INTRODUCTION TO MICROSOFT OFFICE

MICROSOFT
OFFICE
03
1 Create and format documents,
spreadsheets, and presentations.
KEY
OBJECTIVE 2
Apply consistent design and
layout.

Insert and format multimedia

3 and data.

Use essential tools and

4
functions.

Collaborate and share

5
effectively.
Microsoft Office is a suite of productivity software widely
used in both personal and professional environments.
Developed by Microsoft, it includes a variety of
applications that serve different functions, such as word
processing, data management, presentations, and
communication. The core components of Microsoft Office
are:
Microsoft
Excel
Microsoft Excel A spreadsheet program used for data
analysis and management. It allows users to perform complex
calculations, create graphs, and manage large datasets.
Microsoft
Word
Microsoft Word A word processor used for creating, editing,
and formatting text documents. It is commonly used for
writing reports, letters, and other text-based documents.
Microsoft
PowerPoint
Microsoft PowerPoint A presentation software used to
create slideshows, commonly used for business
presentations, educational lectures, and training sessions.
Microsoft
Outlook
Microsoft Outlook Is an email and calendar management tool,
often used in professional settings to manage
communications, appointments, and contacts
Microsoft
Access
Microsoft Access Is a database management system used to
store and manage large amounts of data, with tools for
querying, reporting, and data entry.
HISTORY AND EVOLUTION OF
MICROSOFT OFFICE

Microsoft Office is one of the most well-known

productivity software suites in the world.
It was designed to offer users a set of integrated
applications that would help with tasks like word
processing, data management, presentations, and email
management. Here’s an overview of the history and
evolution of Microsoft Office:
INITIAL LAUNCH 1989-1990
1989: Microsoft Office was first launched for Macintosh
computers. It included Microsoft Word, Microsoft Excel,
and Microsoft PowerPoint as part of its initial suite of
applications. The suite was designed to offer users tools
for word processing, spreadsheets, and presentations in
one package.
EARLY GROWTH AND DEVELOPMENT (1990S)
Throughout the 1990s, Microsoft continued to develop
new versions of Office. They introduced additional
applications like Microsoft Access for databases and
Microsoft Outlook for email and calendar management.

1995: With the release of Office 95, Microsoft unified its

suite of applications to align with the Windows 95
operating system, offering tighter integration and a
more cohesive user experience. This version included
updated versions of Word, Excel, and PowerPoint, and
marked the official shift from 16-bit to 32-bit
applications.

1997-1999: Office 97 introduced key features such as

command bars and the "Office Assistant" (popularly
known as Clippy), which aimed to help users navigate
the software. Office 2000 further improved the user
interface and added new web integration features.
CLIPPY
OFFICE ASSISTANT
OFFICE XP AND OFFICE 2003 (EARLY 2000S)
Office XP (released in 2001) and Office 2003 both focused
on improving security, stability, and ease of use. Office XP
introduced new features such as "smart tags" and task
panes to simplify user tasks. Office 2003 made it easier for
users to share documents over the internet and introduced
a refreshed interface
2001: Microsoft introduced Outlook Web Access,
enabling users to manage emails via the web, which was
especially useful for businesses that wanted remote
access to their email systems.
THE OFFICE RIBBON INTERFACE (OFFICE 2007)
2007: One of the most significant changes
came with Office 2007, which introduced the
Ribbon interface. This replaced traditional
menus and toolbars with a more intuitive
and dynamic ribbon that grouped similar
tools and features, making it easier for users
to find what they needed.
CLOUD INTEGRATION AND OFFICE 365 (2011-PRESENT)
Office XP (released in 2001) and Office 2003 both focused
on improving security, stability, and ease of use. Office XP
introduced new features such as "smart tags" and task
panes to simplify user tasks. Office 2003 made it easier for
users to share documents over the internet and introduced
a refreshed interface

SMART TAGS
MODERN OFFICE SUITE (OFFICE 365 TO MICROSOFT 365)
2020: Microsoft rebranded Office 365 to Microsoft 365,
offering not just the core Office applications but also
additional tools like Microsoft Teams, Planner, and
Power BI. This was designed to cater to both individual
and enterprise users, focusing on productivity,
collaboration, and cloud-based workflows.
IMPACT AND LEGACY
Microsoft Office has become an essential tool in business,
education, and personal productivity. Its continual
evolution has ensured it remains relevant in an era of cloud
computing, mobile technology, and increasingly complex
workplace demands. With millions of users worldwide,
Microsoft Office (now Microsoft 365) is one of the most
widely used software suites in the world
LESSON 2: MICROSOFT WORD – WORD PROCESSING AND
DOCUMENT FORMATTING
1. Creating, Editing, and Saving a Document
Creating a Document: When you open Microsoft Word,
you can start from a blank document or select from
pre-made templates. A blank document provides a
fresh canvas for typing and formatting text, while
templates can be useful for resumes, reports, letters,
and other common documents.
Editing a Document: After creating a document, you
can edit it by simply clicking and typing. You can also
cut, copy, and paste text, make corrections, and modify
content as needed.

Saving a Document: You can save your work by clicking

on the “Save” icon (or pressing Ctrl + S) and choosing
where you want to store the file (local drive, OneDrive,
or another location). Word also supports different
formats for saving files, such as .docx, and .pdf Saving
frequently is essential to avoid data loss.
2. Basic Formatting Tools

Font Formatting: You can change the appearance of text

using basic font formatting tools. You can:

Change the font style (Arial, Times New Roman, etc.)

Adjust the font size
Apply bold, italic, underline, or strikethrough to
emphasize text
Change font color or highlight text
Alignment: This feature allows you to control how text is
positioned on the page:

Left-aligned: Default alignment, with text starting from

the left margin.
Center-aligned: Text is centered horizontally.
Right-aligned: Text starts from the right margin.
Justified: Text is stretched to align evenly on both the
left and right margins.
3. Page Setup and Document Layout

Page Setup: Microsoft Word allows you to configure the

layout of your document. You can:

Change the margins (narrow, wide, or custom)

Select page orientation (portrait or landscape)
Adjust paper size (A4, Letter, etc.)
Insert page breaks to control where pages start
Document Layout: You can enhance the appearance of
your document by controlling its layout. You can add:

Headers and footers to display information (page

numbers, document title, etc.)
Page numbers for longer documents
Columns (for newsletters or magazines)
4. Inserting Tables, Images, and Hyperlinks

Tables: You can create and insert tables to organize

data neatly. You can adjust the number of rows and
columns, merge cells, and format tables with borders
and shading.

Images: Word allows you to insert images from your

computer or online. Once inserted, you can resize,
move, and align images within your document. You can
also apply styles, add captions, or position text around
images (text wrapping).
Hyperlinks: You can link text or images to websites or
other locations within the document. Hyperlinks are
useful for creating interactive documents, such as
linking a table of contents to sections within the same
file.
5. Styles and Themes for Document Consistency

Styles: Styles allow you to quickly apply a consistent

look to headings, subheadings, and body text
throughout your document. By applying styles, you can
format large documents efficiently and ensure
consistency across all sections.

Themes: Themes control the overall color scheme,

fonts, and effects of the document. Microsoft Word
provides several built-in themes, and you can
customize them to match your branding or personal
preference. Using themes ensures that your document
looks professional and cohesive.
Activity Title: Preparing a Professional Resume in Microsoft
Word

Objective:
To practice creating and formatting a professional resume
using Microsoft Office Word.
ADVANCED FEATURES

1. Track Changes and Comments for Collaboration

Track Changes: This feature is essential for

collaborating on documents. It allows users to make
edits that are tracked and visible to others. Changes
can be accepted or rejected, making it easier to review
and revise documents with multiple contributors.
 Comments: Instead of editing the text directly, users
can insert comments to provide feedback or ask
questions. Comments appear as side notes, making
them ideal for reviewing documents or discussing
revisions without altering the content.

2. Using Templates and Creating Professional Reports

Using Templates: Microsoft Word provides a range of

templates for different types of documents. Using a
template can save time and ensure your document
follows a consistent structure.
Creating Professional Reports: Word offers features that
are particularly useful for report writing:

You can insert tables of contents based on headings

and subheadings.
Use footnotes and endnotes for citations.
Add graphs and charts from Excel to represent data
visually.
Section breaks can help divide the document into
sections with different layouts.
You can also generate a bibliography or references page
automatically.
LESSON 3: MICROSOFT POWERPOINT – CREATING DYNAMIC
PRESENTATIONS
Advanced Features for Creating Professional
Presentations

1. Using SmartArt and Charts

SmartArt Graphics: SmartArt is a feature that allows you to

create professional-looking diagrams and flowcharts
easily. You can choose from a variety of layouts to visually
represent processes, hierarchies, cycles, and relationships
 Inserting and Formatting Charts: You can insert charts to
display data visually. PowerPoint supports various chart
types, including bar charts, pie charts, and line graphs.
Data can be inserted manually or linked from Excel
spreadsheets, allowing dynamic updating of the chart
data.

2. Slide Master for Consistent Design

Customizing Layouts: You can create custom slide layouts

in Slide Master, making it easier to apply consistent
design elements such as corporate branding or special
slide formats.
3. Presenter Tools for Effective Delivery

Presenter View: Presenter View is a helpful tool for

managing your presentation while delivering it to an
audience. It allows you to view speaker notes, the next
slide, and a timer on your screen, while the audience only
sees the current slide.

Using Speaker Notes: Speaker notes allow you to add

cues or additional information to slides without cluttering
the presentation. These notes can be viewed in Presenter
View during the actual presentation.
 Timing and Rehearsal Tools: PowerPoint has built-in tools
that let you rehearse your presentation and time each slide
to ensure your delivery fits within the allotted time. You
can record your rehearsals and adjust slide durations
based on feedback.

4. Creating Interactive Presentations

Hyperlinks and Actions: You can make your presentation
interactive by adding hyperlinks to navigate to different
slides, web pages, or external files. PowerPoint also allows
you to assign actions to objects, such as jumping to a
specific slide when an object is clicked.
 Creating Interactive Quizzes or Navigation: By using
hyperlinks and custom slide shows, you can create
interactive presentations that allow the user to navigate
through different sections, making it ideal for quizzes,
tutorials, or non-linear presentations.

5. Exporting and Sharing Presentations

Saving in Different Formats: You can save your PowerPoint
presentation in various formats, such as PDF, video, or as a
PowerPoint Show (.ppsx) to ensure compatibility and ease
of sharing.
Sharing and Collaborating: PowerPoint integrates with
OneDrive and SharePoint, allowing you to share your
presentation with others for real-time collaboration.
Multiple users can edit the same presentation
simultaneously, making it easier to work in teams.