FUNDAMENTALS OF COMPUTERS I SEM BCA- 2025

UNIT 4

MS-WORD

MS-EXCEL

POWER POINT

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UNIT :- 04
MS OFFICE

Microsoft Office or MS-Office is a suite of software applications developed by Microsoft in

1988. MS-Office helps to simplify basic office tasks and improve work productivity. It
is a very useful tool that is widely used in various sectors like offices, industries, education,
etc. The first version of Microsoft Office contained Microsoft Word, Microsoft Excel, and
Microsoft PowerPoint. Currently, MS Office 2024 is being used across the world, and all its
applications are widely used for personal and professional purposes. The following are the
Microsoft Office versions:

SL No. Version Year Important Upgrades

1 Microsoft Office 1990 MS Word, MS Excel, and MS PowerPoint

Access, Publisher, Outlook, Small Business

5 Microsoft Office 1997 1997
Tools

6 Microsoft Office 2000 1999 FrontPage, PhotoDraw

7 Microsoft Office XP 2001 Last version for Windows 98/Me/NT 4.0
8 Microsoft Office 2003 2003 InfoPath
9 Microsoft Office 2007 2007 Ribbon UI, OneNote, Visio Viewer
10 Microsoft Office 2010 2010 Backstage View, Lync
11 Microsoft Office 2013 2012 Flat design, Skype integration
12 Microsoft Office 2016 2015 Real-time collaboration
13 Microsoft Office 2019 2018 Dark Mode, LaTeX support
Dynamic arrays in Excel, enhanced
14 Microsoft Office 2021 2021
animations
15 Microsoft Office 2024 2024 Advanced AI Copilot, improved security

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Microsoft Office Components & Features

MS Word (Word Processor):-
A word processing software used to create, edit, format, and print text-based documents like
letters, reports, and resumes. It provides tools for text manipulation, formatting, and
document layout . Some important features of MS WORD Is as follows:
 Create/edit professional documents, letters, reports
 Auto spelling/grammar correction
 Word/character count tool
 Table of contents creation
 Insert images/videos/shapes
 Formatting tools (margins, colors, alignment)
 Header/footer numbering
 Find/replace text (Ctrl+F)
 Bullet points/numbering
 Macro support

MS Excel (Spreadsheet):-
A spreadsheet program that organizes data in rows and columns within cells. It performs
calculations, creates charts/graphs, and analyzes data using formulas and functions. Some
important features of MS EXCEL Is as follows:
 Organize/calculate data in tables
 Auto-formatting options
 Auto-sum and formulas
 Automatic cell adjustment
 Charts/graphs creation
 Data sorting/filtering
 Drag-and-drop functionality
 Shortcut commands
 Geometric shape insertion

MS PowerPoint (Presentation):-
A presentation software for designing dynamic slideshows with text, images, animations,
and multimedia elements to deliver visual presentations. Some important features of MS
POWERPOINT Is as follows:
 Create dynamic slides
 Support for animations

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 Insert photos/videos
 Audio effects capability
 Professional templates
 Slide transitions
 Presenter view
 Collaboration features

MS Access:-
A database program for storing and managing information like customer data or
inventories. Easy to use with ready-made forms and reports. Some important features of
MS ACCESS Is as follows:
 Database management system
 Data analysis and organization
 Stores and connects information
 Simplified data entry

MS OneNote:-
A digital notebook for taking notes with text, pictures, or drawings. Organize notes into
sections and share with others. Some important features of MS One Note Is as follows:
 Advanced page layout tools
 Template creation (newsletters, posters)
 High-resolution background support
 Drag-and-drop image functionality
 Precise measurement tools
 Document sharing capability

MS Publisher:-
A design tool for creating professional flyers, brochures, and posters. Has templates and
easy layout tools for making good-looking documents. Some important features of MS
Publisher Is as follows:
 Create notes with text/images/drawings
 Store personal information securely
 Handwriting support
 Sticky notes for reminders
 Notebook/section organization
 Note-sharing functionality

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MS Outlook Definition:
Microsoft Outlook is an email client and personal information manager that helps users
organize emails, schedules, contacts, and tasks in one place. Some important features of MS
Outlook Is as follows:

 Personal organizer for schedules and tasks

 Schedule emails and meetings
 Send similar emails to multiple recipients
 Share calendars between users
 Primary email management tool
 Paid application

MICROSOFT WORD:-
A word processing software used to create, edit, format, and print text-based documents like
letters, reports, and resumes. It provides tools for text manipulation, formatting, and
document layout .
Steps to Open MS Word:
1. Click on the Start button
2. Select All Programs from the menu
3. Choose the Microsoft Office folder
4. Click on Microsoft Word to launch it
Alternative Method:
 Press the Windows key, type "Word" in the search bar, and press Enter.

MS Word Components:

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Components & Functions:

 Title Bar: Top bar showing file/application name. Used to drag windows.
 Standard Toolbar: Quick access to frequent functions. Customizable via Tools menu.
 Status Bar: Bottom bar showing page number, word count, and proofing errors.
 Menu Bar: Top-left section with drop-down menus (File, Edit, etc.) for document
operations.
 Formatting Toolbar: Tools for text formatting.
 Drawing Toolbar: Feature for drawing shapes, text boxes, and adding color
(older Word versions).
 Scrollbar: Vertical/horizontal bars to navigate content beyond viewport.
View Buttons: Buttons to switch between Normal, Slide Sorter, and Slide Show views.

MS Word Menus:
 File operations: Create, open, copy, move, delete.
 Clicking 'Office' button reveals file operation commands.
SL
No. Menu Description

Opens ‘New Document’ window with template selection (blank

1 New
document by default).

2 Open Launches Open dialog to select and open existing documents.

3 Save Saves current document; launches Save As dialog if new.

4 Save As Allows naming/renaming documents before saving.

5 Print Prints current document.

6 Send Emails or faxes document via internet.

7 Close Closes current document (Word remains open).

8 Exit Closes Word 2007 and all open documents.

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CREATING LETTER:-

Steps to Create a Letter in Microsoft Word

Step 1: Open Microsoft Word

 Click the Start button (Windows)
 Type "Word" and press Enter

Step 2: Create a New Document

 Click File → New → Blank Document
 Click Create

Step 3: Set Up the Letter Format

1. Font & Alignment
o Go to the Home tab
o Set font style (e.g., Calibri, Times New Roman) and size (12)

2. Add Letterhead (Optional)

o Type your contact information (right-aligned)
o Press Enter twice
Example:
John Doe
123 Main Street
New York, NY 10001
Email: [email protected]
Phone: (123) 456-7890

Step 4: Write the Letter Content

1. Date
o Left-align and add date
o Press Enter twice
July 10, 2025
2. Recipient's Address
o Left-align recipient's details
o Press Enter twice

Ms. Jane Smith

ABC Corporation

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456 Business Avenue

San Francisco, CA
94105

3. Salutation
Dear Ms. Smith,
Press Enter twice
4. Body
o Write message in paragraphs
o Press Enter between paragraphs
I am writing to formally request a meeting to discuss the upcoming project timeline.
Please let me know your availability next week.

Thank you for your time and consideration. I look forward to your response.

5. Closing
o Press Enter twice
Sincerely,
o Press Enter 4 times
John Doe

Step 5: Save & Print

 Save: Ctrl + S or File → Save As
 Print: Ctrl + P or File → Print

Final Letter Example:

John Doe
123 Main Street
New York, NY 10001
Email: [email protected]
Phone: (123) 456-7890

July 10, 2025

Ms. Jane Smith

ABC Corporation
456 Business Avenue
San Francisco, CA
94105

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Dear Ms. Smith,

I am writing to formally request a meeting to discuss the upcoming project timeline. Please
let me know your availability next week.

Thank you for your time and consideration. I look forward to your response.

Sincerely,

John Doe

TABLE:-
Tables in MS Word are used to organize data into rows and columns, making information
clear and easy to read.
Key Features:
1. Insertion:
o Go to Insert → Table → Choose rows/columns.
2. Customization:
o Adjust borders, shading, and cell size under Table Design and Layout tabs.
3. Formatting:
o Merge/split cells, align text, and apply styles for a professional look.
4. Data Handling:
o Sort data alphabetically/numerically (Layout → Sort).
o Perform basic calculations (e.g., sum, average).
5. Conversion:
o Convert text to a table (Insert → Table → Convert Text to Table).

FONTS:-
A font in MS Word refers to the complete set of characters (letters, numbers, symbols) that
share a consistent design style, including:

Key Components:
1. Typeface: The design family (e.g., Calibri, Times New Roman, Arial).
2. Size: Measured in points (pt) (e.g., 12pt for standard text).
3. Style: Variations like bold, italic, or underline.
4. Colour: Customizable for emphasis or visual appeal.
Purpose:
 Enhances readability and visual appeal.

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 Maintains consistency in professional

documents. How to Change Font:
1. Select text → Use the Font group in the Home tab.
2. Or press Ctrl +D to open the Font dialog box for advanced options.

Example: Arial 12pt bold is a distinct font setting

Font dialogue box:-

Page Layout Document in MS Word

The Page Layout feature in Microsoft Word controls how content is arranged on a
document page, ensuring professional presentation and print readiness.
Key Features:
1. Margins
Adjust top/bottom/left/right spacing (Layout → Margins)
2. Orientation
Choose between:
o Portrait (vertical)
o Landscape (horizontal)
3. Size
Set paper dimensions (A4, Letter, Legal, etc.) under Size
4. Columns
Split text into multiple columns for newsletters or brochures (Columns option)
5. Breaks
Insert:
o Page breaks

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o Section breaks
to control content flow

6. Indent & Spacing

Modify:
o Paragraph alignment
o Line spacing
o Indentation
7. Page Background
Add:
o Watermarks
o Page color
o Borders
(under Design tab)

Formatting in MS Word

Text formatting in MS Word refers to the visual styling of text to enhance readability,
emphasize important content, and improve overall document presentation.
Key Text Formatting Options:
1. Font Styles:
o Change font type (e.g., Arial, Times New Roman, Calibri)
o Adjust font size (measured in points)
o Apply font colours
o Use highlighting
2. Text Effects:

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o Bold (Ctrl + B)
o Italic (Ctrl + I)
o Underline (Ctrl + U)
o Strikethrough
o Subscript/Superscript
o Text shadow/glow effects
3. Alignment:
o Left align (Ctrl + L)
o Centre align (Ctrl + E)
o Right align (Ctrl + R)
o Justify (Ctrl + J)
o Vertical alignment (top, centre, bottom)
4. Character Spacing:
o Adjust spacing between characters
o Change character position
o Modify scale/width of text
5. Quick Formatting Tools:
o Format Painter (to copy formatting)
o Clear Formatting option
o Default formatting shortcuts
How to Access:
1. Home tab > Font group and Paragraph group
2. Right-click menu > Font/Paragraph
3. Keyboard shortcuts (Ctrl+D for Font dialog box)

SPELL CHECK IN MS WORD

Microsoft Word's spell check feature automatically identifies and corrects spelling errors,
grammatical mistakes, and improper word usage in documents.
Key Features:
1. Automatic Underlining:
o Red wavy lines: Spelling errors
o Blue wavy lines: Grammar errors
o Green wavy lines: Style suggestions
2. Manual Spell Check:
o Access via Review tab → Spelling & Grammar (F7 shortcut)
o Provides correction suggestions
o Allows adding words to custom dictionary
3. Customization Options:
o Turn auto-check on/off

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o Set proofing language

o Adjust grammar/style rules
o Create exclusion dictionaries
4. Additional Tools:
o Thesaurus (Shift+F7)
o Word count verification
o Readability statistics
Benefits:
 Maintains professional document quality
 Improves writing accuracy
 Supports multiple languages

PRINT PREVIEW IN MS WORD

Print Preview is a feature in Microsoft Word that allows users to see exactly how their
document will appear when printed before sending it to the printer.
Key Features:
1. Document Visualization:
o Shows exact page layout including margins, headers/footers
o Displays page breaks and spacing accurately
o Preview multiple pages simultaneously
2. Access Options:
o File tab → Print (Ctrl+P) → Preview appears automatically
o Quick Access Toolbar (can be added for one-click access)
3. Navigation Tools:
o Zoom in/out to check details
o Scroll through pages sequentially
o Jump to specific pages
4. Adjustment Capabilities:
o Modify margins directly in preview
o Change page orientation (portrait/landscape)
o Adjust scaling options
5. Print Settings:
o Select printer
o Choose page range
o Set copies number
o Configure duplex/single-sided printing
TEMPLATE:-
A template in Microsoft Word is a pre-designed document that serves as a starting point for
creating new documents. It contains predefined formatting, styles, layouts, and often

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placeholder text or graphics, allowing users to maintain consistency across multiple

documents. Templates can include:
 Standard formatting (fonts, colors, margins)
 Pre-set styles (headings, paragraphs)
 Company logos or branding elements
 Placeholder text for easy editing
Steps to Create a Template in MS Word

1. Open the Word document.

2. Go to the File tab and click New.
3. Select Blank document.
4. Add the content you want to reuse (e.g., text, formatting, images).
5. Save the file as a template:
o Choose .dotx, .dot, or .dotm format.
o
Color in MS Word
In Microsoft Word, colour refers to the visual attribute of text, shapes, or page elements
that can be customized to enhance readability, emphasize content, or match branding. It
includes:
 Font colour (text colour)
 Highlight colour (background behind text)
 Shape/object colour
Basic Steps to Change Font Colour
1. Select the Text
o Highlight the text you want to modify.
2. Open Font Colour Options
o Go to the Home tab.
o Click the Font Colour button (A with a coloured underline).
3. Choose a Colour
o Pick from:
 Theme Colours (design-consistent)
 Standard Colours (basic palette)
 More Colours (custom RGB/HSL options)
4. Apply the Colour
o Click your chosen colour to apply it instantly.
Shortcut:
 After selecting text, press Alt + H, FC to open the colour menu.

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MAIL MERGE :-
Mail Merge is a tool that helps you send the same document to many people but with
personalised details, like their name or address. It combines a main document (like a letter)
with a list of information (like names and addresses) to automatically fill in the details for
each person.

How Mail Merge Works?

 Main Document: This is your template, like a letter or invitation, with
placeholders where personalized information will go (e.g., "Dear [First Name],").
 Data Source: This is where the list of details is stored, like an Excel sheet
with names, addresses, or other specific information.
 Merge: When you combine the main document with the data source, the
placeholders get replaced with the actual information, creating a
separate personalized document for each person.

Example: Scenario: Sending invitation letters to multiple recipients.

1. Data Source (Excel/CSV File):

Name Address Event Date
John Smith 123 Main Street January 15, 2025
Jane Doe 456 Elm Avenue January 20, 2025
Mark Lee 789 Pine Drive January 25, 2025

2. Template Document:
Dear <Name>,
You are cordially invited to our event on <Event Date>. It will take place at your address,
<Address>.
We look forward to seeing you!
Sincerely,
The Event Team

3. Merged Output:
For John Smith:
Dear John Smith,
You are cordially invited to our event on January 15, 2025. It will take place at your
address, 123 Main Street.
We look forward to seeing you!

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Sincerely,
The Event Team

4. For Jane Doe:

Dear Jane Doe,
You are cordially invited to our event on January 20, 2025. It will take place at your
address, 456 Elm Avenue.
We look forward to seeing you!
Sincerely,
The Event Team

How to Mail Merge in MS Word?

Mail Merge in Microsoft Word is a powerful feature that allows you to create personalized
documents (like letters, emails, labels, or envelopes) for multiple recipients by merging a
main document with a data source (such as an Excel spreadsheet, Outlook contacts, or a
database).

Steps To Perform Mail Merging

1. In a blank Microsoft Word document, click on the Mailings tab, and in

the Start Mail Merge group, click Start Mail Merge.

Click Step-by-Step Mail Merge Wizard

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2. Select your document type. In this demo we will select Letters. Click
Next: Starting document.

3. Select the starting document. In this demo we will use the current
(blank) document. Select Use the current document and then click Next:
Select recipients.

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Note that selecting Start from existing document (which we are not doing in this demo)
changes the view and gives you the option to choose your document. After you choose it,
the Mail Merge Wizard reverts to Use the current document.

4. Select recipients. In this demo we will create a new list, so select Type a
new list and then click Create.

 Create a list by adding data in the New Address List dialog box and
clicking OK.

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 Save the list.

 Note that now that a list has been created, the Mail Merge Wizard reverts
to Use an existing list and you have the option to edit the recipient list.

Selecting Edit recipient list opens up the Mail Merge Recipients dialog box, where you can
edit the list and select or unselect records. Click OK to accept the list as is.

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Click Next: Write your letter.

5 . Write the letter and add custom fields.

 Click Address block to add the recipients' addresses at the top of the document.

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 In the Insert Address Block dialog box, check or uncheck boxes and
select options on the left until the address appears the way you want it to.

Note that you can use Match Fields to correct any problems. Clicking Match Fields opens
up the Match Fields dialog box, in which you can associate the fields from your list with
the fields required by the wizard.

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6. Press Enter on your keyboard and click Greeting line... to enter a greeting.

7. In the Insert Greeting Line dialog box, choose the greeting line format by clicking the
drop-down arrows and selecting the options of your choice, and then click OK.

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8. Note that the address block and greeting line are surrounded by chevrons (« »).
Write a short letter and click Next: Preview your letters

Preview your letter and click Next: Complete the merge.

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Click Print to print your letters or Edit individual letters to further personalize some or all of
the letters.

Common Uses of Mail Merge:

 Personalized letters (e.g., invitations, notices).
 Mass emails (with custom names/details).
 Printing labels or envelopes (for bulk mailing).
 Generating certificates (with unique names and dates).

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AUTO-TEXT:-

 AutoText is a feature in Microsoft Word that stores predefined text snippets

(letters, words, sentences, or paragraphs) in the computer’s memory.
 It automatically suggests and completes text as you type (e.g., typing "Thank
x" may prompt "Thank you" as an AutoText suggestion).

How to Use Existing AutoText Entries

1. Access AutoText:
o Go to the Insert tab.
o In the Text group, select Quick Parts → AutoText.
o Choose a predefined AutoText entry to insert it into the document.
2. Insert Date & Time:
o Go to Insert → Date and Time and select a preferred format.

How to Create a Custom AutoText Entry

1. Select the Text:
o Highlight the text you want to save as AutoText.
2. Save as AutoText:
o Press Alt + F3 to open the Create New Building Block dialog box.
o Assign a unique name (e.g., "Invitation Closing") and confirm.
3. Reuse Later:
o Type the shortcut name or access it via Insert → Quick Parts → AutoText.
o Select OK
o The new autotext entry is available to add your document

INSERTING PICTURE:-

Resizing Pictures:-
1. Select Image
o Click on the picture to show Picture Format tab
2. Manual Resizing
o Drag corner handles (maintains proportions)
o Drag side handles (stretches image)
3. Cropping (Optional)
o Click Crop tool → Adjust edges → Press Enter

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Moving and Positioning Pictures:-

1. Basic Movement
o Click and drag image to new location
2. Text Wrapping Options
o Picture Format → Wrap Text
o Choose:
 In Line with Text (default)
 Square (text flows around image)
 Tight (text hugs image shape)
 Behind Text (image as background)
 In Front of Text (image overlaps text)

SUMMARY TABLE:-
Action Steps
Insert Go to Insert tab → Click Pictures → Select and insert image
Resize Drag the image handles or use Size options under Picture
Format
Move Click and drag the image or adjust position using Wrap Text
Format Use the Picture Format tab to apply styles, effects, or
corrections

WordArt:-

WordArt is a text-styling feature in Microsoft Word that transforms plain text into
visually appealing graphics with special effects like shadows, outlines, gradients, 3D
rotations, and color variations. It helps create decorative headings, logos, or emphasized
text elements in documents.

Steps to Insert and Customize WordArt

1. Inserting WordArt
1. Place Cursor
o Click where you want the WordArt in your document.
2. Access WordArt
o Go to the Insert tab → Click WordArt (in the "Text" group).

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3. Select a Style
o Choose a pre-designed style from the dropdown gallery.
4. Type Your Text
o Replace the placeholder text ("Your Text Here") with your content.
2. Customizing WordArt
Once inserted, use the Shape Format tab (appears when WordArt is selected) to modify:
1. Text Effects
o Shadow, Reflection, Glow: Click Text Effects → Select an effect.
o 3D Rotation: Hover to 3D Rotation → Choose a perspective.
2. Fill & Outline
o Text Fill: Change color/gradient (e.g., rainbow fill).
o Text Outline: Adjust border color/thickness.
3. Transform Shape
o Click Text Effects → Transform → Pick a curve/warp style (e.g., arch, wave).

3. Resizing and Moving WordArt

1. Resize
o Drag the corner handles (to maintain proportions) or edges.
o For precise sizing: Shape Format → Size (enter dimensions).
2. Reposition
o Drag to move freely.
o Use Wrap Text (in Shape Format) to control text flow around it (e.g., "Square"
or "Top and Bottom").

Advantages of Microsoft Word

1. User-Friendly – Intuitive interface, easy for beginners.
2. Templates – Ready-made resumes, letters, and reports.
3. Spell/Grammar Check – Auto-corrects errors in real time.
4. Formatting Flexibility – Fonts, colors, styles, and layouts.
5. Collaboration – Track changes and comments for team edits.
6. Cross-Platform – Works on Windows, Mac, and online (Word Online).
7. Integration – Links with Excel, PowerPoint, and OneDrive.

Disadvantages of Microsoft Word

1. Cost – Requires a Microsoft 365 subscription for full features.
2. Complex Features – Mail merge, macros can confuse casual users.
3. Formatting Issues – Documents may look different on other devices.

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4. Limited Design Tools – Less creative than Adobe InDesign.

5. File Corruption – Documents can crash or become unreadable.
6. Overkill for Simple Tasks – Not ideal for quick notes (like Notepad).
7. Security Risks – Macros in documents can carry viruses.

Applications of Microsoft Word

1. Resumes/Cover Letters – Professional templates for job seekers.
2. Academic Work – Essays, research papers with citations.
3. Business Reports – Formal documents with headers/footers.
4. Newsletters – Basic desktop publishing with images/text.
5. Legal Documents – Contracts with precise formatting.
6. Personal Use – Diaries, to-do lists, or letters.
7. Mail Merge – Bulk letters/emails using Excel data.

MS EXCEL
Microsoft Excel is a spreadsheet software developed by Microsoft, widely used for data
organization, financial analysis, and calculations.

1. Steps to Open Microsoft

Excel Method 1:
 Click Start → All Programs → Microsoft Office → Microsoft Excel.
Method 2 (Quick Search):
 Click Start → Type "Excel" in the search bar → Press Enter.

Components of Microsoft Excel

1. Quick Access Toolbar

 Located at the top-left corner of the Excel window (above the Ribbon)
 Provides one-click access to frequently used commands (e.g., Save, Undo, Redo)
 Customizable: Right-click any command → Add to Quick Access Toolbar
2. Ribbon
 The tabbed toolbar at the top of the window (Home, Insert, Formulas, etc.)
 Organized into groups (e.g., Font, Alignment, Number) with related commands

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 Collapsible: Double-click a tab to hide/show the Ribbon (or press Ctrl+F1)

3. Formula Bar
 Displays the contents of the active cell, including formulas or text
 Used to edit cell data directly (instead of double-clicking the cell)
 Toggle visibility: View tab → Show → Formula Bar
4. Spreadsheet Grid
 The main workspace consisting of rows (numbers) and columns (letters)
 Cells are identified by cell references (e.g., A1, B2)
 Features:
o Range selection: Click and drag to highlight multiple cells
o Sheet tabs: Switch between worksheets at the bottom
5. Status Bar
 Located at the bottom of the Excel window
 Displays:
o Quick calculations (e.g., Sum, Average) for selected cells
o View options (Normal, Page Layout, Page Break Preview)
o Zoom slider to adjust spreadsheet magnification

STRUCTURE OF COMPONENT OF MS EXCEL

SORTING:-
Sorting organizes data in a specific order (ascending or descending) based on:

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 Text (A-Z or Z-A)

 Numbers (Smallest to Largest or vice versa)
 Dates and Times (Oldest to Newest or vice versa)

Steps to Sort Data in Excel

1. Select Data Range
o Highlight the cells you want to sort (include headers if applicable).
2. Open Sort Dialog
o Go to Data tab → Click Sort (or Home tab → Sort & Filter).
3. Choose Sort Criteria
o Select the column to sort by.
o Pick Values under "Sort On."
o Choose order (A-Z, Z-A, etc.).
4. Apply
o Click OK to sort.

1. Sort Text
 Alphabetical Order:
o A to Z: Ascending (e.g., Apple, Banana, Cherry).
o Z to A: Descending (e.g., Cherry, Banana, Apple).
 Case-Sensitive Sort:
o In Sort Options, check "Case sensitive" to distinguish uppercase/lowercase.

2. Sort Numbers
 Smallest to Largest: Ascending order (e.g., 1, 5, 10).
 Largest to Smallest: Descending order (e.g., 10, 5, 1).
 Note: Ensure numbers are formatted as numbers (not text) for accurate sorting.

3. Sort Dates/Times
 Oldest to Newest: Chronological order (e.g., 01-Jan-2023, 02-Jan-2023).
 Newest to Oldest: Reverse chronological order.
 Time Sorting: Follows the same logic (e.g., 9:00 AM → 5:00 PM).
Steps for Date/Time Sorting:
1. Select the date/time column.
2. In Sort Dialog, choose:
o Sort On: "Values."
o Order: "Oldest to Newest" or vice versa.

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GRAPHS:-
A graph (or chart) is a visual representation of data that helps identify patterns, trends, and
relationships. Excel offers various graph types to display data effectively.

Steps to Create a Graph in Excel

1. Prepare Data
o Organize data in columns/rows with headers (e.g., Months in Column A,
Sales in Column B).
2. Select Data
o Highlight the data range (including headers).
3. Insert Graph
o Go to Insert tab → Choose a graph type from the Charts group.
4. Customize Graph
o Use Chart Tools (Design/Format tabs) to add titles, labels, or change colors.
5. Move/Resize
o Drag to reposition; use corner handles to resize.

Types of Graphs

1. Line Graph
 Purpose: Shows trends over time.
 Use Case: Tracking sales over months.
 Example:-


2. Pie Graph
 Purpose: Displays parts of a whole.
 Use Case: Market share distribution.
 Example:

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3. Bar Graph
 Purpose: Compares categories.
 Use Case: Product performance vs. competitors.
 Example:

4. Scatter Graph
 Purpose: Reveals relationships between variables.
 Use Case: Correlation between temperature and ice cream sales.
 Example:

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5. Area Graph
 Purpose: Highlights volume under a line (cumulative data).
 Use Case: Total revenue over time.
 Example:

SCIENTIFIC NOTATIONS:-

Excel provides powerful statistical and mathematical functions to analyze data. Below are
key scientific functions with examples:

1. SUM()
Purpose: Adds all numbers in a range.
Formula:
excel
=SUM(number1, [number2], ...)
Example:
 Data: 5, 10, 15
 Formula: =SUM(A1:A3)
 Result: 30 (5 + 10 + 15)

2. AVERAGE() / MEAN()
Purpose: Calculates the arithmetic mean.
Formula:

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excel
=AVERAGE(number1, [number2], ...)
Example:
 Data: 10, 20, 30
 Formula: =AVERAGE(B1:B3)
 Result: 20 ( (10 + 20 + 30) / 3 )

3. MEDIAN()
Purpose: Finds the middle value in a dataset.
Formula:
excel
=MEDIAN(number1, [number2], ...)
Example:
 Data: 7, 1, 3, 9, 5 (Sorted: 1, 3, 5, 7, 9)
 Formula: =MEDIAN(C1:C5)
 Result: 5 (Middle value)

4. MIN() & MAX()

Purpose:
 MIN(): Returns the smallest value.
 MAX(): Returns the largest value.
Formulas:
excel
=MIN(range)
=MAX(range)
Example:
 Data: 12, 45, 2, 67
 MIN(): =MIN(D1:D4) → Result: 2
 MAX(): =MAX(D1:D4) → Result: 67

5. COUNT()
Purpose: Counts numeric entries in a range.
Formula:
excel
=COUNT(range)
Example:
 Data: 5, "Apple", 10, "", 15
 Formula: =COUNT(E1:E5)
 Result: 3 (Only counts numbers: 5, 10, 15)

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Summary Table
Function Purpose Example Input Result

SUM() Total of values 5, 10, 15 30

AVERAGE() Mean value 10, 20, 30 20

MEDIAN() Middle value 7, 1, 3, 9, 5 5

MIN() Smallest value 12, 45, 2, 67 2

MAX() Largest value 12, 45, 2, 67 67

COUNT() Numeric entries 5, "Apple", 10 2

Advantages of Microsoft Excel

1. Easy Data Organization – Sort/filter data in tables for quick analysis.
2. Quick Calculations – Auto-sum, formulas (=SUM, =AVERAGE) save time.
3. Visual Charts – Turn numbers into graphs (bar, pie, line charts).
4. Templates – Pre-made budgets, calendars, and planners.
5. Accessible – Works offline; cloud version (Excel Online) for collaboration.
6. Automation – Macros and functions (=IF, =VLOOKUP) reduce manual work.
7. Universal Use – Common in schools, businesses, and personal finance.

Disadvantages of Microsoft Excel

1. Steep Learning Curve – Advanced functions (pivot tables) can confuse beginners.
2. Manual Errors – Typos in formulas lead to incorrect results.
3. Limited Collaboration – Real-time co-editing lags behind Google Sheets.
4. Data Limits – Slows down with 100,000+ rows.
5. No Version Control – Hard to track changes without OneDrive.
6. Security Risks – Macros can carry viruses.
7. Cost – Requires a Microsoft 365 subscription for full features.

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Applications of Microsoft Excel

1. Budgeting – Track income/expenses with formulas.
2. Grades/Attendance – Teachers calculate student performance.
3. Inventory Management – Log stock levels with conditional formatting.
4. Data Analysis – Use pivot tables to summarize sales/reports.
5. Scheduling – Create timetables or project plans (Gantt charts).
6. Scientific Research – Record/analyze lab data.
7. To-Do Lists – Simple task trackers with checkboxes.

Microsoft PowerPoint

 Purpose: Presentation software developed by Microsoft, part of the Microsoft

Office suite.
 Key Features:
o Creates slide-based presentations with multimedia (text, images, audio, video).
o Integrates with other Office tools (e.g., Word, Excel) for content import.

Steps to Create PowerPoint Slides

1. Open Microsoft PowerPoint
 Launch PowerPoint from the Start Menu or desktop shortcut.
 Select Blank Presentation or a pre-designed template.

2. Choose a Slide Design (Theme)

 Go to the Design tab.
 Browse and select a Theme (color/font scheme).
 Customize with Variants (alternative color palettes).

3. Add a New Slide

 Navigate to the Home tab.
 Click New Slide (or press Ctrl+M).
 Choose a Layout (e.g., Title Slide, Title and Content, Blank).
4. Insert Content
 Text: Click on "Click to add title" or "Click to add text" placeholders and type.
 Images/Media:
o Go to the Insert tab → Pictures (or Online Pictures/Icons).
o Drag to resize/reposition.

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 Charts/Shapes:
o Insert tab → Chart (e.g., Bar, Pie) or Shapes (arrows, boxes).

5. Customize Transitions & Animations

 Transitions (between slides):
o Transitions tab → Select an effect (e.g., Fade, Push).
 Animations (for objects):
o Select an element → Animations tab → Choose effect (e.g., Fly In).

6. Save & Present

 Save: Ctrl+S or File → Save As (choose .pptx format).
 Present:
o Press F5 (start from beginning) or Shift+F5 (current slide).
o Use arrow keys to navigate.

INSERTING PICTURES:-
Pictures make our presentation more attractive and readable
Steps:
1. Open Your Slide:
o Navigate to the slide where you want to add the image.
2. Insert Tab:
o Click the Insert tab in the ribbon.
3. Choose Picture Source:
o This Device: Select Pictures → Browse and choose an image from your
computer → Click Insert.
o Online Pictures: Select Online Pictures → Search (Bing) or import
from OneDrive/Stock Images → Click Insert.

2. Resizing a Picture
Steps:
1. Select the Picture:
o Click on the inserted image to reveal the Picture Format tab.

2. Manual Resizing:
o Drag the corner handles (to maintain proportions) or side handles (to
stretch/squish).
3. Precise Dimensions:
o Go to Picture Format → Size group.

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o Enter exact Height and Width values (in inches/cm).

4. Crop Tool (Optional):
o Click Crop → Adjust the black handles → Press Enter to confirm.

3. Moving a Picture
Steps:
1. Drag and Drop:
o Click and hold the picture → Drag to the desired position.
2. Alignment Guides:
o Pink lines appear to help align the image with text or other objects.
3. Nudging for Precision:
o Select the picture → Use arrow keys to move it pixel by pixel.
4. Layering (Arrange):
o Right-click the image → Bring Forward/Send Backward to adjust overlap with
other objects.

Preparing a Slideshow with Animation in PowerPoint

Animations:
Animations in PowerPoint are visual effects applied to text, images, shapes, or other
objects on a slide to control how they enter, emphasize, exit, or move during a presentation.
They enhance engagement, guide audience focus, and make content more dynamic.

1. Understanding Animation Types

PowerPoint offers four main animation categories:
 Entrance: How objects appear (e.g., Fade, Fly In).
 Emphasis: Highlights existing objects (e.g., Pulse, Spin).
 Exit: How objects disappear (e.g., Disappear, Fade Out).
 Motion Paths: Custom movement paths (e.g., Lines, Arcs).

Steps to Add Animations

1. Apply Animation to an Object

1. Select the Object: Click on text, image, or shape.
2. Go to Animations Tab:
o Choose an effect from the gallery (e.g., Fade).
3. Customize Timing:
o Start: "On Click," "With Previous," or "After Previous."

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o Duration: Adjust speed (e.g., 0.5s, 2s).

o Delay: Set a pause before animation begins.
2. Add Multiple Animations
1. Select the object → Click Add Animation in the Animations tab.
2. Choose another effect (e.g., Spin after Fade).
3. Use Animation Pane for Control
1. Open Animation Pane (Animations tab → Animation Pane).
2. Reorder animations via drag-and-drop.
3. Right-click to adjust effects (e.g., Effect Options).

Transitions :
Transitions in PowerPoint are visual effects applied when moving from one slide to
another during a presentation. They control how the next slide enters the screen, adding
polish and professionalism to your slideshow.
Steps to Add Slide Transitions
1. Select a Slide: Go to the slide you want to transition.
2. Transitions Tab:
o Pick an effect (e.g., Morph, Push).
3. Customize:
o Duration: Set transition speed.
o Sound: Add audio (optional).
o Advance Slide: Choose "On Click" or auto-advance after X seconds.

Shortcuts
 Preview Animation: Shift+F5 (from current slide).
 Remove Animation: Select object → Animations → None.

Advantages of powerpoint
 User-Friendly – Easy to learn and use, even for beginners.
 Visual Appeal – Enhances presentations with images, charts, and animations.
 Time-Saving – Pre-designed templates speed up slide creation.
 Professional Look – Helps create polished, well-structured presentations.
 Multimedia Support – Supports videos, audio, and hyperlinks for interactive content.
 Portable – Files can be shared and viewed on different devices.
 Collaboration – Multiple users can edit via cloud platforms like OneDrive.

Disadvantages of powerpoint
 Overuse of Effects – Too many animations can distract the audience.

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 Large File Size – Heavy media (images/videos) increases file size.

 Limited Offline Access – Requires software installation (unless web version
used).
 Risk of Technical Issues – May crash or have compatibility problems.
 Dependence on Slides – Presenters may rely too much on slides instead of
speaking.
 Template Limitations – Overused templates can make presentations look
generic.
 Not Ideal for Complex Data – Better for summaries than deep
analysis (e.g., vs. Excel).
Applications of powerpoint
 Business Meetings – Presenting reports, strategies, and sales pitches.
 Education – Teachers use slides for lectures and student projects.
 Marketing – Creating promotional decks and product showcases.
 Training Sessions – Step-by-step guides and tutorials.
 Conferences – Delivering keynote speeches with visual support.
 Resumes/Portfolios – Creative job seekers showcase skills visually.
 Personal Use – Wedding slideshows, family photo presentations.

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