Office Package (Word Processing, Spreadsheet and Presentation system ) Note [ काठमाडौंउपत्यकाखानेपानी लिमिटेड प्राविधिक सेवा, सुचनाप्रविधिसमूह, ५ तह, ओभरसियर(IT) ] Kathmandu Upatyaka Khanepani Limited (KUKL)

5.1. Concept of Office Package

An Office Package is a collection of software programs designed to be used in an office environment for creating documents, spreadsheets, presentations, databases, and managing emails.

To help users perform office-related tasks such as writing, calculating, presenting, and communicating efficiently.

Examples of Office Packages:

1. Microsoft Office (Word, Excel, PowerPoint, Access, Outlook)

2. LibreOffice

3. Google Workspace (Docs, Sheets, Slides, Gmail)

4. WPS Office

5. Apache OpenOffice

Common Components of an Office Package:

Component	Function
Word Processor	For typing and editing documents (e.g., MS Word, Google Docs)
Spreadsheet	For calculations and data analysis (e.g., MS Excel, Google Sheets)
Presentation	For creating slideshows and presentations (e.g., MS PowerPoint, Google Slides)
Database	For storing and managing data (e.g., MS Access, LibreOffice Base)

Features of Office Packages:

· User-friendly interface

· Templates for easy document creation

· File sharing and collaboration tools

· Spell and grammar check

· Cloud integration

· Data visualization and charts

· Support for macros and scripting

Benefits of Using Office Packages:

· Boosts productivity

· Enhances communication and collaboration

· Provides tools for professional documentation

· Simplifies data handling and presentation

5.2. Creating, Saving, and Opening the Documents

This section explains how to create, save, and open documents in any word processing or office application such as MS Word, Google Docs, or LibreOffice Writer.

A. Creating a Document

To create a new document:

In MS Word:

1. Open Microsoft Word.

2. Click on “Blank Document”.

3. A new document window opens where you can start typing.

Shortcut:

· Ctrl + N (for a new document)

B. Saving a Document

Saving ensures that your work is stored safely on your computer or cloud.

Steps to Save:

1. Click on File in the top menu.

2. Select Save or Save As.

3. Choose the location (e.g., Desktop, Documents folder).

4. Type a file name.

5. Click Save.

Shortcut:

· Ctrl + S (quick save)

C. Opening a Document

To open an existing document:

Steps:

1. Open Microsoft Word or your word processor.

2. Click on File > Open.

3. Browse and select the document you want to open.

4. Click Open.

Shortcut:

· Ctrl + O (open a document)

5.3. Editing and Formatting of Documents

This section explains how to edit (modify) and format (beautify or structure) various components in office applications like MS Word, Excel, and PowerPoint.

A. Text Editing and Formatting

Editing: Correcting, deleting, inserting, or updating words.

Formatting: Changing the appearance (font, size, color, style).

Common Text Formatting Options:

· Font Type – Arial, Times New Roman, etc.

· Font Size – e.g., 12pt, 14pt

· Bold / Italic / Underline

· Text Color / Highlight Color

· Change Case – uppercase, lowercase

Shortcuts:

· Ctrl + B (Bold)

· Ctrl + I (Italic)

· Ctrl + U (Underline)

B. Paragraph Formatting

Helps organize blocks of text for better readability.

Formatting Options:

· Alignment – Left, Center, Right, Justify

· Line Spacing – Single, 1.5, Double

· Indentation – Space before/after lines or paragraphs

· Bullets & Numbering

· Borders and Shading

C. Page Formatting (in MS Word)

Used to set the structure of the entire document.

Formatting Options:

· Page Size (A4, Letter)

· Margins

· Orientation – Portrait or Landscape

· Page Breaks

· Header and Footer

· Page Numbering

D. Editing & Formatting Cells, Rows, Columns (in Excel)

Cell Editing:

· Double-click a cell to edit its content

· Use formulas: =A1+B1, =SUM(A1:A5)

Cell Formatting:

· Cell borders

· Cell background color

· Text alignment inside cells

· Number formatting (currency, percentage, date)

Rows and Columns:

· Insert/Delete rows or columns

· Resize rows/columns

· Merge cells

· Freeze rows/columns for scrolling

E. Worksheet Formatting (in Excel)

· Rename sheet

· Color sheet tabs

· Hide/Unhide sheets

· Protect sheets with passwords

F. Slide Editing and Formatting (in PowerPoint)

Slide Content Editing:

· Click on text boxes to add/edit content

· Insert images, charts, shapes, tables

Formatting Slides:

· Slide layout – title slide, two-content, etc.

· Design themes

· Background styles

· Slide transitions and animations

· Slide numbering and footer

5.4. Editing and Enhancing Documents (Advanced Features)

This section explains the use of advanced tools in word processors (like MS Word) to enhance the layout, organize content, and improve readability.

A. Copying, Moving, Deleting

· Copy (Ctrl + C): Creates a duplicate of selected content.

· Cut (Ctrl + X): Removes the selected content to move it elsewhere.

· Paste (Ctrl + V): Inserts copied/cut content.

· Delete (Del/Backspace): Removes selected text or objects.

B. Find and Replace

· Find (Ctrl + F): Locates specific text quickly.

· Replace (Ctrl + H): Replaces a word or phrase with another.

o Example: Replace “2024” with “2025”.

C. Bullets and Numbering

Used for listing items.

· Bullets: Unordered list (•, ●, ✔)

· Numbering: Ordered list (1., 2., 3. or A., B., C.)

· Can customize style and alignment from the toolbar.

D. Tables

Used to organize data in rows and columns.

· Insert Table → Choose number of rows and columns.

· Add/delete rows or columns.

· Merge or split cells.

· Useful for creating schedules, data sheets, etc.

E. Borders and Shading

· Borders: Add lines around paragraphs, pages, or tables.

· Shading: Apply background color to text, cells, or areas.

F. Indentation and Tab Settings

· Indentation: Moves text away from the left or right margins.

o First Line Indent, Hanging Indent

· Tab Setting: Aligns text at specific horizontal positions.

o Use Tab key or set custom tab stops (Left, Center, Right, Decimal)

G. Columns

· Used for newspaper-style layout.

· Page Layout > Columns → One, Two, or Three Columns.

· Adjust spacing and line between columns.

H. Header and Footer

· Header: Text at the top of every page (e.g., document title).

· Footer: Text at the bottom (e.g., page number, date).

· Insert from Insert > Header/Footer.

I. Footnotes and Endnotes

· Used to add explanations or references.

· Footnotes: Appear at the bottom of the same page.

· Endnotes: Appear at the end of the document.

· Insert from References > Insert Footnote/Endnote.

J. Page Numbers

· Insert from Insert > Page Number.

· Choose position: Top, Bottom, Left, Right.

· Can format and remove page numbers easily.

K. Page Breaks and Section Breaks

· Page Break: Starts a new page. (Shortcut: Ctrl + Enter)

· Section Break: Divides the document into sections to apply different formatting (e.g., different headers/footers per section).

L. Graphics, Pictures, Charts, WordArt, Symbols

Graphics / Pictures:

· Insert images from file or online.

· Resize, crop, rotate, and apply effects.

Charts:

· Insert → Chart (Column, Line, Pie, Bar, etc.)

· Useful for data visualization.

· Can edit data inside MS Excel sheet view.

WordArt:

· Stylized text with effects (e.g., curve, shadow).

· Found under Insert > WordArt.

Symbols:

· Insert → Symbol (e.g., ©, ™, €, ✓)

· Use for special characters and math symbols.

M. Creating and Editing Charts

1. Insert > Chart

2. Choose a chart type (Column, Pie, Line, etc.)

3. Enter or import data.

4. Customize:

o Titles

o Axis labels

o Colors

o Data labels

5.5. Mail Merge

Mail Merge is a feature in word processors (like MS Word) that allows you to create multiple personalized documents (like letters, emails, labels, or envelopes) using a single template and a list of data (like names and addresses).

Purpose of Mail Merge:

To automate the creation of documents that are mostly the same but include personalized elements (like recipient name, address, etc.).

Common Uses:

· Sending personalized letters to multiple people

· Creating envelopes or labels

· Sending bulk emails with individual names

· Printing certificates, invitations, etc.

Main Components of Mail Merge:

Component	Explanation
Main Document	The base document (e.g., letter template)
Data Source	List containing recipient info (e.g., Excel file)
Merge Fields	Placeholder for personalized info (e.g., <<Name>>)

Mail merge steps

Click on start Mail Merge wizard (from the mailings tab)
Select the document type( letter, e-mail, labels etc.)
Create main document
Type or select existing recipients
Insert required fields
Preview the results
Finish & merge

5.6. AutoCorrect, Spelling and Grammar Checking, and Thesaurus

This section describes tools that help improve the accuracy, quality, and presentation of documents by automatically correcting, checking, and suggesting improvements in language.

A. AutoCorrect

AutoCorrect automatically corrects common spelling and typing mistakes as you type.

How it Works:

· Typing "teh" becomes "the"

· Typing "dont" becomes "don’t"

Features:

· Fixes capitalization errors (e.g., i → I)

· Corrects misspelled words

· Can insert symbols or special text using shortcuts (e.g., (c) → ©)

· Users can add/edit/delete AutoCorrect entries

How to Use in MS Word:

· File > Options > Proofing > AutoCorrect Options

B. Spelling and Grammar Checking

This tool checks the document for spelling mistakes and grammar errors, underlining them with:

· Red wavy line = Spelling mistake

· Blue or green wavy line = Grammar or sentence structure issue

How to Use:

· Manual Check: Press F7 or go to Review > Spelling & Grammar

· Right-click on underlined words to see suggestions

· Accept the correct word or ignore the error

Custom Options:

· Add to Dictionary

· Ignore All

· Change All

C. Thesaurus

Thesaurus provides synonyms (similar words) and antonyms (opposite words) for improving word choice and making writing more effective.

How to Use:

· Select a word → Go to Review tab > Thesaurus

· Shortcut: Shift + F7

· A side pane appears with a list of alternative words

Example:

· Word: Happy

· Synonyms: Joyful, Cheerful, Glad

· Antonyms: Sad, Unhappy

5.7. Using Formula with Relative Cell and Absolute Cell Reference (in Excel)

In spreadsheet programs like Microsoft Excel, formulas are used to perform calculations using cell references. There are two main types of cell references:

A. Relative Cell Reference

A relative cell reference changes automatically when the formula is copied to another cell.

Example:

If you write the formula in cell C1:

= A1 + B1

And copy it to cell C2, it becomes:

= A2 + B2

Use Case:

Used when the same operation is repeated for multiple rows or columns.

B. Absolute Cell Reference

Definition:

An absolute cell reference does not change when the formula is copied. It refers to a fixed cell.

Symbol Used:

$ is used to fix the row or column:

· $A$1: fixes both column A and row 1

· A$1: fixes row only

· $A1: fixes column only

Example:

= A1 * $B$1

If copied to another cell, A1 changes, but $B$1 stays the same.

Use Case:

Used when a value (like tax rate or discount rate) must stay constant in all calculations.

C. Comparison Table:

Type	Example	Changes When Copied?	Use Case
Relative Reference	`=A1 + B1`	Yes	For regular row-by-row calculations
Absolute Reference	`=A1 * $B$1`	No (fixed cell stays same)	For constants like fixed tax/discount

D. Shortcut to Add $ in Excel:

· Select the cell reference in the formula and press F4.

· It will toggle through:
$A$1 → A$1 → $A1 → A1

E. Example Scenario:

Suppose:

· Column A = Quantity

· Column B = Unit Price

· Cell B1 = Discount Rate

5.8. Using Functions (in Excel and Other Spreadsheet Programs)

A function in Excel is a predefined formula that performs calculations using specific values called arguments. Functions help to perform complex calculations quickly and accurately.

A. Basic Structure of a Function:

=FUNCTION_NAME(argument1, argument2, ...)

🔹 Example:

=SUM(A1:A5)

This adds the values from cell A1 to A5.

B. Types of Commonly Used Functions:

Function	Purpose	Example
`SUM()`	Adds numbers	`=SUM(A1:A5)`
`AVERAGE()`	Calculates average	`=AVERAGE(B1:B5)`
`MAX()`	Finds the largest value	`=MAX(C1:C10)`
`MIN()`	Finds the smallest value	`=MIN(D1:D10)`
`COUNT()`	Counts numeric cells	`=COUNT(A1:A10)`
`COUNTA()`	Counts non-empty cells	`=COUNTA(A1:A10)`
`IF()`	Logical test and result	`=IF(A1>50, "Pass", "Fail")`
`NOW()`	Returns current date and time	`=NOW()`
`TODAY()`	Returns current date	`=TODAY()`
`ROUND()`	Rounds numbers	`=ROUND(A1, 2)`

C. Steps to Use a Function in Excel:

1. Click on a cell where you want the result.

2. Type = followed by the function name.

3. Add the required arguments (cell references or values).

4. Press Enter.

D. Using the Function Wizard (Optional):

1. Click the fx button near the formula bar.

2. Choose the desired function from the list.

3. Enter arguments using the dialog box.

4. Click OK.

E. Examples:

Sum of marks from A2 to A6:

=SUM(A2:A6)

Average salary from B2 to B10:

=AVERAGE(B2:B10)

Check if a student passed (marks ≥ 40):

=IF(C2>=40, "Pass", "Fail")

F. Tips:

· All functions begin with =

· Use : for range (A1:A10)

· Use , to separate arguments

· Functions are not case-sensitive (sum = SUM)

G. Function Categories:

· Mathematical: SUM, PRODUCT, ROUND

· Statistical: AVERAGE, MAX, MIN, COUNT

· Logical: IF, AND, OR

· Date & Time: NOW, TODAY, DAY, MONTH

· Text: LEFT, RIGHT, LEN, CONCATENATE

5.9. Formatting Slides, Slide Show, and Animations (in PowerPoint)

This section explains how to enhance your presentations using slide formatting, slide show features, and animations in Microsoft PowerPoint or similar presentation software.

A. Formatting Slides

Formatting slides means changing the appearance and layout of the slides to make them more attractive and professional.

Slide Formatting Options:

Feature	Description
Layout	Choose from Title Slide, Title and Content, Two Content, etc.
Design Themes	Apply ready-made color and font themes to all slides
Background Styles	Add solid color, gradient, image, or texture backgrounds
Fonts and Colors	Customize fonts and colors of text
Slide Size & Orientation	Set standard or widescreen and landscape/portrait mode
Master Slide	Format all slides consistently using Slide Master

Steps:

1. Go to Design Tab

2. Choose or customize a theme

3. Use Format Background for background design

B. Slide Show

A slide show is a way to present slides one after another in full screen during a presentation.

Features:

Feature	Use
Start Slide Show	Begin the presentation from the first or current slide
Set Up Slide Show	Configure options like loop, presenter view, etc.
Rehearse Timings	Practice timing of each slide
Record Slide Show	Record voice and slide timings

Shortcuts:

· F5 → Start from beginning

· Shift + F5 → Start from current slide

· Esc → End the show

C. Animations

Animations are visual effects applied to text, images, or objects within a slide.

Types of Animations:

1. Entrance – Object appears (e.g., Fly In, Fade In)

2. Emphasis – Object changes to draw attention (e.g., Spin, Grow)

3. Exit – Object disappears (e.g., Fade Out)

4. Motion Paths – Object moves along a path

How to Add Animations:

1. Select the object (text, shape, image)

2. Go to Animations Tab

3. Choose an animation effect

4. Use Animation Pane to customize timing and order

D. Transition vs Animation

Transition	Animation
Between slides	Within a slide
Applied to whole slide	Applied to objects like text/image
Found in Transitions tab	Found in Animations tab

5.10. Document Security

Document Security refers to the methods and features used to protect a digital document from unauthorized access, editing, copying, or sharing. It helps ensure confidentiality, integrity, and authenticity of information.

A. Why Document Security is Important:

· To prevent unauthorized access

· To avoid accidental or intentional edits

· To protect confidential and sensitive information

· To maintain data integrity and authorship

B. Common Document Security Features:

Security Method	Purpose
Password Protection	Lock the document so only users with the correct password can open/edit it
Read-Only Mode	Allows viewing but restricts editing
Restrict Editing	Limit what others can change in the document
Digital Signature	Confirms the author's identity and that content is unaltered
Encryption	Converts the document content into unreadable format without a key
Mark as Final	Marks the document as completed and discourages further editing
Permissions Control (IRM)	Control who can view, edit, or print the document

C. How to Apply Security in MS Word (Example)

To Add Password:

1. Go to File > Info

2. Click Protect Document

3. Choose Encrypt with Password

4. Enter and confirm password

To Restrict Editing:

1. Go to Review > Restrict Editing

2. Choose what changes others can make (e.g., No changes, Comments only)

3. Set password to enforce protection

To Add Digital Signature:

1. Go to File > Info > Protect Document > Add a Digital Signature

2. Requires a valid certificate

D. Best Practices for Document Security:

· Use strong passwords (mix of letters, numbers, symbols)

· Share passwords securely (not over public platforms)

· Avoid saving passwords in plain text

· Use cloud-based services with built-in protection (e.g., Google Drive, OneDrive)

· Backup important documents

E. Examples of Tools That Offer Document Security:

· MS Word, Excel, PowerPoint: Password, read-only, restrict editing

· Adobe PDF: Password, permissions, digital signatures

· Google Docs: View/edit/share permission control

· Cloud Services: File access control & encryption

5.11. Document Previewing and Printing

Document Previewing and Printing refers to the process of viewing a document before printing and then sending it to a printer in a proper layout and format.

A. What is Print Preview?

Print Preview allows you to see how a document will look when printed — including margins, layout, page breaks, and page numbers — without actually printing the document.

Benefits of Print Preview:

· Detect and fix layout or formatting issues

· Check headers, footers, and margins

· Save paper and ink by avoiding reprints

· Verify page orientation and spacing

B. Steps to Preview and Print in MS Word / Excel / PowerPoint

To Preview a Document:

1. Click on File tab

2. Select Print

3. The right panel shows the print preview of the document

You can scroll through the pages to see how each will print.

To Print a Document:

1. Go to File > Print

2. Select the printer (connected or virtual)

3. Set the number of copies

4. Choose:

o Pages to print (e.g., All, 1-5, current)

o Orientation (Portrait / Landscape)

o Paper Size (A4, Letter, etc.)

o Margins

5. Click Print button

C. Printing Options:

Option	Description
Printer	Choose a connected or virtual printer
Copies	Number of copies to print
Pages	Select specific pages or all
Orientation	Portrait (vertical) or Landscape (horizontal)
Page Size	A4, Letter, Legal, etc.
Margins	Normal, Narrow, Wide
Collated	Prints complete sets (1-5, 1-5...) vs (1,1,1...)
Manual Duplex Printing	Print on both sides of paper manually

D. Print Settings in MS Excel:

· Fit Sheet on One Page: Resize content to print on one page

· Print Area: Set specific range of cells to print

· Print Titles: Repeat header row/column on each page

· Gridlines: Option to show/hide gridlines in print

E. Slide Printing in PowerPoint:

· Print Layout Options:

o Full Page Slides

o Handouts (multiple slides per page)

o Notes Pages

o Outline View

F. Keyboard Shortcuts:

· Ctrl + P = Open Print Preview and Print settings window

G. Best Practices for Printing:

· Use Print Preview before printing

· Use Draft Mode if printing a rough copy

· Double-check printer settings (size, orientation)

· Print only required pages

· Print multiple slides per page in PowerPoint to save paper

H. Common Printing Issues:

Issue	Solution
Blank pages printing	Check page breaks or extra blank lines
Misaligned text/images	Adjust margins and alignment
Document not printing	Check printer status, connection, or paper
Wrong orientation	Set correct orientation in print settings