MICROSOFT OFFICE

Ms-Office: - Microsoft office is a group of three applications. These applications are used for doing any
type office works.
 Microsoft Word
 Microsoft Excel
 Microsoft Power Point
Each Ms-Office application has one Executable Filename.
Applications Executable Filename
1. Microsoft Word Winword.exe
2. Microsoft Excel Excel.exe
3. Microsoft Power Point Powerpnt.exe
Microsoft Word: - Microsoft Word is a Word processor. It is used to creating Letters, Bio-data forms,
Application forms, Memo's and Certificate etc...
Microsoft Excel: - Microsoft Excel is also called a spreadsheet program. It is used to Data entering,
creating Balance Sheets, charts, organization charts, Creating Tables etc...
Especially Microsoft Excel is used to doing any type of calculations.
Microsoft Power Point: - Microsoft Power Point is called Graphical Presentation Package. It is used to
creating Invitations, Greetings and Weddings etc...
Especially it is used to creating Slides with animations.
MICROSOFT WORD
Features in Microsoft Word:
 Creating Headers and Footers and Toolbars.
 Inserting Symbols, Creating Comments and Footnotes
 Creating Bookmarks and Inserting Hyperlink
 Inserting Bullets and Numbering, Paragraph Settings and Font Settings.
 Creating Columns and Styles.
 Applying Tab Stops.
 Checking Spelling and Grammar and Changing Language.
 Document Protections.
 Table Creating.
 Mail Merge and Envelops and Labels.
Starting Microsoft Word: -
Start Button ----> Programs -----> Microsoft Word
Toolbars:
 Title Bar
 Menu Bar
 Standard Toolbar
 Formatting Toolbar
 Rulers (Horizontal and Vertical)
 Working Window
 Scroll Bars (Horizontal and Vertical)
 Drawing Toolbar
 Status Bar
Formats:
Bold Ctrl + B
Italic Ctrl + I
Underline Ctrl + U
Font Size Increasing Ctrl + Shift + ">"
Ctrl + "]"
Font Size Decreasing Ctrl + Shift + "<"
Ctrl + "["
Alignments:
Left Alignment: - Aligns the selected information into left side of the page. Ctrl + L
Right Alignment: - Aligns the selected information into right side of the page. Ctrl + R
Center Alignment: - Aligns the selected information into Center of the page. Ctrl + E
Justify Alignment: - Aligns the selected information into both sides of the page. Ctrl + J
Page Setup: - Sets margins, paper source, paper size, page orientation, and other layout options for the
active document.
File Menu ----> Page Setup
Activating or Deactivating Hyphenation: -
Tools Menu -----> Language -----> Hyphenation -----> Here Activate the Automatically Hyphenate
the Document. ------> Ok
Normal: - Display the Document without left, right, bottom Margins and moves the cursor at the starting
point.
View Menu -----> Normal Ctrl + Alt + N
Print Layout: - Display the page with margins.
View Menu ----> Print Layout Ctrl + Alt + P
Print Preview: - Shows how a file will look when you print it.
File Menu -----> Print Preview
Paste Special: - Pastes, links, or embeds the Clipboard contents in the current file in the format you
specify.
First Copy the Formatted Information After
Edit Menu ----> Paste Special
IF you want Paste Information with out any formats:
Edit Menu ----> Paste Special ----> Unformatted Text --> OK
IF you want Paste Information with Picture Format:
Edit Menu ----> Paste Special ----> Picture --> OK
IF you want Paste Information with Picture Format with Editing:
Edit Menu ----> Paste Special ----> Microsoft Word Document Object --> OK
Hyperlink: - Inserts the hyperlink you specify. Jump the cursor from one document to another document.
Insert Menu -----> Hyperlink
Paste as Hyperlink: - Inserts the contents of the Clipboard as a hyperlink at the insertion point, replacing
any selection. This command is available only if you have cut or copied the contents of a cell or data from
another program.
Edit Menu ------> Paste as Hyperlink
Recent Document: - Store the recently saved, opened, used or created file names in file Menu.
If you want increase the Recent Document list:
Tools Menu -----> Options -----> General ------> Recently used file list ----> here select the
[0 to 9] ------> Ok
Note: Window Menu can stores the presently opened document list. It can stores unlimited filenames.
Applying Background Colors: -
Format Menu ----> Background -----> Here selects the Colors
When you select the Background colors it can activate the ONLINE LAYOUT command in View Menu.
Note: Background colors are non-printable Colors.
Activating Hyphenation: -
Tools Menu ------> Language -----> Hyphenation ----> here activate the Automatically Hyphenate
the Document ------> Ok
Print: - Prints the active file or selected items. To select print options, on the
File menu -----> Print.
Header and Footer: - Adds or changes the text that appears at the top and bottom of every page or slide.
Creating Headers and Footers: -
View Menu -----> Headers and Footers
When you apply the Header and Footer Command it can activate the Header and Footer Toolbar. It has
Inserting Page Number, Number of Pages, Inserting Date and Time Buttons etc…
If you want create the Header and Footer of Deferent of Odd and Even Pages:
Select the Page Setup Button in Header and Footer Toolbar
Here Activate the
 Deferent of Odd and Even
Activating or Deactivating Toolbars: -
View Menu -----> Toolbars -----> Here Activate or Deactivate Toolbar
Creating New Toolbar: -
 View Menu -----> Toolbars -----> Customize -----> Toolbars -----> New ----> Here give the
any name (Tarun) ----> Ok
If you want assign the commands into new Toolbar: -
Select the Commands with Drag and Drop Method.
Options in Customize: -
View Menu -----> Toolbars -----> Customize -----> Options --->
 Large Icons
 Show Screen Tip on Toolbars
 Show Shortcut Key in Screen Tip
 Menu Animation
o Random
o Unfold
o Slide
o None
Full Screen: - Hides most screen elements so that you can view more of your document. To switch back
to your previous view, click or press ESC.
View Menu -----> Full Screen
Zoom: - Controls how large or small the current file appears on the screen.
View Menu ------> Zoom
Break: - Inserts a page break, column break, or section break at the insertion point.
First Place the cursor after
Insert Menu ----> Break ----> Page Break ----> Ok
Page Numbers: - Inserts page numbers that automatically update when you add or delete pages.
Insert Menu ----> Page Numbers
Date and Time: - Adds the date and time to an individual Documents using the format you choose.
Insert Menu ----> Date and Time
Symbol: - Inserts symbols and special characters from the fonts that are installed on your Computer.
Insert Menu -----> Symbol
AutoText: - Automatically inserts the some of specified text is called AutoText.
First Select the Paragraph
Insert Menu ----> AutoText ----> New ----> Here give the any name (above four letter) -----
> Ok
If you want insert the AutoText Information: -
After type that name and press the <Enter> Button
Comment: - Inserts a comment at the insertion point. Comments are non-printable messages.
Insert Menu -----> Comments
If you want change the user name:
Tools Menu -----> Options -----> User Information
Editing or Deleting Comments: - Click the right mouse button over the Comment Word here select the
------> Edit Comments or Delete Comments OR
View Menu -----> Comments (For Editing)
File: - Inserts all or part of the file you select, into the active file at the insertion point.
Insert Menu -----> File
Object: - Inserts an object such as a drawing, WordArt text effect, or an equation at the insertion point.
Insert Menu -----> Object -----> Bitmap Image -----> Ok
Bookmark: - Creates bookmarks, which you can use to mark selected text, graphics, tables, or other
items.
Note: First select the Paragraph after
Insert Menu -----> Bookmarks ----> Here type the Bookmark name ----------> Add
If you want see the Bookmarks information:
Insert Menu ----> Bookmarks -----> Here select the Bookmark name ------> Goto
Font: - Changes the font and character spacing formats of the selected text.
Format Menu ------> Font OR Ctrl + D
Formats:
Super Script: Ctrl + Shift + “+” Ex: 102+
Sub Script: Ctrl + “+” Ex: H2So4
 Small Caps: Ctrl + Shift + K
All Caps: Ctrl + Shift + A
Underlines: Ctrl + U
Double Underline: Ctrl + Shift + D
Word Only Underline: Ctrl + Shift + W
Hidden: Ctrl + Shift + H
Paragraph: - Changes paragraph indents, text alignment, line spacing, pagination, and other paragraph
formats in the selected paragraph.
Format Menu -----> Paragraph
Indents are two types:
 Left Indent
 Right Indent
Left Indent can be divided into two parts.
 First Line Indent
 Hanging Indent
Shortcut Keys:
Applying Left Indent: Ctrl + M
Removing Left Indent: Ctrl + Shift + M
Applying Hanging Indent: Ctrl + T
Removing Hanging Indent: Ctrl + Shift + T
Applying First Line Indent: Ctrl + M
Ctrl + Shift + T
Removing First Line Indent: Ctrl + T
Ctrl + Shift + M
Applying Paragraph Spacing: Ctrl + 0
Removing Paragraph Spacing: Ctrl + 0
Double Line Spacing: Ctrl + 2
1.5 Line Spacing: Ctrl + 5
Single Line Spacing: Ctrl + 1
Bullets and Numbering: - Adds bullets or numbers to selected paragraphs and modifies the bullets and
numbering format.
Format Menu ----> Bullets and Numbering
AutoFormat: - Analyzes the content of the active file and then automatically formats the file.
Format Menu -----> AutoFormat
Bullets List:
*, -, >, -->, =>, <>, <--, <=>, <==,
Numbers List:
1., 1), (1), 1>
a., a), (a), a>
a., a), (a), a>
i., i), (i), i>
i., i), (i), i>
Automatically Lines:
------- <Enter>
====== <Enter>
###### <Enter>
~~~~~ <Enter>
****** <Enter>
Options in AutoFormat:
*Bold*, _Italic_
1st =1st
2nd = 2nd
1/2 = ½
1/4 = ¼ "State" = “Smart”
Creating Outline Formats: -
First Activates the
 VIEW MENU -----> OUTLINE After
Format Menu -----> Bulletes and Numbering ------> Outline Numbered -----> select the Number
Format ------> Ok
If you want create the Table of Contents: -
Insert Menu -----> Index and Table ------> Table of Contents -----> Ok
Borders and Shading: - Applying Borders, Shadings and Page Borders.
Format Menu ------> Borders and Shading
Select the Paragraph after
 Borders
 Shading
 Page Boader
Columns: - Changes the number of columns in a document or a section of a document.
Format Menu -----> Columns
Drop Cap: - Formats a letter, word, or selected text with a large initial or "dropped" capital letter. A "drop
cap" is traditionally the first letter in a paragraph, and it can appear either in the left margin or dropped
from the base line of the first line in the paragraph.
Format Menu -----> Drop Cap
Text Direction: - Rotates selected text in table cells so you can read it from bottom to top or from top to
bottom.
Format Menu -----> Text Direction
Change Case: - Changes the capitalization of selected text.
Format Menu -----> Change Case
Tabs: - Sets the position and alignment of tab stops and determines the type of leader character for each
tab stop.
Format Menu -----> Tabs
Theme: - Applies a new or different theme, or removes a theme in a Web page, document, e-mail
message, or data access page.
Format Menu -----> Theme
Style: - Defines or applies to the selection a combination of formats, called a style.
Format Menu -----> Style -----> New -----> Here give the Style name -----> Formats -----> Applying
Shortcut Key -----> and here activate the Add to Template and Update Automatically -----> Ok
------> Apply
Spelling and Grammar: - Checks the active document for possible spelling, grammar, and writing style
errors, and displays suggestions for correcting them.
Tools menu -------> Spelling and Grammar
Word Count: - Counts the number of pages, words, characters, paragraphs, and lines in the active
document. Function marks and special symbols are also included in the word count.
Tools Menu -----> Word Count
Set Language: - Designates the language of selected text in a file that contains more than one language.
The spelling checker automatically uses the dictionary for the designated language.
Tools Menu -----> Language -----> Set Language
Thesaurus: - Replaces a word or phrase in the document with a synonym, antonym, or related word.
Tools Menu ------> Language -----> Thesaurus
AutoCorrect: - Sets the options used to correct text automatically as you type, or to store and reuse text
and other items you use frequently.
Tools Menu ------> AutoCorrect
Highlight Changes: - Highlights changes to cell contents in a shared workbook, including moved and
pasted contents and inserted and deleted rows and columns.
Tools Menu ----> Track Changes
Accept or Reject Changes: - Finds and selects each tracked change in a document so that you can
review, accept, or reject the change.
Tools Menu ----> Track Changes -----> Accept or Reject Changes
Protect Document, Unprotect Document: - Prevents changes to all or part of an online form or
document except as specified. When a document is protected, this command changes to Unprotect
Document.
Tools Menu -----> Protect Document
  Track Changes
 Comments
Record New Macro/Stop Recording: - Records a new macro, or stops recording after you start
recording a macro.
Tools Menu -----> Macros ------> Recording New Macro
Macros Recorded with four methods:
 Information Recording
 Formats Recording
 Animation Recording
 Graphical Animations Recording
Macros: - Opens the Macros dialog box, where you can run, edit, or delete a macro. Use Record New
Macro to record a series of actions as a macro, or click Visual Basic Editor to write a macro.
Tools Menu ------> Macro -----> Macros OR Alt + F8
Mail Merge: - Produces form letters, mailing labels, envelopes, catalogs, and other types of merged
documents.
Mail Merge Document has three Steps and it can create the complete three documents.
Step I: -
First type the Letter after
Tools Menu -----> Mail Merge -----> 1 Main Document ----> Create -----> From Letters ------>
Active Window
Step II: -
2. Data Source ------> Get Data ------> Create Data Source -----> here removes the all field name
and adds the new field name like
Ex: -
Sname
Fname
Hno
Street
City
Pin
----> Ok
After Save the Address Document -----> Save -----> Edit Data Source -----> After Enter the
Address -----> Ok
When you select the Ok it can returns to Letter Document and Mail Merge Command can activates Mail
Merge Toolbar. After Insert the Field into Document.
Step III: -
Tools Menu -----> Mail Merge -----> Merge the Data with the Document --------->Merge ----->
Merge
Mailing Labels: -
Step I: -
Tools Menu ----> Mail Merge ----->
1. Main Documen7t -----> Create -----> Mailing Labels ------> New Main Document
Step II: -
2. Data Source -----> Get Data -----> Open Data Source ----> Here select the Address File name
-----> Open -----> Setup Main Document -----> Select the Module of the Labels -----> Ok ----->
After select the Fields -----> Ok ----->
Step III: -
3. Merge the Data with Document -----> Merge -----> Merge
Creating Envelops: - First assigns the from address in
Tools Menu ----> Options -----> User Information ---> Enter the address
Step I: -
Tools Menu ----> Mail Merge ----->
1. Main Document -----> Create -----> Envelops ------> Activate Document
Step II: -
 2. Data Source -----> Get Data -----> Open Data Source ----> Here select the Address File name
-----> Open -----> Setup Main Document -----> Select the Envelops Positions -----> Ok -----> After
select the Fields -----> Ok ----->
Step III: -
3. Merge the Data with Document -----> Merge -----> Merge
Envelops and Labels: - Creates an envelope or a single mailing label, or inserts the same name and
address on an entire sheet of mailing labels.
Tools Menu ----> Envelopes and Labels