Module III: MS-Word and MS-Excel Basics

PART 1 -MS Word Basics: The word screen, getting to word documents, typing and Revising
text, Finding and Replacing, Editing and Proofing tools, Formatting text characters, Formatting
Paragraph, Document templates., Page set up, tables, Mail Merge, Macros, protecting
documents, printing a document.

PART 2- MS-Excel Introduction, Worksheet basics, Creating worksheet, Heading information,

Data & Text, Date & Time, Alphanumeric values, Saving & quitting worksheet, Opening and
moving around in an existing worksheet, Toolbars and Menus, Excel shortcut and function
keys, Working with single and multiple workbook, Working with formulae & cell referencing,
Auto sum, coping formulae, Absolute & relative addressing, Worksheet with ranges,
Formatting of worksheet, Previewing & Printing worksheet, Graphs and charts, Database,
Creating and using macros, Multiple worksheets- concepts
 PART 1 - MS Word Basics

What is Microsoft Word

Microsoft Word is word processing software. It is developed by Microsoft and is part of
Microsoft Office Suite. MS Word is used to create, format, save and print letters, reports,
newsletters, manuscripts, signs, certificates other documents. Microsoft Word was initially
launched in 1983, and has since been revised numerous times. It is available for both Windows
and Apple operating systems.

Microsoft Word is often called simply Word or MS Word

Since MS Word is one of the most used programs of the Office Suite, some basic information
regarding its creation and development has been given below:

 Charles Simonyi, a developer and Richard Brodie, a software engineer, were the two
creators of MS Word
 This program was initially named “Multi-Tool Word” but later, was renamed as MS
Word
 It was introduced in 1983
 Word for Windows is available standalone or as a part of MS Office suite
 The extension for any word file is “.doc”
1. Microsoft Word – Screen Elements
Screen Elements

The Title Bar

At the very top of the screen is the title bar. The title bar will tell you the name of the file (i.e. Document1) and the
application you are currently using.

To the right of the title are three buttons Minimize, Maximize or Restore and Close

• Minimize will minimize Microsoft Word and place it at the bottom of your screen on the Task Bar
• Restore will return the window to its previous size
• Close will close Microsoft Word as well as your document
• Maximize will increase the size of the window.

Quick Access Toolbar

This you will find just above the File tab. Quick Access Toolbar contains frequently used commands. You can display
or hide the icons. This is a convenient resting place for the most frequently used commands in Word. You can
customize this toolbar based on your comfort.
RULERS
Word has two rulers - a horizontal ruler and a vertical ruler.
The Horizontal Ruler
The horizontal ruler appears just beneath the Ribbon and is used to set margins and tab stops. The ruler is used to
adjust margins, indent paragraphs, set tabs and adjust column widths.

The Vertical Ruler

The vertical ruler appears on the left edge of the Word window and is used to gauge the vertical position of elements
on the page. The vertical Ruler is often used to adjust the Top and Bottom margins of a document.

Vertical Scroll Bar

The Vertical Scroll Bar allows you to scroll through the document top to bottom.

Horizontal Scroll Bar

The Horizontal Scroll bar allows you to scroll through the document left and right.

The Status Bar

The status bar is a located at the bottom of the document window in Microsoft Word. It provides
information about the current state of what you are viewing in the window.
Page number - Page number the cursor is located on.

Section number- The section number of the page shown in the window.

Number/number- The page number and the total number of pages based on the physical page count in the
document.

Zoom Control
Zoom control lets you zoom in for a closer look at your text. The zoom control consists of a slider that you can slide
left or right to zoom in or out; you can click the + buttons to increase or decrease the zoom factor.

View Buttons
The group of five buttons located to the left of the Zoom control, near the bottom of the screen, lets you switch
through the Word's various document views.

Types of Views
 Print Layout view − This displays pages exactly as they will appear when printed.
 Full Screen Reading view − This gives a full screen view of the document.
 Web Layout view − This shows how a document appears when viewed by a Web browser, such as Internet
Explorer.
 Outline view − This lets you work with outlines established using Word’s standard heading styles. In outline
view, you can collapse a document to see only the main headings, or you can expand it to see all headings
and even body text. In outline view, page boundaries, headers and footers, graphics, and backgrounds do not
appear.
  Draft view − This formats text as it appears on the printed page with a few exceptions. For example, headers
and footers aren't shown. Most people prefer this mode.

You can switch to any of these views by selecting the View Menu or by clicking one of the view buttons
on the Horizontal Toolbars.

Ribbon and Tabs

The Ribbon is a user interface element which was introduced by Microsoft in Microsoft Office 2007. It is
located below the Quick Access Toolbar and the Title Bar. The Ribbon is the panel at the top portion of the
document. It has seven tabs. These tabs contain commands and tools which are grouped according to their function.
When you move the mouse pointer over each command or tool, it will display the pop-up name and function of the
command.

It comprises seven tabs; Home, Insert, Page layout, References, Mailing, Review and View. Each tab has
specific groups of related commands. It gives you quick access to the commonly used commands that
you need to complete a task.

Home tab:

The Home tab is the default tab in Microsoft Word. It has five groups of related commands; Clipboard,
Font, Paragraph, Styles and Editing. It helps you change document settings like font size, adding bullets,
adjusting styles and many other common features. It also helps you to return to the home section of the
document.

Insert tab:

Insert Tab is the second tab in the Ribbon. As the name suggests, it is used to insert or add extra features
in your document. It is commonly used to add tables, pictures, clip art, shapes, page number, etc. The
Insert tab has seven groups of related commands; Pages, Tables, Illustrations, Links, Header & Footer, Text
and Symbols.
Page Layout tab:

It is the third tab in the Ribbon. This tab allows you to control the look and feel of your document, i.e. you
can change the page size, margins, line spacing, indentation, documentation orientation, etc. The Page
Layout tab has five groups of related commands; Themes, Page Setup, Page Background, Paragraph and
Arrange.

References tab:

It is the fourth tab in the Ribbon. It allows you to enter document sources, citations, bibliography
commands, etc. It also offers commands to create a table of contents, an index, table of contents and
table of authorities. The References tab has six groups of related commands; Table of Contents,
Footnotes, Citations & Bibliography, Captions, Index and Table of Authorities.

Mailings tab:

It is the fifth tab in the ribbon. It is the least-often used tab of all the tabs available in the Ribbon. It allows
you merge emails, writing and inserting different fields, preview results and convert a file into a PDF
format. The Mailings tab has five groups of related commands; Create, Start Mail Merge, Write & Insert
Fields, Preview Results and Finish.
Review tab:

It is the sixth tab in the Ribbon. This tab offers you some important commands to modify your document.
It helps you proofread your content, to add or remove comments, track changes, etc. The Review tab has
six groups of related commands; Proofing, Comments, Tracking, Changes, Compare and Protect.

View tab:

The View tab is located next to the Review tab. This tab allows you to switch between Single Page and
Two Page views. It also enables you to control various layout tools like boundaries, guides, rulers. Its
primary purpose is to offers you different ways to view your document. The View tab has five groups of
related commands; Document Views, Show/Hide, Zoom, Window and Macros.
 Typing and Revising text, Finding and Replacing
You can find and replace text in Word using the commands in the “Editing” button group on the “Home” tab of the
Ribbon. This button group contains several commands to help you quickly find and replace document content. This
can be very useful for quickly revising standard documents that need minor, repetitive text changes.

How to Find Text in Word:

            To find text in Word, click the “Home” tab in the Ribbon. Then click the “Find” button in the
“Editing” button group. Doing this then opens the “Navigation” pane at the left side of the document
window and shows the “Search Document” search box at the top of the pane.

            Type the word or phrase to find in the document into the search box. Word then automatically
finds and highlights the text you type. It also shows matching result locations in the results pane below the
search box. You can click any result in the pane to move to that document section. To clear your search
results when finished, click the small “x” button at the right end of the search box.

How to Find and Replace Text in Word:

            To find and replace text in Word, click the “Home” tab in the Ribbon. Then click the “Replace”
button in the “Editing” button group. Doing this then opens the “Find and Replace” dialog box and shows
its “Replace” tab. Type the text to find into the “Find what:” field on this tab. Then enter the text with which
to replace the found text into the “Replace with:” field. Then click the “Find Next” button to move to the
next occurrence of the text found in the document. The text appears selected.

            To then replace it with the text you entered, click the “Replace” button. You can then continue to
click the “Find Next” button and the “Replace” button to move through the document, replacing the text.
Alternatively, to replace all instances of the found text with the replacement text you entered throughout
the document at once, click the “Replace All” button.
 Some Word Concepts and their Steps

Formatting refers to the way our text will look like – the design of the
characters, their size, the space between paragraphs, their alignment,
etc.
Tables provide a neat way to present complex information in vertical columns and horizontal rows of
cells. Each cell can contain text – a single paragraph or multiple paragraphs – or graphics.
 Mail merge
We use mail merge when we want to create a set of documents that are
essentially the same except that each contains some unique elements. For
example, in a letter to invite friends to a birthday party, the date of invitation
and the text thereof will be same everywhere, but the address and greeting
line will be different in each letter.
Using mail merge, we can create:
• A set of labels for envelopes : The return address is the same on all the labels
or envelopes, but the destination address is unique on each one.
• A set of form letters, e-mail message or faxes : The basic content is the same
in all the letters, messages or faxes, but each contains information that is
specific to the individual recipient, such as name, address or some other piece
of personal data.
Creating each letter, message, fax, label, envelope, etc. individually would take
hours. That’s where mail merge comes in. Using mail merge, all we have to do
is create one document that contains the information that is the same in each
version. Then we just add some placeholders for the information that is
unique to each version.
Mail merge works by linking a database to your document. The
database contains the unique elements and the document is your letter,
invoice, label set, or another file. Mail merge saves you time and effort
because it automates the process of entering one unique piece of data
into a document. For example, say you want to write a holiday letter and
send it to 20 people. You can write the letter and create a mail merge to
print it with 20 different salutations (Dear Rohit, Dear Shruti, Dear
Aman, etc.).
How to use Mail Merge in MS Word?
Components of mail merge: 
The three main components of the merging process are the main document, the data source, and
the merged document.
1. The main document contains the main body of your letter, field names, and merges
instructions. The basic information within the main document remains equivalent.
2. The data source (or Recipients’ list) stores the knowledge that changes for every document.
This information is inserted in the main document one by one. An example of the data source is
a name and address list from which the program gets what you want to include in the main
document.
3. The merged document contains the main text from the main document and data from a data
source.
Steps for mail merger: 
Step 1:
 Open MS Word and click on the command sequence: Mailings tab → Start mail merge group →
Select recipients button → Type new List.

 A dialog namely “New Address List” will pop up(as shown in the below image). Type here the
desired data under the given headings. To add a new record, click on the “New Entry” button at
the bottom of the dialog and click OK when you are done.
Step 2: Prepare Master Letter
The second step is to prepare our master letter for use in the mail merge.  Before we enter all the
letter text we’d like to link this Word file to our list of names.
 Create a blank word document.
 Click Mailings tab → Start Mail Merge group → Start Mail Merge → Letters command.
 Then click the Mailings tab → Start Mail Merge group →  Select Recipients button → Use
Existing List command.

 Now we can start typing the letter.

 Now we would like to add the name and address and other details for the people on the list.
 Mailings tab→ Write & Insert Field group → Insert Merge Field button.
 A pop-down will appear showing all the table headings, so choose Title and press the spacebar
to create a space.
Then do this again and choose FirstName, followed by a space (i.e., press only spacebar key and
no other key); then choose LastName but this time press the Enter key to create a new line. Then
repeat the steps to choose the
ress field, and press enter key. 
Step 3:
Before we actually carry out the merge, we must first preview what the merged letters will look like.
 Mailings tab→ Preview Results group → Preview Results button

 Once we are happy with the preview, you can carry out the actual mail merge.
 To do this you click the Mailings tab →  Finish group → Finish & Merge button and choose Edit
Individual Documents.
 In the Merge to New Document panel, click All to create a separate letter for each person on
the Names list. Word then creates a fresh document with as many pages as there are names
on your list, and every page contains a wonderfully merged letter with all the correct individuals’
details.

 We can save this with an appropriate name, such as ABC.docx

 MACROS
Macros are considered a standard feature in programming as well as the use of
computer programs. They are basically subprograms that developers and users
can create to save sequences of commands or operating instructions, which can
then be started with a simple action. When faced with many regularly recurring
tasks, it benefits from the option to automate work steps.

A macro is a series of commands that is recorded so it can be played back

(executed) at a later time. Macros are great for reducing the amount of work you
have to do on a series of steps that you perform frequently.

To create a macro in Microsoft Word, choose how you want to create

it, either manually or by recording actions, and follow the steps
provided.

Create macro manually with Visual Basic

1. In Microsoft Word, click the View tab in the menu bar.

2. Click the Macros option.
 3. In the Macros window, type a name for the new macro in the Macro
name text field.

4. Click the Create button.

5. The Microsoft Visual Basic for Applications program opens, where

you can create the macro by typing the Visual Basic code manually.

6. When you have completed the creation of the macro, click

the Save icon in the menu bar and close the Visual Basic program.

Create macro by recording actions

1. In Microsoft Word, click the View tab in the menu bar.

2. Click the arrow below the Macros option and select the Record

Macro option.

3. In the Record Macro window, type a name for the new macro in

the Macro name text field.

4. Click the keyboard icon to assign a key combination to execute the

macro.
5. In the Customize Keyboard window, click in the Press new
shortcut key field, then press the combination of keys you want to
use for executing the macro in Microsoft Word. For example, you
could press the keys Ctrl+Shift+M, and that key combination will be
entered into the field automatically.

6. Click the Assign button in the lower-left corner, then click

the Close button.

7. Recording of the macro begins immediately after clicking the Close

button. Perform the actions you want to record and have the macro
execute. You can type text, format the text, create a table, add
shapes or pictures, and other actions.

8. When you completed all the actions you want to include in the
macro, on the View tab, click the arrow below the Macros option and
select Stop Recording.
 Printing a Document
1. Click the File tab.

2. Click Print.
3. Examine the print preview on the right side of the screen to ensure the document appears correct.

4. Select the correct printer by clicking the Printer list arrow and selecting it from the list.
5. Adjust the printer settings using the options below the printer, described in the following table.

6. Set the number of copies in the Copies text field.

7. Click Print.
The document is sent to the printer.

Short cut KEY Press Ctrl + P.

Print Settings

Print the whole document, a certain page range, a single section, or just even or
Print Range
odd pages.

Print One Sided / Print the document one-sided, enable a printer’s two-sided printing function, or
Both Sides manually flip the pages during printing.

Collating prints multiple copies of the document all the way through (1, 2, 3, 1, 2,
Collate 3), while printing uncollated prints multiple copies of each page together (1, 1, 2,
2, 3, 3).

Orientation Select Portrait (taller) or Landscape (wider).

Page Size Select the size of paper you’re printing on.

Page Margins Adjust the margins between the edge of the page and the text.

Pages Per Sheet Arrange multiple pages on a single sheet.