WINDOWS BASED PC SOFTWARE

UNIT-1
Introduction to MS Office
Microsoft Office (MS Office) is a suite of productivity software developed by Microsoft. It is one of the
most widely used software packages in the world, designed to help users with tasks such as creating
documents, spreadsheets, presentations, and managing emails and databases.

Key Components of MS Office

1. Microsoft Word
o A word processing application.
o Used for creating, editing, and formatting documents such as letters, reports, and resumes.
2. Microsoft Excel
o A spreadsheet program.
o Used for data organization, calculations, graphing tools, pivot tables, and more.
o Popular for budgeting, financial analysis, and data management.
3. Microsoft PowerPoint
o A presentation software.
o Used to create slide shows composed of text, images, charts, and multimedia.
o Widely used for business presentations, educational lectures, and personal projects.
4. Microsoft Outlook
o An email client and personal information manager.
o Offers email communication, calendar scheduling, contact management, and task tracking.
5. Microsoft Access
o A database management system.
o Used to store, manage, and retrieve data efficiently.
o Ideal for small-scale database applications.
6. Microsoft OneNote
o A digital note-taking app.
o Allows users to capture text, drawings, screen clippings, and audio notes in one place.

Versions of MS Office

MS Office is available in various versions:

 MS Office 2016
 MS Office 2019
 MS Office 2021
 Microsoft 365 (formerly Office 365) – A cloud-based subscription service with continuous updates
and online features.
Benefits of Using MS Office

 User-friendly interface
 Integration across different applications
 Time-saving features (templates, formulas, automation)
 Compatibility with various file formats
 Strong support and updates from Microsoft

Common Uses in Real Life

Application Common Use Cases

Word Writing reports, essays, letters
Excel Budgeting, financial analysis, data tracking
PowerPoint Business and academic presentations
Outlook Sending/receiving emails, scheduling meetings
Access Managing inventory, small business databases
OneNote Class notes, meeting minutes, personal journals

Microsoft Office Assistant Introduction

Microsoft Office Assistant was an interactive help feature included in earlier versions of Microsoft Office
(like Office 97 to Office 2003). It provided tips, help topics, and step-by-step guidance for users while
working with Office programs like Word, Excel, and PowerPoint.

Key Features of MS Office Assistant:

 Interactive Help: Offered help using a character (like "Clippy" the paperclip) that users could click
on to get assistance.
 Search Functionality: Allowed users to type questions and get answers quickly.
 Task-Based Tips: Suggested actions based on what the user was doing (e.g., writing a letter).
 User-Friendly: Designed to assist beginners with common Office tasks.

Popular Assistant Characters:

Name Appearance Description

Clippy Paperclip Most famous assistant; animated and talkative
Merlin Wizard Offered magical-themed help
Rover Dog Friendly, helpful virtual dog
Links Cat A cute animated cat assistant
Why It Was Removed:

Microsoft removed the Office Assistant in later versions (after Office 2003) due to user feedback. Many
found it distracting rather than helpful. Modern Office versions now use a more advanced Help system and
AI-based assistants like Copilot in Microsoft 365 for smarter, context-aware support.

Word Menus

1. File

 Used for file management tasks.

 Options: New, Open, Save, Save As, Print, Share, Export, Close.

2. Home

 Contains the most commonly used features.

 Tools: Clipboard (cut/copy/paste), Font formatting, Paragraph alignment, Styles, Editing.

3. Insert

 Lets you add elements into your document.

 Tools: Tables, Pictures, Shapes, Charts, Links, Header & Footer, Page Number.

4. Design

 Used to change the look of the entire document.

 Tools: Themes, Colors, Fonts, Effects, Page Borders.

5. Layout (or Page Layout)

 Controls page formatting and layout.

 Tools: Margins, Orientation (portrait/landscape), Size, Columns, Breaks, Indents.

6. References

 Used mainly in academic or professional documents.

 Tools: Table of Contents, Footnotes, Citations, Bibliography, Captions, Index.

7. Mailings

 Used for creating mail merge documents.

 Tools: Envelopes, Labels, Start Mail Merge, Insert Merge Fields.

8. Review

 For reviewing and editing documents collaboratively.

 Tools: Spelling & Grammar, Thesaurus, Word Count, Comments, Track Changes, Compare.
9. View

 Controls how the document is displayed on your screen.

 Tools: Read Mode, Print Layout, Web Layout, Zoom, Ruler, Gridlines, Navigation Pane.

10. Help

 Provides access to Word support and tips.

 Tools: Help topics, Feedback, Contact support.

Microsoft Word Bars

1. Title Bar

 Located at the top of the window.

 Displays the name of the document and the application (Microsoft Word).
 Also includes Minimize, Maximize/Restore, and Close buttons.

2. Quick Access Toolbar

 Located above or below the Ribbon (usually top-left).

 Provides one-click access to frequently used commands like:
o Save
o Undo / Redo
o Print
o Customize with your favorite tools

3. Ribbon

 The main toolbar in Word, organized into tabs (Home, Insert, Design, etc.).
 Each tab contains groups of related commands.
o Example: Home tab includes font, paragraph, and style options.
 It can be shown or hidden using the arrow icon on the right side.

4. Ruler Bar

 Found below the Ribbon and to the left of the page (horizontal and vertical).
 Helps with:
o Setting margins
o Indenting paragraphs
o Aligning text and objects
5. Scroll Bars

 Located on the right (vertical) and bottom (horizontal) edges.

 Used to navigate through the document.

6. Status Bar

 Found at the bottom of the window.

 Shows information like:
o Page number
o Word count
o Language
o Spelling check
o Zoom slider

7. Navigation Pane (optional)

 Can be turned on via the View tab.

 Helps you quickly jump to headings, pages, or search results in a long document.

Creating a File

1. Open Microsoft Word

o Click on the Word icon on your desktop or from the Start menu.
2. Create a New Document
o On the opening screen, click “Blank Document”.
o Alternatively, go to File > New > Blank Document.
3. Start Typing
o The new document is ready. You can start typing your content.
4. Save the Document
o Go to File > Save As.
o Choose the location where you want to save the file (e.g., Documents, Desktop).
o Enter a file name.
o Click Save.
o Word files are saved with a .docx extension by default.
5. Edit and Format
o Use the Home tab to format text (font, size, color, alignment).
 o Add images, tables, etc., from the Insert tab.
6. Save Regularly
o Click the Save icon on the Quick Access Toolbar or press Ctrl + S to save your work as you
go.
7. Close the Document
o Click File > Close, or simply click the “X” in the top-right corner of the window.

 Use “Ctrl + N” to quickly open a new document.

 You can also use templates by going to File > New > Choose a Template.

Saving a File

Steps to Save a Document:

1. Save for the First Time ("Save As")

1. Click on the File tab (top-left corner).

2. Select Save As.
3. Choose a location:
o This PC or Browse to choose a folder.
o OneDrive to save online (if signed in).
4. Enter a File Name.
5. Click Save.

The file will be saved with the extension .docx (default Word format).

To Save Updates (After First Save)

 Just click the Save icon (💾) on the top-left Quick Access Toolbar
OR
 Press Ctrl + S on your keyboard.

Save in Other Formats (Optional)

To save in a different format:

 Go to File > Save As.

 Under “Save as type,” choose:
o PDF (.pdf)
o Word 97–2003 Document (.doc)
o Plain Text (.txt)
 o Rich Text Format (.rtf)

 AutoSave (in Microsoft 365) automatically saves your document to OneDrive.

 Use meaningful file names so it’s easy to find your document later.

Importing a File

"Importing a file" means opening or inserting a document or other content into a Word file. There are two
common ways to do this:

1. Opening an Existing File (Import to View or Edit)

If you want to open a file created earlier (Word, PDF, Text, etc.):

Steps:

1. Open Microsoft Word.

2. Click on File > Open.
3. Choose the location (e.g., This PC, Documents, or Browse).
4. Select the file you want to open (e.g., .docx, .doc, .pdf, .txt).
5. Click Open.

Word will import and open the file so you can view or edit it.

2. Inserting Content from Another File (Import into a Current Document)

If you already have a Word document open and want to insert another file’s content into it:

Steps:

1. Place the cursor where you want to insert the content.

2. Go to the Insert tab.
3. Click Object (on the right side of the ribbon), then choose Text from File.
4. Browse to the file you want to import (another Word file, text file, etc.).
5. Select it and click Insert.

Supported File Types:

 .docx, .doc – Microsoft Word

 .pdf – Portable Document Format (can be opened and edited)
 .txt – Plain Text
 .rtf – Rich Text Format
Exporting a File

Exporting means saving your Word document in another format (such as PDF, XPS, or a different file
type), so it can be shared, printed, or used in other programs.

Steps to Export a Word File:

1. Open your Word document.

2. Click on the File tab (top-left corner).
3. Click Export from the side menu.
4. Choose one of the following options:

1. Create a PDF/XPS Document

 Click Create PDF/XPS.

 Choose a location to save the file.
 Click Publish.

Best for sharing documents that should not be edited.

2. Change File Type

 Click Change File Type under Export.

 Choose a format like:
o Word 97–2003 Document (*.doc)
o Plain Text (*.txt)
o Rich Text Format (*.rtf)
o Web Page (*.html)
 Click Save As, choose the location and file name, and click Save.

Useful for making your document compatible with older software or different platforms.

 PDF files preserve formatting and are easy to share.

 Use .docx for full compatibility with newer Word versions.
 Use .txt or .rtf for simple text without formatting.

Inserting Files

You can insert a file into your document to embed its contents or link it for reference.

To Insert Text from Another File:

 1. Open your Word document.
2. Go to the Insert tab.
3. Click on Object (far right in the ribbon).
4. Choose Text from File.
5. Browse and select the Word or text file.
6. Click Insert.

This will import the contents of the file into your document.

To Insert a File as an Object (Embedded or Linked):

1. Go to Insert > Object > Object...

2. In the dialog box:
o Choose Create from File.
o Click Browse and select the file (Word, Excel, PDF, etc.).
o Check Link to file to link it (updates if the source changes), or leave it unchecked to embed
it.
3. Click OK.

An icon or preview of the file will appear inside your Word document.

In Microsoft Excel

1. Open your Excel sheet.

2. Go to the Insert tab.
3. Click Text > Object.
4. Choose Create from File, then browse and insert the file.
5. Optionally check Link to file.
6. Click OK.

Useful for attaching Word documents or PDFs inside Excel files.

In Microsoft PowerPoint

1. Open your presentation.

2. Go to the Insert tab.
3. Click Object.
4. Choose Create from File, browse and select the file.
5. Click OK.

Ideal for inserting documents or charts into a slide.

Embedded files stay inside the document, increasing file size.

Linked files update automatically but require the source file to remain in its original location.

Formatting Pages
Key Page Formatting Features:

1. Page Orientation

 Choose how the page is displayed:

o Portrait (vertical)
o Landscape (horizontal)

How to change:

 Go to the Layout tab (or Page Layout).

 Click Orientation.
 Select Portrait or Landscape.

2. Page Size

 Select paper size such as A4, Letter, Legal, etc.

How to change:

 Under the Layout tab, click Size.

 Pick the preferred page size.

3. Margins

 Set the space between the edge of the paper and your text.

How to change:

 Go to Layout > Margins.

 Choose a preset margin or click Custom Margins to set your own.

4. Columns

 Split text into two or more columns.

How to set:

 Go to Layout > Columns.

 Choose the number of columns (One, Two, Three, etc.).

5. Page Breaks

 Insert breaks to start new pages.

How to insert:

 Place the cursor where you want a break.

 Go to Insert > Page Break
OR
 Press Ctrl + Enter.

6. Line Numbers

 Add line numbers to the side of the page for reference.

How to add:

 Go to Layout > Line Numbers.

 Choose the desired numbering style.

7. Headers and Footers

 Add text or images at the top (header) or bottom (footer) of every page.

How to add/edit:

 Go to Insert > Header or Footer.

 Choose a style or create your own.
 Insert page numbers, date, author name, etc.

 Use Page Setup dialog (found under Layout > Margins > Custom Margins) for advanced settings.
 Use Print Preview (File > Print) to see how your formatted page looks before printing.

Formatting Paragraphs
Key Paragraph Formatting Options:

1. Alignment

 Controls how text lines up horizontally.

o Left Align (default) — aligns text to the left.
o Center Align — centers text.
o Right Align — aligns text to the right.
o Justify — aligns text evenly along both margins.

How to apply:

 Select the paragraph(s).

 Go to Home tab > Paragraph group.
 Click one of the alignment buttons: Left, Center, Right, or Justify.

2. Indentation

 Controls the space between the paragraph and the margins.

o First Line Indent — indents only the first line.
o Hanging Indent — first line stays at margin, rest of paragraph indents.
o Left/Right Indent — moves the whole paragraph inward.

How to apply:

 Select paragraph(s).
 Go to Layout tab (or Page Layout).
 Use the Indent Left and Indent Right boxes.
 Or use the ruler to drag indent markers.

3. Line Spacing

 Adjusts the vertical space between lines in a paragraph.

o Options: Single, 1.5 lines, Double, At least, Exactly, Multiple.

How to apply:

 Select paragraph(s).
 Go to Home > Paragraph group > Line and Paragraph Spacing (icon with up/down arrows).
 Choose spacing or click Line Spacing Options for more control.
4. Spacing Before and After

 Adds space before or after a paragraph to separate it from others.

How to apply:

 Select paragraph(s).
 Go to Layout tab > Spacing.
 Set values in Before and After boxes.

5. Bullets and Numbering

 Adds lists with bullet points or numbers.

How to apply:

 Select text.
 Go to Home > Paragraph group.
 Click Bullets or Numbering.

6. Borders and Shading

 Adds borders or background colors to paragraphs.

How to apply:

 Select paragraph(s).
 Go to Home > Paragraph group > Borders dropdown.
 Choose border styles or shading color.

 Use the Format Painter tool (Home tab) to copy paragraph formatting.
 Use keyboard shortcuts:
o Ctrl + E: Center align
o Ctrl + J: Justify
o Ctrl + L: Left align
o Ctrl + R: Right align

Sections

What Are Sections?

  Sections are parts of a document that can have different formatting settings from the rest of the
document.
 Using sections, you can apply different:
o Page orientations (portrait/landscape)
o Margins
o Headers and footers
o Page numbering styles
o Columns

Why Use Sections?

 To format parts of your document differently.

 For example, a report might have:
o Portrait pages for text
o Landscape pages for wide tables or charts
o Different headers/footers on chapters or sections

How to Insert a Section Break:

1. Place the cursor where you want the new section to begin.
2. Go to the Layout tab (or Page Layout).
3. Click Breaks.
4. Under Section Breaks, choose one:
o Next Page — starts the new section on the next page.
o Continuous — starts the new section on the same page.
o Even Page or Odd Page — starts on the next even or odd page.

Managing Sections:

 After inserting sections, you can format each section independently.

 Example:
o Different headers/footers: double-click header/footer, then use Link to Previous toggle to
unlink.
o Change orientation, margins, columns, etc., and it will affect only the selected section.

Viewing Section Breaks:

 To see section breaks in your document:

o Go to Home tab.
o Click Show/Hide ¶ (paragraph marks button).
o Section breaks appear as dotted lines labeled Section Break (Next Page), etc.
 Feature Use
Section Break (Next Page) Starts new section on next page
Section Break (Continuous) Starts new section on the same page
Different headers/footers Customize headers/footers by section
Different page layout Change margins, orientation by section

Styles

What Are Styles?

 Styles are predefined sets of formatting instructions (font, size, color, spacing, etc.) that you can
apply to text with one click.
 Using styles helps keep your document consistent and makes it easier to update formatting across the
entire document.

Types of Styles in Word:

Style Type What It Formats

Paragraph Styles Affect entire paragraphs (e.g., Heading 1, Normal)
Character Styles Affect selected text (e.g., bold, italic within a paragraph)
Table Styles Apply formatting to tables
List Styles Format bullets and numbering

Common Built-in Styles:

 Normal — Default body text.

 Heading 1, Heading 2, Heading 3 — Used for section titles and subheadings.
 Title — Main document title.
 Subtitle — Secondary titles.
 Quote — Formats text as a blockquote.

How to Use Styles:

1. Select the text or paragraph you want to format.

2. Go to the Home tab.
 3. In the Styles group, click the style you want (e.g., Heading 1).
4. The selected text updates automatically.

Benefits of Using Styles:

 Consistency: Ensures uniform formatting throughout your document.

 Easy Updates: Modify a style once, and all text with that style updates automatically.
 Navigation: Headings styled with Heading 1, 2, etc., can be used to generate a Table of Contents.
 Accessibility: Makes documents easier to read and navigate.

Creating or Modifying a Style:

 In the Styles group, click the small arrow at the bottom-right to open the Styles pane.
 Click New Style to create a custom style.
 Right-click an existing style and select Modify to change it.

Fonts and Font Sizes

What is a Font?

 A font is the design or style of text characters (letters, numbers, symbols).

 Examples: Arial, Times New Roman, Calibri, Verdana, Comic Sans.

Changing Fonts in Word:

1. Select the text you want to change (or place the cursor to set font before typing).
2. Go to the Home tab.
3. In the Font group, click the Font dropdown menu.
4. Scroll through and select the desired font.

What is Font Size?

 Font size determines how big or small the text appears.

 Measured in points (pt) — common sizes: 10, 11, 12, 14, 16, 18, 24, 36.

Changing Font Size in Word:

 1. Select the text you want to resize.
2. In the Home tab > Font group, click the Font Size dropdown.
3. Choose a preset size or type a custom size and press Enter.

Font & Size

 Default font in many Word versions is Calibri, 11 pt.

 Use larger font sizes for headings (e.g., 14-24 pt).
 Use smaller font sizes for footnotes or captions (e.g., 8-10 pt).
 Use keyboard shortcuts:
o Ctrl + Shift + > to increase font size.
o Ctrl + Shift + < to decrease font size.

Additional Font Formatting Options:

 Bold (Ctrl + B)
 Italic (Ctrl + I)
 Underline (Ctrl + U)
 Font Color (choose from the font color button)
 Text Effects (shadow, outline, glow)

Editing Text

Basic Text Editing Actions

1. Selecting Text

 Click and drag your mouse over the text to highlight it.
 Or hold Shift and use arrow keys to select text.
 Double-click a word to select it.
 Triple-click a paragraph to select the whole paragraph.

2. Inserting Text

 Place the cursor where you want to add text.

 Start typing — the new text will appear at the cursor.
3. Deleting Text

 Select text and press Delete or Backspace.

 Or place the cursor after a character and press Backspace to delete backward.
 Place the cursor before a character and press Delete to delete forward.

4. Copy, Cut, and Paste

 Copy: Select text and press Ctrl + C.

 Cut: Select text and press Ctrl + X.
 Paste: Place cursor and press Ctrl + V to insert copied/cut text.

5. Undo and Redo

 Undo: Press Ctrl + Z to reverse your last action.

 Redo: Press Ctrl + Y to redo an undone action.

6. Find and Replace

 Press Ctrl + F to open the search box and find specific text.
 Press Ctrl + H to open Replace dialog to find text and replace it with new text.

 Use Ctrl + A to select the entire document.

 Use Shift + Arrow keys to select text precisely.
 Use the right-click menu for quick options like cut, copy, paste, and synonyms.

Positioning and Viewing a Text

Positioning Text

1. Text Alignment

 Controls horizontal placement of text:

o Left Align: Text lines up on the left margin (default).
o Center Align: Text is centered horizontally.
o Right Align: Text lines up on the right margin.
o Justify: Text spreads evenly between left and right margins.
How to change:

 Select the text.

 Go to Home tab > Paragraph group.
 Click the desired alignment button.

2. Indentation

 Moves paragraph text inward from margins.

o First Line Indent: Indents the first line only.
o Hanging Indent: Indents all lines except the first.
o Left/Right Indent: Moves the whole paragraph inward.

How to adjust:

 Use the ruler at the top to drag indent markers.

 Or go to Layout tab > Indent Left/Right.

3. Line and Paragraph Spacing

 Adjusts vertical space between lines or paragraphs.

 Can increase readability or fit more text on a page.

How to change:

 Select text.
 Go to Home tab > Paragraph group > Line and Paragraph Spacing icon.
 Choose spacing or click Line Spacing Options.

4. Tabs and Tab Stops

 Set custom horizontal stops to align text (like columns).

 Useful for creating lists or forms.

How to set:

 Click on the ruler where you want a tab stop.

 Press Tab key to jump to that position.

Viewing Text
1. Zoom In/Out

 Adjusts how large text appears on screen without changing actual font size.

How to adjust:

 Use the Zoom slider at the bottom-right corner.

 Or go to View tab > Zoom and choose a percentage.

2. View Modes

 Change how the document looks on screen:

View Mode Description

Print Layout Shows how the document will print (default)

Web Layout Displays as a webpage

Read Mode Optimized for reading on screen

Outline Shows document structure with headings

Draft Simplified view for quick editing

How to change:

 Go to View tab.
 Choose a view mode.

3. Navigation Pane

 Helps jump between headings, pages, or search results.

How to open:

 Go to View tab.
 Check Navigation Pane.

What is a Bookmark?

 A bookmark is a way to mark a specific place or section in your document.

 It helps you quickly jump to that spot later without scrolling.
 Useful for long documents, references, or cross-referencing.
How to Insert a Bookmark:

1. Select the text or place the cursor where you want the bookmark.
2. Go to the Insert tab.
3. Click Bookmark (in the Links group).
4. In the dialog box, enter a name for your bookmark (no spaces).
5. Click Add.

How to Use Bookmarks:

 To go to a bookmark:
1. Go to Insert > Bookmark.
2. Select the bookmark name from the list.
3. Click Go To.
 You can also link to bookmarks within the document using hyperlinks.

 Bookmark names must start with a letter and can include numbers but no spaces.
 Bookmarks are invisible in the document but can be shown by going to File > Options > Advanced,
and under Show document content, check Show bookmarks.
 UNIT – II

TABS

What are Tabs?

 Tabs are used to align text horizontally in a document.

 Instead of using spaces, tabs create evenly spaced stops for text placement.
 Useful for creating columns, lists, or forms.

Types of Tabs:

Tab Type Description

Left Tab Text aligns to the left at the tab stop.
Center Tab Text centers on the tab stop.
Right Tab Text aligns to the right at the tab stop.
Decimal Tab Aligns numbers around a decimal point.
Bar Tab Draws a vertical line at the tab stop.

How to Set Tabs:

1. Show the Ruler (View tab > check Ruler).

2. Click the tab selector at the far left of the ruler to choose tab type.
3. Click on the ruler where you want to set a tab stop.
4. Press Tab key on the keyboard to jump to the tab stop.

How to Clear Tabs:

 Drag the tab marker off the ruler to remove it.

  Or go to Home > Paragraph Settings > Tabs... and clear specific tab stops.

 Use tabs instead of spaces for better alignment.

 Decimal tabs are great for aligning numbers with decimals.

TABLES

What is a Table?

 A table organizes data into rows and columns.

 Useful for displaying structured information like lists, schedules, and data comparisons.

How to Insert a Table:

1. Go to the Insert tab.

2. Click Table.
3. Drag to select the number of rows and columns or click Insert Table... for a custom size.
4. The table appears in your document where the cursor is.

Basic Table Formatting:

 Add or delete rows/columns: Right-click inside the table > Insert or Delete.
 Resize cells: Drag cell borders.
 Merge cells: Select cells > Right-click > Merge Cells.
 Apply styles: Go to Table Design tab to pick colors, borders, and styles.
 Adjust alignment: Select cells and use alignment buttons in the Layout tab.

 Press Tab to move to the next cell.

 Press Shift + Tab to move to the previous cell.
 Press Enter inside a cell to add a new line.

Finding and Replacing Text

1. Finding Text
  To search for a specific word or phrase in your document:

How to find:

 Press Ctrl + F on your keyboard

OR
 Go to the Home tab and click Find (in the Editing group).
 A navigation pane or search box appears.
 Type the word or phrase you want to find.
 Word highlights all occurrences in the document.
 Use the arrows to jump to each occurrence.

2. Replacing Text

 To replace a specific word or phrase with something else:

How to replace:

 Press Ctrl + H on your keyboard

OR
 Go to the Home tab and click Replace (in the Editing group).
 The Find and Replace dialog box opens.
 In Find what: type the word or phrase you want to find.
 In Replace with: type the new word or phrase.
 Click:
o Find Next to locate the next occurrence.
o Replace to replace the current occurrence.
o Replace All to replace all occurrences at once.

3. Advanced Options

 Click More >> in the Find and Replace dialog to access options such as:
o Match case (searches with exact capitalization).
o Find whole words only.
o Use wildcards for complex searches.

 Use Ctrl + F for quick searching.

 Use Ctrl + H when you want to make changes to the text.
 Always review replacements if you use Replace All to avoid mistakes.

Inserting Page Breaks in MS Word

What is a Page Break?

 A page break forces the text to start on a new page.

 Useful for separating chapters, sections, or starting new content.

How to Insert a Page Break:

1. Place the cursor where you want the new page to begin.
2. Go to the Insert tab.
3. Click Page Break.
OR
4. Press Ctrl + Enter on your keyboard.

Inserting Page Numbers

Why Add Page Numbers?

 Helps readers navigate documents.

 Essential for reports, books, and long documents.

How to Insert Page Numbers:

1. Go to the Insert tab.

2. Click Page Number (in the Header & Footer group).
3. Choose the location:
o Top of Page (Header)
o Bottom of Page (Footer)
o Page Margins
o Current Position (where your cursor is)
4. Select a page number style from the gallery.
5. Page numbers will appear on all pages automatically.

 To format page numbers (like changing numbering style or starting number):

o Click Page Number > Format Page Numbers.
 To remove page numbers:
o Click Page Number > Remove Page Numbers

Inserting Bookmarks
 1. Create a Bookmark:
o Place your cursor where you want the bookmark.
o Go to the Insert tab on the ribbon.
o In the Links group, click on Bookmark.
o Type a name for your bookmark and click Add.
2. Navigate to a Bookmark:
o You can easily go to any bookmark by clicking on Insert → Bookmark, then selecting the
bookmark from the list and hitting Go To.

Inserting Symbols that Look Like Bookmarks in MS Word (or other Office apps):

1. Insert a Symbol:
o Place your cursor where you want the symbol.
o Go to the Insert tab and select Symbol (on the far right).
o Select More Symbols.
o Scroll down to find a symbol that resembles a bookmark, or use the Unicode character for a
bookmark symbol, like 💾 (U+1F4DA).
2. Insert Custom Bookmark Icons (Font Icons):
o You can use specific fonts that include bookmark symbols, like Wingdings or Webdings.
o Example: In the Insert Symbol dialog, under "Font," select Webdings and you can find
various icons, including symbols that could resemble a bookmark.

In Excel or PowerPoint:

 The process is similar for inserting symbols; simply use Insert > Symbol to find bookmark-like
symbols or icons.
 For navigation bookmarks, you would generally use hyperlinks or shapes with actions.

SYMBOLS
In Microsoft Office (Word, Excel, PowerPoint), you can insert various symbols such as arrows, currency
signs, mathematical symbols, special characters, and more. Here’s how to do that across different Office
apps:

1. Inserting Symbols in MS Word, Excel, or PowerPoint

Using the Insert Tab:

1. Open your document in Word, Excel, or PowerPoint.

2. Navigate to the Insert tab on the ribbon.
3. In the Symbols group (on the far right), click on Symbol.
4. A drop-down menu will appear. You can:
o Choose More Symbols to open a dialog box with many more options.
o Select a Recently used symbol (if you've used one recently).

Step-by-Step for Symbol Insertion:

1. Insert Tab → Symbol → More Symbols.

2. The Symbol dialog box opens.
3. Choose the font (e.g., Calibri, Arial, or Wingdings).
 4. Browse through the list or select a Character code from the Unicode range (e.g., U+00A9 for
copyright).
5. Click on the symbol you want, then Insert.

2. Some Common Symbol Categories You Can Insert:

Currency Symbols:

 Dollar sign: $
 Euro sign: € (Unicode U+20AC)
 Pound sign: £ (Unicode U+00A3)
 Yen sign: ¥ (Unicode U+00A5)

Mathematical Symbols:

 Plus: +
 Minus: − (Unicode U+2212)
 Multiplication: × (Unicode U+00D7)
 Division: ÷ (Unicode U+00F7)
 Equals: =
 Greater than: >
 Less than: <

Arrows:

 → (Right arrow)
 ← (Left arrow)
 ↑ (Up arrow)
 ↓ (Down arrow)

Bullet Points and Lists:

 • (Bullet point)
 ◦ (Hollow bullet)

Stars and Other Decorative Symbols:

 ★ (Filled star)
 ☆ (Hollow star)
 ✨ (Sparkle symbol)

Miscellaneous Symbols:

 💾 (Recycling symbol)
 ⚡ (Lightning bolt)
 ♫ (Musical note)
 ☺ (Smiley face)
 ⚽ (Soccer ball)
Copyright, Trademark, and Registered Symbols:

 © (Copyright, Unicode U+00A9)

 ™ (Trademark, Unicode U+2122)
 ® (Registered trademark, Unicode U+00AE)

3. Using Shortcuts for Some Symbols:

For quicker access, you can use keyboard shortcuts:

 ©: Alt + 0169 (on the numeric keypad)

 ®: Alt + 0174 (on the numeric keypad)
 ±: Alt + 0177
 →: Alt + 26 (using numeric keypad)

4. Using Special Fonts for Symbols:

There are specific fonts designed for symbols, such as Wingdings and Webdings:

 Wingdings: This font includes various symbols, like checkmarks, arrows, and other decorative
icons.
 Webdings: Contains symbols like envelopes, phones, and other web-related icons.

You can apply these fonts by selecting the Symbol option and choosing a font like Wingdings or
Webdings to get symbols that aren’t available in regular text fonts.

5. Emoji and Other Unicode Symbols:

You can also insert emojis in Office apps like Word:

 On Windows, press Windows + . (period) to open the emoji picker and select emojis to insert
directly into your document.

Date format

In Microsoft Office applications like Word, Excel, and PowerPoint, dates can be used in different ways
depending on the context. Here's a breakdown of how dates are handled across different Microsoft Office
apps:

1. Microsoft Word:

 Inserting the Current Date:

o You can insert the current date by navigating to the Insert tab, and then choosing Date &
Time in the Text group. This will let you choose the format in which you want the date to
appear.
 Date Field:
o You can also insert a date field by pressing Ctrl + F9 and typing DATE. This will insert the
current date and time based on the system’s settings.
o You can also specify a custom format like this: { DATE \@ "MMMM dd, yyyy" }.
  Dynamic Date:
o The date inserted through fields can be updated automatically. Right-click the date and select
Update Field to refresh it.

2. Microsoft Excel:

 Date Functions:
Excel has several functions for handling dates, such as:
o TODAY(): Returns the current date (dynamic).
o NOW(): Returns the current date and time (dynamic).
o DATE(year, month, day): Creates a date based on specified year, month, and day.
o TEXT(date, "format"): Changes the display format of a date.
 Date Formatting:
You can format cells to display dates in different styles. To do this:
o Right-click the cell → Format Cells → Number tab → Date.
 Date Calculations:
You can perform calculations with dates, such as:
o =A1-B1 (subtracting dates, which returns the number of days between two dates).
o =DATE(2025,7,18) - TODAY() (to calculate how many days are left until a specific date).

3. Microsoft PowerPoint:

 Inserting a Date:
You can insert the current date by going to the Insert tab, clicking on Date & Time (in the Text
section), and then choosing your desired format.
 Dynamic Date:
Like Word, PowerPoint also supports dynamic date fields. Once you insert a date field, it can be
updated automatically.

4. Microsoft Outlook:

 Date in Calendar:
You can schedule appointments, meetings, and reminders, all of which include dates and times.
 Date Functions in Emails:
You can manually insert dates into the body of your emails or use the calendar view to set
reminders.
 Microsoft Word or MS Word (officially called word) is a graphical word processing
program by Microsoft Corporation. The purpose of MS Word is to permit the users to
type and save documents. Same to other word processors, it has various helpful tools to
make documents.
 Sometimes the data you include in your document is best displayed in columns. Not only
can columns help improve readability, but some varieties of documents—like newspaper
articles, newsletters, and flyers—are often written in column format. Word also allows
you to regulate your columns by adding column breaks.

Headers and Footers

 Headers and footers will help keep long documents organized and make them easier to
read. Text entered within the header or footer will appear on each page of the document.
Let us see a demonstration.
 Step 1. Click on the Insert menu.

 Step 2. Go under the Header & Footer column.

 Step 3. Click on the Header and choose any of the following options in the drop-down
menu.


 The Design tab will appear on the Ribbon, and thus the header or footer will appear
within the document. Here you can place Date & Time, Picture Clip, Page number Art
and other desired information.

 When you have finished editing, click Close Header and Footer within the Design tab, or
hit the Esc key.

 After you close the header or footer, it'll still be visible, but it'll be locked. We can edit it
again, you just have to double-click anywhere on the header or footer margin, and it'll
become unlocked for editing
 Steps to insert the time or date into a header or footer:
 Step 1. Click on the Date and Time option under the Insert category of the Design Tab.


  Step 2. Select a date format within the dialog box that appears.

 Step 3. Place a checkmark within the Update Automatically box if you'd like it to always
reflect the present date. Otherwise, it'll not change when the document is opened on an
old date.
 Step 4. Click OK Then date & time will appear in the Word document.

How to Add a Footnote and Endnote in a Microsoft

Word Document

Footnotes and endnotes are tools commonly used in academic, professional, and research
documents to provide additional information or cite sources without disrupting the flow of the
main text. A footnote is placed at the bottom of the page where the reference appears, while an
endnote is listed at the end of the document or chapter. These features are invaluable when you
need to add explanations, references, or comments without overcrowding your document’s
primary content.
If you’ve ever wondered how to add these elements in Microsoft Word or what the differences
are between footnotes and endnotes, this guide will walk you through the steps and show you
how to incorporate them into your documents easily. We’ll explain when to use footnotes versus
endnotes and how they can elevate the quality and professionalism of your work.
How to Add a Footnote and Endnote in a Microsoft Word Document

How to Insert Footnote in a Microsoft Word Document

Microsoft Word provides a simple and effective method to insert footnotes into your document.
Step 1: Place Your Cursor
Click at the point in the text where you want the footnote reference to appear.
Step 2: Insert the Footnote
Go to the References tab in the top menu. Click the Insert Footnote button in the Footnotes
group.
Shortcut (Windows): Press Alt + Ctrl + F to insert a footnote
Shortcut (Mac): Press Command + Option + F
Insert the Footnote

Step 3: Add Content

Word automatically adds a superscript number in the text and a matching number at the bottom
of the page. Type your footnote content in the provided space.
Add Content

Step 4: Customize Footnotes (Optional)

To format footnotes, click the Footnote & Endnote Dialog Box Launcher in the Footnotes
group. Customize numbering, layout, and location.
How to Add an Endnote in Microsoft Word
Follow these simple steps to add an endnote in your Word document:
Step 1: Place Your Cursor
Position the cursor at the location in the text where you want to add the endnote reference.
Step 2: Insert the Endnote
Navigate to the References tab. Click the Insert Endnote button in the Footnotes group.
Shortcut (Windows): Press Alt + Ctrl + D to insert an endnote.
Shortcut (Mac): Press Command + Option + E.
Insert the Endnote

Step 3: Add Content

Word inserts a superscript number in the text and adds a corresponding number at the end of the
document. Type your endnote content in the space provided.
Step 4: Deleting Footnotes and Endnotes (If Needed)
Delete the superscript reference number in the text. Word will automatically delete the
corresponding note.
Note: If you delete the text in the note itself, the reference number in the document remains.
Make sure to delete the superscript reference for complete removal.
How to Convert Footnotes to Endnotes (and Vice Versa)
To change footnotes into endnotes, or endnotes into footnotes, follow these easy steps:
Step 1: Open the Conversion Dialog
Go to the References tab. Click the Footnote & Endnote Dialog Box Launcher (small arrow
in the bottom-right corner of the Footnotes group).
Open the Conversion Dialog

Step 2: Convert Notes

In the dialog box, select Convert. Choose to convert all footnotes to endnotes, all endnotes to
footnotes, or swap them.
Step 3: Confirm the Conversion
Click OK to apply the changes.
 How to Format Footnotes and Endnotes
To format footnotes and endnotes in your Microsoft Word document, follow these easy steps:
Step 1: Access the Formatting Options
Click the Footnote & Endnote Dialog Box Launcher in the References tab.
Step 2: Customize Formatting
Adjust the following options:
 Number format: Choose numbers, letters, or symbols.
 Start at: Define the starting number for your footnotes or endnotes.
 Location: Choose where the footnotes or endnotes appear.
Step 3: Apply Changes
Click Apply to save your preferences.
Best Practices for Using Footnotes and Endnotes
 Keep Footnotes Concise: Avoid lengthy explanations; stick to relevant information.
 Consistent Formatting: Use the same number format and style throughout your document.
 Citations: Follow citation guidelines (e.g., APA, MLA, Chicago) when referencing sources
in footnotes.
By following these steps, you can easily add, manage, and customize footnotes in Microsoft
Word to enhance the clarity and professionalism of your document.
Conclusion
Footnotes and endnotes are essential tools for including references and additional details in your
document while keeping the main text clean and easy to read. Footnotes are placed at the
bottom of the page, allowing readers to view references instantly, while endnotes are collected
at the end of the document for a less distracting look. By following the steps in this article, you
can quickly and efficiently add footnotes and endnotes in Microsoft Word.
This simple technique will enhance the structure of your document and help ensure your work is
both well-referenced and professional. Whether you're working on a research paper, business
report, or any type of formal writing, mastering footnotes and endnotes is a skill that will make
your documents more organized and credible.

How to Insert a Picture in Microsoft Word

Document?
Last Updated : 06 Mar, 2023


Microsoft Word is a software tool that allows us to create document files like articles, office
letters, projects files, and many more in a very simple and easy manner. MS Word makes our
document more attractive as compare to paper or file work by providing different features like it
has different size of pages, fonts, colors, design, bullets, tables, chart, page borders/numbers,
and many more.
It also provides various features like editing, texting, formatting, graphics designs, fonts color,
and styles, inserting images, videos, printing documents, etc.
This MS Word software saves our article/letters in a form of document and saves it in the
computer forever. Whenever it is required it can be shared or can access the document.
Features of MS Word
1. Images: MS Word provides inserting of various images in our document.
2. Videos: We can insert videos in our document
3. Fonts Styles: It has a wide range of font styles for our text.
4. Colors: It also has different types of colors to make our document more attractive.
5. Page number and size: You can set the size of the page of your document
6. WordArt: It provides various writing styles for our documents.
7. Tables: Tables in MS Word are used to represent data in Tabular form
8. Graph and Charts: These are used to represent statistical data
9. Animations and Designs: MS Word allows the creation of Animations and designs as per
user needs
10. Page border/color: MS Word allows adding borders and colors to pages.

Adding Pictures in MS Word

Adding pictures in our document is a very good way to have an interaction with our audience.
Images increase the understanding level to extremely high. By the help of pictures, we can
convey our messages, thoughts, ideas in a very simple and a beautiful way. Pictures attract the
audience to understand our topic very easily.
MS Word has a feature that allows us to insert an image or picture file directly from our
computer into our projects. You'll be able to edit the pictures inside and also customize their
look. So we should use different types of pictures in our document.
How to insert pictures from Files in MS Word?
Step 1: Select the insert option from the navigation menu.

Step 2: Now select the picture option as shown:

Step 3: A insert picture from dialog box will open.

There are two ways to insert a picture:

1. This Device - You can insert a picture file from your computer.
2. Online Pictures - You can also insert pictures from online sites.
Step 4: Select this device option as shown:

Step 5: A insert picture dialog box will open.

Step 6: Select the drive or folder from the left panel menu where your pictures are saved as
shown:

Step 7: Next select the picture/image you want to insert in your document.
Step 8: Click on the insert option as shown:

Step 9: Now you can set or resize the size of your picture according to your requirement using
the dot button.
Step 10: To give styles to the picture click on the format option from the navigation menu.

Step 11: Click on drop-down arrow as shown:

Step 12: Select picture style as per your choice.

Finally, pictures/images are added to your document.
How to insert Online Images in MS Word?
Step 1: Select the insert option from the navigation menu.

Step 2: Now select the picture option as shown:

Step 3: A insert picture dialog box will open.

Step 4: Select the online pictures option as shown:

Step 5: A online pictures dialog box will open where you can search a variety of online
pictures.
Step 6: Search the picture/image name in the search bar.

Step 7: Select the picture and then click on the insert button as shown:
Finally, online images will be added to your document.

reate a Chart in Word

You might be creating a company report, business proposal, or college essay where a data-filled
visual is an ideal addition.

Place your cursor where you want the chart in your Word document. Then, go to the Insert tab
and click "Chart" in the Illustrations section of the ribbon.
Pick the type of chart you want to add on the left and the style on the right. If you're familiar with
the chart options in Excel, you can choose from the same types in Word like bar, column, pie, line,
and many others. Click "OK" to insert the chart.

Once you insert the chart, an Excel spreadsheet will open. The sheet contains sample data to get
you started and is a stripped-down version of Excel without tabs or a ribbon.
You can edit the data in the spreadsheet to include your own or copy and paste the data from
another spot into the attached sheet. You'll then see the chart in Word immediately update with
your changes.

RELATED:HOW TO CHOOSE A CHART TO FIT YOUR

DATA IN MICROSOFT EXCEL
Update the Chart Data
Anytime you want to update the data for the chart, you can do so by heading to the Chart Design
tab.

Click the drop-down arrow for Edit Data. Select "Edit Data" to display the small spreadsheet you
had when you created the chart, or select "Edit Data in Excel" to open the sheet in a standard
Excel window with tabs and a ribbon.

Customize a Chart in Word

Once you insert the chart into Word with the data you want, you can make some customizations.
You can add a title, adjust the colors, pick a theme, include a legend, and more. Again, if you're
familiar with customizing charts in Excel, you'll recognize the below options.

RELATED:HOW TO CREATE AND CUSTOMIZE A

FUNNEL CHART IN MICROSOFT EXCEL
Use the Chart Design Tab

Select the chart and go to the Chart Design tab. Starting on the left side of the ribbon you can add,
remove, and position chart elements, change the layout, pick new colors, and select a style.
On the right side of the Chart Design ribbon, you have an option for Change Chart Type. If you
believe a different type of graph would work better with your data, you can select it here.

Open the Format Chart Sidebar

If you'd like to change the font, border, or specifics of the chart like a series or axis, you can use
the Format Chart sidebar.

Right-click the chart and pick "Format Chart Area" or double-click the chart.

When the sidebar opens, click the arrow next to Chart Options to select a part of the chart to
adjust.
Use the tabs at the top of the sidebar for fill and line colors, effects, and properties. These tabs
change depending on the chart area you select in the drop-down list.

Use the Floating Buttons on Windows

If you're using Word on Windows, you also have floating buttons for quick changes to your chart.
Select the graph, and these will display on the right side.

You can then change the Layout Options for the chart's placement within the text. You can also
use the Chart Elements, Chart Styles, and Chart Filters buttons to adjust items on the chart,
choose a color scheme, and apply filters.
 By creating a chart directly in Microsoft Word, you can save yourself a bit of time. This is
especially handy if you're using a small amount of data that's beneficial to your Word document.

How to Use Spell Checker in MS Word?

Last Updated : 06 Mar, 2023


Everyday in business or in other fields there are lots of information or documentation files that
are required to store for future use. For anyone, it is very difficult to store that information for a
long time. Earlier letters, office files, documents, projects, and information are stored in a form
of registrar, file, or by paperwork but finding it may be difficult for us. It takes a lot of time. To
resolve this issue Microsoft brings software called MS Word.
Microsoft Word is a software tool that allows users to create documents like articles, letters,
projects files very easily. It has various features like editing and formatting, graphics, designs,
fonts styles, printing documents, etc.

Features of MS Word
1. Various Page Designs, page numbers, border
2. Tables
3. 3D models, chart, and icons
4. WordArt
5. Page Layout formats
6. Inserting Online pictures and video
7. Text color and many more.
8. Date and Time
9. Page Designs
10. Different text fonts

What is Spell Checker in MS Word?

Microsoft Word has a special feature called spell check that allows you to check spelling and
grammatical mistakes that you made in the document. Basically spell check is a software tool
that identifies the misspelled words present in the document. It also allows you to search a
particular word in the document that you know you've misspelled in the whole document.
In Microsoft Word documents, Word's spell check function is set to automatically check your
spelling while you type. Errors in your document will have color-coded underlines reflecting
your choices, like red for spelling errors, green for grammar errors, and blue for contextual
spelling errors.
Steps to enable Spell Checker in MS Word

Step 1: On the navigation menu bar click on the File option.

Step 2: Next click on the option button as shown in the figure:

Step 3: A word option dialog box will appear on the screen.

Step 4: Now select the Proofing option from the left menu as shown in the figure:
Step 5: Check all boxes as shown in the figure:
Step 6: Next click on the OK button.
Finally, Spell Check is enabled in MS Word.
How to Manually Check Spellings
Step 1: On the navigation menu bar click on the Review option.

Step 2: Next click on the spellings & grammar option as shown in the figure:
Note - If there is any spelling or grammatical mistake in your Word document, then the
following dialog box appears with misspelled words present in the red underlined text.

Step 3: If there is a spelling mistake in the document then it will appear in the red
underline text as shown in the figure:
Step 4: Select the correct spelling from the suggestion menu.
Step 5: Next click on the YES option.

Note: If all spellings are correct in your Word document, then the following pop-up window
will appear on the screen.
Step 6: Click on the OK option.
Finally, all the spellings and grammars are manually checked.

Shortcut Method to Check Spellings

Step 1: Right-click on the red-underlined word.

A menu with correctly spelled options will appear in which you can select the correct word or
you can ignore it.
Step 2: Now choose the correct spelling from the menu as shown in the figure:
Printing Documents

The following steps will help you print your Microsoft Word document.

Step 1 − Open the document for which you want to see the preview. Next click
the File tab followed by the Print option which will display a preview of the document
in the right column. You can scroll up or scroll down your document to walk through
the document using given Scrollbar. The middle column gives various options to be set
before you send your document to the printer.
Step 2 − You can set various other printing options available. Select from among the
following options, depending on your preferences.
Copies
Set the number of copies to be printed; by default, you will have one copy of the document.

Print Custom Range

This option will be used to print a particular page of the document. Type the number in Pages option, if you want to print al
10 then you would have to specify this option as 7-10 and Word will print only 7 th, 8th, 9th and 10th pages.

Print One Sided

By default, you print one side of the page. There is one more option where you will turn up your page manually in case you
on both sides of the page.

Collated
By default, multiple copies will print Collated; if you are printing multiple copies and you want the copies uncollated, selec
the Uncollated option.

Orientation
By default, page orientation is set to Portrait; if you are printing your document in landscape mode then select the Landsca

A4
By default, the page size is A4, but you can select other page sizes available in the dropdown list.
Custom Margin
Click the Custom Margins dropdown list to choose the document margins you want to use. For instance, if you want to prin
create narrower margins; to print with more white space, create wider margins.

1 Page Per Sheet

By default, the number of pages per sheet is 1 but you can print multiple pages on a single sheet. Select any option you like
dropdown list by clicking over the 1 Page Per Sheet option.

Step 3 − Once you are done with your setting, click on the Print button which will send
your document to the printer for final printing.
 UNIT IV
INTRODUCTION TO ACCESS

Microsoft Access is a database management system that is part of the

Microsoft Office suite. It allows users to store, organize, and manage data in a
structured way, making it a powerful tool for both individuals and

businesses. Access combines a user-friendly interface with database functionality,

enabling users to create tables, queries, forms, and reports.

Key Features:

 User-Friendly Interface:
Access provides a visual, drag-and-drop interface, making it relatively easy to create
and manage databases even without extensive programming knowledge.
 Data Storage:
Access uses tables to store data, with each table containing related information.
 Queries:
Queries allow users to retrieve specific data from tables based on criteria, perform
calculations, and update or delete data.
 Forms:
Forms provide a user-friendly way to enter, view, and edit data in tables, often with
controls linked to specific fields.
 Reports:
Reports enable users to present data in a formatted way, suitable for printing or other
forms of output.
 Customizable Templates:
Access includes templates for various common database needs, such as inventory
management or customer relationship management.
 Data Import/Export:
Access can import and export data from various formats, including Excel, text files,
and other databases.
 Relationships:
 Users can define relationships between tables to link data and create more complex
queries and reports.
How Access is used:

 Storing and Managing Information:

Access is used to store and organize various types of information, from customer
details and product catalogs to project information and research data.
 Creating Reports:
Users can create reports to analyze data, track trends, and present information in a
clear and concise manner.
 Developing Applications:
Access can be used to develop simple database applications with forms and reports
for specific tasks.
In essence, Access simplifies database management by offering a graphical
interface and a range of tools for creating, organizing, and working with data, making
it accessible to a wide range of users.

UNDERSTANDING DATABASE CREATING TABLES AND QUERIES

Create a database

1. Open Access.

If Access is already open, select File > New.

2. Select Blank database, or select a template.

3. Enter a name for the database, select a location, and then
select Create.

If needed, select Enable content in the yellow message bar when the
database opens.
Import data from Excel

1. Open the Excel workbook, make sure each column has a heading and
a consistent data type, and then select the range of data.
2. Select External Data > New Data Source > From File > Excel.
3. Select Browse to find the Excel file, accept the default values, and
then click OK.
4. Select Does the first row of your data contain column headings
and then click Next.
5. Complete the rest of the wizard screens, and select Finish.
FORMS

In MS Access, forms are database objects that provide a user interface for interacting
with data in tables or queries. They allow users to view, add, edit, and delete records
in a more user-friendly way than directly working with tables. Forms are crucial for
data input, display, and controlling application execution.

Key Aspects of Forms:

 Data Input and Display:

Forms act as a window to your database, enabling users to input, edit, and view data
in a structured manner.
 User Interface:
Forms create a more intuitive and user-friendly experience compared to working
directly with tables.
 Customization:
You can customize the appearance and functionality of forms to match your specific
needs and preferences.
 Types of Forms:
 Bound Forms: These are linked to a specific table or query, and changes made in the form
are reflected in the underlying data source.
 Unbound Forms: These are not directly connected to a data source and are used for
creating custom interfaces with controls like buttons, labels, etc. 
 Form Views:
 Form View: Allows you to view and interact with records one at a time.
 Layout View: Enables you to modify the design of the form while still seeing the data.
 Design View: Offers the most control over the form's design and allows you to add and
arrange controls.
 Form Controls:
These are the individual elements within a form, such as text boxes, labels, buttons,
and combo boxes, which allow users to interact with the data.
Creating Forms:

1. 1. Using the Form Wizard:

This tool guides you through the process of creating a form, allowing you to select the
data source and choose which fields to include.
2. 2. Using the Form Tool:
This creates a basic form with all the fields from your chosen table or query.
3. 3. Creating a Blank Form:
This allows you to design the form from scratch, adding controls and customizing the
layout as needed.
 UNIT V
FINDING INFORMATION IN DATABASE

Browse through all records

You can browse through records from the Datasheet view by using the record
navigation buttons at the bottom of the table or form.

1. Go to the first record

2. Go to the previous record

3. Current Record box

4. Go to the next record

5. Go to the last record

6. Open a new (blank) record

7. Filter indicator

8. Search box

Go to a specific record

When you know which record you want to find, use the Go to box to
choose a particular record from a drop-down list. The Go to box is
usually used in forms.
  To navigate to a record, click the arrow to the right of the Go to box,
and then select a record from the drop-down list.

 The Go to box displays only enough data to uniquely identify each record.
When you select a record from the list, Access displays the rest of that
record's data in the main area of the form.

Search for a record

When you enter text in the Search box, the first matching value is
highlighted in real time as you enter each character. You can use this
feature to quickly search for a record with a matching value.

You can also search for a specific record in a table or form by using
the Find option.

This is an effective choice for locating a specific record when the record
that you want to locate satisfies specific criteria, such as search terms,
and comparison operators, such as "equals" or "contains".

1. Open the table or form, and then click the field that you want
to search.
2. On the Home tab, in the Find group, click Find.

The Find and Replace dialog box appears, with the Find tab
selected.
 3. In the Find What box, type the value for which you want to search.
4. To change the field that you want to search or to search the
entire underlying table, click the appropriate option in the Look
In list.
5. In the Search list, select All, and then click Find Next.
6. When the item for which you are searching is highlighted,
click Cancel in the Find and Replace dialog box to close the dialog
box. Records that match your conditions are highlighted

REPORTS IN ACCESS

reports are used to present data from tables and queries in a formatted and
organized way for printing or viewing. They can be simple lists or complex
summaries, and they offer customization options to meet specific

needs. Reports are essential for creating professional-looking documents and for
summarizing and analyzing data.

Key Aspects of Reports in MS Access:

 Purpose:
Reports are primarily for outputting data, allowing users to view, format, and print
information from their database.
 Data Source:
Reports are based on tables or queries, which provide the underlying data.
 Sections:
A report's design is divided into sections (e.g., Report Header, Page Header, Detail,
Page Footer) that determine how data is displayed and grouped.
 Customization:
Reports can be customized extensively, including formatting, sorting, filtering, and
adding elements like logos and page numbers.
 Creation:
You can create reports using the Report Wizard, which guides you through the
process, or by starting with a blank report and adding elements manually.
 Viewing:
Reports can be viewed in different modes, such as Report View, Design View, and
Layout View, to facilitate design and data presentation.
Creating a Report:

1. 1. Open the Table or Query:

Choose the table or query that contains the data you want to include in your report.
2. Go to the Create Tab:
On the Ribbon, navigate to the "Create" tab.
3. Choose Report Creation Method:
Use the "Report Wizard" for guided creation or select "Report" for a basic report based
on the selected object.
4. Customize the Report:
 Add/Remove Fields: Use the Field List pane to add or remove fields from the report.
 Resize and Arrange: Adjust the size and position of report elements in Layout or Design
view.
 Add Headers/Footers: Use the Header/Footer group on the Report Design tab to add
elements like titles, logos, and page numbers.
 Format Controls: Modify the appearance of individual controls (e.g., text boxes, labels)
through their properties.
 Sort and Filter: Use the Group, Sort, and Total pane to sort and filter data within the
report.
5. View the Report:
Switch between Report View, Design View, and Layout View to see how the report
looks and make adjustments as needed.
MAILING LABLES

To create mailing labels in MS Access, use the Label Wizard. Navigate to the
"Create" tab and click "Labels" in the "Reports" group. Choose your label vendor
and product number (or customize if needed), then select the fields from your table
or query to display on the labels, according to Microsoft Support. You can then
format the labels and print them directly from Access or export them to Word for
further customization and printing.

1. Start the Label Wizard:

In the Navigation Pane, select the table, query, or other object containing the data you
want to use for your labels. Then, on the Create tab, click "Labels" in the Reports
group.
2. Choose Label Specifications:
The Label Wizard will guide you through selecting your label vendor, product number,
and the layout of your labels. If you don't see your specific product number, you can
create a custom label.
3. Select Data Fields:
Choose the fields from your data source (table, query, etc.) that you want to display on
each label. You can arrange the fields and format them as needed.
4. Customize Appearance:
You can customize the appearance of your labels by adjusting fonts, colors, and
other formatting options.
5. Print or Export:
Once you've designed your labels, you can print them directly from Access or
export them to a Word document for more advanced mail merge functionality.