1BCA1 -OFFICE

AUTOMATION
USING PC
PACKAGES
PRESENTED BY
SARINA ANSARI
INTRODUCTION TO OFFICE
AUTOMATION SUIT (UNIT-1)

 What is an Office Automation Suite?

 An Office Automation Suite is a collection
of software applications designed to help
users create, manage, and share
information efficiently in an office or
business environment. These tools
automate tasks like document creation,
data entry, emailing, calculations, and
presentations.
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Word Processing
Word Processing Basics
MS Office
Microsoft Office is a software which was
developed by Microsoft in 1988. This Office
suite comprises various applications which
form the core of computer usage in today’s
world.
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MS Office Applications & its

Functions

 Currently, MS Office 2016 version is being

used across the world and all its
applications are widely used for personal
and professional purposes.
 Discussed below are the applications of
Microsoft Office along with each of their
functions.
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1. MS Word
First released on October 25, 1983
Extension for Doc files is “.doc”
It is useful in creating text documents
Templates can be created for Professional use with
the help of MS Word
Work Art, colours, images, animations can be added
along with the text in the same file which is
downloadable in the form of a document
Authors can use for writing/ editing their work
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2. MS Excel
Majorly used for making spreadsheets
A spreadsheet consists of grids in the form of rows and
columns which is easy to manage and can be used as
a replacement for paper
It is a data processing application
Large data can easily be managed and saved in
tabular format using MS Excel
Calculations can be done based on the large amount
of data entered into the cells of a spreadsheet within
seconds
File extension, when saved in the computer, is “.xls”
Also, visit the Microsoft Excel page to get more
information regarding this spreadsheet software and its
components.
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3. MS PowerPoint
It was released on April 20, 1987
Used to create audiovisual presentations
Each presentation is made up of various slides
displaying data/ information
Each slide may contain audio, video, graphics, text,
bullet numbering, tables etc.
The extension for PowerPoint presentations is “.ppt”
Used majorly for professional usage
Using PowerPoint, presentations can be made more
interactive
In terms of Graphical user interface, using MS
PowerPoint, interesting and appealing presentation
and documents can be created. To read more about
its features and usage, candidates can visit the linked
article.
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MS WORD
 MS Word, or Microsoft Word, is a word processing
program that allows you to create, edit, format,
and print documents. It's part of the Microsoft
Office suite and can integrate with other
programs like Excel and PowerPoint. MS Word has
many features, including: Grammar and spell
check, Image support, Text and font formatting,
Advanced page layout, and HTML support.
 You can use MS Word to create documents like
letters, resumes, reports, and more.
 You can download MS Word to your hard drive or
access the online version with Office 365.
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 Where to find MS Word on your personal

computer?
 Follow these simple steps to open MS
Word on your personal computer:
 Start → All Programs → MS Office → MS
Word.
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How to create an MS Word

document?
 To create an MS Word doc, follow the steps
mentioned above to open Microsoft Word.
Then once the program is open, click on “File”
followed by “New”. This opens a new doc
where something new can be created.
 Since it is used by people of all age groups, in
schools, in colleges and for official purposes,
having proper knowledge of Microsoft Word is
a must. The preview of the MS Doc file once it
is opened is given below:
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Features of MS Word

 Now let us read more about the features

and components of an MS Word doc file
in detail.
 The image given below shows the
different elements and categories which
are available in MS Word doc:
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 Home
 This has options like font colour, font size, font style,
alignment, bullets, line spacing, etc. All the basic elements
which one may need to edit their document is available
under the Home option.
 Insert
 Tables, shapes, images, charts, graphs, header, footer,
page number, etc. can all be entered in the document.
They are included in the “Insert” category.
 Design
 The template or the design in which you want your
document to be created can be selected under the
Design tab. Choosing an appropriate tab will enhance the
appearance of your document.
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 Page Layout
 Under the Page Layout tab comes options like
margins, orientation, columns, lines,
indentation, spacing, etc.
 References
 This tab is the most useful for those who are
creating a thesis or writing books or lengthy
documents. Options like citation, footnote,
table of contents, caption, bibliography, etc.
can be found under this tab.
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 Review
 Spell check, grammar, Thesaurus, word count,
language, translation, comments, etc. can all be
tracked under the review tab. This acts as an
advantage for those who get their documents
reviewed on MS Word.
 Apart from all the above-mentioned features, the
page can be set in different views and layouts, which
can be added and optimised using the View tab on
the Word document. Margins and scales are also
available for the benefit of the users.
 When compared with MS PowerPoint, MS Word is
more of reading while PPT is more of visual and
graphical representation of data.
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 Uses of MS Word
 Given below are the different fields in which MS Word is used and
simplifies the work of an individual:
 In Education: It is considered as one of the simplest tools which can
be used by both teachers and students. Creating notes is easier
using MS Word as they can be made more interactive by adding
shapes and images. It is also convenient to make assignments on
MS Word and submitting them online
 In Workplace: Submitting letters, bills, creating reports, letterheads,
sample documents, can all easily be done using MS Word
 Creating & Updating Resume: One of the best tools to create your
resumes and is easy to edit and make changes in it as per your
experience
 For Authors: Since separate options are available for bibliography,
table of contents, etc., it is the best tool which can be used by
authors for writing books and adjusting it as per the layout and
alignment of your choice
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Office Button

 Microsoft Office or MS Office Suite is an all-in-one package

of several programs that help us perform most office-
related tasks, such as creating documents, spreadsheets,
presentations, databases, etc. Some of the essential
software programs of MS Office Suite include MS Word, MS
Excel, PowerPoint, etc. To make all these software user-
friendly and effective, Microsoft tries to make the user
interface similar for the common options, allowing users to
find commands and tools with ease. Office button is one
such common option in all the software of MS Office Suite
2007.
 In this article, we are discussing the Microsoft Office button
(also called the Office button). The article also concludes
the function of the office button along with the options
listed under it.
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 What is an Office Button?

 The office button is an essential element of
Microsoft Office Suite 2007. This button was
introduced in Office 2007 with the new
Ribbon feature. When we click on the Office
button, it displays some useful options which
are used very frequently. Specifically, the
Office button provides us options to open,
save, print any document, or perform other
common functions. Additionally, the office
button allows us to configure the preferences
or settings of the particular Office product.
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Where is Office Button found?

The office button is located on the top-left

corner of Office 2007 programs, namely
Excel, Word, PowerPoint, etc. The button is
attached with the ribbon and is identified
by a circle containing an Office logo inside
it.
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Office Button Menu Options

The following options or commands are

displayed when we click on the Office
button:
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 New: This option allows us to create a new, blank

file in the corresponding Office program, such as
MS Word, MS Excel, PowerPoint, etc.
 Open: This option allows us to open an existing file
from the local storage on our computer.
 Save: This option allows us to permanently save a
temporary file to our computer after finishing the
work. Additionally, we can save the changes to
the current file using this command.
 Save As: This option allows us to save a copy of
the active file with the desired file name and file
extension to a desired location on the computer
storage.
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 Print: This option allows us to take a hard copy of the desired

document on paper through a printer. Alternately, the print option
can help us save a copy of the active document to a PDF format.
 Prepare: This option allows us to prepare the active file for
distribution. In particular, the prepare option helps us view and
modify the document properties accordingly. Furthermore, we can
also inspect the hidden metadata of a specific file using this option.
 Send: This option enables us to send or share the desired files
directly through the opened Office program with others. In
particular, we may share active documents by e-mail, upload
them to OneDrive, or post to a specific blog. The send option is
renamed as 'Save and Send' in Office Suite 2010.
 Publish: This option enables us to distribute the desired document to
people. We can even create a specific blog article with the
content inside the file.
 Close: This option helps us to close an active document in a
corresponding Office program.
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Quick Access Toolbar

Quick Access Toolbar lies next to the

Microsoft Office Button. It is a customizable
toolbar that comes with a set of
independent commands. It gives you quick
access to commonly used commands such
as Save, Undo, Redo, etc.
See the image:
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When you click the drop-down arrow next

to toolbar it offers more commands. With a
left click you can add any of these
commands to Quick Access Toolbar. You
can also remove the commands added to
the tool bar. The indent, spacing values,
individual styles and other features that
appear on the ribbon cannot be added to
quick access toolbar. The following image is
showing the menu of quick access toolbar.
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See the image:

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Title Bar

It lies next to the Quick Access Toolbar. It

displays the title of the currently open
document or application. It is present on
almost all windows displayed on your
computer. So, if there are several windows
across the screen, you can identify each
window by looking at the title bar. In many
graphical user interfaces, you can also
move a window by dragging the title bar.
See the image:
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Ribbon and Tabs

The Ribbon is a user interface element

which was introduced by Microsoft in
Microsoft Office 2007. It is located below
the Quick Access Toolbar and the Title Bar.
It comprises seven tabs; Home, Insert, Page
layout, References, Mailing, Review and
View. Each tab has specific groups of
related commands. It gives you quick
access to the commonly used commands
that you need to complete a task.
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See the image:

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Home tab:

The Home tab is the default tab in Microsoft

Word. It has five groups of related
commands; Clipboard, Font, Paragraph,
Styles and Editing. It helps you change
document settings like font size, adding
bullets, adjusting styles and many other
common features. It also helps you to return
to the home section of the document.
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See the image:

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Insert tab:
Insert Tab is the second tab in the Ribbon.
As the name suggests, it is used to insert or
add extra features in your document. It is
commonly used to add tables, pictures, clip
art, shapes, page number, etc. The Insert
tab has seven groups of related
commands; Pages, Tables, Illustrations, Links,
Header & Footer, Text and Symbols.
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See the image:

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Page Layout tab:

It is the third tab in the Ribbon. This tab

allows you to control the look and feel of
your document, i.e. you can change the
page size, margins, line spacing,
indentation, documentation orientation,
etc. The Page Layout tab has five groups of
related commands; Themes, Page Setup,
Page Background, Paragraph and Arrange.
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See the image:

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References tab:

It is the fourth tab in the Ribbon. It allows

you to enter document sources, citations,
bibliography commands, etc. It also offers
commands to create a table of contents,
an index, table of contents and table of
authorities. The References tab has six
groups of related commands; Table of
Contents, Footnotes, Citations &
Bibliography, Captions, Index and Table of
Authorities.
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See the image:

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Mailings tab:

It is the fifth tab in the ribbon. It is the least-

often used tab of all the tabs available in
the Ribbon. It allows you merge emails,
writing and inserting different fields, preview
results and convert a file into a PDF format.
The Mailings tab has five groups of related
commands; Create, Start Mail Merge, Write
& Insert Fields, Preview Results and Finish.
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See the image:

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Review tab:

It is the sixth tab in the Ribbon. This tab offers

you some important commands to modify
your document. It helps you proofread your
content, to add or remove comments,
track changes, etc. The Review tab has six
groups of related commands; Proofing,
Comments, Tracking, Changes, Compare
and Protect.
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See the image:

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View tab:

The View tab is located next to the Review

tab. This tab allows you to switch between
Single Page and Two Page views. It also
enables you to control various layout tools
like boundaries, guides, rulers. Its primary
purpose is to offers you different ways to
view your document. The View tab has five
groups of related commands; Document
Views, Show/Hide, Zoom, Window and
Macros.
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See the image:

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Ruler

The Ruler is located below the Ribbon

around the edge of the document. It is
used to change the format of the
document, i.e. it helps you align the text,
tables, graphics and other elements of your
document. It uses inches or centimeters as
the measurements unit and gives you an
idea about the size of the document.
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See the image: