Word Processing and Spreadsheet Tools

Word Processor

• A device or software capable of creating, storing, and printing text documents.
• Enables writing, modifying, displaying, saving, and printing text documents.

Word Processing Software

• Common technology tool for creating resumes, business correspondence, blog posts, novels, etc.
• Examples:
  • Microsoft Word: Widely used, rich formatting, mail merge, collaboration tools.
  • Google Docs: Cloud-based, real-time collaboration.
  • LibreOffice Writer: Free, open-source alternative.
  • Apple Pages: Mac-exclusive with creative design.
• Common uses include writing reports, creating resumes, formatting business documents, automating document creation.

Document Creation

1. Open the application (e.g., MS Word, Google Docs).
2. Create a new document.
3. Save using "Save As" and choose a format (e.g., .docx, .pdf, .rtf, .odt, .txt, .bmp, .tiff).

Basic Editing Features

• Cut, Copy, Paste: Move or duplicate text.
• Undo, Redo: Correct mistakes quickly.
• Find and Replace: Efficiently locate and replace words.
• Shortcut Keys:
  • Ctrl + S: Save
  • Ctrl + C/X/V: Copy/Cut/Paste
  • Ctrl + Z/Y: Undo/Redo

Formatting a Document

Font Formatting

• Change font style, adjust size, apply bold/italic/underline.
• Use highlighting and text color.

Paragraph Formatting

• Alignment, line spacing, indentation, bullets.
• Borders & Shading for emphasis.

Page Formatting

• Margins, orientation (portrait/landscape), headers & footers, columns.

Formatting Shortcuts

• Ctrl + Shift + N: Clear Formatting
• Ctrl + E: Center Align
• Ctrl + J: Justify

Inserting Formatting Objects

• Access via the "Insert" tab.
• Insert images, shapes, tables, charts, text boxes.

Tables and Charts

Creating a Table

1. Insert > Table, select rows & columns.
2. Format with Table Styles.

Inserting a Chart

1. Insert > Chart.
2. Enter data and customize.

Printing & Exporting

• Preview, adjust settings, and print.
• Export as PDF, Word, or web page.

Mail Merge

• Automates personalized documents using templates and data sources.
• Common uses: mass emails, certificates, mailing labels.

Spreadsheets

Applications

• Microsoft Excel: Widely used.
• Google Sheets: Online collaboration.
• LibreOffice Calc: Free alternative.
• Apple Numbers: Mac default.

Basic Structure

• Cells, rows, columns, cell references, workbook, worksheet.

Basic Worksheet Operations

• Rename, add, delete, rearrange, hide/unhide sheets.

Working with Multiple Worksheets

• Link data across sheets with formulas.

Text and Cell Formatting

• Bold, italic, underline, font size & color, cell borders, alignment.

Number & Conditional Formatting

• Format numbers, currency, percentages, dates.
• Highlight cells based on conditions.

Creating and Using Charts

• Select data, insert chart, customize.
• Tips: Use titles, avoid overloading data.

Printing & Exporting

• Preview layout, set margins, headers & footers.
• Export as PDF, CSV, Excel.

Presentation Software

Applications

• Microsoft PowerPoint: Widely used.
• Google Slides: Cloud collaboration.
• LibreOffice Impress: Free, open-source.
• Apple Keynote: Mac users.

Key Components of a Presentation

• Objective, audience analysis, content structure, visuals, call to action, conclusion, interaction, delivery.

Creating a New Presentation

1. Open application, choose presentation type.
2. Save as .pptx or .odp.

Adding & Organizing Slides

• New slide (Ctrl + M), choose layout, rearrange, delete.
• Best Practices: Keep it simple, consistent theme, avoid text overload.

Adding and Formatting Text

• Click text box to add, change font type, size, alignment.
• Tips: Use large, easy-to-read fonts.

Adding Charts

• Insert > Chart, enter data, customize.
• Tips: Use best chart types for clarity.

Adding Graphical Objects

• Insert and format images, shapes, icons, videos, audio.
• Best multimedia practices: High-quality images, short videos.

Animations & Printing

• Add animations to objects, control timing.
• Print setup: Choose slide layout, export as PDF or video.