Unit - 1 Introduction To MS-Office

1 Unit -1 : Introduction To MS - Office

Paper No. – 201: Software Package : MS - Office

Unit –1 : Introduction To MS - Office

1.1 Introduction to Software Package -

Packaged software, also called a software package, is software that is
often used together, performs similar functions, or includes similar features, and
is bundled together as a set of software programs.

For example, Microsoft Office is packaged software, including multiple
software programs used in a home or office, such as Microsoft Excel, Microsoft
Word, and Microsoft PowerPoint. Video and audio editing software may be
available as packaged software as well, as they may be used together for editing
music and video files used in a movie.

Software programs included in packaged software may be available for
purchase individually. However, purchasing the packaged software is often
cheaper than purchasing each individual software program separately.

1.2 Components of Software Package –

1. Word Processor –
Sometimes abbreviated as WP, a word processor is a software program

capable of creating, storing, manipulating, formatting text & graphics and
printing documents.

Users using word processors can create a document and make any
changes anywhere in the document. This document can then be saved for
modification at a later time or be opened on any other computer using the
same word processor. Today, the word processor is one of the most frequently
used software programs on a computer, with Word being one of the most
popular of these types of programs.

With word processing software, you can insert clip art into a document;
change margins; find and replace text; use a spelling checker to check spelling;
place a header and footer at the top and the bottom of a page; and
vary font (character design), font size(character scale), and font style (character
appearance).

@k B.C.A. Part – I Semester - II

Paper N0. 201 – Software Package : MS - Office 2

Examples of Word processors

1) Pages - Apple iWork
2) Apple TextEdit - Apple Mac OS included Word processor
3) WordPerfect – Corel
4) Google Docs - Google
5) Microsoft Word - Microsoft Office
6) Microsoft Works
7) OpenOffice Writer - OpenOffice
8) StarWriter - StarOffice (Oracle Open Office)
9) LibreOffice Writer – LibreOffice
10) Lotus Word Pro – IBM Lotus SmartSuite

2. Spreadsheet –
Alternatively referred to as a worksheet, a spreadsheet is a file made

of rows and columns that help sort data, arrange data easily, and
calculate numerical data. What makes a spreadsheet software program unique
is its ability to calculate values using mathematical formulas and the data
in cells. A good example of how a spreadsheet may be used is creating an
overview of your bank's balance.

With spreadsheet software, data is organized in rows and columns,
which collectively are called a worksheet. The intersection of a row and
column, called a cell, can contain a label (text), a value (number), or
a formula or function that performs calculations on the data and displays the
result.
Examples of Spreadsheet

1) Numbers - Apple iWork
2) Google Sheets - Google
3) Microsoft Excel - Microsoft Office
4) OpenOffice Calc - OpenOffice
5) StarCalc - StarOffice (Oracle Open Office)
6) LibreOffice Calc – LibreOffice
7) Lotus 1-2-3 – IBM Lotus SmartSuite

3. Presentation Program –
A presentation program is a software program that helps to create a

slideshow or visual presentation that addresses a topic.
Presentation programs can be used in businesses and schools for

discussing a topic or for teaching. Many times, the presenter uses

B.C.A. Part – III Semester - VI @k

3 Unit -1 : Introduction To MS - Office

a projector to project the slideshow up on to screen that everyone can see.
Below is an example of Microsoft Power Point, a commonly used program that
creates presentations.

Once created, a person or group of people stand in front of other
people and present the presentation. Presentations are presented one slide
show at a time explaining the topics or bullet points of the slide and then
moving to the next slide until all slides are shown. For example, in a business
presentation a co-worker may go through slides that illustrate how well the
company is doing, its profits, sales, and other important information.
Examples of Presentation Program

1) Keynote - Apple iWork
2) Google Lides - Google
3) Microsoft PowerPoint - Microsoft Office
4) OpenOffice Impress - OpenOffice
5) StarImpress - StarOffice (Oracle Open Office)
6) LibreOffice Impress – LibreOffice
7) Lotus Freelance Graphics – IBM Lotus SmartSuite

4. Database Software –
Database software is any software that is designed for

creating databases and managing the information stored in them.
Sometimes referred to as database management systems (DBMS),

database software tools are primarily used for storing, modifying, extracting,
and searching for information within a database. Database software is used for
a number of reasons in any industry - from keeping your bookkeeping on
task, compiling client lists to running your online Web site.
Examples of Database Software / Program

1) Microsoft Access - Microsoft Office
2) StarBase - StarOffice (Oracle Open Office)
3) LibreOffice Base – LibreOffice
4) Lotus Approach – IBM Lotus SmartSuite

5. Drawing Program –
A vector graphics editor (Drawing Program) is a computer program that

allows users to compose and edit vector graphics images interactively on a
computer and save them in one of many popular vector graphics formats,
such as EPS, PDF, WMF, SVG, or VML.

@k B.C.A. Part – I Semester - II

Paper N0. 201 – Software Package : MS - Office 4

Examples of Drawing Program

1) Microsoft Visio - Microsoft Office
2) StarDraw - StarOffice (Oracle Open Office)
3) LibreOffice Draw – LibreOffice

6. Personal Information Manager –
Short for Personal Information Manager, PIM or PIM tool is a

computer software program designed to assist with the organization of
personal information data such as phone numbers, telephone numbers, etc...

Examples of PIM

1) Microsoft Outlook - Microsoft Office
2) StarSchedule - StarOffice (Oracle Open Office)
3) Lotus Organizer – IBM Lotus SmartSuite

7. Project Management Software –
Project Management Software is designed to assist a project

manager in developing a plan, assigning resources to tasks, tracking progress,
managing the budget, and analyzing workloads.
Examples of PIM

1) Microsoft Project

B.C.A. Part – III Semester - VI @k

5 Unit -1 : Introduction To MS - Office

1.3 Microsoft Office –

MS Office (Microsoft Office) is a suite of products developed by
Microsoft Corporation that includes Microsoft Word, Excel, Access, Publisher,
PowerPoint, and Outlook. Each program serves a different purpose and is
compatible with other programs included in the package. The suite of programs
is compatible with both Windows and Macintosh operating system.

Microsoft Office is an office suite of desktop applications, servers and
services for the Microsoft Windows and Mac OS X operating systems, introduced
by Microsoft on August 1, 1989.

Various versions of MS Office are:

Release date Title/version
November 19, 1990 MS - Office 1.0
March 4, 1991 MS - Office 1.5
July 8, 1991 MS - Office 1.6
August 30, 1992 MS - Office 3.0
January 17, 1994 MS - Office 4.0
June 2, 1994 MS - Office 4.3
July 3, 1994 MS - Office for NT 4.2
August 30, 1995 MS - Office 95(7.0)
November 19, 1996 MS - Office 97(8.0)
MS - Office 97 Powered by
June 20, 1998 Word 98 (8.5)
MS - Office 2000(9.0)
June 7, 1999 MS - Office XP(10.0)
May 31, 2001 MS - Office 2003(11.0)
November 17, 2003 MS - Office 2007(12.0)
January 30, 2007 MS - Office 2010(14.0)
June 15, 2010
Release date to OEMS: October 11, MS - Office 2013(15.0)
2012. Actual Release date to public:
January 29, 2013. MS - Office 2016(16.0)
September 22, 2015

@k B.C.A. Part – I Semester - II

Paper N0. 201 – Software Package : MS - Office 6

1.4 Components of MS – Office –

Microsoft Office is an application suite designed to help users to easily
share information between an integrated set of programs. There are seven
different versions of Office, and while each includes different programs and
features, every version includes Microsoft’s word processing, spreadsheet, and
presentation programs.

1. Microsoft Word : Word Processor -
Microsoft Word is a full-featured word processing program for writing

and editing text documents. Word includes tools that let multiple users share
information and collaboratively edit documents. Word is included in every
edition of Microsoft Office.

2. Microsoft Excel : Spreadsheet Program -
Microsoft Excel is a spreadsheet program used for tasks such as

creating budgets, tracking data, and creating charts and graphs. With Excel,
you create what Microsoft calls a Workbook, which can contain any number of
individual worksheets. Users can copy or export the graphs and charts created
in Excel to Word, PowerPoint, or Publisher or OneNote. Excel is included in
every edition of Microsoft Office.

3. Microsoft PowerPoint : Presentation Program -
PowerPoint is Microsoft’s presentation software, used for creating

slide show presentations. Users can import graphs and charts from Excel or
text from Word, or use PowerPoint’s own tools for creating slide text and
graphics. The program also has the capacity to add special effects like fade-
ins or fade-outs between slides, as well as audio and video. PowerPoint is
included in every edition of now Microsoft Office.

4. Microsoft Outlook : Personal Information Manager -
Outlook is Microsoft’s e-mail client, and it also includes a calendaring

program, address book and contact organizer, and task list. With Outlook, you
can manage any number of e-mail addresses and create personal mailing lists.
Outlook is included in the Small Business, Professional, Microsoft Professional
Plus, Ultimate and Enterprise Editions of Office.

5. Microsoft Access : Database & Form Design -
Access lets users work with data by creating databases, data entry

forms and queries. Access can be used as a standalone database program or

B.C.A. Part – III Semester - VI @k

7 Unit -1 : Introduction To MS - Office

to interface with Microsoft SQL server databases. Access is included with
Microsoft Office professional, Professional Plus, Ultimate and Enterprise.

6. Microsoft Publisher -
Publisher is Microsoft’s solution for home and business users who

want to create posters, flyers, letterhead, brochures or other marketing
materials. Publisher simplifies the design process by including a number of
predefined color schemes, page borders, as well as clip art and templates for
popular types of publications like bake sale flyers, calendars, and personal
stationery. Publisher is included with the Small Business, Professional,
Professional Plus, Ultimate and Enterprise editions of Office.

7. Specialized Office Components -
Some of the targeted versions of Microsoft Office include extra

programs designed to help customers with specific needs, like small business
owners.

These programs include:
i) Accounting Express, which is a financial accounting package
aimed at small business owners.
ii) Groove 2007, a collaboration tool for users who work
collaboratively from different physical locations or offline.
iii) InfoPath 2007, a forms-creation tool for business users and
developers.
iv) Communicator 2007, which is a communications client used for
Internet-based audio and video conferencing.
v) OneNote, which serves as a virtual notebook to store text,
graphics, Web links or other information organized by topic,
subject or project.

1.5 Features of MS – Office –

1. The Office Button –
The Microsoft Office Button is located in the upper left corner of the

window. The Microsoft Office Button is similar to the File menu in previous
versions of Microsoft Word, i.e. it contains the options to Open, Save, Print,
etc.

The Word Options button at the bottom of the window allows the user
to make adjustments to Word such as color scheme, page display options,
AutoCorrect options, spelling, and grammar. This button is similar to clicking
on “Tools Options” in previous versions of Microsoft Office

@k B.C.A. Part – I Semester - II

Paper N0. 201 – Software Package : MS - Office 8

2. The Quick Access Toolbar –
The Quick Access Toolbar, by default, is located to the right of the

Microsoft Office Button in the upper left corner of the window but we can
move quick access toolbar above or below the ribbon. The Quick Access
Toolbar contains shortcuts for Save, Undo, and Repeat, however,
the toolbar can be customized to meet one’s preferences.

We can add or remove various buttons on quick access toolbar. And
also change the order of buttons on it.

3. The Ribbon –
The menus and toolbars in some programs have been replaced with

the Ribbon. The Ribbon is designed to help you quickly find the commands
that you need to complete a task. The purpose of the Ribbon is to bring the
most popular commands to the forefront.

The Ribbon is divided into 3 sections: Tabs, Groups, and Commands.
 Tabs - designed to be more task oriented.
Home, Insert, Page Layout, References, Mailings, Review, View

 Groups – each tab has several groups that show related items
together.
 Groups can be hidden. To hide the groups double-click
on one of the tabs OR
 Dialog Box Launcher – shows more options related to a
group

 Commands – a command is a button, a box to enter
information, or a menu

4. The Mini Toolbar –
 The mini toolbar contains shortcuts for formatting text, i.e.
working with fonts, font styles, font sizing, alignment, text color, indent
levels, and bullet features and is only available when text has been
selected.
 When text has been selected, the mini toolbar shows above the text as a
semi-transparent toolbar.
 The mini toolbar cannot be customized.
 If desired, the mini toolbar can be turned off. To turn off the mini toolbar,
click on the Microsoft Office Button, and then click on Word Options.
Next, click on the Popular category and uncheck Show mini toolbar on
selection.

5. The View Toolbar –
 The View Toolbar is located in the lower right corner of the window.

B.C.A. Part – III Semester - VI @k

9 Unit -1 : Introduction To MS - Office

 To zoom in and take a closer look at a document, drag the slider to the
right. To zoom out and look at the document full screen, drag the slider to
the left.

 To specify a specific zoom percentage, click once on the percent number
to the left of the slider to open the Zoom Dialog box.

6. Preformatted Elements –
 In Microsoft Office 2007, one can add a variety of preformatted elements
to a document with just a few clicks.
 On the Ribbon, click on the Insert tab to explore the various
Groups/Commands.
o Pages - Cover Pages
o Illustrations – Picture, Clip Art, Shapes, SmartArt
o Header & Footer – Header, Footer
o Text - Text Box

7. Live Preview –
 By pointing to various formatting choices, you can instantly see how those
choices will appear on selected text and objects.

8. Saving –
 When a document is saved in Word 2007, it is typically going to be saved
as a .docx file rather than a .doc file.
 WE CAN SAVE A WORD 2007 DOCUMENT IN PREVIOUS VERSION SO IT
CAN BE OPENED IN A PREVIOUS VERSION OF WORD
 WE CAN WORK WITH DOCUMENTS THAT HAVE BEEN CREATED IN A
PREVIOUS VERSION OF WORD

9. Saving Documents in PDF or XPS Formats–
 To save or export a file to PDF, you must first install the Save as PDF add-
in from the Microsoft Office website http://www.microsoft.com.

10.New Features of Spell Checker –
The Spell Checker has been made more consistent across the Microsoft

Office programs. Several Spell Checker options are now global. If you change
one of these options in one Office program, that option is also changed for all
the other Office programs. In addition to sharing the same custom
dictionaries, all programs can manage them using the same dialog box.

@k B.C.A. Part – I Semester - II

Paper N0. 201 – Software Package : MS - Office 10

B.C.A. Part – III Semester - VI @k