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THE WORD PROCESSOR

WORD PROCESSOR: - It is a software package. It helps to write, edit, and print
documents in a beautiful way.
FEATURE OF WORD PROCESSOR: - the feature of word processor is as follows—
 Word wrap  Output application
 Editing of text  Mail merge
 Page formatting  Spelling and grammar check
 Paragraph formatting  On line assistance
 Text formatting

MICRO-SOFT WORD
INTRODUCTION: - M.S word is developed by micro-soft company (U.S.A). The
Director of this company is Bill Gates and the Extension of This Software in .DOC.
M.S word is a windows based application, which is useful for creating office menus, books and
magazines. These features can be seen in M.S word—
 Efficient mode of text editing,
 Facility of cut, copy, paste and
paste special,
 Pagination,
 Import/ export text,
 Spelling and grammar check,
 Mail merge
 Macro (recording)
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STARTING M.S WORD

To start M.S word, do the following—
 Click start button,
 Take pointer to all programs,
 Make to M.S office group and click on M.S Word, the application window of
M.S Word will appears,

ELEMENTS OF M.S WORD

WINDOW
RIBBON AND
TAGS-
Like the other program in the office package, word has got a new smarter look. The most
obvious change is that the traditional menu and toolbars have been replaced by the
new ribbon. The ribbon contains ribbon tags and every tag contains button for the
various functions that used to be located in the menu and toolbars. These ribbon and tags
are as follows—
 Title bar or ribbon
 Task bar or ribbon
 Status bar or ribbon
 Tool and formatting bar or ribbon
 Title bar or ribbon: -the top most bar of the window is called title bar.
M.S Word is written on this bar. The title bar can be dividing in following buttons—
 Office button
 Quick access button
 Minimize, maximize, and close button
Office button: - in the upper left corner of the screen, you will find the round office
button. It corresponds basically to the old “files” menu. When you click on the office
button,
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when you want to create a new blank document and when you need to save it. You will
also find menu items for preview and print.

Quick access button: - the small, discrete “quick access” button is located just to
the right of the office button. Using quick access, you can save, undo, redo etc with a click.
Minimize, maximize, and close button: - in the upper right corner of the
screen three buttons namely Minimize, maximize, and close button are placed.
 Task bar or ribbon: - the task bar shows the current document which
is open. It contains start button and show the current time.

 Status bar or ribbon: - the status bar shows the status of the current
page and also shows the view button. In this bar we can look the status of the
document like, page no., words, language type etc. and also we can look
many view of document and change the size of page.

 Tool and formatting bar or ribbon: - this bar contains several

tools and button or tab.
The home tab: - the home tab contains many buttons. Those buttons are very useful,
and it also contains many formatting bar or ribbons. the home tab can divide in many parts.
These are as follows—

CLIPBOARD
TOOLS NAME OF TOOLS EFFECT
Cut (ctrl + x) Cut the selected information

Copy (ctrl + c) Copies the selected information

Paste (ctrl + v) Paste the selected information

Format pointer (ctrl+shift+c) Copies format for the selected

FONT text
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TOOLS NAME OF TOOLS EFFECT

Font (ctrl+shift+f) Shows different font style

Size of Shows different size of

font(ctrl+shift+p) Bold font Set bold the text

(ctrl+B) Set italic the text

Italic (ctrl+I) Underline Underline the text

(ctrl+u) Set superscript the text

Superscript(ctrl+shift+ Set subscript the text

+) subscript(clrt+=) Draw a line through of the middle

of the text
strickthrough Increase the font size

grow font (ctrl+>) Decrease the font size

Change all the selected text to
shrink font (ctrl+<) uppercase, lowercase, or other
change case common capitalizations
Make text look like it was
marked with a highlighter pen
text highlight color Change the text color

font color Clear all the formatting from the

selection, leaving only the plain text
PARAGRAPH

TOOLS NAME OF TOOLS EFFECT

Bullets Start a bulleted list

Numbering Start a numbered list

Multilevel list Start a multilevel list

Align text left (ctrl+ Align text to left
L) Center align(ctrl+ Center text
E) Align text to the right
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Justify (ctrl+ j) Align the text both left and

right margin,
Decrease indent Decrease the indent level of the
paragraph
Increase indent Increase the indent level of the
paragraph
Sort Alphabetize the selected text or sort
numerical data
Show/hide (ctrl+*) Show paragraph marks and other
formatting symbols
Line and paragraph spacing Change spacing between line of
text
Shading Color the background behind the
selected text or paragraph
Border Customize the border of the selected
text or cell.

STYLE

TOOLS NAME OF TOOLS EFFECTS

Normal Normal font

Headings Set the heading

Clear formatting Clear the formatting for all the

Selection
Change style Change the style, color, font and
paragraph spacing used in the
document

EDITING

TOOLS NAME OF TOOLS EFFECTS

Find (ctrl+ f) Find text or other content in the
document
Replace (ctrl+ h) Replace text in the document
Select Select text or object in the document

The insert tab: - the insert tab contains many buttons. Those buttons are very useful,
and
it also contains many formatting bar or ribbons. The insert tab can divide in many
parts. These are as follows—
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PAGE

TOOLS NAME OF TOOLS EFFECTS

Cover page Insert a fully formatted page

Blank page Insert a new blank page at the

position of cursor
Page break (ctrl+ return) Start the next page at the current
position

TABLE
TOOLS NAME OF TOOLS EFFECTS
Table Insert or draw a table into the
document

ILLUSTRATIONS

TOOLS NAME OF TOOLS EFFECTS

Picture Insert a picture from file

Clip art Insert a clip art into a document

Shapes Insert ready-made shape

Smart art Insert a smart art to visual

communicate information

Chart Insert a chart to illustrate and

compare data
LINKS

TOOLS NAME OF TOOLS EFFECTS

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Hyperlink (ctrl + k) Create a link to a web page, a

picture, an e-mail address, or a
program.
Bookmark Create a bookmark to assign a
name
Cross-reference a specific point in a
document.
Refer to items such as
HEADER AND FOOTER heading,
figure, and tables by inserting a
cross reference

TOOLS NAME OF TOOLS EFFECTS

Header Edit the header of the document.

Footer Edit the footer of the document.

Page number Insert page number into the

document
TEXT

TOOLS NAME OF TOOLS EFFECTS

Text box Insert preformatted text
box
Quick parts
Insert reusable pieces of content,
including fields, document properties
Word art such as title and author
Drop cap Insert decorative text in
your
Signature line document
Date & time Creating a large and capital letter
at
Object the beginning of a paragraph
Insert a signature line
Insert the current date & time in the
SYMBOLS
TOOLS NAME OF TOOLS EFFECTS
Equation Insert common mathematical equation
symbol Insert symbol that is not present
on the keyboard
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The page layout tab:- the page layout tab contains many buttons. Those buttons
are
very useful, and it also contains many formatting bar or ribbons. The page layout tab
can divide in many parts. These are as follows—
THEMES
TOOL NAME OF TOOL EFFECTS
Themes Change the overall design of the
document
Color Change the color for the
Fonts current theme
Change the font for the current theme
Effects Change the effect for the current
theme
PAGE SET UP

TOOL NAME OF TOOL EFFECTS

Margins Select the margin side for the sheet
Orientation Switch the page between portrait or
landscape layout
Size Choose the paper size for the
current section
Split page into or more column
Column

Break Start the next page at the current position

PAGE BACKGROUND

TOOL NAME OF TOOL EFFECTS

Watermark Insert ghosted text behind the content
of the page
Page color Choose a color to the back ground of
the text
Page border Add or change the border of the page
PARAGRAPH

TOOL NAME OF TOOL EFFECTS

Indent Move the paragraph to the right or
left by a certain amount

spacing Change the spacing between

paragraph line
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ARRANGE

TOOL NAME OF TOOL EFFECTS

Position Position the selected object of the text

Bring to front Bring the selected object in front of the

other object

Send to back Bring the selected object in back of the

other object
Text wrapping Change the way text wraps around the
selected object
Align Align the adage of the multiple
selected object
Group Group the selected objects

rotate Rotate the selected objects

References: - the reference tab contains many buttons. Those buttons are very useful,
and it also contains many formatting bar or ribbons. The reference tab can divide in
many parts. These are as follows—
TABLE OF CONTENTS

TOOL NAME OF TOOL EFFECTS

Table of contents Add a table of content of text

FOOT NOTES
TOOL NAME OF TOOL EFFECTS
Insert foot notes Add a footnote to the document

Insert end notes Add a endnote to the document

Next foot notes Add a next footnote to the document

CITATIONS & BIBILOGRAPHY

TOOLS NAME OF TOOLS EFFECTS

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Insert citation Cite a book, journal article or other

periodical as the source for a piece of
information in the document
Manage source View the list of all the sources
cited
in the document
Bibliography Add a bibliography, which lists of
all
CAPTIONS the sources cited in the
document

TOOLS NAME OF TOOLS EFFECTS

Insert caption Add a caption to the picture or other
image
Insert table of figures Insert a table or figure into the
document
Cross reference Refer to items such as heading,
figure and tables by inserting a
cross
reference
INDEX

TOOLS NAME OF TOOLS EFFECTS

Mark entry Include the selected text in the index
of the document
Insert index Insert a table in to the document

Update index Update the index so that all the

entries to the correct page number
TABLE OF AUTHORITIES

TOOLS NAME OF TOOLS EFFECTS

Mark citation Add the selected text as an entry in
the table of authorities
Insert table of authorities Insert a table of authorities into the
document

The mailing tab: - the page layout tab contains many buttons. Those buttons are
very
useful, and it also contains many formatting bar or ribbons. The page layout tab can divide
in many parts. These are as follows—
CREATE
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TOOL NAME OF TOOLS EFFECTS

Envelopes Create and print envelope

Labels Create and print label

START MAIL MERGE

TOOL NAME OF TOOLS EFFECTS

Start mail merge You can insert field, such as name
and address,
Select recipients Choose the list of people you intend
to send the letter to.
Edit recipient list Make changes to the list of recipient
and decide which of theme
should receive your letter
WRITE & INSERT FILEDS

TOOL NAME OF TOOLS EFFECTS

Highlight merge fields Highlight the field you have
inserted in the document
Address block Add an address to your letter
Greeting line Add a greeting line such “dear <<
first name>>” to your document
Rules Specify rules to add decision-
making ability to the mail merge.
Match fields Match fields allow to tell word the
meaning of different field in
your recipient list.
PREVIEW RESULT

TOOL NAME OF TOOLS EFFECTS

Preview results(view Replace the merged field in
merged list) your
document which actual data from
your recipient list so you can look
Go to record what it looks like
Preview the specific record in
the
FINISH
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TOOL NAME OF TOOLS EFFECTS

Finish and merge Complete the mail merge

The review tab: - this tab is used for insert comment, and translate the language.

PROOFING
TOOL NAME OF TOOLS EFFECTS
Spelling & grammar(F7) Check the spelling & grammar in the
document
Research (alt+ click) Search reference material dictionary
and translation service
Thesaurus(shift + f7) Suggest other word with the similar
Word count meaning to the word you have
selected
Translate Find out the number of word,
character, paragraph and lines in the
document
Translate word or paragraph into
different language

COMMENTS
TOOL NAME OF TOOLS EFFECTS
New comment Add the comment about the selection
Delete Delete the comment

Preview Show the previous comment in the

document
next Navigate the next comment in
the document
TRACKING

TOOL NAME OF TOOLS EFFECTS

Track change (ctrl+ Track all the changes made to the
shift+E) document, including
insertion, deletion or formatting
changes
Choose what type markup to show in
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Show markup the document

Show revisions in the previous
Reviewing pane document

CHANGES

TOOL NAME OF TOOLS EFFECTS

Accept Accept the current change and move
to the next proposed change
Reject Reject the current change and move
to the next proposed change
Preview Navigate to the next revision in
Next the document show you can reject
and accept
COMPARE

TOOL NAME OF TOOLS EFFECTS

compare Compare or combine multiple
versions of the document
PROTECT

TOOL NAME OF TOOLS EFFECTS

Restrict editing Restrict how people edit or format
specific part of the document

The view tab:- we can view the document in many format with the help of document.
DOCUMENT VIEWS

TOOL NAME OF TOOLS EFFECTS

Print layout View the document as printed page

Full screen reading View in the document in the

full screen
Web layout
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View in the document as web page

Outline
View the document as an outline
draft
View the document as a draft to
quickly edit the text
SHOW

TOOL NAME OF TOOLS EFFECTS

Ruler Show the ruler
Gridline Torn on gridline to which you can
align objects in the document
ZOOM

TOOL NAME OF TOOLS EFFECTS

Zoom Show the zoom box to specify the
zoom level in the document
WINDOW

TOOL NAME OF TOOLS EFFECTS

New window Open a new window containing the
view of the document
Arrange all Show all open window side by side in
the document
Split Split the current document in to two
parts
Switch window Switch to a different currently open
window
MACROS

TOOL NAME OF TOOLS EFFECTS

Macros (alt+ f8) Click here to record macro or to
access other macro option

THE SPREAD SHEET PROCESSOR

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SPREAD SHEET PROCESSOR: - it is a spread sheet software package. It helps to store

and calculate with data.
MICRO-SOFT EXCEL
INTRODUCTION: - M.S word is developed by micro-soft company (U.S.A). M.S excel is a
windows based application, which is useful for calculating and storing data. The data is store in an
electronic sheet having rows and columns. the data is entered in to the cells of the sheet.
The intersection of rows and columns is known as cells. Each cell has unique address. The cell and
the computer can automatically perform the calculations on numerical data in cell. The main feature
of M.S. Excel is as following—
 Multi sheet file
 Chart
 Function and formulas
 List managements
STARTING M.S EXCEL
To start M.S excel, do the following—
 Click start button,
 Take pointer to all programs,
 Make to M.S office group and click on M.S Excel, the application window of M.S Excel
will appears,

PARTS OF M.S. EXCEL

ROW HEADING: - M.S. Excel provide 1to 65536 rows in each sheet.
COLUMN HEADING: - M.S. Excel provide 256 column in each sheet from A to IV.
ACTIVE CELL INDICATOR: - dark black outline cell is indicate currently active cell.
FILL HANDLE: - this is a part of active cell indicator. A black square form in active
cell is known as fill handle. It is use to create any series.
ENTRY IN A CELL: - we can enter anything in a cell -----
 A VALUE- includes 0 to 9 number, date & time, decimal number.
 TEXT- Include A to Z characters, string (word), alpha numeric text and symbol.
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TAB AND RIBBONS

The home tab: - the home tab contains many buttons. Those buttons are very useful, and
it also contains many formatting bar or ribbons. The home tab can divide in many parts. These
are as follows—

CLIPBOARD

TOOLS NAME OF TOOLS EFFECT

Cut (ctrl + x) Cut the selected information
Copy (ctrl + c) Copies the selected information

Paste (ctrl + v) Paste the selected information

Format pointer Copies format for the selected text

or graphics
FONT

TOOLS NAME OF TOOLS EFFECT

Font (ctrl+shift+f) Shows different font style
Size of Shows different size of font
font(ctrl+shift+p) Bold Set bold the text
(ctrl+B) Set italic the text
Italic (ctrl+I) Underline the text
Underline (ctrl+u) Increase the font size
grow font (ctrl+>) Decrease the font size Change
shrink font the color of the font Color the
(ctrl+<) background behind the
selected text or paragraph
font color Customize the border of the selected
Shading text or cell.
ALIGNMENT Border
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TOOLS NAME OF TOOLS EFFECT

Top align Align the text to the top of the cell
Middle align Align the text to the middle of the cell
Bottom align Align the text to the bottom of the cell

Orientation Rotate the text as you want

Align text left (ctrl+ L) Align text to left of the cell

Center align(ctrl+ E) Center text

Right align (ctrl+ R) Align text to the right

Decrease indent Decrease the indent level of the

(ctrl+alt+shift+tab) paragraph
Increase indent (ctrl+alt+tab) Increase the indent level of the
paragraph
Wrap text All content of the cell display in the
multiple line
Marge & center Marge the cell

NUMBER
TOOLS NAME OF TOOLS EFFECTS
Number format Choose how the value in the cell are the
displayed: as A percentage, as a
currency
Accounting number format Choose an alternate currency format
for the selected text
Percent style (ctrl+shift+ %) Display the value of the cell as
percentage
Comma style Display the value of the cell with
thousand separated
Increase decimal Show more precise value by showing
more decimal places
Show less precise value by showing
Decrease decimal
fever decimal places

STYLE

TOOLS NAME OF TOOLS EFFECTS

Conditional formatting Highlighted inserting cell

Format as table Quickly format the table as pre

define style
Cell style Quickly format the cell as pre define
style
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CELL

TOOLS NAME OF TOOLS EFFECTS

Insert Insert cell, row or column in to the
sheet or table
Delete delete cell, row or column in to
the sheet or table
format format cell, row or column in to the
sheet or table
EDITING

TOOLS NAME OF TOOLS EFFECTS

Auto sum Display the sum of the selected text
Fill You can fill cell in any direction
Clear and into any range in any adjacent
cell Clear all formating
Sort & filter Sort the alphabetic or numeric data

Find & select Find & select text, formatting, type

of information within a text book

The insert tab: - the insert tab contains many buttons. Those buttons are very useful, and
it also contains many formatting bar or ribbons. The insert tab can divide in many parts. These
are
as follows—

TABLE

TOOLS NAME OF TOOLS EFFECTS

Pivot table Summarize data using a pivot table

Table (ctrl+T) Insert or draw a table into the document

ILLUSTRATIONS

TOOLS NAME OF TOOLS EFFECTS

Picture Insert a picture from file
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Clip art Insert a clip art into a document

Shapes Insert ready-made shape

Smart art Insert a smart art to visual

communicate information
CHART

TOOLS NAME OF TOOLS EFFECTS

Column Insert a column chart

Line Insert a line chart

Pie Insert a pie chart

Bar Insert a bar chart

Area Insert a area chart

Scatter Insert a scatter chart

Other chart Insert a bubble, stock, surface

And radar chart

LINKS
TOOLS NAME OF TOOLS EFFECTS
Hyperlink (ctrl + k) Create a link to a web page, a picture,
an e-mail address, or a program.

TEXT

TOOLS NAME OF TOOLS EFFECTS

Text box Insert text box that can be positioned
anywhere on the page
Header & fodder Edit the header or fodder of the
Word art document. Insert decorative text in your
document
Signature line
Insert a signature line
Object
insert an embedded object
symbol
Insert symbol that is not present on the
keyboard
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The page layout tab: - the page layout tab contains many buttons. Those buttons are
very useful, and it also contains many formatting bar or ribbons. The page layout tab can
divide in
many parts. These are as follows—

THEMES
TOOL NAME OF TOOL EFFECTS
Themes Change the overall design of the document
Change the color for the current theme
Color
Change the font for the current theme
Fonts
Change the effect for the current
Effects
theme

PAGE SETUP
TOOLS NAME OF TOOLS EFFECTS
Margins Select the margin side for the sheet
Switch the page between portrait
Orientation or landscape layout
Size Breaks Choose the paper size for the
current section
Background Start the next page at the current position
Choose an image set at the background of
Print title the page
Specific row and column to repeat on
each printed page

SCALE TO FIT
TOOLS NAME OF TOOLS EFFECTS
Width Shrink the width of printed output to fix a
maximum number of paper
Height Shrink the height of printed output to fix a
maximum number of paper
scale The maximum width and height set
automatically to be use this feature
SHEET OPTIONS
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TOOLS NAME OF TOOLS EFFECTS

Gridline Torn on gridline to which you can align
objects in the document
heading Show and hide the heading of row ad
column
ARRANGE

TOOLS NAME OF TOOLS EFFECTS

Bring to front Bring the selected object in front of the
other object
Send to back Bring the selected object in back of the
other object
Selection pane Show the selection pane to select
individual object
Align Align the adage of the multiple
selected object
Group Group the selected objects

rotate Rotate the selected objects

The formula tab:-

FUNCTION LIBRARY

TOOL NAME OF TOOLS EFFECTS

Insert function (shift+F3) Edit the formula in the current cell

Auto sum (alt+=) Display the sum of the selected cell

Recently used Browse and select from a list of recently

used function
Financial Browse and select from a list of financial
function
Logical Browse and select from a list of logical
function
Text Browse and select from a list of text
function
Date & time Browse and select from a list of date &
time function
Lookup & reference Browse and select from a list of lookup &
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reference function
Math & trig Browse and select from a list of math &
trigonometry function
More functions Browse and select from a list of static
,cube, engineering and information
function
DEFIND NAMES

TOOL NAME OF TOOLS EFFECTS

Name manager (ctrl+F3) Create , edit and delete all the name use the
workbook
Define name Name the cell that you can refer o the cell
Automatically generate names from
Create from selection the selected text
(ctrl+shift+F3)

FORMULA AUDITING
TOOL NAME OF TOOLS EFFECTS
Trace precedents Show arrow to indicate what cell affect the
value of the currently selected cell
Trace dependents Show arrow to indicate what cell affected
the value of the currently selected cell
Remove arrows Remove the arrow draw by the trace
precedent or trace dependents
Show formula Display the formula in the each cell
Error checking Check the common error occur in the
formula
CALCULATION

TOOL NAME OF TOOLS EFFECTS

Calculate now (F9) Calculate the entire workbook now

Calculate sheet (shift+ F9) Calculate the current sheet

The data tab:-

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GET EXTERNAL DATA

TOOL NAME OF TOOLS EFFECTS

From access Import data from a Microsoft access
data base
From web Import data from a web

From text Import data from a text file

From other source Import data from other source

CONNECTION

TOOL NAME OF TOOLS EFFECTS

Refresh all (ctrl+alt+F5) Update all the information in the work
boor that is coming from a data source
Display all data connection for
Connections the work book
Show the properties of the all cells
Properties View all the links , you can add
Edit links remove the link

SORT & FILTER

TOOL NAME OF TOOLS EFFECTS
Sort Sort the selected cell

Filter (ctrl+shift+L) Filter the selected cell

DATA TOOLS
TOOL NAME OF TOOLS EFFECTS
Text to columns Separated the content of one excel cell into
separated column
Remove duplicates Delete duplicate rows from a sheet

OUTLINE
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TOOL NAME OF TOOLS EFFECTS

Group Tie a range of cell together that they can be
collapsed or expended
Ungroup Ungroup the grouped data

The review tab: -this tab is used for insert comment, and translates the language.

PROOFING
TOOL NAME OF TOOLS EFFECTS
Spelling (F7) Check the spelling to the text
Research (alt+ click) Search reference material dictionary
and translation service
Thesaurus(shift + f7) Suggest other word with the similar
meaning to the word you have selected
translate Translate the selected text into
different language

COMMANTS
TOOL NAME OF TOOLS EFFECTS
New comment (shift + f2) Add the comment about the selection

Delete Delete the comment

Previous Show the previous comment in the

document
next Navigate the next comment in the
document
CHANGES

TOOL NAME OF TOOLS EFFECTS

Protect sheet Protect the work book

Protect workbook Protect the work sheet

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The view tab: -we can view the document in many formats with the help of document.

WORKBOOK VIEWS

TOOL NAME OF TOOLS EFFECTS

Normal View the document in normal view

Page layout View in the document as printed page

Page break preview View a preview of where page will break

when this document is printed
Full screen View in the document in the full screen

SHOW
TOOL NAME OF TOOLS EFFECTS
Ruler Show the ruler
Gridline Show the gridline of sheet
Formula bar Show the formula bar

ZOOM

TOOL NAME OF TOOLS EFFECTS

WINDOW
Zoom Zoom the work sheet

TOOL NAME OF TOOLS EFFECTS

New window Open a new window containing the view of
the document
Arrange all Show all open window side by side in the
document
Freeze panes Keep the portion of the sheet visible while
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the rest of the sheet scroll
Split Split the current document in to two parts
Hide Hide the current window show cannot be
seen
MACROS

TOOL NAME OF TOOLS EFFECTS

Macros (alt+ f8) Click here to record macro or to access
other macro option
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MICRO-SOFT POWER POINT

INTRODUCTION:-
Power point is the group member of M.S. office package.it is use for creating the
presentation. Presentation are used to put our though and views in effective way with a lot of
animation.

Files of power point are known as presentation and each presentation have a by default
extension
“.PPT”.
STARTING M.S POWER POINT
To start M.S power point, do the following—
 Click start button,
 Take pointer to all programs,
 Make to M.S office group and click on M.S power point, the application window of M.S
power point will appears,

The home tab: - the home tab contains many buttons. Those buttons are very useful, and
it
also contains many formatting bar or ribbons. the home tab can divide in many parts. These
are as follows—
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CLIPBOARD

TOOLS NAME OF TOOLS EFFECT

Cut (ctrl + x) Cut the selected information

Copy (ctrl + c) Copies the selected information

Paste (ctrl + v) Paste the selected information

Format pointer (ctrl+shift+c) Copies format for the selected text

or graphics

SLIDES
TOOLS NAME OF TOOLS EFFECT
New slide Insert a new slide

Layout Set the slide in different

Reset layout Reset the formatting of
delete slide Delete the selected slide
FONT

TOOLS NAME OF TOOLS EFFECT

Font (ctrl+shift+f) Shows different font style

Size of font(ctrl+shift+p) Shows different size of font

Bold (ctrl+B) Set bold the text
Italic (ctrl+I) Set italic the text
Underline (ctrl+u) Underline the text
strickthrough Draw a line through of the middle
grow font (ctrl+>) of the text
Increase the font size
shrink font (ctrl+<) Decrease the font size
change case Change all the selected text to uppercase,
lowercase, or other
clear formatting common capitalizations
Clear all the formatting from the selection,
leaving only the plain text
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PARAGRAPH

TOOLS NAME OF TOOLS EFFECT

Bullets Start a bulleted list

Numbering Start a numbered list

Align text left (ctrl+ Align text to left

L) Center align(ctrl+ Center text

E) Right align (ctrl+ Align text to the right

R) Justify (ctrl+ j) Align the text both left and

right margin,
Decrease indent Decrease the indent level of the
paragraph
Increase indent Increase the indent level of the
paragraph

DRAWING
TOOLS NAME OF TOOLS EFFECT
Shape Insert the shape

Arrange Arrange the all shape

Quick style Choose visual style for the shape

or line
Shape fill Fill the shape with any color
Shape out line Outline the shape
Shape effect Give the effect to the shape

EDITING

TOOLS NAME OF TOOLS EFFECTS

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Find (ctrl+ f) Find text or other content in

the document
Replace (ctrl+ h) Replace text in the document
Select Select text or object in the document
The insert tab: - the insert tab contains many buttons. Those buttons are very useful, and
it
also contains many formatting bar or ribbons. The insert tab can divide in many parts. These
are as follows—
TABLE
TOOLS NAME OF TOOLS EFFECTS
Table Insert or draw a table into the document

ILLUSTRATIONS

TOOLS NAME OF TOOLS EFFECTS

Picture Insert a picture from file

Clip art Insert a clip art into a document

Create a new presentation based on a
New photo album set of picture

Shapes Insert ready-made shape

Insert a smart art to visual
Smart art communicate information

Chart Insert a chart to illustrate and

compare art
LINKS

TOOLS NAME OF TOOLS EFFECTS

Hyperlink (ctrl + k) Create a link to a web page, a picture,
an e-mail address, or a
program.
action Add an action to the selected object to
specify what should happen when you
click on it
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TEXT

TOOLS NAME OF TOOLS EFFECTS

Text box Insert preformatted text box

Header & footer Edit the header & footer of the

document
Word art Insert decorative text in your document
Date & time Insert the current date & time in the
document
Slide no. Insert the slide no.

Symbol Insert symbol that is not present on

the keyboard
Insert an embedded object
Object
MEDIA CLIP

TOOLS NAME OF TOOLS EFFECTS

Movies Insert a movies into the presentation

Sound Insert a sound clip or music in to

the slide

Design: - the design tab contains many buttons. Those buttons are very useful, and it also
contains many formatting bar or ribbons. The design tab can divide in many parts. These are
as follows—
PAGE SETUP

TOOLS NAME OF TOOLS EFFECTS

Page setup Show the page setup dialog box

Slide orientation Switch the slide orientation

THEMES
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TOOL NAME OF TOOL EFFECTS

Color Change the color for the current theme

Fonts Change the font for the current theme

Effects Change the effect for the current theme

BACKGROUND

TOOL NAME OF TOOL EFFECTS

Back ground style Choose the back ground style

Hide back ground graphics Hide back ground graphics

Animation: - this tab is use for animation of slide. By using of this tab we can animate the
slide.
PREVIEW
TOOL NAME OF TOOL EFFECTS
preview Preview the animation of the slide

ANIMATION

TOOL NAME OF TOOL EFFECTS

Animate Choose the animation to apply to
object of the slide
Custom animation You can animate individual object
of the slide

TRASITION OF THIS SLIDE

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TOOL NAME OF TOOL EFFECTS

Transition slide Select a sound to play during
the transition

Transition speed Choose how to fast to animate

the the slide
Apply to all Set the transition between all
slide
Slide show: - this tab is use for show the slide. By using of this tab we can show animation
of the slide.
START SLIDE SHOW

TOOL NAME OF TOOL EFFECTS

From beginning Start the slide show from the beginning

From current slide Start the slide show from the current
slide

Custom slide show Create or play a custom slide show

SET UP
TOOL NAME OF TOOL EFFECTS
Set up slide show Set up advanced option for the
slide show

Hide slide Hide the current slide from the

presentation
Review: - this tab is use for review the slide. By using of this tab we can review the slide.
PROOFING

TOOL NAME OF TOOL EFFECTS

Spelling & grammar(F7) Check the spelling & grammar in the
document
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Research (alt+ click) Search reference material

dictionary and translation service
Thesaurus(shift + f7) Suggest other word with the similar
meaning to the word you have selected
Translate Translate word or paragraph into
different language
language Select language option

COMMENT

TOOL NAME OF TOOL EFFECTS

New comment Add the comment about the selection

Edit comment Edit the comment

Delete Delete the comment

Preview Show the previous comment in the

document
next Navigate the next comment in
the document
PROTECT

TOOL NAME OF TOOL EFFECTS

Protect presentation Restrict how can people can access the
presentation

View: - this tab is use for view the slide. By using of this tab we can view the slide.
PRESENTAION VIEW

TOOL NAME OF TOOL EFFECTS

Normal View the presentation in normal
view
Slide sorter
View the presentation in slide sorter
view
Notes page
View the notes page to the edit the
Slide show speaker notes as they will look when
you print them out
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Start the slide show

Slide master Open slide master view to change
the design the layout of the master slide
Handout master Open handout master view to
change the design and layout of
printed handouts
Notes master Open notes master view
SHOW/HIDE

TOOL NAME OF TOOL EFFECTS

Ruler View the ruler

Gridline view the gridline

ZOOM

TOOL NAME OF TOOL EFFECTS

Zoom Zoom the slide

Fit to window Fit the zoom slide in the window

COLOR/GRAYSCALE

TOOL NAME OF TOOL EFFECTS

Gray scale View the presentation in gray scale

Pure black and white View the presentation in black

and white
------------------END-------------------
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WINDOW

TOOL NAME OF TOOL EFFECTS

New window Open a new window containing the
view of the document
Arrange all Show all open window side by side in
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the document
Cascade Cascade the open document window
Move split Split the current document in to
two parts
Switch window Switch to a different currently open
window

MACRO

TOOL NAME OF TOOL EFFECTS

Macros (alt+ f8) Click here to record macro or to access
other macro option
38 | P a g e

MS ACCESS
A database is a collection of information that's related. Access allows you to manage
your
information in one database file. Within Access there are four major areas: Tables,
Queries, Forms and Reports
• Tables store your data in your database
• Queries ask questions about information stored in your tables
• Forms allow you to view data stored in your tables
• Reports allow you to print data based on queries/tables that you have created.
Creating a Database
1) Start Access

2) Select Blank Database

3) In the File Name field enter a name for the database
4) Click Create
Microsoft Access automatically creates a new table in the database called
Table1. This is a temporary name until the table is
saved.
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Understanding the views

There are 2 basic views when you work in a table: Design View and Datasheet View. Design
View is used to set the data types, insert or delete fields, and set the Primary key.
Datasheet View is used to enter the data for the records. By default, Access places you in
Datasheet View. To Switch to Design view:
1) Click the View button on the Home Ribbon
2) Type a name for the table
3) Click OK

Before proceeding, it is important to understand common Microsoft Access Data

Types. (Explained in the table below)

To Enter Fields in a Table:

1) Type a name for the first field in the table
2) Press Enter
3) Select a data type
4) Press Enter
5) Type a description for the field
6) Press Enter
Continue this until all necessary fields have been entered into the table.
Note: The order that you enter the field names is the order the fields will appear in the
table and on a form.
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To View the Datasheet: -

Click the View button on the Ribbon
Setting a Primary
Key
The Primary Key is the unique identifier for each record in a table. Access will not
allow
duplicate entries in a Primary Key field. By default, Access sets the first field in the table as
the Primary Key field. An example of a Primary Key would be your Social Security Number.
This is something unique about you and should not be duplicated.
To Set a Primary Key:
-
1) Switch to Design View
2) Position your cursor in the field you wish to set as the Primary
Key
3) Click the Primary Key button on the
Ribbon
To Switch Back to Datasheet View to Enter your
Records:
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Click the View button on the Ribbon.

Entering Data in a Table
Once you have entered the fields and set the data types it is now time to
enter the records in a table.
To Enter Data in a Table: -
1) Make sure you are in Datasheet View
2) Enter the data into the table by pressing the tab key to move from one cell to another
3) When you have completed the record (row), press Enter

When inputting data into the table, Access automatically saves the data after each new record.
Input Masks
An Input Mask is used to pre-format a field to “look/act” a certain way when a user inputs data.
Example: You could create an input mask for a Social Security Number field
that automatically inserts the dash.
The Input Mask data can either be stored in the table or simply displayed and not stored. (The
latter is preferred)

To Create an Input Mask for a Field

1) Open a table in Design View
2) Click in a field for which you’d like to create an input mask
3) In the Field Properties section at the bottom of the screen, click in the Input Mask line and
notice the Build button that appears at the right end of the line (see below)
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4) Click the Build button

5) Select Input Mask
6) Click Next
7) Select a Placeholder character
8) Click Next

9) Select Without the symbols in the mask

10) Click Next
11) Click Finish

Now, when entering data that has been formatted with an Input Mask, you do not have to
type the format into the record. The following is an example of a table with a field that
has been
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formatted with an Input Mask on the Social Security Field. Notice, the only thing that the
user has to enter is the digits, not the symbols.

Navigating Records
Use the arrows at the bottom of the table to navigate among records. You are able to
navigate from the first record, previous record, next record, last record, and create a new record
(as shown
in the picture below). Notice that the total number of records in the table is shown at the
right end of the navigation arrows.
Sorting Records in a Table
By sorting your records in a table, you are easily able to view/locate records in your table.
To Sort Records in a Table: -
1) Position your cursor in the field that you wish to sort by, by clicking on any record in
that field.
2) Click either the Sort Ascending or Sort Descending icon

Notice, the table above has been sorted by the Last Name field in ascending order.
Queries
You use Queries to view, change, and analyze data in different ways. You can also use them as a
source of records for forms and reports.
To Create a Query: -
1) Click the Create tab on the Ribbon
2) Click Query Design icon
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3) Double-click Create Query in Design View

4) Select the table that you would like to base your Query on
5) Click Add
6) Close the Show Table window
The table(s) will now be displayed in the upper part of the Query Design Screen by boxes
containing the tables’ fields.
7) Double click on the field names in the field list window which you would like to include
in the Query

Defining Criteria in the Query

In order to control which records are displayed, you must define criteria in a Query. The
most
common type of Query is the Select Records Query which will be discussed below.
To Define Criteria for your Query: -
1) Position your cursor in the criteria row in the field for which you wish to define the criteria
for
2) Enter the criteria Example: To find all people it the table who live in Edison:
3) Position your cursor in the criteria row of the City field
4)Type Edison
5)Click the Run Query button
Below is a picture of the results of the above query:
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The result of a query is called a record set. A record set can be sorted, printed or filtered in
the same manner as a table.
To Save the Query:
1) Click the Save Icon
2) Enter a name for the Query
3) Click OK

Note: When saving a select Query, you are saving the question that you are asking, not
the results that you see when you run the Query.
Creating a Form Using the Forms Wizard
A form is a database object that is used to enter or display data in a database.
To Create a Form Using the Wizard: -
1) Navigate to the table you want to base the form on
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2) Click Create on the Ribbon

3) Click Forms
You are able to navigate using the navigation arrows at the bottom of the form.
Note: The form feeds the table. If you edit a record on the form, or create
a new record, that data will be passed to the table it is associated
with.

To Enter a Record on the Form: -

1) Click the View button on the Ribbon to switch from Layout View to Form View
2) Enter the data for each field in the record, pressing the Enter key to move to the next field
3) Press Enter after you have entered data for the last field This will send the record to the table.

Reports
Reports can be based on tables or queries and can be made with the Report Wizard.
To Create a Report Using the Report Wizard:
1) Click the Create tab on the Ribbon
2) Click the Report Wizard icon
3) Select the table or query upon which the report will be based
4) Select the fields that you want to include on the report by double clicking on them
5) Click Next
6) If you would like to add grouping to your report, select the field you wish to group by
double
clicking on it (Example: City)
7) Click Next
8) Select a style for the report
9) Click Next
10) Type a title for the report
11) Click Finish
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To Print a Report
1) Open the report by double clicking on the object in the Navigation Pane
2) By default, the report opens in Print Preview.
To Adjust the Orientation: -
Click the portrait or landscape icon on the Print Preview Ribbon
To Adjust the Margins
1) Click them Margins icon on the Print Preview Ribbon
2) Select a margin size
To Print the Report
1) Click the Print Icon on the Print Preview Ribbon
2) Select the Printer
3) Click OK

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