Q1. What is MS Word? List different advantages and uses of MS Word.

Microsoft Word
Sometimes called Winword, MS Word, or Word, Microsoft Word is a word processor published
by Microsoft. It is one of the office productivity applications included in the Microsoft Office
suite. It was originally developed by Charles Simonyi and Richard Brodie and released in 1983.
Microsoft Word is available for Microsoft Windows, Apple macOS, Android, and Apple iOS. It
can also run on the Linux operating system using WINE.

Advantages of Microsoft Word

Availability

One of the advantages of using Microsoft Word is that it is available practically everywhere.
Word comes standard on many PCs. One can typically find it on oner work computer, computers
at school and oner home PC. This makes it easy to save documents on a flash drive, take them
with one and work on them somewhere else. If one need to do some work, one can usually find a
computer with Word on it.

Integration with Office Programs

Another benefit of using Microsoft Word is that it easily integrates with other Microsoft Office
programs. For example, if one has a spreadsheet that one created on Microsoft Excel, one can
easily paste it into a Word document. One can work with programs such as PowerPoint as well.
This makes it possible to complete a wide array of computing tasks without having to spend time
converting documents or files so that they are usable on other programs.

Instant Help

While one is creating a document, Word also helps one make sure that it is the best it can be.
When one misspells a word, Microsoft Word will immediately underline it. One can then click
on the word and get suggested spellings. If one type a sentence that has poor grammar, Word
will underline the sentence for one. This allows one to change the document while one is still
working on it.

Navigation Pane

Microsoft Word offers an easy-to-use navigation pane at the top. This allows one to see visual
representations of many of the functions that one might need. One can simply hold oner mouse
cursor over an icon to see exactly what it does. Then one can click on the buttons to initiate
certain functions and tasks. Instead of having to scroll through multiple menus to find something,
one can usually find what one need on the pane.
Document Flexibility

Word lets one create simple word-processing documents like letters and reports and make them
as basic or complicated as one desires. One can add color, use clip art, write in a variety of fonts
and sizes, and use tables, borders and bullet formatting. Word also offers templates to help one
create numerous other documents, such as calendars and greeting cards. It also allows one to
save documents in a variety of formats, including a Web page.

Mail Merge

Microsoft Word makes it very easy to create personalized documents by using a database list of
names and addresses and merging them into oner document. This is ideal for mass mailings of
brochures or letters. The mail merge feature is intuitive, and feature packed allowing one to
create many different documents including mailing labels.

Templates

Microsoft Word has thousands of templates available, thus making it easy to create a brochure
based on a template someone has already designed. Most templates are very easy to use and very
customizable allowing one to produce some stunning end results.

Collaboration

Collaboration is an important feature on Microsoft Word is the ability to markup the document
for changes allowing for a series of editors to amend and update the document and allowing all
users the ability to see the changes made to the document.

Uses of MS Word:

Resumes

MS Word is immensely helpful when one writes and edit resumes. The program offers a wide
range of formatting and presentation options and includes resume templates that reduce the
workload of putting one together. The basic word processing functions such as the automatic
spell-checking and grammar-checking are invaluable for presenting one’s self in a positive light
to potential employers.

Writing Reports and Publishing PDFs

Microsoft Word can be used to produce pretty much any document, but it has several advantages
for professional reports. The array of formatting options, specialized equation functions, and the
useful feature for automatically adding references and bibliographies help with both presentation
and establishing credibility. The reason this is one of the key uses of Microsoft Word in a
professional setting, though, is the ability to publish oner document as a PDF. A PDF document
maintains formatting, is viewable by people without MS Word, and adds a professional air to a
document.

Memos and Forms

Microsoft Word has massive potential for internal company memos and forms. In addition to
using the built-in templates, one can create forms that feature a company logo and other key
information and tailor it to the needs of oner business. Choose "Word Template" from the "Save
As" menu to bring up the same basic format for any future communications.

Collaboration

In many business settings, collaboration is a key part of getting from an initial idea to the end
product, and Microsoft Word makes collaboration easy. When one emails a Word document, the
"Edit in Browser" option allows him/her to make changes online. For versions of Word after
2016, one can choose "Edit in Word" and still receive real-time information about who else is
editing the document and what changes they're making. For older versions, one may save the
document to share changes and see the changes made by others. The collaboration feature in
Microsoft Word offers a huge advantage for teams working in a professional setting.

Integration with Other Office Programs

One of the biggest advantages of Word for professional projects is that it integrates seamlessly
with other Office programs. For example, if one is producing an invoice with information that
has been already recorded in an Excel spreadsheet, one can copy the spreadsheet over directly
and maintain all the original formatting and content. This integration can benefit a person on a
day-to-day basis in many ways.
Q2. What is MS Excel? List different advantages and uses of MS Excel.

Microsoft Excel
Excel is a spreadsheet application developed and published by Microsoft. It is part of the
Microsoft Office suite of productivity software. Unlike a word processor, such as Microsoft
Word, Excel organizes data in columns and rows. Rows and columns intersect at a space called a
cell. Each cell can contain a single of data, such as text, a numerical value, or a formula.
Spreadsheets can also display data as charts, histograms and line graphs. Excel was originally
code-named Odyssey during development. It was first released on September 30, 1985.

Uses of Excel
The following are the uses of Microsoft’s Excel.

1. Business Analysis

Business analysis is essentially using collected data to inform decision making. Businesses
naturally gather data in their day-to-day activities, which may be data on product sales, website
traffic, spending on supplies, insurance claims, etc. Business analysis is the activity of converting
data into something useful to the people who run the business. For example, one could run a
profitability report by the day of the week. If the business always loses money on a Sunday, then
that’s information management could use to make a decision (such as closing on Sundays).

2. People Management

MS Excel is a powerful way to organize information about people, whether they are employees,
customers, supporters, or training attendees. Using Excel, personal information can be stored and
retrieved efficiently. A spreadsheet row or column can be used for an individual record that may
include information like name, email address, employee start date, items purchased, subscription
status, and contact information.

3.Managing Operations

Excel is relied on heavily to manage the day-to-day operations of many businesses. Business
activities can often involve quite complicated logistics. Inventory flows need to be controlled so
that one can keep operations running smoothly – and without overstocking on particular items.
That means keeping track of supplier and client transactions, listing critical dates, and managing
times and schedules. While Amazon uses sophisticated custom software for operations
management, MS Excel is an important tool for many smaller businesses (or parts of larger
businesses). An advantage of Excel is that it’s relatively low tech, allowing it to be used by many
people and without the risk of programming bugs.
4. Performance Reporting

Performance monitoring and reporting is a specialized type of business analysis that can be done
effectively using MS Excel. For example, many accountants still use Excel (partly because it’s
compatible with cloud-based accounting software). A common way to convert data into a
performance report in Excel is to create a pivot table. By inserting a pivot table and linking it to
data, one can extra useful information from the dataset quickly. Pivot tables have numerous in-
built functions that allow for tasks such as counting and summing certain types of data within the
dataset.

5. Office Administration

Office administrators use Excel to enter and store much of the data that’s subsequently used for
accounting and financial reporting, as well as business analysis and performance reporting. Apart
from recordkeeping, Excel is useful in office administration for supporting day-to-day tasks such
as invoicing, paying bills, and contacting suppliers and clients. It’s an all-purpose tool for
keeping track of and managing office activities.

6. Strategic Analysis

With respect to uses of Excel, strategic analysis is where business decisions are closely
connected to the data and formulas on spreadsheets. One can apply Excel to guide actions such
as investments and asset allocations. As an example, based on an Excel model, one may decide
to take out currency insurance. Spreadsheet analysis is designed to inform business decisions in a
specific way.

7. Project Management

Although project managers have access to purpose-built project management (PM) software, an
Excel Workbook is often an effective alternative.

Projects are business activities that typically have a budget and start and end dates. Project plans
can be placed into a workbook, which can then be used to track progress and keep the project on
schedule.

An advantage of using Excel is that one can easily share the project workbook to others,
including to people who are unfamiliar with, or lack access to, custom PM software.

8. Managing Programs

Excel is a good platform for managing programs. It can be adapted to handle the specific
characteristics of a given program. And, because MS Excel is widely known, program records
can easily be managed by multiple people and, when the time comes, handed over to a new
manager.
A program is like a project, but a program can be ongoing and can depend on participation by
users. MS Excel helps managers allocate resources, keep track of progress, and maintain
participant records.

9. Contract Administration

Contract administrators like to use MS Excel because it provides a no-fuss means of recording
contract details, including dates, milestones, deliverables and payments. Many different contract
management templates are available, and these can be adapted to suit the particular contract type
or stage of the contract lifecycle.

10. Account Management

Account managers are generally required to be competent MS Excel users since they receive and
need to maintain customer records. The job of an account manager is to nurture relationships
with existing clients of the business. Key goals are to achieve customer loyalty and repeat sales.
It’s a marketing kind of role and a popular career for MBA graduates. Excel is commonly used in
account management since it provides a simple way to share and maintain client files.

Advantages of Microsoft Excel

Microsoft Excel allows one to manipulate, manage and analyze data helping assist in decision
making and creating efficiencies. The following are some advantages of Excel.

Easy and effective comparisons

With the powerful analytical tools included within Microsoft Excel one can analyze large
amounts of data to discover trends and patterns that will influence decisions. Microsoft Excel’s
graphing capabilities allows one to summarize data enhancing the ability to organize and
structure data.

Powerful analysis of large amounts of data

Recent upgrades to the Excel spreadsheet enhance oner ability to analyze large amounts of data.
With powerful filtering, sorting and search tools one can quickly and easily narrow down the
criteria that will assist in oner decisions. Combine these tools with the tables, Pivot Tables and
Graphs one can find the information that one may want quickly and easily even if one has
hundreds of thousands of data items. Although the latest technology is needed to get the best out
of Microsoft Excel it is scalable and can be used at home on a low powered PC or at work on a
high-powered Laptop.
Working Together

With the advent of the Excel Web App users can now work on spreadsheets simultaneously with
other users. The ability to work together enhances the ability to streamline processes and allows
for ‘brainstorming’ sessions with large sets of data – the collaboration tools allow one to get the
most out of the sharing capabilities of Microsoft Excel. The added bonus is that as the Excel
Worksheet is web based so one can collaborate anywhere – hence it doesn’t tie a person to
his/her desk but can work on spreadsheets on the go.

Microsoft Excel Mobile & iPad Apps

With the advent of the tablet and the smart phone it is now possible to take worksheets to a client
or a meeting without having to bring along oner Laptop. The power of these mobile devices now
allows one to manipulate data and update spreadsheets and then view the spreadsheets
immediately on a phone or tablet.
Q3. What is MS PowerPoint? List different advantages and uses of MS
PowerPoint.
Microsoft PowerPoint is an electronic slide presentation created & presented using the program
to communicate by the electronic slides, It is an easy program to use, It is a powerful tool for
giving a presentation, It is very important for the students to learn PowerPoint skills right from
high school, by the time they reach university, they will have mastered art of making effective
presentations.

Advantages of MS PowerPoint
PowerPoint allows one to easily input images or use templates that are built-in for different
appearances. One can even add notes or recordings to slides. It is more exciting than a simple
word document or handwritten presentation.

Easy to Add Visuals

One can make a presentation more interesting by using multimedia which can in turn help
improve the audience’s focus. PowerPoint allows one to use images, audio, and video to retain
the audience’s attention and have a greater visual impact. PowerPoint is one of the easiest visual
tools to master for education. It is a very useful tool for creating quality vector diagrams and
icons.

Customizable

PowerPoint can be used in several effective ways to communicate with people. The slides in a
PowerPoint are completely customizable to fit one’s needs. Depending on the decided approach,
one may want to have a presentation that is text-heavy, image-heavy or some combination of
both.

Easy to Use

PowerPoint is quick and easy to learn. The basic features are easy to master and can make one
appear to be tech savvy even if one isn’t since it’s easy to create a colorful & attractive design by
using the standard templates and theme without knowledge of basic graphic design principles.
Inclusion of different types of charts, images, clip-arts & other graphical structures can also
make one look like they are highly technological. Animation & sound effects add extra emphasis
on these presentations making them look even more attractive and advanced.

Displays Core Information

PowerPoint has bullet points which allows one to reduce complicated messages into brief points
containing the main idea of each point. Bullet points are a good basis for the presentation as the
audience doesn’t focus solely on the slides. Instead they must listen to the speaker to get details
for each bullet point.

Easy to Modify or Restructure

It is easy to modify slides when compared to other programs. Visual aids such as charts, posters
or objects can be easily resized and moved around. The slides themselves can also be re-ordered
in the presentation with a simple drag and drop motion or using shortcut keys.

Sharable

One can share his/her PowerPoint presentation with the others by uploading it to websites such
as OneTube, SlideShare, etc. Note that the slides can be uploaded with everything included like
commentary and transitions.

Integrated with Other MS Office Programs

One can access his/her presentations from several locations on many different devices.
PowerPoint is integrated with the other products that allow one to include parts of the
documents, spreadsheets, and graphics.

Ideal for a Large Audience

PowerPoint slides are generally easier to see by a large audience when projected than other
visual aids, one can easily advance the slides in the presentation one after another, and they can
be easily read if it is projected on a screen that is large enough for the entire room.

Can Set One Apart from Competition

There are many powerful tools and options available in Microsoft PowerPoint which are very
useful for people in marketing, advertising, and sales to make the presentations for the
motivation of their subordinates.

Adds a Professional Appeal

Success in the business world depends on the presentation skills as most businesses rely on
presentations like internal presentations to one’s management about the status of a project or
sales presentation to a potential client. Failing here could end up costing one his/her job.
Uses of MS PowerPoint
Microsoft PowerPoint is the most common presentation software. In the office, this software can
be used for a variety of presentations. With its versatility, PowerPoint is a must for any office.
The following are some uses of Microsoft PowerPoint.

Team Learning/Training

PowerPoint presentations utilize both audio and visual techniques, making for easier
understanding. Normal teaching and training are interactive and more effective by using
PowerPoint presentations instead of simple lectures. Many executives and managers use
PowerPoints for this reason.

Marketing Strategies

Executives use this as a strategy to increase sales. Using PowerPoint in front of a potential client,
though an easy program to learn, shows that one is up with the times. Plus, projecting charts and
graphics that all can see also makes the presentation more interactive for the client.

Alternative to Print Outs

PowerPoint is also used for many in-house presentations because it is much cheaper than making
copies of reports and charts for the entire staff. This saves the business both time and money.
Q1. What is MS Access? List different advantages and uses of MS Access.

Microsoft Access
Microsoft Access is a database software program that makes manipulating data manageable for
users of many skill levels. One can input data and sort, filter or group information according to
oner needs. It's particularly useful when there are thousands of records and sorting through them
individually would take hours. Access allows one to obtain the information quicker by providing
a few commands to tell the program what is being sought. Reports can be created, too, that pull
information out of the database according to the project parameters.

Uses of Microsoft Access

Create spreadsheet

Access can be used to create a spreadsheet application. A table of data, a database. One can
manage the database. So, it is a database management system. One can use it to maintain a
telephone directory in a simple way too.

Develop Web Applications

Access can be used to develop web applications too. The browsers can be used as front end to
access the web database built on access.

Display Data

Access can be used as a front end for enterprise wide client server applications. Access can be
used to display data retrieved from queries (created by SQL server or Oracle for example) in the
form of forms, reports or spreadsheets.

Create a company wide database

Access can be used to develop a corporation wide and a department related database
applications. As it’s easy to use application and simple GUI is user friendly. With basic
computer knowledge users can create, maintain and manage databases in access. Development
of applications using access allows for interfacing with other applications and software from the
same organization.

Creation of Financial Reports

Microsoft Access is a program that can be used for business. If one starts a business, one
certainly often work with database. For example, one wants to make the data of financial report
of oner business.

Creation of Schedules

If one is a student of administration or statistics, one certainly often use database. Besides that,
database is also often used for the teachers to make the schedules. The schedules include for all
the teachers and for the students each class which means schedules of lessons. Because of that,
both teachers and students often use database in the daily activities in the school. It is also very
useful for those who work in the library at oner school to ease one to use database, Microsoft
Access will be very helpful. It can ease one to create, edit, and maintain database.

Development of Human Resource Information System (HRIS)

For office, there are many positions of people who often work with database. For examples are
secretary, HRD, and financial planner. However, some other positions may also work database.
It means that database becomes one of the most popular activities in an office.

Creation of Activity Plans

If one has ever created or joined an organization, of course one knows about the activities to do
in the workplace. Often the workplace requires many different reports such as income and
outcome report, activity plan, etc. Those reports are easily made with Microsoft Access.

Advantages of Microsoft Access

Prevent Human Error

MS Access catches inconsistencies caused by human error. For example, a team may have
entered the same client under different names by accident. When this happens, it's difficult to
pull all the information needed for a client. Microsoft Access prevents these types of human
errors by informing the user.

Create User Interfaces

The "user interface" is the screen employees will see when they enter or edit data. In Access, one
can create forms that only show the fields necessary for employees to do their jobs. This also
gives a company better information security.
Share Findings

Certain types of data can inform one’s business decisions moving forward. For example, one
may want to see how many new leads one may have gotten after a marketing campaign. One of
the major benefits of Microsoft Access is that it's simple to share findings with others. When one
makes a report in Microsoft Access, it can be printed, exported, or emailed to other members of a
team. Hence allowing one to share findings and collaborate with ease.

Create Permissions for Users

One’s employees should only be able to access the information they need for their job. There's
no reason why they should have total access to all of a company's data. MS access allows one to
create permissions for different users in order to increase information security. Files can also be
password-protected and encrypted for extra measure.