Chapter

10 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 [Link]

Parts of Word Window

1. 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 form 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 serve or a public web space
Close Exits the open document.

2. 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 Lausert, References, Mailings, Review, and View. Each Tab has several
Groups, where similar tools and features are found.
(a) 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.

(b) 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.

(c) 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 Lausert tab controls the margins and page orientation. The Page Lausert tab
has 5 groups; Themes, Page Setup, Page Background, Paragraph, and Arrange.
(d) 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.

(e) 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.

(f) 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.

(g) 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.

3. 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–
Below are explanations of each of the five different tab stops.
1. Left - Text is extended to the right of the tab.
2. Center - Text is centered in the middle of the tab.
3. Right - Text is extended to the left of the tab.
4. Decimal - Text before the decimal point extends to the left and text after the decimal point extends
to the right.
5. Bar - A vertical bar is shown on the tab.

4. 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.

5. 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 [Link] shows the Page number(Shows the page number) and Number of words in the
document itself.

6. 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.

7. 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
Shortcut Description
Ctrl + 0 Adds or removes 6 pts of spacing before a paragraph.
Ctrl + A Select all contents of the page.
Ctrl + B Bold highlighted selection.
Ctrl + C Copy selected text.
Ctrl + D Open the font preferences window.
Ctrl + E Aligns the line or selected text to the center of the screen.
Ctrl + F Open find box.
Ctrl + I Italic highlighted selection.
Ctrl + J Aligns the selected text or line to justify the screen.
Ctrl + K Insert link.
Ctrl + L Aligns the line or selected text to the left of the screen.
Ctrl + M Indent the paragraph.
Ctrl + P Open the print window.
 Shortcut Description
Ctrl + R Aligns the line or selected text to the right of the screen.
Ctrl + S Save the open document. Just like Shift + F12.
Ctrl + T Create a hanging indent.
Ctrl + U Underline the selected text.
Ctrl + V Paste.
Ctrl + X Cut selected text.
Ctrl + Y Redo the last action performed.
Ctrl + Z Undo last action.
Ctrl + Shift + L Quickly create a bullet point.
Ctrl + Shift + F Change the font.
Ctrl + Shift + > Increase selected font +1pts up to 12pt and then increase font +2pts.
Ctrl + ] Increase selected font +1pts.
Ctrl + Shift + < Decrease selected font -1pts if 12pt or lower; if above 12, decreases font by +2pt.
Ctrl + [ Decrease selected font -1pts.
Ctrl + <left arrow> Moves one word to the left.
Ctrl + <right arrow> Moves one word to the right.
Ctrl + <up arrow> Moves to the beginning of the line or paragraph.
Ctrl + <down arrow> Moves to the end of the paragraph.
Ctrl + Del Deletes word to right of cursor.
Ctrl + Backspace Deletes word to left of cursor.
Ctrl + End Moves the cursor to the end of the document.
Ctrl + Home Moves the cursor to the beginning of the document.
Ctrl + Spacebar Reset highlighted text to the default font.
Alt + Ctrl + F2 Open new document.
Ctrl + F2 Display the print preview.
Ctrl + Shift + F12 Prints the document.
F1 Open Help.
F4 Repeat the last action performed
F5 Open the Find, Replace, and Go To window in Microsoft Word.
F7 Spellcheck and grammar check selected text or document.
F12 Save As.
Shift + F3 Change the text in Microsoft Word from uppercase to lowercase or a capital letter
at the beginning of every word.
Shift + F12 Save the open document. Just like Ctrl + S.
Shift + Enter Create a soft break instead of a new paragraph.
Shift + Insert Paste.
Shift + Alt + D Insert the current date.
Shift + Alt + T Insert the current time.
In addition to the above shortcut keys, users can also use their mouse to perform some common actions. Below
some are examples of mouse shortcuts.
 Mouse shortcuts Description
Click, hold, and drag Selects text from where user click and hold to the point user drag and let go.
Double-click If double-clicking a word, selects the complete word.
Double-click Double-clicking on the left, center, or right of a blank line makes the alignment
of the text left, center, or right aligned.
Double-click Double-clicking anywhere after text on a line will set a tab stop.
Triple-click Selects the line or paragraph of the text that the mouse triple-clicked on.
Ctrl + Mouse wheel Zooms in and out of document.

Basics of Microsoft Excel

Microsoft excel is among the most widely used in various business fieds. 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 identified in the figure below.
Name box
Office button Quick Access toolbar Formula bar Ribbon

Scroll
bars

Sheet tabs Status bar Zoom control

There are some important areas in the screen:
1. 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.
2. 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.
3. 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.
4. Formula Bar
This is where any calculations or formulas user would like to write will appear. This is used to start
building formulas.
5. 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.
6. 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). User can change
this by right clicking on it and choosing which summaries to show.
7. Sheet Tab
In Microsoft Excel, a sheet, sheet tab, or worksheet tab is the current worksheet that is being displayed.
Every Excel file is capable of having multiple worksheets, and after opening an Excel file, user will see
multiple sheet tabs as shown in the picture. By default, user have three sheet tabs “Sheet1” the default
worksheet, “Sheet2”, “Sheet3”, and an additional tab that allows user to add additional sheets to the
Excel file.
8. 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 or by clicking on the Zoom Out and Zoom In
buttons located at either end of the slider.
9. Name box
Microsoft Excel, the Name Box is the box to the left of the formula bar that displays the cell that is
currently selected in the spreadsheet. If a name is defined for a cell that is selected, the Name Box
displays the name of the cell. User can use the Name Box to define a name for a selected cell as well.
The picture shows an example of the Name box in Microsoft Excel.
 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.
Tasks such as:
• adding or removing rows and columns
• protecting or unprotecting worksheets
• selecting a range of cells
• adding the current date to a spreadsheet

In Microsoft Office 2010 version, Office tab is replaced by File tab.

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 that are otherwise
difficult to see.
A chart is a made-up of many parts. Following are the parts of charts:
• Chart Area : The chart area in a document or spreadsheet contains the chart, graph, headers and a legend
providing information on the various lines or colors in the chart. The chart area is usually is total region
surrounded the chart.
• Plot Area : This is the area where chart data is plotted. The plot area on a 2-D chart contains the data
markers, gridlines, data labels, trendlines, and optional chart items placed in the chart area. The plot area
on a 3-D chart contains all the above items plus the walls, floor, axes, axis titles, and tick-mark labels in
the chart.
• Chart title : The descriptive text aimes at helping user identify the chart.
• Axis Title : These are the titles given to three axis i.e. X,Y,Z.
• Legend : The Legend helps to identify various plotted data series.
• Gridlines : There are horizontal and vertical lines which inserted in the chart to enhance its readability.
• Data Label : It provides additional information about a data marker.

Different types of charts serve different purposes

• Column charts : Data that is arranged in columns or rows on a worksheet can be plotted in a column chart.
Column charts are useful for showing data changes over a period of time or for illustrating comparisons
among items.
In column charts, categories are typically organized along the horizontal axis and along the vertical axis.
Column charts have the following chart subtypes:
 {{ Clustered column and clustered column in 3-D : Clustered column charts compare values across
categories. A clustered column chart displays values in 2-D vertical rectangles. A clustered column
in 3-D chart displays the data by using a 3-D perspective only.
{{ Stacked column and stacked column in 3-D : Stacked column charts show the relationship of
individual items to the whole, comparing the contribution of each value to a total across categories.
A stacked column chart displays values in 2-D vertical stacked rectangles. A 3-D stacked column
chart displays the data by using a 3-D perspective only.
{{ 3-D column : 3-D column charts use three axes that user can modify (a horizontal axis, a vertical
axis, and a depth axis), and they compare data points along the horizontal and the depth axes.
• Line charts : Data that is arranged in columns or rows on a worksheet can be plotted in a line chart.
Line charts can display continuous data over time, set against a common scale, and are therefore ideal
for showing trends in data at equal intervals. In a line chart, category data is distributed evenly along the
horizontal axis, and all value data is distributed evenly along the vertical axis.
Line charts have the following chart subtypes:
{{ Line and line with markers : Displayed with markers to indicate individual data values, or without,
line charts are useful to show trends over time or ordered categories, especially when there are many
data points and the order in which they are presented is important. If there are many categories or
the values are approximate, use a line chart without markers.
{{ Stacked line and stacked line with markers : Displayed with markers to indicate individual data
values, or without, stacked line charts can be used to show the trend of the contribution of each
value over time or ordered categories, but because it is not easy to see that the lines are stacked,
consider using a different line chart type or a stacked area chart instead.
{{ 3-D line : 3-D line charts show each row or column of data as a 3-D ribbon. A 3-D line chart has
horizontal, vertical, and depth axes that user can modify.
• Pie charts : Data that is arranged in one column or row only on a worksheet can be plotted in a pie chart.
Pie charts show the size of items in one data series, proportional to the sum of the items. The data points
in a pie chart are displayed as a percentage of the whole pie.
• Bar charts : Data that is arranged in columns or rows on a worksheet can be plotted in a bar chart. Bar
charts illustrate comparisons among individual items.
• Area charts : Data that is arranged in columns or rows on a worksheet can be plotted in an area chart.
Area charts emphasize the magnitude of change over time, and can be used to draw attention to the total
value across a trend. For example, data that represents profit over time can be plotted in an area chart to
emphasize the total profit.
• XY (scatter) charts : Data that is arranged in columns and rows on a worksheet can be plotted in an xy
(scatter) chart. Scatter charts show the relationships among the numeric values in several data series, or
plots two groups of numbers as one series of xy coordinates.
A scatter chart has two value axes, showing one set of numeric data along the horizontal axis (x-axis) and
another along the vertical axis (y-axis). It combines these values into single data points and displays them
in irregular intervals, or clusters. Scatter charts are typically used for displaying and comparing numeric
values, such as scientific, statistical, and engineering data.

Microsoft excel shortcuts

Below is a listing of all the major shortcut keys usable in Microsoft Excel. See the computer shortcut page if
user are looking for shortcut keys used in other programs.
 Shortcut Description
F2 Edit the selected cell.
F3 After a name has been created, F3 will paste names.
F4 Repeat last action. For example, if user changed the color of text in another cell,
pressing F4 will change the text in cell to the same color.
F5 Go to a specific cell. For example, C6.
F7 Spell check selected text or document.
F11 Create chart from selected data.
Ctrl + Shift + ; Enter the current time.
Ctrl + ; Enter the current date.
Alt + Shift + F1 Insert New Worksheet.
Alt + Enter While typing text in a cell, pressing Alt + Enter will move to the next line, allowing
for multiple lines of text in one cell.
Shift + F3 Open the Excel formula window.
Shift + F5 Bring up search box.
Ctrl + 1 Open the Format Cells window.
Ctrl + A Select all contents of the worksheet.
Ctrl + B Bold highlighted selection.
Ctrl + I Italic highlighted selection.
Ctrl + K Insert link.
Ctrl + S Save the open worksheet.
Ctrl + U Underline highlighted selection.
Ctrl + P Bring up the print dialog box to begin the printing process.
Ctrl + Z Undo last action.
Ctrl + F3 Open Excel Name Manager.
Ctrl + F9 Minimize current window.
Ctrl + F10 Maximize currently selected window.
Ctrl + Page up Move between work sheets in the same document.
Ctrl + Page down Move between work sheets in the same document.
Ctrl + Tab Move between Two or more open Excel files.
Alt + = Create a formula to sum all of the above cells.
Ctrl + ‘ Insert the value of the above cell into the cell currently selected.
Ctrl + Arrow key Move to next section of text.
Ctrl + Space Select entire column.
Shift + Space Select entire row.
Ctrl + - Delete the selected column or row.
Ctrl + Shift + = Insert a new column or row.
Ctrl + Home Move to cell A1.
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.

Name box
The Name box displays the reference of the selected cells.

Row and column headings

Letters and numbers identify the rows and columns on an Excel spreadsheet. The intersection of a row and
a column is called a cell. Use row and column headings to specify a cell’s reference. For example, the cell
located where column B and row 7 intersect is called B7.

Active cell
The active cell has a dark border around it to indicate user position in the worksheet. All text and numbers that
user type are inserted into the active cell. Click the mouse on a cell to make it active.

Fill handle
The lower right corner of the active cell has a small box called a Fill Handle. User mouse changes to a cross-hair
when user are on the Fill Handle. The Fill Handle helps user copy data and create series of information. For
example, if user type January in the active cell and then drag the Fill Handle over four cells, Excel automatically
inserts February, March, April and May.

Worksheet tabs
An Excel workbook consists of multiple worksheets. Use the worksheet tabs at the bottom of

Alignment
By default, Excel left-aligns labels and right-aligns values in a worksheet. User can change cell alignment
using the toolbar or the Format Cells command.
The toolbar has text alignment icons next to the bold and italic icons. User can left-align, right-align, or center
text within a cell using these buttons. Select the cell(s) user want to align and click the appropriate alignment
button on the toolbar.
The toolbar also has a button that will center a label over a range of cells, for example centering a title over
a report. To center data over a range of cells, select the cell user want to center and the columns user want to
center it over and click the Center over Cells button (shown at right).

Format Alignment command

User can also change the alignment of data within cells using the Alignment section of the Format Cells dialog.
This dialog box also has options to change the orientation of text (i.e. sideways or vertical) and a box to wrap
text within a cell.

Changing Numeric Formatting

To change the format of a number, choose the Cells command from the Format menu. In the Format Cells
dialog box, Excel displays different tabs for various formatting types. To change numeric formats, click the
Number tab. Select the category user want and then the actual format. For example, to display numbers as
currency with two decimal places, select the Currency category, enter 2 for the number of decimal places,
and select the appropriate currency symbol. Or to display a number as a percentage, choose the Percentage
category and select the number of decimals user want to display.

Placing borders around cells

The toolbar has a button for placing borders around cells. User can also use the Border section of the Format
Cells dialog box, which provides more options. Select the cells user want a border on and choose the desired
format from either the toolbar or the Format Cells dialog box. width in this way, a numeric width indicator
appears in the upper left part of the formula bar.
Formulas and Functions
Formulas and functions that perform calculations are the true power of spreadsheets.

Formulas
To build a formula, first select the cell in which user want the results to appear. In Excel, all formulas start with
the = sign. After the = sign, type the cells user want to add or subtract along with the mathematical operation
user wish to perform. For example, to add the January sales in the worksheet below, the formula would be
=B3+B4+B5. If user want to subtract February Widget Sales from January Widget sales, the formula would
be =B3-C3.

Copying Formulas
The easiest way to copy a formula is with the Fill Handle in the lower right corner of the cell. Create user
initial formula and then position the mouse on the Fill Handle. When the mouse changes shape to a cross-hair,
press and drag over the adjacent cells user want to copy the formula to.

SUM( ) function
The SUM( ) function is probably the most common function in Excel. It adds a range of numbers. To build
a SUM( ) function, begin by typing the = sign; all functions begin with the = sign. Next type the word SUM
followed by an open parenthesis. User must now tell Excel which cells to sum. Using the mouse, click and
drag over the range of cells user wish to add. A dotted outline will appear around the cells and the cell range
will be displayed in the formula bar. When user have the correct cells selected, release the mouse button, type
a closing parenthesis and press the <Enter> key.
If user do not want to use the mouse, type in the references of the cells user want to sum. For example, to add
cells B3 through B5, type =SUM(B3:B5). Excel interprets B3:B5 as the range of cells from B3 to B5.

AutoSum button
In Excel, the standard toolbar has a button that simplifies adding a column or row of numbers. The AutoSum
button, which resembles the Greek letter Sigma (shown at right), automatically creates a SUM( ) function.
When user click the AutoSum button Excel creates a sum function for the column of numbers directly above
or the row of numbers to the left. Excel pastes the SUM( ) function and the range to sum into the formula bar.
If the range is not correct, simply select the proper range with user mouse on the worksheet. When user have
the correct range entered, press the <Enter> key to complete the function.

Using the Insert Function Button

The Insert Function Button is located by the Formula Bar.
Click the Insert function button in to activate the Insert Function dialog window.
First, choose the Function Category user are interested in from the select a category drop down menu.

Then select the function user want in that category. When user have selected the proper function click OK.
In the Function Arguements dialog box user specify the cells the function will operate on, which are called its
arguments. Select the cells with the mouse and click OK. Notice the creation of the function in the formula bar.
Basics of Microsoft Access
Microsoft Access is a versatile relational database program that enables user to efficiently store and retrieve
data. This will explains how to navigate the Access interface, create simple tables and queries, and relate
information from one table to another.
How to start MS Access Program
Click start → All programs → Microsoft office → Microsoft Access.

Parts Components of the Access Window

Besides the usual window components (close box, title bar, scroll bars, etc.), an Access window has several
unique elements identified in the figure below :

1. The Database Toolbar

The Database toolbar, located beneath the menu bar, has buttons for commonly performed tasks like
accessing the Relationships window, adding Objects, Exporting to Office, and other operations. Access
let’s user customize the toolbar or even display multiple toolbars at the same time. The Standard Access
XP toolbar appears undocked in the figure below.

2. The Data sheet Toolbar

The Data sheet toolbar provides common tasks for editing an object in Data sheet view. The Database
toolbar will automatically change into the Data sheet toolbar when this view is selected. The Data sheet
tool bar exists between different objects, thus, this toolbar largely remains consistent.
3. The Design Toolbar
The Design toolbar provides common tasks for editing an object in Design view. The Database toolbar
will automatically change into the Design toolbar when this view is selected. The Design tool bar exists
between different objects, and thus, maintains much of the same functionality.

Common Database Features

Access provides a quick and convenient method of accessing the most common tasks. This includes switching
between views, opening and creating new databases, and a few minor formatting issues

Creating a Database
When user start Access there are no databases open, but the Task Pane is visible and provides quick access to
common options such as opening an existing database or creating a new database. To create a database, select
Blank Database under the New subgroup.
Components of Microsoft Access
An Access database consists of seven different components. These are: tables, queries, forms, reports, pages,
macros, and modules. Use the buttons in the database window shown below to create and modify these
components. Each component listed is called an object.

Listed below are the names and descriptions of the different objects user can use in Access. This will focus on
the first two objects: tables and queries.
Tables: Tables are where the actual data is defined and entered. Tables consist of records (rows) and fields
(columns).
Queries: Queries are basically questions about the data in a database. A query consists of specifications
indicating which fields, records, and summaries want to see from a database. Queries allow to extract data
based on the criteria user define.
Query Type Description
Select query Retrieves data from one or more tables and displays the record set in a datasheet. This is
the most common type of query.
Parameter query Prompts the user to enter values that define the query, such as specified region for sales
results or a specified price range for houses.
Cross-tab query Arranges a recordset to make it more easily visible, using both row headings and column
headings.
Action query Creates a new table or changes an existing table.
SQL query An advanced query that is created by using an SQL statement.
Forms : Forms are designed to ease the data entry process. For example, To create a data entry form that looks
exactly like a paper form.
Reports: When a user want to print records from user database, design a report. Access even has a wizard to
help produce mailing labels.
Pages: A data access page is a special type of Web page designed for viewing and working with data from the
Internet or an intranet. This data is stored in a Microsoft Access database or a Microsoft SQL Server database.
Macros: A macro is a set of one or more actions that each performs a particular operation, such as opening a
form or printing a report. Macros can help user automate common tasks. For example, user can run a macro
that prints a report when a user clicks a command button.
Modules: A module is a collection of Visual Basic for Applications declarations and procedures that are stored
together as a unit.

Elements of MS-Access
In MS-Access, database holds five major elements for every database operation.
Field Name : It is a label provide for a field that specifies the type of information contained in a particular field.
Field Type/Data Type : It specifies the type of data stored in the field such as textual data and numerical data
or combination of both. The default size of data type is 50 in MS-Access.
Data type Field length or Field size
Text 0-255 characters
Memo 0.65535 characters
Number 1, 2, 4 or 8 bytes
Date/Time 8 bytes
Currency 8 bytes
Auto Number 4 bytes 4 bytes
Yes/No 1 bit (0 or 1)
OLE object Upto 1 GB
Hyperlink Each part contains 2048 characters

Some Improtant Terms–

Field Length : Field refers length or width to the maximum number of characters that a field can contain.
Primary Key : A field which is used to uniquely identify the records in a table. The primary key cannot
contain null value.
Validation Rule : It is a condition that must be met before the data is accepted into the database.
MS-Access View
You can create a table by two most popular ways
Database View : It shows the data in the database and also allows you to enter and edit the data but not
allow to change the database.
Design View : It allows you to create or change the table and also set the keys.
Filtering Data : It enables to display only those records in a table that meet a specified filter criterion.
Relationship : It is an association between access table or quarries that use related field. It is a link between
tables and enables us to accessed data from both tables simultaneously.
 Relationship can be divided in three categories; One-in-One, One-to-Many and Many-to-Many.
Attributes : Attributes can be defined as the characteristics of an entity to identify in uniquely. Such as
student’s attributes are his Roll-No, Section, Name etc.

MS Access : Shortcuts
The following is a list of general shortcuts or hotkeys in Access :
Key Sequence Description
F1 Display the Microsoft Access Help.
This may be context-sensitive help depending on what you are positioned on.
F11 Display the Database window.
F12 Open the Save As dialog box.
CTRL+N Open a new database.
CTRL+O Open an existing database.
CTRL+P Print the current or selected object.
CTRL+S Save the current database object.
CTRL+W Close the active window.
ALT+SPACEBAR Display the Control menu.
ALT+F11 Toggle between the Visual Basic editor and the Access Database window.
SHIFT+F10 Display the shortcut menu (ie: popup menu).

Shortcut Keys For Entering Data In A Datasheet/Form

The following is a list of shortcuts or hot keys for entering data in a Datasheet/Form:
Key Sequence Description
CTRL+PLUS SIGN (+) Add a new record.
CTRL+MINUS SIGN (or older) Delete the current record.
CTRL+SEMICOLON (;) Insert the current date.
CTRL+COLON (:) Insert the current time.
CTRL+ALT+SPACEBAR Insert the default value for the field.
CTRL+ENTER Insert a new line.
SHIFT+ENTER Save changes to the current record.
SPACEBAR Toggle between the values in a check box or radio button.

Shortcut Keys for Working With Text/Data

The following is a list of shortcuts or hot keys for working with text/data in Access:
General
Key Sequence Description
F7 Check spelling.
CTRL+C Copy the selection to the Clipboard.
CTRL+V Paste the contents of the Clipboard to where the insertion point is.
CTRL+X Cut the selection and copy it to the Clipboard.
CTRL+Z Undo typing.
CTRL+DELETE Delete all characters to the right of the insertion point.
CTRL+SEMICOLON (;) Insert the current date.
CTRL+COLON (:) Insert the current time.
CTRL+ALT+SPACEBAR Insert the default value for the field.
Undo changes in the current field. Press ESC a second time to undo changes to
ESC
the current record.
Open the Zoom box to enter large amounts of data that can not be properly displayed
SHIFT+F2
in a small control.

Finding and Replacing Text

Key Sequence Description
CTRL+F Open the Find tab on the Find and Replace dialog box.
CTRL+H Open the Replace tab on the Find and Replace dialog box.
Find the next occurrence of the value entered in the Find and Replace dialog box when the
SHIFT+F4
dialog box is closed.

Selecting Text in A Field

Key Sequence Description
SHIFT+RIGHT ARROW Extends selection one character to the right.
SHIFT+LEFT ARROW Extends selection one character to the left.
CTRL+SHIFT+RIGHT ARROW Extends selection one word to the right.
CTRL+SHIFT+LEFT ARROW Extends selection one word to the left.

Moving The Insertion Point in A Field

Key Sequence Description
RIGHT ARROW Move one character to the right.
LEFT ARROW Move one character to the left.
CTRL+RIGHT ARROW Move one word to the right.
CTRL+LEFT ARROW Move one word to the left.
END Move to the end of the field, in a single-line field.
HOME Move to the beginning of the field, in a single-line field.
CTRL+END Move to the end of the field, in a multi-line field.
CTRL+HOME Move to the beginning of the field, in a multi-line field.

Basics of Microsoft Powerpoint

PowerPoint is a program to help create and present presentations. This handout introduces the basic features
of Microsoft PowerPoint and covers the basics of creating simple presentations and editing and formatting the
PowerPoint slides. PowerPoint 2007 is a presentation software application from Microsoft. With PowerPoint,
user can easily create slide shows, presentations, and multimedia applications. Teachers, Trainers and other
presenters can use slide shows to illustrate their presentations.
How to start MS-Powerpoint–
Click start → All programs → Microsoft Office → Microsoft Powerpoint
File format for the slides created is .pptx or ppt.
Parts of Power Point

1. The Microsoft Office Button

In the upper-left corner of the PowerPoint 2007 window is the Microsoft Office button. It›s similar to the
old File Menu. When user click the button, a menu appears. User can use the menu to create a new file,
open an existing file, save a file, print, and perform many other tasks.
2. The Quick Access Toolbar

Next to the Microsoft Office button in the upper left corner is the Quick Access toolbar outlined in red
in the image above.
The Quick Access toolbar provides with access to commands that are frequently used. By default, Save,
Undo, and Redo appear on the Quick Access toolbar. User use Save to save the file, Undo to rollback
an action user have taken, and Redo to reapply an action user have rolled back. User can customize this
toolbar by right clicking on it or click the small black down arrow to the right.
3. The Title Bar

The Title bar is located at the top in the center of the PowerPoint window. The Title bar displays the name
of the presentation on which user are currently working. By default, PowerPoint names presentations
sequentially, starting with Presentation1. When user save user file, user can change the name of user
presentation.
4. The Ribbon

The Ribbon holds all of the commands and features of each of the tabs in the Ribbon. The Tabs are
located across the top of the ribbon under the Title Bar. These contextual tabs will appear when user
have something highlighted that calls for it. For example, if user have a picture highlighted on its slide,
a Picture Tools tab will appear.

Similar tools are located in Command Groups across the ribbon.

Each Command Group includes Command Buttons to perform various actions on that group of tools.
Clipboard : Contains the cut, copy, paste commands. The Format Painter tool is located here as are the Paste
Special, Paste as Hyperlink, and Duplicate commands.
Slides : All the commonly used commands for creating new slides
Font : Includes the most commonly used commands for formatting font
Paragraph : Includes all of the paragraph formatting commands, vertical and horizontal alignments, text
direction, bullets, numbering, indenting, spacing before and after, columns, etc. It also includes the dialog
box for tabs.
Drawing : Allows to add shapes and draw on slides. This is Format Shape Dialog Box. The Status bar
generally appears at the bottom of the window.
5. Status bar
The Status bar displays the number of the slide that is currently displayed, the total number of slides, and the
name of the design template in use or the name of the background.
The Outline tab displays the text contained in presentation in an outline format. The Slides tab displays a
thumbnail view of all slides. User can click the thumbnail to view the slide in the Slide pane.
The View buttons appear near the bottom of the screen. User can use the View buttons to change between
Normal view, Slider Sorter view, and the Slide Show view.

Normal View
Normal view splits the screen into three major sections: the Outline and Slides tabs, the Slide pane, and the
Notes area.
The Outline and Slides tabs are on the left side of window. They enable to shift between two different ways
of viewing your slides. The Slides tab shows thumbnails of your slides. The Outline tab shows the text on r
slides. The Slide pane is located in the center of your window. The Slide pane shows a large view of the slide
on which user currently working. The Notes area appears below the Slide pane. User can type notes on the
Notes area.

Slide Sorter View

Slide Sorter view shows thumbnails of all slides. In Slide Sorter view, user can easily add, delete, or change
their order of your slides.

Slide Show View

Use the Slide Show view when want to view slides, as they will look in final presentation. When in Slide
Show view:
Esc - Returns to the view using previously.
Left-clicking - Moves you to the next slide or animation effect. When reach the last slide, automatically return
to previous view.
Right-clicking - Opens a pop-up menu. User can use this menu to navigate the slides, add speaker notes,
select a pointer, and mark presentation.

Zoom In & Zoom Out

Zoom controls allows you to zoom in and zoom out on the window. Zooming in makes the window larger so
focus in on an object. Zooming out makes the window smaller so user can see the entire window.
You can click and drag the vertical and horizontal splitter bars to change the size of your panes.
 User use the Minimize button to remove a window from view. While a window is minimized, its title
appears on the task bar.
Click to the Maximize button to cause a window to fill the screen. After maximize a window, clicking
the Restore button returns the window to its former smaller size.
Click to the Close button to exit the window and close the program.
MS– Power Point Shortcuts
Shortcut Keys Description
F5 View the Slide Show
Shift + Ctrl + Selects all text form the cursor to the sart of the active text box
Home
Shift + Ctrl + Selects all text form the cursor to the end of the active text box
End
S p a c e b a r o r Move to next slide or next animation
click the mouse
S Stop the show press S again to restrat the show
Esc End the side show
Ctrl + A Select all items on the page or the active text box
Ctrl + B Applies bold to the select text
Ctrl + D Duplicates the selected object
Ctrl + F Opens the find dialog box
Ctrl + G Opens the grids and guies dialog box
Ctrl + H Opens the replace dialog box
Ctrl + I Applies Italics to the selected text
Ctrl + M Inserts a new slide
Ctrl + N Opens a new blank presentations
Ctrl + O Opens the open dialog box
Ctrl + T Opend the font dialog box
Ctrl + U Applies underlining to the selected text Paste
Ctrl + V Paste
Ctrl + W Closes the presentation
Ctrl + Y Repeats the last comand entered
Home Move cursor to beginning of current line of text
End Moves cursor to end of current line of text
Ctrl + Home Moves cursor in beginning of presentations
Ctrl + End Moves cursor to end of presentation
Shift + Click Select more than one slide in a presentation
each side
Shift + F1 Help
Microsoft Outlook
Its 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 be used as a stand-alone application, or can work with Microsoft Exchange Server and Microsoft
SharePoint Server for multiple users in an organization, such as shared mailboxes and calendars, Exchange
public folders, SharePoint lists, and meeting schedules.
 Past Exercise
1. A hard copy of a document is 6. Data that is copied from an application is stored
[SBI Clerk, 2009] in the [SBI Clerk, 2009]
(a) printed on the printer (a) Driver (b) Terminal
(c) Prompt (d) Clipboard
(b) stored on a floppy
(e) None of these
(c) stored on a CD
7. Changing an existing document is called the
(d) stored in the hard disk document. [SBI Clerk, 2009]
(e) None of these (a) creating (b) deleting
2. The name that the user gives to a document is (c) editing (d) adjusting
referred to as [SBI Clerk, 2009] (e) None of these
(a) document-name 8. In a spreadsheet program the —contains related
(b) file-name worksheets and documents. [SBI Clerk, 2009]
(a) workbook (b) column
(c) name-given
(c) cell (d) formula
(d) document-identity
(e) None of these
(e) None of these 9. In order to save an existing document with a
3. Microsoft Word is an example of different name you need to —
[SBI Clerk, 2009] [SBI Clerk, 2009]
(a) an operating system (a) Retype the document and give it a different
(b) a processing device name
(c) application software (b) Use the Save as command
(c) Copy and paste the original document to a
(d) an input device
new document and then save
(e) None of these (d) Use Windows Explorer to copy the
4. If text was highlighted and “Edit” “Copy” was document to a different location and then
clicked, what would happen ? rename it
[SBI Clerk, 2009] (e) None of the above
(a) Text would be copied from the document 10. What would you do to highlight a word? You
and placed in the clipboard position the cursor next to the word, and then
(b) Text would be removed from the document ————— [SBI Clerk, 2009]
and placed in the clipboard (a) Drag mouse while holding button down
(c) Text from the clipboard would be placed in (b) Click mouse once
the document at the place where the cursor (c) Roll mouse around
is blinking (d) Roll and then click mouse
(d) ‘b’ and ‘c’ (e) None of the above
(e) None of the above 11. Which one of the following software applications
would be the most appropriate for performing
5. For opening and closing of the file in Excel, you
numerical and statistical calculations?
can use which bar ? [SBI Clerk, 2009]
[SBI Clerk, 2009]
(a) Formatting
(a) Database
(b) Standard (b) Document processor
(c) Title (c) Graphics package
(d) Formatting or Title (d) Spreadsheet
(e) None of these (e) None of the above
12. The background of any word document——— 19. How many different documents can you have
[SBI Clerk, 2009] open at any one time? [SBI Clerk, 2009]
(a) is always white colour (a) Not more than three
(b) is the colour you preset under the Options (b) Only one
menu (c) As many as your computer memory will
(c) is always the same for the entire hold
document
(d) No more than your Taskbar can display
(d) can have any colour you choose
(e) None of these
(e) None of the above
13. What is the default file extension for all word 20. Which of the following can be used to select the
documents? [SBI Clerk, 2009] entire document? [IBPS PO, 2011]
(a) TXT (b) WRD (a) CTRL+A (b) ALT+ F5
(c) FIL (d) DOC (c) SHIFT+A (d) CTRL+K
(e) None of these (e) CTRL+H
14. Text in a column is generally aligned——— 21. To instruct Word to fit the width of a column
[SBI Clerk, 2009] to the contents of a table automatically, click
(a) justified (b) right the___button and then point to AutoFit
(c) center (d) left Contents. [IBPS PO, 2011]
(e) None of the above (a) Fit to Form (b) Format
15. In page preview mode——— (c) Autosize (d) Contents
[SBI Clerk, 2009] (e) AutoFit
(a) You can see all pages of your document
22. The default view in Excel is_____view.
(b) You can only see the page you are currently
working [IBPS PO, 2011]
(c) You can only see pages that do not contain (a) Work (b) Auto
graphics (c) Normal (d) Roman
(d) You can only see the title page of your (e) None of these
document 23. What displays the contents of the active cell in
(e) None of the above Excel? [IBPS PO, 2011]
16. A ––– is a named set of characters that have the (a) Namebox (b) Row Headings
same characteristics. [SBI Clerk, 2009]
(c) Formulabar (d) Taskpane
(a) type face (b) type style
(c) font (d) pico (e) None of these
(e) None of these 24. In Word you can force a page break
17. A ––– pre-designed document that already had [IBPS PO, 2011]
coordinating fonts, a layout and a back ground. (a) by positioning your cursor at the
[SBI Clerk, 2009] appropriate place and pressing the F1 key
(a) guide (b) model (b) by positioning your cursor at the appropriate
(c) ruler (d) template place and pressing Ctrl + Enter
(e) None of these (c) by using the Insert/Section Break
18. Which elements of a Word document can be
(d) by changing the font size of your document
displayed in colour? [SBI Clerk, 2009]
(a) Only graphics (e) None of these
(b) Only text 25. The basic unit of a worksheet into which you
(c) All elements enter data in Excel is called a [IBPS PO, 2011]
(d) All elements but only if you have a colour (a) tab (b) cell
printer (c) box (d) range
(e) None of these (e) None of these
26. In Excel ________allows users to bring (c) Use the “duplicate” command
together copies of workbooks that other users (d) Copy the document
have worked on independently. (e) Use the “save as” command
[IBPS PO, 2011] 33. This dialog box specifies or modifies the
(a) Copying (b) Merging worksheet cell range containing data to be
(c) Pasting (d) Compiling charted [IBPS Clerk, 2011]
(e) None of these (a) Chart Location
27. A(n)_____ is a special visual and aduio effect (b) Chart Style
applied in Powerpoint to text or content. (c) Chart Options
[IBPS PO, 2011] (d) Chart Source Data
(a) animation (b) flash (e) None of these
(c) wipe (d) dissolve 34. Using Print Preview is useful when you want
(e) None of these to- [IBPS Clerk, 2011]
28. In word, when you indent a paragraph, you (a) Colour the document
[IBPS Clerk, 2011] (b) Save the document
(a) push the text in with respect to the margin (c) Delete the document
(b) change the margins on the page (d) Copy the document
(c) move the text up by one line (e) View how trip document will appear when
(d) move the text down by one line printed
(e) None of these 35. Your position in the text is shown by a
29. Excel would evaluate the formula, = 20* 10/4 [IBPS Clerk, 2011]
*8 and return the answer [IBPS Clerk, 2011] (a) Blinker (b) Cursor
(a) 400 (b) 40 (c) Causer (d) Pointer
(c) 6.25 (d) 232 (e) None of these
(e) 600 36. To reverse the effect of your last action in word
30. In word, you can use Styles to [IBPS Clerk, 2011]
[IBPS Clerk, 2011] (a) Use the cut command
(a) Make copies of documents (b) Use the Undo command
(b) Save changes to documents (c) Press the delete key
(c) Delete text in documents (d) Use the Redo command
(d) Format your documents (e) None of these
(e) None of these 37. A word gets selected by clicking it to select a
31. In the formula, = B1/B2 + B3, which of the word, in Word [IBPS Clerk, 2011]
following is the correct precedence? (a) once (b) twice
[IBPS Clerk, 2011] (c) three times (d) four times
(a) Addition higher precedence than division (e) None of these
(b) Equal precedence among the two operators: 38. In word, you can change Page Margins by
proceed right to left [IBPS Clerk, 2011]
(c) Equal precedence among the two operators (a) Dragging the scroll box on the scroll bars
proceed left to right (b) Deleting the margin boundaries on the
(d) Division higher precedence than addition Ruler
(e) None of these (c) Dragging the margin boundaries on the
32. To make a copy of the current document to disk Ruler
[IBPS Clerk, 2011] (d) Clicking the right mouse button on the
(a) Use the “save” command Ruler
(b) This cannot be done (e) None of these
39. In word, replace option is available on 46. What feature adjusts the top and bottom
[IBPS Clerk, 2011] margins so that the text is centered vertically
(a) File Menu (b) View Menu on the printed page ? [IBPS PO, 2012]
(c) Edit Menu (d) Format Menu (a) Vertical justifying
(e) None of these (b) Vertical adjusting
40. In Excel, this is a prerecorded formula that (c) Dual centering
provides a shortcut for complex calculations (d) Horizontal centering
[IBPS Clerk, 2011] (e) Vertical centering
(a) Value (b) Data Series 47. What is the overall term for creating, editing,
(c) Function (d) Field formatting, storing, retrieving, and printing a
(e) None of these text document ? [IBPS PO, 2012]
41. This is not a function category in Excel (a) Word processing
[IBPS Clerk, 2011] (b) Spreadsheet design
(a) Logical (b) Data Series (c) Web design
(c) Financial (d) Text (d) Database management
(e) None of these (e) Presentation generation
42. Which of the following is not one of the syntax 48. The letter and number of the intersecting
rules? [IBPS Clerk, 2011] column and row is the __________.
(a) The order in which you list the function’s [IBPS PO, 2012]
arguments (a) cell location (b) cell position
(b) The precedence of the arguments (c) cell address (d) cell coordinates
(c) Whether or not the function has arguments (e) cell contents
(d) Properly spelling the function’s name 49. In Power Point, the Header and Footer button
(e) None of these can be found on the Insert tab in what group ?
43. Editing a document consists of reading through [IBPS PO, 2012]
the document you've created, then (a) Illustrations group
[SBI Clerk, 2011] (b) Object group
(a) correcting your errors (c) Text group
(b) printing it (d) Tables group
(c) saving it (e) None of these
(d) deleting it 50. A typical slide in a slide presentation would not
(e) None of these include __________. [IBPS PO, 2012]
44. The name a user assigns to a document is called (a) photo images charts, and graphs
a(n) [SBI Clerk, 2011] (b) graphs and clip art
(a) filename (b) program (3) clip art and audio clips
(c) record (d) data (d) full-motion video
(e) None of these (e) content templates
45. __________ allows users to upload files to 51. The PC productivity tool that manipulates
an online site so they can be viewed and edited data organized in rows and columns is called a
from another location. [IBPS PO, 2012] __________. [IBPS PO, 2012]
(a) General-purpose applications (a) spreadsheet
(b) Microsoft Outlook (b) word processing document
(c) Web-hosted technology (c) presentation mechanism
(d) Office Live (d) database record manager
(e) None of these (e) EDI creator
52. To find the Paste Special option, you use (d) An animated character that offers help and
the Clipboard group on the _____ tab of suggestions
PowerPoint. [IBPS PO, 2012] (e) None of these
(a) Design (b) Slide Show 58. Pressing CTRL+9 in Excel [IBPS Clerk, 2012]
(c) Page Layout (d) Insert (a) Prints 9
(e) Home (b) Prints
53. What is the easiest way to change the phrase, (c) Prints 9 followed by spaces
revenues, profits, gross margin, to read (d) Inserts 9 cells at the current location
revenues, profits, and gross margin ? (e) Hides the current row
[IBPS PO, 2012] 59. To change the name of an Excel worksheet
(a) Use the insert mode, position the cursor [IBPS Clerk, 2012]
before the g in gross, then type the word (a) Click on the worksheet tab by holing CTRL
and followed by a space key and type a new name
(b) Use the insert mode, position the cursor (b) Choose Save, AS option from file menu
after the g in gross, then type the word and (c) Add a (?) at the end of filename while
followed by a space saving the workbook
(c) Use the overtype mode, position the cursor (d) Press CTRL + SHIFT keys and new name
before the g in gross, then type the word (e) Double click at the worksheet tab and type
and followed by a space a new name
(d) Use the overtype mode, position the cursor 60. A document that explains how to use a software
after the g in gross, then type the word and program is called ______ manual
followed by a space [IBPS Clerk, 2012]
(e) None of these (a) User (b) System
54. Which PowerPoint view displays each slide of (c) Software (d) Program
the presentation as a thumbnail and is useful for (e) Technical
rearranging slides ? [IBPS PO, 2012] 61. To allow someone else schedule your meetings
(a) Slide Sorter (b) Slide Show and appointments, ______ feature of Outlook
(c) Slide Master (d) Notes Page is used [IBPS Clerk, 2012]
(e) Slide Design (a) Monthly calendar (b) Event manager
55. When entering text within a document, the (c) Appointments (d) Delegate Access
Enter key is normally pressed at the end of (e) None of these
every __________. [IBPS PO, 2012] 62. Macros stored in the global macro sheet can be
(a) Line (b) Sentence used [IBPS PO, 2013]
(c) Paragraph (d) word (a) in the current document only
(e) file (b) in any document
56. ______ is used to add or put into your document (c) can be used only with other macros of the
such as a picture or text. [IBPS Clerk, 2012] global macro sheet
(a) TV (b) Squeeze in (d) not consistent behaviour
(c) Push in (d) Insert (e) None of the above
(e) None of these 63. Anything that is typed in a worksheet appears
57. Office Assistant is [IBPS Clerk, 2012] [IBPS PO, 2013]
(a) in the formula bar only
(a) An application that allows you to take
notes and save them in file (b) in tho active cell only
(c) in both active cell and formula bar
(b) A button on the standard toolbar that
executes the Save command (d) in tho formula bar first and when we press
ENTER it appears in active cell
(c) A collection of Autocorrect options in
Word (e) None of the above
64. Which bar is usually located below the Title (d) (b) and (c)
Bar that provides categorised options? (e) None of the above
[IBPS PO, 2013] 67. Table in Word is a grid of rows and columns,
(a) Menu Bar (c) Toolbar with each cell can have [IBPS PO, 2013]
(b) Status bar (d) Scroll Bar (a) text or graphics (b) only text
(e) None of the above (c) only graphics (d) both
65. How many types of cell references are available (e) None of these
in Excel? [IBPS PO, 2013]
68. Word allows user to import graphics from
(a) 3 (b) 4
[IBPS PO, 2013]
(c) 8 (d) 10
(a) the library which comes bundled with
(e) None of these
Word
66. Table of contents can be prepared by using
(b) any where in the computer
[IBPS PO, 2013]
(a) macros (c) various graphics format like gif, bmp, png,
etc
(b) headings as H1, H2, H3 and more in the
document (d) only gif format
(c) by table of contents in tools menu (e) None of the above

Answer Key

1. (a) 13. (d) 25 (b) 37. (b) 49. (c) 61. (d)
2. (b) 14. (a) 26 (b) 38. (c) 50. (c) 62. (b)
3. (c) 15. (a) 27 (a) 39. (c) 51. (a) 63. (c)
4. (a) 16. (b) 28. (a) 40. (c) 52. (e) 64. (a)
5 (b) 17. (d) 29. (a) 41. (b) 53. (a) 65. (a)
6. (d) 18. (c) 30. (d) 42 (b) 54. (a) 66 (b)
7. (c) 19. (c) 31. (d) 43 (a) 55. (b) 67. (a)
8. (b) 20. (a) 32. (e) 44 (a) 56. (b) 68. (c)
9 (b) 21 (c) 33. (d) 45. (b) 57. (d)
10. (a) 22 (c) 34. (e) 46. (a) 58. (e)
11. (d) 23 (c) 35. (b) 47. (a) 59. (e)
12. (d) 24. (b) 36. (b) 48. (c) 60. (a)
 Practice Exercise
1. The quickest and easiest way in Word, to locate (c) Italics and Underlined
a particular word or phrase in a document is to (d) Bold
use the ________ command. (e) None of these
(a) Replace (b) Find 8. In Excel, Charts are created using which option?
(c) Lookup (d) Search (a) Chart Wizard (b) Pivot Table
(e) None of these (c) Pie Chart (d) Bar Chart
2. Editing a document consists of reading (e) None of these
through the document you’ve created, then 9. For creating a document, you use __________
__________. command at File Menu.
(a) correcting your errors (a) Open (b) Close
(b) printing it (c) New (d) Save
(c) saving it (e) None of these
(d) deleting it 10. For creating a document, you use __________
(e) None of these command at File Menu.
3. Each box in a spreadsheet is called a (a) New (b) Open
(a) cell (b) empty space (c) Document (d) Type
(c) field (d) None of these (e) None of these
4. You cannot link Excel worksheet data to a Word 11. Which of the following commands is used to
document __________. select the whole document?
(a) with the right drag method (a) Ctrl + A (b) Alt + F5
(b) with the hyperlink (c) Shift + S (d) Can’t be done
(c) with the copy and paste special commands (e) None of these               
(d) with the copy and paste buttons on the 12. In word processing, an efficient way to move the
standard commands 3rd paragraph to place it after the 5th paragraph
(e) All of these is __________.
5. You Microsoft Word by using __________ (a) copy and paste
button. (b) copy, cut and paste
(a) New (b) Start (c) cut, copy and paste
(c) Program (d) Control Panel (d) cut and paste
(e) None of these (e) None of these
6. Which of the following could you do to remove 13. = SUM (B1 : B8) is an example of a __________
a paragraph from a report you had written? (a) function (b) formula
(a) Delete and edit (c) cell address (d) value
(b) Highlight and delete (e) None of these
(c) Cut and paste 14. A __________ is a collection of data that is
(d) Undo typing stored electronically as a series of records in a
(e) None of these table.
7. You click at B to make the text __________. (a) spreadsheet (b) presentation
(a) Italics (c) database (d) web page
(b) Underlined (e) None of these
15. A __________ is a professionally designed 22. What happens when you press Ctrl + V Key?
“empty” document that can be adapted to the (a) A Capital V letter is typed into your
user’s needs. document at the cursor point
(a) file (b) guide (b) The selected item is pasted from the
(c) template (d) user guide file clipboard
(e) None of these (c) The selected item is pasted to the clipboard
16. What is the intersection of a column and a row (d) The selected drawing objects are distributed
on a worksheet called? vertically on the page
(a) Column (b) Value (e) None of these
(c) Address (d) Cell 23. Title bar, ribbon, status bar, views and document
(e) None of these workspace are factors of __________ program
17. In a spreadsheet, a __________ is a number of Words.
you will use in a calculation. (a) Windows (b) Browser
(a) label (b) cell (c) Explorer (d) Website
(c) field (d) value (e) None of these
(e) None of these 24. To __________ a document means to make
18. __________ view shows how the contents on changes to its existing content.
printed page will appear with margin, header (a) format (b) save
and footer. (c) edit (d) print
(a) Draft (e) None of these
(b) Full Screen Reading 25. The name given to a document by user is called
(c) Outline (a) Filename (b) Program
(d) Page Layout (c) Data (d) Record
(e) None of these (e) None of these
19. We can enter and edit the text efficiently using – 26. A saved document is referred to as _________.
(a) Spreadsheet (a) File (b) Word
(b) Typewriter (c) Folder (d) Project
(c) Word Processing Program (e) None of these
(d) Desktop Publishing Program 27. A hard copy of a document is __________.
(e) None of these (a) stored in the hard disk
20. The background of any Word document (b) stored on a floppy
(a) is always of white color (c) stored on a CD
(b) is the colour present under the option menu (d) printed on the printer
(c) is always the same for the entire document (e) None of these
(d) can have any colour you choose 28. Allows you to print.
(e) None of these (a) ribbon (b) monitor
21. When the margins on both sides are straight and (c) go now (d) Control-P
equal, then there is _________ in document.
(e) None of these
(a) full justification
29. The different styles of lettering in a word
(b) full alignment
processing program.
(c) left justification
(a) font (b) calligraphy
(d) right justification
(c) writing (d) manuscript
(e) None of these
(e) None of these
30. Any ___________ letter, number, or symbol (a) pointer (b) menu
found on the keyboard that you can type into (c) icon (d) button
the computer. (e) None of these
(a) output (b) character 39. Saving is the process of __________.
(c) type (d) print (a) copying a document from memory to a
(e) None of these storage medium
31. A program which helps create written (b) making changes to a document’s existing
documents and lets you go back and make content.
corrections as necessary. (c) changing the appearance, or overall look,
(a) spreadsheet (b) personal writer of a document
(c) word printer (d) word processor (d) developing a document by entering text
(e) None of these using a keyboard
32. To insert a copy of the clipboard contents, (e) None of these
whatever was last cut or copied at the insertion 40. To find a saved document in the computer’s
point. memory and bring it up on the screen to view
(a) paste (b) stick in __________.
(c) fit in (d) push in (a) reverse (b) return
(e) None of these (c) retrieve (d) return
33. The command used to remove text or graphics (e) None of these
from a document. The information is then 41. In word processing, an efficient way to move the
stored on a clipboard as you can paste it. 3rd paragraph to place it after the 5th paragraph
(a) chop (b) cut is __________.
(c) clip (d) cart away (a) copy and paste
(e) None of these (b) copy, cut and paste
34. A command that saves what you working on (c) cut, copy and paste
into the hard drive, or onto a disk. (d) cut and paste
(a) view (b) hold (e) None of these
(c) save (d) go 42. A __________ is a collection of data that is
(e) None of these stored electronically as a series of records in a
35. A command to get a file you working on from table.
the memory where it was stored. (a) spreadsheet (b) presentation
(a) close (b) delete (c) database (d) web page
(c) open (d) get it (e) None of these
(e) None of these 43. A __________ is a professionally designed
36. To move down a page in a document. “empty” document that can be adapted to the
(a) jump (b) fly user’s needs.
(c) wriggle (d) scroll (a) file (b) guide
(e) None of these (c) template (d) user guide file
37. What menu is selected to print? (e) None of these
(a) File (b) Tools 44. What is the intersection of a column and a row
on a worksheet called?
(c) Social (d) Edit
(a) Column (b) Value
(e) None of these
(c) Address (d) Cell
38. A(n) _________ contains commands that can
be selected. (e) None of these
45. In a spreadsheet, a _________ is a number 53. Documentation of computer program is
you will use in a calculator. important so that
(a) label (b) cell (a) users can learn how to use the program
(c) field (d) value (b) other programmers can know how to
(e) None of these maintain the program
46. Numbers and formulae entered in a cell are (c) the programmer can see why the code is
called written that way while hunting for sources
(a) Labels (b) Numeric entries of error
(c) Intersection (d) Text (d) All of the above
(e) Fillers (e) None of the above
54. Two different files can have the same name if
47. An essential ingredient for effective multimedia
presentations incorporates user participation or (a) they are in different folders
_________. (b) they are on different drives
(a) links (b) buttons (c) Never
(c) interactivity (d) integration (d) the names are capitalised differently
(e) speed (e) None of the above
55. When you cut or copy information it gets place
48. When writing a document, you can use the
in the __________.
__________ feature to find an appropriate
word or an alternative word if you find yourself (a) Clipart
stuck for the right word. (b) Clipboard
(a) dictionary (b) word finder (c) Internet
(c) encyclopedia (d) thesaurus (d) Motherboard
(e) None of the above
(e) None of these
56. A program that enables you to perform
49. In Excel, __________ contains one or more
calculations involving rows and columns of
worksheets.
numbers is called a __________.
(a) Template (b) Workbook
(a) spreadsheet program
(c) Active cell (d) Label
(b) word processor
(e) None of these
(c) graphics package
50. By default, your documents print in (d) window
__________ mode.
(e) None of the above
(a) Landscape (b) Portrait
57. What is the term for how words will appear on
(c) Page Setup (d) Print View a page?
(e) None of these (a) Text formatting
51. Which type of file is created by word processing (b) Character formatting
programs? (c) Point size
(a) database file (b) storage file (d) Typeface
(c) worksheet file (d) document file (e) None of these
(e) graphical file 58. Microsoft Office is an example of a _________.
52. For creating a document, you use __________ (a) closed-source software
command at File Menu. (b) open-source software
(a) Open (b) Close (c) horizontal-market software
(c) New (d) Save (d) vertical-market software
(e) None of the above (e) compiler
59. You can use __________ to copy selected text, 65. In Word, which menu would the user select to
and __________ to paste it in a document. print a document?
(a) CTRL + C, CTRL + V (a) Tools (b) File
(b) CTRL + C, CTRL + P (c) View (d) Window
(c) CTRL + S, CTRL + S
(e) None of these
(d) SHIFT + C, ALT + P
(e) CTRL + D, CTRL + A 66. In order to choose the font for a sentence in a
WORD document __________.
60. The operation of combining two cells into a single
cell in Excel is referred to as __________. (a) select Font in the Format menu
(a) Join Cells (b) Merge Cells (b) select Font in the Edit menu
(b) Merge Table (d) Join Table (c) select Font in the Tools menu
(e) None of these (d) select Font in the Insert menu
61. Data is organized in a work sheet as ________.
67. In order to delete a sentence from a document
(a) charts and diagrams
you would use __________.
(b) rows and columns
(a) highlight and copy
(c) tables and boxes
(d) graphs (b) cut and paste
(e) None of these (c) copy and paste
62. Spell Check will, find errors in which of the (d) highlight and delete
following? (e) select and paste
(a) Today is a rainy day
68. Editing a document that has been created means
(b) Today is a rainy day
__________.
(c) is a rainy
(a) saving it (b) printing it
(d) Rainy today a day
(e) None of these (c) scanning it (d) correcting it
63. In Excel, when the contents and attributes of a (e) None of these
cell or range of cells have to be erased using the 69. In Excel, the contents of the active cell are
menu, the user must __________. displayed in the __________.
(a) Select the cells, choose Edit and select (a) footer bar (b) tool bar
Clear, then All
(c) task bar (d) menu bar
(b) Select the cells, and click delete on the
keyboard (e) formula bar
(c) Select the cells, choose Tools, and select 70. To insert a page break in a WORD document,
Clear, then Formats the following options are used __________.
(d) Select the cells, choose Tools, and select (a) Insert and Copy
Formula Audit then Delete
(b) Insert and Enter
(e) None of these
64. If an Excel Worksheet is to be linked for use (c) Insert and Delete
in a Power Point presentation, the following (d) Insert and Page Layout
should be clicked __________. (e) Insert and Break
(a) Edit, Paste Special 71. Which of the following identifies a cell in Excel.
(b) Edit, Paste
(a) formula (b) name
(c) Edit, Copy
(d) File, Copy (c) label (d) address
(e) None of these (e) None of these
72. While selecting multiple work sheets in Excel, 80. The user can use __________ commands to
the following key must also be used when search for and correct words in a document.
clicking the sheet tab _________. (a) Print and Print Preview
(a) Shift (b) Alt (b) Header and Footer
(c) Ctrl (d) Insert (c) Find and Replace
(e) Esc (d) Spelling and Grammar
73. A word processor would be used best to _____.
(e) Copy and Paste
(a) paint a picture
81. Which of the following is the feature that keeps
(b) draw a diagram track of the right margin?
(c) type a story (a) Find and replace (b) Wordwrap
(d) work out income and expenses (c) Right justified (d) Left justified
(e) None of these
(e) Ragged right
74. The result of a formula in a cell is called
82. To specify margins in Word, the user has to
(a) label (b) value select Page Setup option from the __________
(c) range (d) displayed value menu.
(e) None of these (a) Edit (b) Table
75. Which of the following Excel charts represents (c) Autocorrect (d) File
only one value for each variable?
(e) Format
(a) Function (b) Line
83. What is the package called which helps create,
(c) Pie (d) Bar manipulate and analyse data arranged in rows
(e) None of these and columns?
76. To see the document before the printout is (a) Application package
taken, use (b) Word processing package
(a) Insert Table (b) Paste
(c) Outlining package
(c) Format Painter (d) Cut
(d) Outline processors
(e) Print Preview
(e) Spreadsheet package
77. To move data from one part of the document to
84. Which of the following options is used to
another, which of the following is used?
display information such as title, page number
(a) Cut and Paste (b) Copy and Paste of the document?
(c) Copy and Delete (d) Copy and Undo
(a) Insert Table
(e) Cut and Insert
(b) Auto correct
78. Which of the following is the another name for
(c) Thesaurus
a pre-programming formula in Excel?
(d) Spelling and Grammar
(a) Range (b) Graph
(e) Header and Footer
(c) Function (d) Cell
(e) None of these 85. Which of the following justifications align the
text on both the sides – left and right – of the
79. To save a document for the first time,
margin?
__________ option is used.
(a) Right (b) Justify
(a) Save as (b) Save
(c) both Sides (d) Balanced
(c) Save on (d) Copy
(e) None of these
(e) Paste
 Answer Key

1. (b) 16. (d) 31. (d) 45. (b) 61. (b) 76. (e)
2. (c) 17. (d) 32. (a) 47. (c) 62. (e) 77. (a)
3. (a) 18. (d) 33. (b) 48. (d) 63. (a) 78. (c)
4. (d) 19. (d) 34. (c) 49. (b) 64. (a) 79. (a)
5. (c) 20. (b) 35. (c) 50. (c) 65. (b) 80. (c)
6. (b) 21. (a) 36. (d) 51. (d) 66. (a) 81. (c)
7. (d) 22. (b) 37. (a) 52. (c) 67. (d) 83. (d)
8. (a) 23. (a) 38. (c) 53. (d) 68. (d) 83. (e)
9. (c) 24. (c) 39. (a) 54. (a) 69. (e) 84. (e)
10. (a) 25. (a) 40. (c) 55. (b) 70. (e) 85. (b)
11. (a) 26. (a) 41. (d) 56. (a) 71. (b)
12. (d) 27. (d) 42. (c) 57. (a) 72. (c)
13. (b) 28. (d) 43. (c) 58. (a) 73. (c)
14. (c) 29. (a) 44. (d) 59. (a) 74. (d)
15. (c) 30. (b) 45. (d) 60. (b) 75. (a)