📝 Word Processing Software Study Guide (with Subscript: Makes text smaller and lowers it below
Definitions) the line (e.g., H₂O).
📌 1. Introduction to Word Processing Superscript: Makes text smaller and raises it
Word Processing Software: A type of application above the line (e.g., x²).
software used for creating, editing, formatting,
and printing text-based documents. 📐 5. Paragraph Formatting
Examples: Microsoft Word, Google Docs, Alignment: Controls how text is positioned on the
LibreOffice Writer, Apple Pages. page:
Left: Default; lines start on the left.
🔧 2. Basic Functions Center: Lines are centered between margins.
Create: Start a new blank document or use a pre- Right: Lines end at the right margin.
designed template. Justify: Lines are spaced to align on both left and
Open: Access an existing document from storage. right margins.
Save: Store your work for future use; can use Line Spacing: The space between lines of text
"Save As" to rename or change format. (e.g., single, 1.5, double).
Print: Send your document to a printer; use “Print Indentation: Moves text inward from the margins.
Preview” to see the layout before printing. First Line Indent: Only the first line is indented.
Hanging Indent: All lines except the first are
✍️3. Text Editing Tools indented.
Cut: Removes selected text and places it on the Bullets and Numbering: Used to create lists.
clipboard.
Copy: Duplicates selected text and places it on Borders and Shading: Adds lines and background
the clipboard. color around paragraphs.
Paste: Inserts content from the clipboard into the
document. 🧾 6. Page Layout
Undo: Reverses your last action. Margins: The blank spaces around the edges of
Redo: Repeats the last undone action. the page.
Find and Replace: Searches for words/phrases Orientation: Page direction
and allows replacement with new text. Portrait: Vertical layout.
Spell Check: Automatically checks for and Landscape: Horizontal layout.
highlights spelling errors. Page Size: Paper dimensions (e.g., A4, Letter).
Grammar Check: Identifies grammatical mistakes Page Break: Starts a new page manually.
and suggests corrections. Columns: Divides text into multiple vertical
sections.
🎨 4. Text Formatting
Font: The design or style of the text characters 🧭 7. Navigation and Views
(e.g., Arial, Times New Roman). Zoom: Changes the magnification of the
Font Size: Determines how large or small the text document.
appears Ruler: Displays horizontal and vertical guidelines
Bold: Makes text thicker and darker. for alignment.
Italic: Slants the text to the right. Gridlines: Optional lines to help align objects.
Underline: Draws a line beneath the text. Navigation Pane: Sidebar for quick access to
Text Color: Changes the color of the text. headings and pages.
Highlighting: Adds a colored background to text. Document Views: Different ways to view the
document (e.g., Print Layout, Web Layout).
8. Inserting Elements
Images/Clip Art: Adds pictures to the document. 🔗 12. Referencing Tools
Shapes: Adds predefined geometric shapes (e.g., Footnotes: Notes placed at the bottom of the
circles, arrows). page.
SmartArt: Visual diagrams like lists and processes. Endnotes: Notes placed at the end of the
Icons: Simple graphic symbols for common document or section.
actions. Table of Contents: A list of document headings
Tables: Grid of rows and columns to organize with page numbers.
data. Citations: References to sources used in the
Charts: Visual representation of data (e.g., pie, document.
bar, line). Bibliography: A list of all sources cited.
Text Box: A movable, resizable box for text. Captions: Labels for images, tables, and charts.
Hyperlink: Clickable text that opens a webpage or Cross-reference: A link to another part of the
document. document (e.g., “See page 3”).
Symbols: Special characters like ©, ™, or currency
signs. 🔒 13. Document Protection & Collaboration
Equation: Inserts math and scientific notations. Track Changes: Records edits made to the
document.
📑 9. Working with Tables Comments: Notes added for feedback or
Insert/Delete Rows/Columns: Add or remove discussion.
parts of a table. Compare Documents: Shows differences between
Merge Cells: Combine multiple cells into one. two documents.
Split Cells: Divide one cell into multiple. Restrict Editing: Limits what others can change.
Table Styles: Predefined formatting for tables. Password Protection: Requires a password to
Sort: Arrange data in alphabetical or numerical open/edit the document.
order. Cloud Collaboration: Multiple users can work on
the same document online in real time (e.g.,
🧩 10. Styles and Themes Google Docs).
Style: A set of text formatting (font, size, color,
spacing). 📁 14. File Management
Custom Styles: User-defined formatting styles. File Formats:
Theme: A coordinated set of fonts, colors, and .docx: Microsoft Word default format.
effects for the entire document. .pdf: Portable Document Format, ideal for
Format Painter: Copies formatting from one part printing/sharing.
of the document and applies it to another. .txt: Plain text, no formatting.
.odt: Open Document Text (used by LibreOffice).
🧾 11. Headers, Footers, and Page Numbers Exporting: Saving your document in a different
Header: Text or graphics at the top of every page. format (e.g., PDF).
Footer: Text or graphics at the bottom of every Version History: Tracks previous versions of a
page. document.
Page Numbers: Automatically numbers pages in Auto-Recovery: Automatically saves a temporary
your document. copy to prevent data loss.
Different First Page: Allows different content on
the first page’s header or footer.
🤖 15. Advanced Features Macros: Automated tasks recorded as a sequence
of commands.
Mail Merge: Combines a form letter with a data Form Fields: Interactive fields in forms (e.g.,
source (e.g., mailing list) to personalize checkboxes, text fields)
documents. Scripting: Writing code (e.g., VBA in MS Word) to
extend document functionality.
⌨️16. Common Keyboard Shortcuts Action Windows Shortcut
Copy Ctrl + C Delete Slide: Removes a slide from the
Paste Ctrl + V presentation.
Cut Ctrl + X
Undo Ctrl + Z 🎨 4. Text and Object Formatting
Redo Ctrl + Y Font: The style/design of text (e.g., Arial, Calibri).
Bold Ctrl + B Font Size and Color: Adjusts size and appearance
Italic Ctrl + I of text.
Underline Ctrl + U
Save Ctrl + S Bold/Italic/Underline: Emphasizes text.
Print Ctrl + P Text Alignment: Left, Center, Right, or Justify.
Find Ctrl + F Bullets and Numbering: Creates ordered or
Replace Ctrl + H unordered lists.
📊 Presentation Software Study Guide (with 5. Inserting and Formatting Elements
Definitions) Image: A photo or graphic inserted into a slide.
📌 1. Introduction to Presentation Software Shape: Geometric or custom forms like
Presentation Software: A program used to create rectangles, arrows, etc.
slide-based visual displays for communicating Text Box: An area where text can be typed and
information to an audience. placed freely.
Examples: Microsoft PowerPoint, Google Slides, Chart: Graphical representation of data (e.g., pie
Apple Keynote, LibreOffice Impress. chart, bar graph).
Table: A grid of rows and columns for organizing
🧱 2. Structure of a Presentation data.
Slide: A single screen in a presentation where you SmartArt: Pre-designed diagrams for processes,
add text, images, charts, etc. cycles, hierarchies.
Slide Deck: The complete collection of slides in a Video & Audio: Multimedia elements added for
presentation. dynamic presentations.
Template: A pre-designed slide set with themes Hyperlink: Clickable link that can lead to websites,
and layouts. slides, or files.
Layout: The arrangement of content placeholders
on a slide (e.g., Title + Content). 🧩 6. Slide Design and Themes
Theme: A set of coordinated fonts, colors, and
✍️3. Creating and Managing Slides effects.
New Slide: Adds a slide to the presentation. Background: The backdrop of a slide; can be a
Duplicate Slide: Creates a copy of an existing color, image, or pattern.
slide. Slide Master: A master template that controls the
Slide Order: The sequence in which slides appear; design of all slides.
can be rearranged. Design Ideas (PowerPoint): Automatically
Slide Sorter View: A thumbnail overview of all generated layout suggestions.
slides for easy rearranging.
🎬 7. Animations and Transitions Export: Convert the file to another format (PDF,
Animation: Visual effects applied to objects (text, video, etc.).
images) within a slide. Print: Options include full slides, handouts
Entrance: How an object appears. (multiple slides per page), or notes pages.
Emphasis: Highlights or emphasizes an object.
Exit: How an object leaves the slide. 🧠 11. Accessibility Features
Motion Path: Moves an object along a path. Alt Text: Descriptions for images read by screen
Transition: The visual effect between slides. readers
Duration: How long an animation/transition lasts. Contrast Checker: Ensures text is readable over
Timing: When the animation occurs (on click, with background colors.
previous, after previous). Keyboard Navigation: Use of keys to move
between slides/objects.
8. Presentation Tools Captions/Subtitles: Automated or manual text for
Presenter View: A private view showing current spoken content.
and next slides, notes, and timer.
⌨️12. Common Keyboard Shortcuts
Slide Show Mode: Full-screen mode to present Action Windows Shortcut
slides. New Slide Ctrl + M
Laser Pointer/Pen/Highlighter: On-screen tools to Start Slide Show F5
guide the audience. Next Slide Right Arrow/Space
Notes: Private comments for the presenter, not Previous Slide Left Arrow
visible to the audience. Exit Slide Show Esc
Timer: Tracks how long the presentation is taking. Copy Ctrl + C
Custom Show: A subset of slides created for a Paste Ctrl + V
specific audience or purpose. Save Ctrl + S
🔄 9. Collaboration and Sharing 📊 Spreadsheet Software Study Guide (with
Share: Send the presentation to others via cloud Definitions)
or email. 📌 1. Introduction to Spreadsheet Software
Comments: Leave notes or suggestions on slides Spreadsheet Software: A program used to
for team members. organize, analyze, and store data in tabular form
Version History: View and restore previous edits. (rows and columns).
Co-authoring: Multiple users editing the same file Examples: Microsoft Excel, Google Sheets, Apple
simultaneously (e.g., Google Slides, PowerPoint Numbers, LibreOffice Calc.
Online).
🔢 2. Spreadsheet Structure
📁 10. File Management and Exporting Workbook: The entire file that contains one or
File Formats: more worksheets.
.pptx: Default PowerPoint format. Worksheet: A single tab within a workbook where
.odp: OpenDocument Presentation (LibreOffice). you enter and manage data.
.pdf: Non-editable format for sharing. Cell: The intersection of a row and column; holds
.mp4: Export presentation as a video. data or formulas.
Save/Save As: Store the file or create a new Cell Reference: Identifies a cell by its column
version. letter and row number (e.g., A1).
Range: A group of selected cells (e.g., A1:C5).
Cell Alignment: Horizontal and vertical placement
✍️3. Data Types of content.
Text (Labels): Words or characters (e.g., names, Borders and Shading: Adds outlines and
descriptions). background colors.
Numbers (Values): Numeric data used in
calculations. 📊 7. Charts and Graphs
Dates and Times: Treated as serial numbers for Chart: A visual representation of data.
calculations. Types: Column, Bar, Line, Pie, Scatter, Area.
Boolean: TRUE or FALSE values. Legend: Explains symbols/colors used in the
chart.
➕ 4. Formulas and Functions Axis: Lines marking values in the chart (X-axis and
Formula: An expression that performs Y-axis).
calculations (e.g., =A1+B1). Data Series: The actual values represented in a
Function: A predefined formula that simplifies chart.
complex calculations. Chart Title: Text describing the chart.
Examples:
=SUM(A1:A5): Adds values in A1 to A5. 📋 8. Data Tools
=AVERAGE(B1:B5): Calculates the mean. Sort: Reorder rows based on values (A–Z, Z–A).
=IF(A1>100, "High", "Low"): Returns "High" or Filter: Display only rows that meet certain criteria
"Low" based on a condition. Data Validation: Restricts types of data entered
=VLOOKUP(value, table, col_index, into cells (e.g., dropdown lists).
[range_lookup]): Finds data in a vertical table Remove Duplicates: Deletes duplicate rows based
=COUNT(range): Counts numeric values. on selected columns.
=COUNTA(range): Counts non-empty cells. Text to Columns: Splits text into multiple columns
based on delimiters.
🧮 5. Formula Components
Operands: Values or cell references used in a 📐 9. Page Setup and Printing
formula. Page Orientation: Portrait (vertical) or Landscape
Operators: (horizontal).
Arithmetic: +, -, *, /, Margins: Space between content and page edges
Comparison: =, >, <, >=, <=, <> Header/Footer: Repeated text/images at top or
Text: & (used to join text, e.g., ="Hello " & A1) bottom of each page.
Absolute Reference: Uses $ to fix a cell reference Print Area: Specific range of cells chosen for
(e.g., $A$1). printing.
Relative Reference: Adjusts automatically when Fit to Page: Shrinks content to fit on one or more
copied (e.g., A1). pages.
Mixed Reference: Part absolute, part relative
(e.g., A$1 or $A1). 🔄 10. Collaboration and Sharing
Comments/Notes: Add feedback or explanations
🧾 6. Formatting Cells to cells.
Number Formatting: Change how numbers Sharing: Give others access to view or edit the
appear (currency, percentage, etc.). file.
Text Formatting: Font, size, color, bold, italic, etc. Track Changes (Excel): View who made edits and
Conditional Formatting: Automatically formats when.
cells based on their values
Version History (Google Sheets): Access earlier
versions of a file.
Real-time Collaboration: Multiple users working
on a file at once.
🧠 11. Advanced Features
Pivot Table: A tool to summarize and analyze
large data sets
Named Ranges: Assign names to cell ranges for
easier reference.
Goal Seek: Finds the input needed to reach a
desired result.
What-If Analysis: Tests different scenarios (e.g.,
best/worst case).
Macros (Excel): Recorded or programmed tasks to
automate processes.
⌨️12. Common Keyboard Shortcuts
Action Windows Shortcut
Copy Ctrl + C
Paste Ctrl + V
Cut Ctrl + X
Undo Ctrl + Z
Redo Ctrl + Y
Save Ctrl + S
Select Entire Sheet Ctrl + A
Find Ctrl + F
Insert New Worksheet Shift + F11
AutoSum Alt + =
