Chapter 4.
UNDERSTAND MICROSOFT OFFICE PROCESSING SESSION
4.1 Describe Applications of MS Word
❖ It is a word processing application developed by Microsoft that allows users to create, format,
edit, and print documents for professional, academic, and personal use.
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❖ It enables users to write and structure documents such as letters, applications, reports, and
resumes. With its user-friendly interface, it supports basic text editing and advanced formatting.
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❖ It offers a range of text formatting tools, including font styles, sizes, colors, paragraph alignment,
line spacing, and bullet points, which help in improving the appearance and clarity of documents.
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❖ It provides page layout options like setting margins, orientation, page size, and inserting headers,
footers, and page numbers to maintain consistency in long documents.
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❖ It allows users to insert tables, images, shapes, SmartArt, and charts, making documents more
structured and visually engaging, especially in project reports or presentations.
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❖ It includes features like spell check, grammar check, and auto-correction to help users create
error-free content. These tools assist in maintaining professional language quality.
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❖ It offers templates for common documents like resumes, certificates, and letters, saving time and
ensuring professional formatting.
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❖ It supports mail merge, which is used to send bulk personalized letters or forms by linking a
document with a data source such as a list of names or addresses.
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❖ It enables reviewing and collaboration through features like Track Changes and Comments, which
are useful in teamwork and editing tasks.
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❖ It allows saving documents in different formats (DOCX, PDF, etc.) and offers print preview and
print settings for physical copies.
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❖ It is widely used in schools, offices, hospitals, and personal environments for document
preparation, editing, and sharing.
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4.2 Describe Basic and Advanced Features of MS Word
It is a widely used word processing software developed by Microsoft, offering both basic and
advanced features for creating, formatting, editing, and managing documents efficiently.
Basic Features of MS Word
1. Text Entry and Editing
It allows users to type, edit, and organize content using the keyboard. Text can be inserted, deleted, or
moved with ease.
2. Text Formatting
It provides tools for changing font style, size, color, bold, italic, underline, and highlighting. Paragraph
formatting includes alignment, indentation, and line spacing.
3. Page Layout Options
It enables users to adjust page margins, orientation (portrait or landscape), paper size, and column
layout for better document design.
4. Tables and Lists
It allows creation of tables to organize data in rows and columns. Numbered and bulleted lists are also
available to structure content clearly.
5. Inserting Elements
It supports inserting pictures, shapes, text boxes, WordArt, hyperlinks, and symbols to enrich the
document visually.
6. Spell and Grammar Check
It automatically detects spelling and grammatical errors and offers suggestions, helping to maintain
accuracy.
7. Print and Save Options
It provides print preview, multiple print settings, and options to save documents in different formats like
DOCX and PDF.
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Advanced Features of MS Word
1. Mail Merge
It allows users to send personalized letters, labels, or emails in bulk by linking a Word document to a data
source like Excel or Access.
2. Track Changes and Comments
It supports collaboration by allowing users to review changes, insert comments, and track editing history
for team-based document development.
3. Styles and Themes
It lets users apply predefined formatting styles and color themes, ensuring consistency and a
professional look throughout the document.
4. Table of Contents and Indexing
It enables automatic generation of tables of contents, indexes, and bibliographies using heading styles
and references.
5. Macros
It supports automation through macros, allowing users to record and repeat frequent actions, saving
time and improving efficiency.
6. Document Protection
It offers security features like password protection, restricted editing, and digital signatures to control
access and prevent unauthorized changes.
7. Integration with Cloud and Other Apps
It allows saving and sharing files via OneDrive, and integration with Excel, PowerPoint, and Outlook for
better workflow management.
4.3 Describe Uses of MS PowerPoint
❖ It is a presentation software developed by Microsoft that allows users to create slideshows
combining text, images, graphics, videos, and animations for effective communication.
❖ It is widely used in educational settings by teachers and students to deliver lectures, assignments,
and project presentations in a visually organized and engaging manner.
❖ It helps business professionals present data, project plans, marketing strategies, and reports
during meetings, seminars, and client presentations.
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❖ It enables users to insert charts, graphs, and SmartArt, making complex data and relationships
easier to understand through visual representation.
❖ It provides design templates and themes that help users create visually appealing slides without
requiring design expertise.
❖ It supports animations and transition effects, which enhance the flow of the presentation and
keep the audience engaged.
❖ It allows the addition of multimedia elements like audio, video clips, and screen recordings,
making presentations more interactive and dynamic.
❖ It offers slide show controls such as Presenter View, which lets the presenter view notes while the
audience sees only the slides, aiding in better delivery.
❖ It is useful in training programs and workshops for displaying step-by-step instructions, diagrams,
and key points to learners in an organized format.
❖ It provides options to print handouts and speaker notes, which can be distributed to the audience
for reference and record-keeping.
❖ It is compatible with online collaboration tools, allowing multiple users to edit or present slides
remotely using platforms like OneDrive or Microsoft Teams.
❖ It is an essential tool in schools, universities, offices, government institutions, and non-profits for
delivering professional, persuasive, and informative presentations.
4.4 Describe Basic and Advanced Features of MS PowerPoint
Basic Features of MS PowerPoint
1. Slide Layouts and Templates
It offers a variety of pre-designed slide layouts and templates that help users create structured
and visually consistent presentations without starting from scratch.
2. Text Formatting
It allows users to change font styles, sizes, colors, alignment, line spacing, and bulleting to
improve the appearance and readability of slide content.
3. Inserting Multimedia
It supports the addition of images, audio clips, videos, and screen recordings, making the
presentation more interactive and dynamic.
4. Slide Transitions
It provides visual effects for switching between slides, helping maintain audience engagement
and improve flow between topics.
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5. Shapes and SmartArt
It allows users to insert diagrams, flowcharts, and organization charts using SmartArt graphics to
visually represent relationships and processes.
6. Tables and Charts
It enables the insertion of tables and a variety of charts (bar, pie, line) for presenting data in a
structured and visual format.
7. Slide Show and Presenter View
It offers Slide Show mode to present slides full-screen and Presenter View for speakers to see
notes, timers, and upcoming slides during delivery.
Advanced Features of MS PowerPoint
1. Slide Master
It helps create and apply consistent formatting, design, and layout across all slides in a
presentation by editing a single master slide.
2. Animations and Motion Paths
It allows users to animate text, images, and objects, including custom motion paths that control
the direction and movement style on each slide.
3. Zoom and Morph Transitions
It includes advanced transition effects like Zoom for focusing in and out of sections, and Morph for
seamless transformation between similar slides.
4. Action Buttons and Hyperlinks
It supports interactive elements such as action buttons and hyperlinks, allowing navigation
between slides or linking to external documents and websites.
5. Custom Slide Shows
It allows the creation of different versions of a presentation from the same file by selecting
specific slides to be shown for different audiences.
6. Recording and Narration
It provides options to record slide shows with voice narration and slide timings, which is useful for
self-running or online presentations.
7. Collaboration and Cloud Integration
It enables real-time collaboration through OneDrive and Microsoft Teams, allowing multiple users
to view or edit presentations simultaneously.
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8. Export and Compatibility Options
It allows presentations to be exported in various formats such as PDF, video (MP4), or image
formats, and supports compatibility with older versions of PowerPoint.
4.5 Describe Uses of MS Excel
❖ It is a spreadsheet application developed by Microsoft that allows users to store, organize,
calculate, and analyze data using a grid of rows and columns.
❖ It is widely used in accounting and finance for tasks such as budgeting, expense tracking, financial
reporting, and preparing balance sheets and income statements.
❖ It enables users to perform complex mathematical and statistical calculations using built-in
formulas and functions like SUM, AVERAGE, IF, VLOOKUP, and COUNT.
❖ It allows creation of data tables, which help in organizing large sets of data systematically for easy
access, editing, and analysis.
❖ It provides tools for generating charts and graphs such as bar charts, pie charts, and line graphs,
which help in visualizing data trends and comparisons.
❖ It supports sorting and filtering features, enabling users to arrange data alphabetically,
numerically, or by specific criteria to find relevant information quickly.
❖ It is used in data analysis through tools like PivotTables and conditional formatting, which allow for
summarizing, grouping, and highlighting key patterns in large datasets.
❖ It allows the automation of repetitive tasks through macros, improving efficiency in handling
routine operations such as data entry and formatting.
❖ It helps in scheduling and planning by enabling users to create calendars, timetables, and project
timelines using customized tables and date functions.
❖ It is widely used in educational institutions by teachers and students for result calculations,
attendance records, and statistical projects.
❖ It is valuable in business environments for inventory management, employee records, customer
databases, and sales tracking.
❖ It supports data sharing and collaboration by allowing users to protect sheets, restrict editing, and
share files via cloud platforms like OneDrive or Microsoft Teams.
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4.6 Describe Basic and Advanced Features of MS Excel
Basic Features of MS Excel
1. Spreadsheet Layout
It provides a grid layout made up of rows and columns, where each intersection is called a cell,
allowing users to store and manage data systematically.
2. Data Entry and Editing
It allows users to input, edit, and delete data in cells, including numbers, text, dates, and
formulas, with ease and flexibility.
3. Formatting Options
It offers tools for formatting cells with font styles, colors, borders, number formats, and alignment
options to improve the presentation of data.
4. Basic Formulas and Functions
It includes built-in functions such as SUM, AVERAGE, MIN, MAX, and COUNT, which simplify
common calculations and data analysis.
5. Sorting and Filtering
It allows users to sort data in ascending or descending order and apply filters to display only the
specific data needed.
6. Charts and Graphs
It enables users to create visual representations of data through various chart types like bar, pie,
line, and column charts.
7. Multiple Sheets
It supports multiple worksheets within a single workbook, allowing users to organize related data
across different tabs.
Advanced Features of MS Excel
1. Logical and Lookup Functions
It includes advanced functions like IF, AND, OR, VLOOKUP, HLOOKUP, and INDEX-MATCH, which
allow for conditional and cross-sheet data analysis.
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2. PivotTables and PivotCharts
It provides powerful tools for summarizing large data sets by grouping, filtering, and calculating
values without altering original data.
3. Data Validation
It allows setting rules and restrictions on data entry, ensuring accuracy by limiting input to
predefined formats, values, or ranges.
4. Conditional Formatting
It offers formatting rules that automatically change the appearance of cells based on their values,
such as highlighting cells with specific conditions.
5. What-If Analysis Tools
It supports tools like Goal Seek, Scenario Manager, and Data Tables to predict outcomes based on
different sets of input values.
6. Macros and VBA (Visual Basic for Applications)
It allows users to automate repetitive tasks by recording macros or writing custom scripts in VBA
to improve productivity.
7. Collaboration and Sharing
It supports real-time collaboration through cloud services like OneDrive and Excel Online,
allowing multiple users to edit and view workbooks simultaneously.
8. Protection and Security
It enables protection of individual cells, worksheets, or entire workbooks with passwords and
permissions to prevent unauthorized changes.
9. Data Import and Export
It allows users to import data from external sources like databases, web pages, and text files, and
export Excel data to various formats like PDF or CSV.
10. Power Query and Power Pivot
It includes advanced data modeling tools for importing, transforming, and analyzing large volumes
of data with enhanced speed and flexibility.
4.7 Describe Applications of Google Docs
❖ It is a cloud-based word processing tool developed by Google that allows users to create, edit, and
share documents online without installing any software.
❖ It is widely used for academic writing, office work, and collaborative projects due to its real-time
editing and sharing capabilities.
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❖ It allows multiple users to work on the same document simultaneously, with changes appearing
instantly for all collaborators, which makes it ideal for teamwork and group assignments.
❖ It provides comment and suggestion modes that enable users to give feedback, propose edits,
and communicate within the document, improving collaboration efficiency.
❖ It automatically saves every change in real-time to Google Drive, reducing the risk of data loss due
to power failure or system crash.
❖ It enables users to access their documents from any device with an internet connection,
supporting productivity across different locations and platforms.
❖ It includes essential formatting tools such as font selection, paragraph alignment, line spacing,
and page setup, allowing users to format content professionally.
❖ It allows inserting images, tables, charts, links, and drawings to make documents visually
informative and structured.
❖ It supports voice typing and other accessibility features, making it useful for people with
disabilities or those who prefer hands-free typing.
❖ It allows document sharing with different access levels, such as view-only, comment-only, or full
edit permissions, enhancing security and control.
❖ It enables downloading documents in various formats such as DOCX, PDF, ODT, and RTF, and
supports uploading and editing Microsoft Word files directly.
❖ It integrates with other Google services like Gmail, Google Drive, Google Sheets, and Google
Slides, offering a seamless workflow across tasks and departments.
4.8 Describe Procedures to Use Printer
It is important to follow a systematic procedure to use a printer effectively for producing hard copies of
digital documents, images, and files.
1. Connecting the Printer to the Computer
It requires a physical connection using a USB cable or a wireless connection through Wi-Fi or
Bluetooth. Most modern printers support both options.
2. Installing Printer Drivers and Software
It is necessary to install the appropriate printer driver and utility software, which allows the
computer to communicate with the printer. This is usually done using a CD provided with the
printer or by downloading the latest driver from the manufacturer’s website.
3. Adding the Printer to the Computer
It involves accessing the control panel or settings menu of the operating system and selecting the
option to add a new printer. The system detects the printer and configures it for use.
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4. Loading Paper into the Printer Tray
It includes placing plain or special-purpose paper (such as photo or A4 sheets) into the paper tray
while ensuring that the paper is aligned properly and not overloaded.
5. Checking Ink or Toner Levels
It is important to ensure that the printer has sufficient ink or toner to complete the printing task.
Most printers display ink levels through their software or LCD panel.
6. Opening the Document for Printing
It requires opening the file to be printed (such as a Word document, PDF, or image) using the
appropriate software application on the computer.
7. Using the Print Command
It involves selecting the “Print” option from the File menu or pressing the shortcut key (usually Ctrl
+ P), which opens the print dialog box.
8. Selecting the Printer and Adjusting Settings
It allows the user to choose the correct printer (if more than one is installed) and adjust settings
like number of copies, page range, color or grayscale, paper size, and print quality.
9. Sending the Document to the Printer
It is done by clicking the “Print” button in the print dialog box. The document is then sent to the
printer's queue and printed accordingly.
10. Collecting the Printed Document
It involves taking the printed pages from the output tray and verifying that the print job was
completed correctly and that all pages are clear and accurate.
11. Troubleshooting Common Issues
It may include checking for paper jams, refilling ink or toner, clearing the print queue, or restarting
the printer in case of errors or incomplete printing.
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