Information Technology

For

Business Lab

SUBMITED BY SUBMITED TO
ANEEN K MD AHMED RAZA
24MMBA070HY ASSISTANT PROFESSOR

MAULANA AZAD NATIONAL URDU UNIVERSITY HYDERABAD

Department Of Computer Science &
Information Technology School of Technology
Hyderabad

MAULANA AZAD NATIONAL URDU UNIVERSITY

Gachibowli, Hyderabad, Telangana-500032(India)
(Accredited with “A+” Grade by NAAC)

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 Certificate
This is to certify that the lab record file submitted by ANEEN K bearing
Enrollment Number A240108 and Roll Number 24MMBA070HY, in partial fulfilment of
the requirements for the subject “Information Technology for Business Lab”
(Course Code: PGCS150GEP), as part of the MBA, 1st Semester (2024-25) at the
Department of Computer Science & Information Technology, constitutes Bonafide
laboratory work carried out by him under my supervision.

Signature of Internal Examiner Signature of External Examiner

INDEX

S.NO CONTENT PAGE NO

1 Introduction of Ms word 3-5

2 Common Uses of MS Word 6

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 3 Benefits of using Ms Word 6

4 Interface of Ms Word 6-9

5 Element or Feature Of Ms word 10 - 11

6 Ribbon in Ms word 11

7 Tab in the Ribbon 12

8 Home Tab with Experiment 12

9 Insert tab with Experiment 12 - 13

10 Design Tab with Experiment 13

11 Layout Tab with Experiment 14

12 References Tab 14

13 Mailings Tab with Experiment 15

14 Review Tab 15- 16

15 Help Tab 16

INTRODUCTION OF MS WORD
Microsoft Word, often referred to as MS Word, is one of the most widely used word-
processing software programs, created by Microsoft. As a core part of the Microsoft Office
Suite, it provides a comprehensive range of tools that enable users to create, edit, format,
and share text documents in both personal and professional contexts. Here’s an in-depth
look at what MS Word offers:
1. Document Creation and Formatting
• Text Entry and Formatting: MS Word allows users to type, edit, and format text. You
can adjust font styles, sizes, colors, and alignments, making it easy to customize the
look of text. Word also supports text effects like bold, italics, underline, and
strikethrough.
• Paragraph and Page Formatting: Beyond basic text formatting, MS Word allows for
control over paragraph alignment, line spacing, and indentation. Page layout options
include setting up margins, orientation (portrait or landscape), and paper size.

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 • Styles and Themes: MS Word has built-in styles and themes for quick, professional-
looking formatting. Styles are preset text and paragraph formats, while themes are
sets of coordinated colors, fonts, and effects that give documents a cohesive design.
2. Templates
• Pre-designed Templates: MS Word provides a wide variety of templates for
specific document types, such as resumes, business letters, newsletters, invoices,
and academic reports. Using these templates saves time by giving users a well-
designed layout to work from.
• Custom Templates: Users can also create their own templates, which is useful for
documents with repetitive formatting needs, such as business forms or branded
reports.
3. Editing and Proofreading Tools
• Spell Check and Grammar: MS Word has built-in spell-check and grammar-
checking tools to identify errors and suggest corrections. This feature is enhanced
with an editor tool that helps with style, clarity, and even conciseness.
• Thesaurus and Word Count: MS Word includes a thesaurus for finding synonyms
and a word count tool that helps track the length of the document, essential for
meeting length requirements in academic and professional writing.
• Translation and Language Tools: Word supports multiple languages, with tools to
translate selected text or even entire documents, helping users work with different
languages easily.
4. Reviewing and Collaboration Features
• Track Changes: This tool allows users to track and highlight edits in a document.
Changes made by collaborators appear in different colors, making it easy to see
additions, deletions, and formatting changes.
• Comments: Users can insert comments on specific parts of the document for
feedback, suggestions, or reminders, ideal for collaborative projects.
• Compare Documents: MS Word lets users compare two documents to identify
differences, which is useful in editing or proofreading scenarios.
• Real-time Collaboration: With Microsoft 365 integration, multiple users can work on
a document simultaneously, with real-time updates reflecting changes made by each
participant.
5. Graphics and Multimedia Integration
• Inserting Images and Graphics: MS Word supports the insertion of images, icons,
shapes, and SmartArt. Users can also format these elements with effects like
shadows, reflections, and borders.
• Tables and Charts: MS Word includes tools for creating and customizing tables and
charts, ideal for displaying data in an organized and visually appealing way.
• Videos and Hyperlinks: Users can embed video files and links to online resources,
making documents more interactive and informative.

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6. Page Layout and Design Tools
• Headers and Footers: These tools allow users to add consistent information, like
page numbers, document titles, or author names, at the top or bottom of each page.
• Cover Pages: MS Word offers cover page options that make it easy to create an
attractive introduction to longer documents or reports.
• Table of Contents and Indexing: MS Word can automatically generate a table of
contents based on heading styles and add an index, both of which are especially
useful for lengthy documents like reports, theses, or books.
7. Advanced Tools for Professional Documents
• Mail Merge: MS Word’s Mail Merge tool helps automate the creation of personalized
documents, such as letters, labels, and envelopes, by linking to a data source (like
an Excel spreadsheet).
• Macros: Word supports the use of macros to automate repetitive tasks. Users can
record a series of actions and save them as a macro, which can be activated with a
shortcut.
• Forms: MS Word lets users create interactive forms with checkboxes, drop-down
lists, and text fields, making it suitable for creating surveys, feedback forms, or
questionnaires.
8. Saving, Exporting, and File Compatibility
• File Formats: MS Word documents can be saved in various formats, including .docx
(the default format), .pdf, .rtf, .html, and .txt, ensuring compatibility with a wide range
of applications.
• Saving and Sharing: Word allows direct saving to cloud services like OneDrive and
SharePoint, which is useful for collaborative work. Documents can be easily shared
via email or links.
• Document Protection: MS Word provides options for restricting editing, adding
passwords, and using digital signatures, ensuring document security.
9. Microsoft Word Online and Mobile App
• Word Online: The online version of MS Word, available through Microsoft 365,
provides most of the essential features and allows users to work on documents from
any device with internet access.
• Mobile App: The Word mobile app, available for iOS and Android, allows users to
access, edit, and share documents on the go, though it may have a more limited
feature set than the desktop version.
10. Integration with Other Microsoft Office Programs
• Excel: Users can embed Excel sheets directly in Word for complex data
representation.
• PowerPoint: Word documents can be converted to PowerPoint presentations,
facilitating easy presentation creation from written content.
• Outlook: Word integrates with Outlook for sending documents directly as email
attachments.

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 COMMON USES OF MS WORD
Microsoft Word is versatile and widely used in:
• Education: For assignments, research papers, and theses.
• Business: For reports, proposals, and formal communications.
• Personal Use: For letters, resumes, creative writing, and personal record-keeping.

BENEFITS OF USING MS WORD

• User-friendly Interface: Its intuitive design and helpful tools make it accessible to
beginners and experts alike.
• Professional Formatting Options: Ensures documents look polished and adhere to
formatting standards.
• Extensive Feature Set: Allows for in-depth document customization, multimedia
integration, and advanced document structuring.
With its extensive range of features, Microsoft Word is designed to handle nearly any word-
processing task, making it a reliable choice for professional, educational, and personal
document creation.

INTERFACE OF MS WORD
1. Title Bar
• Located at the top of the window, the Title Bar displays the name of the document
currently open, followed by "Microsoft Word."
• It also includes the Minimize, Maximize/Restore, and Close buttons for controlling
the window.

2. Quick Access Toolbar

• Situated on the top left corner of the interface, the Quick Access Toolbar allows you
to add shortcuts to frequently used commands, such as Save, Undo, and Redo.
• This toolbar can be customized to include other commands you use often by clicking
the drop-down arrow and selecting additional options.

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 3. Ribbon
• The Ribbon is the main toolbar of MS Word and contains a series of tabs, each with
groups of commands and tools. The Ribbon is context-sensitive, meaning it changes
based on what you are doing or selecting in the document.
• The main tabs are Home, Insert, Design, Layout, References, Mailings, Review,
View, and Help.
Key Components of the Ribbon:
• Tabs: Each tab (e.g., Home, Insert, Design) organizes related commands into a set
of sections.
• Groups: Within each tab, commands are organized into groups (e.g., the Font and
Paragraph groups in the Home tab).
• Commands: The individual icons or options that execute specific actions, such as
Bold, Italics, Insert Picture, or Track Changes.
• Dialog Box Launcher: In the bottom right corner of some groups, a small arrow icon
opens a dialog box with more advanced options for that group.

4. Document Area

• This is the main workspace where you type and format your document’s text and
content.
• The cursor (or insertion point) shows where your typing will appear in the document.
• You can insert and arrange text, tables, images, and other objects in this area.

5. Status Bar

• Located at the bottom of the window, the Status Bar provides information about the
document, such as:
o Page Number: Shows the current page and total number of pages. o Word Count:
Displays the total word count of the document. o Language: Indicates the language being
used for spell-check and grammar.
o Proofing Status: Shows if there are spelling or grammar issues in the
document.
o View Buttons: Allows you to switch between Read Mode, Print Layout, and
Web Layout.

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 o Zoom Slider: Adjusts the zoom level of the document view.

6. Scroll Bars
• Vertical Scroll Bar: Located on the right side of the document area, allowing you to
scroll up and down.
• Horizontal Scroll Bar: Found at the bottom of the document area (if needed) to
scroll left and right.

7. View Options and Zoom Slider

• The View Options at the bottom right corner provide shortcuts to switch between
different views:
o Read Mode: Optimizes the layout for reading, hiding some toolbars. o

Print Layout: Shows the document as it would look when printed.

o Web Layout: Displays the document as it would appear in a web
browser.
• The Zoom Slider next to the View Options allows you to quickly zoom in or out of the
document.
8. Contextual Tabs
• These are additional tabs that appear on the Ribbon when specific elements (like
images, tables, or shapes) are selected in the document. For instance:
o Picture Format tab for images. o Table

Design and Layout tabs for tables. o

Drawing Tools for shapes and

SmartArt.

• These tabs provide specialized tools relevant to the selected element, such as
formatting, color adjustments, alignment, and more.
9. File Tab (Backstage View)

• The File Tab (sometimes called the "Backstage View") provides access to file-level
commands:
o New: Create a new document from scratch or from a template. o

Open: Open an existing document.

o Save and Save As: Save the document or save it with a new name or
location.
o Print: View print options, including preview and settings.

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 o Share: Options for sharing the document via email or cloud storage. o

Export: Save the document in different formats (e.g., PDF). o

Options: Access MS Word settings and preferences.

10. Help Button

• Located in the top right corner, this button allows you to access Microsoft Word’s Help
feature, providing tutorials, tips, and troubleshooting resources.

1213ELEMENT OR FEATURE OF MS WORD

Microsoft Word offers a variety of content types and features that you can include to create and
format documents. Here’s a breakdown of the main types of content and elements you can work
with in MS Word:

1. Text Content

• Paragraphs: Add, format, and align paragraphs with customizable fonts, sizes, colors, and
styles.

• Headers and Footers: Include titles, dates, page numbers, and other information at the top or
bottom of pages.

• Footnotes and Endnotes: Use these to add references or additional information at the bottom
of a page (footnotes) or the end of a document (endnotes).

2. Formatting Elements

• Styles: Use predefined styles (e.g., Heading 1, Normal, Title) to quickly format text
consistently.

• Bullets and Numbering: Organize lists or sequences with bullets, numbering, or multilevel
lists.

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 • Tables: Insert and format tables to organize data, with options for borders, shading, and styles.

3. Visual Elements

• Images and Pictures: Insert photos, icons, and other images from your device or online.

• Shapes: Draw and format shapes like circles, arrows, rectangles, and lines to illustrate
concepts.

• Charts: Create pie charts, bar charts, line charts, and more for visual data representation.

• SmartArt: Use predefined graphics for diagrams, organizational charts, lists, and more.

4. Media and Interactive Elements

• Hyperlinks: Link to other parts of the document, websites, email addresses, or external files.

• Bookmarks: Mark specific places in your document that you can jump to later, useful for
navigation.

• Comments: Add notes or feedback on specific parts of the document, useful for collaboration.

• Embedded Objects: Insert content from other applications (e.g., Excel spreadsheets,
PowerPoint slides).

5. Document Structure Tools

• Table of Contents: Generate a list of headings with links to corresponding sections.

• Index and References: Create an index or cross-references for academic or research papers.

• Cover Pages: Insert professionally designed cover pages to give your document a polished
look.

• Page Breaks and Section Breaks: Divide your document into separate pages or sections for
layout purposes.

6. Design and Layout Options

• Themes and Colors: Apply a theme to give your document a consistent design with specific
fonts and colors.

• Watermarks: Add text or image watermarks to label documents as “Draft,” “Confidential,” etc.

• Page Background and Borders: Customize page backgrounds with colors, textures, and
borders.

7. Review and Proofing Tools

• Spelling and Grammar Check: Automated proofreading tools for identifying errors.

• Track Changes: Enable tracking to monitor and review edits, great for collaborative work.

• Thesaurus and Word Count: Access tools for synonyms and tracking the number of words,
characters, and paragraphs.

8. Other Content Types

• Macros: Record or create macros to automate repetitive tasks.

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 • Forms and Fields: Create fillable forms with checkboxes, dropdown lists, and text fields for
data entry.

• Equations and Symbols: Add mathematical equations, special characters, and symbols for
technical documents.

Each of these elements allows for customization and can be combined to create professional and
interactive documents suitable for a range of purposes, from simple notes to complex reports.

RIBBON IN MS WORD
The Ribbon in Microsoft Word is a toolbar located at the top of the window, just below the title bar.
It is the main navigation area in Word, designed to help you quickly access the program's features
and commands. The Ribbon is divided into multiple Tabs, each containing Groups of related
commands for specific tasks, such as formatting text, inserting elements, managing references, and
more.
Understanding the Ribbon Structure
Tabs: These are the main categories, like Home, Insert, and Layout. Each tab corresponds to a specific
function or task.
Groups: Within each tab, commands are organized into groups. For instance, the Home tab has groups
like Clipboard, Font, and Paragraph.
Commands: Individual tools or functions within each group, such as Bold, Italic, and Underline under
the Font group in the Home tab.

Detailed Explanation of Each Tab in the Ribbon

1. Home Tab

The Home tab is where you’ll find basic text formatting tools, frequently used when creating and
editing documents.

• Clipboard: Commands for Cut, Copy, Paste, and Format Painter to copy formatting from one
section to another.

• Font: Options for font type, size, color, bold, italic, underline, highlight, and text effects.

• Paragraph: Controls alignment, indentation, bullet points, numbering, line spacing, and
sorting text.

• Styles: Apply consistent formatting across your document using preset styles (e.g., Heading 1,
Normal).

• Editing: Tools for Find, Replace, and Select help you search for text, replace text, or select
specific content.

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2. Insert Tab

The Insert tab provides tools for adding various elements to the document to enhance its content.

• Pages: Add a Cover Page, Blank Page, or Page Break to separate sections.

• Tables: Insert and customize tables for organized data presentation.

• Illustrations: Add images, shapes, icons, 3D models, and SmartArt diagrams to enhance
visuals.

• Charts: Insert different types of charts (e.g., bar, line, pie) to display data visually.

• Links: Insert hyperlinks, bookmarks, and cross-references for easy navigation within or outside
the document.

• Header & Footer: Options to insert and customize headers, footers, and page numbers.

• Text: Insert text boxes, WordArt, Drop Caps, and Symbols for unique t*

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3. Design Tab

The Design tab is dedicated to adjusting the document’s overall look and feel.

• Document Formatting: Choose a theme that applies consistent colors, fonts, and effects
throughout the document.

• Colors and Fonts: Customize colors and fonts independently.

• Watermark: Add watermarks like “Confidential” or “Draft” to every page.

• Page Background: Set page color or borders for a personalized document background.

4. Layout Tab

The Layout tab manages the physical structure and layout of the document.

• Page Setup: Control page margins, orientation (portrait or landscape), size, columns, breaks,
and line numbering.

• Paragraph: Adjust indentation, line spacing, and alignment.

• Arrange: Tools for arranging images and objects on the page (e.g., wrapping text around
images, positioning, alignment).

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5. References Tab

The References tab is essential for research, academic, or professional documents.

• Table of Contents: Automatically generate a table of contents based on headings.

• Footnotes: Add footnotes or endnotes to provide additional information or citations.

• Citations & Bibliography: Insert and manage citations, and create bibliographies or reference
lists.

• Captions: Add captions to images, tables, or figures, useful for referencing.

• Index: Mark and insert index entries, allowing readers to quickly find topics.

• Table of Authorities: Typically used in legal documents to list cases, statutes, and other
references.

6. Mailings Tab

The Mailings tab is used for creating and managing mail merges, allowing you to send personalized
documents in bulk.

• Create: Start a new mail merge, set up envelopes, or labels.

• Start Mail Merge: Set up the document for a mail merge (e.g., letters, email, envelopes).

• Write & Insert Fields: Insert placeholders for recipient information (e.g., names, addresses).

• Preview Results: Preview the document as it would appear to each recipient.

• Finish & Merge: Finalize and complete the mail merge by printing or saving the documents.

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7. Review Tab

The Review tab is focused on proofreading and collaborative editing.

• Proofing: Use spelling and grammar check, thesaurus, word count, and translation tools.

• Language: Set the language for the document and translate text if needed.

• Comments: Add, manage, and delete comments, useful for feedback.

• Tracking: Track Changes to monitor edits and enable easy review of modifications.

• Compare: Compare different versions of a document.

• Protect: Restrict editing or apply document protection to control who can make changes.

8. View Tab

The View tab offers options for adjusting how you see and interact with your document.

• Document Views: Switch between Print Layout, Web Layout, Outline, Draft, and Read Mode.

• Show: Show or hide the ruler, gridlines, navigation pane, and document map for layout
assistance.

• Zoom: Adjust the zoom level to make text and elements appear larger or smaller.

• Window: Manage multiple documents by viewing them side-by-side, splitting the window, or
opening a new window. • Macros: Record, manage, or run macros to automate repetitive
tasks.

9. Help Tab

The Help tab (in some versions of Word) provides access to:

• Help System: Access tutorials, FAQs, and support articles.

• Feedback: Submit feedback to Microsoft about the product.

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Summary of the Ribbon in Microsoft Word

Each tab on the Ribbon in MS Word is designed for specific tasks. Tabs like Home and Insert are
frequently used for document creation and formatting, while References and Mailings cater to
specialized needs. The Design and Layout tabs focus on the document’s aesthetics and structure, and
Review supports proofreading and collaborative editing. The Ribbon’s layout makes Microsoft Word a
powerful, organized, and accessible tool for creating a wide variety of documents.

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