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Microsoft Office

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MS Word

MSWORD programme is called a word-processing package. This means that it is useful for typing and storing letters, articles and anything that consists mainly of words. Many of Word’s most powerful formatting and processing tools may remain hidden until you discover where they are and learn how to use them. MS Word administrative documents are created and stored as files where information can be entered, edited and formatted and saved electronically. MS Word can be used to type letters, memos, notices, fax cover sheets and envelopes for mailing or distribution. Newsletters, brochures and books can also be created using MS Word. Additional graphs, photographs, charts, drawings and tables can be inserted into a Word document to further illustrate and enhance administrative documents. Microsoft Word’s native file formats are denoted either by a .doc or .docx file extension.

Function Keys
F1 Get help or visit Microsoft office Online.
F2 Move text or graphic.
F4 Repeat the last action
F5 Choose the Go To command (Home tab).
F6 Go to the nest pane or frame.
F7 Choose the spelling command (Review tab)
F8 Extend a selection
F9 Update the selected fields
F10 Show key tips
F11 Go to the nest field
F12 Choose the Save As command (Microsoft Office Button).
Control Keys + Function keys
Ctrl+F2 Choose the print preview command (Microsoft office Button)
Ctrl+F3 Cut on the spike
Ctrl+F4 Close the window
Ctrl+F6 Go to the next window
Ctrl+F9 Insert an empty field
Ctrl+F10 Maximise the document window
Ctrl+F11 Lock a field
Ctrl+F12 Choose the Open command (Microsoft Office Button)
Basic Keys Common Tasks
Ctrl + Shift + Spacebar Create a non breaking space
Ctrl + B Make letters bold
Ctrl + I Make letters italic
Ctrl + U Make letters underline
Ctrl + Shift+ < Decrease font size one value
Ctrl + Shift + > Increase the font size one value
Ctrl + [ Increase the font size by 1 point
Ctrl + ] Decrease the font size by 1 point
Ctrl + Spacebar Remove paragraph or character formatting.
Ctrl + C Copy the selected text or object
Ctrl + X Cut the selected text or object
Ctrl + V Paste text or an object
Ctrl + Alt + V Paste special
Ctrl + Shift + V Paste formatting only
Ctrl + Z Undo the last action
Ctrl + Y Redo the last action


Ms Excel

Spreadsheets, files and memos are necessary documents in most businesses. Until computers became part of the typical business office, these types of records were created on paper and stored in metal filing cabinets. Today, these records are created using computer software programs such as Microsoft Word or Excel and filed electronically.Microsoft Excel is a spreadsheet program used to store and retrieve numerical data in a grid format of columns and rows. Excel is ideal for entering, calculating and analyzing company data such as sales figures, sales taxes. Excel can store and calculate the data as directed using existing or new data.

Shortcut Keys of MS-Excel
Key Description
F2 Edit the selected cell
F5 Go to a specific cell
F7 Spell check selected text and/or document
F11 Create chart
Ctrl + Shift + ; Enter the current time
Ctrl + ; Enter the current date
Shift + F3 Open the Excel formula window
Shift + F5 Bring up search box.
Ctrl + A Select all contents of the worksheet
Ctrl + B Bold highlighted selection
Ctrl + I Italic highlighted selection
Ctrl + U Underline highlighted selection
Ctrl + P Bring up the print dialog box to begin printing
Ctrl + Z Undo last action
Ctrl + F9 Minimise current workbook
Ctrl + F10 Maximise currently selected workbook
Ctrl + F6 Switch between open workbooks/window
Ctrl + page up Move between Excel worksheet in the same Excel document.
Ctrl + Page Down Move between Excel worksheets in the same Excel document
Ctrl + Tab Move between two or more open Excel files
Alt + = Create a formula to sum all of the above cells
Ctrl + ’ Insert the value of the above cell

into cell currently selected.

Ctrl + Arrow key Move to next section to text
Ctrl + Space Select entire column
Shift +


Select entire row


It is a PowerPoint that anyone can use. You can draw pictures with it. MS PowerPoint is a software application that has replaced 35mm slide shows of the past. One creates this presentation tool by creating a series of horizontally formatted “slides”.

Video and audio can also be added here. The uses of PowerPoint seem to be endless. Almost any presentation can be enhanced through visual and sound effects, and this application has become the standard tool to do so.

PowerPoint presentations consist of a number of individual pages or “slides”. Microsoft PowerPoint’s native file formats are denoted either by a .ppt or .pptx file extension.

MS Access

MS-Access is a database management tool of Microsoft. This is given with MS-Office package. There is need for a database management tools like Access for all corporate and private organizations etc., where large amount of data to be handled.

Advantages of MS-Access
MS-Access has very easy operating procedure compared to other database management tools that are available. Also this is fairly cheaper and can be installed in most of the computers. Table creation is simply done by design or wizard options. Data entered and stored in MS-Access can easily be exported or pasted into spreadsheets or statistical software for further analysis.

As part of the MS Office Suite, MS Access integrates seamlessly with MS Word and Excel. Any data stored in MS-Access can be easily used throughout the MS-Office applications.In general users with little programming knowledge can use MS Access effectively.

There are useful menus like “File, Edit etc., to provide users a very effective usage of good database management. There is no console window, no complex Syntaxes, and no complex queries for Ms-Access. These are common characteristics of most of the database management tools. So MS-Access is a very effective database management tool without any normally occurring distractions of a common database management tool.