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HOW TO USE OFFICE
APPLICATIONSEFFECTIVELY
Basic System Concept
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Introduction
Aim To share knowledge helpful in creatingrobust Documents
Importance of Office applications in Testers
Life
Discussion about Word, Excel & PowerPoint Extensively Used applications
Versions Competitors
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Versions
Office XP, Office 2003, Office 2007 and Office2010
Office XP & Office 2003 Menu Item
Office 2007 & Office 2010 Ribbon View
Compatibility packs Need to be installed inenvironments having lower office versions To
use files created in higher office versions
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Office 2003 Preview - Word
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Office 2003 Preview - Excel
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Office 2003 Preview -PowerPoint
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MS word Intro.
What is MS word?
Rich Text editor from Microsoft
Provides lot of options to format text.
How it is useful is our testing?
MS word is very useful for our daily testingactivities.
Well write our test plans, estimation documents,issue reports in word documents.
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What are we going to Discuss inMSWord
Document Properties
Headings & TOC
Formatting options
Text type and size Bold, Italic and Underlines
Background and textcolours
Bullets and numbering
Indentation Alignments
Borders and shadings
Headers and footer
Tables and images
Hyperlinks and
bookmarks Page numbers
Page Size andorientations
Spellings Comments
Document Security
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Lets Begin.
Formatting options
Formatting options allows us to format the data to have a rich look. MSword supports many formatting options like Text type and size, Bold Italicand Underlines, Background and text colours, Bullets and numbering,Indentation, Alignments, Borders and shadings.
Document Properties
Document properties will tell you some details about the document suchas size, number of pages, creation/modification dates, author etc.
While sending any word documents to the clients, we should ensure thatthe author name and other properties displayed the correct values.
To view/modify the document properties, click on File menu.
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MS word continued.
Headings and TOC
Headings and TOC are very important while creating any document.They give a decent look to the document as people can see all mainsections of the document in TOC page.
To apply a heading for the text, select the required text and go tostyles section of the Home ribbon.
Headers and footer
Headers and footer allows to insert common elements into thedocument such as client logos, date and time, page numbers, tag
lines etc.
To insert header/footer to your document just double click on theheader/footer section of the document.
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MS word continued.
Tables and images
Sometimes were required to show the data in tabular format. Wordsupports insertions of tables. We can also insert images into thedocument.
To insert tables/images into you document simply go to insert menu
Hyperlinks and bookmarks
These are another important features of word document. We inserthyperlinks in the document and simply clicking them we can navigate tothe site without opening the browser.
Bookmarks allows us to remember the required locations in thedocument. We can easily navigate to the required location in a documentby creating the book marks and creating hyperlinks for those bookmarks.
To insert hyperlinks or bookmarks, select the required text, right click onit and select Hyperlink option.
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MS word continued.
Page Size and orientations
Its always required for us to change the page size and orientation forseveral purposes like printing, better readability etc.
To view/modify the page size or orientation, go to Page Layout
ribbon
Spellings
Very very important feature which makes our work so simple. We cancheck the spellings using this option. It is always advised to verify the
spellings in the page before we send the documents to the clients. Spell checker is automatically enabled in word documents. If no you
can check spellings by navigating to Review ribbon and selectingthe Spellings & Grammar option.
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MS Word continued.
Comments
Comments are used to provide our views for the specific data in thedocument. If we want to comment on a specific section of datawithout disturbing it, its a good option to use comments.
To insert comments, select the required text, go to Review ribbonand select New Comment option.
Document Security Document security is very important in order to protect our
documents from misuse. We can protect our document in followingdifferent ways:
Password protection
Restricted Editing
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Excel
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Excel Application
Excel is a spread sheet program inthe Microsoft Office system.
You can use Excel to create and
format workbooks (a collection ofspread sheets) in order to analysedata and make more informedbusiness decisions.
Specifically, you can use Excel to
track data, build models foranalysing data, write formulas toperform calculations on that data,pivot the data in numerous ways,and present data in a variety of
professional looking charts.
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How Excel helps Testers
Creation of Test cases
Tracking Issues
Importing Data from Multiple sources
Creation of Charts Performance Testing
Reporting Results Retest results/
Summary Report / Data etc
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What are we going to Discuss in
Excel
Operations on Row and Column
Cells Formatting
Comments & Track changes
Sheet Protection Functions and their usage
Charts
Data Import Connection to TFS Pivot table
Multiple Excel Views
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Lets Begin..
Operations on Row and Column Insert and Delete - Right Click on Row > Insert/Delete
Hide and Unhide - Right Click on Row/Column/Sheet/ >Hide/Unhide
Cells Formatting Wrap text Makes all content within a cell by displaying it in multiple lines
Home Tab> Alignment section> Wrap Text
Merge Cells Joins the selected cells into one larger cell and centers the
content into new cell
Home Tab> Alignment section> Merge & Center
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Formatting as TableQuickly format a range of cells and convert it to a
Table by choosing a Pre-defined Table Style
Home Tab> Styles> Format as Tables
Text orientationRotate text to a Diagonal angle or Vertical Orientation
Home Tab> Alignment section> icon
Cell formatcurrency, text etc. Format cells to represent specific Data type like -
Currency, Decimals, Date, Text, Percentage or anyCustom defined
Right click on selection> Format Cells> Number Tab
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Excel exploration Continued
Comments To increase readability and better Understanding
Review Tab> Comments Section> Add Comment
Track Changes
Track All changes made to the document Review Tab> Changes Section> Track Changes> Highlight
Changes
Protection Sheet Protection - Prevent Unwanted changes to the data
in a sheet Workbook Protection - Prevent Unwanted changes to the
structure of the Workbook like Adding or Deleting Sheet
Review Tab> Changes Section> Protect Sheet/Workbook
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Excel exploration Continued
Formulas
Formulas or equations to perform calculations onvalues in worksheet - Average, Sum, Min..
Formulas tab Charts
Multiple Charts type to serve the requirement -Column, Line, Pie, Bar, Area, Scatter..
Insert Tab> Charts section> Select desired chart
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Continuation
Data Import Import data from MSAccess, Web, Text File, SQL Server,
Microsoft Query.
Refresh connection
Data Tab> Get External Data section> Select desired Connection
Connection to TFS Create a list consisting of TFS Work items
Team Tab> Work Items section>New List
Excel Views Page Layout - View the Document as it will appear on the printed
Page Page Break Preview - View the preview where the pages will
break the document will be printed
View Tab> Workbook views section
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Last on list but not least..
Pivot table
A PivotTable report is an interactive way to quicklysummarize large amounts of data
Filtering, sorting, grouping, and conditionallyformatting the most useful and interesting subsetof data to enable you to focus on the informationthat you want.
Presenting concise, attractive, and annotatedonline or printed reports.
Insert Tab> Tables section> Pivot Table
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Power Point Presentations
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PPT Intro
What is a PPT? PowerPoint is a complete presentation graphics package. It gives
you everything you need to produce a professional-lookingpresentation.
Do we use this presentation in our testing ? We use this presentations for client visits, HYS, knowledge
sharing sessions and many more
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What are we going to Discuss in PPT
Commonly used options in PPT
Themes
Layouts
Master Slide
Header and Footer
Slide Transition Slide Animation
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PPT continued.
Themes:
To give your presentations a designer-quality look a look thatincludes one or more slide layouts with coordinating colours, amatching background, fonts, and effects, you'll want to apply atheme
Office 2010 provides you a number of built in Themes and youhave numerous options to edit them.
You can create you own themes with required colours anddesigns.
To apply the required theme for the slide, simply select the slideand go to design ribbon.
If you want to create a new Theme, just select any of the existingtheme, make the necessary modifications to it and save it as anew theme.
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PPT continued.
Layouts: A layout tells you the way how you insert the data into slides. Slide
layouts contain formatting, positioning, and placeholders for all of thecontent that appears on a slide.
Power point include some default layouts which you can chose to organisethe data in you presentation slides.
You can create your own layouts that suites your requirements. To apply a layout, right click on the slide and select the Layout option.
Master Slide: A slide master is the top slide in a hierarchy of slides that stores
information about the theme and slide layouts of a presentation, including
the background, colour, fonts, effects, placeholder sizes, and positioning. Every presentation contains at least one slide master. The key benefit to
modifying and using slide masters is that you can make universal stylechanges to every slide in your presentation, including ones added later tothe presentation
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PPT continued.
Slide transitions and animations:
Slide transitions define the visual movements while changingfrom one slide to another slide where as animations are used todefine the movements of the objects in the slide.
They provide visual interest to your presentation and grab theaudience's attention (as long as they are not overused).
You can reveal points on slides in a staggered way (i.e. one bulletdisplayed at a time) to keep the audience focused only on thepoint which you are discussing at the given time
To apply slide transitions, select any slide and go to Transitionsribbon to select the required transition.
To apply animation, select the required object in the slide, go toanimations ribbon and apply the required animation.
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Competitors
Open Office Google Docs
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Future Product
Office 365 - MSOffice on Cloud
Office 365 combines Office documents withenterprise-class business services like
Exchange Online for email and calendaring,Lync for instant messaging, phone calls andmeetings, and SharePoint Online for teamsites, collaboration and web sites
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Questions..
Mail : [email protected] : [email protected]
mailto:[email protected]:[email protected]