MS Office Applications

8/2/2019 MS Office Applications

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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]
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Date post:	05-Apr-2018
Category:	Documents
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