Essential Microsoft Office Tips: Mastering Excel, Word, and PowerPoint

Microsoft Office Overview

1. Keyboard Shortcuts

• To find a particular word:

  CTRL + F

• Cut a text:

  CTRL + X

• To start a slide show:

  F5

2. Fill in the Blanks

Formula in MS-Excel always starts with:

= Sign

3. What is Indent in MS-Word?

In Microsoft Word, an "indent" refers to the space between the margin and the beginning of a line or paragraph. Indents control the alignment and positioning of text. Types include:

• First Line Indent: Indents only the first line of a paragraph.
• Hanging Indent: Indents all lines except the first.
• Left Indent: Adjusts the left margin of a paragraph.
• Right Indent: Adjusts the right margin of a paragraph.

4. Steps to Make Text Bold and Italic in MS Word

To make text bold and italic in Microsoft Word:

1. Select the Text: Click and drag to select text.
2. Apply Bold Formatting:
   • Press

     Ctrl + B

     or click the "B" button in the "Font" group on the Home tab.
3. Apply Italic Formatting:
   • Press

     Ctrl + I

     or click the "I" button in the "Font" group.

5. What is Autofill in MS-Excel?

Autofill is a feature in Excel that allows you to quickly fill a series of data based on a pattern. Examples include:

• Fill Series: Continuing a series of numbers or dates.
• Fill Days, Months, or Years: Extending date patterns.

6. Steps to Insert Bullets in MS-Word

To insert bullets:

1. Open Microsoft Word: Launch the program and your document.
2. Place Cursor: Click where you want the bulleted list.
3. Click the Bullets Button: Found in the "Home" tab.
4. Start Typing: Begin typing your list, pressing "Enter" for new bullets.

7. How to Insert Page Number in MS-Word?

To insert page numbers:

1. Open Microsoft Word: Launch the program and your document.
2. Click on the "Insert" tab.
3. Click on "Page Number": In the "Header & Footer" group.
4. Choose Location and Format: Select your preferences from the dropdown.

8. Difference Between Formula and Functions

Formula	Function
User-defined expressions for calculations.	Predefined tools provided by Excel.
Offers flexibility for custom calculations.	Designed for specific, predefined tasks.
Starts with an equal sign and uses operators.	Starts with a function name followed by parentheses.
Example: =A1 + B1	Example: =SUM(A1:A5)

9. What is Text Formatting in MS-Word?

Text formatting options include:

• Font Style and Size: Change via the "Font" group.
• Bold, Italics, and Underline: Use buttons in the "Font" group.
• Text Color and Highlighting: Change with the "Font Color" and "Text Highlight Color" buttons.
• Text Effects: Apply effects like shadow and reflection.
• Superscript and Subscript: Format using the "Font" group.
• Styles: Apply predefined styles for consistency.

10. What is Workbook?

A workbook in Excel is a file containing one or more worksheets, allowing users to store, organize, and manipulate data.

11. Syntax of SUM Function in MS-Excel

The syntax is:

=SUM(number1, [number2], [number3], ...)

• number1 (required): First number or range.
• number2, number3 (optional): Additional numbers or ranges (up to 255).

12. What is Alignment? Types of Alignments in MS-Word

Alignment refers to the horizontal placement of text. Types include:

• Left Alignment: Default; aligns to the left margin.

  CTRL + L

• Center Alignment: Centers text.

  CTRL + E

• Right Alignment: Aligns to the right margin.

  CTRL + R

• Justified Alignment: Aligns to both margins.

  CTRL + J

13. Different Views in MS-PowerPoint

PowerPoint offers various views:

• Normal View: Default view for editing.
• Slide Sorter View: Displays slides as thumbnails for easy rearrangement.
• Notes Page View: Shows slides and speaker notes.
• Slide Show View: Full-screen presentation.
• Outline View: Displays content in an outline format.
• Slide Master View: For global changes to slide designs.
• Handout Master View: Customizes handouts for distribution.

14. Explain Absolute and Relative Reference in MS-Excel

Relative Reference: Changes based on the cell's position (e.g.,

=A1+B1

becomes

=A2+B2

when copied).

Absolute Reference: Remains constant when copied (e.g.,

=A$1+$B$1

stays the same).

15. Different Ways to Create a Table in MS-Word

To create tables:

• Insert Table: Use the "Insert" tab, click "Table," and select rows and columns.
• Draw Table: Select "Draw Table" under the "Table" menu and draw.
• Quick Tables: Use pre-designed tables from the "Quick Tables" gallery.
• Excel Spreadsheet: Embed an Excel spreadsheet.
• Convert Text to Table: Convert existing text into a table.
• Insert Rows and Columns: Right-click inside a table to add.
• Using Keyboard Shortcuts: Type plus signs to create a table.

16. How to Record and Run Macro in MS Excel

Recording a Macro:

1. Open Excel and the target workbook.
2. Go to the "View" tab, click "Record Macro."
3. Name the macro, assign a shortcut (optional), choose where to store it, and click "OK."
4. Perform actions to record, then click "Stop Recording."

Running a Macro:

1. Go to the "View" tab, click "Macros."
2. Select the macro and click "Run."

17. Header and Footer

Headers and footers are sections at the top and bottom of a page, respectively. They often contain information like page numbers, titles, or dates.

Steps to Insert Header and Footer:

1. Click on the "Insert" tab.
2. Select "Header" or "Footer."
3. Choose a style and enter your content.

18. Steps to Perform Mail Merge in MS-Word

1. Go to the "Mailings" tab.
2. Click "Start Mail Merge" and select the type of document.
3. Click "Select Recipients" and choose your recipient list.
4. Insert merge fields into your document.
5. Click "Finish & Merge" to complete the process.

19. Short Notes

• Office 365: A subscription-based service providing access to Microsoft Office applications, cloud storage, and collaboration tools.
• LibreOffice: An open-source office suite that includes applications for word processing, spreadsheets, presentations, and more, offering compatibility with various document formats.
• Pivot Table: A data processing tool in Excel that summarizes and analyzes data, allowing users to easily rearrange and aggregate data to extract insights.