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IBPS PO Notes for Microsoft Office

Feb 4 • IBPS PO • 3454 Views • No Comments on IBPS PO Notes for Microsoft Office

IBPS PO Notes for Microsoft Office

Microsoft office

Microsoft Office is a desktop applications, servers and services for the Microsoft Windows and Mac operating systems. It includes Microsoft Word, Excel, PowerPoint, Outlook, One Note, Access and Publisher.


Microsoft Word is a word processor developed by Microsoft. It is used for creating, editing, formatting, storing, retrieving and printing of a text document. Microsoft Word’s file formats are denoted either by a .doc or .docs file extension.

  • A Cursor is an indicator used to show the position on a computer monitor or other display device that will respond to input from a text input or pointing device.
  • Auto-correct in word automatically corrects certain spelling, typing, capitalisation or grammar errors.
  • A screen element of MS Word that is usually located below the title bar that provides categorized options is called Menu
  • Title Bar The bar at the top of the window that consist the name of the window.
  • Header and Footer option is used to display information such as title and page number of the
  • Alignment refers to the margins between the
  • Portrait and Landscape options are available in Orientation category of Page Setup.
  • Cut and Paste options are used to move the data from one document to another
  • Print Preview is used to see the document appearance before the printout is taken.
  • Save as is used to save a document for the first time. It is also used to change the destination of the saved file in the
  • Thesaurus is used for finding a synonym for a word in the docoments.
  • Bullets and numbering features used for tables, lists, pages, chapters, headers, footnotes, and tables of Contestants.

MS EXCEL –Microsoft Excel is a spreadsheet contain matrix of rows and columns similar to an accounting ledger. It also provide tools for creating graphs, inserting pictures and charts.

  • The intersection of each row and column is called a Cell.
  • The cell in which we are currently working is known as Active Cell. Microsoft Excel’s file extension are .xls or .xlsx.
  • A Worksheet is made of columns and rows, where columns run Vertically and rows run
  • Up to Excel 2003, the standard amount of columns has been 256 and 65,536 rows.
  • Maximum number of rows per worksheet increased to 1,048,576 and the number of columns increased to 16,384.
  • Grid of cells arranged in numbered rows and letter named columns to organize data manipulations like arithmetic
  • The letter and number of the intersecting column and row is the Cell
  • To insert a new worksheet in MS-Excel Shortcut key is used ALT + Shift + F1 + or F11.
  • Sheet tab that displays the name of the
  • A Microsoft office document that contains one or more worksheets is known as a
  • Clipboard contains the cut, copy and paste
  • Formula bar used to enter and edit worksheet
  • Charts are logical and pictorial representation of worksheet

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The application software that can create professional looking visual aids is called power point. Filename extension: .ppt, .pptx, .pps or .ppsx

  • Ribbon :It consist of a panel of commands which are organised into a set of tabs.
  • Slides/Outline Pane :Normally placed on the left side of the interface, this pane contains two tables – the Slides tab and Outline
  • Status Bar A horizontal strip at bottom; that provides information about the open presentation like slide number, applied Theme, etc. It also includes the view and zoom
  • Template contains slide default setting for colors, fonts, bullet and
  • Title heading identifying a
  • Media clip used to insert movie from file,

View Buttons:There are three view buttons displayed on the status bar with zoom-in and zoom-out.

  • Normal view – it display three panes that show the outline, the slide and area into which user can enter speaker’s
  • Slide Sorter view -display the entire set of slides on screen so user can check the order and completeness of
  • Slide Show from current slide – Show the presentation as a full screen slideshow from the current selected
  • Slide Area: Displays the active slide
  • Task Pane: It contains more options and appears when you choose an option in one of the Ribbo

Short cut keys for documents

  • F2 = Edit the selected cell
  • F5 = Go to a specific cell
  • F7 = Spell check selected text and/or document
  • F11 = Create chart
  • Ctrl + Shift + ; = Enter the current time
  • Ctrl + ; = Enter the current date
  • Shift + F3 = Open the Excel formula window
  • Shift + F5 =Bring up search box.
  • Ctrl + A = Select all contents of the worksheet
  • Ctrl + B = Bold highlighted selection
  • Ctrl + I =Italic highlighted selection
  • Ctrl + U = Underline highlighted selection
  • Ctrl + P =Bring up the print dialog box to begin printing
  • Ctrl + Z = Undo last action
  • Ctrl + F9 = Minimize current workbook
  • Ctrl + F10 =Maximize currently selected workbook
  • Ctrl + F6 = Switch between open workbooks/window
  • Ctrl + Page Up = Move between Excel worksheet in the same Excel document.
  • Ctrl + Page Down = Move between Excel worksheets in the same Excel document
  • Ctrl + Tab -=Move between two or more open Excel files
  • Alt + = = Create a formula to sum all of the above cells
  • Ctrl + ’ = Insert the value of the above cell into cell currently selected.
  • Ctrl + Arrow key = Move to next section to text
  • Ctrl + Space = Select entire column
  • Shift + Space = Select entire row

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Common shortcut keys

  • Ctrl + Shift + Space-bar = Create a non breaking space
  • Ctrl + B = Make letters bold
  • Ctrl + I = Make letters italic
  • Ctrl + U = Make letters underline
  • Ctrl + Shift+ < =Decrease font size one value
  • Ctrl + Shift + > =Increase the font size one value
  • Ctrl + [ = Increase the font size by 1 point
  • Ctrl + ] = Decrease the font size by 1 point
  • Ctrl + Space-bar = Remove paragraph or character formatting.
  • Ctrl + C =Copy the selected text or object
  • Ctrl + X =Cut the selected text or object
  • Ctrl + V =Paste text or an object
  • Ctrl + Alt + V = Paste special
  • Ctrl + Shift + V =Paste formatting only
  • Ctrl + Z =Undo the last action
  • Ctrl + Y =Redo the last action Control + function keys

Ctrl+F2 = Choose the print preview command (Microsoft office Button) Ctrl+F3 = Cut on the spike

Ctrl+F4 = Close the window Ctrl+F6 =Go to the next window Ctrl+F9 = Insert an empty field

Ctrl+F10 = Maximize the document window Ctrl+F11 = Lock a field

Ctrl+F12 = Choose the Open command (Microsoft Office Button) Function keys

Ctrl+F2 = Choose the print preview command (Microsoft office Button) Ctrl+F3 = Cut on the spike

Ctrl+F4 = Close the window Ctrl+F6 = Go to the next window Ctrl+F9 = Insert an empty field

Ctrl+F10 =Maximize the document window Ctrl+F11 = Lock a field

Ctrl+F12 = Choose the Open command (Microsoft Office Button) Ctrl+F2 = Choose the print preview command (Microsoft office Button) Ctrl+F3 = Cut on the spike

Ctrl+F4 = Close the window

Microsoft Office Qeution and Answer

  • In Word, the mailing list is known as the .

A) Data sheet           B) Source           C) Data source         D) Sheet

Answer (c)

  • In Microsoft Office Power-Point 2007, a is a connection from one slide to another slide in the same presentation or to a slide in another presentation, an e-mail address, a Web page, or a

A) Hyphenation          B) Header                C) Footer             D) Hyperlink

 Answer (d)

  • In PowerPoint, which of the following is the default page setup orientation for notes pages, outlines and handouts?

Microsoft Office is a .

A) Shareware              B) Public-domain software            C) Open source software         D) An application suit

Answer (d)

  • Which term is not related with font?

A) Font face       B) Font size       C) Font color         D) Font grammar

Answer (d)

  • The valid format of MS Word is .

B) jpeg        B) .png   C) .doc     D) .exe

Answer :  C) .doc  

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