Notes on

IT Skills and Data Analysis

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 Content Hrs. Page No

1 Operating System: Introduction to Operating System, Windows Operating System, 3-46

File explorer, Notifications, Quick Actions, Universal Apps, Security and Control,
10
Shortcuts, Favorite Settings, Printing Overview, Shut down, Sleep and Hibernate
Desktop, Toolbar, Windows, and Management of files.

2 Introduction to MS office: Overview of MS suite, MS Word, MS Excel, MS 47-131

PowerPoint, MS Outlook, MS OneNote, MS Access, MS Publisher, MS Vision, MS
10
Project, MS Teams

3 MS Excel: Spreadsheet Creation, Data Entry, Basic Formulas and Functions, Charts 132-170
and Graphs, Sorting and Filtering, Pivot Table
10

4 MS PowerPoint: Slide Creation, Slide Layout, Text Editing, Inserting Objects, 171-195
Transitions and Animations, Master Slides, Custom Animation Effects, Slide Show
10
Interactivity, Advanced Charting and Graphing

5 Mobile App: Android/IOS, Outlook, Microsoft 365, One note, Trello. 196-213

Total 40

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INTRODUCTION TO COMP. OPERATING SYSTEM
An Operating system forms the core of any computer device. The functioning and processing of a
computer system can come to hold without an operating system.
In this article, we shall discuss in detail the Operating System, along with its various types and functions.
The different features and history of the development of OS have also been discussed. For the reference
of competitive exam aspirants, some sample questions have also been given further below in this
article.

History of the Operating System

✔ It took years to evolve the Operating Systems and make them as modernised and advanced as
they are today. Given below are the details about the evolution and history of Operating
systems.

✔ Initially, the computers made did not have an Operating system and to run each program a
different code was used. This had made the processing of data more complex and time taking

✔ In 1956, the first operating systems were developed by General Motors to run a single IBM
computer

✔ It was in the 1960s that IBM had started installing OS in the devices they launched

✔ The first version of the UNIX operating system was launched in the 1960s and was written in
the programming language C

✔ Later on, Microsoft came up with their OS on the request of IBM

✔ Today, all major computer devices have an operating system, each performing the same
functions but with slightly different features

Types of Operating System

Given below are the different types of Operating System along with brief information about each of
them:

Batch Operating System

✔ There is no direct communication between the computer and the OS

✔ There is an intermediate, the Operator, which needs to distribute the work into batches and
sort similar jobs

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✔ Multiple users can use it

✔ Can easily manager a large amount of work

Real-Time Operating System

✔ It has a data processing system

✔ The processing time is very small between the user’s command and the output

✔ Used in fields where the response needs to be quick and rapid

Time-Sharing Operating System

✔ Multiple people at various terminals can use a program at the same time

✔ The main motive is to minimize the response time

Distributed Operating System

✔ When two or more systems are connected to each other and one can open files which are not
present in their system but in other devices connected in the network

✔ Its usage has now increased over the years

✔ They use multiple central processors to serve real-time applications

✔ Failure of one system does not affect the other systems connected in the network

Embedded Operating System

✔ These special Operating systems are built into larger systems

✔ They generally are limited to single specific functions like an ATM

Network Operating System

✔ They have one main server which is connected to other client servers

✔ All the management of files, processing of data, access to sharing files, etc. are performed over
this small network

✔ It is also a secure operating system for working with multiple users

Mobile Operating System

✔ With the advancement in the field of technology, smartphones now are released with an
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 Operating system.

✔ They are designed in a manner that they can help a small device work efficiently.

Functions of Operating System

Given below are the various functions of an Operating System:

✔ It helps with memory management. It keeps a track of the files being saved in the Main
memory and the primary memory of the computer device

✔ Whenever a computer is turned on, the Operating system automatically starts to work. Thus,
the booting and rebooting process of a computer device is also an important function of the
OS

✔ It provides a user interface

✔ Managing of basic peripheral devices is done by the operating system

✔ Using the password protection option of an operating system, the data in the device can be
kept secure

✔ It coordinates with the software and the user

✔ Easy navigation and organisation of files and programs are managed by the OS

✔ Any kind of program which needs to be run through the system is done by the operating
system

✔ If any kind of error or bug is found during the program is detected using the operating system

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List of Common Operating System

Operating System User interface

User interface is provided by operating system. It is the means of communication between a computer
and a person or other device user interface is of two types:
Text based: These are less intuitive, depends on text commands made up of words and symbols which
the user has to memorize.
Graphic based: Uses visual components rather than text, provides menu and toolbar that contains
commands to perform specific tasks. Example: Windows 7
Windows 10 is friendly Graphical User Interface (GUI) which uses Windows, Icons, a Mouse and Pointer
(often referred to as WIMP). Windows is the most popular operating system. There are other operating
systems such as Linux, Ubuntu, Mac OS X, Unix.

Introduction to Microsoft Windows 10 Desktop

The Windows Desktop is simply your operating system main screen. Here you have access to an array

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of tools like the Start Menu, Taskbar, and other icons. Windows 10 also introduces a search box in the
Taskbar, which facilitates browsing both your computer and the Web.
Notice the following in the Desktop Area:
START Button,SEARCH Area, TASKBAR, NOTIFICATION AREA

One of the most important parts of your Desktop is the Taskbar. By default, it sits at the bottom of your
screen giving you access to the Start Menu, several application icons, and the Notification Area.
In Windows 10, if an application is active or opened, you will see a green line below its icon. Clicking
the icon will bring the application window up.

Buttons at Upper Right Corner

Every open window feature three buttons in the upper-right corner. These are used to minimize,
maximize, or close the window Respectively.

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 ✔ Minimizing means that the window will hide in the Taskbar.

✔ Maximizing will bring the window to a full-screen size. Windows can be moved around or
resized as you please:

✔ To move a window, just click on its Title Bar on the upper side of the window and drag it.

To resize a window, move your mouse to any corner until you see a double-sided arrow. Then click and
drag until you reach the desired size.

B.6.1 Icons
Most Windows versions will feature different icons on the background. An icon is simply a graphic
representation of an application or a file. To open or access an icon, just double Left-click on it

Although the amount and type of icons will vary, depending on the computer, you can add more icons
by following these steps:

✔ Step 1: Right-click on the Desktop Background

✔ Step 2: Choose “New” and “Shortcut”.

✔ Step 3: Browse for the application or file you want to create a shortcut to.

✔ Step 4: Assign a name to the shortcut and click “Finish”.

Icons can also be moved around by clicking on them and dragging them to another place in the screen.

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Desktop Background
Desktop is the Background i.e. an image that appears at the back of your screen. Most computers come
with a pre-selected background, but you can change it to any image you want.

To change the background, follow these steps:

✔ Step 1: Right-click on the background and choose “Personalize”

Browse for you own picture

✔ Step 2: From the Personalization window, choose from a series of pre-selected pictures or
browse for your own. After choosing a picture, the Background will change automatically.

B.6.2 Start Menu

If you are looking for a specific application, you can also open the Start Menu and click “All

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Applications”. This will open an alphabetical list of all the applications installed on your computer.

The Start Menu is the main point of access to your applications. There are two main ways to open it:
Step 1: Use your mouse to click Windows icon in the lower-left corner of the taskbar.

Step 2: Press the Windows key on your keyboard.

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The Windows 10 Start Menu features two panes.

The left pane resembles the traditional Start Menu from Windows 7 and earlier, while the right pane
features live tiles that were used in Windows 8.
Left Pane

✔ Among the things you can do in the left pane are:

✔ Click the username at the top of the menu to change account settings or log in with another
user.

✔ Access the applications you use more frequently.

✔ A small arrow next to an application will open a sub-menu with a list of recent documents
opened with that application.

✔ Open the “File Explorer” to navigate your folders and files.

✔ Change the settings of your computer like your Internet connection or changing your
background.

✔ See different options to shut down your computer.

✔ See a list of all the applications installed in your computer.

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Page 12 of 213
Search Box
The “Search box” on the Taskbar will allow you to search within your documents and files or on the
Web for anything you write. The initial results will appear within the Start Menu itself.
The results will be grouped according to the closest match (or matches) labeled “Best match” at the
top of the list

The remaining results will be grouped according to what they are or their location:
Web results Documents or folders Apps

System settings
The icons on the left side of the menu do the following:

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 The Gear icon will allow you to configure the settings of your Search.

This icon will let you send Feedback to Microsoft on what you like or dislike about Windows.

The Cortana icon will activate Windows’ new personal assistant.

Clicking “My stuff” or “Web” at the bottom will expand the Start Menu and limit your results to the
location you choose, as well as streamlining the search.

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Right Pane
The right pane features a varied array of tiles, similar to the ones that were seen on the Start Screen of
Windows 8.
These tiles can be moved and dragged to different places by holding the mouse button.

You can also configure them by right-clicking on them to see options to resize them or “unpin” them
(remove them) from the Menu.
The whole Start Menu can also be resized by dragging the borders with the mouse to the desired size.

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Taskbar
The Windows 10 taskbar sits at the bottom of the screen giving the user access to the Start Menu, as
well as the icons of frequently used applications. On the right-side, the Taskbar features the Notification
Area which informs the user of different things like the state of the Internet connection or the charge
of the laptop battery.

ST Pinned NOTIFICATIO
ART N

Applic
ations AREA

The icons in the middle of the Taskbar are “pinned” applications, which is a way to have a quick access

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to applications you use frequently. “Pinned” applications will stay in the Taskbar until you “unpin” them.

Pin an Application to the Taskbar

Step 1: Search for the application you want to pin in the Start Menu.
Step 2: Right-click on the application.
Step 3: Select “More” option at the top of the menu.
Step 4: Select the “Pin to taskbar” option.

This will attach or “pin” the application icon to your Windows Taskbar.
Unpin an Application from the Taskbar

To “unpin” it, just right-click the icon in the Taskbar and select “Unpin from taskbar”. You can “pin” it
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back again any time you want.

Notification Area
The Notification Area is located at the right side of the Taskbar. It shows different types of notifications
from your computer like your Internet connection, or the volume level.
At first, the Notification Area shows a limited amount of icons. But you can click the upward arrow on
its left-side to see other icons as well.

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INTRODUCTION TO WINDOWS OS
Let us familiarize with the following features of Windows 10

File explorer
If you are looking for a specific document, another alternative is to use the File Explorer by clicking on
the Folder icon on the Taskbar.

In the File Explorer window, you can browse all your folders and documents.

File Explorer is the file management application used by Windows operating systems to browse folders
and files. It provides a graphical interface for the user
To navigate and access the files stored in the computer.
The main way to access the File Explorer is by clicking the folder icon in the Taskbar. After clicking the
icon, the File Explorer window will open.
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 1

3
2

The initial File Explorer window is comprised of the following sections:

✔ The File Explorer ribbon, which resembles the ribbon featured in Microsoft Office. The ribbon
contains buttons for common tasks to perform with your files and folders.

✔ The Navigation Pane gives you access to your libraries of documents and pictures, as well as
your storage devices. It also features frequently used folders and network devices.

✔ The Frequent folders section on the right features the folders you’ve worked with recently to
allow for quick access to them.

✔ The Recent files section in the lower part of the window features files and documents that
you’ve opened recently.

The File Explorer Ribbon

In Windows 10, the File Explorer features a new ribbon toolbar, similar to the one featured in the recent
versions of Microsoft Office. This ribbon contains buttons and commands for the most common tasks.

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The Ribbon features four tabs, each with different commands. Among the tasks you can perform from
the Home tab are:

✔ Copying and pasting files and folders from one place to another.

✔ Moving files and folders to another location.

✔ Copying files and folders to another location.

✔ Deleting a file or folder permanently or sending it to the Recycle Bin.

✔ Renaming a file or folder.

✔ Creating a new folder or other new items.

✔ Verifying or modifying the Properties of a document or folder.

✔ Opening a file or folder.

✔ Different options to select one or various files and folders.

The Share ribbon gives you different options to share your files and folders. For example:

✔ E-mailing or messaging a file.

✔ Compressing (“Zip”) a folder to take less space.

✔ Printing or faxing documents.

✔ Sharing with other users or networks.

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The View ribbon allows you to change the way Windows displays your files and folders. Some of the
changes you can make here are:

✔ Adding additional panes to show a preview or details of your files.

✔ Changing the layout of the files and folders from icons to list, and others.

✔ Sorting and arranging the contents of your folder.

✔ Hiding selected folders or files.

The File tab opens a menu with different options like:

✔ Opening an additional File Explorer window.

✔ Opening command windows for advanced users.

✔ Changing or configuring options about how File Explorer behaves.

Notifications
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Windows 10 features a new way to present notifications. You can see them in the Notification Area in
the lower-right corner of your screen.

Clicking the Notification icon will bring up a sidebar called the ACTION CENTER.

Customizing Notifications
You can customize what notifications Windows 10 presents you in the sidebar by following these steps:
Step 1: Go to the SETTINGS window and choose System.

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Step 2: In the SYSTEM window, select Notifications & actions. The screen will then show you different
settings where you can customize what notifications Windows 10 will show.

Quick actions
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Quick Actions are a set of tiles that give you access to frequently used settings and tasks (like Wi-Fi
connection, or screen brightness).

Most of the actions can be configured simply by clicking or tapping on the tile. Additional settings and
options can be accessed if you right-click the tile.
Selecting the All settings tile will take you directly to the SETTINGS window.

Customizing Quick Actions

With these Notifications, you can customize the Quick Actions tiles by going to them SETTINGS window.

After opening Settings, you can choose SYSTEM and then select Notifications & actions.

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Cloud
Windows 10 allows you to sign in using an Outlook account. By doing this, Windows synchronizes your
documents, contacts, and other things to the cloud. To sign in with Outlook, follow these steps:

Step 1: Go to SETTINGS and choose Accounts.

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Step 2: In the ACCOUNTS window, choose “Sign in with a Microsoft account instead”.

Step 3: After that, Windows will ask for your username and password. If you don’t have a Microsoft or
Outlook account, it will also provide a link to create one. Using a Microsoft account will allow you to
sync your documents and personal files to any compatible device, where you use that account.

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One drive
By signing in with a Microsoft or Outlook account, you have access to One Drive from your Windows
One Drive is a free storage space in the Cloud given to every user of a Microsoft account.

To access your One Drive from Windows, simply click on the File Explorer icon in the Taskbar.
When the File Explorer window opens, you will see the link to One Drive on the left side of the screen.

You can move documents from your local folders into OneDrive by dragging them with your mouse or
your finger.
OneDrive uses different icons to show you the status of your files and folders:

A green checkmark means that the document or folder is in sync with the online version.

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 A blue double-arrow means that the document or folder is currently syncing.

A red X means that there was some issue or problem syncing the document or folder.

Universal Apps
With Windows 10, Microsoft has launched an initiative for applications to be “universal” across their
different platforms. This means that an application designed for your computer can also work in a
Windows Phone, an Xbox, or any other Windows-compatible devices.

To achieve this, Windows developed the Universal Windows Platform (UWP) and improved the
Windows Store to serve as the unified storefront for all Windows apps. To access the Windows Store,
users can click the icon on the Taskbar. This will open the Windows Store allowing the user to browse
for any app he wants.

Windows also allows “cross-buys”, which means that buying the license for an application on one
device, also applies to any other compatible device the user has.

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Creating a System Image
In case your computer failing, Windows 10 offers you some alternatives to restore it to a specific state.
One of these alternatives is creating what is called a system image. A system image is a copy of all your
system and program files needed for your computer to run properly.
You can use this option to store an image of your computer at a specific moment, and use it to restore
your computer to that state later. The option to create a system image is in the same Backup and
Restore window we discussed before.
Step 1: Open the Backup and Restore window from the Control Panel.

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Step 2: On the Backup and Restore window, choose the “Create a system image” option on the left.

Step 3: On the Create a system image window, you can choose where to store the backup from among
three places: your hard disk, on DVD’s, or in the network.

Step 4: In the next window, just confirm your image settings and click Start backup.

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Resetting the PC
Another alternative Windows 10 offers you for system recovery is simply called “Reset this PC”. This
option will allow you to return your computer to its default factory settings. It will also give you the
option of keeping your files or removing everything. To reset your PC, follow these steps:

Step 1: Go to SETTINGS and select Update & security.

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Step 2: On the UPDATE & SECURITY window, select Recovery.

Step 3: On the Recovery window, you can click the “Get started” button under Reset this PC.

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Step 4: The next window, will ask you whether you want to reset your settings and applications, but
still keep your personal files, or just remove everything and return your computer to its default state.

KEYBOARD SHORTCUTS
Most of the new Windows’s shortcuts use the Windows key ( ) combined with other keys to perform
several actions. The following are some of the most common or useful shortcuts used in Windows 10.

SHORTCUT ACTION
Windows key Open the Start menu
Windows key +S Open the Windows Search
Windows key +C Open Cortana
Windows key + Tab Open Task View
Windows key +D Show or Hide the Desktop
Windows key +L Lock your account
Windows key +A Open the Action Center sidebar
Windows key +I Open the Settings window
Windows key +E Open the File Explorer window
Windows key + Takes a screenshot of your whole display and stores it in Pictures >

Print Screen Screenshots

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Window Snapping

SHORTCUT ACTION
Windows key + Left arrow
Snap the active window on the left side of the screen
Windows key + Right arrow
Snap the active window on the right side of the screen
Snap the active window on the top of the screen
Windows key + Up arrow

Windows key + Down arrow Snap the active window on the bottom of the screen

FAVORITE SETTINGS
As we’ve seen already, Windows 10 uses the new Settings app for most of its configuration. And
although the Settings app can be easily accessed through the Start menu, Windows 10 also allows you
to “pin” your favorite setting apps to the Start menu for even easier access. A “pinned” setting app will

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appear directly in the tiles of your Start Menu.

Pin your Favorite Settings

To “pin” your favorite settings to the Start Menu, follow these steps:
Step 1: Open the Settings window from the Start Menu.

Step 2: In the Settings window, point to your favorite settings and right-click.

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Step 3: On the small menu that appears, select Pin to Start.

Step 4: Click Yes on the screen to confirm the action. After this, you will see the Network & Internet
app directly in the Start Menu.
You can also pin more specific setting apps. To do this, follow these steps:
Step 1: Open the Settings window again.

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Step 2: On the SETTINGS window, click on System.
Step 3: On the SYSTEM window, right-click on Display.

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Step 4: From the small menu, select Pin to Start. Like the previous example, this will pin the
Display setting to the Start Menu.

Unpin your Favorite Settings

Alternatively, you can remove any pinned app from the Start Menu just by right-clicking on it and
choosing Unpin from Start.

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SHORTCUTS
In Windows 10, a shortcut is simply an icon that directs you to an item (a document, application, or
picture) that is located somewhere else in your computer. As the name implies, shortcuts make it easier
for you to access that item by being more accessible (usually on the Desktop). Shortcuts are identified
by a small arrow in the corner of the icon.

Creating a Shortcut
To create a shortcut in your Desktop, follow these steps:
Step 1: Position your mouse pointer over an empty space and right-click.
Step 2: In the menu, select New and then Shortcut.

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Step 3: On the Create Shortcut window, you can either Browse or type the location of the item you
want to access.

Choosing Browse will open another window, allowing you to search for the item in your computer.

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Step 4: After choosing the item and clicking Next, you can assign or change the name with which the
shortcut will be identified.

Step 5: After making any changes, click Finish. You will then see the shortcut in your Desktop.

Deleting the shortcut won’t delete the file it accesses.

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Printing Overview
A printer is a device that produces a paper copy of the documents on your computer. You can use a
printer to produce letters, invoices, newsletters, reports, labels, and much more.
To print from your computer you select a printer to which you would like to send the file. There are two
different ways that a printer can be connected to your computer; it can be a local printer or a Network
printer.
A local printer is connected to your computer only and there will be a printer cable that runs from your
computer to the printer. No-one else will have access to this printer unless they log on to your
computer.
A network printer is connected to your computer via the file server and will usually sit in a room away
from your computer. Other people within your department will also have access to the printer from
their computer. There won’t be a physical cable coming from your computer to the printer.

Shut Down
There are many ways to shut down your PC—you can turn the PC off completely, you can make it sleep,
or you can hibernate the PC.
Turn your PC off completely to shut down:
For Windows 10
Select the Start button and then select Power > Shut down.

Sleep
This uses very little power, your PC starts up faster, and you’re instantly back to where you left off. You
don’t have to worry that you'll lose your work because of your battery draining, because Windows
automatically saves all your work and turns off the PC if the battery is too low. Use sleep when you’re
going to be away from your PC for just a little while—like when you’re taking a coffee break.
For a lot of PCs (especially laptops and tablets), your PC goes to sleep when you close your lid or press
the power button.
To make your PC sleep:

✔ Open power options:

For Windows 10, in the search box on the taskbar, type power options and then select Power
Options.
Do one of the following:
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 ✔ If you’re using a desktop, tablet, or laptop, select Choose what the power buttons do.

✔ Next to When I press the power button, select Sleep, and then select Save changes.

✔ If you’re using only a laptop, select Choose what closing the lid does. Next to When I close the
lid, select Sleep, and then select Save changes.

✔ When you’re ready to make your PC sleep, just press the power button on your desktop,
tablet, or laptop, or close your laptop’s lid.
On most PCs, you can resume working by pressing your PC's power button. However, not all PCs are
the same. You might be able to wake it by pressing any key on the keyboard, clicking a mouse button,
or opening the lid on a laptop. Check the documentation that came with your computer or go to the
manufacturer's website.

Hibernate
This option was designed for laptops and might not be available for all PCs. (For example, PCs with
InstantGo don't have the hibernate option.) Hibernate uses less power than sleep and when you start
up the PC again, you’re back to where you left off (though not as fast as sleep).
Use hibernation when you know that you won't use your laptop or tablet for an extended period and
won't have an opportunity to charge the battery during that time. First check to see if this option is
available on your PC and if it is, turn it on.

To hibernate your PC:

✔ Open power options:

✔ For Windows 10, in the search box on the taskbar, type power options, and then select Power
Options.

✔ Select Choose what the power button does, and then select Change settings that are
currently unavailable. Under Shutdown settings, select the Hibernate checkbox (if it's
available), and then select Save changes.

✔ Now you’ll be able to hibernate your PC in a few different ways:

✔ For Windows 10, select the Start button, and then select Power > Hibernate. You can also
press the Windows logo key + X on your keyboard, and then select Shut down or sign out >

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 Hibernate.

Note
If devices connected to your PC (like monitors, printers, or scanners) aren't working properly
after waking up from sleep or hibernate, you might need to disconnect and reconnect your
device or restart your PC. You should also make sure that you have the most current drivers for
all of your devices.
MICROSOFT WORD
It includes 6 theory and 10 practical sessions.

Session plan (for Teachers)

✔ Give an overview of what we would be covering in the 16 sessions split as 6 theories and 10
practical. (15 min)

✔ Ask students if they have ever worked on MS word or know about it. If yes, ask them to speak
out one feature each. Write the responses collected on the Board. Encourage participation.
(20 min)

Cover the following about MS Word (85 min)

Introduction to MS Word
Microsoft Word is a word processing software package. You can use it to type letters, reports, and other
documents. It is designed to help you create professional-quality documents. With the finest document
formatting tools, Word helps you organize and write your documents more efficiently. Word also
includes powerful editing and revising tools so that you can collaborate with others easily. By default,
documents saved in Word 2010 are saved with the .docx extension. Microsoft Word can be used for
the following purposes:

✔ Creating business documents having various graphics including pictures, charts, and diagrams.

✔ Writing letters for personal and business purpose

✔ Sending recurrent mailers

✔ Creating different types of correspondence.

How to Start MS Word on Computer

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1st Click on start button

https://www.tutorialspoint.com

2nd. Click on all programs

3rd. Select Microsoft office form the sub menu

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4th. Click on Microsoft word and the below window opens

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Faculty to explain the below features. In case word 2007 is being used modify explanation accordingly.

Features inside MS Word

a) File Tab
The File tab replaces the Office button from Word 2007. You can click it to check the Backstage view.
This is where you come when you need to open or save files, create new documents, print a document,
and do other file-related operations.

b) Quick Access Toolbar

This you will find just above the File tab. This is a convenient resting place for the most- frequently used
commands in Word. You can customize this toolbar based on your comfort.

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 c) Ribbon

Ribbon contains commands organized in three components:

Tabs: These appear across the top of the Ribbon and contain groups of related commands. Home,
Insert, Page Layout are examples of ribbon tabs.
Groups: They organize related commands; each group name appears below the group on the Ribbon.
For example, group of commands related to fonts or group of commands related to alignment, etc.
Commands: Commands appear within each group as mentioned above.

d) Title bar
This lies in the middle and at the top of the window. Title bar shows the program and document titles.

e) Rulers
Word has two rulers - a horizontal ruler and a vertical ruler. The horizontal ruler appears just beneath
the Ribbon and is used to set margins and tab stops. The vertical ruler appears on the left edge of the
Word window and is used to gauge the vertical position of elements on the page.

f) Help
The Help Icon can be used to get word related help anytime you like. This provides nice tutorial on
various subjects related to word.

g) Zoom Control
Zoom control lets you zoom in for a closer look at your text. The zoom control consists of a slider that
you can slide left or right to zoom in or out; you can click the + buttons to increase or decrease the
zoom factor.

h) View Buttons
The group of five buttons located to the left of the Zoom control, near the bottom of the screen, lets
you switch through the Word's various document views.
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 i) Document Area
This is the area where you type. The flashing vertical bar is called the insertion point and it represents
the location where text will appear when you type.

j) Status Bar
This displays the document information as well as the insertion point location. From left to right, this
bar contains the total number of pages and words in the document, language, etc.
You can configure the status bar by right-clicking anywhere on it and by selecting or deselecting options
from the provided list.

k) Dialog Box Launcher

This appears as very small arrow in the lower-right corner of many groups on the Ribbon. Clicking this
button opens a dialog box or task pane that provides more options about the group.

l) Saving a file in MS Word

Once you are done with typing in your new Word document, it is time to save your document to avoid
losing work you have done on a Word document. Following are the steps to save an edited Word
document:
Step 1: Click the File tab and select the Save As option.

Step 2: Select a folder where you will like to save the document, Enter the file name which you want to
give to your document and Select the Save As option, by default it is the .docx format

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Step 3: Click on the Save button and your document will be saved with the entered name in the selected
folder.
There may be an instance when you open an existing document and edit it partially or completely or an
instance where you may like to save the changes in between editing of the document. If you want to
save this document with the same name, then you can use either of the following options.

✔ Just press the Ctrl + S keys to save thechanges.

✔ Click on the floppy icon available at the top left corner and just above the File tab. This option
will also help you save the changes.

✔ Choose the Save option available just above the Save As option as shown in the above
screenshot.
If your document is new and it was never saved so far, then with any of the three options, Word will
display a dialogue box to let you select a folder, and enter the document name as explained in case of
saving new document.

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 m) Opening a new word document
A new, blank document always opens when you start Microsoft Word. Suppose you want to start
another new document while you are working on another document, or you closed an already opened
document and want to start a new document. Here are the steps to open a new document:
Step 1: Click the File tab and select the new option.

Step 2: When you select the new option from the first column, it will display a list of templates in the
second column. Double-click on the Blank document; this is the first option in the template list. We will
discuss the other templates available in the list in the followingYou should have your blank document
as shown below. The document is now ready for you to start typing your text.
You can use a shortcut to open a blank document anytime. Try using the Ctrl + N keys and you will see
a new blank document similar to the one in the above screenshot.

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Opening an existing document
Step 1: Click the File tab and select the Open option.

Step 2: This will display the following file Open dialog box. This lets you navigate through different

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folders and files, and also lets you select a file which you want to open

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Step 3: Finally, locate and select a file which you want to open and click the small triangle available on
the Open button to open the file. You will have different options to open the file, but simply use the
Open option.

This will open your selected file. You can use the Open Read-Only option if you are willing just to read
the file and you have no intention to modify, i.e. edit the file. Other options can be used for advanced

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usage.

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 n) Closing the document
Step 1: Click the File tab and select the Close option.

Step 2: When you select the Close option and if the document is not saved before closing, it will display

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the following Warning box asking whether the document should be saved or not.

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Step 3: To save the changes, click Save, otherwise click don’t Save. To go back to the document, click
Cancel. This will close the document and if you have other documents open, Word displays the last
document you used, otherwise, you see a blank Word window as shown below:

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 o) File tab – backstage view introduced in word 2010
Click the File tab, located in the upper-left corner of the Word Ribbon. If you already do not have any
opened document, then you will see a window listing down all the recently opened documents as
follows:

If you already have an opened document, then it will display a window showing detail about the opened
document as shown below. Backstage view shows three columns when you select most of the available

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options in the first column

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Page 64 of 213
The following are the two important points that will help you while typing:
You do not need to press Enter to start a new line. As the insertion point reaches the end of the line,
Word automatically starts a new one. You will need to press Enter, to add a new paragraph.
When you want to add more than one space between words, use the Tab key instead of the spacebar.
This way you can properly align text by using the proportional fonts.

p) Creating sample text

To create a sample text, there is a short cut available. Open a new document and type

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=rand() and press Enter. Word will create the following content for you

q) Traversing inside the Word

⮚ With the help of mouse

- You can scroll through your document by rolling your mouse wheel, which is equivalent to clicking the
up-arrow or down-arrow buttons in the scroll bar.

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 ⮚ With scroll bars
As shown in the above screenshot, there are two scroll bars: one for moving vertically within the
document, and one for moving horizontally. Using the vertical scroll bar, you may:
Move upward by one line by clicking the upward-pointing scroll arrow. Move downward by one line by
clicking the downward-pointing scroll arrow. Move one next page, using the next page
button(footnote).Move one previous page, using the previous page button (footnote).Use the Browse
Object button to move through the document, going from one chosen object to the next.

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⮚ With keyboard

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 ⮚ With Go to command
F5 key to use the Go to command. This will display a dialogue box where you will have various options
to reach to a particular page. Normally, we use the page number, the line number or the section number
to go directly to a particular page and finally press the Go To button

Step 2: Start typing the text that needs to be inserted. Word inserts the text to the left of the insertion
point, moving the existing text to the right.

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 r) Inserting text with replacing any content
(20 min)
In the Insertion mode, text will be added into the existing content but same time it will over write all
the content which comes in its way.
Step 1: Right-click the status bar and select the Overtype option from the displayed menu.

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When you select the Overtype option, the status bar will show the insert mode as shown below:
Step 2: Click on the Insert text available at the status bar and it will switch to the Overtype mode as
shown below:

Step 3: Now click the location where the text needs to be inserted or you can use the keyboard arrows

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to locate the place where the text needs to be inserted.

Step 4: Start typing the text that needs to be inserted. Word will replace the existing text with the newly
typed text without moving the position of the exiting test.

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Note: Microsoft Word 2010 disabled the functionality of the Insert key and it does nothing, so you will

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have to follow-up with the above mentioned procedure to turn-on or turn-off the Insert mode.
Using the keyboard

Keyboard provides very good support when you want to select various components of the document
as described in the following table:

S. No. Key & Selection Method Selecting Text

Ctrl + A
1
Press Ctrl + A keys to select the entire document.
2 Shift
Keep pressing the Shift key and use any of the arrow keys to select the portion of text.

3 F8
Press F8 and then use any of the arrows keys to select the portion of text.
4 Ctrl + Shift + F8
Press Ctrl + Shift + F8 and then use any of the arrows keys to select column of the text.

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 s) Deleting text
(15 min)
The most basic deletion technique is to delete characters one at a time by pressing either the backspace
key or the delete key. Following table describes how you can delete single character or a whole word
by using either of these two keys:

S.No. Keys & Deletion Methods

1 Backspace
Keep the insertion point just after the character you want to delete and press the
Backspace key. Word deletes the character immediately to the left of the insertion
point.
2 Ctrl + Backspace
Keep the insertion point just after the word you want to delete and press
Ctrl + Backspace key. Word deletes the whole word immediately to the left of the
insertion point.

3 Delete
Keep the insertion point just before the character you want to delete and press the
Delete key. Word deletes the character immediately to the right of the insertion
point.
4 Ctrl + Delete
Keep the insertion point just before the word you want to delete and press
Ctrl + Delete key. Word deletes the word immediately to the right of the insertion
point.
Using selection method
You have learnt how to select various parts of a Word document. You can make use of that learning to
delete those selected parts as described in the following table:

S.No. Component Selection & Delete Methods

1 Deleting text between two points

Click at the start of the block of text, hold down the Shift key, and click at the end of
the block to select the portion of text and finally press either the Backspace key or the
Delete key.

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 Deleting a single word
2
Double-click anywhere on the word you want to delete and finally press either the
Backspace key or the Delete key.
Deleting a paragraph
3
Triple-click anywhere on the paragraph you want to delete and finally press either
the Backspace key or the Delete key.
Deleting a sentence
4
Hold down the Ctrl key and click anywhere in the sentence you want to delete and finally
press either the Backspace or the Delete key.
Deleting a column of text
5 Hold down the Alt key, click and hold the mouse button, and drag over the column you
want to delete and finally press either the Backspace key or the
Delete key.

6 Deleting a line
Bring your mouse in the selection bar area and click in front of the line you want
to delete and finally press either the Backspace key or the Delete key.

Deleting entire document content

7 Press Ctrl + A keys to delete the entire document and finally press either the
Backspace key or the Delete key

t) Moving text
You can move text from one location in a document to another by using the drag-and-drop technique
with the help of mouse.

⮚ Moving within same document

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Step 1: Select a portion of the text using any of the text selection methods.

Step 2: Now take your mouse pointer over the selected text and hold the left button of the mouse and
keep holding it while moving around the document
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Step 3: Take your mouse pointer to the place where you want to move the selected text and release
the mouse button. You will see that the selected text is moved to the desired location.

⮚ Moving between different documents

Step 1: Keep both the documents opened and to ensure that both documents are visible, click the
Arrange All button on the View tab on the Ribbon.

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This will display both the documents as shown below:

Step 2: Now, select a portion of the text using any of the text selection methods.
Step 3: Take your mouse pointer over the selected text and hold the left button of the mouse and keep
holding it while moving around the document.
Step 4: Take your mouse pointer at the place in the second document where you want to move the
selected text and release the mouse button. You will see that the selected text is moved to the desired
location in the second document.
Note: In case you have more than two documents, you can use the Alt + Tab keys to switch through
the different documents and select the desired destination document

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 u) Find and replace (15 min)
While working on editing a document you come across a situation very frequently when you want to
search a particular word in your document and many times you will be willing to replace this word with
another word at a few or all the places throughout the document. Here, we will understand how to find
a word or phrase in a word document and how to replace an existing word with any other word using
simple steps.

⮚ Find option
The Find command enables you to locate specific text in your document. Following are the steps to find
a word document in the following screen:
Step 1: Let us work out on a sample text available in our Word document. Just type = rand () and press
Enter; the following screenwill appear:
Step 2: Click the Find option in the Editing group on the Home tab or press Ctrl + F to launch the
Navigation pane:
Step 3: Enter a word which you want to search in the Search box, as soon as you finish typing, Word
searches for the text you entered and displays the results in the navigation pane and highlights the

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word in the document as in the following screenshot:

Step 4: You can click the clear button (X) to clear the search and results and perform another search

Step 5: You can use further options while searching for a word. Click the option button to display the
options menu and then click the Options option; this will display a list of options. You can select the
options like match case to perform case-sensitive search.
Step 6: Finally, if you are done with the Search operation, you can click the close button (X) to close the
Navigation Pane.

⮚ Find and replace option

Step 1: Click t h e Replace option in the Editing group on the Home tab or press Ctrl
+ H to launch the Find and Replace dialog box shown in Step 2:
Step 2: Type a word which you want to search. You can also replace the word using the Find and Replace

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dialog box as in the following screenshot:
Step 3: Click the Replace button available on the Find and Replace dialog box and you will see the first

occurrence of the searched word would be replaced with the replace with word. Clicking again on
Replace button would replace next occurrence of the searched word. If you will click Replace All button
then it would replace all the found words in one go. You can also use Find Next button just to search
the next occurrence and later you can use Replace button to replace the found word.
Step 4: You can use More >> button available on the dialog box to use more options and to make your
search more specific like case sensitive search or searching for whole word only etc.
Step 5: Finally, if you are done with the Find and Replace operation, you can click the Close (X) or Cancel
button of the dialog box to close the box

v) Using spell check and grammar (25 min)

Microsoft Word provides a decent Spelling and Grammar Checker which enables you to search for and
correct all spelling and grammar mistakes in your document. Word is intelligent enough to identify
misspelled or misused, as well as grammar errors and underlines them as follows.

✔ Red underline beneath spelling errors.

✔ Green underline beneath grammar errors.

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 ✔ Blue line under correctly spelled but misused words

Step 1: Click the Review tab and then click the Spelling & Grammar button.

Step 2: A Spelling and Grammar dialog box will appear and will display the wrong spellings or errors in
grammar. You will also get suggestions to correct as shown below:

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Now you have following options to fix the spelling mistakes:

✔ Ignore: If you are willing to ignore a word, then click this button and Word ignores the word
throughout the document.

✔ Ignore All: Like Ignore, but this ignores all occurrences of the same misspelling, not just once
but throughout the document.

✔ Add to Dictionary: Choose Add to Dictionary to add the word to the Word spelling dictionary.

✔ Change: This will change the wrong word using the suggested correct word.

✔ Change All: Like Change, but this changes all occurrences of the same misspelling, not just
once but throughout the document.

✔ AutoCorrect: If you select a suggestion, Word creates an AutoCorrect entry that automatically
corrects this spelling error from now on.

Following are the different options in case you have grammatical mistake:

✔ Next Sentence: You can click Next Sentence to direct the grammar checker to skip ahead to
the next sentence.

✔ Explain: The grammar checker displays a description of the rule that caused the sentence to
be flagged as a possibleerror.

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 ✔ Options: This will open the Word Options dialog box to allow you to change the behavior of
the grammar checker or spelling options.

✔ Undo: This will undo the last grammar changed.

Step 3: Select one of the given suggestions you want to use and click the Change option to fix the
spelling or grammar mistake and repeat the step to fix all the spelling or grammar mistakes.
Step 4: Word displays a dialog box when it finishes checking for spelling and grammar mistakes, finally
Click OK.

If you will right-click the mouse button over a misspelled word, then it will show you the correct

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suggestions and the above-mentioned options to fix the spelling or grammar mistake.

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 w) Formatting text (40 min)
⮚ Font type and size
Step 1: Select the portion of text the font of which needs to be changed and click the Home tab. Now
click the Font Type button to list down all the fonts available as shown below.

Step 2: Try to move the mouse pointer over the listed fonts. You will see that the text font changes
when you move the mouse pointer over different fonts. You can use the Font Scroll Bar to display more
fonts available. Finally select a desired font by clicking over the font name in the list.
Step 3: Similar way, to change the font size, click over the Font Size button which will display a font size
list. You will use the same procedure to select a desired font size that you have used while selecting a
font type.
Some commonly used fonts are

✔ Arial

✔ Times New Roman

✔ Calibri

✔ Verdana

✔ Tahoma

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 ⮚ Shrink and grow buttons
You can use a quick way to reduce or enlarge the font size. As shown in the first screenshot, the Shrink
Font button can be used to reduce the font size whereas the Grow Font button can be used to enlarge
the font size.

x) Decorating text
⮚ Making text bold
It is used to emphasize a sentence.
Step 1: Select the portion of text that the font of which needs to be made bold. You can use any of the
text selection methods to select the portion of text.
Step 2: Click the Font Bold [ B ] button in the Home tab Font group, or simply use Ctrl + B keys to make
the selected portion of text bold.

⮚ Making text italic

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We use the italicized text to differentiate it from other text.
Step 1: Select the portion of text the font of which needs to be italicized. You can use any of the text
selection methods to select the portion of text
Step 2: Click the Font Italic [ I ] button in the Home tab Font group, or simply use the
Ctrl + I keys to convert the portion of text in italic font.

⮚ Underline the text

Step 1: Select the portion of text which needs to be underlined. You can use any of the text selection
method to select the portion of text.
Step 2: Click Font Underline [ U ] button in the Home tab Font group, or simply use the Ctrl + U keys to
put an under line under the text.

⮚ Strikethrough the text

Strikethrough portion of text will look as if a line has been drawn through the middle of it. A
strikethrough portion of text indicates that it has been deleted and that the portion of text is not
required any more. It is very simple to change a selected portion of text into a strikethrough portion of
text by following two simple steps:
Step 1: Select the portion of text that you want to change to a bold font. You can use any of the text
selection method to select the portion of text.
Step 2: Click Font Strikethrough [ abc ] button in the Home tab Font group to put a line in the middle
of the text which is called strikethrough the text.

⮚ CHANGING text case

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To capitalize a text you can press shift and type the required key

Keep caps lock on and off it after you have finished Changing text to sentence case
A sentence case is the case where the first character of every sentence is capitalized. It is
very simple to change the selected portion of text into sentence case by following two simple steps:
Step 1: Select the portion of text that that needs to be put in sentence case. You can use any of the text
selection methods to select the portion of text.
Step 2: Click the Change Case button and then select the Sentence Case option to capitalize the first
character of every selected sentence.

Changing text to lowercase

In this case every word of a sentence is in lowercase.
Step 1: Select the portion of text that needs to be put in lowercase. You can use any of the text selection
methods to select the portion of text.
Step 2: Click the Change Case button and then select Lowercase option to display all the selected words
in lowercase.

Changing text to uppercase

This is where every word of a sentence is in uppercase.

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Step 1: Select the portion of text that you want to change to a bold font. You can use any of the text
selection method to select the portion of text.
Step 2: Click the Change Case button and then select UPPERCASE option to display all selected words
in all caps. All characters of every selected word will be capitalized.
A capitalize case is the case where every first character of every selected word is in capital. This is very
simple to change selected text into capitalize by following two simple steps:
Step 1: Select the portion of text that needs to be capitalized. You can use any of the text selection
method to select the portion of text.
Step 2: Click the Change Case button and then select the Capitalize Each Word option to put a leading
cap on each selected word.

⮚ Toggle operation
The case of every character will change in the reverse way. A capital character will become a character
in lower case and a character in lower case will become a character in upper case. It is very simple to
toggle case of the text by following two simple steps:
Step 1: Select the portion of text that you want to change to a bold font. You can use any of the text
selection method to select the portion of text.
Step 2: Click the Change Case button and then select the tOGGLE cASE option to change all the words

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in lowercase into words in uppercase; the words in uppercase words change to words in lowercase.

Other Important Features of Word

a) Document security (15 min)
Microsoft Word provides a high level of security for your word generated documents. You can set a
password for a document to stop unauthorized reading and editing of the document or if you want
someone just to read the document then you can set editing restriction on your word document.
Set document password
Once you set a password for a document then you will be able to open the document only if you know
the password. If you forget your password, then there is no way to recover it and to open the document.
So you need to be careful while setting a password for your important document.
The following steps will help you set a password for a Word document.

✔ Step 1: Open a Word document for which you want to set a password.

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 ✔ Step 2 : Click the File tab and then click the Info option and finally the Protect Document
button which will display a list of options to be selected.

Step 3: Select the Encrypt with Password option simply by clicking over it. This will display an Encrypt
Document dialog box asking for a password to encrypt the document. The same dialog box will appear

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twice to enter the same password. After entering password each time, click the OK button.

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Step 4: Save the changes, and finally you will have your document password protected. Next time when
someone tries to open this document, it will ask for the password before displaying the document
content, which confirms that now your document is password protected and you need password to
open the document.

Remove document password

You can remove a document password only after opening it successfully. The following steps will help
you remove password protection from your Word document.
Step 1: Open a Word document the password of which needs to be removed. You will need the correct

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password to open the document.
Step 2: Click File Tab Followed by the Info option and Finally protect the Document Button which will

display a list of options to be selected.

Step 3: Select the Encrypt with Password option simply by clicking over it. This will display an Encrypt
Document dialog box and password which will be in a dotted pattern. You need to remove this dotted
pattern from the box and make it clear to remove the password from the document.
Now when you will open your document next time, Word will not ask you for any password because
you have removed.

b) Formatting text
⮚ Changing text colour (15 min)
The text that we type comes in black by default; you can always change the color of the font to a color
of your choice. It is very simple to change the text color by following two simple steps:
Step 1: Select the portion of text the font color of which needs to be changed. You can use any of the
text selection method to select the portion of text.
Step 2: Click the Font Color button triangle to display a list of colors. Try to move your mouse pointer
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over different colors and you will see the text color will change automatically. You can select any of the
colors available by simply clicking over it.

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If you do not find a color of your choice, you can use the More Colors option to display the
color pallet box which allows you to select a color from a range of colors

⮚ Highlighting text
Step 1: Select the portion of text that needs to be highlightedwith color. You can use any of the text
selection method to select the portion of text.
Step 2: Click the Text Highlight Color button triangle to display a list of colors. Try to move your mouse
pointer over different colors and you will see the text color changes automatically. You can select any
of the colors available by simply clicking over it.
If you click at the left portion of the Text Highlight Color button, then the selected color gets applied to
the portion of text automatically; you need to click over the small triangle to display a list of colors.

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 ⮚ Text Effects
Step 1: Select the portion of text that you want to change to a bold font. You can use any of the text
selection method to select the portion of text.
Step 2: Click the Text Effect button to display a list of effects including shadow, outline, glow, reflection
etc. Try to move your mouse pointer over different effects and you will see the text effect will change
automatically. You can select any of the text effect available by simply clicking over it

✔ Text alignment (20 min)

Type of paragraph Explanation Steps Short cut

alignment

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 Left alignment A paragraph's text is left Click anywhere on the Ctrl + L keys
aligned when it is aligned paragraph you want to align
evenly along the left and click the Align Text Left
margin button available on the
Home tab
Right alignment A paragraph's text is Click anywhere on the Ctrl + R keys
right-aligned when it is paragraph you want to align
aligned evenly along the and click the Align Text
right margin Right button available on
the Home tab
Center alignment A paragraph's text will Click anywhere on the Ctrl + E keys
be said center aligned if paragraph you want to align
it is in the center of the and click the Center button
left and right margins. available on the Home tab

Justified text A paragraph's text is Click anywhere on the Ctrl + J keys

justified when it is aligned paragraph you want to align
evenly along both the left and click the Justify button
and the right margins available on the Home tab

⮚ Spacing & Bordering

✔ Indenting paragraphs (20 min)
The margin settings determine the blank space that appears on each side of a paragraph. You can indent
paragraphs in your document from the left margin, the right margin, or both the margins.

❖ Left indentation
To move the left edge of the paragraph inward towards the center of the paragraph.
Step 1: Click anywhere on the paragraph you want to indent left and click the Increase Indent button
available on the Home tab or simply press the Ctrl + M keys. You can click multiple times to create

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deeper indentation.

Step 2: You can remove left indentation by clicking the Decrease Indent button available on Home tab

or simply press Ctrl + Shift+ M keys. You can click multiple times to remove deeper indentation.
You can also use the Paragraph Dialog Box to set left and right indentations Right indentation
Means to move the right edge of the paragraph inward towards the center of the paragraph.

❖ Right Indentation
Step 1: Click anywhere on the paragraph you want to indent and then click on the Increase Right Indent
spinner available on the Page Layout tab. You can click on the spinner multiple times to create deeper
indentation. You can use the Left Indent spinners as well to set left indentation from the same place.
Step 2: You can remove right indentation by clicking the Decrease Right Indent spinner in the opposite
direction.
You can also use the Paragraph Dialog Box to set the left and the right indentations. We will see this
dialog box in the next section.

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 ❖ Hanging Indentation
You can move the left side of the first line of a paragraph inward toward the center Step 1: Click
anywhere on the paragraph you want to indent right and click the Paragraph Dialog Box launcher
available on the Home tab.
Step 2: Click the Before Text spinner to set left indentation and select Hanging Option to move the left
side of the first line of a paragraph leftward, away from the center. You can control the movement by
setting the Indentation Unit. A preview box will give only the idea and not the indentation status

First Line Indentation

You can move the left side of the first line of a paragraph inward toward the center. Let us see the
procedure to perform first line indentation
Step 1: Click anywhere on the paragraph you want to indent right and click the
Paragraph Dialog Box launcher available on the home tab
Step 2: Click the Before Text spinner to set left indentation and select the First Line Option to move
the left side of the first line of a paragraph inward toward the center. You can control the movement
by setting the Indentation Unit. A preview box will give only the idea and not the indentation status.

Bullets and Numbering

This is the most commonly used option to put a list of items in an orderly manner.
Creating list from existing text:
Step 1: Select a list of text to which you want to assign bullets or numbers. You can use any of the text
selection method to select the portion of text.
Step 2: Click the Bullet Button triangle to display a list of bullets you want to assign to the list. You can

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select any of the bullet style available by simply clicking over it.
Step 3: If you are willing to create a list with numbers, then click the Numbering Button triangle instead
of the bullet button to display a list of numbers you want to assign to the list. You can select any of the

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numbering style available by simply clicking over it.

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 ✔ Creating a list as you type
You can create a bulleted list as you type. Word will automatically format it according to your text.
Following are the simple steps to create bulleted list as you type.
Step 1: Type *, and then either press the SPACEBAR or press the TAB key, and then type the rest of
what you want in the first item of the bulleted list.
Step 2: When you are done with typing, press Enter to add the item in the list automatically and go to
add next item in the list.
Step 3: Repeat Step 2 for each list item.

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You can create a numbered list as you type. Word will automatically format it according to your text.
Following are the simple steps to create numbered list as you type.
Step 1: Type 1, and then either press the SPACEBAR or press the TAB key, and then type the rest of
what you want in the first item of the numbered list.
Step 2: When you are done with typing, press Enter to add the item in the list automatically and go to
add next item in the list.
Step 3: Repeat Step 2 for each list item
You can create sub-lists. These sub-lists are called multi-lists. It is simple to create sub- lists; press the
Tab key to put items in sub-list.

✔ Line spacing (15 min)

Line spacing is the distance between two lines in a Microsoft Word document. You can increase or
decrease this distance as per your requirement.

Spacing between lines

Step 1: Select the paragraph or paragraphs for which you want to define spacing. You can use any of
the text selection method to select the paragraph(s).
Step 2: Click the Line and Paragraph Spacing Button triangle to display a list of options to adjust space
between the lines. You can select any of the option available by simply clicking over it.

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 ✔ Spacing between paragraphs
Step 1: Select the paragraph or paragraphs for which you want to define spacing and click the
Paragraph Dialog Box launcher available on the Home tab.
Step 2: Click the before spinner to increase or decrease the space before the selected paragraph. Similar
way, click the after spinner to increase or decrease the space after the selected paragraph. Finally, click
the OK button to apply the changes.

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 ✔ Borders and shading (15 min)
Microsoft Word allows a border on any or all of the four sides of selected text, paragraphs, and pages.
You can also add different shades to the space occupied by the selected text, paragraphs, and pages.
Adding borders to text
Step 1: Select the portion of text or paragraph to which you want to add border. You can use any of the
text selection method to select the paragraph(s).
Step 2: Click the Border Button to display a list of options to put a border around the selected text or
paragraph. You can select any of the option available by simply clicking over it.

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Step 3: Try to add different borders like left, right top or bottom by selecting different options from the
border options.

Step 4: To delete the existing border, simply select the No Border option from the border options.
Note: You can add a horizontal line by selecting the Horizontal Line option from the border options.
Otherwise type --- (three hyphens) and press ENTER. A single, light horizontal line will be created
between the left and the right margins

✔ Adding shades to text

Step 1: Click the Border Button to display a list of options to put a border. Select the Border and Shading
option available at the bottom of the list of options as shown in the above screenshot. This will display
a Border and Shading dialog box. This dialog box can be used to set borders and shading around a

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selected portion of text or page borders.
Step 2: Click the Shading tab; this tab will display the options to select fill, color and style and whether
this border should be applied to a paragraph or a portion of text.

Step 3: You can use the Preview section to have an idea about the expected result. Once you are done,
click the OK button to apply the result

✔ Set tabs (15 min)

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Word enables you to set left, center, right, decimal, or bar tabs to line up columnar information. By
default, Word places tabs every .5 inch across the page between the left and right margins.

Tab Description

Left Left-aligns text at tab stop and this is the default tab.

Center Centers text over tab stop.

Right Right-aligns text at tab stop.

Decimal Aligns numbers at decimal point over tab stop.

Bar Creates a bar to separate the text.

Following are the simple steps to set the center and the right tabs in a Word document. You can use
similar steps but different tabs to set up decimal and bar tabs.
Step 1: Type some text that you want to line up with the tab stops. Press the Tab key only once between
each column of information you to want to line up. I typed the following three lines.

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Step 2: Select a tab type using the Tab button; assume the center tab and finally select the paragraph
or paragraphs the tabs of which you want to set. Next click the ruler where you want the tab to appear,
a tab will appear at the ruler where you just clicked and the selected portion of text will be adjusted in
the center.
Step 3: Now select the right tab using the Tab Button and click the ruler at the right side where you
want to align the text at the right side. A right tab will appear at the ruler where you just clicked and
the selected portion of text will be right-aligned.

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 ✔ Format painter (15 min)

Copy and Apply of text formatting works for various text attributes; for example, text fonts, text colors,
margins, headings, etc.
Step 1: Select the portion of text containing the formatting that you want to copy. I have selected a text

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which has bold and underlined font as shown below.

Step 2: click the Home tab and click the Format Painter button to copy the format of the selected text.
As soon as you click the format painter button, the mouse pointer changes to paint brush when you
move the mouse over your document
Step 3: Now you are ready to apply the copied text format to any of the selected text. So select a text
using mouse where you want to apply the copied text format. While selecting a portion of text, you
have to make sure that your mouse pointer is still in paint brush shape.
After selecting the text, just release the right-click button of the mouse and you will see that newly
selected text is changed to the format used for the original selection. You can click anywhere outside
the selection to continue working on your document for further editing.

✔ Page margins (20 min)

Margins are the space between the edge of the paper and the text. You can adjust the right, left, top,
and bottom margins of your document. By default, Word sets all margins left, right, top, and bottom to
1 inch.
Adjusting margins

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Step 1: Open the document the margins of which need to be set. If you want the margins to be applied
only to a selected part of a document, select that particular part.
Step 2: Click the Page Layout tab, and click the Margins button in the Page Setup group. This will display
a list of options to be selected but you have to click the Custom Margins option available at the bottom.
You can also select any of the predefined margins from the list, but using custom margins option you
will have more control on all the settings

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Step 3: You will have to display a Page Dialog Box as shown below where you can set top, left, right and
bottom margins under the Margins Tab. Select the Apply to: option to apply the margin on selected
text or complete document.

Step 4: If you are going to bind the document and want to add an extra amount of space on one edge
for the binding, enter that amount in the Gutter text box, and select the side the gutter is on with the
Gutter Position drop-down list. After setting all the desired values for all the margins, click the OK
button to apply the margins.

✔ Inserting page numbers (20 min)

Microsoft Word automatically assigns page numbers on the pages of your document. Typically, page
numbers are printed either in header or footer but you have the option that can display the page
number in the left or right margins at the top or the bottom of a page.
Step 1: Click the Insert tab, and click the Page Number button available in the header and footer
section. This will display a list of options to display the page number at the top, bottom, current position
etc.
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Step 2: When you move your mouse pointer over the available options, it displays further styles of page

numbers to be displayed. For example, when I take the mouse pointer at the Bottom of Page option it
displays the following list of styles.
Step 3: Finally, select any one of the page number styles. I selected the Accent Bar 1 style by clicking
over it. You will be directed to the Page Footer modification mode. Click the Close Header and Footer

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button to come out of the Footer Edit mode.
You can format your page numbers using the Format Page Numbers option available under the listed
options.

✔ Header and Footer basics (20 min)

Headers and footers are parts of a document that contain special information such as page numbers
and the total number of pages, the document title, company logo, any photo, etc. The header appears
at the top of every page, and the footer appears at the bottom of every page.
Step 1: Click the Insert tab, and click either the Header button or the Footer button that which needs
to be added first. Assume you are going to add Header; when you click the Header button it will display
a list of built-in Headers from where you can choose any of the headers by simply clicking on it.

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Step 2: Once you select any of the headers, it will be applied to the document in editable mode and the
text in your document will appear dimmed, Header and Footer buttons appear on the Ribbon and a
Close Header and Footer button will also appear at the top-right corner.

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Step 3: Finally, you can type your information whatever you want to have in your document header
and once you are done, click Close Header and Footer to come out of the header insertion mode. You
will see the final result as follows.

You can follow a similar procedure to add footer in your document

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 ✔ Creating tables (20 min)
A table is a structure of vertical columns and horizontal rows with a cell at every intersection. Each cell
can contain text or graphics, and you can format the table in any way you want. Usually the top row in
the table is kept as a table header and can be used to put some informative instruction.
Step 1: Click the Insert tab followed by the Table button. This will display a simple grid as shown below.
When you move your mouse over the grid cells, it makes a table in the table that appears in the
document. You can make your table having the desired number of rows and columns.

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Step 2: Click the square representing the lower-right corner of your table, which will create an actual
table in your document and Word goes in the table design mode. The table design mode has many
options to work with as shown below.

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 ✔ Adding rows
Step 1: Click a row where you want to add an additional row and then click the Layout tab; it will show
the following screen.

Step 2: Now use the Row & Column group of buttons to add any row below or above to the selected

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row. If you click the Insert Below button, it will add a row just below the selected row as follows.

If you click the Insert Above button, it will add a row just above the selected row Adding a column
Step 1: Click a column where you want to add an additional column and then click the Layout tab; it
will show the following screen.
Step 2: Now use the Row & Column group of buttons to add any column to the left or right of the
selected column. If you click the Insert Left button, it will add a column just left to the selected column

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as follows.
If you click the Insert Right button, it will add a column just next to the selected column.

✔ Adding word art (15 min)

WordArt provides a way to add fancy words in your Word document. You can document your text in a
variety of ways. The following steps will help you add WordArt in your document.
Step 1: Click in your document where you want to add WordArt.
Step 2: Click the Insert tab and then click the WordArt option available in the Text group; this will
display a gallery of WordArt.
Step 3: You can select any of the WordArt style from the displayed gallery by clicking on it. Now you
can modify the inserted text as per your requirement and you can make it further beautiful by using
different options available. To try it, just double-click your inserted WordArt and Word will give you
numerous options available from the Format tab to format your image. Most frequently used options
are Shape Styles and WordArt Styles.

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You can try yourself to apply different options on the inserted WordArt by changing its shape styles,
colors, WordArt Styles etc.

✔ Printing documents (15 min)

Page Orientation is useful when you print your pages. By default, Microsoft Word shows a page in
portrait orientation and in this case the width of the page is less than the height of the page; the page
will be 8.5 inches x 11 inches.
You can change the page orientation from portrait to landscape orientation. In such case, the width of
the page will be more than the height of the page and page will be 11 inches x 8.5 inches
Print preview
When you are ready for printing your Word document, it is always recommended to preview the
document before you send the document for final printing. During preview of the document you might
discover that the set margin is not appropriate or many items may not look good after printing so better
to fix them after having a preview of the document. You can also have the option to specify which pages
to print, select a printer, specify the paper size on which you want to print, and set the other printing
options.
Step 1: Open the document the preview of which you want to see.

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 Step 2: Click the File tab followed by the Print option; this will display a preview of the
document in the right column. You can scroll up or scroll down your document to walk
through the document using the given Scrollbar. In the next chapter, we will learn how to
print the previewed document and how to set different printing options.

Step 3: Once you are done with your preview, you can click the Home tab to go to the actual content
of the document

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The following steps will help you print your Microsoft Word document.
Step 1: Open the document for which you want to see the preview. Next click the File tab followed by
the Print option which will display a preview of the document in the right column. You can scroll up or
scroll down your document to walk through the document using given Scrollbar. The middle column
gives various options to be set before you send your document to the printer.

Step 2: You can set various other printing options available. Select from among the following options,
depending on your preferences.

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Step 3: Once you are done with your setting, click on the Print button which will send your document
to the printer for final printing.

INTRODUCTION TO MS EXCEL
Session objective
✔ How to start Microsoft excel?

✔ Overview of MS Excel

✔ Entering values

✔ Moving around the worksheet using various methods

✔ Creating workbook

✔ Rows and column

How to start Microsoft excel?

Microsoft Excel is a spreadsheet program written and distributed by Microsoft for computers using the
Microsoft Windows operating system and for Apple Macintosh computers. It features an intuitive
interface and capable calculation and graphing tools. It is used to analyze business, personal, or financial
data and create reports in a table format consisting of rows and columns.

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Step 1: Click on the Start button.

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Step 2: Click on All Programs option from the menu.

Step 3: Search for Microsoft Office from the sub menu and click it.

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Step 4: Search for Microsoft Excel 2010 from the submenu and click it.

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This will launch the Microsoft Excel 2010 application and you will see the following excel window.

Excel overview (20 min)

The following basic window appears when you start the excel application. Let us now understand the

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various important parts of this window.

⮚ File Tab
The File tab replaces the Office button from Excel 2007. You can click it to check the backstage view,
where you come to open or save files, create new sheets, print a sheet, and do other file-related
operations.

⮚ Quick Access Toolbar

You will find this toolbar just above the File tab and its purpose is to provide a convenient resting place
for the Excel’s most frequently used commands. You can customize this toolbar based on your comfort.

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 ⮚ Ribbon

Ribbon contains commands organized in three components:

✔ Tabs: They appear across the top of the Ribbon and contain groups of related commands.
Home, Insert, Page Layout are the examples of ribbon tabs.

✔ Groups: They organize related commands; each group name appears below the group on the
Ribbon. For example, group of commands related to fonts or group of commands related to
alignment etc.

✔ Commands: Commands appear within each group as mentioned above.

✔ Title Bar
This lies in the middle and at the top of the window. Title bar shows the program and the sheet
titles.

✔ Help
The Help Icon can be used to get excel related help anytime you like. This provides nice tutorial on
various subjects related to excel.

✔ Zoom Control
Zoom control lets you zoom in for a closer look at your text. The zoom control consists of a slider
that you can slide left or right to zoom in or out. The + buttons can be clicked to increase or
decrease the zoom factor.

✔ View Buttons
The group of three buttons located to the left of the Zoom control, near the bottom of the screen, lets
you switch among excel's various sheet views.
Normal Layout view: This displays the page in normal view.
Page Layout view: This displays pages exactly as they will appear when printed. This gives a full
screen look of the document.
Page Break view: This shows a preview of where pages will break when printed.

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 ✔ Sheet Area
The area where you enter data. The flashing vertical bar is called the insertion point and it represents
the location where text will appear when you type.

✔ Row Bar
Rows are numbered from 1 onwards and keeps on increasing as you keep entering data. Maximum limit
is 1,048,576 rows.

✔ Column Bar
Columns are numbered from A onwards and keeps on increasing as you keep entering data. After Z, it
will start the series of AA, AB and so on. Maximum limit is 16,384 columns.

✔ Status Bar
This displays the sheet information as well as the insertion point location. From left to right, this bar
can contain the total number of pages and words in the document, language etc.
You can configure the status bar by right-clicking anywhere on it and by selecting or deselecting options
from the provided list.

✔ Dialog Box Launcher

This appears as a very small arrow in the lower-right corner of many groups on the Ribbon. Clicking this
button opens a dialog box or task pane that provides more options about the group.

E.1 Entering data (20min)

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A new sheet is displayed by default when you open an excel sheet as shown in the below screen shot.

Sheet area is the place where you type your text. The flashing vertical bar is called the insertion point
and it represents the location where text will appear when you type. When you click on a box then the
box is highlighted. When you double click the box, the flashing vertical bar appears and you can start
entering your data.
Keep your mouse cursor at the text insertion point and start typing whatever text you would like to
type. We have typed only two words "Hello Excel" as shown below. The text appears to the left of the
insertion point as you type.

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There are following three important points, which would help you while typing:

✔ Press Tab to go to next column.

✔ Press Enter to go to next row.

✔ Press Alt + Enter to enter a new line in the same column.

⮚ Moving on the worksheet by various methods 25 min

Excel provides a number of ways to move around a sheet using the mouse and the keyboard.
Consider the below sample data
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Order Date Region Rep Item Units Unit Cost Total

1/6/2010 East Jones Pencil 95 1.99 189.05

1/23/2010 Central Kivell Binder 50 19.99 999.5

2/9/2010 Central Jardine Pencil 36 4.99 179.64

2/26/2010 Central Gill Pen 27 19.99 539.73

3/15/2010 West Sorvino Pencil 56 2.99 167.44

4/1/2010 East Jones Binder 60 4.99 299.4

4/18/2010 Central Andrews Pencil 75 1.99 149.25

5/5/2010 Central Jardine Pencil 90 4.99 449.1

5/22/2010 West Thompson Pencil 32 1.99 63.68

6/8/2010 East Jones Binder 60 8.99 539.4

6/25/2010 Central Morgan Pencil 90 4.99 449.1

7/12/2010 East Howard Binder 29 1.99 57.71

7/29/2010 East Parent Binder 81 19.99 1,619.19

8/15/2010 East Jones Pencil 35 4.99 174.65

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 ⮚ Moving with Mouse
You can easily move the insertion point by clicking in your text anywhere on the screen. Sometime if
the sheet is big then you cannot see a place where you want to move. In such situations, you would
have to use the scroll bars, as shown in the following screen shot:

You can scroll your sheet by rolling your mouse wheel, which is equivalent to clicking the up-arrow or
down-arrow buttons in the scroll bar.
You can move box by box or sheet by sheet. Now click in any box containing data in the sheet. You
would have to hold down the Ctrl key while pressing an arrow key, which moves the insertion point as
described here:

Key Where the Insertion Point Moves

Combination

Ctrl + right arrow To the last box containing data of the current row.

Ctrl + Left arrow To the first box containing data of the current row.

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 To the first box containing data of the current column.
Ctrl + upward arrow

Ctrl + Downward arrow To the last box containing data of the current column.

Ctrl + page up To the sheet in the left of the current sheet.

Ctrl + Page Down Ctrl To the sheet in the right of the current sheet. To

+ Home the beginning of the sheet.

Ctrl + End To the end of the sheet.

⮚ Moving with Go To Command

Press F5 key to use Go To command, which will display a dialogue box where you will find various
options to reach to a particular box.
Normally, we use row and column number, for example K5 and finally press Go To button.

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Create a workbook (30min)
Three new blank sheets always open when you start Microsoft Excel. Below steps explain you how to
create a new worksheet if you want to start another new worksheet while you are working on a
worksheet, or you closed an already opened worksheet and want to start a new worksheet.

Step 1: Right Click the Sheet Name and select Insert option.

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Step 2: Now you'll see the Insert dialog with select Worksheet option as selected from the general tab.
Click the Ok button.

Now you should have your blank sheet as shown below ready to start typing your text.
You can use a short cut to create a blank sheet anytime. Try using the Shift+F11 keys and you will see a

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new blank sheet similar to the above sheet is opened.

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 ⮚ Saving New Sheet
Once you are done with typing in your new excel sheet, it is time to save your sheet/workbook to avoid
losing work you have done on an Excel sheet. Following are the steps to save an edited excel sheet:
Step 1: Click the File tab and select Save As option.

Step 2: Select a folder where you would like to save the sheet, Enter file name, which you want to give

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to your sheet and Select a Save as type, by default it is .docx format.

Step 3: Finally, click on Save button and your sheet will be saved with the entered name in the selected
folder.

⮚ Saving New Changes

There may be a situation when you open an existing sheet and edit it partially or completely, or even
you would like to save the changes in between editing of the sheet. If you want to save this sheet with
the same name, then you can use either of the following simple options:
Just press Ctrl + S keys to save the changes.
Optionally, you can click on the floppy icon available at the top left corner and just above the File tab.
This option will also save the changes.
You can also use third method to save the changes, which is the Save option available just above the
Save As option, as shown in the above screen capture.
If your sheet is new and it was never saved so far, then with either of the three options, word would
display you a dialogue box to let you select a folder, and enter sheet name as explained in case of saving
new sheet.

⮚ Copy worksheet

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Consider sample data

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Here are the steps to copy an entire worksheet.
Step 1: Right Click the Sheet Name and select the Move or Copy option

Step 2: Now you'll see the Move or Copy dialog with select Worksheet option as selected from the

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general tab. Click the Ok button.

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Select Create a Copy Checkbox to create a copy of the current sheet and before sheet option as (move
to end) so that new sheet gets created at the end.
Press the Ok Button.
Now you should have your copied sheet as shown below.

You can rename the sheet by double clicking on it. On double click, the sheet name becomes editable.
Enter any name say Sheet5 and press Tab or Enter Key.

⮚ Hiding worksheet

Here is the step to hide a worksheet.

Step: Right Click the Sheet Name and select the Hide option. Sheet will get hidden.

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 ⮚ Unhiding Worksheet
Here are the steps to unhide a worksheet.
Step 1: Right Click on any Sheet Name and select the Unhide... option

Step 2: Select Sheet Name to unhide in Unhide dialog to unhide the sheet. Press the Ok Button.
Now you will have your hidden sheet back.

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 ⮚ Delete worksheet
Here is the step to delete a worksheet.
Step: Right Click the Sheet Name and select the Delete option

Sheet will get deleted if it is empty, otherwise you'll see a confirmation message
Press the Delete Button.
Now your worksheet will get deleted.

⮚ Close workbook
Here are the steps to close a workbook.
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Step 1: Click the Close Button as shown below.

You'll see a confirmation message to save the workbook.

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Step 2: Press the Save Button to save the workbook as we did in MS Excel - Save Workbook chapter.
Now your worksheet will get closed. Open workbook
Let us see how to open workbook from excel in the below mentioned steps.
Step 1: Click the File Menu as shown below. You can see the Open option in File Menu. There are two
more columns - Recent workbooks and recent places, where you can see the recently opened
workbooks and the recent places from where workbooks are opened.
Step 2: Clicking the Open Option will open the browse dialog as shown below. Browse the directory
and find the file you need to open.
Step 3: Once you select the workbook, your workbook will be opened as below:

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 ⮚ Rows and columns
MS Excel is in tabular format consisting of rows and columns.

✔ Row runs horizontally while Column runs vertically.

✔ Each row is identified by row number, which runs vertically at the left side of the sheet.

✔ Each column is identified by column header, which runs horizontally at the top of the sheet.

For MS Excel 2010, rows numbers range from 1 to 104857; total 104856 rows And columns range from
A to XFD in total 16384 columns.

Navigation with Rows and Columns

Let us see how to move to the last row or the last column.
You can go to the last row by clicking Control + Down Navigation arrow
You can go to the last column by clicking Control + Right Navigation arrow.

⮚ Cell Introduction

The intersection of rows and columns is called cell.

Cell is identified with Combination of column header and row number.
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For example: A1, A2

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 A. Microsoft PowerPoint
Microsoft PowerPoint is a commercial presentation application written and distributed by Microsoft
for Microsoft Windows and Mac OS X. Microsoft PowerPoint is a presentation tool that supports text,
shapes, graphics, pictures and multimedia along with integration with other Microsoft Office products
like Excel. By default, documents saved in current PowerPoint version is saved with the .pptx extension
whereas, the file extension of the prior PowerPoint versions is .ppt.
To access PowerPoint, you must have Microsoft Office installed in your PC. Only Office 2010 Home and
Student, Home and Business, Standard, Professional and Professional Plus packages have PowerPoint
included in them. Other packages may have a viewer, but you cannot create presentations with them.

Step 1 − Click the Start button.

Step 2 − Click All Programs option from the menu.

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 Step 3 − Search for Microsoft Office from the sub menu and click it.

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Step 4 − Search for Microsoft PowerPoint 2010 from the sub-menu and click it.
This will launch the Microsoft PowerPoint application and you will see the following presentation window.

First Look after opening

Create and Manage Presentations

When you open PowerPoint window by default a slide appears. The slide has two placeholders or text boxes.
Additional text boxes can be added from the Insert tab.
To start creating presentation click on the placeholder or text box a blinking cursor will appear. Then type
the title and click outside the box. The text box will disappear.

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 See the image.

Add Text, Slides, Images and Themes

In a similar way, add text or subtitle to the other text box.

See the image:

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Click outside the text box and the slide will look like the image given below:

See the image:

There are multiple ways to add slide in PowerPoint presentation. The frequently used option is to click the
New Slide button.

See the image:

The other ways to add a slide are: Office Themes, Duplicate Selected Slide and Reuse Slides.

a) Using Office Themes to add slide:

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✔ Select the slide next to which you want the new slide to appear

✔ In Home tab, click the drop-down arrow on the New Slide button

✔ It will display the office themes

✔ Select the slide choice that suits your requirement

See the Image

b) Using Duplicate Selected Slide option to add slide

✔ Select the slide you want to duplicate

✔ In Home tab, click the drop-down arrow of New Slide button

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✔ Left click the Duplicate Selected Slide

See the Image

c) Using Reuse Slides option to add slide:

✔ Select the slide next to which you want the new slide to appear

✔ In Home tab, click the drop-down arrow of New Slide button

✔ Select the Reuse Slides option

✔ Click on Browse then click on Browse File

Reuse the Old Slides

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 ✔ Select the slide from the presentation that you want to import
See the Image

Insert Picture, Shape, Graphs and Audio-Video

a) How to Insert Chart
✔ Select the Insert tab

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✔ In Illustrations group click on Chart command

See the Image-1

✔ An Insert Chart dialogue box appears

✔ Select the desired Chart style and click Ok

✔ Chart will be added to slide and an Excel worksheet appears on right side of the slide

See the Image - 2

b) How to Insert Picture and Clip Art

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 b).1 Insert Picture
✔ Click the Insert tab

✔ In Illustrations group click on the Picture button

✔ Insert Picture dialogue box appears

See the Image

✔ With a click select the desired picture

✔ Click Insert, the picture will be added to the slide

✔ Click and drag the picture to move it to desired location.

b).2 Insert Clip Art:

✔ Click the Insert tab

✔ In Illustrations group click the Clip Art button

✔ Clip Art task pane appears on the right side

✔ In task pane you will notice three fields: Search for, Search in, Results should be

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 See the Image

In "Search Field" you can enter the keyword related to clipart you want to insert. In "Collection Field" click
the drop-down arrow. It gives four options. Choose the option that suits your requirement.

See the Image

In "Results should be" filed click the drop-down arrow, you will find five options. Choose the option that suits

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your requirement.

See the Image

Now click the "Go". Clip Art menu will appear. Select the desired clip art or click the drop- down arrow next
to clip art, it will display Insert option to add the clip art.

See the Image

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 c) How to Insert Shape:
PowerPoint supports the addition of shapes in presentations. It also includes Shapes like basic geometric
shapes, flowchart components, arrows, callouts, lines and other predefined special shapes. These shapes also
double up as text boxes as they support adding text to them directly. Besides, you can also use these Shape
to crop pictures to shape.
Given below are the steps to add a shape in PowerPoint.

Step 1: Go to the Illustrations group under the Insert Tab.

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 Step 2 − Click on the Shapes dropdown to view
the available shapes.

Step 3 − Select the shape you want to insert. This will change the cursor to a + sign.
Step 4 − Click and drag on the slide to create the shape. As you drag, the shape will show up on the slide.
Continue to drag and adjust the size and the symmetry of the shape.

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 d) How to Insert Audio and Video:
PowerPoint supports multimedia in the slides. You can add audio or video clips to the slides which can be
played during the presentation. The following steps will help you add audio or video file to the slides.

Step-1: Go to the Media group under the Insert ribbon

Step 2: To insert Video file

Step 2 − To insert video file select Video as media type and Video from File to insert a video from your
computer or hard drive.

Step 3 − In the Insert Video dialog, browse for a video file and click Insert.

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 Step 3: Insert a video dialog

Step 4 − You will now see that a Video file is added to the slide.

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Step 5 − To insert audio file select Audio as media type and Audio from File to insert an Audio from your
computer or hard drive.

Insert Audio from your Computer

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Step 6 − In the Insert Audio dialog, browse for an audio file and click Insert.
Step 6 Browse and Insert

Step 7 − You will now see that an Audio file is added to the slide.
Step 7: Audio File Added

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Animations and Transitions
PowerPoint offers animation support which can be used effectively to add some motion in a
monotonous presentation and make it more interesting. Animation can be applied to any object on the slide
and the motions can the automated, timed or trigger.
The following steps will help you add and preview animations in the slide.
Step 1 − Go to the Animation ribbon and click on the Animation Pane to display the animation sidebar.
Step-1 Animations and Transitions

Step 2 − Select one of the objects in the slide and click on the Add Animation menu option.

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 Step 2: Add Animation

Step 3 − Choose from one of the Animation options.

Step-3: Choose amongst one of Animation

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 ✔ Entrance will cause the object to appear in the screen.

✔ Emphasis will cause the object to emphasis without appearing or leaving the screen.

✔ Exit will cause the object to disappear from the screen.

Step 4 − Once you add the animation for an object, it will show up in the Animation pane.
Step 4: Animation is displayed

Step 5 − By default, all the animations are initiated by a click, but you can change this. To change the trigger,
right-click on the animation object on the pane and choose an alternate trigger.

✔ Start On Click will cause the animation to start when you click the mouse.

✔ Start With Previous will cause the animation to begin with the previous animation; if this is the first
object, it will begin as soon as you reach the slide during the slide show.

✔ Start After Previous will cause the animation to begin after the previous animation ends.

Step 6 − From the timing section, you can also manipulate the animation timings.
Step 7 − To preview the animation settings, just click Play on the animation pane.

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 Alternate Trigger Option

PowerPoint supports slide transition feature which allows you to specify how should the slides
transition during the slide show.
Given below are the steps to add and preview slide transitions.
Step 1 − Select the slide to which you want to apply the transition.
Step 2 − Go to the Transition Scheme under the Transitions ribbon.

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Step 3 − Select one of the transition schemes from the list available. PowerPoint will instantly show you a
preview of the scheme. If you are not satisfied, you can pick an alternate scheme. The last selected scheme
will apply to the slide.

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Step 4 − You can change the effects on the selected transition scheme from the Effect Options menu. Every
scheme has a unique set of effect options.

Step 5 − You can also modify the transition timing settings from the Timing section.

Step 6 − To preview the slide transition, click on Preview.

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 Exercise: PPT Designing and development.
Trainers to ask the Students to prepare the Presentation on any topic from the below mentioned:
✔ Gender Equality: Explore the challenges and progress in achieving gender equality in various
spheres of society.

✔ Climate Change: Discuss the impacts of climate change, mitigation strategies, and the need for
collective action.
✔ Mental Health Awareness: Raise awareness about mental health issues, challenges, and the
importance of de-stigmatization.

✔ Human Rights: Examine current human rights issues, violations, and efforts to protect and promote
human rights globally.

✔ Social Justice: Explore topics related to social justice, such as racial inequality, income disparity, or
access to education.
✔ LGBTQ+ Rights: Discuss the struggles faced by the LGBTQ+ community and advocate for equality
and acceptance.

✔ Youth Empowerment: Highlight the importance of empowering and supporting the youth in society.

✔ Immigration and Refugees: Examine the challenges faced by immigrants and refugees, their rights,

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 and integration efforts.

✔ Digital Divide: Discuss the disparities in access to technology and the internet and its impact on
marginalized communities.

✔ Global Poverty: Address the issue of global poverty, its causes, and potential solutions to alleviate
poverty worldwide.
✔ The B.Voc. degree: recently launched by the Government of India is a skill-based undergraduate
program focused on providing vocational training and industry-relevant skills to enhance
employability. Make PPT on its history and Policy Draft.

MOBILE APP

Introduction to Mobile Apps

Mobile applications, commonly referred to as mobile apps, are software programs designed to run on smartphones,
tablets, and other mobile devices. They have become an integral part of our daily lives, offering a wide range of
functionalities from communication and social networking to entertainment, education, and productivity.

History and Evolution

The evolution of mobile apps can be traced back to the early days of mobile computing, with the introduction of basic
applications such as calculators and games on primitive mobile devices. The real transformation began with the
launch of Apple's iPhone in 2007 and the subsequent release of the App Store in 2008, which provided a centralized
platform for downloading and managing apps. This revolutionized the way software was distributed and consumed,
leading to the explosive growth of the mobile app industry.

Types of Mobile Apps

Mobile apps can be broadly categorized into three types based on their development and functionality:

1. Native Apps: These are built specifically for a particular operating system (iOS, Android, Windows) using
platform-specific programming languages (Swift/Objective-C for iOS, Java/Kotlin for Android). Native apps
offer the best performance and user experience because they are optimized for the specific platform they are
designed for.
2. Web Apps: These are essentially responsive websites that look and feel like a native app but are accessed
through a web browser. They are built using standard web technologies like HTML, CSS, and JavaScript. Web
apps are platform-independent and easier to develop and maintain but may lack the full functionality and
performance of native apps.

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 3. Hybrid Apps: These combine elements of both native and web apps. They are built using web technologies
but wrapped in a native container that allows them to be installed on a device and access native features.
Frameworks like React Native, Ionic, and Flutter are commonly used to develop hybrid apps.

Key Components of Mobile Apps

1. User Interface (UI): The visual elements and layout through which users interact with the app. A well-
designed UI is crucial for providing an intuitive and engaging user experience.
2. Backend Server: Supports the app by managing data, processing requests, and ensuring smooth
communication between the app and external resources. This is often referred to as the server-side
component.
3. APIs (Application Programming Interfaces): Allow the app to interact with other services and platforms. APIs
enable features like social media sharing, payment processing, and integration with other apps.
4. Databases: Used to store and manage data. Mobile apps often rely on local databases (like SQLite) for offline
functionality and remote databases for syncing data across multiple devices.

Importance and Impact

Mobile apps have significantly impacted various aspects of society and business:

● Communication: Apps like WhatsApp, Messenger, and Zoom have transformed how we connect and
communicate with others.
● Business: Mobile apps have opened new avenues for businesses to reach and engage with customers,
offering services like mobile banking, e-commerce, and customer support.
● Healthcare: Health apps provide functionalities for fitness tracking, telemedicine, and managing medical
records, improving accessibility to healthcare services.
● Education: Educational apps offer new ways of learning through interactive content, online courses, and
remote tutoring.

Future Trends

The future of mobile apps is being shaped by emerging technologies and trends, such as:

● Artificial Intelligence (AI) and Machine Learning (ML): Enhancing app functionalities with predictive
analytics, personalized recommendations, and automated processes.
● Internet of Things (IoT): Integrating apps with smart devices for better control and monitoring of
home automation systems, wearables, and industrial equipment.
● Augmented Reality (AR) and Virtual Reality (VR): Creating immersive experiences for gaming,
education, and retail.
● 5G Technology: Offering faster data speeds and improved connectivity, enabling more complex and
data-intensive applications.

In summary, mobile apps have revolutionized the digital landscape, offering unprecedented convenience
and functionality across various domains. As technology continues to advance, mobile apps are expected to
evolve further, bringing new innovations and transforming the way we interact with the digital world.

Microsoft Teams
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Microsoft team is a solution designed to become the core of all the activity of a company. it is a tool that
Microsoft incorporated at the end of 2016 to the already robust Microsoft 365 suite (formerly Office 365).
This means that beyond its own functionalities, it offers full integration with the other solutions in the suit:
Outlook, Word; excel; One Drive, PowerPoint, Power BI…
Based on the cloud, Microsoft Teams allows companies to modernize the way they work thanks to 4 essential
pillars for any current company.

⮚ Promote communication between employees

Make the team aware of everything with group chats, online meetings, calls, conferences…

⮚ Optimize teamwork
Collaborate on files with integrated Microsoft 365 applications like Word, Excel, PowerPoint and Shared
Point.

⮚ Customize the work area

Add your favorite Microsoft applications and third-party services to access all the resources you need.

⮚ Increase security
Get end-to-end security, administrative control, and compliance, all powered by Microsoft 365.

How to download Microsoft Teams free

Downloading Microsoft Teams for free is as simple as accessing the Microsoft website and clicking on the
button with the most appropriate version for your needs: desktop or mobile device. If you access this page
from a laptop or desktop computer, you can enter your email address to receive a download link to install it
on your mobile.
Also, on this page it is possible to find the two existing free versions: for home and small businesses or for
the work and education sectors.

Signing in to Microsoft Teams

Signing in to Teams depends on the device you are using:
✔ Windows. Click Start and then click Microsoft Teams.
✔ Mac. Select the “Applications” folder and then Teams.
✔ Tablets and mobiles. Click on the Teams application icon. After that, enter your username and
password.

Share content
Share your desktop, a PowerPoint file, or use the whiteboard if you want to show your screen and other
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activities and files on your desktop to other meeting attendees.
How to do it: To share your screen in a meeting, select “Screen Sharing” from the meeting controls. Then,
simply decide if you want to present your entire desktop, a particular window, a Power-Point file…

a) Sharing PowerPoint in a meeting

If you choose to share a PowerPoint file in a meeting, participants will be able to move through the different
slides without interrupting the main presentation. And whenever they want, they can return to the
presenter’s view with a single click.
How to do it: Select “Share Screen” from the meeting controls. In the PowerPoint section, select the file you
want to share.

b) Include the system audio

System audio sharing allows you to transmit your computer audio to meeting participants via Teams. You can
use it to play an audio or video clip as part of a presentation.
How to do it: To share your system audio, select “Share Screen” from the meeting controls, and then simply
turn on the “Include System Audio” option.

c) Use the board in meetings

The integration of Whiteboard into Microsoft Teams meetings is powered by Whiteboard for the Web, which
allows Teams meeting participants to draw, sketch, and write together on a shared digital canvas.
How to do it: You can share a whiteboard, so it is available simultaneously in whiteboard applications on
Windows 10, iOS, and the web. After you join a Teams meeting, select “Share” from the meeting’s share tray.
And in the Whiteboard section, select Microsoft Whiteboard.

d) Using the pencil on the whiteboard at a meeting

You can open the same whiteboard in Microsoft’s whiteboard applications for Windows 10 or iOS to add any
content and use the pen.
How to do it: When you start Whiteboard, Teams meeting attendees can draw on it. Click on the pencil icon,
select a color, and write down anything you want.

e) Make video calls

With Teams you can make video calls to hold meetings or create much more dynamic conversations than in
chat mode. These video calls can be made with as many members as you like and can be recorded for anyone
who missed the meeting.
How to do it: Open the chat with the person/group you wish to start the video call with and click the video
icon at the top right.

f) Customize background on Teams calls

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On Microsoft Teams you have the ability to blur everything that’s left behind when you make a video call.
How to do it: To activate the background blur you only have to access a video call and click on the More
Options icon (…) and select the option Background Blur.
*If you want to personalize the background with your own images, you can visit this article where we detail
how to do it.

Events and meetings Schedule a Teams Live event

The host of a live event can schedule a Teams Live event from the desktop or the web. This process will
automatically add the event to your group’s calendars, making it easy for attendees to be reminded of the
meeting before it starts.
How to do it: In Teams, click meetings on the right side of the application, and then click schedule a meeting.
At the top of the box.

a) Create a meeting for a Teams channel

When you create a meeting for a channel, all team members will be able to watch it and join it in that channel.
Channels cannot be edited or added after the invitation is sent. You will need to send a new invitation with
the updated channels.
How to do it: Select “New Meeting”. Type the name of a single channel where Add a Channel is indicated (in
the date and time fields).

b) Join a meeting without a Teams account

You do not need a Microsoft Teams account to access meetings on this platform. Anyone who receives a
meeting invitation can join a Microsoft Teams session. After clicking the link, a web page will open, where
you will see two options: download the Windows application or join the meeting via the web. When joining
via web, you can use Microsoft Edge or Google Chrome.
How to do it: Enter your name and choose your audio and video settings. If the meeting room (or other device
that is connected to the meeting) is nearby, choose audio OFF to avoid interruptions. Select phone audio if
you want to hear the meeting on your mobile phone.

c) Find a chat or channel

Sometimes, we need to access channel or chat information as quickly as possible. It is very simple and works
for group and private chats!
How to do it: Go to chat or channel, press Ctrl + F (or CMD + F for Mac) and then type what you want to
search for. You’ll get results from just that channel or chat.

How to create a team in Teams

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There are several ways to create groups in Teams:

a) Create a team from scratch

When you generate a team, your Microsoft 365 group is automatically created, containing an inbox, Outlook
calendar, OneNote and SharePoint space. Teams can be public or private.
How do I do this: On the left side of the application, click on “Teams” or go to the bottom of the application
to “Join or create a team”. Once the “Create a team” card appears, click on “Create a team” and choose
“From scratch”. After naming it and writing an optional description, click on “Create”.

b) Create a team from a template

You can use the team templates created specifically for each one and create optimized teams for your way
of working. There are also some new templates for project management, employee incorporation and more.
How to do it: Tap the “Teams” tab on the left side, and the “join a team or create one” option at the bottom
of the team list. At this point, choose “Select from a Template”, scroll down and choose a template for your
new team. After reviewing the list of channels and applications with which the new one will start, select.
“Start” at the bottom. All that remains is to customize the name and details of the group and press “Create”.

Google Meet
Google Meet is Google’s secure and easy-to-use video conferencing solution that is available to schools for
free through Google Workspace for Education.
Educators use Meet to connect with your child one-on-one, to facilitate remote instruction and to hold virtual
meetings and conferences with parents and guardians.
Meet works with all modern web browsers (like Chrome, Safari, etc.), meaning you don’t have to install or
download software to your desktop computer in order to use it. For those looking to join from a mobile device
like a tablet or smartphone, Meet has a dedicated mobile app that optimizes the video conferencing
experience for mobile conditions. If you are using Meet on a Chromebook, we recently made significant
performance improvements like audio and video optimizations and the ability to handle multitasking better.

How do I join a Google Meet?

There are a variety of ways to join a call or meeting, including joining from Google Classroom, or via a meeting
link or invitation that your teacher has shared via email or Calendar.

How does Meet protect my safety and privacy?

Google is committed to building products that help protect student and teacher privacy and security. We
designed Meet with industry-leading built-in protections that help keep calls safe by default. Here are a few
examples:

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 ✔ Encryption by default: In Meet, all data is encrypted in transit by default between your device and
Google.

✔ Unique meeting IDs: Each Meeting ID is 10 characters long, with 25

✔ characters in the set, so it’s difficult to make an unauthorized attempt to join the meeting by
guessing the ID.

✔ Protection against reusing finished meetings: Students can’t rejoin meetings once the final
participant has left, unless they have meeting creation privileges to start a new meeting. This means
if the instructor is the last person to leave a meeting, students can’t join again until an instructor
restarts the meeting.

✔ No plug-ins required: To limit the attack surface and eliminate the need to push out frequent
security patches, Meet works entirely in your web browser, eliminating the need to download and
update plug-ins.
Meet also gives educators powerful controls to help keep virtual classes safe and secure.
✔ Safety locks: Educators can decide which methods of joining (via calendar invite or phone, for
example) require users to obtain explicit approval to join.

✔ Block anonymous users by default: Engaging safety locks will block all attempts to join a meeting
from anonymous users (users not logged in through a Google Account), and enforce the
requirement that the host joins first.
✔ Host moderation controls: Educators can control the level of participant interactivity in the
meeting. The chat lock and present lock will let hosts control which attendees can chat and present
content within the meeting. Educators can also access these controls on mobile devices.

✔ End a meeting for all participants: Prevents students from staying on after the teacher has left —
including in breakout rooms.

Google Drive, G-sheets and G-Slides

E.6.1 Google Drive:
Google Drive is a free service from Google that allows you to store files online and access them anywhere
using the cloud. Google Drive also gives you access to free web-based applications for creating documents,
spreadsheets, presentations, and more.

a) Why use Google Drive?

Google Drive is one of the most popular cloud storage services available today. If you've never used a cloud-
based storage service like Google Drive before, take a moment to consider the advantages of keeping your
files online. Because files can be accessed from any computer with an Internet connection, Drive eliminates
the need to email or save a file to a USB drive. And because Drive allows you to share files, working with
others becomes much easier.
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 b) Creating files on Google Drive
Google Drive doesn't just store your files; it also allows you to create, share, and manage documents with its
own productivity apps. If you've ever used a suite like Microsoft Office, some things about Google Drive's
apps might seem familiar. For instance, the types of files you can work with are similar to files that can be
created with various Microsoft Office programs.
Below are the types of files you can create and share on Google Drive:

✔ Documents: For composing letters, flyers, essays, and other text-based files (similar to Microsoft
Word documents)

✔ Spreadsheets: For storing and organizing information (similar to Microsoft Excel

workbooks)
✔ Presentations: For creating slideshows (similar to Microsoft PowerPoint
presentations)
✔ Forms: For collecting and organizing data
✔ Drawings: For creating simple vector graphics or diagrams

Google Spreadsheets
Google Sheets allows you to organize, edit, and analyze different types of information using spreadsheets.
In this lesson, you'll learn about the different ways you might use spreadsheets and how to navigate the
Google Sheets interface.

You'll also learn the basic ways to work with cells and cell content, including how to select
cells, insert content, and copy and paste cells.

a) All about Google Sheets

Google Sheets is a web-based spreadsheet application that allows you to store and organize
different types of information, much like Microsoft Excel. While Google Sheets does not offer
all of Excel's advanced features, it's easy to create and edit spreadsheets ranging from the simple to
the complex.
While you might think spreadsheets are only used by certain people to process complicated numbers and
data, they can actually be used for a variety of everyday tasks. Whether you're starting a budget, planning a
garden, or creating an invoice or just about anything else you can think of, spreadsheets are a great way to
organize information.

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 b) To create a new Google spreadsheet:
1. While viewing your Google Drive, click New and select Google Sheets from the drop-down menu.

2. The spreadsheet will appear in a new browser tab.

3. To name your spreadsheet, locate and select Untitled spreadsheet at the top of the page. Type a
name for your spreadsheet, then press Enter on your keyboard.

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4. Your spreadsheet will be renamed.

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 5. Whenever you need to view or edit your spreadsheet, you can access it again from your Google
Drive, where it will be saved automatically.

You may notice that there is no save button. This is because Google Drive uses autosave, which automatically
and immediately saves your files as you edit them.

E.6.2 Google Slides

a) Getting started with your presentation
Google Slides allows you to create dynamic slide presentations. These presentations can include animation,
narration, images, videos, and much more. In this lesson, you'll learn about the Google Slides interface and
the basics of setting up your document, including the menu and shortcut toolbars, zoom settings, and
choosing a theme.
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 b) The Google Slides interface
When you create a new presentation in Google Slides, the interface for Slides will appear. This interface
displays the toolbar, along with the main view of your presentation. It allows you to create and modify slides,
choose a theme, and share the presentation with others.
Click the buttons in the interactive below to learn about the interface for Google Slides.

c) Choosing a theme
When you first create a new presentation, Google Slides will prompt you to choose a theme. Themes give
you a quick and easy way to change the overall design of your presentation. Each theme has a unique
combination of colors, fonts, and slide layouts. Select a theme from the panel on the right side of the window,

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and it will be applied to your entire presentation.

You can choose from a variety of new themes at any time, giving your entire presentation a consistent,
professional look. If you want to change your theme, you can open the Themes panel again by clicking the

Theme command on the shortcut toolbar.

a) collaboration tools
✔ Online collaboration tools are apps, software programs, or platforms that help businesses and their
people streamline the creative process, and work together more effectively, and efficiently. Otherwise
known as team collaboration tools, they enable managers and employees to assign tasks, update on
progress, report on outcomes and generally improve workflows and communication, both internally
and externally.

✔ Popular types of collaboration tools for business include project management applications, remote
conferencing platforms, digital asset management (DAM) systems, web-based tracking tools, and
messaging apps.
✔ The best collaboration tools increase productivity, enhance creativity and make sure that every
stakeholder knows exactly what they need to do and when. They make accessing and working on
documents, projects, and digital templates a breeze. They help organizations of all shapes and sizes
manage resources and projects more effectively and ensures everyone is working within the correct
brand guidelines.

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 e).1 What are the benefits of collaboration tools?
✔ Easier to work remotely

Even in the before times, working remotely was becoming more and more popular and accepted. Now, with
hybrid teams based both in and out of the office, collaboration tools make it easy to remain connected and
productive. Not only that, enterprise software implementation has gone remote too. Find out more about
remote onboarding for DAM in our free guide.

✔ Improved security

The best online collaboration tools use highly secure cloud storage, but not all collaboration tools have the
same strict security measures (see ours here.) When your data is stored locally, it’s at risk for cybercrime and
theft. Use cloud collaboration tools with ISO certifications because this signifies the company complies with
data protection acts mandated by governments.

✔ Boosts employee productivity and satisfaction

When your employees have the best tools to do the job, they are going to be more happy and productive.
Collaboration tools make communication internally and externally a lot more easy and pleasurable.
Employees can be confident about their responsibilities and are able to keep up to date with requests. This
helps them manage their workload better and gives them more time to develop and grow.

e).2 How do businesses use collaboration tools?

Collaboration tools enable employees to work together on a project without being in the same location. It
helps them communicate effectively and organize projects easily to increase workflow while remote or
traveling for business.
Companies should choose software that meets their individual needs. Here are some criteria that you can
use to identify the best service for your team:

✔ Prefer multiple features

Some tools offer excellent service but are only focused on one aspect of team collaboration. Give some
thought to how efficient this really is. Teams may end up spending time changing between complementary
software. It’s better to look for a tool that’s feature-rich and allows people to use it in many different ways.
✔ Look for ease of use

This is obviously one of the most important criteria. If a service works but takes a lot of time to get used to,
it won’t help teams (especially fast-growing teams.) Request a demo and keep an eye out for an intuitive
interface and simple navigation.

✔ Pay attention to privacy options

Collaborating with teams doesn’t mean all conversations and files should be public. Sometimes, you’ll want
team members to have private conversations or work on sensitive projects. Make sure you look at privacy
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options before you choose a service.

✔ Opt for cloud

Cloud-based technology has many advantages. It can solve your version control headaches by allowing you
to see recent edits and activity. All information is stored online so everyone can be on the same page, no
matter where they are.

✔ Ask for integrations and compatibility

Remember that it’s better to use a tool with multiple features? Well, not always. Occasionally, you discover
a tool that does one thing perfectly. Integrations are key. Look for tools that seamlessly integrate with other
apps or software.
Compatibility is also important. For example, your tools should support all the file types your team normally
uses.

e).3 Here is a list of 16 of the best collaboration tools that can support your team’s needs:

● Communicate with your team

People can’t collaborate if they don’t communicate. From instant messaging to video conferencing tools (the
best alternative to face-to-face meetings), there are many options for team collaboration tools:
❖ Flow dock

Flow dock is a group and private chat platform. Its most interesting feature is its team inbox which aggregates
notifications from other channels, like Twitter, Asana and customer support tools.

❖ GoToMeeting

GoToMeeting is an online video conferencing software that allows users to schedule meetings and share
screens. It is one of the most popular video tools with millions of users.
❖ Slack

Slack is a popular and well-crafted platform offering instant messaging, file transfers and powerful message
search. It has many features and dozens of integrations with other tools like Trello and Intercom.

❖ WebEx

Cisco’s WebEx provides personalized video meeting rooms where users can to host and join meetings. People
can use WebEx for team collaboration, webinars, training and customer support.

● Manage projects and tasks

Project management tools are critical. Who can coordinate effectively when they can’t monitor task progress
or keep track of objectives?

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 ❖ Asana

One of the most well-known project management tools, Asana allows users to assign tasks to other members,
add followers to projects and monitor deadlines. It’s very useful as a to-do list or calendar for strategic
planning.

❖ Dapulse

Dapulse is a collaboration tool that helps you communicate, set objectives and assign tasks. Its big advantage:
it has a great visual design so it’s easy to understand and work with.
❖ ProofHub

ProofHub is a work management tool that offers a comprehensive suite of collaboration and project
management functions. On this platform, you can organize files, plan and monitor projects and discuss with
colleagues and stakeholders. ProofHub also lets you review and approve files through an online proofing tool.

❖ Redbooth

Redbooth is an easy-to-use project management tool. Its platform allows users to plan and collaborate
through many functions from video conferencing to creating Gantt charts.

❖ Trello

Trello has an intriguing interface that resembles solitaire (you can even drag task cards across columns, just
like you would playing cards). It’s easy to learn and works well for monitoring projects and assigning tasks.
Trello also makes using Agile, Scrum and other project management frameworks easy.
❖ Wimi

Wimi offers users their own ‘unified workspaces’ where teams can manage projects and share files and
calendars. You can control access in each workspace with a rights-based system. Wimi Drive, their file syncing
software, helps you make the most out of cloud technology.
❖ Milanote

Milanote is one of the qualified tools that can be used for serving numerous purposes including blogging.
Using this tool, you can organize creative projects and place them into excellent visual boards. It will provide
you a feel like you’re working on the wall in a creative studio. Milanote would be a great fit too for designers
who work remotely.
❖ Airtable

Airtable is the perfect choice for the project manager looking for a creatively bent software option who also
appreciates and understands the utility of spreadsheets. If someone were to take Microsoft Excel and add
more fun and personality to it, along with some additional team management features, you’d get Airtable. It
is the perfect tool for marketing agencies and other service- based project teams
❖ Creating together
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A task isn’t always one person’s responsibility. Sometimes team members need to create together. These are
the best collaboration tools:
❖ Coding team

Coders can easily collaborate when writing their code through platforms like Coding team. It offers a free
‘software forge’ that encourages visibility and collective code building.

❖ Igloo

Igloo is a company intranet that allows people to communicate and get work done. Its wiki allows colleagues
to share information and ideas.

❖ Google Docs

Google needs no introduction. Google’s collaboration tools include its Docs and Sheets services, which are
designed to allow teams to edit files at the same time and save all their changes automatically.
❖ Quip

Quip started off as a mobile app and released a desktop version later. Teams can import and work live on
different file types. Edits are saved automatically and its chat, comment and checklist features make
collaboration easy.

Differentiate Trello Vs Airtable

PRODUCT

Trello Airtable

Trello is the perfect collaboration tool for Airtable is the perfect project
beginners and seasoned professionals management software for a true
alike. collaborative experience. Both
DESCRIPTION aesthetically pleasing and highly
Track all of your professional or personal functional, Airtable makes project
projects with one of the best kanban-basedmanagement -- dare we say -- fun!
software options.

BEST FOR Easiest to Use Consulting industry

Free: 10 team boards, 50 automated Free: Unlimited databases, 1,200

commands/month, 2FA Business: records per database, 2GB storage per
$9.99/user/mo nth. 1,000 automated base, mobile app
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 commands/month, advanced admin
options, priority support Enterprise: From Plus: $10/user/month, 5,000 records
$20.83/user/month. Unlimited automated per database, 5GB storage per base
PRICING
commands, personalized onboarding Pro: $20/user/month, 50,000 records
per database, 20GB storage per base,
advanced calendars. Enterprise:
Negotiated with client

Offers free option Unparalleled user Visually appealing user interface.

experience Easy onboarding procedure Flexible task-tracking systems. Lots of
WHAT WE LIKE project templates to choose from

No financial management features No Clunky task date functions Potentially

COULD BE BETTER phone support for free users Calendars set confusing without instructions Limited
as an add- on rather than a basic feature user permissions

Task scheduling and prioritization Shared Task scheduling and prioritization

team calendar Time tracking Multiple Premade templates Time tracking
KEY FEATURES collaboration features multiple collaboration features

Most issues solved through support tickets Mostly online forums, Tutorials and
SUPPORT Business and Enterprise plans have priority videos No phone support
phone support

Great beginner tutorials Great UI with easy Great visuals help organize tasks
EASE OF USE navigation Simple, fast workflows Powerful tool with learning curve

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