Microsoft Office is an office suite of interrelated desktop

applications, servers and services for the Microsoft

windows and Mac OS X operating systems. Microsoft Office
was introduced by Microsoft in 1989 for Macintosh Personal
Computers. Initially a marketing term for a bundled set of
applications, the first version of Office contained Microsoft
Word, Microsoft Excel and Microsoft PowerPoint.
Additionally, a "Pro" (Professional) version of Office
included Microsoft Access and Schedule Plus.

Versions of Microsoft Office:

The current versions are Office 2007 for Windows which
was released on January 30, 2007 and Office 2008 for Mac
OS X, released January 15, 2008.
Older Versions:
The Microsoft Office for Windows 1.0, Microsoft Office
for Windows 1.5 , Microsoft Office for Windows 1.6,Microsoft
Office for Windows, Microsoft Office for Windows 3.0,
Microsoft Office Professional, Microsoft Office 4.0, Microsoft
Office 95, 97, 2000, XP(Experienced), 2003, 2007, 2010
under development.

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Microsoft Office has many components
o Desktop applications
 Microsoft Word – Word Processor
 Microsoft Excel – Spreadsheet
 Microsoft PowerPoint - Presentation program
 Microsoft Access – Database manager.
 Microsoft Outlook/Entourage - Personal
information manager and e-mail communication
software
 Microsoft Publisher – software for creating
newsletters, business cards greeting cards or postcards.
 Microsoft Visio – Diagram and flowcharting
software (it is not bundled in any Office 2007 suite).
 Microsoft Office Accounting – a tool for
managing business finances (it is not bundled in any
Office 2007 suite, except for the Express edition).
 Microsoft Office Document Imaging – an
application that supports editing scanned documents.
 Microsoft Office Document Scanning –
a scanning and OCR application.

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  Microsoft Office Picture Manager – Basic photo
management software (similar to Google's Picasa
o Virtual Printer applications
o Server applications

Microsoft word is a word processor developed by

Microsoft. It has the features like WordArt, Macros, Layout
issues, Bullets and numbering, creating tables, Using
formulas, AutoSummarize, AutoCorrect, Subscript and

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superscript issues. The opening screen of Microsoft word will

be as follows.
Microsoft Excel (full name Microsoft Office Excel) is a
spreadsheet application written and distributed by Microsoft
for Microsoft Windows and Mac OS X. It features calculation,
graphing tools, pivot tables and a macro programming
language called VBA. It has been the most widely used

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spreadsheet application. The opening screen of Microsoft
excel will be as follows.

Microsoft PowerPoint is a presentation program by

Microsoft. It is part of the Microsoft Office suite, and runs on
Microsoft Windows and Apple's Mac OS X operating system.

PowerPoint is used by business people, educators,

students, and trainers. The current versions are Microsoft
Office PowerPoint 2010 for Windows and 2008 for Mac.

PowerPoint is a high-powered software tool used for

presenting information in a dynamic slide show format. Text,
charts, graphs, sound effects and video are just some of the
elements PowerPoint can incorporate into your presentations
with ease. Whether it's a classroom lesson, a parents' group
meeting, a teachers' seminar - PowerPoint shows you how to
make a powerful impression on your audience.

File format of PowerPoint are .ppt, .pptx, .pps, or .ppsx

ppt means PowerPoint Presentation

pps means PowerPoint Show

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 Basic Steps for Creating a
Simple PowerPoint
Presentation
1) Go to START > PROGRAMS > Microsoft PowerPoint.
Click to open PowerPoint.

2) In the dialogue box, click on the circle for BLANK

PRESENTATION. Click OK. A dialogue box appears for
SLIDE LAYOUT.

3) Click on the TITLE SLIDE layout on the first row. Click

OK. Click in the ADD TITLE text box and type in the
presentation title.

4) Click in the ADD SUBTITLE text box and add the

presentation subtitle.

5) Go to FORMAT MENU. Move down to APPLY DESIGN

TEMPLATE. Choose a template. Click APPLY.

6) Go to the INSERT MENU. Choose NEW SLIDE. Select

the AUTO LAYOUT for the second slide. Click OK. Add
data to each text box by clicking in the box.

7) Continue adding slides by going to INSERT MENU >

NEW SLIDE. Select new slide design in AUTO LAYOUT.
Click OK each time you insert a new slide.

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 8) Click the Slide Sorter View button at the bottom left of the
screen. All slides created can now be viewed. Click on the
first slide. Click on SLIDE SHOW menu. Move down to
SLIDE TRANSITION. Choose SLOW, MEDIUM, or FAST.
A dialogue box opens. Click on the arrow to choose a
transition. You may APPLY the transition to the selected
slide, or choose APPLY TO ALL, and the transition will
occur between all slides. Click on the arrow by sound.
Choose a sound. Click OK.

9) Click the Slide Show button at the bottom left of the

screen to view the presentation.

10) Press the ESCAPE KEY to return to the window. Go to

File menu. Move down to SAVE AS. A dialogue box
appears. Click on the arrow to the right of the save as.
Click on the down arrow. Choose 3 ½ FLOPPY A. Click in
the FILE NAME box. Name your file. Click the SAVE
button.

11) Go to FILE. Click on CLOSE FILE

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 Some tips to make your
presentations presentable

 Outline
– Make your 1st or 2nd slide an outline of your
presentation
Ex: previous slide
– Follow the order of your outline for the rest of the
presentation
– Only place main points on the outline slide
Ex: Use the titles of each slide as main points
 Slide Structure – Good
– Use 1-2 slides per minute of your presentation
– Write in point form, not complete sentences
– Include 4-5 points per slide
– Avoid wordiness: use key words and phrases only
– Show one point at a time:
⇒Will help audience concentrate on what you are
saying
⇒Will prevent audience from reading ahead
– Will help you keep your presentation focused

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 Slide Structure - Bad
– This page contains too many words for a
presentation slide. It is not written in point form,
making it difficult both for your audience to read and
for you to present each point. Although there are
exactly the same number of points on this slide as
the previous slide, it looks much more complicated.
In short, your audience will spend too much time
trying to read this paragraph instead of listening to
you.
– Do not use distracting animation
– Do not go overboard with the animation
– Be consistent with the animation that you use
 Fonts - Good
– Use at least an 18-point font
⇒Use different size fonts for main points and
secondary points
⇒this font is 24-point, the main point font is 28-
point, and the title font is 36-point
– Use a standard font like Times New Roman or Arial
 Fonts - Bad
– If you use a small font, your audience won’t be able
to read what you have written
– CAPITALIZE ONLY WHEN NECESSARY. IT IS
DIFFICULT TO READ
– Don’t use a complicated font

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 Colour - Good
– Use a colour of font that contrasts sharply with the
background
Ex: blue font on white background
– Use colour to reinforce the logic of your structure
Ex: light blue title and dark blue text
– Use colour to emphasize a point
But only use this occasionally
 Colour - Bad
– Using a font colour that does not contrast with the
background colour is hard to read
– Using colour for decoration is distracting and
annoying.
– Using a different colour for each point is
unnecessary
– Using a different colour for secondary points is also
unnecessary
– Trying to be creative can also be bad
 Background - Good
– Use backgrounds such as this one that are
attractive but simple
– Use backgrounds which are light
– Use the same background consistently throughout
your presentation

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 Background – Bad
– Avoid backgrounds that are distracting or difficult to
read from
– Always be consistent with the background that you
use
 Graphs - Good
– Use graphs rather than just charts and words
⇒Data in graphs is easier to comprehend &
retain than is raw data
⇒Trends are easier to visualize in graph form
⇒Always title your graphs
 Graphs - Bad
– Minor gridlines are unnecessary
– Font is too small
– Colours are illogical
– Title is missing
January February March April
Blue Balls 20.4 27.4 90 20.4
Red Balls 30.6 38.6 34.6 31.6

– Shading is distracting
– Spelling and Grammar

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 Proof your slides for:
– spelling mistakes
– the use of repeated words
– grammatical errors you might have make
– If English is not your first language, please have
someone else check your presentation!
– Conclusion
 Use an effective and strong closing
– Your audience is likely to remember your last words
– Use a conclusion slide to:
– Summarize the main points of your presentation
– Suggest future avenues of research
– Questions??
 End your presentation with a simple question slide
to:
– Invite your audience to ask questions
– Provide a visual aid during question period
– Avoid ending a presentation abruptly

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Screen while developing the

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 presentation
Individual Slides of the presentation

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 Through out the seminar I have explored about
Microsoft Office package, different components of Microsoft
Office like Microsoft Word, Microsoft Excel, and Microsoft
PowerPoint etc.
In Microsoft PowerPoint I have explored about what are
the uses of Microsoft PowerPoint, how to create the
presentations, tips to be followed while creating
presentations.
Finally I can conclude that the presentation should be
simple and informative than length information. And
Microsoft PowerPoint is a powerful tool for making
presentations.

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1) Microsoft Office for Windows for Dummies
2) http://en.wikipedia.org/wiki/Microsoft_Office
3) http://www.computerfreetips.com/

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