Grade 8 MS-Office (terminologies)

 

Introduction to MS-Office – Microsoft Office is a collection of software of windows based applications, designed and developed by Microsoft Corporation. The latest version of Microsoft Office in use is MS-Office 2013/2019/2021/365.

General applications included in MS-Office package :

a)    MS-Outlook ( manage emails)

b)    MS-Word (Word Processor)

c)     MS-Excel (Spreadsheet)

d)    MS-Powerpoint (Presentation)

e)    MS-Access (DBMS)

f

Components of Microsoft Office Window – Every component of Microsoft Office Works in the form of a window. The window is the application interface. It is made up of several components.

Office button – Shows a list of commands or menu, like New, Open, Save etc.

Quick Access Toolbar – It has most commonly used command buttons.

Ribbon – It is positioned just below the title bar. It has tabs and commands which are divided into groups.

( *note* the Office Button, Quick Access Toolbar and Ribbon are used with 2007/2010 version of MS-Office )

Title Bar – Title Bar displays the title of MS-Office application along with the default file name.

Menu Bar – Menu Bar is displayed below the title bar. These menus open with relevant options clubbed together as one category.

Tool Bar – Tool Bar is placed below the menu bar. It contains tools that are the shortcut to some of the commonly used options contained in different menus.

Status Bar – Status Bar shows the status of the document in use, like the current page number etc.

Horizontal Scroll Bar - Horizontal scroll bar helps to scroll either to the left or to the right.

Vertical scroll bar – Vertical scroll bar helps to scroll either to the top or to the bottom of the screen.

Minimize button – It displays the window in the form of small icon on the taskbar.

Maximize/Restore Down Button – Lets to either minimize or display the window in its normal size screen.

Close Button – Lets you close the window.

Word Processor – A word processor is a type of software application that provides special capabilities beyond that of text editor. A word processor is used for composing, editing, formatting and printing documents. Word processor have a variety of uses and applications within the business environment, at home and in educational context.

MS-Word is a popular word processing package developed by Microsoft corporation.

 

MS-WORD Terminologies :

Typeface – A typeface defines the shape of the characters. Some common typefaces are, Times New Roman, Arial etc.

Font – A font is a collection of letters and numbers in a particular typeface. The font includes the typeface plus other qualities, such as size, pitch and spacing. Example Ariel,10 point, bold.

Format – Format involves specifying the font, alignment, margins and other properties. The format is the layout of a document. Format determines how the document will appear on the screen and how will it look when printed.

Format Painter – A feature that allows the user to copy the text format and not the text from one part of the text to another.

Page Formatting – Page formatting refers to making changes to the setting of a page.

Page Break – Word automatically inserts a page break at the end of each page .User can manually add page break somewhere else in a document referred as hard page break.

Page Orientation – Page orientation is the direction in which a document is displayed or printed. Two basic types of page orientation are Portrait (vertical) and Landscape (horizontal).

Print Preview – Print preview is a facility which lets you view the document as it will come out while printing.

Alignment – Alignment refers to the positioning of the text in the document such as Left, Right, Center and Justified.

Word wrap – Ward warp is a feature that causes word processor to force all text to fit within the defined margins. When a line of the text is filled the word processor automatically moves the text to the next line so the user does not have to press the return key after every line.

Tab – Tabs refers to a preset text position, tabs are paragraph formatting feature used to align text. When you press the tab key,word inserts a tab character and moves the insertion point to the tab setting, called tab stop. You can set custom tabs or use word’s default tab settings.

Margins – The space between the edge of the page and text is called margin(blank spaces to the left and right sides and the top and bottom of the page). Margins can be increased or decreased.

Line Spacing – Line spacing refers to the number of blank spaces between lines. Example single spaced or double space etc.

Indent – An indent is one or more spaces that are used to move the text to the right or to the left margin.

Hanging Indent – The first line of the paragraph is more towards the left side than the following ones.

Ruler – Ruler is set to indent, margin and tab markers.

Template – Templates establish the initial document setting and formats. MS-Word uses the “normal” template as the basis for all documents. A user can modify or create other templates.

Header – The header is one or more lines of the text that appear at  the top of every page of a document. The header often includes information like titles.

Footer - The footer consists of one or more line of text that appear at the bottom of every page of a document. The footer often includes the page number.

Endnotes – Citation of sources and which are given at the end of the document.

Footnotes – The comments printed at the bottom of the page which gives extra information about something that has been written on that page.

Spelling and Grammar – MS-Word has a dictionary of its own. So when you type a word that is not there in the dictionary, it is marked as misspelled. It is indicated by a red wavy line. Even grammatical mistake is indicated by a green wavy line. User can check the spelling of words in an entire document or a part of a document.

Thesaurus – This tool is used to list synonyms for a given word.

Bullet – Bullet is an asterisk, black dot, circle or other mark that is placed before the text which identifies the key items or other important text.

Drop Cap – Feature which lets the first character of the paragraph is bigger and dropped on the subsequent lines of the paragraph.

Clip Art – Clip Art is collection of pictures or graphics that can be inserted into a document

Word Art – It is a predefined text format with font size and styles.

Table – Table consists of rows and columns. Table helps in organizing and presenting data in an effective way.

Row – Row is the horizontal series of cells in the table.

Column – Column is the vertical series of cells.

Cell – The intersection between a column and a row.

Watermark - Watermark may be any text or design that appears behind the text on our document.

Smart art - Smart Art is a collection of graphics that can be utilized to organize information within our document

Mail merge - Mail Merge is a powerful tool for writing and sending a personalized letter or e-mail to many different people at the same time. Mail Merge imports data from another source such as Excel and then uses that data to replace placeholders throughout your message with the relevant information for each individual you are messaging

Special characters - Special characters are punctuation, spacing, or typographical characters that are not generally available on the standard keyboard

 

 

 

Introduction to MS-EXCEL

MS-EXCEL is one of the most popular spreadsheet package developed by Microsoft Corporation USA.  Using excel one can solve arithmetical, algebraic, trigonometric and statistical problems etc.

Features of MS-EXCEL

a)    Electronic Calculations- Do calculation on worksheets

b)    Database management- Manage data of different kinds.

c)     Charting- The visual display or printing of data in chat or graphical form.

The Application window- It provides you with tools, commands and status message to use in your worksheet.

Document window- The document windows displays the currently active worksheet and the workbook.

The Worksheet- An excel worksheet is a large working sheet seen inside the monitor.  Worksheets are pages within workbook.

Workbook- Workbook is a collection of one or more worksheets.

Columns – Columns are arranged vertically. These are represented as letters from A to Z and then AA to AZ and so on. There are total of 256 columns.

Rows – Rows are arranged horizontally. These are numbered from 1 to 65536.

Cell- the intersection of a column and a row is called a cell.

Formula Bar – Displays the formula or the data of the active cell.

Name Box – The name box displays the cell reference of the active cell.

Active cell- Active cell denotes a cell which is highlighted by the cell pointer.

Cell pointer – The mouse pointer changes to a plus sign “+”, when the mouse pointer is on the worksheet.

Cell Range- A collection of number of defined cells in a worksheet is called a cell range. e.g. A1: D5

Cell reference – It is the address of a cell denoted using the column label and a row number. E.g. A1

Types of cell reference:

i)                Absolute Reference  - Refers to a cell in a specific location.

ii)             Relative Reference – It is based on the relative position of the cell contained in the formula.

iii)       Mixed reference -  A absolute column and a relative row, or absolute row and a relative column.

Data Types – Defines the nature of a field.

Commonly used data types:

a)    a)Text   b) Numbers   c) Date and time   d) Logical values etc.

Formatting- Format toolbar on the format menu allows to change (modify) the appearance of data in your workbook.

Auto Format- auto format contains many types of built –in formats. This is a facility provided by EXCEL package. You can use auto format feature to add borders and shading etc. to cells in the worksheet.

Excel Functions- Excel package is specially designed for calculating purposes. Functions are pre-defined or built in formulas that perform specific calculations.

The basic function used in Excel are:

SUM (  ) – Adds up all the values in a range.

AVERAGE (  ) – Calculates the average of cell values.

MAX (  ) – Finds the largest number in the selected range of the cell values.

MIN (  ) – Finds the lowest number in the selected range of the cell values.

COUNT (  ) – Counts the cell values.

IF (  ) – The IF function tests to see if a certain condition in a spreadsheet is true or false.

Auto Sum- Auto sum is a feature on the standard toolbar use to sum up columns automatically.

Freezing Worksheet Titles- It allows the column title s to remain fixed and display on the monitor when we scroll the data on the screen.

Data Sort- The process of arranging data either in ascending or descending form in a worksheet is called sorting.

Data Filter- The process of finding and sorting data information is called filtering. Filter allows to display only those records that contains certain value or that meet a certain criteria.

Types of filter:

a)    Auto filter                 b)        Advanced filter.

 

Chart Terminology

Chart- A graphical representation of selected worksheet data.

Chat Title- A chart name or heading you specify for the chart.

Chart Text- A simple and short text, which describes the chart data and directives. ATTACHED TEXT means text attached to a chart object. UNATTACHED TEXT means not attached to any chart object.

Axis- X-axis (horizontal/categories) and Y-axis (vertical/values) along which chart data is plotted.

Legend- An index , which indicates the meaning of the chart symbols.

Gridlines- Vertical or horizontal lines drawn in the chart, for easier viewing of the chart.

Data Marker- A symbol that shows data values in a chart.

Plot Area- The data plotted area including all axis and data markers.

Data Series- A series of related data values.

 

 

MS-Powerpoint – An application software to create presentations and slide shows. A tool for communicating ideas and information in an interesting manner.

Three main Views of MS-PowerPoint

i. Normal View- It is the main editing view to write and design presentation.

ii. Slide sorter view - Slide sorter view display thumbnail versions of all slides arranged on horizontal row.

iii. Slide show view - Slide show view displays all slides one after another to the audience.

Design Template - A design template is a blank presentation with already designed colors and graphics for the slide.

Slide - A slide is a single screen image which contains a combination of text, numbers and graphics.

Slide Layouts – Predefined designs of slides which can be selected as per the requirement.

Slide transition - Slide transition is how presentation gets from one slide to next during presentation.

Animation - Animation means to display items in a continuous manner to simulate motion.

Custom animation - Custom animation refers to the special effects that are added by the user to the objects and text in a presentation (with in a slide) to capture the viewer’s attention.

Handouts - Handouts are materials given to audience during a presentation.

AutoContent Wizard - A facility which provides ideas for the presentation through suggested contents and layout.

 

Quick keys in MS PowerPoint

F5- To run a slide show

ESC- To close the slide but not the MS-PowerPoint