Ms-Office
Ms-office is a set of programmes developed by Microsoft to take advantage of computing power in the office. Ms-office contains
Ms word(Word processing)
Ms Excel(Spreadsheet)
Ms Access(Databases)
Ms Outlook(Email)
Ms Power point(Slideshow presentation)
Ms Front page(HTML Editor-web design software)
Ms-word : Ms-word is what you use to compose letters, reports, essays etc. It also contains many templates for creating documents from CVs to envelope labels.
IT allows you to change the font size, font type, font color etc of text and alter the formatting of the paragraph you are working on – all with an inbuilt and automatic spell checker. There are many more advanced features, but these are the most common uses.
Ms-Excel : You can use MS Excel to create spreadsheets which ar used primarily for storing and manipulating numerical data –
for eg: you could create the company balance sheet on a spreadsheet and set the totals to automatically add up.
Ms Access : A database is used to store records – like an electronic filing cabinet. With Ms Access you can create your own database and perform tasks such as editing fields (eg name, address, phone, etc) to outputting reports (eg a list of all names).
So you could use this to crete a client database of all your companies clients and store all their details, then create lists (printouts) of the information in any format you like (eg one client per sheet or paper, or one per line)
Ms PowerPoint : Again, fairly simple concept – Ms PowerPoint is used to create slide show presentations (you can hook up certain projectors to a PC to display the presentation on a while screen).
Ms Outlook : It is an email program. You use it to compose, send and receive emails. It’s pretty simple.
Ms Frontpage : You can ue Ms Frontpage to create websites. I use MS Frontpage to design and maintain this site (Now, it’s not the best HTML, editor out there – most IT folks frown upon it, but I’m not an IT guy and I like things easy!).
It basically gives you the ability to design a site like you would using a graphic design package, then creates the code for it. You draw it rather than code it.
To Get into Ms Word
Steps :
Click on Start button
programs
Microsoft Word
Or
Click on start button
Run
Type winword
click ok button
Window components / Window Screen Elements
Control Menu box – It controls the size and position of the paint window. It is located in the left corner of the screen.
Title bar – It is located at the top of the screen. It displays the name of the application and the active notepad file name.
Menu bar – It is just below the title bar, where the list of various menus are displayed.
Scroll bars – These are placed on the right and bottom of the window. It is used to move up, down, left and right in the window.
Minimize Button – This is located at the left side of the three buttons at top right corner. It reduces the size of the application window to a button on taskbar.
Alt + space bar + n
Maximize Restore Button – It is located besides the minimize button, controls the size of the application window.
Alt + space bar + x
Close Button – It is on the top right corner of the window and this is used to close the current paint file.
Alt + F4
Standard Toolbar – It contain icons which represent commands present in the menu bar. It is below the menu bar.
Dialogue box – These are used to collect information from the user or to present information to the user.
Format toolbar– To change the appearance of the document is called formatting. It is below the standard toolbar.
Status bar – This is located at the bottom of application window. It displays the status of the document. Eg: page number, line number, column number etc.
Ruler line – It is the scale of our document window. It is used to measure the length and width of the document.
Workspace – It is the area where we actually work.
File menu –
New – It creates a new blank document.
Ctrl + n
or
file- new
Open – It opens already existed document.
Ctrl + o
or
file – open
save – To store the document
ctrl + s
or
file – save
save as – To create a duplicate document
f12
or file – save as
Save as web page : used to save the document in HTML format.
File – save as web page
Web page preview : used to preview the document before saving as HTML format.
File – web page preview
page setup – used to set the page margins, paper size, orientation etc.,
file-page setup
print preview – used to preview the document before print.
File – print preview
print – to print the document (all pages, current page, range, no. of copies etc.,)
file – print
or ctrl + p
Edit menu :
Undo : It cancels the previous action
edit – undo
or
ctrl + z
Redo : It repeats the previous action
edit – redo
or
ctrl + y
cut - This command is used to move the text from one location to another. The data will appear only in the destination location only but not in the source location.
Edit – cut
or
ctrl + x
copy : Copy command will makes an exact copy of the selected text.
Edit – copy
or
ctrl + c
paste : It pastes the text which is cut or copied to the area of cursor position.
Edit – paste
or
ctrl + v
Paste special : used to paste the data in picture format
edit – paste special – select picture option – ok
clear : it clears all the selected text
edit – clear
or
delete
select all : It selects the whole document.
Edit – select all
or
ctrl + a
find : This command will searches for specified character or word in the notepad.
Edit – find
or
ctrl + f
Replace : this command will change the words which are searched by using find command.
eg: ssit
to replace ssit with ssit computers
edit – replace
or
ctrl + h
Goto : This command is used to goto a specific line in the application.
Edit – goto
or
ctrl + g
View Menu :
In Word, you can display your document in different views :
Normal View
Normal view is the most often used and shows formatting such as line spacing, font, point size, and italics. Word displays multiple-column text in one continuous column.
Web Layout
Web layout view enables you to view your document as it would appear in a browser such as Internet Explorer.
Print Layout
The Print Layout view shows the document as it will look when it is printed.
Outline view
Outline view displays the document in outline form. Headings can be displayed without the text.
If you move a heading, the accompanying text moves with it.
Task pane :
It is a special window which is used to create a new documents, open existing files, search, insert data from clipboard, mail merge etc.,.
View – task pane
Tool bars : This is used to hide or unhide the toolbars.
View – toolbars
Document map : This is a task pane which contains all the headings of a document. Used to go to a particular heading at a time without using find or goto commands.
Ruler : Used to set tab positions for formatting the text or adjusting page margins also.
View – ruler
Header and Footer : This is used to set page default page No.s, date, time, headings etc., for all the pages contained in the document.
View – header and footer
Full screen : All the toolbars will hide while the document is in full screen mode. To cancel click on close button.
View – full screen
Zoom : The document view will be increased but not the font size. We can increase or decrease the zoom size.
View – zoom
Insert Menu :
Page break : Used to insert a new page in between (after) already existing pages.
Insert – page break
Page numbers : To insert page numbers to all the pages. We can also apply alignments like left, center, right etc.,
insert – page number
Date and time : To insert date and time in different formats.
Insert – date and time
Symbols : To insert special symbols mostly used for mathematical data.
Insert – symbol
Auto text : AutoText offers a way to store and quickly insert text that you use frequently.
Insert – auto text
Comment : Comments is used to insert information without overwriting the original text.
You can use Comments to ask the author questions or indicate an area that is unclear to you.
Insert – comment
to view comments
view – comment
Pictures : To insert pictures in the document. (default or our own created files)
insert – picture – clip art
or insert – picture – from file
Book mark : A location or selection of text in a file that you name for reference purpose.
Insert – book mark
to go to a book mark
edit – goto – select bookmark option – select bookmark name-ok
Hyper link : Colored or underlined text or a graphic that you click to go to a file or a location in a file.
Insert – hyper link
Format menu :
Font : To change the font, font size, style, color, character spacing, text effects.
Format – font
or ctrl + D
paragraph : To change the paragraph before and after spacing, line spacing, hanging etc.
Format – paragraph
bullets and numbering : to insert bullets and numbering for the text, or changing the starting number, special bullets etc.,.
Format – bullets and numbering – customize – font –
select the font – select symbol – ok – ok button
borders and shading : To apply page borders and shading, arts, 3d styles.
Format – borders and shading – page borders tab
columns : To get the data in multiple column format like in news paper.
Format – columns
tabs : used to set the tab positions.
Format – tabs
drop cap : To make the starting letter as capital letter in a paragraph by dropping the number of lines.
Format – drop cap
change case : To change the data in different format like lower case, upper case, sentence case, tOGGLE cASE, Title Case.
Format – change case
back ground : To apply background image for the document.
Format – back ground
Tools menu :
Spelling and Grammar : It can be used to check and correct spelling and grammatical mistakes on the current document.
Tools – spelling and grammar
or F7
Word count : Used to displays the total count of the current document no. of pages, paragraphs, lines, words, characters with or without spaces.
Tools – word count
Track changes : It can be used to highlight new changes on the current document.
It is also used to accept or reject changes on the current document.
It is also used to compare the current document with the another document.
Macros : It can be used to record the given instructions with a specified name and execute the recorded instructions in to our own style.
Tools – macro – record new macro
type the data
now stop the macro
To run the macro
tools – macro – macros – select the macro name – run
Mail merge : Mail merge is a process to make several number of letters with different addresses on same letter body.
If we want to perform the mail merge in the ms-word application then we must follow the steps :
tools – mail merge – create – form letters – active window – edit – form letters – in the current document type letter body into our own style – tools – mail merge command – get data – create data source – remove field name button of unwanted fields – type a field name – ok – data file name – save button – edit data source – type number of addresses – ok button – in the document window insert merge fields by using the insert merge field button – click on merge button on the mail merge tool bar.
Table menu :
Draw table : It can be used to draw a table on the current document into our own style by using the pencil tool.
Insert table : It can be used to insert a table on the current document by using the specified no. of rows and columns.
Delete cells : It can be used to remove the current selected cells from the current table.
Merge cells : It can be used to add the current selected all cells into a single cell.
Split cells : it can be used to divide the current selected cell into the two different cells.
Select row : It can be used to select the current entire row on the table.
Select column : It can be used to select the current entire column on the table.
Select table : It can be used to select the current entire table.
Table auto format : It can be used to set the current selected table into the specified automatic format.
Table – table auto format
Convert : It can be used to convert text to table and table to text.
Table – convert -
Auto fit : It adjusts all the columns and rows according to the data in the table.
Table – auto fit
Sort : It can be used to sort the data into ascending or descending order
table – sort
Table properties : To change the row height, column width, text wrapping, etc.,.
Table – table properties
Hide gridlines : It displays or hides grid lines on the current table when it is in the automatic format.
Window Menu : It copies the current document into the another window for reference purpose.
Arrange all : It arranges the currently open all document windows into one after another.
Split : It can be used to divide the current document into two different parts of reference purpose. It is also used to add the current document into two different parts into a single part.
New window :
Help menu :
Microsoft word help : It displays help notes about the types topic.
Help – microsoft word help
or
F1
Contents an index : It displays help notes about the selected or typed topic.
What’s this : After this command it displays help notes about the mouse clicked tool or command.
To open menus using key board
use Alt + underlined letter
eg : to open file menu,
alt + f
EDITING/FORMATTING:
Ctrl+A: Select All
Ctrl+C: Copy
Ctrl+X: Cut
Ctrl+V: Paste
F7: Spelling & Grammar
Shift F7: Thesaurus
Ctrl+Z: Undo typing
Ctrl+Y: Repeat typing
End: Move cursor to end of line
Ctrl+End: Move cursor to end of document
Home: Move cursor to beginning of line
Ctrl+Home: Move cursor to beginning of document
Ctrl+B: Bold
Ctrl+I: Italicize
Ctrl+U: Underline
Ctrl+E: Centers text
Ctrl+J: Justifies text
Ctrl+L: Left aligns text
Ctrl+R: Right aligns text
Ctrl+M: Increase indent
Ctrl+Shift+M: Decrease Indent
Ctrl+Shift+A: Capitalize highlighted text
Shift+F3: Changes capitalization of highlighted text
Ctrl+Shift+F: Highlight font name on tool bar
Ctrl+Shift+P: Highlight font size on toolbar
Ctrl+P: Print
Ctrl+F2: Print Preview
Ctrl+F5: Restores document window
Ctrl+F10: Maximize document window
Ctrl+F6: Displays the next open document window
Ctrl+Shift+F6: Displays previous open document window
Alt+F4: Quit WordCtrl+]: Increase font size
Ctrl+[: Decrease font size
Shift+Alt+Up Arrow: Move paragraph up
Shift+Alt+Down Arrow: Move paragraph down
