Common - IT Tools

MS Office : Word, Excel, Power Point
E Office : Configuration, Usage and Report

ESS : workflows
IT Tools
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Introduction to Microsoft Office:
(Based of 2016)
Word

Microsoft Word is a word processing software. You can use it to type letters, reports, and other
documents. This class introduces users to Microsoft Word 2016.
NOTE: Experienced users may benefit from this tutorial, as 2016 is different from previous
versions.
Opening Word 2016

First, we will need to open Word 2016. This can be done by double-clicking on the Word 2016
icon on the desktop or,
In Windows 10, In Windows 7,
1. Open the Start Menu. 1. Click the Start Menu.

2. Clicking All Apps. 2. Click All Programs.
3. Choose Microsoft Office.
4. Click Word 2016.
Understanding the Backstage

All of Microsoft Office 2016 contains the Backstage area. The Backstage is where you manage,
save, and open your files. Here you can also print, select templates, and complete other useful
tasks.
Let’s take an in depth look at the Backstage. First, click your File tab (found at
the top left corner of the window).
Backstage
The first page you see is the Info Page. Info displays your file’s name, size, and authors. You
can also see when the last AutoSave occurred. AutoSaves are Office’s safety net. Periodically,
your computer will automatically save your file as a temporary file. If you experience a computer
shut down, you can recover some of your work from the AutoSaves.
WARNING: Please do not

rely on AutoSave. Save
your work often!

New: You can create a new, blank document or select from Word’s template
library. Word provides resume, calendar, and flyer templates to help you get
started.
Open: Click this option to open a previously saved file and continue editing it.
Save: Save your file frequently. You can also click the in the upper left
corner. Or, press CTRL + S on your keyboard at the same time.
Save As: The first time you save your file you will see the Save As menu.
See below for more information.
Save as Adobe PDF: Lets you save the document as an Adobe PDF file.
Print: Print your document using this screen. We will go into more details about
this later in the class.
Share: This is new to Office 2016. This allows you to email your file, upload it
to a blog site or present your document online. You will need additional
accounts to use these features, such as a Microsoft Account (to present) or a
WordPress account (to blog). For this introduction we will not cover these
features in-depth, but be aware that these capabilities exist.
Export: Allows you to export (or save) your document as a different document
type.
Account: Allows you to change the colors of your Office Background and sign in
with a different Microsoft Account if needed.
Options: Gives you access to the advanced features in Word. This feature
also allows you to rearrange the ribbon or other settings in this application.
To return to the Word window, click the arrow at the top.
Lesson 1: Creating New Documents

Once you open Word 2016, you have actually started a new
document. You will see a blank page and a blinking cursor.
NOTE: Either before you start or shortly after, you should save your document. Saving a
document frequently prevents a loss of file if your computer unexpectedly shuts down.
At this point, you can start entering text. You may need several sessions in Word to complete
final versions of lengthy or complex documents.

When you type text into a Word document, each character appears to the left of the blinking
insertion point (the cursor) in the document window. The text you enter into a document can
include letters, spaces, numbers, and symbols. As you type, the insertion point moves across
the screen from right to left.
 NOW YOU TRY: Try typing: The quick brown fox jumps over the lazy dog.
Lesson 2: Save As
The Save As menu appears the first time you save your file. You can also use the Save As
menu to save different copies of the same file by giving each copy a slightly different file name.
This can be done at any time.
Example: myfile.docx and myfile2.docx.
You can save your file before, during, or after you have finished your session. Let’s save our file
now so you can learn about the Saving screen.
Open the Save As screen. Remember, you have to be in the backstage area.
NOTE: The file paths

are blocked out.
By default, you have two places that you can save your file: (1) directly on your computer, or (2)
in a OneDrive Account.

OneDrive
Your OneDrive account is a cloud storage service where you can save your file on Microsoft’s
servers instead of your computer. This option allows you to access your files from any
computer, anywhere that has Internet access. For this course we will not be going over
OneDrive, only saving our file to the computer. For more information, including pricing, please
visit onedrive.live.com/about.
Unless you want to use an OneDrive account, you will save most of your files onto a computer.
From the Save As screen:
1. Select This Computer.

2. Click Browse.
The Browse button opens the Save As dialog box menu (see below).
NOTE: A dialog box is a pop-up menu that displays additional options.
You can also use the Save As dialog box to save different copies of the same file by giving each
copy a slightly different file name.

1. File Name box Word will automatically insert a default filename when you first save a
document. This default is always the first phrase in the document, but you have the
ability to modify it. Word can handle filenames of up to 255 characters. These filenames
can include uppercase and lowercase letters, numbers, and even spaces. However,
they cannot contain the following symbols: < > : * | \ “ ” ? /
2. File Path At the top of the box, you can see the file path of the document. The File Path
shows which folders the document is saved under.
3. File Location The default location where the document will be saved is My Documents.
To store the document in a different location (including flash drives), you can click on the
folder or drive on the left side of the Save As dialog box.
4. Similar Files When you are saving a document, files of similar types will be displayed.
For example, if you are saving a Word 2016 Document, you will see other Word 2016
(.docx) documents listed.
5. New Folder You might consider creating a new folder before saving your file. This step
will help you organize and find them later.
6. File Type When you save a file, you can also change its format type. For example, you
can save your file as a PDF (protected document format) or as a Word Document. Click
the drop down box to save your preferred type. The file type is denoted by the file
name’s extension (.pdf, .doc, .docx, or .jpg).
NOTE: You can also save files as older Word Documents (such as Word 2003).
 NOW YOU TRY:

o Save your document to the Desktop.
o Change the name of your document. Use something simple, like the title of the
document or your last name.
o Make sure that the file type of the document is a Word Document.
What happens when you exit out of Word before

saving a document?
If you click the “X” before you save, you will see the
pop-up to the right.
You have three options:
1. Save to open the Save as dialog box.

2. Don’t Save to discard the document.
3. Cancel causes Word to return to the document.

Lesson 3: Opening Existing Documents
Documents previously stored on your computer or OneDrive can be opened for revision.
Choose Open from the backstage.
If the file you that you want to open is on OneDrive, then select OneDrive to download and edit
files stored in your OneDrive account (see page 5 for more information).
Notice that recently saved documents are listed on the right side. You can open these by
clicking on the folder or file name.
If you don’t see the file that you need, choose Browse. This will cause the Open dialog box to
pop up. It is very similar to the Save As dialog box. Use this tool to search for and open your file.

Open Dialog Box
If you see your file in the current location, select it and click Open (4).
A file saved in a specific folder is opened by double-clicking the folder to view the files in the
folder (2).
For a file saved on a flash drive, select the flash drive on the left (1) to view folders and files on
it.
If you do not remember where you saved the file, you can type the file name in the Search Box
(3) and click the magnifying glass symbol to search for it.
NOTE: Search will only look through one drive at a time. To search your flash drive, you need
to click the icon located on the left side
 NOW YOU TRY: Opening a file

o Click on the File tab in the upper-left corner.
o Click Open.
o Find the file that you saved in the last lesson and open it.
Lesson 4: Print Preview
You can preview your document before you

print it. This ensures the document will have
your preferred look/layout.
To access the print preview:

1. Click the File tab.
2. Click Print.
The Print Preview in Word 2016 is automatically displayed with the print menu. To return to the
Word window without printing, click the arrow at the top-left corner.

Lesson 5: Printing
After you create a new document, you can print it. You do not have to save the document
beforehand.
Click the File tab and click Print. It’s the same menu from the previous lesson.
You can use this menu to adjust your current print settings. For example, you can specify how
many copies you need or the portion of
the document you would like to print
(e.g. single page or paragraph). 1
Before we go any further, let’s look at
other Printing Options including
selecting a range (set of pages you want
to print) and choosing a printer.
1. Determine how many copies to 2

print.
2. Select which printer to use. You
should verify that the correct 4
printer is selected if you have
access to more than one printer.
3. If your printer is capable, you can
print on both sides of the paper
(called duplex printing).
4. Select the print range (all, 3
specific pages, or selection). To
print specific pages, type the
page numbers in the Pages: box.
5. Select paper size. Typically, you 5
will use “letter size” or 8.5” x 11”.
6. You can opt to print multiple
pages per sheet. This will
decrease the size of your text.
6
Now that you understand the backstage

view, it is time to return to the Word
window for the rest of the class.
WARNING: If your printer is wifi enabled, make sure it is your printer you are printing to!

Lesson 6: Parts of the Word Window
The Quick Access Toolbar
At the top left is a list of your most used commands. The default buttons are Save, Undo, and
Redo. However, you can change your default buttons to other commands.
Save: Saves your document in its current location
Undo: Lets you undo your most recent action (this command is your best friend).
Redo: Undo an undo. In other words, if you undid your most recent action, you can
click redo if you decide to go back and keep it.
Customize Quick Access Toolbar: You can add more commands to the tool bar by
selecting this option.
Search/Help
In 2016, Microsoft introduced the Search Box feature. The box

is located next to the ribbon tabs. If you wanted to complete a
specific task but did not want to browse for it on the ribbons,
you can type a keyword to find it.

The Title Bar
Next to the Quick Access toolbar is the Title Bar. The Title Bar displays the title of the
document on which you are currently working. Word names the first new document you open
“Document1” until you save it and give it a new name.
The Ribbon
In Microsoft Word 2016, you use the ribbon to issue commands. The ribbon is located near the
top of the screen and below the Quick Access toolbar.
At the top of the ribbon are several tabs; clicking a tab displays several related command
groups.
Home: This tab contains the most commonly used commands in word. Some of these include
commands to change how the text looks and is displayed on the page. The Cut, Copy, and
Paste commands are also here.
Insert: This tab contains commands that allows you to insert various objects such as pictures,
tables, and shapes into the document.
Design: In this tab you can change the way the document looks and add visual features.
Page Layout: Here you can change the position of the text on the page and the document
formatting.
References: You can manage your sources and citations. You can also add a table of contents
and footnotes here.
Mailings: This tab lets you set up and use the Mail Merge feature of Microsoft Word.
Review: This tab allows you to use spell and grammar check, insert comments, track changes
that you have made to the document, and use a thesaurus.
View: In this tab you can change how the Word window looks.

NOTE: Changing how the Word window look will not affect how the document looks when
printed, just how it looks when you view it on the computer.
You will notice the faint lines that divide the ribbon.
Command Group
This is a Command Group. A command group is where similar commands are stored together
in the ribbon. For example, in the picture above, all of the commands that allow you to edit the
font are stored in the Font command group. There are several command groups located in each
tab.
To locate a command, you will need to click on a tab and open that ribbon.
 NOW YOU TRY: Open the Insert tab, for example, to open the Insert ribbon. What
command group contains the command to insert:
o a table? o wordart?
o header? o a picture?
Dialog Box Menus
Some of the command groups have commands that are not shown. These additional options
are indicated by a dialog box launcher button. Let’s look at the Paragraph Dialog Box
launcher. The Paragraph command group is found under the Home ribbon.
How to launch a Dialog Box
Click the small arrow found in the lower-right corner of the

command group.
A pop-up menu will appear (see right). In this case, the

Paragraph dialog box lets you adjust the line spacing and
alignment of the document. (You will be using this dialog box
later in the class.)
NOTE: Word 2016 is automatically set to space multiple lines

in between paragraphs. You may need to adjust the line
spacing before you begin your document.

The Text Area
Just below the ruler is a large area for your work. The blinking vertical line in the upper-left
corner of the text area is the cursor. It marks the insertion point. As you type, your text displays
at the cursor location.
The Ruler
The ruler is found below the ribbon. Using the ruler, you can efficiently adjust your page margins
and paragraph indents.
To view your ruler:
1. Click the View tab.

2. Click the check box next to Ruler in the Show group. When
the box is checked, the ruler is visible.
The Horizontal and Vertical Scroll Bars
The vertical and horizontal scroll bars enable you to move up, down, and across your
window simply by dragging the white square located on the scroll bar. On the right is
an example of the vertical scroll bar.
The vertical scroll bar is located along the right side of the screen. To move up and
down your document, click and drag the vertical scroll bar up and down.
The horizontal scroll bar is located just above the status bar. To move back and forth
across your document, click and drag the horizontal scroll bar back and forth.
NOTE: You won't see a horizontal scroll bar if the width of your document fits on your
screen.
The Status Bar
The Status Bar appears at the bottom-left corner of Word. The status bar
displays the current page and the word count (the number of words) of
your document. You can customize what displays on the Status Bar.
To customize the status bar:
1. Right-click the status bar.

2. Select the options you want displayed from the menu that appears.
3. Click an item to select it or deselect it. A check mark next to an
item means it is displayed in the status bar.
NOW YOU TRY: Add the Line Number option to the status bar.

Lesson 7: Understanding Document Views
In Word 2016, you can display
your document with one of the
following five views: Draft, Web
Layout, Print Layout, Full Screen
Reading, or Online Layout. These
settings are found in the View tab.
1. Draft View: Draft view eliminates excess space. You will not be able to see margins or
the page layout.
2. Web Layout: View your document as it would appear in a web browser such as Internet
Explorer.
3. Print Layout: Shows everything from margins to page layout. It is the most common
document view, as it shows how the document will look when printed
4. Read Mode: You can view how your document looks as a two-page spread. This is a
great way to test how your document may look on tablet devices. You cannot edit while
in this mode.
5. Outline View: Displays the document in outline form. You can display headings without
the text. If you move a heading, the accompanying text moves with it.
NOTE: You cannot edit while in Read Mode. However, you can make some setting
adjustments such as changing the background to Sepia. You still have full access to the
Backstage. To get out of Read Mode, hit the Esc key on the keyboard.
 NOW YOU TRY:

o Change the document view to Read Mode
o Change the document view back to Print Layout.

Lesson 8: Highlighting
Many of Word’s shortcuts and functions require that you know how to highlight text.
How to Highlight
1. Position the cursor in front of the first letter of your sentence.

2. Click the mouse button once, so that the blinking insertion point is present.
3. Click on the left mouse button and hold the button down; then drag the mouse over the
entire sentence.
4. Release the mouse button.
5. Notice that your sentence now appears in a different color. This is called highlighting.
To remove the highlighting, click anywhere outside the highlighted text.
Select with the Shift and Arrow Keys
1. Position the cursor in front of the first letter of your text. Click the mouse button once so that
the blinking insertion point is present.
2. Hold down the Shift key on the keyboard.
3. As you hold the Shift key, press the right arrow key. This will highlight one letter at a time.
4. Press the down arrow key until the first paragraph is highlighted.
5. Click anywhere outside the highlighted area to remove the highlighting.
Tip: If you need to highlight the entire document, press the Ctrl and A keys at the same time.
Lesson 9: Changing the Font
A font is the style, or typeface, of the text. Some of the most common fonts are Calibri, Times
New Roman, and Arial. The default font of Word 2016 is Calibri.
Font sizes are measured in points. Point size is the vertical measurement of a character. One
inch equals 72 points. The most common point sizes are 10 and 12 point. This handout is
written in 11 pt. Arial.
Point Size
Font
The ribbon has shortcuts to make it easier to change the size, shape, and style of your font.
From here, you can Bold ( ), Italicize ( ), or Underline ( ) your text. You can also change
the point size and the font style. First highlight the text, then select the command.

NOTE: If you decide to type in 16 point and Times New Roman font at the beginning of
your document, this decision will remain as you continue to type (provided you don’t
change these settings).
NOW YOU TRY:

o Type your name.
o Highlight your name.
o Click the drop-down arrow on the Font menu bar. It’s located under the Home
tab.
o Select a different font style.
Lesson 10: Line Spacing

The default line spacing of Word 2016 is multiple
spacing. This means when you press Enter, there will
be a wider space in between sentences.
You can change the default line spacing at any time. For example, you can change the setting
when you open a new document, in the middle of drafting a document, or after you have
finished. Some users prefer to type their document first and format it (or change the style) after
they’ve typed. Others prefer to format before typing.
NOW YOU TRY:

o Type your name and address as three (3)
different lines. It should look like this:
Twinsburg Library
10050 Ravenna Road
Twinsburg, Ohio 44087
o Highlight your name and address.

o Click on the Paragraph icon or on the
paragraph’s right corner button ( ) to reveal the
paragraph dialog box.
o Notice the option to change the line spacing.
Click on the small triangle under Line Spacing,
and choose single.
o Click OK.
You can change line spacing for an entire document by specifying the spacing before you begin
typing. Or, you can change the line spacing by highlighting a specific paragraph (as you just
did).

Lesson 11: Cut, Paste, and Copy
To Cut: means to remove the text from your document and store on your Clipboard
To Copy: means to make a duplicate of it.
To Paste: means to deposit the text that you have either cut or copied, to another
location in your document, or to a different document.
Use format painter to apply formatting settings to another set of text on your
document.
Tip: This is great for keeping any headings or titles consistent in your document.
Clipboard
The clipboard is a feature of all Microsoft Office products. It is a temporary

holding place of text or images that you have copied or cut.
To see what is stored on the clipboard:

1. Click on the Home tab.
2. Click on the right corner button ( ) on the Clipboard group.
The Clipboard appears.
NOW YOU TRY: Copying

o Highlight your name. Click on the copy icon ( ) in the ribbon. This creates an
invisible copy of your name.
o Move the cursor down a few lines by pressing the Enter key on the keyboard.
o Click the paste icon ( ). This should paste a second copy of your name on your
document. Every time you click the paste icon, another copy of your name appears.
NOW YOU TRY: Cutting

o Once again highlight your address. Click on the cut icon in the toolbar. This actually
cuts the original text (e.g. your address) from the document. It disappears from the
document and is now on the clipboard.
o Click on a different area of the document.
o Click the paste button. Your address now appears in a new spot.
Lesson 12: Spelling and Grammar Check

Grammar Check: A feature of Microsoft Office that checks for grammar errors throughout the
document.
Spell Checker: A feature of Microsoft Office that checks for spelling errors throughout the document.
What do the lines mean?

When you see wavy blue lines, this means that grammar check has found a possible grammatical
error.
When you see wavy red lines, this means there are possible misspellings. If it’s spelled correctly, you
can always add the word to its dictionary so it doesn’t keep coming up as a misspelled word.
How to Fix Errors
A.) You can right-click over the red or green lines. Word will
display a menu of how to correct any possible mistakes
(see right).
OR
B.) You can select Spelling & Grammar under the Review
ribbon.
You will see a pane open on the right side of your screen that
displays possible mistakes in the document.
Click Change if you agree with Word’s suggestion.
Click Ignore if you do not agree.
Click Ignore All if you want to ignore all instances of the word in the
current document.
Click Add to add the word to the dictionary of your computer.
Click Change to change only this instance of the word.
Click Change All to replace all instances of the misspelled word with
the suggested word.

AutoCorrect: A default feature that automatically corrects
common typos and grammar errors without your
involvement. You can decide to keep this feature active or
turn it off.
To turn AutoCorrect off:
1. Click File.
2. Click Options.
3. Click Proofing.
4. Click AutoCorrect Options.
Lesson 13: Beyond Typing: Using the Keyboard

The following commands can be used on your keyboard to navigate within Microsoft Word.
To move the insertion point.... Press......

One character to the left or right Left Arrow or Right Arrow
One word left or right CTRL+Left Arrow or CTRL+Right Arrow
One line up or down Up or Down Arrow
One paragraph up or down CTRL+Up Arrow or CTRL+Down Arrow
One page up or down Page Up or Page Down
To left or right end of current line Home or End
To first or last character of the entire document CTRL+Home or CTRL+ End
Basic Shortcut Keys for Navigating Through Documents The following are keyboard
shortcuts (keys are bolded):
Function Description Keyboard

New Creates a new blank document Shortcut
Ctrl +N
Open Opens a saved document Ctrl + O
Save Saves the current document Ctrl + S
Print Prints the current page Ctrl + P
Undo Cancels the last change to the document Ctrl + Z
Copy Copies the selected text to the clipboard Ctrl + C
Paste Pastes the cut or copied selection Ctrl + V
Cut Removes the selection and places it in the clipboard Ctrl + X
Find Finds text within the current document Ctrl + F
Help Opens Word’s Help Center F1
Displays the next page Page Down
Moves the cursor to the top of the next page Ctrl + Page
Displays the previous page Down
Page Up
Moves the cursor to the top of the previous page Ctrl + Page Up
Moves to the end of the current line End
Moves the cursor to the end of the document Ctrl + End
Moves to the beginning of the current line Home
Moves the cursor to the beginning of the document Ctrl + Home
MS EXCEL

Applications of Excel
Excel can be used for:
Production planning: Quality control, Compiling test data.
Personal management: Payroll, Sales figures.
Investment management: Planning & auditing, Industrial statistic.
Warehouse management: Order entry - order processing & invoicing.
Starting Excel
Go to the Windows Start menu , then select Programs and click on microsoft
Excel icon.
Getting Started
As you click on the microsoft Excel option, a Blank Spreadsheet Book 1
(called as a Workbook), appears on the screen (Figure 11.20) ; or you can select
Open a document and select a spreadsheet you have already created.
Understanding Excel Workbooks
All Excel documents are workbooks. A workbook contains one or more

sheets, which can be thought of as pages within the workbook. Workbooks can
contain:
Worksheets: The names of the sheets appear on tabs at the bottom of the
workbook window ( See Figure below), To move from sheet to sheet, click the sheet
tabs. The name of the active sheet is bold. Active sheet is the sheet that you're
working on in a workbook.
Chart sheets:
In Microsoft Excel, a workbook is the file, in which you work and store your
data. Because each workbook can contain many Worksheets, you can organize
various kinds of related information in a single file.
Understanding Worksheets

Worksheet, also called as spreadsheet, is the primary document to store and
work with data. The worksheet contains Rows and Columns.
The intersection of a Row and a Column is known as cell, where you can
store the data. Each cell is identified by their column number and row number e.g.
A1, B50, C192 called address in CR (Column Row) format.
Cell can contain text , numbers or formula, which are used to perform
calculation.
Cells can be formatted using variety of formatting options, such as font,

borders, colour and alignment of data within the cell.
One Cell is always active and its Address is displayed in the Name box.
Navigating within worksheet
The primary means of navigating within the worksheet is with the mouse. As
you move the mouse pointer around the worksheet, the pointer changes shape
depending on its location. In most areas of the worksheet, the pointer resembles a plus
sign . In most areas outside of the worksheet or over the scroll bars, the pointer
changes to shape to resemble an arrow .
Table 1 below shows various key combinations
Keys Function
Arrow keys Moves the cursor in direction of the arrow.
Ctrl+ or Ctrl+ Moves the cursor to the top or bottom of a region of data.
Ctrl+ or Ctrl+ Moves the cursor to the leftmost or rightmost of a region of
data.
PgUp or PgDn Moves the cursor up or down one screen.
Ctrl+PgUp or Ctrl+PgDn Moves the cursor to the preceding or the following
worksheet.
Home Moves the cursor to the first cell in a row.
Ctrl+Home Moves the cursor to the upper-left corner of the worksheet.
End Moves the cursor to the last cell in a row.
Ctrl+End Moves the cursor to the first cell of the last row in a
worksheet.
End+Enter Moves the cursor to the last column in a row.
Various bars and buttons in a Worksheet

Worksheet Part Purpose
Scroll Bars Use these to view sections of the worksheet that are not currently
visible by clicking on the arrows, or by moving the scroll box.
Row headers Identifies each row and can be used to select rows (by clicking on
the headers).
Column headers Identifies each column and can be used to select columns (by
clicking on the headers).
Cursor Indicates the currently selected (or active) cell.
Tabs Selects each worksheet in the workbook.
Standard toolbar Provides buttons to access common operations, such as opening and
saving files, and cutting, copying, and pasting data.
Formatting Provides buttons to access common formatting tasks, such as
toolbar changing the fonts and alignments used to display data.
Formula bar Displays the contents of the active cell.
Status bar Displays the various messages as you use Excel.
Scroll buttons Scrolls among the worksheet tabs in a workbook.
Table 2
Create a new workbook
1. On the File menu, click New. You will get a dialog box as shown in Figure
2. To create a new, blank workbook, click the General tab, and then double-click the
Workbook icon or click OK.
Writing Data And Text
This Topic tells you how to write data into your worksheets, how to insert
cells and delete selected ranges, columns, and rows. Also, how to use formulas.
Entering Data
You can enter either a value or a formula in any cell of an Excel worksheet.
Values are numbers, sets of characters, date, or time; for example, 267.2,
04/08/81, 7:115 PM. Formulas are combinations of values, cell references, and
operators that Excel uses to calculate a result.
When you place the cursor in a given cell and begin typing, your entry appears
in the Formula bar at the top of window, as shown if Figure 11.211. In the Formula
bar, the insertion pointer (the flashing vertical bar) indicates where the characters that
you type will appear. As you type an entry, a Check button and an X (Cancel) button
appear enabled in the Formula bar. You can click the Check button when you finish
typing the entry to accept it, or you can just press Enter. If you decide that you don‟t
want to use an entry, you can either click the X button in the Formula bar or press the
Esc key.

You may notice two additional buttons in the formula bar: a Names List box
(to the left of the X button) and a Function Wizard button (to the right of the check
button).
The Names list box displays the name or cell reference of currently active cell.
Use the arrow next to Names list box to drop a list of name ranges for the current
workbook. The Function Wizard button displays the Function Wizard, which helps
you construct formulas.
Entering numbers
You can enter numbers into your spreadsheet in several ways. A wonderful
feature is that when a number is entered, Excel tries to figure out how the number will
be used. This prevents your having to format each cell for each number you want to
enter. The worksheet in figure 2--2 shows some of the ways that you can enter
numbers in Excel. To enter a number, select the cell and then type the numbers.
Entering text
Your text entries can be any combination of letters, numbers, or other special characters. To
enter text, select the desired cell and start typing. When done with the entry, press Enter . By
default, Excel aligns text at the left side of the cell. Suppose the text is too long, e.g. title of a
table, first of all simply go on typing the text. Finally to fit the text in the cell, choose Format
option from the main tool bar menu . It has many options like, format cells, rows, columns;
with the help of which you can adjust the width and height of the cells.
Try this exercise

Editing data
Excel gives you two ways to make changes to cells. One way is to edit the entry
within the formula bar; the other is to perform editing within the cell itself. Editing using
the Formula bar
Move the cursor to the cell containing the data that you want to edit.
Move the mouse pointer the area over the Formula bar. (As you do so, the
mouse pointer takes on the shape of an I-beam.)
Place the mouse pointer at the location where you want to start editing and then
click. A flashing insertion pointer in the formula bar indicates where your editing
will occur; you can then proceed to make your edits. Finally, press Enter.
Using In-Cell Editing
Double-click the desired cell, or move the cursor to the cell and press F2. When
you do this, an insertion pointer appears within the cells itself. Use the arrow
keys to place the insertion pointer where you want it. Make your edits and then
press Enter.
Clearing Data from Cells
Excel provides different ways to clear, or erase, the contents of existing cells. The
most obvious way is to select the cell or range of cells and press the Delete key. Copy data
within a row or column
Select the cells that contain the data you want to copy.
Drag the fill handle across the cells you want to fill &, release the mouse
button.
Existing values or formulas in the cells you fill are replaced. What
is a Fill Handle?
When you select a cell to copy the contents, the cell is highlighted with dotted
blinking lines .The fill handle is the small black square in the corner of the selection. .
When you point to the fill handle, the pointer changes to a black cross.
To copy contents to adjacent cells or to fill in a series such as dates, drag the fill handle. To
finish the work press Escape
Copy one selection to several locations

Select the cells you want to copy.
Click Copy .
Hold down CTRL and select the upper-left cell of each paste area.
Click Paste .
To paste the same copy area again on a different worksheet, switch to the other sheet
and repeat steps 11 and 4.
To cancel the moving border after you finish copying, press ESC.
Insert cells, rows, or columns
You can insert blank cells, rows, and columns and fill them with data.
Insert blank cells
Select a range of existing cells where you want to insert the new blank cells. Select
the same number of cells as you want to insert.
On the Insert menu, click Cells.

Click Shift cells right or Shift cells down.
Insert rows
To insert a single row, click a cell in the row immediately below where you
want the new row.
On the Insert menu, click Rows.
Insert columns
To insert a single column, click a cell in the column immediately to the right
of where you want to insert the new column.
On the Insert menu, click Columns.
Working with Formulas
In addition to entering values, you will use formulas throughout your
worksheets. Excel uses the formulas that you enter to perform calculations based on the
values in other cells of your worksheets. Formulas let you perform common math
operations-addition, subtraction, multiplication, and division — using the clues in the
worksheet cells. Remember that in Excel, formulas always begin with an equal
symbol.
For example, say you want to multiply the values in cells B1 and B2 and add
the result to the data in cell B11, and the result in cell B5. You could do so by
placing the cursor in cell B5 and simple formula, =B1*B2+B11. Creating formulas in the
Formula bar or with edit directly in cell If you place the cursor in any cell and then type
an equal symbol, the symbol and a flashing cursor appear in the Formula bar. As you enter
the formula, it appears within the Formula bar. When you press Enter, Excel performs the
calculation based upon the formula and then displays, in the cell, the results of the
calculation. Arithmetic operators
Operator Function
+ Addition
- Subtraction.
* Multiplication
/ Division
^ Exponential
% Percentage
In addition to the math operators, Excel accepts an ampersand (&) as a text operator for
strings of text. The ampersand is used to combine text strings (this is known as
concatenation). For example, if cell B12 contains Ram and cell B111 contains Mohan,
the formula =B12 & B111 would yield the result, RamMohan. Comparison operators
are used to compare values and provide a logical value based on comparison. The
following table described them
Operator Function
< Less than
> Greater than
<= Less than or equal to
>= Greater than or equal to
= Equal to
<> Not equal to
Displaying and editing formulas
By default, Excel shows the results of the formula that you enter in cells, and not
the actual formulas. But you can examine any formula by moving the cursor to the cell that
contains it and then looking at the Formula bar. However you can see all the formulas in
your worksheet. Follow the following steps:
Choose ToolsOptions.
With the Options dialog box appears, click the View tab.
Under the Window options, turn on the Formulas check box and then click OK.
The worksheet will show all your formulas in the cells, and Excel will
automatically widen the columns to accommodate the formulas.
Using AutoSum
Since the Sum function is the most commonly used function in Excel, there is a
toolbar button dedicated to the sum function‟s use — the AutoSum tool. Using
AutoSum is simple:
Place the cursor in the cell below or to the right of the column or row that you
want to sum.
Click the AutoSum button in the standard toolbar (it‟s the one containing the Greek letter)
When you do this, Excel makes its best guess about what you would like summed, based
on the current cell‟s location relative to the row or column.

Working With Excel
What is a chart?
Charts graphically represent worksheet data. A collection of values from
worksheet cells that you select are illustrated in charts as columns, lines, bars, pie
slices, or other types of markers. Figure 11.1 shows some example of typical charts. In a
bar or column chart, the markers appear as columns; in a line chart, the markers appear as
lines composed of small symbols. The markers in a pie chart appear as wedges of the
pie.
Most charts (with the exception of pie charts) have two axes: a horizontal axis called
the X-axis or Category axis and a vertical axis called Y-axis or value axis
You can add descriptive text to a chart, such as a title and you can place the text
in different locations. Your charts can also contain legends which indicates which data is
represented by the markers of the chart.
Embedded Charts and Chart Sheets
You can add charts to Excel worksheet in one of two ways; as embedded charts
or as chartsheets. Embedded charts are inserted into a existing worksheet page; hence, the
page can show worksheet data with the chart. Chartsheets, on the other hand, are charts
that are placed on separate sheets of a workbook, part from any worksheet data.
Understanding the Parts of a Chart
The following parts can be found on two dimensional charts:

Chart - The chart is the entire area contained within the chart sheet .
Plot area - The plot area contains the chart's essential data: the value axis, the category axis, and all the
markers that indicate the relative values of your data.
Markers - Markers are the bars, lines, points, or pie wedges that represent the actual data in the chart.
The form of the markers depends on the type of chart that you choose such as the one shown in Figure
11-28, the markers appear as columns.
Chart title - The title is a text label that Excel places as a title within the chart. Axis - In two-
dimensional charts, the horizontal X-axis is called the category
axis because categories of data are normally plotted along this line. The vertical y-axis is called the
value axis because values are normally shown along this line. Tick marks - Tick marks are reference
marks that separate the scales of the
value axis and the categories of the category axis.
Text - Excel lets you create text labels as titles and as data labels
Legends-A legend defines the patterns or shadings that are used by the chart markers.
Create a chart using Chart Wizard

Excel makes adding charts a simple matter by providing a chart wizard that automatically appears
when you add a new chart to a worksheet. Let us take an example for making a chart. Let There
be two companies producing Computers. First of all enter the relevant data in the workbook and select
it as shown in figure
Select Insert from the main menu, Click Chart Wizard .

The Chart Wizard displays a dialogue box that displays the standard and custom
charts The first dialog box is shown in Figure 11.110 , You can select the chart that
you want from the available chart types offered by Excel. Choose the desired chart type and click on
the Next button to move on to the next dialog box.

The second dialog box of Chart Wizard, as shown in Figure
It di control when After, Chart Wizard dialog box appears, as shown in Figure In this
dialog box, you can specify whether you want an optional title for the chart, whether a
legend should be included, and whether optional titles for the axes should be
included. Write Production of computers for title, Months for x-axis and number of
units for y-axis then click on the Next button

You will get the dialog box shown in Figure 11-1111. You can select whether to
place the chart in a separate sheet or as an object in the same sheet. Select
according to your will and click the Finish button. The Chart wizard adds the chart
to your worksheet.
Fig.
Adding Titles
Click the chart to which you want to add a title.
On the Chart menu, click Chart Options, and then click the Titles tab.
To add a chart title, click in the Chart title box, and then type the text you want.
Add a legend to a chart
Click the chart to which you want to add a legend.
On the Chart menu, click Chart Options, and then click the Legend tab. Select
the Show legend check box.
Under Placement, click the option you want.
Saving and Printing Charts
Because charts are stored with worksheet pages, the tasks of saving and
printing charts are no different from saving and printing worksheets. When you save the
worksheet by choosing FileSave, the chart gets saved along with the worksheet. You can
print the chart by activating the page that contains the chart and choosing FilePrint.

The Print dialog box that appears contains the same options that you use for printing
worksheets.
POWER POINTS
Introduction And Creating Slides
Introduction:
Power Point is the most popular Presentation Tool from Microsoft, in which you can
prepare Live; Multimedia based presentation in few hours.
Creating a slide from scratch
1. Open the PowerPoint program. The PowerPoint dialog box appears.
Note: The PowerPoint dialog box appears only when you first launch the program.If you are already
working in PowerPoint and want to create a new blank presentation, click the New button on the
Standard Toolbar
2. In the PowerPoint dialog box, click the Blank Presentation option button. The New Slide dialog box
appears. It asks you to choose an AutoLayout format.
3. Click the Title Slide layout. It's the first in the list. The name Title Slide appears in the preview box.
4. Click OK. A Title Slide appears, ready for you to work with. a. Click the File menu, then Click
New.
b. In the New Presentation dialog box, click Blank Presentation, and then click OK.

Adding text to a slide
The Title Slide layout contains text boxes for a title and a subtitle. Try typing text into these boxes.
1. Click in the Title text box. A thick gray border appears around the text box
indicating that it is selected.
2. Type a title.
3. Click the Subtitle text box and type a subtitle.

Congratulations! You've just created your first slide in PowerPoint 97.
Adding another slide
1. Click the New Slide button on the Common Tasks toolbar.
2. The AutoLayout dialog box will appear. Choose a layout for your next slide.
1. Saving Your Presentation
1. Click the File menu, and then click Save As. The Save As dialog box will
appear
2. In the File name box, type a name for your presentation. 3.
Click Save.
The presentation is now saved to your hard drive.
Moving from slide to slide

After creating several slides for your presentation. You can take a look at your other slides
in Slide View.
Click the upper double-arrow button on the lower right corner of the
PowerPoint window. The previous slide will appear.
To move to the next slide:
Click the lower double-arrow button on the lower right corner of the
PowerPoint window.
What is Outline View?
In Outline View, your presentation appears as an outline, made up of titles and main
text from each slide. Because you can see all your presentation in one window, rather than
one slide at a time, it's an ideal place to plan, organize, or edit your presentation.
Switching to Outline View
To switch to Outline View, click the Outline View button in the lower left-hand
corner of the PowerPoint window.
This is what you should see in Outline View
AutoContent Wizard
What is the AutoContent Wizard?
The AutoContent Wizard is a good option for creating a presentation if you are a beginner.
The AutoContent Wizard offers suggestions for templates to use and types of content to put in.
This option is also good if you are in hurry and want to create a presentation quickly.

Creating a Presentation using the AutoContent Wizard.
If you have just launched PowerPoint, click the AutoContent Wizard option button in the
PowerPoint dialog box to start a presentation.
If you are already working in PowerPoint, here's how you start the AutoContent Wizard:
1. Click the File menu, then click New. The New Presentation dialog box will appear. 2. In the
New Presentation dialog box, click the Presentations tab.
3. In the Presentations list, click the AutoContent Wizard, and then click OK. The wizard will
start.
Working with the AutoContent Wizard

The AutoContent Wizard will guide you through some simple steps. 1. Read the information
on the start screen, then click Next.
2. In the next dialog box, select the type of presentation you want to give, then click Next to
advance to the next dialog box.
3. Continue entering options until you reach the Finish step 4. Click Finish.
The AutoContent Wizard will display your presentation in Outline View. The outline is made
up of sample slides, each of which has a suggestion for the type of information that should be entered
in the slide. You can customize the information in the slides in either Outline View or Slide View.

Template
What is a Template?
A template, also called a presentation design, lets you create a presentation
without worrying about design elements. The template defines the color, background, and
font of the slides. PowerPoint has many templates, which you can preview and select in
the New Presentation dialog box.
PowerPoint also lets you customize the templates. For instance, you can
change the background color or typeface of a template
Creating a presentation using templates
If you have just launched PowerPoint, click the Template option button in the
PowerPoint dialog box to start a new presentation
If you are already working in PowerPoint, follow these steps:
1. Click the File menu, then click New. The New Presentation dialog box appears.
2. Click the Presentation Designs tab, and then click an appropriate template. The
design will appear in the preview box.
3. Click OK. The New Presentation dialog box will close.
Text And Colors

PowerPoint gives you quite a few ways to create a presentation. If you want total
control over the look and structure, you will likely build your slide show from the
ground up.
Adding a new text box
Sometimes, you may want to add text to a slide without using a built-in text box.
For example, you may want to type a label for a drawing, or you may want to add text to
a blank slide layout.

In PowerPoint, you can add your own text boxes to any slide using the Text Box
tool on the drawing toolbar.
1. On the drawing toolbar, click the Text Box button. The pointer will change to a cross.
2. Click on the slide where you want to place the text. A small text box will appear. 3.
Type a word in the text box. As you type, the box will expand to fit the text.
4. After you finish typing, click outside the text box. The border around the box will
disappear
Adding color to a text box
1. Click the text box to select it.
2. On the drawing toolbar, click the arrow beside the Fill Color button, then click the green
color box. The text box will turn green.
Outlining a text box
As you have seen, the thick gray border that appears around a text box is
temporary and disappears when the text is deselected. If you want a permanent outline
around your text box, create one using the drawing toolbar.
Try adding a blue dotted outline to a text box.
1. Click the text box to select it. A border will appear around the text box.
2. On the drawing toolbar, click the arrow beside the Line Color button, then click the blue
color box.
Next, click the Line Style button, and then click 11 pt.
4. Finally, click the Dash Style button, and then click the square dot dash option. A dash
style box will appear.
5. Click outside the text box to deselect it.
Selecting a new bullet style
1. Click anywhere in the bulleted text to select it.
2. Click the Format menu, then click Bullet. The Bullet dialog box will appear. 3.
Click the square bullet in the symbol grid.
4. If you want, select a new color for the bullet in the color list box. 5.
Click OK. The new bullet style will appear in your bulleted text.
Changing your background color
To change the color of the slide to light blue
1. Click the Format menu, then click Background. The Background dialog box will
appear
2. In the Background fill section, click the arrow on the list box to open it. 3.
Click More colors to open the Colors dialog box.
4. In the Colors section, click a light shade of blue. 5.
Click OK to close the Colors dialog box.
6. In the Background dialog box, click the Preview button to see a preview of the slide
color
7. If you like what you see, click the Apply button. The background color of the slide
is now light blue
Changing your background pattern

1. Click the Format menu, then click Background. The Background dialog box
appears.
2. Click the Background Fill list box, then click Fill Effects. The Fill Effects
dialog box will appear.
3. Click the Pattern tab, and then click the pattern you want in the Pattern box. A
preview of the pattern will appear in the Sample box.

4. If you want to change the background and foreground colors of the pattern, select
them from the Background and Foreground drop down lists.
5. Click OK to close the Fill Effects dialog box.
6. In the Background dialog box, click the Apply button
Adding a shape
PowerPoint lets you add a variety of shapes to the slides of your presentation.
Try adding a star shape to your slide, using the AutoShape tool on the drawing
toolbar.
1. Click the AutoShapes button, point to Stars and Banners, and then click the 5-point
star shape. The pointer will change into a cross.
2. Click anywhere on the slide. A star of predefined size will be inserted
3. To make the shape larger (or smaller), drag a resizing handle. To resize the shape
proportionally, hold down the SHIFT key as you drag.
Adding color and texture to a shape First, try
adding the color yellow to the star.
1. Click the star shape to select it.
2. Click the arrow beside the Fill Color button, and then click More Fill Colors. A
Colors dialog box appears.
3. Click the Standard tab, then under Colors, click a shade of yellow. 4.
Click OK to close the Colors dialog box.
Next, try adding some texture to the shape. 1.
Click the star to select it.
2. Click the arrow beside the Fill Color button, then click Fill Effects. The Fill
Effects dialog box appears
3. Click the Texture tab.
4. Click on a texture, and then click OK.
Clip Art And Charts

Adding clip art
You can add clip art to any slide using the Insert Clip Art button on the Standard
Toolbar.
Try adding a cartoon image to your slide.
1. On the Standard Toolbar, click the Insert Clip Art button. 2.
The Microsoft Clip gallery dialog box appears.
3. Click the Clip Art tab.
4. In the Categories list, click Cartoons. PowerPoint displays clip art from the
Cartoons category
5. Click an image to select it.
6. Click the Insert button. The cartoon image is inserted on your slide
Resizing clip art
Like text boxes and shapes, it's easy to change the size of a clip art image. Here's how: 1. Click the
cartoon image to select it.
2. Place the pointer on a resizing handle. The pointer will change into a two-headed arrow.
3. While holding down the mouse button, drag your mouse outwards. This will enlarge the
image. If you drag your mouse inwards, you will reduce the size of the image.
4. When the image is the size you want, release the mouse button.
Cropping clip art
When you resize an image, you make the whole image larger or smaller. When you crop an image,
you actually remove parts of the image.
The following steps will show you how to crop an image.

1. Click the image to select it. Resizing handles will appear around the image 2.
On the picture toolbar, click the Crop button.
3. Place the pointer in the center of a resizing handle. The pointer will change into a cropping
tool
4. Holding down the mouse button, drag inwards. A part of the image will disappear.
5. When enough of the image has been cropped, release the mouse button.
6. To turn the cropping tool off, click the crop button on the picture toolbar.
Did you accidentally crop off too much of the image? No problem. To restore an image that
has been cropped, simply click the Crop button, then click a resizing handle and drag outwards.
The cropped portion of the image will reappear.
Adding your own works of art

You are not restricted to using clip art or pictures from the Clip Art gallery. PowerPoint
lets you insert images from other sources.
Let's say you've used a graphics program to create a logo, and you want to insert the logo
into your PowerPoint presentation. Here's how to do it:
1. Click the Insert menu, point to Picture, and then click From File. The Insert Picture dialog
box will appear.
2. In the Look in box, find the drive and folder where the artwork is located.
3. In the File name box, enter the name of the file. Then click the Insert button.
4. The drawing is inserted on the slide.

Adding a chart
To add a chart to any slide, click the Insert Chart button on the Standard Toolbar. When you
insert a chart, a sample data sheet and corresponding bar chart will
appear on your slide.
PowerPoint has included some sample data in the first four columns. The bars in the
chart are the graphical representation of the numbers in the data sheet. Notice how a
higher number in the data sheet results in a taller corresponding bar.
To create your own chart, you can replace the data in the sample data sheet with
your own. Try adding a number to the chart to see how it changes the
corresponding bar on the chart.
1. On the data sheet, click in the first row of column A.
2. Type in the number 50, then press Enter. The corresponding bar on the chart
increases
3. Try adding other numbers into the data sheet to see how they affect the bars. Note:
Some slide Auto Layouts have placeholders for charts. To insert a chart into one
of these layouts, just double-click the chart placeholder.
After you've finished entering data, exit the work window by clicking
anywhere outside the chart or the data sheet. The data sheet will disappear.
If you need to make any revisions to the chart, double-click the chart and the data
sheet will appear again.
If the data sheet doesn't appear after you double-click the chart, click the View Data
Sheet button on the Standard Toolbar.
Changing the type of chart

The default chart in PowerPoint is a bar chart. If you think your information
would be better as a different type of chart, you can change the chart type.
The following steps show you how to convert the bar chart to a pie chart:
1. Double-click the chart you want to change. A heavy border appears around the chart,
and the data sheet appears.
2. Click the Chart menu, then click Chart Type. A Chart Type dialog box
appears.
3. In the Chart Type list, click Pie, and then click OK. The information in your data
sheet will now be displayed in a pie chart.

Tuning Presentation Switching to
Slide Sorter View
In Slide Sorter View, you see miniatures of all the slides in the presentation,
complete with text and graphics. This view is useful for rearranging slides, and for
adding transitions to slides
There are two ways to switch to Slide Sorter View:
Click the Slide Sorter View button in the lower left corner of the PowerPoint window. Or,
you can click the View menu, then click Slide Sorter.
Adding a Transition
A transition is a special effect used to introduce a slide during a slide show. 1. In
Slide Sorter View, click the slide you want to add the transition to.
2. Click the Slide Show menu, then click Slide Transition. A Slide Transition dialog box
will appear.
3. In the Effect list box, click Checkerboard Across.

4. Click the Medium option button to select a speed for the transition.
5. Click the Apply button. A slide transition icon appears under the slide's left corner,
indicating that the transition has been applied
If you want the same transition to apply to all the slides in your presentation, click the
Apply to All button in the Slide Transition dialog box.
Checking a transition
In Slide Sorter View, click the slide transition icon. The transition effect you
applied should be displayed.
Timing a transition
If you want your slide show to run automatically, you must add timing to the slides. When
you add timing to a slide, you specify the number of seconds to remain on each slide.
Here's how you add timing to your slides:
1. Select the slide you want to add a timing to by clicking it.
2. In Slide Sorter View, click the Slide Show menu, and then click Slide Transition. The Slide
Transition dialog box will appear.
11. Under Advance, click the check box next to Automatically After.
4. In the seconds box, type the number of seconds to remain on the slide. For example, 5
seconds.
5. Click the Apply button.
When you run your slide show, the slide that you have applied the timing to will only
remain on screen for five seconds.
Adding your own artwork
When you animate an object, you add special visual or sound effects to it.
The following steps will show you how to animate a cartoon image while working in
Slide View.
1. Click the Slide View button to go to Slide View. 2. On the slide, click the cartoon image to select it.
3 On the Formatting Toolbar, click the Animation Effects button. The Animation Effects Toolbar
will appear.
4. On the Animation Effects Toolbar, click the Flying Effect button. The flying effect is now added to
the image
Another thing you can do is animate text. For example, you can make text appear as if it is
being typed letter by letter by a typewriter.
Animating Text
Try adding the typewriter effect to text on your slide.
1. In Slide View, select the text you want to animate by clicking it.
2. On the Animation Effects Toolbar, click the Typewriter Text Effect button. The typewriter text
effect is now added to the text.
Animating a chart
You can make charts more interesting by animating them. When you animate a
chart, the chart appears "bit by bit". You specify the way the elements of the chart will
appear in the Custom Animation dialog box.
Try animating a chart so that elements of chart are introduced onscreen by category.
1. In Slide View, click the chart you want to animate.
2. On the Animation Effects Toolbar, click the Custom Animation button. The
Custom Animation dialog box will appear.
3. In the Introduce chart elements drop-down list, click by Category.

4. Click OK. The Custom Animation box closes and the animation effect is applied to the chart.

Starting the Slide Show somewhere in the middle
1. In Slide Sorter View, click the slide you want the Slide Show to start with. For example, Slide 5.
2. Click the Slide Show button.
The Slide Show begins with the slide you selected.
Stopping the Slide Show

PowerPoint lets you stop the slide show for any reason. Follow these steps...
1. Move the pointer on the screen and wait for the button to appear in the lower, left-hand
corner of the screen.
2. Click the button, and then click End Show. The show stops
Adding sound to animations
Some of the animations in PowerPoint, for example, the Flying Effect, already have sound
built into them. But most of the animations do not have sound effects.
In PowerPoint you can add sound to any animation. You can also replace the current sound
effect on an animation with a new one.
Try adding a sound effect to an animation.
1. In Slide View, select the animated object you want to add the sound effect to by clicking it.
2. Click the Slide Show menu, then click Custom Animation. You can also click the Custom
Animation button on the Animation Effects toolbar.
11. Under Entry animation and sound, select a sound effect from the drop-down list. 4. If you
want to preview the sound effect, click the Preview Button.
5. Click OK to add the sound to the animation. The sound is added to the animated object.

E- OFFICE
1 LEARNING OBJECTIVES
 The need for transforming conventional government offices into more efficient and
transparent e-offices, eliminating huge amounts of paperwork has long been felt.
 The e-Office product pioneered by National Informatics Centre (NIC) aims to support
governance by using more effective and transparent inter and intra-government
processes.
 e-File, an integral part of e-Office suite is a system designed for the Government
departments, PSUs and Autonomous bodies to enable a paperless office by scanning,
registering and routing the inward correspondences along with creation of file, noting,
referencing, correspondence attachment, draft for approvals and finally movement
and tracking of files as well as receipts.
2 INTRODUCTION
e-File is a workflow -based system that includes the features of existing manual
handling of files in addition to more efficient electronic system. This system involves all
stages of working in a file, including the diarisation of inward receipts, creation of files,
movement of receipts and files and finally, the archival of records. With this system, the
movement of receipts and files becomes seamless and there is more transparency in the
system since each and every action taken on a file is recorded electronically. This simplifies
decision making, as all the required information is available at a single point.
It envisions a paperless office, with increased transparency, efficiency and
accountability of the organization.
A revolutionary product aimed to make office work like never before in the
history of Indian Governance, is based on the Thirteenth edition of Central Secretariat
Manual of Office Procedures (CSMoP) of the Department of Administrative Reforms &
Public Grievances (DARPG), Govt. of India.
3 NEED OF E-FILE
Information technology has changed the lifestyle of people over a period of time. At
the same time, the environment plays a major role in the innovation of technology, and later
technology becomes the need of the society.
Files and receipts became an important entity in any organization. There may be
thousands of paper documents in the form of Files/Receipts being dealt in an organization on a
daily basis. Keeping record of these paper documents, their movement and safety involves lots
of time, money and efforts which in turn decreases the efficiency and productivity of an
organization.
So, any organization looking for a solution that will allow it to capture the documents in
digital form, archive them with some basic information for fast retrieval, movement of the
document with the comment/remark, opening of file to bring all related documents in one
folder, noting on file, movement of file for approval finally issuance of letter to the sender,
can go for this product.
What began with the development and implementation of the ―File Tracking System‖
which was a major step towards Less Paper Office, NIC (National Informatics centre)
always in forefront in the adoption of new enabling technologies in information and
communication technology to meet the need of the organization/society, paved the path for
the e-File a workflow -based product enabling end to end electronic file movement across
the government.
Manual techniques for diarizing, moving and recording of Files/Letters, makes the
tracking of those files/letters a very difficult task, thus delaying the work and decreasing the
efficiency. Due to the inefficiency of tracking with the manual system, there arose a need
for a Computerized File Tracking System. An automated office attempts to perform the
functions of ordinary office by means of a computerized system. In a manual office
scenario, there are thousands of letters and files and their manual tracking is not a very easy
task. A computerized File Tracking System enables users to track these letters and files
within seconds. Also, dispatch and record keeping are made easy. It ensures proper
distribution of work load, thus increasing the efficiency of the system and bringing
transparency to the system. The system simulates the manual system in a digital environment.
e-File Login
 Enter the Login ID &Password in the e-Office portal, click button
as shown in Fig.
Figure: Login page

 e-Office homepage is displayed on successful login.

 To open the File Management System, click the link mentioned in the left
panel as highlighted in below Fig .
Figure : E-file management system
User is then redirected to the application, as shown in Below Fig.
Figure 23: Receipt Inbox

e-File Modules
File Management System (FMS) or e-File, comprises of different modules which are
inter-linked and manage the official work flow of the entire life cycle of a Document/DAK
from the moment it is received by the organization till the time it is disposed of with proper
set of actions.
The different modules in FMS are Receipts, Files, Dispatch, Notifications, Settings
and etc. Each module comprises of different sub modules (links) with actionable menus that
help the users to accomplish different official procedures in an electronic environment.

First of all, let‘s learn how to use the Receipts module of e-File.
Receipts
Once a DAK/ letter is diarized and a unique receipt/ diary number is allocated then it
becomes Receipt. The links available under Receipt module are shown in below Fig .
:
Figure : Menu
Description of Sub Modules
Let‘s learn about these subs - modules one by one:
Browse & Diarize: It is used to generate receipts which can be either physical or
electronic.
Physical: The unique number for the DAK is generated by the system, and further
processing of the receipt can either be physical (manual) or electronic in nature.
Electronic: The unique number for the DAK is generated by the system, and
further processing of the receipt is always electronic in nature.
Electronic DAK/ letter Idolization

The DAK/ letter must be scanned as a single PDF (preferably a searchable PDF).
To diaries the Electronic DAK/ letter, perform the following steps:
 Click the Electronic link under Browse & Diarize sub-module, as shown in
below Fig .

Figure: Electronic files
 Click the button. The File Upload dialog box appears. Select the
desired scanned PDF document (upto 20 MB ) and click button as shown in
below Fig.
 Once the scanned DAK/ letter is uploaded, enter the required metadata
(various details in the fields available on the right of the screen) and then, click
Figure 26: Upload document
 The DAK / letter gets diarized and a unique Receipt Number is generated as
shown in below Fig.

Figure: Receipt created
 The generated receipts are saved in the ―Created‖ sub-module till they are
marked to other user(s).
 Button (This feature is configurable): Generates

the Receipt Number and redirects the user to diary screen retaining the content (pdf)
and metadata (Copying the pdf content is also configurable feature) of the receipt.
The actions that can be taken on a receipt are shown in Below Fig:
Figure: Options for receipt
These actions are explained below:

Send: This option facilitates the user to mark the receipt to the intended recipient (s). Click
tab, the send screen is displayed as in Below Figures.

Figure: Send Option
Figure : Contacts
 User can also click the ‗To‟ link, then, click Contacts tab and select user from
the list box as shown in Fig 30.
1. All: By default, ―All remains selected giving the logged in user option to
view and select a recipient from all the active users in the department.
2. Reporting Officer: When ―Reporting Officer‖ is selected, the ‗Send To‘ list
will display the official just above in the hierarchy of the logged in employee.
3. Sub-ordinates: When ―Sub-ordinates‖ is selected, the list will display the
officials just below in the hierarchy of the logged in employee.
4. In channel: It helps the user to mark the receipt to officials who are already in
the submitted channel of the receipt.
5. Preferred List: It helps to select officials from the list of ―Preferred List‖
already created by the user.
b) Cc: It is used to mark copies of the receipt to users other than main recipient
selected in To field.

c) Due date: Date by which work is supposed to be done. Assign a Due Date
to the recipient using the Set Due Date option.
d) Action: An easy way to notify the recipient the action that is required
on receipt. Select Action which is to be taken, from the drop -down menu.
e) Priority: It is the preference assigned to the receipt based on its urgency.
Set the Priority of the receipt, from the drop -down menu.
f) Initiate Action: It is used to track the set of action(s) taken on any receipt. The
receipt can be tracked even after it is put in file. Check the Initiate Action check box,
provide initiation type to initiate action and track the actions that will be taken on the
receipt.
g) Remarks: These are the forwarding comments given on receipt while sending
them to recipient. Type forwarding remarks in the Remarks field.
After selecting the recipient(s) and entering other details, user can send the receipt
using any of the following Send
options:
 Send: On clicking button in Fig 31, the receipt will be marked to the
intended user(s).
Figure 31: Click send
DSC token Pin. Enter the Pin and click Button and the receipt is sent.
e-sign and Send: On clicking button, a pop window appears asking to continue the
agreement with “I Agree”. Enter the OTP received on aadhaar registered mobile number and
click button, the receipt is sent.

 The Digital Signature/e-Sign appears on the Receipt Remarks in Movement
Details Page.
 Once the receipt is sent using any of the above Send option, the receipt will be
visible in the Inbox of recipient. The user who sent the receipt can check the details of the
receipt in his/her own Sent folder.
2. Put in a File: To put the generated receipt into a concerned file, perform the
following steps:
 Click tab. A list of files appear, as shown in below Fig.
Figure: Put receipt in file
Select the file in which the receipt needs to be put In. Click the
 User can also search the file using Year and Search fields.
Figure : Search file

OR
 Create the New File (non-SFS File) from the receipt Put in a File list
screen itself using Create File button as shown in Below Fig
Figure : Create_new_file
 Click button and click Non-SFS, from dropdown menu.

The new file creation screen appears, as shown below in below Fig.
Figure : E-file

 Click button, the receipt gets attached in
the correspondences of the created file.
3. Copy: It can be used, in cases where DAK/letter are diarized for

same subject nature. Generates the Receipt Number and redirects the user to
diary screen retaining the content (pdf) and metadata (Copying the pdf content
is configurable feature) of the receipt.
4. Dispatch: It is a process of issuing an official reply to the

concerned sender (user/department/ministry) after the approval from the internal
competent authority.
To Dispatch an issue against a Receipt, perform the following steps:
 Click the tab, a confirmation pop-up message appears:
 After confirming, the dispatch screen is displayed with the pre-filled receipt
metadata on right side.
 The generated receipt will be moved to the Inbox for dispatching.
 To create the Draft for Approval (DFA), type the draft content or copy
the content from already created word/ text files and paste it or choose a pre-defined
template by clicking or upload the doc/ pdf by clicking
Button.
 After creating the DFA, click the SAVE Button See Fig.
Figure: Draft creation

 A newly created draft has three actions:
a) Preview: View the Draft content before approval.
b) Approve: To finalize the DFA. Once the draft is approved no further
changes in the content can be done. Only the communication details can be edited.
c) Edit: To make the necessary changes in DFA. Each editing of the draft will
create a new version of the draft once the receipt along with the draft is moved to the next
user.
 Once button is clicked, an approval
confirmation popup appears. Click button, the Draft gets approved
Figure: Draft approval
a) After approving of the draft the actions available are shown in Fig 38. a) Edit: To modify the
Communication Details only in the approved DFA.
b) DSC sign: To sign the approved DFA with digital signature using DSC token device.
c) E-Sign: To sign the approved DFA with digital signature using Aadhaar authentication.
d) Custom Sign: The provision to select the desired location in the approved draft to DSC sign /e-Sign.
e) Dispatch By Self: It is used, if the person, who has the receipt with the approved/ signed draft, wants to
dispatch (send the issue) himself/ herself. The issue can be dispatched electronically through mail (by using
―Email Details‖) or physically through post (by using ―Postal & Out Register Details).
f) Further the two options send with Follow-up and Send without Follow-up appears, as shown in below
Fig.


 Send with follow-up: It helps to set a follow up notification in anticipation of a
reply which could be received against the dispatched letter.
 Click button, select the required action, enter the

description message and due date for the follow-up and click button, as shown in
below fig.
Figure 39: send draft
 The draft gets dispatched, and an entry of the dispatched draft gets displayed
 in Sent sub-module under ―Dispatch module‖ with status ―Issued and
dispatched‖ as shown in Fig .
Figure: Dispatch inbox
Inbox
File Inbox sub module displays all the incoming files that have been marked to
the logged in user. There are six action tabs provided in Files Inbox as shown in Fig .

Figure: File inbox
 Click the File number to view the content and other details of File.
Let‘s study about these menus in detail.
1. Receive: It is used to receive the Physical File as shown in the Fig.

Without receiving the physical file user cannot take any action on that particular file.
Figure: Receive file

2. Send Back: It is used to send the file back to the sender of the File.
 Select the file and click the tab,
Electronic Files Action tabs:
Let us learn following different options available in the menu bar for electronic files.

1. Noting: It consists of line actions with regard to the correspondence or as
per the subject matter of the file subject. It is used to add Yellow Note and Green Note in
the existing File and to view the noting By Name and By Date or All the noting together, as
shown in Fig :
Figure: Option with noting

a) Yellow Note: Yellow Note is to add a draft note in a file for taking approvals
from reporting before finalizing the green note. Once the yellow note is confirmed, it
changes to green note sheet.
b) Green Note: Note is the document in file on which all decision making/ major
facts/ approvals are recorded. Anything recorded on green note of file stays permanently on
file if the file is moved at least once.
To add a Yellow Note, perform following steps:
 Click link
 The Noting screen becomes active. Type the note content manually or copy the content
from already created word/ text files and paste it. After adding the content, click
Button.
 After the note is saved, the actions provided as per authorization are shown in
Fig.
Figure : Yellow note

Edit: To edit the content of note. After each editing a new version of the note is
created.
a) Discard: To delete the note.
b) Confirm: To confirm Yellow Note into Green Note. Once the yellow note is
confirmed, the confirmed versions of note will displayed.
To add a Green Note, perform following steps:
 Click link, as shown in Fig..
Figure : Green note

 The Noting screen becomes active. Type the note content manually or copy the
content from already created word/ text files and paste it., as shown in Fig .
Figure : Active green note
 Noting done gets saved automatically.

 A pre-defined or created by user (In English or Hindi), one-liner noting in Green
Note can be added by using feature. It is used to create a customized list of
one-liner noting frequently used in organizations.
The User can also attach supporting documents (PDF Format only) by
clicking on
button at the bottom of the noting portion as shown
2. Correspondence: Correspondence is any letter/ DAK which is diarized for
action to be taken in file. It is used to attach Correspondence/ Receipt to the working File.
 Clicking on Correspondence ( button, the list
of Correspondence and Issues appears on right side, as shown :
 Click button, a list of receipts appears, select the receipt and

click button as shown :
 User can also search for the receipt using Year and Search fields.
Figure : Search option
eFile MIS Reports
To optimize the usage of eFile & provide real-time monitoring, an explicit MIS-Report
application has been integrated in the pre-existing eOffice application suite. The product has
been designed with role-based scope privilege for users to access different reports based on
user‘s department, OU and hierarchy.
The product has been broadly categorized into File, Receipt, Dispatch, VIP, My Reports and
Miscellaneous modules to provide seamless monitoring of all the actions & entities involved in
the decision-making process. System facilitates reports for all the available parameters in the
eFile application, along-with provision of customized output. Additionally user can generate
these reports in different formats viz. HTML, EXCEL and PDF.

The eFile MIS Reports is totally based on your eFile Hierarchy i.e. The person can view the
reports of only those Department(s)/Section(s)/OU(s) in which either he belong or which are
under him/her. For Example consider the scenario of an Office, where the Head of the Office
can view reports of all the employees as he is on top of hierarchy, while as we go down the
hierarchy the scope decreases and user can only view report as per his post/Designation in the
office.
To select the module, click on the tab from Menu bar.
File: This is to view the MIS reports of file. It has the following subheadings
· File Closed
· File Conversion
· File Forwarded
· File Parked
· File Migration
· File Monitoring
· File Pendency
· File Received
· File Register
· User Wise Files Received and Forwarded
Employee Master Details (EMD)
EMD is an application in eOffice which helps building the organization structure and
the employee data in the eOffice product.
It is the backbone of the product that maintains the employee details which is used
by various applications part of eOffice product suite.
The administration of the application or rather the employee data in the application
is done by administrators at two levels –
1. Super Administrator – Administrator at the entire eOffice instance level (CBIC).
2. EMD Manager (also known as Local Administrator) – Administrator at the level of

the respective organization / department, for example, ALTTC-BRBR-ADMN.

The responsibility of the Super Administrator is, creation of master list of
designations, posts etc. along with the creation of organizations/departments and
their nominated user(s) as EMD Manager(s) respectively.
Whereas, the EMD Manager is mainly responsible for creating the organization units
(list of Offices/Sections), employees, assigning employees post and etc. to get the
end-user accounts created in eOffice.
An EMD manager to be able to create users in the system and assign roles in eOffice (i.e.
functional accounts for working in ‗File Management System).
IMPORTANT NOTE
1. For users to be able to create eFiles in the ‗File management System‘, the list of File
codes is to be entered in the application by the Super Administrator.
2. The file codes are entered against each ‗Organization Unit‘ name.
3. Hence, Super Administrator can only enter the list of File Codes against OUs, once the
EMD Manager has created all OUs.
4. Once the EMD Manager has created all OUs, he/she must communicate the same to the
Super Administrator for further population of File Heads in the application.
CONCLUSION:
The utilization of ERP & e-office software allows companies to decrease the time
it takes the company to get paid for its goods or services after the sale. Employing an ERP
& e-office system allows for increased cash flow. The utilization of the ERP & E-OFFICE
system‘s integrated system architecture removes the necessity for multiple, different
systems to be used within the company and consolidates to the same system across
multiple geographies.
Different locations can use and see the same data regardless of the physical
geography and eliminates the knees for storing redundant data in multiple physical
locations. The ERP & E-OFFICE system also eliminates the requirement for each
location to upload or extract data to and from the central data storage site. ERP & E-
OFFICE systems increase productivity by integrating data and processes across multiple
departments and location which allows our company to move product faster, process
orders quicker, invoice customers more aptly and reconcile shipments sooner. Information
flow is the lifeblood of any company.
Utilizing an ERP & E-OFFICE system allows access to a multitude of company
information. The ERP & E-OFFICE system also tends to have more accuracy and
relevancy because it all comes from one source, not multiple sources. The ERP & E-
OFFICE system will provide the company various reporting tools and make generating
time sensitive and up-to-date information faster and more user-friendly.

ESS
BSNL ERP ESS Portal Login: BSNL provides a transparent service to its employees and
customers on the web portal. BSNL comprises 70,000 employees. The BSNL channels out a
section of the web portal to benefit the employees. They benefit from the portal concerning the
salary payslips.
An employee can view, download a salary payslip. It stands proof of the monthly earning. The
salary slip enables an employee to seek loans without any hassles. The employee page is
transparent and can update any essential information as well.
BSNL ERP Portal Login/ Salary Slip:

1st Step: An employee must log in to the official BSNL ESS portal or enter the official Portal
link https://erpportal.bsnl.co.in/irj/portal. In the web portal, the employee must
enter a user ID, Password and click on the log on.
2nd Step: An employee gets on the home page and follows four steps to complete
the download operation.

3rd Step: Select the employee self-service section, click on payment information, and select the
salary statement option. The BSNL salary slip details will be on display only after entering the
desired month and year.
4th Step: The employee can download the BSNL payslip pdf and print out a copy of the salary
slip.
Login Here
BSNL ERP SAP Password Recovery/Reset:

1. Visit the official portal link i.e. https://erpportal.bsnl.co.in/irj/portal. and click
on the reset here.
2. The portal takes to the new web page and, employees must enter login ID and email.
3. After furnishing the details, click on the submit button. And the portal shall send a recovery
link. The employee must open the link from the email and complete the verification to reset the
password. The portal will verify the employee’s credentials and, then the employee can create a
new password and complete the process.
Reset Password Here

BSNL ERP ESS Portal Facilities:
The main facilities BSNL ERP ESS Portal provides to the employees are :
1. Employee personal details
2. Salary summary, Salary monthly & Semester statement,
3. GPF ledger report, EPF details, Pension information.
4. The ERP portal tracks the employee’s working hours and a benefits list for employees.
5. Medical Claim
6. General Claim
7. Leave application i.e. C/L, E/L, HPL, etc.
8. Transfer Application
9. IPMS, GPMS & APAR Facilities
10. Tour Claim

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MS Office : Word, Excel, Power Point

E Office : Configuration, Usage and Report

SDE to AGM LDCE For Internal Circulation Only Page 1

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Opening Word 2016

In Windows 10, In Windows 7,

1. Open the Start Menu. 1. Click the Start Menu.

Understanding the Backstage

WARNING: Please do not

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To return to the Word window, click the arrow at the top.

Lesson 1: Creating New Documents

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Example: myfile.docx and myfile2.docx.

NOTE: The file paths

SDE to AGM LDCE For Internal Circulation Only Page 5

1. Select This Computer.

NOTE: A dialog box is a pop-up menu that displays additional options.

SDE to AGM LDCE For Internal Circulation Only Page 6

 NOW YOU TRY:

What happens when you exit out of Word before

You have three options:

1. Save to open the Save as dialog box.

SDE to AGM LDCE For Internal Circulation Only Page 7

SDE to AGM LDCE For Internal Circulation Only Page 8

 NOW YOU TRY: Opening a file

Lesson 4: Print Preview

You can preview your document before you

To access the print preview:

SDE to AGM LDCE For Internal Circulation Only Page 9

1. Determine how many copies to 2

Now that you understand the backstage

SDE to AGM LDCE For Internal Circulation Only Page 10

The Quick Access Toolbar

Save: Saves your document in its current location

In 2016, Microsoft introduced the Search Box feature. The box

SDE to AGM LDCE For Internal Circulation Only Page 11

SDE to AGM LDCE For Internal Circulation Only Page 12

How to launch a Dialog Box

Click the small arrow found in the lower-right corner of the

A pop-up menu will appear (see right). In this case, the

NOTE: Word 2016 is automatically set to space multiple lines

SDE to AGM LDCE For Internal Circulation Only Page 13

To view your ruler:

1. Click the View tab.

The Horizontal and Vertical Scroll Bars

The Status Bar

To customize the status bar:

1. Right-click the status bar.

SDE to AGM LDCE For Internal Circulation Only Page 14

 NOW YOU TRY:

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1. Position the cursor in front of the first letter of your sentence.

To remove the highlighting, click anywhere outside the highlighted text.

Select with the Shift and Arrow Keys

Lesson 9: Changing the Font

SDE to AGM LDCE For Internal Circulation Only Page 16

NOW YOU TRY: