Class 9 Computer Science Microsoft Office Notes

Microsoft Office

Microsoft Office is an office suite of desktop applications, servers and services for Microsoft Windows and OS X operating systems. It was first announced by Bill Gates of Microsoft on 1 August 1988 at COMDEX in Las Vegas.

BASICS OF MICROSOFT WORD

Microsoft Word is the word processor component of Microsoft Office that allows users the ability to create and save documents. A word document can be a letter, report, or even a web page.

How to Start the MS Word Program

Click Start → All Programs → Microsoft Office → Microsoft Word

File format for document created in word is .docx or .doc

PARTS OF WORD WINDOW

The Word window contains several key components:

• Office Button
• Quick Access Toolbar
• Ribbon Tabs
• Title Bar
• Window Controls
• Help Button
• View Ruler Button
• Vertical Scroll Bar
• Browse Buttons
• Zoom Tools
• View Buttons
• Status Bar
• Text Area
• Document Information
• Vertical Ruler
• Tab Selector
• Cursor
• Horizontal Ruler

OFFICE BUTTON

It is located in upper left button corner of the office. The options available in the Office Button menu are:

• New: Creates a new document
• Open: Opens an existing document from disk
• Save: Saves the open document to disk
• Save As: Saves the open document to disk under a different name
• Print: Prints the open document
• Prepare: Prepares the document for distribution, through such tasks as adding a signature on encryption
• Send: Sends the document to another user by email or fax
• Publish: Makes the document publicly available via a document server or a public web space
• Close: Exits the open document.

RIBBON

The Ribbon is located at the top of the screen and stretches across the window. The Ribbon is organized into 8 different Tabs: File, Home, Insert, Page Layout, References, Mailings, Review, and View. Each Tab has several Groups, where similar tools and features are found.

Home Tab: The Home tab displays a variety of tools and features used to format and move text. The Home tab can change the color, size, font, and alignment of the text. The Home tab can also cut, copy, and paste text. The Home tab has 5 groups: Clipboard, Font, Paragraph, Styles and Editing.

Insert Tab: The Insert tab displays tools and features used to add an item or special format to the document. The Insert tab can add pictures, symbols, or page numbers to the document. The Insert tab has 7 groups: Pages, Tables, Illustrations, Links, Header & Footer, Text, and Symbols.

Page Layout Tab: The Page Layout tab displays tools and features used to change the way text and images will be positioned in the document. The Page Layout tab controls the margins and page orientation. The Page Layout tab has 5 groups: Themes, Page Setup, Page Background, Paragraph, and Arrange.

Reference Tab: The References tab displays tools and features used in academic or professional writing. The References tab will assist with using citations, footnotes, and a table of contents. The References tab has 6 groups: Table of Contents, Footnotes, Citations, Captions, Index, and Table of Authorities.

Mailings Tab: The Mailings tab displays tools and features used to print envelopes, labels, and send mass communications. The Mailings tab has 5 groups: Create, Start Mail Merge, Write & Insert Fields, Preview Results, and Finish.

Review Tab: The Review tab displays tools and features used to fix mistakes or write drafts of a document. The Review tab can check spelling and grammar, add comments to a section of the document, or change the language of the document. The Review tab has 7 groups: Proofing, Language, Comments, Tracking, Changes, Compare, and Protect.

View Tab: The View tab displays tools and features to change the way the document looks on the screen. The View tab can change the zoom level, display or position the windows for 2 different documents. The View tab has 5 groups: Document Views, Show, Zoom, Window, and Macros.

Tab Stop

A tab stop is a term used to describe the location the cursor stops after the tab key is pressed. Tab stops are used in word processors to enable users to align text by pressing the tab key. In Microsoft Word, the tab selector, also called the tab indicator, is a button to the left of the ruler that supplies the user with a variety of tab marker options.

Types of tab stops:

• Left - Text is extended to the right of the tab.
• Center - Text is centered in the middle of the tab.
• Right - Text is extended to the left of the tab.
• Decimal - Text before the decimal point extends to the left and text after the decimal point extends to the right.
• Bar - A vertical bar is shown on the tab.

RULER

The ruler is a measurement tool found in MS word that allow the user to align graphics, text, tables, or other elements on a page. When enabled the horizontal ruler appears at the top of the document, and the vertical ruler is on the left-side of the document.

STATUS BAR

The status bar, which is a horizontal area at the bottom of the document window in Microsoft Word, provides information about the current state of what user are viewing in the window and any other contextual information. It shows the Page number and Number of words in the document itself.

TITLE BAR

The title bar is a bar located along the top of a window or a dialog box that displays the name of the window or software program being used.

QUICK ACCESS TOOLBAR

Abbreviated as QAT is a toolbar menu that appears in Microsoft Word in the top left corner of the window. The Quick Access Toolbar gives user quick access to commonly used features such as the Save feature. Clicking on the Quick Access Toolbar down arrow gives user the ability to customize the Quick Access Toolbar and add and remove any of the commands shown in the toolbar.

MICROSOFT WORD SHORT CUTS

MOUSE SHORTCUTS

BASICS OF MICROSOFT EXCEL

Microsoft excel is among the most widely used in various business fields. A lot of fields these days require basic Excel skills. These basic Excel skills are – familiarity with Excel ribbons & UI, ability to enter and format data, calculate totals & summaries through different kinds of formulas, highlighting of data that meets certain conditions, creating simple reports & charts, understanding the importance of keyboard shortcuts & productivity tricks.

How to Start the MS Excel Program

Click Start -> All Programs -> Microsoft Office -> Microsoft Excel

File format for the sheets created is .xlsx or .xls

PARTS OF THE EXCEL WINDOW

Besides the usual window components (close box, title bar, scroll bars, etc.), an Excel window has several unique elements:

• Name box
• Office button
• Quick Access toolbar
• Formula bar
• Ribbon
• Sheet tabs
• Status bar
• Zoom control
• Scroll bars

IMPORTANT AREAS IN THE SCREEN

• Office logo button: It is at the top left corner contains many commands for the document such as New, Open, Save, Save as, Print and Close.
• Quick Access Toolbar: A small toolbar next to the Office button contains shortcuts for some of the most common commands such as Save, Undo, and Redo buttons.
• Ribbon: Tabs are part of the horizontal ribbon menu that contains links to various features of the program. Each tab - such as Home, Page Layout, and Formulas - contains a number of related features and options that are activated by clicking on the appropriate icon.
• Formula Bar: This is where any calculations or formulas user would like to write will appear. This is used to start building formulas.
• Spreadsheet Grid: This is where all user numbers, data, charts & drawings are present. Each Excel file can contain several sheets. But the spreadsheet grid shows few rows & columns of active spreadsheet. To see more rows or columns user can use the scroll bars to the left or at bottom.
• Status bar: This tells us what is going on with Excel at any time. User can tell if Excel is busy calculating a formula, creating a pivot report or recording a macro by just looking at the status bar. The status bar also shows quick summaries of selected cells (count, sum, average, minimum or maximum values).
• Sheet Tab: In Microsoft Excel, a sheet, sheet tab, or worksheet tab is the current worksheet that is being displayed. By default, user have three sheet tabs “Sheet1”, “Sheet2”, “Sheet3”, and an additional tab that allows user to add additional sheets.
• Zoom Slider: Located in the bottom right corner of the Excel screen, the zoom slider is used to change the magnification of a worksheet by dragging the slider box back and forth.
• Name box: The Name Box is the box to the left of the formula bar that displays the cell that is currently selected in the spreadsheet.

SOME IMPORTANT TERMS IN EXCEL

Row Numbers : Rows run horizontally in a worksheet and are identified by a number in the row header.

Column Letter : Columns run vertically on a worksheet and each one is identified by a letter in the column header.

Together a column letter and a row number create a cell reference. Each cell in the worksheet can be identified by this combination of letters and numbers such as A1, F456, or AA34.

Macros: An Excel macro is a set of instructions that can be triggered by a keyboard shortcut, toolbar button or an icon in a spreadsheet. Macros are used to eliminate the need to repeat the steps of common tasks over and over.

CHARTS

Charts are visual representations of worksheet data. Charts often makes it easier to understand the data in a worksheet because users can easily pick out patterns and trends illustrated in the chart.

Parts of charts:

• Chart Area: The total region surrounding the chart.
• Plot Area: The area where chart data is plotted.
• Chart title: The descriptive text aimed at helping user identify the chart.
• Axis Title: These are the titles given to three axis i.e. X, Y, Z.
• Legend: Helps to identify various plotted data series.
• Gridlines: Horizontal and vertical lines inserted in the chart to enhance its readability.
• Data Label: Provides additional information about a data marker.

Different types of charts:

• Column charts: Useful for showing data changes over time. Subtypes include Clustered column, Stacked column, and 3-D column.
• Line charts: Ideal for showing trends in data at equal intervals.
• Pie charts: Show the size of items in one data series, proportional to the sum of the items.
• Bar charts: Illustrate comparisons among individual items.
• Area charts: Emphasize the magnitude of change over time.
• XY (scatter) charts: Show the relationships among the numeric values in several data series.

MICROSOFT EXCEL SHORTCUTS

FORMULA BAR

The formula bar is located beneath the toolbar at the top of the Excel worksheet. Use the formula bar to enter and edit worksheet data. The contents of the active cell always appear in the formula bar. When user click the mouse in the formula bar, an X and a check mark appear. User can click the check icon to confirm and completes editing, or the X to abandon editing.

BASICS OF MICROSOFT ACCESS

Microsoft Access is a versatile relational database program that enables user to efficiently store and retrieve data.
How to start MS Access Program: Click start → All programs → Microsoft office → Microsoft Access.

Access Components:

• The Database Toolbar: Located beneath the menu bar for commonly performed tasks.
• The Data sheet Toolbar: Provides tasks for editing an object in Data sheet view.
• The Design Toolbar: Provides tasks for editing an object in Design view.
• Tables: Where actual data is defined and entered.
• Queries: Questions about the data in a database.
• Forms: Designed to ease the data entry process.
• Reports: Used to print records from the database.
• Pages: Special type of Web page for working with data from the Internet.
• Macros: Set of one or more actions to automate common tasks.
• Modules: Collection of Visual Basic for Applications declarations and procedures.

MS ACCESS SHORTCUTS

BASICS OF MICROSOFT POWERPOINT

PowerPoint is a program to help create and present presentations. PowerPoint 2007 is a presentation software application from Microsoft.
How to start MS-Powerpoint: Click start → All programs → Microsoft Office → Microsoft Powerpoint
File format for the slides created is .pptx or ppt.

MS– Power Point Shortcuts

MICROSOFT OUTLOOK

It is a personal information manager from Microsoft, available as a part of the Microsoft Office suite. Although often used mainly as an email application, it also includes a calendar, task manager, contact manager, note taking, journal, and web browsing. It can work with Microsoft Exchange Server and Microsoft SharePoint Server for multiple users in an organization.