Microsoft Office: MS Office

Microsoft Office: MS Office

MS Office is a software package developed by Microsoft. MS Office includes software like MS Word, MS Excel, MS Powerpoint, Microsoft Publisher, Microsoft Access, etc. MS Office is a part of computer awareness asked in IBPS RRB PO, IBPS RRB Clerk, and upcoming RBI Assistant, RRB Clerk and PO & SBI Clerk 2020 Exams. Computer Awareness is an integral part of many government exams and a lot of questions are frequently asked from MS Office in the Computer Awareness section. So here in this article, we are providing complete notes on MS Office (MS Word, MS Excel, MS Powerpoint, etc.) for the Candidates who are going to appear in RRB PO, RRB Clerk, RBI Assistant 2020 & SBI Clerk Mains 2020 exams.

♦Microsoft Office

MS Office: Microsoft Office or Microsoft Office System is a collection of computer programs made by Microsoft. The programs are created for all users. There are different versions of the software for home users and for business users.

  • It was first announced by Bill Gates of Microsoft on August 1, 1988 at COMDEX in Las Vegas.
  • MS office primarily includes Word, Excel, PowerPoint, Access and Outlook. It also includes OneNote, Groove, InfoPath and Publisher.

♦MS Word

  • Microsoft Word is a word processor developed by Microsoft.
  • It is used for creating, editing, formatting, storing, retrieving and printing of a text document.
  • Microsoft Word’s native file formats are denoted either by a .doc or .docx file extension.
Some Important Tools in Microsoft Word –
  • Header and Footer option is used to display information such as title and page number of the document.
  • Title Bar –The bar at the top of the window that bears the name of the window.
  • Menu Bar – A screen element of MS Word that is usually located below the title bar that provides categorisedoption.
  • Thesaurus – is used for finding a synonym for a word in the document.
  • Style – Changes the style of the selected text
  • Font – Changes the font for the selected text
  • Font Size – Changes the point size of the selected text
  • Bold – Makes the selected text bold
  • Italic – Makes the selected text italic
  • Underline – Underlines the selected text
  • Align Left,Align Right,Center – Aligns the selected text/paragraph
  • Justify – Justifies the selected text/paragraph
  • New – Creates a new, blank document
  • Open – Displays the Open dialog box so that you can retrieve an existing document
  • Save, Print, Print Preview – Saves the active document to a specified location,Prints active document Displays what the document will look like when you print it
  • Spell Checker – Checks active document for spelling and grammatical errors
  • Cut, Copy, Paste – Cuts the selected text and places it on the clipboard then Copies Select text and Pastes the contents of the clipboard to a new location
  • Undo – Undoes the last document change
  • Redo – Redoes the last action that was undone
  • Insert Hyperlink – Creates a hyperlink from the selected text.
Short cut keys and Function keys

Shorcut keys

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 + 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

Get help or visit Microsoft office Online.


Repeat the last action

Choose the spelling command


Choose the Go To command

Choose the Save As command

♦MS Excel

  • Microsoft Excel is a software program developed by Microsoft Corp. that allow users to organize, format and calculate data with formulas using a spreadsheet system. The exact number of rows and columns are 1,048,576 rows and 16,384 columns.
  • It features calculation, graphing tools, pivot tables, and a macro programming language called Visual Basic for Applications.
Some Important Terms used in Excel :
  • Cell – A cell is the intersection of a row and a column. A cell can contain a label, a numeric value, or a formula.
  • Cell address – A cell address is the location of a cell on a worksheet and is defined by the column letter and the row number.
  • Active Cell – cell in which we are currently working .
  • Formula bar – The formula bar is located under the toolbars at the top of the working screen. It contains the edit line for working with formulas, and provides information regarding cell addresses.
  • Functions – A function is a preset formula. Functions consist of the function name and its arguments. The function name tells Excel what calculation you want it to perform.
  • PivotTable Wizard – The PivotTable Wizard is a series of dialog boxes that guides you step-by-step through the process of creating a PivotTable.
  • Print Preview Controls – Print Preview mode offers a set of control buttons to make the feature more useful. Click Close to exit Print Preview mode.
  • Spreadsheet – Spreadsheet is the generic term for applications, such as Excel, that you can use to enter, analyze, and calculate data. It performs mathematical calculations and projections based on data entered. Common spreadsheet uses include analysis, charting, and budgeting.
  • Syntax – The syntax of the function refers to the order of the functions arguments. In some functions, the order of the arguments determines how Excel solves the function.
  • Worksheet – A worksheet is an electronic spreadsheet that lets you enter, analyze, and calculate data. Within a workbook, worksheets can share information, and calculations pertaining to several worksheets can be performed at one time. The default number of worksheets in a new workbook is three.
Shortcut keys of MS Excel:

Shortcut keys

Ctrl + Shift + ;

Enter the current time

Ctrl + ;

Enter the current date
Ctrl + Space/Shift + Space

Select entire column/Select entire row

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

Edit the selected cell


Go to a specific cell
Ctrl + F6

Switch between open workbooks/window


Spell check selected text and/or document

Create chart


  • The application software that can create professional looking visual aids is called Presentation Graphics Software.
  • MS-PowerPoint can be started by clicking at Start—Program—Microsoft PowerPoint.
  • A slide can contain one or more of these components: Titles, Graphs, Drawing objects, ClipArt and Pictures.
  • The slide components that are used for reference are: Handouts, Notes ,Outlines.
A new presentation can be created through one of these methods:

(i)Auto content Wizard (ii) Design Templates (iii) Sample Presentation and (iv) Blank Presentation Some important terms :

  • Animations – Animations are effects that allow you to reveal the points on a slide one by one.
  • AutoClipArt – Use the AutoClipArt command to begin a concept keyword search of your slideshow. PowerPoint searches your slideshow for keywords that relate to the keywords associated with clip art images in the Clip Gallery.
  • Background – The Background dialog box provides various options that let you change the background look of a single slide or every slide in the presentation.
  • Presentation – A presentation is a collection of slides, handouts, speaker’s notes, and an outline, all combined into a file that can be printed onto transparencies or projected from a computer.
  • Slides – Slides are the individual pages of your presentation. Slides can be designed with different titles, graphics, text, and much more.
  • Slide Sorter Toolbar – The Slide Sorter toolbar is available only in Slide Sorter view, and allows quick access to special PowerPoint effects such as transitions, builds, rehearse timing, and hide slides.
  • Slide Sorter View – Slide Sorter View displays a reduced image of all the slides in a grid-like fashion. This view makes it easier to rearrange the slides in a presentation and add transitions and special effects.
  • Slide View – Slide View allows you to work on one slide at a time. While in Slide View, you can add any element to a slide, including text, graphics, shapes, and graphs.
  • Database Management system (DBMS) –Database Management System is About Managing and structuring the collections of data held on computers. A database consists of an organized collection of data for one or more uses, typically in digital form. Database involves the type of their contents.

Example- bibliographic, document – text, statistical.

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