CHAPTER. Office Suite Basics INTRODUCTION INTRODUCTION TO MS-OFFICE

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1 CHAPTER 1 Office Suite Basics INTRODUCTION Letter writing, report generation, data maintenance, numerical calculations and analysis, chart preparation, subject presentations etc. are the activities, which are performed in almost every office. Office suites are the software packages, which are designed and developed to automate day-to-day office activities and make the working easy. Office suites are basically modular software packages, comprising of many independent modules. Each module works independently and takes care of specific type of activities. For example, most of the office suites comprise of word processors, electronic spreadsheets, database management systems etc. Word processors take care of letter writing type of activities while electronic spreadsheets help in numerical data analysis and chart preparation etc. Database management systems perform data storage and retrieval activities on computer. Although modules of an office suite work independently but they can also exchange data and information among them. For example, data of word processor can be exported to electronic spreadsheet and utilized there. Similarly a chart prepared in electronic spreadsheet could be imported in word processor document to make it more effective and meaningful. All software modules of office suite, put together, take care of most of the office needs and help in building paperless environment. Their versatility and wide scope of operations have made them quite popular. Their acceptability is increasing day by day. Be it any office, one can find people making use of one office suite or the other. MS Office, Lotus Smart Suite, Open Office etc. are few popular office suite softwares, which are being commonly used all across the world for computerizing office activities. In this book we will mainly deal with MS-Office and its component software modules. INTRODUCTION TO MS-OFFICE MS-Office is one of the most popular office suite softwares that are being used these days. It has been designed and developed by Microsoft Corporation of U.S.A. MS-Office is a collection of many integrated software packages, which help in automating office activities. It comprises of following software components: 1. MS-Word 2. MS-Excel

2 2 Information Technology & C Language 3. MS-PowerPoint 4. MS-Access 5. Outlook 6. FrontPage Each software component is designed to automate specific type of activity and interact with other components. A brief introduction of these software components is given below. MS-Word MS-Word is word processing software. It is mainly designed to replace typewriters and perform typing activities on computer. Its features and facilities enable easy typing, attractive formatting and impressive printing. Be it a small note, large document or a voluminous report, all can be very effectively generated through MS-Word. A detailed description of its features, facilities and working is given in later chapters of this book. MS-Excel MS-Excel is an electronic spreadsheet. It is mainly used for maintaining numerical data, presenting it in the form of tables and doing numerical analysis. It also provides facilities for presenting the data in the form of bar charts, column charts, pie charts etc. MS-Excel is most suited for What-If analysis. In What-If analysis, you study the effect of change of one parameter over other parameters in a multi-parameter formula. A detailed description of MS-Excel features and its working is given in later chapters of this book. MS-PowerPoint MS-PowerPoint is a presentation software, using which impressive audio visual presentations can be prepared and slide show be played. It facilitates speakers to put their subject before audience in impressive and convincing way. Using PowerPoint, speakers add new dimensions to their talks and make them impressive. Detailed description of PowerPoint features facilities and functioning is given in later chapters of this book. MS-Access MS-Access is database management software. It enables its users to perform data storage and retrieval type of activities on computer. It takes data from the users, stores it systematically on the disk and provides mechanisms to retrieve the data of user's choice. Retrieved data can always be presented in the form of reports, which are attractive and informative. Detailed description of MS-Access is given in later chapters of this book. Outlook Outlook software is multifunction software. Its scope of operations is quite wide. It provides facilities for automating not only a single type of task but wide varieties of tasks. To familiarize you with its scope of operations, software components of Outlook are described below.

3 Calendar Chapter 1- Office Suite Basics 3 As the name indicates, this component of Outlook displays a calendar for maintaining the appointments and freezing the schedules. Once an appointment is entered in Outlook through Calendar, it reminds the user of his appointments by flashing appropriate message on the screen. In other words, you can say that it works like a personal secretary to the person, who keeps track of the appointments. Contact This component of Outlook works like an on line diary for maintaining names, addresses, telephone numbers, address etc. on computer. It facilitates additions, modifications and deletions of the contacts being maintained. Task List As the name indicates, this component of Outlook is for maintaining a "To Do" list on computer. A list of all the important tasks that need to be done can be created and updated through this software. Notes This component of Outlook software serves the purpose of on-line scribbling pad. All important happenings, events, conclusions, dates etc. can be written in computer and referred later. Inbox This component of Outlook software serves the purpose of on-line letterbox. It ensures that all incoming letters get collected on local computer. Since Inbox collects all the letters on local computer, hence reading and relating them becomes quite easy. FrontPage FrontPage is basically a software tool, which provides facility for creating attractive, impressive and colorful web pages. It provides facilities to include multimedia objects like graphics, sound clippings, animation, video etc. in web pages. It is very popular software of web world. EXERCISES CHAPTER 1 Short Type Questions A. Answer most appropriate answers for the following questions: 1. Which organization designed and developed MS-Office? (a) Macrosoft (b) Microsoft (c) Metasoft (d) Office soft

4 4 Information Technology & C Language 2. Which of the following software will you use for replacing typewriters in an office. 3. Which software will you use to convert numerical data into pie chart? 4. Which software will you use to perform data storage and retrieval type of activities on computer? 5. Which of the following software is presentation software? (a) MS-Word (b) MS-Excel (c) MS-Access (d) MS-Power Point B. Fill in the blanks is a office suite software is a word processor is an electronic spreadsheet software is a database management software is a software, using which, attractive web pages can be made. C. State true or false. 11. Office Suite softwares are designed and and developed for automating office activities 12. Word processor, electronic spreadsheet and computer languages etc. are generally parts of any Office suite software. 13. MS-Office is word processing software. 14. Electronic spreadsheet is software, using which numerical data maintenance and analysis can be performed very well. 15. Calendar is a facility, which has been provided in FrontPage software. D. Answer the following questions in one or two words. 16. Name any two softwares that fall into the category of office suites. 17. Name the word processor, which is part of MS-Office. 18. Name the electronic spreadsheet, which is part of MS-Office. 19. Name that component of MS-Office, which is used for designing web pages. 20. Which software will you used to make your presentation impressive and engrossing, while talking on a subject, before audience.

5 Chapter 1- Office Suite Basics 5 Detailed Answer Type Questions E. Answer the following questions in detail: 21. What is the MS-Office? What is its purpose? Who has developed MS-Office? 22. What is word processor? What is it used for? 23. What is electronic spreadsheet? What is it used for? Name at least one spreadsheet. 24. What is MS-Access? Which type of activities are performed, using MS-Access? 25. Describe at least three activities that are provided in Outlook software. 26. Describe the purpose of FrontPage software. 27. What is Open Office and what is it used for? 28. Describe Calendar facility of Outlook software. 29. Describe Task list facility of Outlook software. 30. Describe Inbox facility of Outlook software. ****