Computer Awareness - SPLessons

Microsoft Office

Chapter 14

SPLessons 5 Steps, 3 Clicks
5 Steps - 3 Clicks

Microsoft Office

Microsoft Office

shape Introduction

Microsoft Office was introduced by Microsoft Inc in 1989 for windows operating system. It is a group of software mainly used for office purpose. Microsoft office includes five components, they are:

shape Concepts

Microsoft Word
Microsoft Word is a word processing application, which is used to create text based documents. Ms word consists tools for editing, formatting and printing documents. It is also called as a word sheet or word document. The file format of Ms-word is .doc and .docx.

Components of Microsoft Word

Title bar: Title bar is used to display the file name and consists three buttons such as minimize, restore, and close button. Minimize button is used to hide the window in active mode. Restore button is used to get word window to the maximum original size. A close button is used to close the word window.

Standard Toolbar: It is used to show the options like open, print, and save.

Formatting Toolbar: It is used to display various options to format the document like such as font type, size of the font, bold/underline italic, and bullets.

Tabs: Tabs contain buttons to edit the text of the document.

Home Tab: It consists clipboard options such as cut, copy, and paste. In this, font option consists font size, font color, bold, italic, and underline for the text document. By using this option, the text can be edited with numbering, bullets and styles can also be applied. Editing options are found and replace options.

Insert tab: It consists of pages like the cover page, blank page, and page break. Tables are used to write the tabular text. The other option of insert tab is an illustration, which includes clip art, shapes, smart art & chart, hyperlink, header and footer, page number, text box, date and time.

Page layout tab: It is used to add themes, page set-up, and page background.

Reference tab: It consists table of content, footnotes, citation and bibliography, caption, index, and table of authorities.

Mailing tab: It consists create, start the mail merge, write and insert fields, preview result and refresh options.

Review tab: It includes spelling and grammar button to check the spelling and grammar of the text, thesaurus, translates, compares and protect documents.

View tab:  Mainly used for print layout, it is used to view the document in full-screen layout, and consists macros, and split.

Ruler: It allows to arrange horizontal or vertical alignment of the text document. Horizontal ruler is used to set left and right margins and specifies the width of the document. A vertical ruler is used to set top and bottom margins and specifies the height of the document.

Status Bar: It is used to display the information like page number, current page, current template, column number and line number.

Work Area: It is also called as workspace and it is a rectangular area of the document.

Cursor: It is also called as an insertion pointer, which displays the text, and graphics would be placed at the insertion of the text.

Features of Microsoft Word
The main features of Ms word are:

Text editing: It provides great flexibility while editing, adding and deleting, modifying the text document.

Format text: It is used to modify the text in the text and design format such as bold and italic.

Page orientation: It is the selection of text to print in either horizontal view or vertical view in a specified size. The vertical orientation is called portrait and the horizontally oriented is known as landscape.

Find and replace: Find is used to search the word in the text document and replace is used to replace the text with substituted text at all places in a text document.


  • Spell -check is used to check the spellings and suggests a few related alternate options for incorrect words.

  • Graphics is the facility of drawings in the documents.

  • Save option is used to save the data in hard drive. It will appear in the file menu and at tool bar.


Microsoft Excel
This is an electronic spreadsheet, used to share and manage the information for mathematics.


  • This is mainly used for accounting purpose to perform mathematical calculations, and budgeting.

  • The spreadsheet is the collection of rows and columns, which includes creating tools, and insertion tools.

  • A spreadsheet is a software tool, which is used for calculations. The intersection of each row and column is called a cell. A cell can hold numbers, formulas and text. A worksheet is an array of the cells, which holds the tabular format information with text.

  • The collection of worksheets is called as a workbook.

  • A row indicates the numbers starting from 1,2…so on. And, column indicates letters starting from A,B….AB..AZ…so on.

  • A cell pointer is a cell boundary that specifies active cell. A cell address specifies the intersection of row and column of the letter and number worksheet.


Components of Microsoft Excel


  • The office logo button is at the top left corner, which contains new, open, save and save as, print and close options.

  • Tabs: It contains the commands such as Home, Insert, Page layout, Formulas, Data, Review, and View.

  • Status Bar: It displays the information of the current active worksheet, which includes page number, and view shortcuts.

  • Formula Bar: It consists name box to display the column and the row location of the active cell.

  • Clipboard: A clipboard group contains the cut, copy and paste options.

  • Alignment: It is used to change alignment of the text in the cells as vertical, horizontal alignment indentation, wrap the text within the cell and merge multiple cells.

  • Function Library: It includes a collection of functions like mathematical, and logical.

  • Macro is the series of actions performed on a document that can be executed repeatedly.

  • The chart is a graphical representation of the data. The extension of excel is .xlsx or .xls.


Microsoft power point
Microsoft power point is an application software, used to create presentation graphics software. This is used to display the information in the form of presentation slides and consists tools for editing, inserting, formatting the data and methods for inserting & manipulating graphics.

Components of power point


  • Master: It includes formatting and design elements for every slide.

  • Template: It is the default setting of the slide for colors, fonts, bullets and graphics. It is the blue print of power point.

  • Animations: In this, a slide comes on the screen with sound and the movements.

  • Clip art and pictures: This includes pictures and graphics for slides. Drawing objects are used to draw auto shape curves, and lines.

  • Power point Views: Header and Footer – These are placed in the insert tab and are used to give important information. Header refers to the top of the slide and footer refers to the bottom of the slide. The document is created in .PPtx or .PPt file format. A trigger is an object or item that can perform actions on the slide.


Microsoft Access
Microsoft Access is a collection of logically related data and is commonly referred as database.


  • Microsoft access is a database management tool, that creates complete database with easy and fast data entry.

  • Tables are used to represent the data in tabular form.

  • Queries can retrieve the data from database. The best example is the SQL query.

  • Reports are created by users to print the data from tables or queries.

  • Forms are used to write the data in tables.


Components of MS-Access


  • MS-Access stores data based on Access, and Jet database engine.

  • Templates: It is an application that includes predefined tables, forms, reports, queries, macros and relationship.

  • Assets are used to keep track of assets by creating an asset database.

  • Contacts are used to manage the information by creating a contact database.

  • Events are used to create an event database for tracking upcoming meetings.

  • Faculty is used to create a database to track the information about contacts and education history.


Elements of Ms-Access


  • The field name is a label that defines the type of information in a specific field.

  • Field type defines the type of data stored in the field, which may be textual data or numerical data or a combination of both. The default size of data type is 50.

  • The field length is the length or width, i.e., the maximum number of characters a field can accept.

  • Primary key: A field is used to uniquely identify the records in a table.


Microsoft Outlook
Microsoft Outlook is an email client and personal information manager. It contains a calendar, task manager, contact manager, note taking and web browser.


  • MS-outlook is a stand-alone application that can work with Microsoft Exchange server and Microsoft share point server for multiple users to share mailboxes, calendars and meeting schedules.


shape Questions

1. Which of the following is not a font style?

  1. Bold
  2. Superscripts
  3. Regular
  4. Italic

Answer: B

2. What is Landscape is?

  1. A font style
  2. Page size
  3. Page Layout
  4. Page Orientation

Answer: D

3. Under which menu Typeface option will come?

  1. View
  2. Format
  3. Tools
  4. Edit

Answer: C

4. In which, background color on a document is not visible.

  1. Web layout view
  2. Reading view
  3. Print view
  4. Print layout vies

Answer: C

5. What is the minimum number of rows and columns in MS word document?

  1. 1 and 1
  2. 2 and 1
  3. 1 and 2
  4. 2 and 2

Answer: A

6. In which view header and footers are visible

  1. Normal view
  2. Page layout view
  3. Print layout view
  4. Draft view

Answer: C

7. The space left between the margin and the start of a paragraph is called

  1. Spacing
  2. Gutter
  3. Indentation
  4. Alignment

Answer: C

8. Which file format PowerPoint show will accept?

  1. jpg
  2. .gif
  3. .waw
  4. all of the above

Answer: D

9. What we have to press to select one hyper after another during a slide presentation?

  1. Tab
  2. Ctrl +k
  3. Ctrl +h
  4. all of the above

Answer: A

10. _______ is a special effects used to introduce slides in a presentation.

  1. Transitions
  2. Effects
  3. Custom animations
  4. Annotations

Answer: A

11. Which of the following is does not belongs to power point view?

  1. Slide view
  2. Presentation view
  3. Outline view
  4. Slide show vies

Answer: C

12. Why each excel file is called workbook?

  1. It can contain text and data
  2. It can be modified
  3. It can contain many sheets including worksheets and charts sheets
  4. You have to work hard to create it.

Answer: C

13. In which pattern data is organized in a spreadsheet?

  1. Lines and space
  2. Layers and planes
  3. Rows and columns
  4. Height and width

Answer: C

14. When a function is inserted between another function is called a _____ function.

  1. Nested
  2. Round
  3. Sum
  4. Text

Answer: A

15. The function calculates your monthly mortgage payment is known as ____.

  1. PMT( payments)
  2. NPER( number of periods)
  3. PV(present value)
  4. All the above

Answer: A

16. Which of the following symbol is used in all formulas In excel starts

  1. /
  2. *
  3. #
  4. =

Answer: D

17. In this one of the following is not valid version of MS Office?

  1. Office Xp
  2. Office vista
  3. Office 2007
  4. None of the above

Answer: B

18. We cannot close MS Word application by using following way

  1. Choosing file menu then exit submenu
  2. Press Alt+F4
  3. Click X button on tittle bar
  4. From file menu choose close submenu

Answer: D

19. By using key F12 we can opens a

  1. Save as dialog box
  2. Open dialog box
  3. Save dialog box
  4. Closing dialog box

Answer: A

20. Which one of these short cut key to open the Open dialog box?

  1. F12
  2. Shift F12
  3. Alt + F12
  4. Ctrl+F12

Answer: D