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Computer & Office Skills

MS Office: Word, Excel and PowerPoint

Word for letters and documents, Excel for tables and calculations, and PowerPoint for presentations.

Suits: Students, job seekers and office staff

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Duration, fees and batch timings are quoted by the head office or your centre.

Students at computers in a classroom while a teacher helps one of them

3 study books in this course

  • MS Word
  • MS Excel
  • MS PowerPoint
Lessons
21
Practice questions
105
Free ebooks
7

About the course

What the MS Office course is about

Word, Excel and PowerPoint are the three programs most offices open every day. This course covers all three: documents in Word, tables and calculations in Excel, and presentations in PowerPoint.

The study books follow Microsoft 365 and Office 2016 or later on Windows, with the ribbon tabs and keyboard shortcuts you will meet at work.

All computer & office skills courses

What you will practise

Drawn from the lessons of the study books below.

  1. 01

    Create, edit, proofread and format documents, and print them with headers and footers

  2. 02

    Work with tables, pictures, styles, a table of contents and mail merge in Word

  3. 03

    Use formulas, relative and absolute references, and functions such as SUM, IF, VLOOKUP and XLOOKUP

  4. 04

    Sort and filter data in Excel and turn it into a chart

  5. 05

    Design slides with themes, the slide master, SmartArt and charts

  6. 06

    Add transitions and animations and present a slide show with confidence

What you will learn

3 subjects, 21 lessons

Every lesson of the study books that come with this course in the student portal, with the key points of each lesson and exercises to try. Your centre gives you the syllabus, the duration and the fee.

Subject 1 of 3

MS Word

Create, edit, format and print professional documents in Microsoft Word, from simple letters and tables to long reports with a table of contents and mail-merged letters.

  • 7 lessons
  • About 28 min of reading
  • 35 practice questions
  • 25 key terms
  1. 1Getting Started with MS Word4 min read · 5 key points · 3 exercises

    Key points

    • Word is a word processor for letters, reports and other documents.
    • Commands sit in ribbon tabs and groups; the dialog box launcher opens more options.
    • Word wraps lines automatically, so press Enter only for a new paragraph.
    • Ctrl+S saves, F12 opens Save As, and Word files use the .docx extension.
    • Print Layout view shows the page as it will print.

    Try this

    1. Open Word, choose Blank document and type two short paragraphs introducing yourself, letting word wrap start each new line and pressing Enter only once, between the two paragraphs.
    2. Save the document as My Introduction with Ctrl+S, then press F12 (Save As) to save a second copy in PDF format, and open both files to compare them.
    3. Switch between Read Mode, Print Layout and Web Layout on the View tab (Read Mode hides the ribbon, so press Esc or use the view buttons on the status bar to leave it), click the + on the zoom slider until it shows 150% and set it back to 100%, and use Ctrl+Home and Ctrl+End to jump to the start and end of the document.
  2. 2Editing, Proofing and Reviewing Text4 min read · 5 key points · 3 exercises

    Key points

    • Double-click selects a word, triple-click selects a paragraph and Ctrl+A selects everything.
    • Ctrl+X, Ctrl+C and Ctrl+V cut, copy and paste; Ctrl+Z undoes and Ctrl+Y redoes.
    • Ctrl+H opens Find and Replace; Replace All changes every match at once.
    • F7 checks spelling and grammar; a red wavy line marks a possible spelling mistake.
    • Track Changes (Ctrl+Shift+E) records edits so they can be accepted or rejected.

    Try this

    1. Type a paragraph that spells Delhi as Dehli in at least four places, then open Find and Replace with Ctrl+H, type Dehli in Find what and Delhi in Replace with, click Replace All, and note how many replacements Word reports.
    2. Type five sentences with a few deliberate spelling mistakes and a name such as Venkatesh, press F7 to check the document, correct the real mistakes and use Ignore All for the name.
    3. Turn on Track Changes with Ctrl+Shift+E, change three words, delete one sentence and add a comment with Ctrl+Alt+M, then accept two of the changes and reject the rest from the Review tab.
  3. 3Formatting Text and Paragraphs4 min read · 5 key points · 3 exercises

    Key points

    • Character formatting changes letters; paragraph formatting changes whole paragraphs.
    • Ctrl+B, Ctrl+I and Ctrl+U apply bold, italic and underline.
    • Ctrl+L, Ctrl+E, Ctrl+R and Ctrl+J set left, center, right and justified alignment.
    • Bullets suit unordered items and numbering suits steps; Tab and Shift+Tab change list levels.
    • Format Painter copies formatting; double-click it to use it several times.

    Try this

    1. Type a one-page notice for a school annual day, make the heading bold, 20 points and centred with Ctrl+E, justify the body paragraphs with Ctrl+J, and set their line spacing to 1.5.
    2. Write a bulleted list of ten things to buy for a family function, then a numbered list of the steps for making tea, and press Tab at the start of a new item to add two sub-points under one step.
    3. Type H2O, CO2 and x2 + y2 with subscript (Ctrl+=) and superscript (Ctrl+Shift+=) on the right digits, select one heading and press Shift+F3 until it is in UPPERCASE, make it bold and coloured, and copy that formatting to two other headings with Format Painter. Notice that the other headings stay in their own case, because Change Case changes the letters themselves, not their formatting.
  4. 4Page Layout, Headers, Footers and Printing4 min read · 5 key points · 3 exercises

    Key points

    • The Layout tab controls margins, orientation, paper size and columns.
    • Ctrl+Enter inserts a page break; section breaks allow different layouts in one document.
    • Headers and footers repeat on every page; inserted page numbers update automatically.
    • Watermark, Page Color and Page Borders are on the Design tab.
    • Ctrl+P opens Print, with settings for copies, page ranges and a preview.

    Try this

    1. Create a project report with a cover page and three chapters, start each chapter on a new page with Ctrl+Enter, add a footer with an automatic page number, and tick Different First Page so the cover shows no footer.
    2. Design a certificate on A4 paper in Landscape orientation with Narrow margins, add a border from Design > Page Borders, and check it in the print preview (Ctrl+P) without printing.
    3. In a portrait document, insert a Next Page section break (Layout > Breaks) before and after one page, set only that page to Landscape, and click Show/Hide ¶ to see the section break marks.
  5. 5Working with Tables4 min read · 5 key points · 3 exercises

    Key points

    • A table is made of rows, columns and cells.
    • Tab moves to the next cell, and Tab in the last cell adds a new row.
    • Merge Cells joins cells into one; Split Cells divides one cell.
    • Layout > Formula with =SUM(ABOVE) totals a column, but the result is updated with F9.
    • Repeat Header Rows shows the heading row on every page of a long table.

    Try this

    1. Create a bill table with the columns Item, Qty, Rate and Amount for five stationery items, insert a row above the headings with Layout > Insert Above, merge its cells and type a shop name in it.
    2. Press Tab in the last cell of your bill to add a Total row, total the Amount column with Layout > Formula (=SUM(ABOVE)), then change one amount, select the total and press F9 to update it.
    3. Type ten lines, each with a friend's name, city and favourite subject separated by commas, select the lines and turn them into a table with Insert > Table > Convert Text to Table, choosing Commas under Separate text at, then sort it by name from A to Z with Layout > Sort and apply a Table Style.
  6. 6Pictures, Shapes and Other Objects4 min read · 5 key points · 3 exercises

    Key points

    • Pictures, shapes, icons, SmartArt and charts are all on the Insert tab.
    • The Picture Format tab offers Crop, Picture Styles, corrections and Alt Text.
    • Wrap Text controls how text flows around a picture; In Line with Text is the default.
    • Hold Shift while drawing a shape to keep it perfectly round or square.
    • Ctrl+K inserts a hyperlink, and Symbol inserts characters such as ₹.

    Try this

    1. Make a one-page poster for a tree plantation drive: insert a picture from This Device, set Wrap Text to Square, resize it with a corner handle so it does not stretch, and add Alt Text describing it.
    2. Hold Shift to draw a perfect circle and a perfect square, right-click each and choose Add Text to type a word inside, then select both (click one, hold Shift and click the other), line up their centres with Align and Group them so they move together.
    3. Insert a SmartArt Process diagram with four steps of a college admission (fill the form, submit documents, pay the fee, attend the first class), pressing Enter after the last step in its Text pane if you need a fourth shape, then use Insert > Symbol > More Symbols to type the ₹, © and ° signs in a sentence.
  7. 7Styles, Table of Contents and Mail Merge4 min read · 5 key points · 3 exercises

    Key points

    • A style is named formatting; Normal, Heading 1 and Heading 2 are common styles.
    • Modifying a style updates every paragraph that uses it.
    • References > Table of Contents builds a contents list from heading styles; Update Table refreshes it.
    • Mail merge combines a main document with a data source through merge fields.
    • The mail merge commands are on the Mailings tab, ending with Finish & Merge.

    Try this

    1. Type a short report with three chapter titles and two sub-headings under each, apply Heading 1 and Heading 2 with Ctrl+Alt+1 and Ctrl+Alt+2, then modify the Heading 1 style to a new colour and watch every chapter title change.
    2. Insert an automatic table of contents from References > Table of Contents on a blank page after the cover, add one more Heading 2 sub-heading, click Update Table and choose Update entire table, then Ctrl+click an entry to jump to it.
    3. Make an Excel sheet with Name and City columns for six people and save and close it, then in Word use Mailings > Start Mail Merge > Letters and Select Recipients > Use an Existing List, insert the Name and City merge fields into a festival greeting letter, preview every letter, and finish with Edit Individual Documents.
Glossary: 25 key terms of MS Word
Alignment
How the lines of a paragraph line up with the margins: left, centred, right or justified, which means even along both margins.
Alt Text
A short description of a picture or other object that screen readers read aloud for people who cannot see it.
Cell
A single box in a table, where one row and one column meet.
Find and Replace
A tool, opened with Ctrl+H, that searches for a word or phrase and changes it to another, one match at a time or all at once with Replace All.
Footer
The area in the bottom margin of a page whose content, such as a page number, repeats on every page of the section.
Format Painter
A Home tab tool that copies the formatting of the selected text so you can give other text the same look.
Header
The area in the top margin of a page whose content, such as a report title, repeats on every page of the section.
Indent
Extra space between a paragraph and the margin, which can also be set for only the first line (first-line indent) or for every line except the first (hanging indent).
Insertion point
The blinking vertical line, also called the cursor, that shows where the next character you type will appear.
Mail merge
A Mailings tab feature that combines one main document with a list of recipients to produce many personalised letters, envelopes, labels or emails.
Margin
The blank space between the text and the edges of the page.
Merge field
A placeholder such as «Name» in a mail merge document that is replaced with each recipient's own details.
Navigation pane
A side pane, opened with Ctrl+F or from the View tab, for searching a document and jumping to any heading or page.
Orientation
The direction of the page: portrait is taller than it is wide, and landscape is wider than it is tall.
Page break
A mark, inserted with Ctrl+Enter, that makes the text after it start at the top of a new page.
Ribbon
The band of tabs across the top of the Word window, each divided into groups of commands.
Section break
A mark that divides a document into parts that can have different page settings, such as orientation, margins or headers.
SmartArt
A set of ready-made diagrams, such as lists, processes, cycles and organisation charts, into which you type your own text.
Style
A named set of formatting, such as Normal or Heading 1, that is applied in one click and, when modified, changes every paragraph that uses it.
Table of contents
A list of a document's headings with their page numbers, which Word builds from heading styles and refreshes with Update Table.
Text wrapping
The setting that decides how text flows around a picture or shape, such as In Line with Text, Square or Behind Text.
Track Changes
A Review tab feature that records every insertion and deletion so the author can accept or reject each change.
Watermark
Faint text or a picture, such as DRAFT or CONFIDENTIAL, shown behind the content of each page.
Word processor
A program for typing, editing, formatting and printing documents such as letters, reports and resumes.
Word wrap
The automatic movement of text to the next line when the current line is full, so you press Enter only to start a new paragraph.

Subject 2 of 3

MS Excel

Work with cells, ranges and formulas in Microsoft Excel, use functions such as SUM, IF, VLOOKUP and XLOOKUP, and sort, filter, chart and print your data.

  • 7 lessons
  • About 27 min of reading
  • 35 practice questions
  • 25 key terms
  1. 1Getting Started with Excel4 min read · 5 key points · 3 exercises

    Key points

    • A workbook (.xlsx) contains worksheets made of columns, rows and cells.
    • A cell address is the column letter followed by the row number, such as B4.
    • A range such as A1:C5 uses a colon to mean "from A1 to C5".
    • Text aligns left and numbers align right by default; ##### means the column is too narrow.
    • The fill handle continues series such as Jan, Feb, Mar.

    Try this

    1. Create a workbook with the headings Roll No, Name and Class in A1:C1, enter details for eight students, click a few cells to read their addresses in the Name Box, and save the file as Class Register.
    2. On a new sheet, use the fill handle to fill Jan to Dec down column A starting at A2 and Mon to Sun across row 1 starting at B1, then type 1 and 2 in two cells, select both and drag to continue the series up to 20.
    3. Type ten full names in column A and the first name of the first person in column B, press Enter so the cell below is selected and press Ctrl+E to let Flash Fill complete the column, then enter today's date with Ctrl+; and fix any ##### by double-clicking the column border.
  2. 2Formatting Cells and Worksheets3 min read · 5 key points · 3 exercises

    Key points

    • Formatting changes how a value looks, not the value itself.
    • Ctrl+1 opens Format Cells, where you can choose formats such as Currency with the ₹ symbol.
    • Gridlines do not print by default; use Borders for tables you will print.
    • Wrap Text, Merge & Center and AutoFit help data fit neatly.
    • Conditional Formatting changes a cell's look automatically based on its value.

    Try this

    1. Before typing anything in a Code column, format it as Text so codes such as 00123 keep their zeros, then type a price list of ten items with their codes, format the price column as Currency with the ₹ symbol and two decimal places from Format Cells (Ctrl+1), and add All Borders to the table.
    2. Add a title above a marks table and use Merge & Center across the table's width, AutoFit every column by double-clicking the border between the column headings, then apply Wrap Text to a long column heading and drag that column narrower so the heading shows on two lines.
    3. In a stock sheet of 15 items, use Conditional Formatting > Highlight Cells Rules > Less Than to colour quantities below 10 in red, add Data Bars to a sales column, then change one quantity to 5 and watch its colour update.
  3. 3Formulas and Basic Functions4 min read · 5 key points · 3 exercises

    Key points

    • Every formula starts with =; use cell references so results update automatically.
    • Excel calculates brackets first, then powers, then * and /, then + and -.
    • COUNT counts cells with numbers, while COUNTA counts cells that are not empty.
    • AVERAGE ignores empty cells but includes zeros.
    • Alt+= inserts AutoSum; errors such as #DIV/0!, #NAME? and #REF! point to the cause of a problem.

    Try this

    1. Create a marksheet for five students with marks in five subjects, add Total and Average columns using SUM and AVERAGE, and show the highest and lowest totals with MAX and MIN.
    2. Make a shopping bill with Item, Qty and Rate columns, calculate each Amount with a formula such as =B2*C2, copy it down with the fill handle, and get the grand total with AutoSum (Alt+=).
    3. Type =10+5*2 and =(10+5)*2 in two cells to see how brackets change the answer, compare COUNT and COUNTA on a column of names, and type =SUMM(B2:B5) to see the #NAME? error.
  4. 4Relative, Absolute and Mixed References4 min read · 5 key points · 3 exercises

    Key points

    • Relative references (A1) change when a formula is copied; this is the default.
    • Absolute references ($A$1) stay fixed wherever the formula is copied.
    • Mixed references ($A1 or A$1) lock only the column or only the row.
    • F4 cycles through the reference types while you edit a formula.
    • Use an absolute reference or a named cell for one value, such as a rate, used by many formulas.

    Try this

    1. Type five bill amounts in B2:B6 and a discount rate of 10% in F1, enter =B2*$F$1 in C2 and copy it down to C6, then try =B2*F1 copied down instead and work out why the lower rows show 0.
    2. Build a multiplication table: type 1 to 9 in B1:J1 and in A2:A10, enter =$A2*B$1 in B2, and copy it to the whole block B2:J10.
    3. Give cell F1 the name Discount in the Name Box and rewrite the discount formula as =B2*Discount, then edit a formula such as =B2*$F$1, place the cursor in the B2 reference and press F4 four times, writing down each form it shows.
  5. 5Decisions and Lookups: IF, VLOOKUP and XLOOKUP4 min read · 4 key points · 3 exercises

    Key points

    • IF(test, value_if_true, value_if_false) returns one of two results; text results go in double quotes.
    • VLOOKUP searches the first column of a table and returns a value from a column to its right.
    • Use FALSE as VLOOKUP's last argument for an exact match; a value that is not found gives #N/A.
    • XLOOKUP needs Microsoft 365 or Excel 2021 and later; it matches exactly by default and can return from any column.

    Try this

    1. In a marksheet with a Percentage column, add a Result column that uses IF to show Pass for 40 or more and Fail otherwise, and a Grade column with a nested IF that gives A for 75 and above, B for 50 and above, and C for the rest. If the percentages are shown with the % sign, write the limits as 40%, 75% and 50% in the formulas.
    2. Make a price list of ten item codes, names and prices in A2:C11, type a code in F2 and show its price with =VLOOKUP(F2,$A$2:$C$11,3,FALSE), then type a code that does not exist to see #N/A and wrap the formula in IFERROR to show Not found.
    3. In a sales list with City and Amount columns, count the sales from Delhi with COUNTIF and add their amounts with SUMIF; if your Excel is Microsoft 365 or Excel 2021 or later, also redo the price lookup with XLOOKUP and a "Not found" message.
  6. 6Sorting and Filtering Data4 min read · 5 key points · 3 exercises

    Key points

    • Keep one heading row and no blank rows inside a list you want to sort or filter.
    • Sort A to Z or Z to A sorts whole rows; Data > Sort sorts by several columns.
    • Filter (Ctrl+Shift+L) hides rows that do not match, without deleting them.
    • Ctrl+T turns a list into an Excel Table with automatic filters and formatting.
    • Freeze Top Row keeps the headings visible while you scroll.

    Try this

    1. Make an employee list of 15 rows with Name, City, Department and Salary columns, then use Data > Sort with two levels to sort by City from A to Z and then by Salary from largest to smallest.
    2. Turn on filters with Ctrl+Shift+L, show only the Sales department employees from Pune, then use Number Filters > Greater Than to show salaries above 30000, and finally clear all the filters.
    3. Convert the list into an Excel Table with Ctrl+T and add a Total Row from the Table Design tab, freeze the heading row with View > Freeze Panes > Freeze Top Row, and on a copy of the sheet (right-click the sheet tab, choose Move or Copy and tick Create a copy) enter one employee twice and remove the repeat with Data > Remove Duplicates.
  7. 7Charts and Printing4 min read · 5 key points · 3 exercises

    Key points

    • Select the data with its headings and use Insert > Recommended Charts or a chart type.
    • Column charts compare categories, line charts show change over time and pie charts show parts of a whole.
    • The Chart Design and Format tabs add titles, labels and styles; charts update when the data changes.
    • Fit Sheet on One Page, Print Area and Print Titles control what prints and how.
    • Gridlines do not print unless you tick Gridlines > Print.

    Try this

    1. Enter sales figures for six months, select them with their headings, insert a column chart, and use Add Chart Element to add a chart title, axis titles and data labels.
    2. Make a household budget with five expense heads and show it as a pie chart, then switch your sales chart to a line chart with Change Chart Type and edit one sales figure to watch the chart update.
    3. Prepare a 60-row list for printing: set Landscape orientation, use Print Titles to repeat the heading row at the top of every page, choose Fit All Columns on One Page, and check the preview under File > Print.
Glossary: 25 key terms of MS Excel
Absolute reference
A cell reference with dollar signs, such as $F$1, that stays exactly the same when the formula is copied.
Argument
A value, cell or range given to a function inside its brackets, such as B2:B10 in =SUM(B2:B10).
AutoSum
A button, with the shortcut Alt+=, that inserts a SUM formula for the numbers above or to the left of the active cell and also offers Average, Count Numbers, Max and Min.
Cell
The box where a column and a row meet, which holds one value, piece of text or formula.
Cell reference
The address of a cell, written as its column letter followed by its row number, such as B4.
Chart
A picture of worksheet data, such as a column, line or pie chart, that updates when the data changes.
Conditional Formatting
A Home tab feature that changes a cell's look automatically, for example colouring it red, when its value meets a rule you set.
Excel Table
A list converted with Ctrl+T that gets filter arrows and banded rows and grows automatically when you type a new row just below it.
Fill handle
The small square at the bottom-right corner of the active cell, dragged to copy a value or formula or to continue a series such as Jan, Feb, Mar.
Filter
A Data tab tool, turned on with Ctrl+Shift+L, that hides the rows that do not match your choices without deleting them.
Formula
A calculation typed in a cell that starts with an equals sign, such as =B2*C2.
Formula Bar
The bar above the column headings that shows, and lets you edit, the content or formula of the active cell.
Freeze Panes
A View tab command that keeps chosen rows or columns, such as the heading row, visible while you scroll.
Function
A ready-made formula with a name, such as SUM, AVERAGE or MAX, that works on the arguments given in its brackets.
IF function
A function that tests a condition and returns one value when the condition is true and another when it is false.
Mixed reference
A cell reference that locks only the column or only the row, such as $A1 or A$1.
Number format
The way a number is displayed, such as Currency, Percentage or Date, which does not change the value stored in the cell.
Print Titles
A Page Layout setting that repeats chosen rows, such as the heading row, at the top of every printed page.
Range
A group of cells written with a colon between the first and last cell, such as A1:C5.
Relative reference
An ordinary cell reference, such as B2, that shifts to match its new position when the formula is copied.
Sort
To rearrange rows into an order, such as A to Z or largest to smallest, while keeping each row's data together.
VLOOKUP
A function that finds a value in the first column of a table and returns the value from a chosen column to its right in the same row.
Workbook
An Excel file, saved with the .xlsx extension, that contains one or more worksheets.
Worksheet
A single sheet in a workbook, made of a grid of columns and rows, with its name shown on a tab at the bottom of the window.
XLOOKUP
A lookup function in Microsoft 365 and Excel 2021 and later that searches one column or row and returns the matching value from another, matching exactly by default.

Subject 3 of 3

MS PowerPoint

Build clear, attractive presentations in Microsoft PowerPoint with layouts, themes, pictures, charts, transitions and animations, then deliver them confidently as a slide show.

  • 7 lessons
  • About 28 min of reading
  • 35 practice questions
  • 25 key terms
  1. 1Getting Started with PowerPoint4 min read · 5 key points · 3 exercises

    Key points

    • A presentation is a set of slides; PowerPoint files use the .pptx extension.
    • Normal view has the slide thumbnails pane, the slide pane and the Notes pane.
    • Slide Sorter view is best for rearranging slides.
    • Speaker notes are for the presenter and do not appear on the slide.
    • Plan the purpose, audience and outline first, and keep one main idea per slide.

    Try this

    1. Start a Blank Presentation, type the title My Favourite Hobby and your name on the title slide, save it with Ctrl+S, then press F12 and save a second copy under a new name.
    2. Switch between Normal, Outline View, Slide Sorter, Notes Page and Reading View on the View tab, and write one line about what each view is best used for.
    3. On paper, plan a five-minute talk on keeping your locality clean: write its purpose, its audience and an outline with a title slide, an agenda, three main points, a summary and a closing slide for questions.
  2. 2Slides, Layouts and Text4 min read · 5 key points · 3 exercises

    Key points

    • Ctrl+M adds a new slide; a layout sets which placeholders a slide has.
    • Tab demotes a bullet to a sub-point and Shift+Tab promotes it.
    • Ctrl+D duplicates the selected slide, and Hide Slide skips a slide during the show.
    • If AutoFit is shrinking your text, split the content across more slides.
    • Speaker notes go in the Notes pane and can be printed as Notes Pages.

    Try this

    1. Add five slides from the New Slide arrow on the Home tab, choosing a different layout for each: Title and Content, Section Header, Two Content, Comparison and Title Only. Then add one more slide with Ctrl+M and use Home > Layout to change it to Blank.
    2. On a Title and Content slide, type five bullet points about your favourite festival, demote two of them to sub-points with Tab, promote one back with Shift+Tab, and type what you would say about the slide in the Notes pane.
    3. Select a slide in the thumbnails pane and duplicate it with Ctrl+D, hide one slide with Hide Slide, rearrange the slides by dragging in Slide Sorter view, and use Home > Section > Add Section to group them into sections named Introduction and Details.
  3. 3Themes, Backgrounds and the Slide Master4 min read · 5 key points · 3 exercises

    Key points

    • A theme applies matching colours, fonts and backgrounds; Variants offer other colour schemes.
    • Widescreen (16:9) is the default slide size; Standard (4:3) is also available.
    • Format Background with Apply to All changes the background of every slide.
    • The Slide Master (View > Slide Master) controls the look of all slides, such as a logo on every slide.
    • Insert > Header & Footer adds slide numbers, the date and footer text.

    Try this

    1. Apply a theme from the Design tab to a five-slide presentation, try three of its Variants, and then change only the theme fonts from the Variants drop-down.
    2. Open View > Slide Master, place a small picture or shape as a logo in a corner of the top master slide, close Master View to check that it appears on every slide, and add slide numbers and footer text from Insert > Header & Footer.
    3. Use Design > Format Background to give one slide a gradient fill and then a picture fill, click Apply to All, and check that the text on every slide still has good contrast.
  4. 4Pictures, Shapes, SmartArt and Charts4 min read · 5 key points · 3 exercises

    Key points

    • Pictures, shapes, SmartArt, tables, charts, icons and media are added from the Insert tab.
    • Hold Shift to draw a perfect circle or square; Ctrl+D duplicates an object.
    • Ctrl+G groups objects, and Align and Distribute line them up evenly.
    • Convert to SmartArt turns a bulleted list into a diagram.
    • A chart in PowerPoint opens a small spreadsheet window for its data.

    Try this

    1. Insert a picture from This Device, crop away an unwanted edge, apply a Picture Style, add Alt Text, and try Remove Background on a photo with a plain backdrop.
    2. Draw three shapes while holding Shift so they stay in proportion and type a word inside each, then select all three (hold Shift and click each one), use Align to line them up and Distribute Horizontally to space them evenly in a row, and press Ctrl+G to group them.
    3. Type four bullet points listing the steps of opening a bank account and use Convert to SmartArt to turn them into a process diagram, then on the next slide insert a column chart and replace the sample numbers with marks in four subjects.
  5. 5Slide Transitions4 min read · 5 key points · 3 exercises

    Key points

    • A transition is the effect as one slide changes to the next, and it plays as its slide enters.
    • Transitions are set on the Transitions tab; Effect Options change the direction.
    • Apply To All gives every slide the same transition.
    • After moves to the next slide automatically after a set time; On Mouse Click waits for the presenter.
    • Morph (Microsoft 365, PowerPoint 2019 and later) smoothly moves objects between two similar slides.

    Try this

    1. Apply the Fade transition to one slide, set its Duration to one second, click Apply To All so every slide uses it, and run the show to watch the effect.
    2. Make a six-slide photo show that moves on by itself: untick On Mouse Click, set After to 00:05.00 for every slide, and run the show from the beginning without touching the keyboard.
    3. On a slide with a small circle on the left, select that slide in the thumbnails pane and press Ctrl+D to duplicate it (with the circle selected, Ctrl+D would copy only the circle), move the circle to the right and make it bigger on the copy, and apply Morph to the second slide (Microsoft 365 or PowerPoint 2019 and later).
  6. 6Animations4 min read · 5 key points · 3 exercises

    Key points

    • Animations move objects on a slide; transitions move between slides.
    • The four types are Entrance, Emphasis, Exit and Motion Paths.
    • Choosing a new effect from the gallery replaces the old one; Add Animation adds a second effect.
    • On Click, With Previous and After Previous control when an animation starts.
    • The Animation Pane lists and reorders every animation on a slide.

    Try this

    1. On a slide with five bullet points, apply the Fly In entrance effect to the text placeholder and set Effect Options to By Paragraph so the bullets appear one at a time on each click.
    2. Animate a title, a picture and a shape, open the Animation Pane and reorder them so the picture plays last, set it to start After Previous with a one-second Delay, and press Play to test the slide.
    3. Make a quiz slide with a question, a text box holding the answer and a shape labelled Show answer, give the answer an Appear entrance effect, and use Trigger so it appears only when the shape is clicked.
  7. 7Presenting the Slide Show4 min read · 5 key points · 3 exercises

    Key points

    • F5 starts the show from the beginning, Shift+F5 from the current slide, and Esc ends it.
    • During the show, B blanks the screen and a slide number followed by Enter jumps to that slide.
    • Presenter View shows your notes, the next slide and a timer while the audience sees only the slide.
    • Set Up Slide Show can run a looping kiosk show, and Hide Slide skips a slide.
    • Handouts with 3 slides per page include lines for notes; Export can create a PDF or a video.

    Try this

    1. Start your presentation with F5, move forward and back with the arrow keys, type 3 and press Enter to jump to slide 3, press B to blank the screen and B again to return, and end the show with Esc.
    2. Practise a talk with Rehearse Timings, try to finish within five minutes and click Yes to keep the slide timings, then use Set Up Slide Show to choose Browsed at a kiosk (full screen) so the show moves on and repeats by itself using those timings.
    3. Open File > Print and preview the Notes Pages and 3 Slides handout layouts, export a PDF copy with File > Export > Create PDF/XPS Document, and save another copy as a PowerPoint Show (.ppsx).
Glossary: 25 key terms of MS PowerPoint
Animation
An effect that makes an object on a slide, such as a title, picture or bullet point, appear, draw attention, move or leave during the slide show.
Animation Pane
A pane opened from the Animations tab that lists every animation on the slide in playing order, so you can reorder, time, test or delete them.
AutoFit
A setting that automatically shrinks text so it fits inside its placeholder when there is too much of it.
Designer
A Microsoft 365 feature on the Design tab that suggests professional slide layouts for your pictures and text, and needs an internet connection.
Effect Options
A button on the Transitions and Animations tabs that changes the direction or style of the chosen effect, such as By Paragraph for bullet points.
Emphasis effect
A type of animation, such as Pulse, Spin or Grow/Shrink, that draws attention to an object already on the slide.
Entrance effect
A type of animation, such as Appear, Fade or Fly In, that brings an object onto the slide.
Group
A command, with the shortcut Ctrl+G, that joins selected objects so they move and resize together as one.
Handout
A printout with several slides on each page for the audience, where the 3-slides layout adds lines for notes.
Layout
The arrangement of placeholders on a slide, such as Title Slide, Title and Content or Two Content.
Morph
A transition in Microsoft 365 and PowerPoint 2019 and later that smoothly moves, resizes or recolours objects that appear on two slides in a row.
Motion path
A type of animation that moves an object along a line, arc, turn or loop during the slide show.
Normal view
The main editing view, with the slide thumbnails on the left, the large slide in the middle and the Notes pane below it.
Placeholder
A box on a slide, shown with prompt text such as Click to add text, that holds a title, text, picture, table or chart.
Presentation
A set of slides shown one after another to support a talk, saved by PowerPoint with the .pptx extension.
Presenter View
A view on the presenter's screen that shows the current slide, the next slide, the speaker notes and a timer while the audience sees only the slide.
Rehearse Timings
A Slide Show tab tool that times you as you practise and can save the time spent on each slide.
Slide Master
The top slide in Slide Master view, which controls the fonts, colours, background and placeholder positions of every slide in the presentation.
Slide Show
The full-screen view the audience sees, started with F5 from the first slide or Shift+F5 from the current slide.
Slide Sorter
A view that shows all the slides as small thumbnails so you can rearrange them by dragging.
SmartArt
A set of ready-made diagrams, such as lists, processes, cycles and hierarchies, that you fill with your own text.
Speaker notes
Notes typed in the Notes pane below a slide that help the presenter speak and are not shown on the slide during the show.
Theme
A matching set of colours, fonts, effects and backgrounds, applied to the slides from the Design tab.
Transition
The visual effect, such as Fade or Push, shown as the slide show moves from one slide to the next.
Trigger
An animation setting that starts an effect only when a particular object on the slide is clicked.

Practice and study material

Study books and timed practice tests in the student portal

Students sign in to read the study books lesson by lesson, print them, mark lessons as done and test themselves with timed practice tests, every answer explained.

  • 3study books
  • 21lessons
  • 105practice questions
  • 75glossary terms

How the practice tests work

  • Fresh questions each time

    Up to 20 questions are picked at random from the subject’s question bank.

  • One minute per question

    A timer counts down. When it reaches zero, your answers are sent automatically.

  • Move around freely

    Skip a question, flag it, and come back to change your answer before you submit.

  • Learn from every answer

    At the end you see the right answer and an explanation for each question.

  • Read, print and keep track

    Each study book has its lessons, key points, exercises and a glossary. Print a lesson, or mark it as done.

Try 3 practice questions

Real questions from this course’s question banks. Pick an answer to see the explanation.

  1. MS Word · Question 1

    What is a style in Word?

    Show the answer

    Answer: D. A named set of formatting applied in one step

    Styles such as Normal and Heading 1 store formatting under a name, so the same look can be applied anywhere.

  2. MS Excel · Question 2

    In the mixed reference A$1, which part stays fixed when the formula is copied?

    Show the answer

    Answer: C. The row number 1

    The dollar sign is placed before the part that is locked. In A$1 it is before the row number.

  3. MS PowerPoint · Question 3

    Which Start option makes an animation play automatically as soon as the previous animation finishes?

    Show the answer

    Answer: D. After Previous

    After Previous waits for the earlier effect to end. With Previous plays at the same time, and On Click waits for the presenter.

Free ebooks

7 free ebooks for this course

Branded PDF books to read on your phone or print: the study books of this course and more. Free for anyone, no sign-in needed.

Browse all 100 free ebooks

Careers

Careers this course leads towards

The kind of work these skills are used for. Each guide explains what the job involves, the skills it asks for and how to get started.

  • Data entry and office assistant

    Typing records, letters and reports, keeping spreadsheets up to date, and handling email, files and printing in an office.

  • Accounts assistant (Tally)

    Entering sales, purchases and payments, keeping GST records and preparing the reports a business owner or accountant asks for.

  • Computer teacher

    Teaching computer basics, MS Office and typing at a computer centre or in a school.

Free calculators

Useful calculators

Free tools that go with this course. They work in your browser, on a phone or a computer.

How admission works

From your first question to your certificate.

The usual steps, at the head office in Delhi or at an authorised member centre.

Who can join
Students above 12 years of age.
Where
The Delhi head office and authorised member centres.
Fees and timings
On WhatsApp at +91 97116 99511, or by phone on 011 2721 1512.
Start with a question
  1. 1

    Ask about the course

    Call or WhatsApp the head office, or visit your nearest member centre. Ask for the duration, the fee and the batch timings in writing.

  2. 2

    Fill the admission form

    Admission forms are supplied by the head office to every centre.

  3. 3

    Learn in class

    Attend your batch at the centre, with the course material and study notes, and sign in to the student portal for the study books and practice tests.

  4. 4

    Take the exam

    The institute prefers written exams, taken in front of a teacher.

  5. 5

    Receive your certificate

    Students who pass get a Gurukul Technicals Institute certificate and marksheet. Employers can verify it with the head office.

Questions

Questions about the MS Office course

Still have a question?

Chat on WhatsApp
Who can join the MS Office course?

Students above 12 years of age can take admission, at the Delhi head office or at an authorised member centre. The course suits students, job seekers and office staff. Tell the head office or your centre what you already know, and they will suggest where to start.

Which version of Office do the study books follow?

Microsoft 365 and Word, Excel and PowerPoint 2016 or later on Windows. Older versions look a little different, but most commands sit in the same places.

How long is the course and what is the fee?

Duration, fees and batch timings depend on the course and the centre. Ask the head office or your nearest member centre, and get the details in writing before you pay.

Where are the classes?

At the head office in Delhi (A-10, Chief Commissioner Colony, opposite Rana Pratap Bagh) and at authorised member centres. Call or WhatsApp the head office to find the nearest centre.

What do I need to use the study books and practice tests?

A phone or a computer with an internet connection, and the login your centre gives you at enrolment. The student portal opens in an ordinary web browser, so there is nothing to install. Student login.

How do the practice tests work?

Sign in to the student portal and choose a subject. Each test picks up to 20 questions at random from that subject’s question bank and gives you one minute per question, with a timer that sends your answers automatically when it reaches zero. You can skip a question, flag it and come back before you submit, and at the end you see the right answer and an explanation for every question. This course has 105 practice questions across 3 subjects, and you can take the tests as often as you like.

Is there an exam and a certificate?

Yes. The institute prefers written exams, taken in front of a teacher. Students who pass receive a Gurukul Technicals Institute certificate and marksheet.

How is a Gurukul Technicals Institute certificate verified?

On the verify certificate page, anyone can enter a certificate number and check it against the institute’s online register, which covers certificates issued through the portal. For older certificates, or if there is any doubt, send a copy to the head office by email or WhatsApp; the reply comes within 2 working days.

Are the ebooks on this page really free?

Yes. The 7 ebooks for this course are free PDF downloads for anyone, whether or not you join. The whole library has 100 free ebooks: browse them all.

Ready to start the MS Office course?

Ask the head office for the duration, the fee, the batch timings and your nearest member centre.

WhatsApp +91 97116 99511Call 011 2721 1512
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