Computer • Chapter 09

MS Office

MS Office
MS Word • MS Excel • MS PowerPoint • Shortcuts • Functions • Views • Animations & Transitions
Source NoteThis mind map follows the supplied PDF's MS Office chapter, indexed as printed pages 73–81 and appearing on PDF pages 74–82. It contains three parts: Word (73–75), Excel (76–78), PowerPoint (79–81). Incorrect function names and platform-specific shortcut claims have been corrected.
MS Office Family
MS Office visual from the source PDF
MS Office visual from the source PDF

MS Word

Word processor for creating letters and documents with formatting and themes.
Word Processing / Documents

MS Excel

Electronic worksheet / spreadsheet for arranging, calculating and analyzing data.
Worksheet / Spreadsheet

MS PowerPoint

Presentation program for personal and professional presentations.
Presentation / Slide
⚡ QUICK RECALL
Word → Documents • Excel → Worksheet/Data • PowerPoint → Presentations
Microsoft Word — Basics
  • Microsoft Word is a word processor developed by Microsoft.
  • The source says it was first released in 1983 under the name Multi-Tool Word for Xenix systems.
  • It can be used to create letters and other documents with many types of formatting and themes.
  • Microsoft Word is used to create and format letters and other types of documents.
How to Open MS Word

Method 1 — Run

Windows + R → type WINWORD → OK

Method 2 — Start Menu

Start Menu → search for Word
Second path shown in source
START MENU → ALL PROGRAMS → MS-OFFICE → MS-WORD
Important Word Topics
  • Orientation: switches pages between landscape and portrait layouts.
  • Font and Font Size: source states maximum size = 1638.
  • Spelling & Grammar: source gives F7.
  • Thesaurus: source gives Shift + F7; opens synonyms for selected word.
MS Word Shortcut Keys
ShortcutFunction shown in source
Ctrl + NNew file
Ctrl + OOpen existing Word file
Ctrl + SSave
F12Save As
Ctrl + PPrint
Ctrl + F2Print Preview
Ctrl + WClose current file
Alt + F4Exit
Ctrl + XCut
Ctrl + CCopy
Ctrl + VPaste
Ctrl + BBold
Ctrl + IItalic
Ctrl + UUnderline
Ctrl + Shift + +Superscript
Ctrl + =Subscript
Ctrl + LLeft align
Ctrl + RRight align
Ctrl + ECentre align
Ctrl + JJustify
Ctrl + FFind
Ctrl + HReplace
Ctrl + GGo To
Ctrl + ASelect All
Ctrl + EnterPage Break
Ctrl + KHyperlink
F7Spelling & Grammar
Shift + F7Thesaurus
Document Views & Zoom
Print Layout
Full Screen Reading
Web Layout
Outline
Draft
  • The source lists 5 document views.
  • Zoom: used to specify document zoom level.
  • Maximum shown: 500% • Minimum shown: 10%.
⚠ SOURCE-BASED NOTE
Values and keys here follow the supplied PDF, including F12 = Save As and maximum font size 1638; they are not replaced with outside-version-specific information.
Microsoft Excel — Basics
  • Microsoft Excel is described as an electronic worksheet that runs on a personal computer.
  • A worksheet is also called a spreadsheet.
  • It is used to arrange data in rows and columns and to enter, calculate, manipulate and analyze data sets.
  • In Microsoft Excel, data is arranged in rows and columns.
Labeled MS Excel interface from the source PDF
Labeled MS Excel interface from the source PDF
Open Excel & Key Terms

Open Excel

Start → All Programs → Applications → Microsoft Office → Microsoft Excel
or Windows + R → type excel / excel.exe

Workbook vs Worksheet

Worksheet: grid of cells made of rows and columns.
Workbook: file containing multiple worksheets.
TermMeaning in source
CellBasic unit of worksheet where data can be placed.
Current CellAn active cell is known as current cell.
Cell rangeA cell reference or group of cell references; a range may be contiguous or non-contiguous.
WorksheetGrid of cells made up of rows and columns.
WorkbookMultiple worksheets combined under one file.
Extensions, Rows & Columns
  • .xls — legacy Excel 97–2003 workbook format.
  • .xlsx — Default extension of Excel 2007 and newer.
  • .xlsm — Excel workbook with macro support.
Excel worksheet dimensions: 97–2003 versus 2007 and later
Excel worksheet dimensions: 97–2003 versus 2007 and later
Saving, Cells & Charts

Save Workbook

File → Save • Save button • Ctrl + S

Enter Data in Cell

Double-click cell • F2 • type on Formula Bar

Create Chart

1. Enter data → 2. Select cells → 3. Insert → Chart
Excel Function Categories

Character

UPPER • LOWER • PROPER

Arithmetic

SUM • AVERAGE • ROUND

Logical

IF

Date & Time

DATE • TIME • NOW
Character Functions
  • UPPER CASE: converts text to upper case — =UPPER("abc") → ABC
  • LOWER CASE: converts text to lower case — =lower("ABC") → abc
  • Proper case: =PROPER("JAMES BOND") → James Bond. Excel has no built-in TITLE() text function.
Arithmetic & Logical Functions
  • SUM: =SUM(A1:A10)
  • Average: =AVERAGE(A1:A10). AVG is a SQL function name, not Excel’s built-in worksheet function.
  • ROUND: =ROUND(10.789,2) → 10.79
  • IF: =IF(A1<A2,"True","false"); with A1=12, A2=30 → True
Date & Time Functions
  • DATE: =DATE(2015,11,6) → source result 11/6/2015.
  • =TIME(10,11,6) represents 10:11:06 AM; the displayed seconds depend on cell formatting.
  • NOW: =NOW() → source example 11/6/2015 10:11AM.
⚠ EXAM TRAP / SOURCE CAUTION
Remember PROPER() for initial capitals, AVERAGE() for the arithmetic mean, and TIME(hour,minute,second) for a time value.
MS PowerPoint — Introduction & History
  • MS PowerPoint is included in the Microsoft Office suite.
  • It is used to make presentations for personal and professional purposes.
  • The source says it was created at Forethought Inc. by Robert Gaskins and Dennis Austin.
  • It states a release date of 20 April 1987 and acquisition by Microsoft three months later.
  • PowerPoint debuted for Macintosh in 1987; the first Windows version, PowerPoint 2.0, arrived in 1990.
What is PPT? • Slide Layout • Insert

PPT

Presentation-based program using graphics and videos; source lists file extension .ppt.

Slide Layout

Multiple options and layouts are available under the Home tab.

Insert

Images, audio, video, header, footer, symbols, shapes, etc.
Main Features, Animations & Transitions
Design IdeasAnimationsSlide TransitionsImagesMerge ShapesVideosIconsPowerPoint Notes

Animation Types

Entrance • Emphasis • Exit • Motion Path

Common Transitions

Cut • Reveal • Shapes • Uncover • Wipe
PowerPoint Shortcut Keys
ShortcutFunction shown in source
Ctrl + ZUndo
Ctrl + YRedo
F5Start slide show
EscEnd slide show
Ctrl + PPrint
Ctrl + SSave
Ctrl + QNot the standard Windows-desktop exit shortcut; use Alt + F4
Ctrl + OOpen presentation
Ctrl + MNew slide
Page DownNext slide
Page UpPrevious slide
Ctrl + Shift + DDuplicate slide
Ctrl + +Zoom in
Ctrl + -Zoom out
Ctrl + Alt + OZoom to fit in supported PowerPoint versions; platform/version-specific
Ctrl + XCut
Ctrl + CCopy
Ctrl + VPaste
Ctrl + DDuplicate object
Ctrl + Shift + CCopy formatting
Ctrl + Shift + VPaste formatting
Ctrl + Alt + VPaste Special
⚠ SOURCE NOTE
PowerPoint shortcuts vary by platform and mode. F5 starts the desktop slide show from the beginning; Shift + F5 starts from the current slide; Esc ends it.
Ultra-Fast Revision
TopicRemember
MS WordWord processor • Multi-Tool Word • 1983 • documents
Word ViewsPrint Layout • Full Screen Reading • Web Layout • Outline • Draft
ExcelElectronic worksheet / spreadsheet • rows + columns
CellBasic worksheet unit
WorkbookMultiple worksheets in one file
Excel Extensions.xls • .xlsx • .xlsm
Character FunctionsUPPER • LOWER • PROPER
ArithmeticSUM • AVERAGE • ROUND
LogicalIF
Date & TimeDATE • TIME • NOW
PowerPointPresentation program • .ppt • slides
Animation TypesEntrance • Emphasis • Exit • Motion Path
⚡ ONE-LINE MEMORY
Word = Write • Excel = Calculate/Analyze • PowerPoint = Present
Chapter Boundary
Chapter 09 ends on PDF page 82 with PowerPoint editing shortcuts. The index lists the next chapter as Programming Language, printed pages 82–85.