Microsoft Office is a collection of applications designed to perform office-related tasks such as document creation, data analysis, presentations, and database management. Main components: MS Word, MS Excel, MS PowerPoint, and MS Access.
MS Word – Word Processing Software
🔹 Introduction
⚙️ Main Features of MS Word
1️⃣ Document Creation (दस्तावेज़ निर्माण)
Allows users to type and save text documents easily.
2️⃣ Formatting (प्रारूपण)
Change font style, size, color, paragraph alignment, line spacing, etc.
Ctrl + B → Bold
Ctrl + I → Italic
Ctrl + U → Underline
3️⃣ Page Setup (पृष्ठ सेटअप)
Set margins, orientation (Portrait/Landscape), and paper size.
4️⃣ Mail Merge (मेल मर्ज)
Used to create personalized letters or emails for multiple people using one template and a data source (like Excel).
5️⃣ Spell and Grammar Check (वर्तनी और व्याकरण जाँच)
Automatically detects spelling and grammar mistakes.
6️⃣ Header and Footer (हेडर और फुटर)
Add page numbers, dates, or titles that appear on every page.
7️⃣ Tables and Charts (तालिकाएँ और चार्ट)
Insert tables or simple charts for structured data presentation.
8️⃣ Find and Replace (खोजें और बदलें)
9️⃣ Insert Tab (इन्सर्ट टैब)
Used to insert images, tables, hyperlinks, WordArt, and symbols.
🔟 Save, Print, and Share
Ctrl + S → Save document
Ctrl + P → Print document
Alt + F → Share / Export options
🧩 Common File Extensions
| Type | Extension |
|---|---|
| Word Document | .doc, .docx |
| Template | .dot, .dotx |
| PDF Export | |
| Web Page | .html |
💡 Important Terms
Clipboard: Temporary memory where cut/copy data is stored.
Ribbon: Top menu bar with tabs (Home, Insert, Design, etc.).
Status Bar: Shows page number, word count, language, etc.
AutoCorrect: Automatically corrects common typing mistakes.
Track Changes: Used to review and edit documents collaboratively.
🧮 MCQs – MS Word (EMRS / KVS / NVS)
MS Excel – Spreadsheet Software
🔹 Introduction
⚙️ Main Features of MS Excel
1️⃣ Workbook and Worksheet (वर्कबुक और वर्कशीट)
A workbook is the main file that contains one or more worksheets.
Each worksheet has cells arranged in rows and columns.
Rows are numbered (1, 2, 3…) and columns are labeled (A, B, C…).
A workbook is the main file that contains one or more worksheets.
Each worksheet has cells arranged in rows and columns.
Rows are numbered (1, 2, 3…) and columns are labeled (A, B, C…).
2️⃣ Cell and Address (सेल और पता)
Intersection of a row and column forms a cell.
Each cell has an address (e.g., A1, B2).
Intersection of a row and column forms a cell.
Each cell has an address (e.g., A1, B2).
3️⃣ Formulas and Functions (सूत्र और फलन)
- Every formula starts with “=” sign.Example:
=A1+B1 Common functions:
=SUM(A1:A5) → Adds values
=AVERAGE(A1:A5) → Finds average
=IF(A1>50, "Pass", "Fail") → Conditional
=VLOOKUP() → Searches data vertically
=A1+B1Common functions:
=SUM(A1:A5)→ Adds values=AVERAGE(A1:A5)→ Finds average=IF(A1>50, "Pass", "Fail")→ Conditional=VLOOKUP()→ Searches data vertically
4️⃣ Charts and Graphs (चार्ट एवं ग्राफ़)
Used for visual representation of data.
Common types: Column, Pie, Line, Bar, Area.
Used for visual representation of data.
Common types: Column, Pie, Line, Bar, Area.
5️⃣ Formatting Tools
Font, Borders, Colors, Cell Alignment, Merge & Center, Conditional Formatting.
Font, Borders, Colors, Cell Alignment, Merge & Center, Conditional Formatting.
6️⃣ Data Analysis Tools
Sort & Filter, Pivot Table, and Data Validation help in analysis and summarization.
Sort & Filter, Pivot Table, and Data Validation help in analysis and summarization.
7️⃣ Shortcut Keys
Action Shortcut Save File Ctrl + S Copy Ctrl + C Paste Ctrl + V Select All Ctrl + A Create Chart F11 Insert New Sheet Shift + F11
| Action | Shortcut |
|---|---|
| Save File | Ctrl + S |
| Copy | Ctrl + C |
| Paste | Ctrl + V |
| Select All | Ctrl + A |
| Create Chart | F11 |
| Insert New Sheet | Shift + F11 |
💾 Important Terms
Cell Range: A group of continuous cells (e.g., A1:A10).
Formula Bar: Displays contents of the active cell.
Name Box: Shows the address of the selected cell.
Active Cell: The cell currently selected for data entry.
Workbook: Collection of one or more worksheets.
Cell Range: A group of continuous cells (e.g., A1:A10).
Formula Bar: Displays contents of the active cell.
Name Box: Shows the address of the selected cell.
Active Cell: The cell currently selected for data entry.
Workbook: Collection of one or more worksheets.
🧮 MS Excel – MCQs (EMRS / KVS / NVS / Expected)
MS PowerPoint – Presentation Software
🔹 Introduction
⚙️ Main Features of MS PowerPoint
1️⃣ Slides and Presentation (स्लाइड और प्रस्तुति)
Each page in PowerPoint is called a slide.
A group of slides forms a presentation.
You can add text, graphics, charts, and multimedia elements.
Each page in PowerPoint is called a slide.
A group of slides forms a presentation.
You can add text, graphics, charts, and multimedia elements.
2️⃣ Slide Layouts (स्लाइड लेआउट)
Defines the structure of content (e.g., Title Slide, Title & Content, Two Content).
Choose layout as per content type.
Defines the structure of content (e.g., Title Slide, Title & Content, Two Content).
Choose layout as per content type.
3️⃣ Design and Themes (डिज़ाइन और थीम्स)
PowerPoint offers predefined themes and templates for consistent visual design.
PowerPoint offers predefined themes and templates for consistent visual design.
4️⃣ Animations and Transitions (एनीमेशन और ट्रांजिशन)
Animations: Apply effects to objects (text/images).
Transitions: Apply movement effects between slides.
Shortcut for slideshow: F5
Animations: Apply effects to objects (text/images).
Transitions: Apply movement effects between slides.
Shortcut for slideshow: F5
5️⃣ Slide Master (स्लाइड मास्टर)
Used to apply a uniform design, font, or logo to all slides in a presentation.
Used to apply a uniform design, font, or logo to all slides in a presentation.
6️⃣ Inserting Media (मीडिया सम्मिलित करना)
You can insert pictures, charts, videos, and audio to make slides interactive.
You can insert pictures, charts, videos, and audio to make slides interactive.
7️⃣ Slide Show Mode (स्लाइड शो मोड)
Used to present slides sequentially in full screen.
Shortcut keys:
F5: Start slideshow from first slide
Shift + F5: Start from current slide
Esc: Exit slideshow
Used to present slides sequentially in full screen.
Shortcut keys:
F5: Start slideshow from first slide
Shift + F5: Start from current slide
Esc: Exit slideshow
💾 Important Terms
Placeholder: Box used to insert text or content.
Notes Pane: For adding speaker notes.
Slide Sorter View: Displays miniature view of all slides.
Normal View: Used for creating and editing slides.
Rehearse Timings: Used to practice and record slide timings.
Placeholder: Box used to insert text or content.
Notes Pane: For adding speaker notes.
Slide Sorter View: Displays miniature view of all slides.
Normal View: Used for creating and editing slides.
Rehearse Timings: Used to practice and record slide timings.
📌 Shortcut Keys
Action Shortcut New Slide Ctrl + M Start Slideshow F5 Duplicate Slide Ctrl + D Bold Text Ctrl + B Exit Slideshow Esc Save Presentation Ctrl + S
| Action | Shortcut |
|---|---|
| New Slide | Ctrl + M |
| Start Slideshow | F5 |
| Duplicate Slide | Ctrl + D |
| Bold Text | Ctrl + B |
| Exit Slideshow | Esc |
| Save Presentation | Ctrl + S |
🧮 MS PowerPoint – MCQs (EMRS / KVS / NVS / Expected)
MS Access – Database Management Software
🔹 Introduction
⚙️ Main Features of MS Access
1️⃣ Tables (तालिकाएँ)
-
Used to store data in rows and columns.
-
Each column is a Field, and each row is a Record.
-
Example: Student Table → Fields: RollNo, Name, Class, Marks.
2️⃣ Queries (क्वेरी)
-
Used to search or extract specific data from one or more tables using conditions.
-
Example:SELECT * FROM Student WHERE Marks > 75;
3️⃣ Forms (फॉर्म्स)
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User-friendly input screens to enter and edit data easily.
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Example: A form for entering student details.
4️⃣ Reports (रिपोर्ट्स)
-
Used to present data in a formatted, printable manner.
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Example: Student performance report.
5️⃣ Relationships (संबंध)
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Used to connect multiple tables through a common field (Primary Key – Foreign Key).
-
Example: “Student Table” linked with “Marks Table” via RollNo.
6️⃣ Primary Key (प्राइमरी की)
-
A unique field that identifies each record in a table.
-
Example: Roll Number.
7️⃣ Data Types in Access
| Data Type | Description |
|---|---|
| Text | Alphanumeric characters |
| Number | Numeric values |
| Date/Time | Dates and times |
| Yes/No | Boolean (True/False) |
| Currency | Money values |
| AutoNumber | Automatically increments unique numbers |
💡 Advantages of MS Access
-
Easy to use for beginners.
-
Supports relational database management.
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Allows importing/exporting data from Excel or SQL.
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Can create custom forms and reports quickly.
-
Useful for small to medium-sized database projects.
⌨️ Important Shortcut Keys
| Action | Shortcut |
|---|---|
| Create new database | Ctrl + N |
| Save object | Ctrl + S |
| Open table in design view | Ctrl + Enter |
| Open help | F1 |
| Close current window | Ctrl + W |
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