MICROSOFT OFFICE NOTES

Overview

Microsoft office developed by Microsoft Company, in Microsoft office following program are available:

  • Microsoft word

  • Microsoft excel

  • Microsoft power point

  • Microsoft Access etc

Word, a powerful word processor capable of generating anything from a typewriter-style to a fully formatted Page/Notes/Books like this one.

  1. Excel a spreadsheet and charting application capable of performing complex mathematical and financial analysis.

  2. PowerPoint, a presentation designer that will have you putting together slide shows in minutes, incorporating data from word, excel, and access as needed.

  3. Access, a relational database application capable of strong all the data your company produces and reassembling it I any style report you care to design.

Ms-Office Programs & Their Executable Files

  • Executable File of Microsoft Word is WINWORD.EXE.

  • Executable File of Microsoft Excel is EXCEL.EXE

  • Executable File of Microsoft Power Point is POWERPNT.EXE

  • Executable File of Microsoft Access is MSACCESS.EXE

Ms-Office Programs & Their Default Extensions

  • Microsoft Word Save their Document with "user defined file name" and add "DOC" extension by default, & for templates save "Template Name" with DOT extension.

  • Microsoft Excel Save their workbooks with "user defined file name" and add "XLS" extension by default, & for workspaces save "Work Space name" with "XLW" extension.

  • Microsoft PowerPoint Save their Presentation with "user defined file name" and add "PPT" extension by default.

  • Microsoft Access Save their Databases with "User Defined file name" and add "MDB" extension.  

Creating a New Document in Word, Work Book in Excel, Blank Presentation in PowerPoint

To create a new file based on the default Template, click the New Button on the standard toolbar or press Ctrl+N or Alt+F+N word will open a new document named Documentx(Document1,Document2,Document3, etc). Excel a new Spreadsheet named Bookx, PowerPoint named presentation x, and access a new database that it will make you save at once by using the file new Database dialog Box.

To Create a new file based on a different template:

  • Choose File --> New to display the new dialog box for the application select any template you want to capture in your current File. For example Letters and faxes etc.

Saving A File

The first time you save a file, you assign it a name and choose the folder in which to save it. Thereafter, when you save the file, the application uses that name and folder and does not prompt you for changes-unless you decide to save the file under a different name. in that case, you need to use the File --> Save as command rather the File --> save.

Saving a File for the First Time

To save a file for the first time:

  1. Choose File --> Save to display the save as dialog box. (The dialog boxes in the different applications have slightly different names. Instead of choosing File --> Save, you can click the save button on the Standard Toolbar or press either Shift+F12 or Ctrl+S.

  2.  In the Save in box at the Top of the Save As dialog box, choose the folder in which to save the file. Navigate the Save as Dialog Box in the same way that would windows Dialog Box-Click the Up One level button (or press the Backspace key on Save in List Box or press Alt+Down Arrow at that time) to move up one level of folders, or double –click on the folders displayed in the main window to move down through them to folder you want.

  3. In the File Name Text Box, enter a name for your file.

  4. With windows ’95 and Windows’NT long file names, you can enter through and descriptive name-up to 255 characters, including the path to the file.You cannot use the following characters in file names (if you do try to use one of these, the application will advise you of the problem):

  5. Colon, Less than & Greater than Sign< >, Back slash, Asterisk*, Forward Slash, Question Mark? , Double quotation mark, Pipe symbol |.

  6. Click the Save Button to save the file.

  7. If the application displays a properties dialog Box for the file enter any identifying information on the summary tab.

Saving a File Again:

To save a file that you’ve saved before, choose the save command by using one of the methods given in the previous section: Click the Save button on the standard toolbar or choose File Save Or Press Ctrl+S , Shift+F12, or Alt+Shift_F2. The application will save the file without consulting you about the location or file name.

Saving a File Under another Name:

One of the easiest ways to make a copy of an open file is to open it and save it under a different name. this technique can be particularly useful if you’re working on a file and have made changes to it, but you don’t want to save it and replace the original file-for example, if you think you might need to revert to the original file and you forgot to make a backup before making your changes. The save as command can also be useful for copying a file to a different folder or drive- for example, if you want to copy a document to a floppy drive or to a network drive.

To save a file under different name or to a different folder:

  1. Choose File --> Save as to display the Save As Dialog Box.

  2. Enter a different name for the file in the File Name Box, or choose a different folder in the Save in Drop Down List.

  3. Click the Ok button to save the file. If the folder you’ve chosen already contains a file with the same name, the application will ask whether you want to overwrite it and display Yes, No, Cancel option. Select yes if you want to overwrite otherwise select no and repeat step-1,2 and type a different file name.

Saving a File in Different Format

To save an existing File in different format:

  1. Choose File --> Save As to display the Save As Dialog Box.

  2. Scroll down the Save As Type Drop-Down List (for example Text Only, Rich Text Format, Ms-DOS Text, Template etc), and choose the file type you want to save the current file as.

  3. If you want, enter a different file name for the file.( you don’t have to, however, because the file will get the new extension you choose in step-2 and therefore will not overwrite the existing file.

  4. Click the Save button or Press Enter.

Opening a File

To open a file in the current Application:

  1. Click the open button on the standard toolbar, Or choose File --> Open, Or Press

  2. Ctrl+O to display the open Dialog Box.

  3. If you're already in the right folder , proceed Step 3, if not, use the Look in Drop down

  4. list to navigate to the folder holding the file you want to open. Move through the folder using standard navigation : Click the Up one Level button or press the Back Space Key in Look in ) to move Up one Level of folders or double-click a folder to move down through it.

  5. Choose the file to open , and then click the open button. To open several files at once, click the first one in the open dialog box to select it. Then to select Contiguous files, hold down shift and click the last file in the sequence to select it and all the ones between it and the first file. To select contiguous files , or to select further files after select further files after selecting a contiguous sequence. Hold down ctrl and click each file you want to open. When you’ve got the files selected, click the open button.

Common Operations (Cut, Copy, Paste) in (Word, Excel, Power Point, Access)

The Cut, Copy , and Paste command work smoothly between the various office applications: you can copy, say a telephone# from a spreadsheet or email message and paste It into the your word document, or you can cut/copy a number of paragraph, lines from word document and paste them into PowerPoint Slide or another Part of your Document. Cut, Copy, and Paste use the Clipboard, which is area of reserved memory in windows. The clipboard can hold only one item at a time, so every time you cut , or copy something new, that item replaces previous one. When you paste an item, however , you paste in a copy of the newest item from the clipboard; the item remains on the clipboard until supplanted by another item, so you can paste it more than once if you wish.

You can access the Cut, Copy, and Paste commands in a number of ways:

  • By clicking the Cut, Copy, and Paste from standard toolbar buttons.

  • By choosing Edit -->Cut, Edit -->Copy, or Edit -->Paste

  • By using the Cut (Ctrl+X), Copy (Ctrl+C), Paste (Ctrl+V) keyboard shortcuts.

  • By right clicking in the item you want to cut or copy, or in the location where you want to paste the item, and choosing Cut, Copy, or Paste from the context menu.

To Cut , or Copy more than one character or Words or Lines or paragraphs block must make using keyboard Shift arrows or dragging mouse. After that perform paste operation to get results.

Menu Bars & Toolbars

The next major similarity among the Office applications is their menu bars and toolbars. You will see that word, Excel, PowerPoint , and Access share most of their menus ; File Edit , View , Insert, Format, (Except Access), Tools , window ,and help, with each application having a different menu between tools and window. This commonality of menus makes it easy to find the commands you need when working in the Microsoft Applications. You can also customize the menu bar in word, Excel, PowerPoint, and Access, and you can move it to different points in the application window in all the applications. Likewise, all the office application use multiple toolbars , so you can easily executes some of the most useful common commands. By default , the applications displays the most widely used toolbars, but you can easily choose to display other toolbars when you need them, alternatively , you can easily hide all the toolbars to give yourself more room on screen to work in. you can also customize the toolbars , so they contain the commands you need most in Word , Excel , Access, and PowerPoint, and in all the applications, you can move the toolbars to whatever you want them in the application window. To access any option in menu bar press Alt+Underline Character. Or F10 key with Right/Left Arrow.

Displaying Toolbars

To display and hide toolbars :

  • With the Mouse right click anywhere in the Menu Bar or in a displayed toolbar to show a list of toolbars with check marks next to those currently displayed. Click next to displayed toolbar to hide it or to a hidden toolbar to display it.

  • With the keyboard , choose View --> Toolbars to display the list of toolbars with check marks next to those currently displayed. Use Down and Up arrow to move the highlight to the displayed toolbar you want to hide or the hidden toolbar you want to display then press Enter key.

MS WORD MS EXCEL MS POWER POINT
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