Chapter 1: INTRODUCTION OF OFFICE SUITE

An introduction to office suites

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.

Includes applications such as word processing, spreadsheets, presentation, email, note taking, database, collaboration
and other related types of software.

Basic Applications of Office Suites:

1) 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. 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 italicizing.
Creating and editing tables.
Inserting elements from other software, such as illustrations or photographs.
Correcting spelling and grammar.

2) Spreadsheet Software - spreadsheet software provides a distinct advantage when working with numbers.
Calculation and functionalities are easier to represent in spreadsheets.

- also provides flexible presentation of data

- capable of interactingwith databases
- can be shared both online and offline and allows for easy collaboration

3) Presentation Software - Presentation software (sometimes called "presentation graphics")

-Program used to create sequences of words and pictures that tell a story or help support a speech or public
presentation of information. (e.g. Mcrosoft Powerpoint, Lotuss Freelance Graphics, Adobe Keynote, Softmaker
Presentation)

Other Applications Include:

1) Database Management Systems - Databases are a powerful and convenient way to organise information.

.Examples of Software:

MS Access: software for accounting and web management.

MS SQL: supports more connection and runs on its own without the main application.
ADABAS: a transactional database management software.

2) 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.

3) Collaboration Software - is an umbrella term for a wide variety of products, as technically any software that helps
with communication.

Examples of Productivity Suites:

Microsoft 2013 or Office 365 (Windows)
Kingsoft Office (Windows,Android, Linux)
Apache Open Office (Mac, Windows, Linux)

EXAMPLE OF OFFICE SUITE PACKAGE:

Microsoft Office (2013)

 Made by the Microsoft Corporation, Microsoft Office is a full-fledged (depending on the package) office suite
that consists mainly of the following tools: Word (word processor), Excel (spreadsheet program),
PowerPoint (presentation program), OneNote (note taking and free-form information gathering program),
Outlook (PIM and email client software), Publisher (desktop publishing software) and Access (database
manager).

CHAPTER 2: Word Processor

Word Processor - 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)

FEATURES OF WORD PROCESSOR

Search and Replace

Spell Checker
Grammar Check
Standard Paragraph
Template

PARTS OF WORD PROCESSOR (Microsoft Word 2007)

TITLE BAR displays the name of the currently active word document
RULER BAR allows you to format the vertical and horizontal alignment of a text in a document
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)
STATUS BAR displays information about the currently active document
SCROLL BAR allows scrolling the content or body of document
WORDSPACE area in the document window where text can be entered
MENU BAR contains menus doing separate tasks

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.

TWO MAIN PARTS OF MAIL MERGE

Document
Data Source

The possibilities for the kinds of documents that can be created using a mail merge are virtually limitless. Here are
some examples:

How to Mail Merge Address Labels Using Excel and Word (Office 2013)

Step 1: Create an address file in Microsoft Excel by Step 2: Row 1 should have the headings before you
inserting names and addresses in the following start to add the addresses from row 2 onwards. Save
manner: the file and remember the location name and close
the excel.

Step 3: Open Word and go to "Tools/Letters" and

"Mailings/Mail Merge". If it doesnt open go to
View/Task Pane and click on it. The Task Panel Step 4: Fill the Labels radio button In the Task
should appear Panel.
 Step 5: Click on Label Options and choose the label Step 6: Click on Next: "Select Recipients".
you are using from the list. Click OK once you have
chosen.

Step 8: Click on Next: "Arrange your labels".

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.

Step 10: 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 11: If everything is where you want it click on
Update All Labels. You should see the fields copied
to all labels.
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 graythat'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

Step 13: If you are satisfied click on

Next: "Complete the Merge".

Step 12: Click on Next: "Preview your labels".

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.

How to Insert or Embed a File Into a Word Document

Inserting a File on Word 2007-2013

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 3: 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 4: 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.

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 PROCCESSORS

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

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 youll need.