CHAPTER 1: Introduction to Software Applications Lesson 2: Office Tools

Lesson 1: Software Suite Application software that assists users in regular office
A software suite or application suite is a collection of jobs like creating, updating and
computer programs —usually maintaining documents, handling large amounts of
application software or programming software— of data, creating presentations, scheduling, etc.
related functionality, often sharing a similar are called office tools. Using office tools saves time and
user interface and the ability to easily exchange data effort and lots of repetitive tasks can be
with each other. done easily. Some of the software that do this are:
Advantages: 1. Word processors
 Less costly than buying individual packages 2. Spreadsheets
 Identical or very similar GUI 3. Presentation software
 Designed to interface with each other 4. E-mail tools
 Helps the learning curve of the user Word Processor
Disadvantages: A software for creating, storing and manipulating text
 Some purchased features may never be used by documents is called word
the user processor. common word processors are MS-Word,
 May take a significant amount of disk space Google docs, etc.
(bloatware) A word processor allows you to:
 Likely to require significant effort for stuff 1. Create, save and edit documents
Types of Software Suites: 2. Format text properties like font, alignment, font
1. An office suite is a collection of bundled color, background color, etc.
productivity software (a software suite) 3. Check spelling and grammar
intended to be used by knowledge workers. 4. Add images
components are generally distributed together, 5. Add header and footer, set page margins and insert
have a consistent user interface and usually can watermarks
interact with each other. Spreadsheet
2. An Internet suite is an Internet-related software Spreadsheet is a software that assists users in
suite. Internet suites usually include a web processing and analyzing tabular data. It is
browser, e-mail client (often with a news client a computerized accounting tools. Data is always entered
and address book), download manager, HTML in a cell (intersection of a row and a
editor, and an IRC client. column) and formulas and functions to process a group
3. A graphics suite is a software suite for graphics of cells is easily available. Some of the
work that are distributed together. programs popular spreadsheet software include MS-Excel,
are usually able to interact with each other on a Gnumeric, Google Sheets, etc. Here is a list of
higher level than the operating system would activities that can be done within a spreadsheet
normally allow. software:
4. An integrated development environment (IDE)  Simple calculations like addition, average,
is a software application that provides counting, etc.
comprehensive facilities to computer  Preparing charts and graphs on a group of
programmers for software development. An IDE related data
normally consists of at least a source code  Data entry
editor, build automation tools and a debugger.  Data formatting
Some IDEs, such as NetBeans and Eclipse,  Cell formatting
contain the necessary compiler, interpreter, or  Calculations based on logical comparisons
both; others, such as Sharp Develop and Presentation Tool
Lazarus, do not. Presentation tool enables user to demonstrate
information broken down into small
chunks and arranged on pages called slides. A series of
slides that present a coherent idea to an
audience is called a presentation. The slides can have Ribbon contains commands organized in three
text, images, tables, audio, video or other components –
multimedia information arranged on them. MS-  Tabs − These appear across the top of the
PowerPoint, OpenOffice Impress, Lotus Ribbon and contain groups of related
Freelance, etc. are some popular presentation tools. commands. Home, Insert, Page Layout are
Email Tools examples of ribbon tabs.
Email is a service which allows us to send the message  Groups − They organize related commands;
in electronic mode over the each group name appears below the group on
internet. It offers an efficient, inexpensive and real time the Ribbon. For example, group of commands
mean of distributing information among related to fonts or group of commands related
people. to alignment, etc.
CHAPTER 2: Microsoft Word Basics  Commands − Commands appear within each
Lesson 1: Exploring the Window group as mentioned above.
Microsoft Office Word allows you to create and edit  Title bar - This lies in the middle and at the top
personal and business documents, of the window. Title bar shows the program and
such as letters, reports, invoices, emails and books. By document titles.
default, documents saved in Word 2007  Rulers - Word has two rulers - a horizontal ruler
or higher are saved with the .docx extension. and a vertical ruler. The horizontal ruler appears
Microsoft Word can be used for the following just beneath the Ribbon and is used to set
purposes – margins and tab stops. The vertical ruler
 To create business documents having various appears on the left edge of the Word window
graphics including pictures, charts, and and is used to gauge the vertical position of
diagrams. elements on the page.
 To store and reuse readymade content and  Help - The Help Icon can be used to get word
formatted elements such as cover pages and related help anytime you like. This provides nice
sidebars. tutorial on various subjects related to word.
 To create letters and letterheads for personal  Zoom Control - Zoom control lets you zoom in
and business purpose. for a closer look at your text. The zoom control
 To design different documents such as resumes consists of a slider that you can slide left or right
or invitation cards etc. to zoom in or out; you can click the + buttons to
 To create a range of correspondence from a increase or decrease the zoom factor.
simple office memo to legal copies and
reference documents. View Buttons
Microsoft word was released in 1983 as multi-Tool The group of five buttons located to the left of the
Word. Its first version was based on the Zoom control, near the bottom of the screen, lets
framework of Bravo which was world's first graphical you switch through the Word's various document
writing program. views.
Office Button  Print Layout view − This displays pages exactly
Microsoft Office Button is located on the top left corner as they will appear when printed.
of the window. You can click it  Full Screen Reading view − This gives a full
to check the Backstage view. This is where you come screen view of the document.
when you need to open or save files,  Web Layout view − This shows how a
create new documents, print a document, and do other document appears when viewed by a Web
file-related operations. browser, such as Internet Explorer.
Quick Access Toolbar  Outline view − This lets you work with outlines
This you will find just beside the office button. This is a established using Word’s standard heading
convenient resting place for the styles.
most frequently used commands in Word. You can  Draft view − This formats text as it appears on
customize this toolbar based on your comfort. the printed page with a few exceptions.
  Document Area- This is the area where you MS Word allows you to change the Font color of your
type. The flashing vertical bar is called the text. If you want to emphasize a
insertion point and it represents the location particular word or phrase, you can change its font color.
where text will appear when you type.  In Home tab locate the Font group
 Status Bar- This displays the document  Click the drop-down arrow next to Font color
information as well as the insertion point button
location. From left to right, this bar contains the  Font color menu appears
total number of pages and words in the  Select the desired font color with a left click
document, language, etc. How to Change Text Case in MS Word?
 Dialog Box Launcher- This appears as very small  In Home tab locate the Fontgroup
arrow in the lower-right corner of many groups  Click the drop-down arrow in 'Change Case
on the Ribbon. Clicking this button opens a button
dialog box or task pane that provides more  It displays text case menu
options about the group.  Select the desired case with a left click
Lesson 2: Text Basics Sentence case: It capitalizes the first letter of each
How to Insert Text in MS Word? sentence.
 Go to the start menu and look for Microsoft Lowercase: It changes the text from uppercase to
Word icon lowercase.
 Click the icon to open the Microsoft Word Uppercase: It capitalizes all the all letters of your text.
 You will see a blinking cursor or insertion point Capitalize Each Word: It capitalizes the first letter of
in the text area below the ribbon each word.
 Now, as you start typing, the words will appear Toggle Case: It allows you to shift between two case
on the screen in the text area views, e.g. to shift between Capitalize Each
 To change the location of insertion point press Word and cAPITALIZE eACH wORD .
spacebar, Enter or Tab keys
How to Delete Text in MS Word?
 cursor next to the text then press Backspace key
 Select the text and type over it the new text.
How to Select Text in MS Word?
 All option or press CTRL+A
 Shift + Arrow;
 single word double click within the word
How to Copy and Paste Text in MS Word?
 Cntrl + C = Copy
 Cntrl + V = Paste
How to Save the Document in MS Word?
When you create a document it is important to save the
document so that it can be viewed
or reused later.
 to press "Ctrl+S" keys.
How to Change Font Size in MS Word?
You can easily change the font size of your
text in the document.
 INCREASE FONT = Cntrl + Shift + >
 DECREASE FONT = Cntrl + Shift + <
 FONT SIZE = Cntrl + Shift + P
How to Change Font Style in MS Word?
 Cntrl + Shift + F
How to Format Font Color in MS Word?