displays. Through that we can insert records for
selected fields
- Fill records in window click on new every time and fill record how
many you required.
- After insertion click on o.k. Button
- Then a tool bar is added in main document.
- This tool contains two important options
1. Insert field
2. ABC (conversion)
- Through insert field button can insert field name in our document.
Select the field from insert field then set cursor on the screen and
press enter. The entire fields enter in main document.
- Then go on mail merge option of tool menu.
- Then click on merge option.
Text box-
This box is available in picture option of insert menu or in drawing tool bar. We
can type any type information in the box, can insert the picture, can draw a table etc.
beside this can give effect on this through text box format like background etc. In ms-
word two objects cannot exist simultaneously like information and photo, two tables
one is above, another is below. But this option is used to remove this problem. We
can design two tables simultaneously. Like Left click an box at the edge of box. Then
right click through short-cut select format and can do formatting.

Word art

Word art Dialog Box

This option is available in picture option of insert menu or in drawing toolbar

through menu or in drawing bar through this tool can show the text in different styles
and the text in different styles and shapes. And can rotate text in any direction.

Chart / Graph
Ms word provides facility of chart to show data this option is available in picture
option of insert menu. When we click on this option, it shows the worksheet of ms-
excel. We can insert data. In a worksheet. We can draw chart according to inserted
information.
Conversion facility
In ms word convert a document in various format. In ms-word we can save our
document in different format so that we can open it in any other application like text
format. In this format the files are saved. Its extension is .txt this file can be open in
ms-word, notepad or in editor of dos,
HTML (Hyper Text Markup Language)
The file that is saved in this form can be open in Internet explorer. This file
works as a web page. Its extension is .HTML.
Rich Text Format-
The files saved in this format can be open in .rtf based application this file can
be open in ms-word or in WordPad also.
Word perfect-
These files saved in this format can be open in any word based application like
notepad, WordPad, ms-word, rtf, etc.
Wizard
Wizard is also like a template. It is available in a window format. Wizard is
inbuilt in ms-word. We can make template in ms-word but we cannot design wizard,
because it required windows programming. Wizard is used to solve any process
wizard like letter wizard, fax wizard, label wizard, envelop wizard.
Macro
It is a tool of ms-word. Through this can record any work. Macro recorded
information in a program file. That program is designed in visual basic. Macro is a
time saving utility. We can run the recorded process of it. We can run macro through
short cut key or through macro name. In template every time has to make a new
document but in macro we can do work many times in document. If user knows the
programming in visual basic, User can change the recording through programming.
Record is in the form of codes of visual basic.
Change case
Change case Dialog box

This option is found in format menu. We can change written information in different
cases through this option cases like.
1. Upper Case
2. Lower Case
3. Sentence Case
4. Title Case
5. Toggle Case (opposite of present case)
1. Upper Case-
This option is used to change information in capital letters of English.
2. Lower Case
This option is used to change the information in small letters.
3. Sentence Case
This option is used to change the selected information in sentence case. First
letter of sentence is capital and remains are small letters.
Footnote and Endnote
Footnote and Endnote dialog Box

This option available in insert menu. Through this can give note at the end of the
each page of document and last page of document. There are two options.
1. Footnote
2. Endnote
1. Footnote
Through this we can give note at the bottom of the each page of document.
2. Endnote –
Through this option can give note at the bottom of last page of document.
Set cursor first in a document where to give footnote then go to insert menu
select footnote & endnote option. Windows appear choose option then give
number or name for footnote or endnote then cursor come down in
document & then write a note. Like definition of author can define more
than 1 footnote can write.
Symbol
This option is available in insert menu. Through this we can insert any symbol in our
document like:
1. Flower
2. Finger
3. Telephone etc.
 Ms-Excel

Ms excel is a package. In this, calculation accounting Pay slip bills are the type
of work we can do in excel. Letter writing work cannot do in ms-excel; the extension
of its file is .xls
Ms excel provides worksheet to do work. This work sheet is known as electronic
work sheet.
In ms excel a work book has three worksheets by default.
A worksheet has 65,536 rows and 256 columns
Electronic cell = row X column.
1 page = 50 to 55 line can be seen
in a work book can insert 255 worksheet. Its cursor is known as cell pointer.
Formula bar-
It is available in view menu. There are two options in formula bar.
1. Cell address
2. Formula box
1. Cell address box shows current cell’s address
2. Formula box shows contents of current cell. We can do modification in the cell
through formula box.
(Before formula put sign of = in cell in ms-excel)
Sheet tab
Through sheet tab we can select copy sheet, delete any sheet, move and rename
any sheet.
Method to insert a new work sheet
- To insert a new work sheet click on insert menu – click on worksheet
option – a new sheet come.
Numerical function
Those functions, which work on numeric data, are known as numerical function. We
have to define its range if function are used = is necessary before function.
1. Sum ()
This function works on group. Through this we can take out sum of
numbers.
Syntax = sum (range)
e.g. = sum (b1 : b4)
if the cells are not continuous give comma and give range of sum
eg. = Sum (b1:b4, c4: c8, d10: d18)
ex data sheet
2. Max ( )
This function shows max. From information. It shows maximum value from
numbers. It also works on group.
Syntax = Max ( )
3. Min ( )
This function show minimum value from numbers it also works on group.
Syntax = Min ( )
4. Average ( )
Through this function we can take out average of numbers. It also works on
group values.
Syntax: Average ( )
5. ABS
This function works on single value. Through this function we can change
any number in absolute value it shows positive result from negative.
Syntax = ABS ()
6. Sqrt –
This function works on single value through this function we can take out
the square root.
Syn = SQRT ( )
 = SQRT (cell address)
7. Auto sum –
This function gives sum of number. This is available in tool menu. Through
this can calculate sum of data but this option gives total below the data else
in any cell.
1. Through sigma (select the value)
2. Keep cursor below the field (value)
3. Press sigma sign from standard toolbar
4. The formula shows in the selected cursor – press enter it will show value
in cell (select)
No value select it will show result without cell address.
Character type function
1. Upper ( )-
This function is used to change lower case (small letter) into upper case
(capital letter) can copy from one cell to another if function is app. By cell
address (on all function) syntax.
= Upper (string)
Can insert cell address
a = upper (cell address)
2. Lower ( )
This function is used to change capital letters into small letter.
3. len ( )
it displays the length of a string.
Syntax = len (string)
= Len (cell address)
4. Left ( )
This function picks up character from left hand side of a word, two
arguments are given in it.
1. String
2. No. Of character
Syntax : = left (“string”, no. of character)
 Eg. = left (“an”, 1)
= left (cell address, no. Of character)
eg. = left (a,1)
5. Right ( )
it pick characters from right hand side of word. Two argument are given on
string (2) no of character
Syntax = right (“string”, no. of character)
Eg. = Right (“any”, 1)
= Right (cell address no. Of character)
eg. = Right (c2, 2)
6. Mid
This option is used to pick sub string from a string, three argument are
given in it.
1. String
2. Starting position
3. No. of character
1. To whom
2. From what position
4. How many character
Syntax: mid (“string”, starting position, no. of character)
Eg. Mid (“Bhopal”, 2, 3)
7. Proper ()
This function is used to convert the string of character type. The letter of
text become capital and sort letter remained in small letters.
Syn: proper (string)
8. Trim –
This function is used to remove the blank spaces from both side whatever
left and right.
= Trim (string)
Date type functions
1. Now ()
It shows both system date and time.
Syn. = now ( )
2. Today ( )
It shows only system date.
Syn. = today ( )
3. Month ( )-
It shows month from any date like jan – feb-2
Syn = month (today ( ))
= month (cell address)
= month (own date)
4. Year ( )
It shows year from a date
Syn: year (today ())
= Year (cell address)
= Year (own date)
5. Day ( )
It shows date from a date in the numerical form.
Syn: day (today)
= day (cell address)
= day (own date)
06/10/2003 = 6
6. Weekday ( )-
It shows weekday in numerical form sun-1 mon-2
Syn: weekday (today ( ))
Weekday (cell address)
= weekday (now)
Sort

This option is available in data menu. Through this we can sort our data in
ascending or descending order to find / search and information easily and quickly.
Sorting can be done on single key field or multiple key fields.
1. Single Key Field-
In this method we use only one field for sorting and which record get is
keep first.

2. Multiple Key field

In this we can use more than one field for sorting but sorting is performed
according to first field. If the information of first field is duplicate then it will sort
according to next field.
Filter –
This option is available in data menu through this information we can be filtered and
then show.
In other words we can say through it we can retrieve meaningful information
There are two options in filter.
1. Auto Filter
2. Advance Filter
Through both options data can retrieve, both show the information. It is used in bulky
data. Filter can be done on any field.
1. Auto Filter –
Through auto filter can apply filtering automatic on our data when we apply this
option, combo box is automatically attached with our data field. Each combo
box contains four important options.
1. All
2. Top ten
3. Custom
4. Data list

Auto filter

- Click on data menu. Then click on auto filter

- A combo box appear on each field
- Click on combo box. Each combo box of every field shows.
 All
 Top 10 – same value double record not show
 Custom
 List of that field does not show duplicate record.

Formatting a worksheet
Ms-excel provides facilities of formatting on our sheet. There are several types of
formatting facilities are available. This option is available in format menu. It has many
option like can change cell’s height & width.
1. Font
Font option provides change of font name, font color, font size and font
style.

2. Border & Shading –

This option is used to give border on the cell and can file color in the cell.
3. Alignment –
Through this option can move cell information in any direction horizontal or
vertical alignment can also set like left, center, right, bottom, top, can merge
cell or wrap the cell. (Can merge selected cells)
General

This option provides different types of setting like change the type of cell. Numerical,
character data cell change, insert the currency symbol like $ dolor Rs etc. we can
change the format of data like mm/dd/yy, dd/mm/yy etc. setting of numbers like
number of decimal, digital separator etc.

Macro
This option is available in tools menu. Through this option we can record any type of
work and it can be run wherever it is needed/ required.
Macro used a program of visual basic to record any work. Through this program file
we can modify in recorded program. But these changes can be done only in visual
basic. Macro records cell address while recording a macro.
So that when we run a macro it works on recorded cell address.
Chart of excel

Step-1 –Chart type

You have to select the type of chart you want to make.
Step-2- chart Source
You have to select the range of data, which you want to display in chart form.
Step-3-Chart options
Data label – on one show value show label
Data table – show data table
Show legend keys
Step –4- Chart location
Where you want to place your chart
- As object in same sheet
- Chart as new sheet
Word and excel shortcut key
1. Through key board (inbuilt)
2. Through mouse (by click), short keys save the time
 Ms–PowerPoint
PowerPoint is a part of ms-office. This application is very different from ms
word and ms excel. In power point we cannot do letter writing or any type of
calculation.
Power point it used to prepare graphical presentation through this we can show the
presentation slides are used to work in power point. The extension of power point file
is .PPT it is used to make the presentation attractive and understandable. Stand
alone application, slide transition. Etc.
Power point provides different options to make the presentation attractive like
sounds, effects, and Animation etc.
View of power point
In power point slides are distributed in five important views they are –
1. Slide view
2. Slide sorts
3. Slide Show
4. Slide outline.
1. Slide View –
This view is also known as normal view. In this we can see only a single
slide on the screen. In this view we work inside of slide like can insert
object. Objects like Autoshapes, text box, chart and picture etc. we can
copy any object move any object and delete any object like can apply the
animation effect with the sound group ungroup.
2. Slide Sorter –
This view shows the slides in very small size. In this view we can see more
than one slide. But cannot work on object in this view. Slides can be
deleted copy move and give animation effects in this view (can work on
slide but cannot work about slide) sequential arrangement of slide we can
change the order.
3. Slide Show
This option is used to execute our slides. When slide is showed it is
executed step by step. (One by one) through this we can show our
presentation. By mouse click. By time set, effects of slide.
 4. Slide outline
This view is similar to a slide sorter view, slides can be deleted, copy and
move in this view. This view shows slides in very small size. In this view
slide can be converted into outline. (Merge one slide to another)
Master slide is only one in a presentation. It is time saving. If we need a
common image on all slide of a presentation, we use master slide option. It
is a special slide many type of image and text inserted in this slide they are
all appeared on all slides of a presentation. Master slide does not executed
/ show when slide how has been done. We can delete any object from
master slide will remove from all slides.

Master slide

This slide is available in view menu. This slide is also known as master page of
presentation. Through this we can insert header or footer date and time can insert a
picture insert text etc. (all these applied in all slides)
All side display whatever in masters page.
To Insert A Slide In Presentation

- Go on insert menu and click on new slide option then window of

layout display
- Select one layout then o.k.
To Insert A Duplicate Slide
- Go on insert menu and click on duplicate slide option. But it makes
duplicate slide of only current slide.
Text Box
This option is available in insert menu and in drawing tool bar. Through text box we
can write any type of information in slide.
Formatting options
There are several types of formatting options available in power point, which we can
apply only inside of text box.
1. Font -
We can give color, style, size to our written text, bold, italic underline etc.
(same window as word)
2. Paragraph
We can set alignment of paragraph like left, right, spacing etc.
3. Bullets -
We can apply bullets and numbering to our written text.
4. Line spacing
We can set the space of between of line according to need.
Clip art
This option is available inside of picture option of insert menu. There are inbuilt
pictures in it. There are available according to category such as animals, sports,
building, entertainment, and many others.
We can insert picture on the slide through this option the picture can be resize, can
change its color, also can do group or ungroup etc.

Method to ungroup
- Right click on picture, which has to be ungroup or group.
- There shortcut menu display on group option then click on group /
ungroup.
- A message window appear which ask do you want to ungroup yes /
no.
To group
- Select all the ungrouped items of picture to group.
- Keep the mouse above the group and the mouse to select.
- Right click on anyone group go on group and click on group from it.
Slide transition –

The effects are executed one by one when slide show is executed.
Slide transition
This option is available in slide show menu. Through this we make our presentation
attractive. Slide transition is used only on slide there are different type of options are
available in slide through this we can give effects by different types like.
1. Sound –
Through this option we can give sound of any type on our slide like
clapping, camera, chime packing, cash register drum, roll, typewriter. etc
2. Effect –
Through this we can give animation effect on the slide and can control
speed of effect like fly top, fly right bottom, fly left bottom, random etc, cover
up, cover left, cover right.
3. Automatic –
Through this option slides can be executed by timing.
4. On mouse click –
Through this option slides are executed by clicking of mouse or any button.
Custom animation –

This option is available in slide show menu. It is like slide transition. Through this can
give animation on the object of a slide we can give different animation effects on
different object of a slide. effects like.
1. Sound
Through we can apply a type of sound on a particular object.
2. Effect
Through this we can give effect on different objects of a slide. effect like fly,
random etc.
3. Automatic
This option shows the objects of a slide automatically because it’s timing is
set by us.
4. On mouse click
Through this option object of a slide showed when we click the mouse.
Custom show

This option is available in slide show menu. Through this we can design a new show
from an inbuilt show we can insert slide in the show according to requirement and
custom show can be and / connect in action setting.
Method of custom show
- Open the presentation for which you want to make the design.
- Go on slide show then click on custom show.
- Customs show window appears on the screen.
- Click on new then a window appears on the screen.
- Give a name to show
- Select the slide from the box and click on (can give order also to our
slides)
- Then o.k. Custom show is ready.
Template

This option is available in format menu. Through this we can apply inbuilt template to
the background of slide. Template is an inbuilt background design.
Template always apply on all the slides of presentation they are inbuilt design user
cannot make template. It is applied on all slides of a presentation. It is available by
the name in apply design template, we can apply template by two ways. When we
create a new presentation we can apply by template.
Name marble, mountain, nature, dads tie, capsule, bamboo, blends, rice paper, and
notebook.