MS - Office

Dr. Ratnadeep DeshmukhAssociate Professor,

Dept. of CS & IT, Dr. B. A. M. University, AURANGABAD.

Microsoft Office History : 

Microsoft Office is a popular set of interrelated desktop applications, servers and services

Microsoft Office is collectively referred to as an office suite, for the Microsoft Windows operating systems.

Office was introduced by Microsoft in 1989 on Mac OS, with a version for Windows in 1990.

Microsoft Office 2003 (Office 11.0) was released in 2003. It features a new logo.

Basic Information : 

Did you need to create a Word document, but have not used Word? Do you ask yourself where to begin? Or maybe you need a refreshment course in reviewing the basics?

Microsoft Word is a word processor and was previously considered to be the main program in Office. Microsoft Word is Microsoft’s word processing software, first released in 1983.

This program makes it easy to enter and manipulate text in documents.

In the next slides, we will be able to learn the following: Creating document, Available word features, Available shortcut keys in Word

Getting Started with Word :  Starting Word is quiet simple: Click on Start

button (located on the Windows taskbar) & Select All Programs.

Now select Microsoft Office Click on Microsoft Office Word 2003 to start Word.

In order to close Word document, you have two ways: Close Window button, that is located in the right top hand corner Select File, Exit from the file menu located in the tools bar.

Getting Started with Word

Word program window contains a standard and formatting toolbar that are visible.

Toolbars contain buttons that provide one-click access to frequently used commands.

They are either docked along a screen edge, or they are floating in the middle of the screen.

In Word, you can create new documents, or open existing documents to edit information/data.

When you are done working with the document, you should close it where you have an option to exit the document without saving the changes or save the changes over the existing file or the new file.

It is recommended that you close all open documents before exiting Word.

Available features – Reading Layout View Reading documents on the screen is

pleasant and easy with reading layout view.

It is designed to make reading on the screen much easier and pleasant.

Without making changes to the document, this view adjusts the page layout, and makes text easy to read.

While using reading layout view, you are able to make small edits or track the changes you’ve made.

Available features – Ruler basics The ruler measures the width of the paper from the left

margin (0"). Standard letter ruler has a total page width of 8.5

inches. The scale on the ruler counts both to the left and the right, with the left margin being the start (or zero point) of the scale.

It is easy to change the margins, by sliding the margins

along the ruler.

The sliding marker selected in the imagine, contains: first line indent, hanging indent, left indent and right indent.

Available features – Words count Were you faced with an essay and limitation

on the words? How do you know just when did you reach that goal while writing an essay in Word?

We have a solution, stop counting the words! To get statistics for a document, click Word Count on the Tools menu.

Once you’ve selected “Word Count”, you will get the pop up box that shows you the number of pages, word count, characters, paragraphs and lines you have in the following document. To close this window, select “Close” button.

Additional features… If you’re interested in adding a watermark or background in

addition to your text, look no further.

There are 2 types of watermark: text or picture. They are located under Format menu, background submenu, from the printed watermark dialog box.

To add a background, select Format menu, background submenu, using fill effects command.

Another great feature available are header and footer. Those are the text that appears in the top and bottom margins of the page. You will find this option under the View menu, select Header and Footer.

Additional features… In addition to headers in your document, you will find creating

tables of contents useful. Table of content is like a map or an overview of what is in your document. You must first create a list of headlines, which you will mark as a chapter title or heading, and apply appropriate heading style (range 1 through 9). Then select Insert menu, point to reference, and click on Index and Tables (select Table of Content tb.)

Add graphics to your document to leave a special design. To do so, you select Insert menu, Picture submenu, and add any option you see (clip art, a file from your computer or from shared drive, file from scanner or camera, new drawing, auto shapes, word art, organization chart, or a chart).

One other great option available is mail merge. Creating letters, envelopes, emails, coupons to individuals is time consuming, mail merge helps you to create one document with information and word does the rest.

Microsoft Office Excel Basic Information Microsoft Excel (full name Microsoft Office Excel)

is a spreadsheet program. It is available for the Windows and Mac

platforms. It features calculation, graphing tools, pivot tables and a macro programming language called VBA (Visual Basic for Applications).

It has been the most widely spreadsheet application available for these platforms since version 5 in 1993.

Microsoft released the first version of Excel for the Mac in 1985, and the first Windows version in November 1987.

Getting Started with Excel Following similar step to open Word, we are now

opening Microsoft Office Excel 2003.

What you see on the left side, is a blank worksheet or a new workbook as it is called “Book1”.

This file consists of 3 sheets, or three tabs that you can see. Both the file and sheets can be renamed.

Worksheets are divided into columns and rows. (Did you know there are 256 columns and 65,536 rows, which gives you 16,777,216 cells per worksheet?)

The cell where you see a bolded box, is an active cell called A1. To exit you may select File -> Exit, or click on the X box in right top hand corner.

Getting Started with Excel formulas You don’t need to use calculators anymore as Excel can

do it for you. No more manual calculations! Let’s use the monthly allowance example on the left.

Cell C11 is empty, because we are going to use a simple formula. Now, while you have C11 selected, click on AutoSum located in a circle. It will populate an auto sum formula, now click enter.

This is only one formula, however there are many more. If you click on Insert Function notes as (Fx) this will allow you to search or pick through selected formulas. Can you calculate in your head how many days are between 11/23/08 and 03/04/09? It is 101 days.

Getting Started with Excel and Charts Charts help you get your message across faster then

numbers or text.

You can give an overview of a college’s financial situation with just one slide, that will give a visible trend to the financial status.

This will allow you to focus more on the bigger issues such as why is the community college not doing so well with tuition and fees, versus focusing on what the college departments should be focusing on.

To open the Chart Wizard, you click on the Chart Wizard button. Make sure you have all of the data information you need. You will be asked to pick a standard type or a custom type. Once you’re done, click on Finish to see your chart.

Getting Started with Excel and Pivots (Part 1)

Imagine lines and lines of data, how do you determine what is going on?

Well a PivotTable can help you organize and help you summarize that information.

PivotTables allow you to view same information but in a

different view using different columns in Excel. It is about how you move pieces of information around to

show you how it all makes sense.

First off, ask yourself what you want to know. Once you have your questions, creating PivotTable is easy. Remember, there is no right or wrong way of creating the PivotTable. Take it one step at a time.

PivotTable views let you see patterns, trends, and relationships throughout your Excel data.

Getting Started with Excel and Pivots (Part 2) Ready? Based on my data that you can find in column A

through C, I was to see how much activity in total I have for each company code. Let’s rock’n’roll!

Click Data in the menu, and select PivotTable and PivotChart Report wizard.

Let’s look at the steps I took: In Step 1, I click through to the next step.

In Step 2, I select the data in column A through C. In Step 3, I will put PivotTable on the existing

worksheet. You see my PivotTable is located between column E and F.

In this particular example, I was able to use a total of 3 minutes instead of spending countless hours of sorting, manually calculating, and at the same time I avoided many mistakes that come from manual work!

Getting Started with Excel features :  Some of the other great Excel features include: Importing

external data into Excel Importing text files into Excel Filtering external data before importing Once you have all of the information in Excel there are different ways you can analyze it.

You can use the AutoFilter to see only the information you need, create PivotTable reports to summarize information, or use charts to create pictures.

To keep your information up to date, with one click “Refresh” all of your information will be updated. To importing external data into Excel, you need to use Data Connection Wizard. (Select Data -> Import External Data -> Import Data) Macros are loops or pieces of codes that are stored within workbook that automate specific tasks and provide you with the data more quicker.

To use Macros, you should open Tools menu, Macro submenu, and open Visual Basic Editor. This editor tool is program that helps you writing and editing VBA.

For more information, be sure to check out command F1 (known as Help) for more information and step by step instruction.

Getting Started with PowerPoint Microsoft PowerPoint is a popular presentation

program for Windows and Mac.

It is used to create slideshows, composed of text, graphics, movies and other objects, which can be displayed on-screen and navigated through by the presenter or printed out on transparencies or slides.

This is convenient for school or work presentations. PowerPoint was initially developed in 1984 by Forethought, Inc., Sunnyvale, California, for the Macintosh computer.

Getting Started with PowerPoint

After opening PowerPoint 2003, you see a blank slide in the middle. We can easily add a title in the selection “Click to add title”, and same for subtitle.

As you will find “Click to add notes” in the bottom is where you will be allowed to add notes that you can use during the meeting.

As you see in the left side, is the thumbnail version of the slide you are working on, also known as a Slides tab.

If you would like to add another slide, you need to right click on the thumbnail, and select an option to add new slide.

To delete selected slide, click on it in the thumbnail and

right click. Addition options will allow you to select “Delete Slide”. (FYI, it will not ask you like in Word whether you are sure you want to delete the slide).

Adding your personality to presentation Add a personal touch to your presentation. Whether it is

a splash of colors or a picture in the background, this is what makes the presentation your own!

You can also add a logo, add background image, change the title and subtitle font color and type, rearrange footers, you name it!

Using a slide design on the right side you can apply designer template that are available, and apply it for one or all slides.

To format background, select Format menu > Background submenu > select desired background fill. (To select a picture, after walking through the steps you must select Fill Effects to add gradient colors, a texture or pattern, or a graphic as a background).

Make sure the imagine you are selecting has a higher resolution, as you want to avoid using too blurry of images unless that is part of your design.

Adding your voice to presentation Is adding personal touch not enough? How about adding

a narration for a slide or entire presentation? You must go to Slide Show menu, and follow to Record

Narration submenu. Remember to select Quality if you want the voice narration to be a better or worse quality sound.

Once you’re ready you can select “Ok”. You can record the slides, once you’re done recording you can then go back and re-record individual slides.

When you’re in trouble and need help, always use command F1 (Help) for more guidance and quick tips.

Thanks…