MS Office Applications

MS Word

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 Introduction to Microsoft Word

● The Microsoft Ecosystem: Microsoft is the global technology company that developed the Microsoft Office suite, a complete
collection of office productivity applications. Microsoft Word is the dedicated word processing software included inside this suite.
● Evolution & Versions: The software was initially released decades ago in October 1983. Over the years, Microsoft has released
multiple updated versions to continuously improve its features. Major release years include 1995, 1997, 2003, 2007, 2010, 2013, 2016,
2019, and 2021. Today, the most current versions in active use are the cloud-based Microsoft 365 and the standalone Office 2024.
● Common Uses: Because it fully supports mixing text, images, tables, and hyperlinks, it is most likely used to type a biography, create
project files, or draft official reports and notices.
● The WYSIWYG Principle: MS Word is built on a display concept known as WYSIWYG, which stands for What You See Is What You
Get. (Example: The layout, fonts, and graphics you see on your digital screen will look exactly the same when the document is printed on
physical paper).

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 Q Your school principal wants to prepare circular, Annual Report, Notice, Student Certificate

Explain why MS Word is the most appropriate software for these tasks instead of Excel or PowerPoint.

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 Word Processors & File Extensions

● Understanding File Extensions: A file extension is the short suffix at the very end of a digital file name (like .mp3 for music).
It tells the computer exactly which software program is needed to open that specific file.
● Notepad (.txt): This is a very basic text editor. Its files have the extension .txt (Plain Text). It does not support images, colors,
or fancy fonts.
● WordPad (.rtf): This is an intermediate editor that uses the .rtf extension, which stands for Rich Text Format. It supports
basic styling like bold and italics.
● Microsoft Word (.doc / .docx): MS Word has the maximum formatting features compared to Notepad and WordPad. It
saves highly complex documents using the .doc (older versions) or .docx (newer versions) file extensions.

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 Q A private company asks three different employees to prepare the following in a single document:

● A detailed business proposal with formatted text

● A company logo and product images
● A comparison table of sales data
● Clickable links to the company website and email

One employee suggests using Notepad because “it is simple and fast.”
Another suggests Excel because “it can handle tables.”
The manager insists on using MS Word.

Justify the manager’s decision. Explain why MS Word is considered best suited for such documents, with appropriate practical
examples related to text, graphics, tables, and hyperlinks.

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 Q Riya types an official letter in Notepad and saves
it as [Link]. Later she wants to:

● Add a table
● Insert a company logo
● Apply proper alignment and margins
● Add page numbers

She says, “Notepad is enough because I can type

text.”

(a) Explain why Notepad is not suitable for her

requirement.
(b) Which software should she use and why?
(c) What file extension will be used to save the final
document?

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 Toolbars and Quick Access

● The Interface Basics: When you open MS Word, the top area of the screen is packed with tools designed to help you build your
document.
● What is a Toolbar? In MS Word, a Tool bar is a visual row of clickable icons and buttons.
● Primary Function: Its main purpose is to be used for quick access to commonly used commands and tools. Instead of digging
through multiple menus to find what you need, the tool is right there on your screen.
● The Quick Access Toolbar: Typically located at the very top-left corner of the window, this specific toolbar holds your most urgent,
everyday commands. (Example: It usually contains the Save disk icon, the Undo arrow, and the Redo arrow).
● The Ribbon: Below the Quick Access Toolbar is the main Ribbon, which organizes hundreds of tools into logical tabs like 'Home', 'Insert',
and 'Layout' so you can format your document efficiently.

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 Q A new user says: “Toolbar is not important because
all options are available in menus.”

Explain:

● What is a Toolbar?
● How does it improve efficiency?
● Give examples of at least four commonly used
toolbar commands.

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 Understanding Document Views

● The Concept: MS Word allows you to change how your digital paper is displayed on your monitor depending on the specific task you are
doing.
● Print Layout View: This is the default view. It shows the document exactly as it will appear when printed on physical paper, displaying all
margins, graphics, and page boundaries.
● Normal (or Draft) View: This view focuses strictly on raw text editing. It speeds up typing by hiding page edges, graphics, and margins,
giving you a clean, distraction-free screen.
● Web Layout View: This displays your document exactly as it would look if published as a webpage. It is required when you are designing
web content where standard page lengths and margins do not matter.
● Outline View: This displays the document's underlying structure as a bulleted outline based on your headings. It is highly useful for
organizing long documents and quickly moving entire chapters around.

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 Headers, Footers, and View Restrictions

● Headers and Footers: A Header is repetitive text that appears at the very top margin of every page, while a Footer appears at the
bottom margin. (Example: You use these specialized areas to consistently display the document title, the author's name, or automatic
page numbers).
● The View Restriction: Headers and footers are a bit special. They are not continuously visible in every single viewing mode because
constantly seeing them can distract you from writing the main body text.
● The Golden Rule: To actually view and edit headers and footers on your screen while working, you must switch your document to Print
layout view.
● Important Note: If you are working in Normal view or Draft view, do not panic if your headers and footers disappear! They are still
safely saved in the document, but they will simply be hidden from your screen until you switch back to Print Layout or print the file.

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 Q A teacher has prepared a 25-page project report for submission. After printing, she realizes that:

● Page numbers are missing.

● The document title does not appear on every page.
● Her name is written only on the first page.
● Making changes manually on each page is time-consuming.

She wants a solution that ensures certain information automatically appears on all pages and maintains professional consistency
throughout the document. Based on the above situation: (a) Identify the feature of MS Word that should be used. (b)
Explain the advantages of using this feature in a multi-page document. (c) Why is this feature important in professional
documentation?

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 Introduction to Formatting & Font Basics

● What is Formatting? When you are simply typing, you are entering raw text. Changing the appearance of a document to make it visually
appealing and readable is officially called Formatting.
● Font Formatting: This is the most basic level of formatting. It involves changing the look of specific characters or words that you have
selected, such as changing the font style, color, or thickness.
● Maximum Font Size: While the standard size dropdown menu only goes up to 72, you can manually type much larger numbers. The
maximum font size you can apply for any character in MS Word is 1638.
● Double Underline Feature: Standard tools allow a single underline. If you need to double underline a word, you must go to the Format
menu and then Font option, open the Underline Style dropdown, and explicitly choose Double Underline. (Example: This is often used
in accounting documents to signify a final total).

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 Advanced Font Formatting (Capitalization)

● Controlling Capitalization: MS Word gives you powerful tools to quickly change lowercase letters to uppercase without having to retype
the words. However, there are two distinct ways to do this, and they work differently behind the scenes.
● Method 1: Change Case: Using the 'Change Case' dialog box or ribbon button physically alters the underlying text data. This makes the
uppercase conversion permanent in your document's text.
● Method 2: All Caps (Font Dialog Box): If you open the Font dialog box and check the "All Caps" option, it acts like a visual mask over
your text. Because it only changes how the text is displayed, applying All Caps on the Font dialog box can always be reverted back
to its original typing.

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 Q Rahul converts a paragraph into uppercase using Change Case. Later he applies All Caps effect to another
paragraph. Are both methods same? Explain the difference with reasoning.

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 Paragraph Formatting & Alignment

● What is Paragraph Formatting? Now that we know how to format individual words, we move to the next level. Paragraph formatting
applies structural rules to a whole block of text, changing how it sits on the page.
● Paragraph Alignment: Alignment determines how your text edges line up against the left and right margins of the document.
● Standard Alignments: The standard paragraph alignment text styles available on MS Word are Align Left, Justify, and Centre (along
with Align Right).
● The "Top Left" Exception: You might see options like Top Left in table settings or page layouts, but it is NOT a standard paragraph
alignment text style.
● The Formatting Rule: Remember our previous slides on Font Formatting? Making text thicker and darker (bold) only affects specific
characters. Therefore, making text bold is a feature that is not included in paragraph formatting.

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 Q A student says: “I have done paragraph formatting because I made the heading Bold.”
Is the student correct? Justify your answer by differentiating between Text Formatting and Paragraph Formatting
with examples.

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 The Format Painter

● Definition: The Format Painter is a highly efficient tool designed to save time when applying consistent styles across long
documents.
● Primary Purpose: The specific purpose of the Format Painter feature is to copy the formatting from one object and apply
it to another.
● Real-World Application: (If you spend several minutes designing a chapter title to be size 18, Arial font, blue color, and
italicized, you can use the Format Painter to capture that exact look. You can then "paint" it onto the next chapter title with a
single click, perfectly matching the style without repeating the manual steps).

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 Q While preparing the school Annual Report in MS Word,
a student formatted one heading using:

● Font size 16
● Bold
● Blue color
● Double underline

Now, the report contains 25 similar headings. Instead of

manually applying the same formatting to each heading,
the student uses a feature that allows copying the
formatting and applying it to multiple places quickly.

A classmate says: “Format Painter only works like Copy–

Paste for text. It cannot copy formatting.”

(a) Identify the feature being used in the above situation.

(b) Explain how this feature works in MS Word.
(c) Is the classmate’s statement correct? Justify your
answer.
(d) Mention one advantage of using this feature in large
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 MS WORD - SHORTCUT KEYS

1. Editing & Selection 3. Paragraph Alignment 6. File Management

● Ctrl + A → Select all ● Ctrl + L → Left align ● Ctrl + N → New document

● Ctrl + C → Copy ● Ctrl + E → Center align ● Ctrl + O → Open document
● Ctrl + X → Cut ● Ctrl + R → Right align ● Ctrl + S → Save document
● Ctrl + V → Paste ● Ctrl + J → Justify text ● Ctrl + P → Print document
● Ctrl + Z → Undo ● Ctrl + W → Close document window
● Ctrl + Y → Redo 4. Indentation
● Ctrl + Alt + V → Paste Special 7. Navigation
● Ctrl + M → Increase indent
● Ctrl + Q → Remove paragraph ● Ctrl + Page Down → Moves the cursor one
2. Text Formatting (Font Style)
formatting / Inverse indent page down in the document
● Ctrl + B → Bold ● Ctrl + T → Hanging indent ● Ctrl + Page Up → Moves the cursor one page
up in the document
● Ctrl + I → Italic
● Ctrl + U → Underline 5. Find & Replace
● Ctrl + Shift + C → Copy formatting
● Ctrl + Shift + V → Paste formatting ● Ctrl + F → Find
● Ctrl + Shift + S → Change font style ● Ctrl + H → Replace
● Ctrl + Shift + P → Change font size ● Ctrl + G → Go To
● Ctrl + D → Open Font Dialog Box ● Ctrl + K → Insert hyperlink
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 Q A student says, “Ctrl + B, Ctrl + I, Ctrl + U are
paragraph formatting shortcuts.”

Do you agree? Justify your answer with proper

classification of keyboard shortcuts under Text
Formatting and Paragraph Formatting.

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 Q A teacher asked students to:

● Insert a hyperlink in the document

● Open the Font dialog box
● Justify the paragraph
● Copy formatting from one text and apply it to
another

Write the correct keyboard shortcuts and explain their

purpose briefly.

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 Q In a computer lab, a student performs the following
shortcuts:

● Ctrl + M to left align text

● Ctrl + Q to increase indent
● Ctrl + J to justify text
● Ctrl + K to insert hyperlink

Identify the incorrect shortcuts and correct them with

proper explanation.

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 Q While editing a document, Mohan uses:

● Ctrl + A
● Ctrl + Shift + C
● Ctrl + Shift + V
● Ctrl + D

Explain what each shortcut does and classify them under Editing, Formatting, or Dialog Tools.

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 Q Riya is preparing a 10-page project report in MS Word.
She wants to:

● Select the entire document

● Make headings bold
● Center-align the title
● Save the file
● Find a specific word
● Undo a mistake she just made

Instead of using the mouse repeatedly, suggest the

correct keyboard shortcuts she should use. Explain briefly
how these shortcuts improve efficiency.

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 MS WORD– SHORTCUT KEYS

F1 – F12 (Single Key) Shift + Function Keys

● F1 → Help ● Shift + F1 → Reveal formatting

● F2 → Move selected text/object ● Shift + F2 → Copy selected text
● F3 → Insert AutoText ● Shift + F3 → Change case (UPPER/lower/Title)
● F4 → Repeat last action ● Shift + F5 → Go to last edit location
● F5 → Go To dialog box ● Shift + F7 → Thesaurus
● F6 → Move between panes ● Shift + F8 → Reduce selection
● F7 → Spelling & Grammar ● Shift + F9 → Toggle field codes
● F8 → Extend selection ● Shift + F12 → Save document
● F9 → Refresh selected field
Alt + Function Keys
● F10 → Activate menu bar
● F11 → Go to next field ● Alt + F4 → Close Word
● F12 → Save As dialog box ● Alt + F7 → Find next spelling/grammar error

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 Q While typing a document in MS Word, a student
presses:

● F7
● F5
● F12
● Shift + F3

Explain what each key does and describe one practical

situation where each would be useful in document
preparation.

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 Q While preparing a report in MS Word, Ananya accidentally repeats the same formatting multiple times and
wants to repeat her last action again on another paragraph. She also wants to check spelling errors, open the
“Save As” dialog box, and quickly move to a specific page number in the document.

Identify the appropriate Function Keys she should use for each task. Explain the function of each key.

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 Q A user in MS Word wants to:

● Change the case of selected text

● Reveal formatting details
● Open Thesaurus
● Save the document quickly

Which Shift + Function key combinations should be used?

Explain their functions.

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 Page Layout, Margins & Gutter

● Understanding Margins: Margins are the blank white spaces around the edges of your document (Top, Bottom, Left, and Right) that
keep the text from running off the page.
● Legacy Defaults: In older software versions like a Word 2003 document, the default left margin is 1.25 inches.
● The Gutter Concept: In MS-Word, the highly specific term "Gutter" is strictly related to Margins.
● What does it do? A Gutter margin refers to the extra blank space deliberately added to the side or top margins of a document
specifically to ensure that text is not hidden during the physical binding process (like when a book is stitched, stapled, or spiral-bound).

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 Q Arjun typed a 5-page project but:

● Page numbers are not appearing.

● The title is not visible on all pages.

Suggest: Which feature should he use? In which view should he work? Why is this feature important in
professional documents?

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 Q A teacher is preparing a printed book that will be spiral-
bound.
After printing, some text is hidden inside the binding area.

(a) Which feature should have been used before printing?

(b) Where is this option found?
(c) What is its purpose?

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 Insert Tab Elements (Tables, WordArt & Bookmarks)

● Tables: To neatly organize data into rows and columns, the specific menu tab used to add a table in a document is the Insert tab.
● Column Autofit: To instantly autofit the width of a table column so it perfectly hugs the text inside it, you must Double click the right
border of the column.
● WordArt: If you want to elevate a title by adding highly decorative or stylized text in an MS-Word document, it is officially called WordArt.
● Bookmarks: You "Create a Bookmark" to assign a permanent, clickable name to a specific point or location within a massive document,
allowing you to instantly jump back to that exact spot later.

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 Q A student uses WordArt for writing the entire project report because it looks attractive.

Is this correct practice? Justify your answer with reasoning related to professional document formatting.

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 Q A 50-page research document needs quick navigation to:

● Chapter 1
● Conclusion
● References

Instead of scrolling manually, which feature can be used?

Explain how it works and where it is commonly used.

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 Q Suchitra, an office assistant wants to send a fee reminder
to all defaulters by mentioning their customized details like
Name & address at the top of the letter. Which feature of MS
Word will be useful for her to accomplish this task? Write
down the steps to perform the task by using that feature.

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 MS Office Applications
Excel Functions & Charts

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 What is MS Excel?
● MS Excel is a powerful spreadsheet application developed by Microsoft that helps users store, organize, calculate, and
analyze data in a structured tabular format. It is widely used in businesses, schools, and personal work for managing
numerical and textual information efficiently.
● Excel provides advanced tools such as formulas, functions, charts, sorting, filtering, and data visualization, making complex
calculations and data analysis quick and accurate.

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 Excel Window Components
● Excel Window Components are the visible parts of the Excel screen that help users navigate, enter data, apply formulas, and
manage worksheets efficiently.
● Understanding these components is important before learning formulas or advanced tools.

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 Excel Window Components
1. Title Bar: The Title Bar is located at the top of the Excel window. It displays the name of the current workbook followed by Microsoft Excel. It
also contains the Minimize, Maximize, and Close buttons. In Excel 365, it includes the AutoSave toggle option.

2. Quick Access Toolbar (QAT): The Quick Access Toolbar is located at the top-left corner of the window. It provides quick access to commonly
used commands such as Save, Undo, and Redo. Users can customize this toolbar by adding or removing commands as needed.

3. Ribbon: The Ribbon is located below the Title Bar and contains all the command tabs. These tabs include Home, Insert, Page Layout,
Formulas, Data, Review, View, and Help. Each tab is divided into groups such as Clipboard, Font, Alignment, and Number. The Ribbon replaces
the traditional menu system used in older versions of Excel.

4. Name Box: The Name Box is located to the left of the Formula Bar. It displays the address of the currently selected cell. It can also be used to
quickly navigate to a specific cell by typing the cell address and pressing Enter. Additionally, it allows users to assign names to cell ranges.

5. Formula Bar: The Formula Bar is located below the Ribbon. It displays the actual content or formula stored in the active cell. Users can edit or
enter formulas directly in the Formula Bar.

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 Excel Window Components
6. Active Cell: The Active Cell is the currently selected cell in the worksheet. It is highlighted with a bold border. The address of the
active cell appears in the Name Box.

7. Worksheet Area (Grid): The Worksheet Area is the main working area of Excel where data is entered. It consists of rows and
columns forming a grid. Columns are labeled from A to XFD, and rows are numbered from 1 to 10,48,576.

8. Sheet Tabs: Sheet Tabs are located at the bottom-left corner of the window. They allow users to switch between different
worksheets in a workbook. By default, sheets are named Sheet1, Sheet2, and so on. Users can rename, add, delete, or move sheets
as required.

9. Status Bar: The Status Bar is located at the bottom of the Excel window. It displays information such as Ready mode, Edit mode,
and quick calculations like Sum, Average, and Count when multiple cells are selected.

10. Zoom Slider: The Zoom Slider is located at the bottom-right corner of the window. It allows users to zoom in or zoom out of the
worksheet for better visibility. The zoom range typically varies from 10% to 400%.

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 Features of MS Excel
Various editing and formatting can be done on an Excel spreadsheet. Discussed below are the various features of MS Excel. The image below
shows the composition of features in MS Excel:

Home: Comprises options like font size, font styles, font colour, background colour, alignment, formatting options and styles, insertion and deletion of cells
and editing options

Insert: Comprises options like table format and style, inserting images and figures, adding graphs, charts and sparklines, header and footer option, equation
and symbols

Page Layout: Themes, orientation and page setup options are available under the page layout option

Formulas: Since tables with a large amount of data can be created in MS excel, under this feature, you can add formulas to your table and get quicker
solutions

Data: Adding external data (from the web), filtering options and data tools are available under this category

Review: Proofreading can be done for an excel sheet (like spell check) in the review category and a reader can add comments in this part

View: Different views in which we want the spreadsheet to be displayed can be edited here. Options to zoom in and out and pane arrangement are available
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 Workbook vs Worksheet
● Workbook: A Workbook is the main Excel file that is saved on the computer. It can contain one or more Worksheets and is
saved with .xlsx extension.
● Worksheet: A Worksheet is a single spreadsheet (grid of rows & columns) inside a workbook. It is used to enter, edit, and
analyze data.
● Relationship:
○ Workbook = Collection of Worksheets
○ Worksheet = Part of a Workbook
● Default Sheets: A new workbook opens with one worksheet by default (Excel 365). Older versions had three worksheets
(Sheet1, Sheet2, Sheet3).
● Sheet Tabs: Worksheets are identified by Sheet Tabs at the bottom. Tabs can be renamed, added, deleted, or reordered.
● Saving: Workbook is saved as a file (Ctrl + S). Worksheet cannot be saved separately without saving the workbook.
● Usage: Use different worksheets for related data (e.g., Jan, Feb, Mar). Use multiple workbooks for different projects or
subjects.

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 Worksheet Structure
● A worksheet is the main working area of Excel where data is entered and organized in a tabular format. It consists of rows and
columns forming a grid structure.

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 Worksheet Structure
Rows: Rows are horizontal lines in a worksheet and are identified by numbers starting from 1. Microsoft Excel 365 contains
10,48,576 rows, and clicking on a row number selects the entire row.

Columns: Columns are vertical lines in a worksheet and are identified by letters starting from A. Excel 365 contains 16,384 columns
(A to XFD), and clicking on a column letter selects the entire column.

Cell: A cell is formed at the intersection of a row and a column. Each cell has a unique address such as A1, B5, or C10, which helps
in identifying and referencing data.

Range: A range is a group of two or more selected cells in a worksheet.

It is written using the colon symbol (:) such as A1:A10 or B2:D5.

Selecting Data in Worksheet: A single cell can be selected by clicking on it. An entire row can be selected by clicking its row
number, and an entire column can be selected by clicking its column letter. The entire worksheet can be selected by clicking the top-
left corner box or by pressing Ctrl + A.

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 Insert & Delete Rows/Columns
● Insert Row: To insert a new row, select the row number where you want the new row. Right-click and choose Insert, or go to
Home → Cells Group → Insert → Insert Sheet Rows. A new row will be added above the selected row.
● Insert Column: To insert a new column, select the column letter where you want the new column. Right-click and choose
Insert, or go to Home → Cells Group → Insert → Insert Sheet Columns. A new column will be added to the left of the
selected column.
● Delete Row: Select the row number you want to remove. Right-click and choose Delete, or go to Home → Cells Group →
Delete → Delete Sheet Rows. The selected row will be permanently removed.
● Delete Column: Select the column letter you want to remove. Right-click and choose Delete, or go to Home → Cells Group
→ Delete → Delete Sheet Columns. The selected column will be permanently removed.

Important Points

● New rows are inserted above the selected row.

● New columns are inserted to the left of the selected column.
● Shortcut for inserting a row or column: Ctrl + Shift + + (Plus key).
● Shortcut for deleting: Ctrl + - (Minus key).

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 Cell References & Symbols
In MS Excel, cell references are used inside formulas to refer to data stored in cells. Excel supports relative, absolute, and mixed references,
which control how formulas behave when copied.

The dollar sign ($) is used to fix a row or column, making the reference absolute.
For example:

● A1 → Relative reference
● $A$1 → Absolute reference (row and column fixed)
● $A1 → Column fixed, row changes
● A$1 → Row fixed, column changes

Apart from $, Excel formulas also use symbols such as:

● : to specify a range (A1:A10)

● , to separate function arguments
● % to represent percentage values
● & to join text values
● = to begin a formula

Understanding these symbols is essential for writing correct formulas and handling large datasets efficiently.
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 Q Riya prepares a worksheet to calculate total marks of students.
In cell D2 she writes the formula: =B2+C2. She drags the formula down till D10.
Later, she wants to multiply every student’s total marks with a fixed bonus stored in cell F1.
She writes: =D2*F1 and drags it down.

1. What problem will occur when she drags the formula =D2*F1 downward? Why?
2. Rewrite the correct formula so that F1 does not change while dragging.
3. What type of reference should be used for F1?
4. Write the correct formula with proper symbol.

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 Data Entry & Text
By default, Excel treats numeric values as numbers. However, if a number is preceded by an apostrophe (’), Excel treats it as text
(label). This is commonly used when working with IDs, phone numbers, or codes. Excel supports multiple data types such as:

● Numbers
● Text
● Dates and times
● Logical values

Understanding data types is crucial for correct calculations and sorting.

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 Q An employee enters mobile numbers like this:
0987654321

Excel removes the leading zero.

Questions:

1. Why does Excel remove the leading zero?

2. How can the employee prevent this?
3. Which symbol is used to treat numbers as text?
4. Name 4 data types supported by Excel.

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 Formatting Tools (Format Painter)
Formatting tools in Excel are used to improve the appearance of data. They help make worksheets clear, professional, and easy to understand.

● Format Painter: Format Painter is a tool used to copy formatting from one cell or range and apply it to another cell or range. It copies only formatting,
not the actual data.
● What Format Painter Copies: Format Painter copies font style, font size, font color, background color, borders, number format, and alignment. It does
not copy formulas or values.
● Location of Format Painter: Format Painter is available in the Home Tab, inside the Clipboard Group. The icon looks like a small paintbrush.
● How to Use Format Painter: First, select the cell that contains the desired formatting. Then click on the Format Painter button. Finally, click or drag
over the target cell(s) where you want to apply the formatting.
● Applying Formatting to Multiple Cells: If you want to apply the same formatting to multiple areas, double-click the Format Painter button. Press the
Esc key to deactivate it after use.
● Why Format Painter is Important: It saves time by avoiding repeated manual formatting. It ensures consistency and uniform appearance across large
worksheets.

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 Conditional Formatting & Cell Formatting
Conditional Formatting: Conditional Formatting is a powerful feature in MS Excel that automatically changes the appearance of
cells based on specified conditions. It is commonly used to highlight important values, trends, or exceptions in data. Using conditional
formatting, users can:

● Change text or background color automatically

● Apply data bars, color scales, and icon sets
● Highlight values within a specific range (e.g., numbers between 0 and 100)
● Identify duplicate or top/bottom values

Unlike manual formatting, conditional formatting updates automatically when the data changes, making it highly useful for analysis
and reporting.

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 Conditional Formatting & Cell Formatting
Cell Formatting: Cell Formatting is used to manually change the appearance of cells without applying any condition.

Using cell formatting, users can:

● Change font style, size, and color

● Apply borders and fill colors
● Format numbers (currency, percentage, date, etc.)
● Adjust alignment and text wrapping

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 Cell Shading / Fill Color
Cell Shading (Fill Color) is used to change the background color of selected cells to highlight important data.

Location: Fill Color option is available in the Home Tab → Font Group. Its icon looks like a paint bucket.

How to Apply Fill Color: First, select the cell or range of [Link] click on the Fill Color (paint bucket) icon. Choose the desired
color from the color palette.

Remove Fill Color: To remove shading, select the cell and choose No Fill from the Fill Color dropdown.

Purpose: Fill Color improves readability, highlights key values, and makes data visually organized.

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 Merge & Center
Merge & Center is a formatting feature used to combine two or more selected cells into a single cell and center the content within it.
It is commonly used for creating headings or titles in a worksheet.

Location: Merge & Center is available in the Home Tab, under the Alignment Group.

How to Use: First, select the cells you want to merge. Then click the Merge & Center button. The selected cells will combine into
one cell and the text will be centered.

Important Note: If multiple cells contain data, only the content of the upper-left cell is kept. All other data in selected cells will be
deleted.

Other Merge Options: The dropdown menu provides additional options: Merge & Center, Merge Across, Merge Cells, Unmerge
Cells

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 Q A school maintains marks of students in Excel.
The principal wants:

● Marks below 40 → Red color

● Marks between 40 and 75 → Yellow color
● Marks above 75 → Green color

Questions:

1. Which Excel feature should be used?

2. Why is it better than manual formatting?
3. What will happen if marks are changed after
applying this feature?
4. Under which tab is this option available?

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 Name Box & Formula Bar
Name Box: The Name Box is located to the left of the Formula Bar. It displays the address of the currently selected (active) cell or
the name of a selected range. It can also be used to quickly navigate to a specific cell or to assign a name to a range of cells.

Formula Bar: The Formula Bar displays the actual content (data or formula) stored in the active cell. It allows users to enter, edit,
and review formulas easily.

Together, the Name Box and Formula Bar help users understand, edit, and manage worksheet data efficiently.

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 Q A student selects cell B5. Then

1. Where will its address be displayed?

2. Which bar shows the actual formula written in the cell?
3. Can the Name Box be used for navigation? Explain.
4. Where is the Name Box located?

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 Functions
Excel provides several built-in tools to simplify calculations. AutoSum (∑) is used to quickly calculate the sum of a contiguous range of cells
without manually typing a formula. Assume values are in cells A1:A5:

● =SUM(A1:A5) → Adds all numeric values in the range. Example: If A1:A5 = 2, 4, 6, 8, 10 → Result = 30
● =COUNT(A1:A5) → Counts the number of cells containing numeric values. Example: If A1:A5 = 2, "A", 5, blank, 7 → Result = 3
● =MAX(A1:A5) → Returns the highest value in the range. Example: If A1:A5 = 12, 5, 9, 20, 3 → Result = 20
● =MIN(A1:A5) → Returns the lowest value in the range. Example: If A1:A5 = 12, 5, 9, 20, 3 → Result = 3
● =LCM(A1, A2) → Returns the Least Common Multiple of given numbers. Example: If A1 = 5 and A2 = 7 → Result = 35
● =GCD(A1, A2) → Returns the Greatest Common Divisor of given numbers. Example: If A1 = 20 and A2 = 12 → Result = 4
● =AVERAGE(A1, A2) → Returns the arithmetic mean (average) of the given numbers. Example: If A1 = 20 and A2 = 12 → Result = 16

These functions help automate calculations and reduce manual errors

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 Date & Time Functions
● TODAY() – Returns the current system date. Example: =TODAY() → 19-02-2026
● NOW() – Returns the current system date and time. Example: =NOW() → 19-02-2026 10:30
● DATE(year, month, day) – Creates a valid date from given year, month, and day. Example: =DATE(2026,2,19) → 19-02-
2026
● DAY(date) – Extracts the day number from a date. Example: =DAY("19-Feb-2026") → 19
● MONTH(date) – Extracts the month number from a date. Example: =MONTH("19-Feb-2026") → 2
● YEAR(date) – Extracts the year from a date. Example: =YEAR("19-Feb-2026") → 2026
● TIME(hour, minute, second) – Creates a time value from given inputs. Example: =TIME(10,30,0) → 10:30 AM
● HOUR(time) – Extracts the hour from a time value. Example: =HOUR("10:30 AM") → 10

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 IF Function
The IF function in MS Excel is a logical function used to perform conditional tests. It checks whether a given condition is TRUE or
FALSE and returns different results based on the outcome.

Syntax: =IF(logical_test, value_if_true, value_if_false)

● logical_test → Condition to evaluate

● value_if_true → Result if condition is TRUE
● value_if_false → Result if condition is FALSE

Example 1: If marks in cell A1 are greater than or equal to 40, the result should be Pass; otherwise Fail.

Formula: =IF(A1>=40,"Pass","Fail")

If A1 = 55 → Pass
If A1 = 32 → Fail

Example 2: If sales in B2 are more than 50000, give Bonus; otherwise No Bonus.

Formula: =IF(B2>50000,"Bonus","No Bonus")

Example 3: Check whether number in C1 is even or odd.

Formula:
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=IF(MOD(C1,2)=0,"Even","Odd")

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 Navigation Tools
Navigation tools in MS Excel help users move quickly within a worksheet or workbook. These tools make it easy to locate data,
jump between sheets, and manage large datasets efficiently.

● Name Box: Displays the address of the active cell and allows users to jump directly to any cell by typing its reference (e.g., A1).
● Sheet Tabs: Located at the bottom of the workbook, they allow users to switch between different worksheets quickly.
● Scroll Bars: Vertical and horizontal scroll bars help move through large worksheets.
● Go To (F5 / Ctrl + G): Opens the Go To dialog box to quickly navigate to a specific cell, range, or named area.
● Find (Ctrl + F): Helps locate specific text or numbers within the worksheet.
● Zoom Control: Adjusts the worksheet view size for better visibility.

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 AutoFill & Fill Handle
● AutoFill in MS Excel is a feature that automatically fills cells with data following
a pattern. It helps users quickly copy values, extend series (numbers, dates,
days), and apply formulas without manual typing.
● The Fill Handle is the small square present at the bottom-right corner of the
active cell or selected range. It is used to drag and apply AutoFill.

What is Fill Handle?

The Fill Handle is the small square located at the bottom-right corner of the active cell
or selected range in MS Excel. It is a powerful tool used to quickly copy data and
extend patterns without manual typing. By dragging the Fill Handle, users can efficiently
perform repetitive tasks in a worksheet.

How to Use AutoFill

To use AutoFill, first select the cell that contains the data you want to extend. Next,
move the cursor to the bottom-right corner of the selected cell where the Fill Handle
appears. When the cursor changes into a black plus (+) sign, click and drag the Fill
Handle across the desired cells. Excel will automatically fill the cells by recognizing and
continuing the pattern.

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 What-If Analysis Tools
What-If Analysis tools in Excel are used to study how changes in input values affect the final result of formulas. Excel provides three
main What-If Analysis tools:

● Scenario Manager – Compares multiple sets of input values to evaluate different possible outcomes. It allows users to save
and switch between scenarios to analyze best-case and worst-case situations easily.
● Goal Seek – Finds the input value required to reach a specific desired output in a formula. It is especially useful for target-
based calculations such as determining required sales, marks, or profit.
● Data Table – Shows results for different input combinations in a structured table format. It helps users quickly perform
sensitivity analysis by viewing how changes in one or two variables impact the final result.

These tools are widely used in financial analysis, forecasting, and decision making.
Page layout options like Portrait or Landscape are unrelated to data analysis.

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 Q A shopkeeper wants to know: “How many items must be sold to earn ₹50,000 profit?”

He knows: Cost price per item, Selling price per item, Profit formula already applied

1. Which What-If Analysis tool should he use?

2. Why not Scenario Manager?
3. What are the three things required in this tool?
4. Under which tab is this option available?

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 Solver Tool
Solver Tool: The Solver tool in MS Excel is used to solve complex optimization problems. It works by adjusting selected input values to achieve
the best possible result while meeting specified constraints. Solver is commonly used when simple What-If tools are not sufficient.

Solver requires:

● Target Cell: The cell that contains the formula or objective to be maximized, minimized, or set to a specific value.
● Changing Cells: The input cells whose values Solver can modify to reach the desired result.
● Constraints: The conditions or limits that the solution must satisfy (such as maximum, minimum, or equality rules).

Solver is widely used in operations research, resource allocation, production planning, budgeting, and advanced business modeling.

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 Page Layout Tab
The Page Layout tab is used to control the appearance of a worksheet when printed. It allows users to adjust page settings, margins,
orientation, and scaling.

● Margins: Margins define the blank space around the edges of the printed page. Available options: Normal, Wide, Narrow, or
Custom Margins.
● Page Borders: Page Borders are used to add a decorative or formal border around the printed page. It is accessed through
Page Layout → Page Setup dialog box → Sheet/Border options. Page Borders are different from Cell Borders, which
apply only to selected cells.
● Orientation: Orientation decides the direction of printing. Two types: Portrait (Vertical) and Landscape (Horizontal).
● Size: The Size option allows users to choose the paper size such as A4, Letter, etc., for printing.
● Print Area: Print Area is used to define a specific range of cells that will be printed instead of the entire worksheet.
● Scale to Fit: Scale to Fit adjusts the worksheet size to fit within a specified number of pages while printing.
● Themes: Themes allow users to apply a consistent design format including colors, fonts, and effects to the worksheet.

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 Excel Charts
Charts are graphical representations of worksheet data. Excel allows users to edit charts by double-clicking the chart object, which
opens formatting and design options. Charts help in Visual comparison, Trend analysis, Data presentation.

1. Pie Chart: Shows data as parts of a whole. Best used when displaying percentage or proportion. Example: Marks distribution
of students, Budget allocation
2. Bar Chart: Displays data using horizontal bars. Used to compare different categories. Example: Sales of different products,
Population of different states
3. Column Chart: Uses vertical bars (columns). Helps in comparing values across time or categories. Example: Monthly sales,
Annual rainfall
4. Line Chart: Shows data using connected lines. Best for showing trends over time. Example: Temperature change over
months, Growth rate analysis

Important Point: Best chart for showing trends → Line Chart

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 Q A company wants to show:

● Sales growth over 6 months

● Budget distribution among departments
● Comparison of sales of 5 products

1. Which chart is best for showing sales growth? Why?

2. Which chart is best for budget distribution? Why?
3. Which chart is best for comparing 5 products?
4. Which chart is NOT suitable for showing trends?

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 Q Naitik wants to help his class teacher to manage class attendance records and to visualize data in form of
charts/graphs. Can you suggest to Naitik which application is best suited for this work and why?

[Link]

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 MS EXCEL – KEY SHORTCUTS
1. Selection & Navigation
4. Editing & Clipboard
● Ctrl + A → Select entire worksheet or data region
● Ctrl + Space → Select entire column ● Ctrl + C → Copy
● Ctrl + Shift + Space → Select all objects on sheet ● Ctrl + X → Cut
● Ctrl + Arrow Key → Move to edge of data region ● Ctrl + V → Paste
● Ctrl + Shift + Arrow Key → Extend selection to last ● Ctrl + Z → Undo
nonblank cell ● Ctrl + Y → Redo
● Ctrl + Page Down → Move to next sheet ● Ctrl + Enter → Fill selected range with current entry
● Ctrl + Page Up → Move to previous sheet
● Ctrl + Shift + Home → Extend selection to start of 5. Formatting
worksheet
● Ctrl + Shift + Page Down → Select current & next sheet ● Ctrl + B → Bold
● Ctrl + Shift + Page Up → Select current & previous ● Ctrl + I → Italic
sheet ● Ctrl + U → Underline
● Ctrl + 1 → Open Format Cells dialog box
2. File & Workbook Management ● Ctrl + 9 → Hide selected rows
● Ctrl + 0 → Hide selected columns
● Ctrl + N → New workbook ● Ctrl + ` → Toggle display of formulas vs values
● Ctrl + O → Open workbook
● Ctrl + S → Save workbook 6. Find & Other Tools
● Ctrl + W → Close workbook
● Ctrl + F → Find
● Ctrl + H → Replace
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3. Data & Formula Tools

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● Ctrl + F3 → Define name
 MS EXCEL– SHORTCUT KEYS

F1 – F12 (Single Key) Shift + Function Keys

● F1 → Help ● Shift + F1 → Help (what’s this mode)

● F2 → Edit active cell ● Shift + F2 → Insert/Edit comment
● F3 → Paste Name dialog box ● Shift + F3 → Insert Function dialog box
● F4 → Repeat last action / toggle absolute reference ($) ● Shift + F5 → Find dialog box
● F5 → Go To dialog box ● Shift + F7 → Move or resize chart
● F6 → Switch between worksheet panes ● Shift + F8 → Add to selection
● F7 → Spell check ● Shift + F9 → Calculate active worksheet
● F8 → Extend selection mode ● Shift + F11 → Insert new worksheet
● F9 → Calculate worksheet ● Shift + F12 → Save workbook
● F10 → Activate menu bar
● F11 → Create chart Alt + Function Keys
● F12 → Save As dialog box
● Alt + F1 → Create embedded chart
● Alt + F4 → Close Excel
● Alt + F8 → Macro dialog box

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 MS Excel – Points To Remember
There are certain things which one must know with respect to MS Excel, its applications and usage:

● An MS Excel file is saved with an extension of .xls

● Companies with large staff and workers use MS Excel as saving employee information becomes easier
● Excel spreadsheets are also used in hospitals where the information of patients can be saved more easily and can be
removed conveniently once their medical history is cleared
● The sheet on which you work is called a Worksheet
● Multiple worksheets can be added in a single Excel file
● This is a data processing application
● A CSV file (Comma Separated Values) is a text file used to store data in which values are separated by commas.

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 Q Rohit is working on an Excel sheet. He edits the active
cell, toggles absolute references in a formula, calculates
the worksheet, and finally creates a chart quickly.

Which Function Keys will he use for each action? Explain

their purpose in Excel.

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 MS Office Applications
PowerPoint Slides & Views

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 Introduction to MS PowerPoint

● MS PowerPoint is a presentation software developed by Microsoft that is used to create attractive and professional
multimedia presentations. It allows users to present information visually using slides.
● It supports the integration of text, images, tables, charts, audio, video, and animations, making presentations more engaging
and easy to understand.
● PowerPoint is widely used in education, business meetings, seminars, training sessions, and awareness programs. It is an
important application of the Microsoft Office Suite.

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 Toolbars & Menus
Toolbars and menus in MS PowerPoint provide quick access to commonly used commands and formatting options. An older interface (pre-2007
versions) that displayed commands as small icon bars such as Standard and Formatting [Link] help users create, edit, and design
presentations efficiently. Common Toolbars are

● Standard Toolbar: The Standard toolbar contains frequently used commands that help manage presentation files quickly. It includes
options such as: New, Open, Save, Print, Undo / Redo
● Formatting Toolbar: The Formatting toolbar is used to change the appearance of text and objects in [Link] allows users to: Change
font style and size, Apply bold, italic, and underline, Adjust text alignment, Change font color, Apply basic text formatting
● Drawing Toolbar: The Drawing toolbar is used to insert and format graphical objects in a presentation. It helps users to: Insert shapes
and lines, Add arrows, Create WordArt, Insert text boxes, Apply shape formatting
● Ribbon: A tab-based command interface (introduced in Office 2007) that organizes tools into tabs and groups like Home, Insert, Design.

[Link]

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 Starting PowerPoint & File Extensions
How to Start PowerPoint

To open MS PowerPoint in Windows: Start → All Programs → Microsoft Office → PowerPoint

Alternatively, you can:

● Search PowerPoint in the Start menu

● Double-click any PowerPoint file
● Open it from the Microsoft Office app list
● PowerPoint will open with a blank presentation or the start screen where you can choose a template.

Common PowerPoint File Extensions

● .ppt → PowerPoint 97–2003 presentation file

● .pptx → PowerPoint 2007 and later presentation file (most commonly used)
● .pps / .ppsx → PowerPoint Slide Show file (opens directly in slide show mode)
● .pot / .potx → PowerPoint Template file (used to create new presentations)
● .ppam → PowerPoint Add-in file (adds extra features to PowerPoint)

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 PowerPoint Window & Views
The PowerPoint window provides different views to help users create, organize, and present slides effectively. Each view serves a specific
purpose during the presentation workflow.

● Normal View – The primary editing view used to create and modify slides. It shows the slide pane, left pane, and notes area for easy
editing.
● Slide Sorter View – Displays all slides as thumbnails, allowing users to quickly rearrange, copy, delete, or organize slides.
● Notes Page View – Shows each slide along with its speaker notes, useful for preparing and printing presenter notes.
● Slide Show View – Runs the presentation in full-screen mode as it appears to the audience.

Left Pane in Normal View: The left pane helps in navigation and contains:

● Slides Tab – Shows slide thumbnails for quick selection and reordering.
● Outline Tab – Displays the text outline of the presentation for structured editing.

Important: The Notes Pane is not part of the left panel; it appears below the slide in Normal View.

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 Q A student wants to change the sequence of multiple slides quickly in a presentation.
Why would Slide Sorter View be more suitable than Normal View? Explain with a situation..

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 Creating a New Presentation
In MS PowerPoint, a new presentation can be created in different ways depending on the user’s requirement. PowerPoint provides ready-made
options that help users start quickly and design professional slides.

A new presentation can be created from:

● Blank Presentation: Starts with empty slides for full customization.

● Design Template (Theme): Uses predefined layouts, colors, and fonts for a professional look.
● Existing Presentation: Opens and modifies a previously saved presentation.

Templates provide predefined slide layouts, coordinated color reminder, and font styles, which help maintain consistency and save design time.

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 AutoContent Wizard
AutoContent Wizard was a feature available in older versions of PowerPoint (especially 97–2003). It helped users quickly create a structured
presentation using predefined templates and guided steps.

Purpose of AutoContent Wizard: It provided ready-made presentation outlines for common topics such as:

● Business Plans
● Project Reports
● Sales Presentations
● Training Sessions

The wizard guided users step-by-step to create slides automatically.

How It Worked (Old Versions): File → New → AutoContent Wizard. The wizard asked questions like:

● Type of presentation
● Output format (On-screen / Printed)
● Presentation title

Based on answers, it generated a basic slide structure.

Why It Was Removed: In modern versions (PowerPoint 2007 and later), AutoContent Wizard was removed. It was replaced by:

● Templates
● Themes
[Link] ● Design Ideas
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 Slide Layouts & Placeholders
A Slide Layout in MS PowerPoint defines the structure and arrangement of content on a slide. It determines where titles, text, images, charts,
and other elements will appear. Using predefined layouts helps maintain consistency and saves time while designing presentations. Common
Slide Layouts:

● Title Slide – Used for the first slide of the presentation by default
● Title and Content – Most commonly used layout for text, charts, or images
● Section Header – Used to introduce a new section
● Comparison – Used to compare two sets of content side by side

Placeholders: Placeholders are dotted boxes in a slide layout that hold different types of content. They guide users on where to insert
information. Common placeholders include: Title placeholder, Text placeholder, Content placeholder (for tables, charts, pictures, etc.)

Note: Animations are not part of the slide layout. They are applied separately to slide objects.

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 Q A teacher finalizes the design of a 25-slide
presentation after preparing all slides. Now she
wants to change the background, font style, and add
a footer uniformly to every slide at once.

Which PowerPoint feature should she use to apply

these changes efficiently, and why would editing
slides individually be a poor approach?

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 Working with Tables
Tables in MS PowerPoint are used to organize data in rows and columns for clear and
structured presentation. They help present numerical and textual information neatly
within slides.

How to Insert a Table: To insert a table in PowerPoint:

1. Go to the Insert tab.

2. Click on Table.
3. Select the required number of rows and columns.
4. The table will be inserted into the slide.

Applying Table Styles: PowerPoint provides ready-made table designs to enhance the
appearance of tables. These predefined styles can be applied from the Table Design
tab when the table is selected.

Table Formatting Options: Users can format tables using the following options:

● Borders – Add or modify table borders

● Shading – Apply background colors to cells
● Styles – Use built-in table style themes
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 Inserting Objects (Images, Audio, Video)
In MS PowerPoint, users can enhance presentations by inserting multimedia objects such as images, audio, and video. These elements make
slides more attractive, interactive, and easy to understand. Objects are inserted from the Insert tab on the Ribbon.

Insert Images: To insert a picture from your computer, Path: Insert → Pictures → This Device (From File)
After insertion, the image appears on the slide and can be resized, moved, or formatted as needed.

Important: Images inserted in PowerPoint are embedded by default,

which means editing the image inside the slide does not change the original file stored on your computer.

Insert Audio or Video: You can also add sound or video to make presentations more engaging.
Path: Insert → Audio (for sound files)
Insert → Video (for video files)
After insertion, media playback controls become available on the slide.

[Link]

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 Q A student inserted a picture into a PowerPoint slide and applied cropping, color corrections, and artistic effects.
Later, he noticed that the original image stored on his computer was exactly the same as before editing.
Explain the reason behind this behavior in PowerPoint.

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 Task Pane & Master Views
The Task Pane in MS PowerPoint provides quick access to important slide-
related settings such as design, layout, and transitions. It helps users
efficiently customize the appearance and behavior of slides.

Master Views are used to apply consistent formatting across the entire
presentation. Instead of editing slides one by one, users can control global
design elements from the master level.

Task Pane Options

● Slide Design: Used to apply and modify the overall theme of the
presentation, including colors, fonts, effects, and slide background.
● Slide Layout: Used to change the arrangement of placeholders such
as title, text, images, and content on a slide.
● Slide Transition: Used to apply and manage visual effects that occur
when moving from one slide to another during a slide show.

Master Views

● Slide Master: Used to apply uniform design, formatting, logos,

headers/footers, and layouts to all slides in the presentation.
● Handout Master: Used to control the layout and appearance of printed
handouts, including slides per page and header/footer settings.
● Notes Master: Used to format the speaker notes pages that are
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printed along with slides.

● Note: There is no Outline Master in MS [Link]
 Slide Layout vs Slide Master

Slide Layout: Slide Layout defines the structure and arrangement of content on a single slide. It controls the position of placeholders
such as Title, Text, Images, Charts, and Content boxes. Common layouts include: Title Slide, Title and Content, Section Header,
Comparison, Blank. Slide Layout changes only the selected slide, not the entire presentation.

Slide Master: Slide Master controls the overall design and formatting of all slides in a presentation. It manages theme, fonts,
background, colors, footer, and placeholder styles. Any change made in Slide Master automatically applies to all slides linked to that
layout. Slide Master is accessed from: View → Slide Master
Basis Slide Layout Slide Master
Purpose Arrangement of content Overall design & formatting
Scope Single slide Entire presentation

Controls Placeholder position Fonts, background, theme, footer

Access Home → Layout View → Slide Master
Effect Limited to one slide Affects all slides

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 Q A teacher wants to apply uniform formatting to slides, control the layout of printed handouts, and format speaker
notes separately.
Identify the Master Views used for each task. Also mention one Master View that does not exist in PowerPoint

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 Q During a seminar, Neha noticed that her slides were changing automatically after 10 seconds without any
mouse click. She does not remember adding any animation.
Which specific setting is responsible for this behavior?

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 Transitions in PowerPoint
A Transition in MS PowerPoint is a visual effect that occurs when one slide changes to the next
during a slideshow. Transitions help make presentations smoother and more engaging by
adding motion between slides.

Transitions are applied from the Transitions tab on the PowerPoint ribbon, where users can
preview and customize different effects.

Transition Options

● Effect Type: Choose the style of transition (e.g., Fade, Push, Wipe).
● Duration: Controls how fast or slow the transition plays.
● Sound: Adds an audio effect during the slide change.
● Advance Slide: Set slides to move on mouse click or automatically after a specified
time.

Transition Timing Settings: Transition Timing Settings control when and how a slide
changes during a slide show. These settings are available in the Transitions tab → Timing
group.

Advance on Click: Advance on Click means the slide will change only when the presenter
clicks the mouse or presses a key. This option gives full manual control over slide movement
during a presentation.

Advance After (Time Setting): Advance After allows the slide to change automatically after a
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specified number of seconds. You can set the time (for [Link]
example: 10.00 seconds).
 Major Slide Transitions
Slide transitions in MS PowerPoint are visual effects that occur when moving from one slide to another during a presentation. They
help make the slideshow more engaging and professional when used appropriately.

● Fade: Fade smoothly changes one slide into another by gradually fading the current slide out and the next slide in. It is the
most commonly used transition for a clean, professional look.
● Push: Push moves the new slide in from a selected direction (left, right, up, or down) while pushing the current slide out of
view. It creates a clear directional flow.
● Wipe: Wipe reveals the new slide by sweeping over the previous slide from one side. It gives a strong motion effect and is
useful for step-by-step presentations.
● Split: Split opens or closes the slide by dividing it into two sections. The transition can occur horizontally or vertically for a
dramatic effect.
● Reveal: Reveal changes slides with a subtle layered movement, making the next slide appear smoothly from behind the
current one.
● Cover / Uncover: Cover / Uncover makes one slide cover the previous slide or uncover it, depending on the selected option.
It creates a stacking-style visual effect.
● Morph (Advanced): Morph is an advanced transition that creates smooth object movement between slides by intelligently
animating differences. It is ideal for modern, professional storytelling presentations.

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 Q A student says Morph and Fade transitions work in
the same way because both change slides smoothly.
Do you agree? Justify your answer.

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 Animations & Motion Paths
Animation is a visual effect applied to objects (such as text, images, shapes, or charts) on a
slide to control how they appear, move, or disappear during a presentation. Animations
make slides more engaging and help presenters focus the audience’s attention on important
content.

Types of Animation

● Entrance Animation: An effect that controls how an object enters or appears on

the slide. It is commonly used to introduce text or images step-by-step.
● Emphasis Animation: An effect used to highlight or draw attention to an object
that is already visible on the slide. It helps emphasize key points without adding new
objects.
● Exit Animation: An effect that determines how an object leaves or disappears from
the slide. It is useful for removing items after they have been discussed.
● Motion Path Animation: An effect that moves an object along a defined path (such
as line, curve, circle, or custom path) on the slide.
● Zoom: Makes an object grow or shrink for visual emphasis.
● Spin: Rotates an object around its center.
● Bounce / Float: Adds a natural movement effect to make content engaging.
● Previewing Animations: Animations can be previewed using:
a. Play button
b. Preview/Show effect option
c. Animation Pane (for full control and timing)
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The Animation Pane allows users to manage the order, timing, and effects of multiple
animations on a slide. [Link]
 Animation Pane Controls
Animation Pane is used to manage and control all animations applied to objects on a slide. It shows the sequence, timing, and order of animation
effects. Path: Animations Tab → Animation Pane. It allows users to preview, reorder, edit, or remove animations easily.

Add Animation: Add Animation is used to apply a new animation effect to an object without removing the existing one.
If you apply animation directly from the gallery again, the previous effect gets replaced.
Path: Animations Tab → Add Animation
It allows adding multiple effects like Entrance + Emphasis + Exit to the same object.

Effect Options: Effect Options customize how an animation behaves. It changes direction, style, or sequence of the animation.
Examples:
● Fly In → From Left / Right / Top / Bottom
● Wipe → From Left / Right
● Text Animation → By Paragraph (text appears line by line)

Path: Animations Tab → Effect Options

Timing: Timing controls when and how long an animation runs.

It includes:
● Start Options
○ On Click → Starts when mouse is clicked
○ With Previous → Starts with previous animation
○ After Previous → Starts automatically after previous effect
● Duration → Controls speed of animation
● Delay → Sets waiting time before animation starts
[Link]

Path: Animations Tab → Timing Group [Link]

 Q During a presentation, one effect is applied between two slides, while another effect makes text appear one by
one on the same slide.
A student claims both effects are the same because they “add visual effects.”
Do you agree? Justify your answer with two differences and one example of each.

[Link]

[Link]
 Q Slide Layout decides content placement, while animations control movement. Explain why these two are treated
separately.

[Link]

[Link]
 Q Student A says, “Both Entrance and Emphasis
animations are used to make objects appear on the
slide.”
Student B says, “Slide Master and Slide Layout
perform the same function in formatting slides.”

Identify who is incorrect in each case and justify your

answer by giving two clear differences for:
a) Entrance Animation and Emphasis Animation
b) Slide Master and Slide Layout

[Link]

[Link]
 Slide Show & Presentation Delivery
The Slide Show options in MS PowerPoint help users practice, customize, and
deliver presentations more effectively. These tools are especially useful for preparing
professional and well-timed presentations.

Rehearse Timings: Rehearse Timings is used to practice a presentation while

automatically recording the time spent on each slide. It helps presenters manage their
pace and ensure the presentation fits within the allotted time.

Record Slide Show: Record Slide Show allows users to record narration, slide
timings, and animations. It is useful for creating self-running presentations, online
lectures, and video presentations.

Hide Slide: Hide Slide is used to skip a slide during the slide show without deleting it
from the presentation. This is helpful when certain slides are optional for different
audiences.

Custom Slide Show: Custom Slide Show enables users to create a tailored
presentation by selecting specific slides from the main file. It is ideal for presenting
different versions to different audiences without creating multiple files.

[Link]

[Link]
 Important Points to Remember
1. Microsoft PowerPoint is a presentation software used to create multimedia presentations using text, images, charts, audio,
video, animations, and transitions.
2. The default file extension of PowerPoint (2007 and later) is .pptx, while .ppt is used for older versions (97–2003).
3. The first slide of a PowerPoint presentation normally uses the Title Slide layout.
4. Slide Layouts define the structure and placement of content on a slide (title, text, content boxes); animations are NOT part of
slide layouts.
5. Normal View is the main editing view, while Slide Sorter View is the best view for rearranging slides.
6. Transitions are visual effects that occur between two slides, whereas Animations are effects applied to objects within a slide.
7. The left pane in PowerPoint contains Slides and Outline tabs; the Notes pane is not available in the left panel.
8. Images inserted into PowerPoint are embedded by default, and editing an image in a slide does not change the original image
file.
9. Predefined table styles are applied from the Table Design tab, not directly from Insert.
10. Slide Master is used to apply a uniform design, background, fonts, and layout to all slides at once.
11. Common Slide Show shortcuts:
● F5 → Start slide show from beginning
● Shift + F5 → Start from current slide
● Esc → End slide show
12. A new presentation can be created from:
a. Blank Presentation
b. Design Template
c. Existing Presentation

[Link]

[Link]
 Q A school is organizing a Cyber Security
Awareness Seminar.
Rahul has to:

● Create a presentation
● Add smooth slide changes
● Make text appear one by one
● Start the presentation from current slide during
rehearsal
● Hide one slide without deleting it

Answer these
a) Which feature will he use for smooth slide
changes?
b) Which animation type is used to make text
appear one by one?
c) Which shortcut will start slideshow from current
slide?
d) How can he hide the slide?

[Link]

[Link]
 Q A company is preparing a high-level client presentation.
The management wants every slide to automatically
follow the same theme and formatting, printed copies to
include speaker explanations, and a version of the
presentation that displays only selected slides for a
specific audience.

Identify the appropriate PowerPoint features that should

be used for:
a) Applying uniform design to all slides
b) Printing slides along with speaker notes
c) Presenting only selected slides without deleting others

[Link]

[Link]
 MS POWERPOINT – KEY SHORTCUTS
1. File Management
5. Paragraph Alignment
9. Object Grouping
● Ctrl + N → Create a new blank presentation
● Ctrl + L → Left align text
● Ctrl + O → Open an existing presentation
● Ctrl + E → Center align text ● Ctrl + Shift + G → Ungroup objects
● Ctrl + S → Save the active presentation
● Ctrl + R → Right align text
● Ctrl + P → Print slides
● Ctrl + J → Justify text
● Ctrl + W → Close current presentation 10. View & Interface Control
● Ctrl + F1 → Hide or show the Ribbon
6. Slide Management ● Ctrl + F1 → Show or hide the Ribbon
2. Editing & Clipboard Operations
● Ctrl + M → Add a new slide
● Ctrl + Z → Undo the last action
● Ctrl + Y → Redo the last action 7. Find, Replace & Links
● Ctrl + A → Select all text and objects
● Ctrl + C → Copy selected text or objects ● Ctrl + F → Open Find
● Ctrl + X → Cut selected text or objects ● Ctrl + H → Open Find and Replace
● Ctrl + V → Paste contents of the clipboard ● Ctrl + K → Insert a hyperlink

3. Navigation
8. Font Size & Case (Advanced CTRL Combinations)
● Ctrl + Page Down → Moves to the next slide
● Ctrl + Page Up → Moves to the previous slide ● Ctrl + Shift + > → Increase font size
● Ctrl + Shift + < → Decrease font size
● Ctrl + Shift + F3 → Change case of text
4. Text Formatting (Font Style)

● Ctrl + B → Apply or remove Bold

[Link]

● Ctrl + I → Apply or remove Italic [Link]

 Q During a seminar, Neha starts her presentation
from the beginning. While presenting, she exits the
slide show midway to correct a mistake. Later, she
resumes the presentation from the current slide
instead of starting from the beginning.

Identify the keyboard shortcuts she should use for:

1. Starting slide show from beginning

2. Ending the slide show
3. Starting slide show from current slide

Explain how these shortcuts help in professional

presentation delivery.

[Link]

[Link]
 Q While designing a slide, Arjun selects text and applies
bold formatting to highlight key points. He then increases
the font size, changes the case of text, and aligns the
paragraph to the center.

Mention the keyboard shortcuts used for:

● Bold formatting
● Increasing font size
● Changing case
● Center alignment

Explain why using shortcuts is more efficient than using

the ribbon.

[Link]

[Link]
 Q A teacher is editing a presentation and needs to:

● Add a new slide

● Move to the next slide
● Move back to the previous slide
● Select all objects on the slide

Write the keyboard shortcuts for each task and explain

their importance in managing large presentations.

[Link]

[Link]
 Q While working in PowerPoint, a student accidentally hides the Ribbon. She wants to show it again. Later, she
closes the presentation window using the keyboard.

Mention the keyboard shortcuts for:

● Show/Hide Ribbon
● Close active presentation

Explain the function of these shortcuts.

[Link]

[Link]
 MS POWERPOINT – SHORTCUT KEYS

F1 – F12 (Single Key) Shift + Function Keys

● F1 → Help ● Shift + F5 → Start slide show from current slide

● F2 → Edit text in selected object ● Shift + F7 → Thesaurus
● F3 → Not commonly assigned ● Shift + F12 → Save presentation
● F4 → Repeat last action
● F5 → Start slide show (from beginning)
● F6 → Move between panes Alt + Function Keys
● F7 → Spell check ● Alt + F4 → Close PowerPoint
● F8 → Not commonly assigned
● F9 → Not commonly assigned
● F10 → Activate menu bar
● F11 → Not commonly assigned
● F12 → Save As dialog box
[Link]

[Link]
 Q During a seminar, Neha wants to:

● Start the slideshow from the beginning

● Start the slideshow from the current slide
● Check spelling before presenting
● Open the “Save As” option

Identify the correct Function Keys and explain their role in PowerPoint.

[Link]

[Link]