LESSON-3-Introduction-to-Office-Suite.pptx

Lesson 3:
Introduction to
Office Suite
Prepared by:
Ar-Jay U. Rosete

An introduction to office suite:
An ‘Office Suite’ – also known as ‘Office Software Suite’ or
‘Productivity Suite’ . is a collection of software created by the same
vendor and designed to be used for routine tasks within an
organization. Typically an office suite includes applications such as
word processing, spreadsheets, presentation, email, note taking,
database, collaboration and other related types of software. In most
cases, each application in the office suite can be installed separately and
all applications within the suite support interoperability between each
other.
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Basic Applications
of Office Suites

1) Word Processing Software
Word processing software is used to manipulate a text
document, such as a resume or a report. You typically enter text
by typing, and the software provides tools for copying, deleting
and various types of formatting.
Microsoft Office Word

Some of
the
functions
of word
processing
software
include:
•Creating, editing, saving and printing
documents.
•Copying, pasting, moving and deleting text
within a document.
•Formatting text, such as font type, bolding,
underlining or italiczing.
•Creating and editing tables.
•Inserting elements from other software, such
as illustrations or photographs.
•Correcting spelling and grammar.

LESSON-3-Introduction-to-Office-Suite.pptx

Understanding these areas is the first step to mastering the software.
•Quick Access Toolbar: At the top-left, this contains shortcuts for
common commands like Save and Undo.
•Title Bar: Displays the name of your document.
•The Ribbon: The large panel at the top that organizes all features into
a series of tabs (e.g., Home, Insert, Review).
•Document Area: The large white space where you type and edit your
text.
•Status Bar: At the bottom, this shows information like page number
and word count.
•View Buttons & Zoom Slider: At the bottom-right, these allow you
to change the document view and zoom level.

 The Ribbon is organized into Tabs, and each tab is divided into Groups of
related commands.
Analyzing the Ribbon: Your Command Center
File Tab: Takes you to the "Backstage view" for file management (New, Open, Save, Print, Options).
Home Tab: Contains the most frequently used commands for editing and formatting.
• Clipboard Group: Cut, Copy, Paste.
• Font Group: Change font type, size, color, and apply styles like bold and italic.
• Paragraph Group: Control text alignment, create lists, and adjust spacing.

Analyzing
the
Ribbon:
Your
Command
Center
Insert Tab: Use this tab to add
elements like tables, pictures, and
shapes into your document.
Layout Tab: Controls the overall
page setup, including margins,
orientation (Portrait/Landscape),
and paper size.
Review Tab:
Contains tools for
proofreading your
document.
Proofing Group:
This is where you
find the Spelling &
Grammar checker, a
crucial tool for
ensuring your
document is
professional and
error-free.

File
Management
and Options
Creating a New Document: Go to File > New. You
can choose a Blank document or a template.
Templates are pre-designed documents (like a resume
or calendar) that give you a starting point.
Saving Your Document: Go to File > Save As the
first time. Choose a location, give your file a descriptive
name, and click Save. Use the Save icon or Ctrl + S to
save changes as you work.
Opening an Existing Document: Go to File >
Open and browse for your file.
Setting Options: The File > Options menu opens a
dialog box where you can customize Word's behavior,
such as changing the default font, adjusting proofing
settings, and customizing the Ribbon.

Editing a
Document
• Word provides powerful tools to help you edit your
text efficiently.
• The Clipboard (Cut, Copy, Paste):
• Copy (Ctrl + C): Select text and copy it to the virtual clipboard
to duplicate it elsewhere.
• Cut (Ctrl + X): Select text to remove it from its current
location and place it on the clipboard.
• Paste (Ctrl + V): Place the text from the clipboard into the
new location.
• Find and Replace (Ctrl + H): This is an incredibly useful tool for
making bulk changes.
• Find: Quickly locate a specific word or phrase in your
document.
• Replace: Find a word and automatically replace it with another.
This is great for correcting a repeated mistake or changing a
name throughout a document.
• Spell Check & Grammar: Go to the Review tab and click
Spelling & Grammar. Word will scan your document and offer
suggestions for correcting misspelled words and grammatical errors.

Setting
the Views
of a
Document
You can change how your document is displayed on the
screen without changing how it will print. Use the View
buttons in the bottom-right corner or go to the View
tab.
Change
Print Layout: This is the default view. It shows you
exactly how the document will look when printed,
including margins, headers, and footers.
Print
Read Mode: This view optimizes the document for
reading on a screen. It hides most of the toolbars and
displays the text in easy-to-read columns.
Read
Web Layout: This view shows you how your document
would look if it were saved as a web page.
Web

Activity: Create and Edit a Simple Self-
Introduction Document in MS Word
• Step 1: Open and Prepare
• Go to File > New > Blank
document.

Activity:
Create and
Edit a
Simple Self-
Introduction
Document
in MS Word
Step 2: Type Your Content
TITLE – “About me”
• My name is [Your name], I am [Age]
years old. I am currently studying at
[School Name], taking up [Course,
Year and Section].
• I live at [Address].
• My interests [Your Interest].
• My hobbies [Hobbies].
• I have a few talents [Talents].
• I also have skills in [your skills].

Activity:
Create and
Edit a
Simple Self-
Introduction
Document
in MS Word
Step 3: Apply
Editing and
Formatting
Step 4: Save Your
Work
Go to File > Save
As. Name your file
"My Edited Letter"
and click Save.

2) Spreadsheet Software
In comparison to word processors, spreadsheet
software provides a distinct advantage when
working with numbers. Calculation and
functionalities are easier to represent in
spreadsheets than in word processors, and thus
effective data handling is possible. Spreadsheet
software also provides flexible presentation of
data. This software is capable of interacting with
databases, can populate fields and can also help
in automation of data creation and modification.
Spreadsheet software can be shared both online
and offline and allows for easy collaboration.
Apache OpenOffice Calc
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Common Usage
Frequency
While all are essential, some
function are used more frequently
day-to-day tasks. ‘SUM’ is often
the most common, used for quick
totals in almost dataset.

The IF function
and
VLOOKUP
function

Putting functions
into practice
• Simple Sales activity. By
applying our functions,
we can instantly
transform raw data into
clear, actionable
insights.

3) Presentation Software
Presentation software (sometimes called "presentation graphics") is a category
of application program used to create sequences of words and pictures that tell
a story or help support a speech or public presentation of information.
Presentation software can be divided into business presentation software and
more general multimedia authoring tools, with some products having
characteristics of both.
 Business presentation software –This software emphasizes ease and
quickness of learning and use.
Multimedia authoring software –This software enables you to create a
more sophisticated presentation that includes audio and video
sequences.
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Other Applications Include:
1) Database Management Software
Database is a powerful and convenient way to organize
information it allows you to update records in bulk, cross-
reference records in different tables and retrieve all records that
match certain criteria – all extremely tough or impossible
functions in a spreadsheet. And similar to spreadsheet tables,
database tables consist of rows and columns, with each column
containing a different attribute and each row corresponding to a
single record.

Microsoft Office (2007) - Access

2) Project Management Software
Project management software is meant for organisations to manage large-
scale projects from start to finish, while allowing employees at different
levels to contribute their input in the process. All project management
software caters to the primary functions of project management –
planning, scheduling, resource allocation, communication and
documentation. They can help create and assign tasks, track time for all
tasks, notify about deadlines and status reports and provide updatable
calendars to include scheduled meetings, dates and contacts.

Microsoft Office (2016) - Project

2) Collaboration Software
Collaboration software is an umbrella
term for a wide variety of products, as
technically any software that helps with
communication, conferencing or co-
ordination can be termed collaboration
software. Collaboration software
usually encompasses anything from
email to discussion boards to document
management, project management,
intranet, workflow tools, and even
instant messaging. Sharepoint 360

WORD PROCCESSOR
Software used on a computer to perform word processing; a
keyboard-operated terminal usually with a video display and a
magnetic storage device for use in word processing; software (as
for a computer system) to perform word processing
(e.g. Kingsoft Writer, OpenOffice Writer, WordGraph, AbleWord,
AbiWord, Jarte, RoughDraft, WriteMonkey, FocusWriter, Judoom,
Aedit)

Parts of Word Proccessor (Microsoft Word 2007)
1. TITLE BAR – displays the name of the currently active word document
2. RULER BAR – allows you to format the vertical and horizontal alignment
of a text in a document
3. TOOL BARS – word has a number of tool bars that help you perform
task faster and with great ease. (e.g. Standard Tool Bar, Formatting Tool
Bar)
4. STATUS BAR – displays information about the currently active document
5. SCROLL BAR – allows scrolling the content or body of document
6. WORDSPACE – area in the document window where text can be entered
7. MENU BAR – contains menus doing separate tasks
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https://www.thoughtco.com/what-is-a-mail-merge-3539915
MAIL MERGE AND LABEL GENERATION
Mail merge is a tool that simplifies the creation of a set of
documents that are similar but contain unique and variable data
elements by linking a database that contains those data elements
to a document. The document contains merge fields where that
unique data will be populated.
Mail merge saves you time and effort by automating the process
of entering standardized pieces of data like names and
addresses into a document.
For example, a form letter could be linked to a group of
contacts in Outlook, and the letter might have a merge field for
each contact's address, and one for the corresponding contact's
name as part of the letter's salutation.

HOW TO MAIL MERGE ADDRESS LABELS USING EXCEL AND
WORD (OFFICE 2013)
STEP 1 Create an address file in
Microsoft Excel by inserting
names and addresses in the
following manner:
STEP 2 Row 1 should have the headings
before you start to add the addresses from
row 2 onwards. Save the file and
remember the location and name and
close the excel.
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STEP 4
STEP 3 Open Word and go to
"Tools/Letters" and "Mailings/Mail
Merge". If it doesn’t open go to
View/Task Pane and click on it. The
Task Panel should appear
Fill the Labels radio button
In the Task Panel.

STEP 6
STEP 5 Click on Label Options
and choose the label you are using
from the list. Click OK once you
have chosen.
Click on Next: "Select
Recipients".

STEP 8
STEP 7 Click on "Browse" and
browse to the file you just saved in
Excel and saved in My
Documents. Open this file and a
dialog box will open. All recipients
should be selected by default. If not,
do so and click OK.
Click on Next: "Arrange
your labels".

STEP 10
STEP 9 Click on "More items..." Leave Database fields
(top right) selected and click on the fields you want inserted.
Click on them in the order they will appear on the label. This is
normally First Name, Last Name, Street Address, City, county,
Postal code. Ignore the fact that they all end up on a single line,
when you're done selecting you can add spaces and carriage
returns where you want them on the label. When you have all
fields inserted click OK. If you forget one place the cursor where
you want it to go (the field to the right of the cursor will
probably turn gray—that's OK), then click on "More items..."
again and choose the field you want to add. Click CLOSE
on the window once you have finished inserting all the fields
you require
Add spaces and carriage
returns so the label looks
correct. Ignore it when the field after
the location for either one turns grey
the space will be added instead of
replacing the field.

STEP 12
STEP 11 STEP 13
If everything is where you
want it click on Update All
Labels. You should see the
fields copied to all labels.
Click on Next: "Preview
your labels".
If you are satisfied
click on
Next: "Complete the
Merge".

EMBEDDED FILES AND DATA
When designing a Web page, an embedded file refers to any type
of multimedia filethat you might insert, or embed into the Web
page. This includes files like graphics and
sound files. embedded command. embedded object.
www.webopedia.com/TERM/E/embedded_file.html

How to Insert or Embed a File Into a Word Document
STEP 1 Open the document you want
to embed the file into. Double-click on the
Word file you want to embed a file into.
Once open, click on the area of the
document where you want to embed the
file.
STEP 2 Select “Insert.” Word 2007 introduces
ribbons to the user interface, which are icons for
different functions you select for each menu bar. In
an open document you wish to embed a file into, click
on “Insert” in the menu bar at the top.

STEP 4
STEP 3 Locate the file to embed. A
dialog box should open, allowing you to
select the Insert File options. Click on the
“Create from File” tab, which should let
you select a file by clicking “Browse.”
Navigate to the file you want to insert,
and click “Open.”
Select “Object.” The ribbon should
change to insert commands, and under the Text
category, click “Object.” An expanded menu
should come out. Select “Object” again.

STEP 5
Finalize the embedding. In the Create
from File tab, tick the “Display as icon” box.
Click “OK” to finalize it, and an icon should
appear, showing the file type and the file name of
the embedded file.
Double-clicking the icon will open the embedded
file.

INTEGRATING IMAGES AND
EXTERNAL MATERIALS IN WORD PROCESSORS
Integrating means to put together parts or elements to create
something. when integrating external materials here are the
allowed kind of materials:
•Pictures (.JPG, .GIF, .PNG)
•Clipart (.GIF)
•Shapes
•Smart Art
•Chart
•Screenshots
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In Microsoft Word all of
these materials can be
applied by clicking
“Insert” on the upper
left of the screen after
“Home” and you can
easily select and insert
whatever materials
you’ll need.
https://prezi.com/bnyder8ad2do/integrating-images-and-external-materials/

LESSON-3-Introduction-to-Office-Suite.pptx

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