SSC CGL Preparation – Day 18

Computer Basics – Basics of Microsoft Office

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🔷 What is Microsoft Office?

Microsoft Office is a suite of productivity applications developed by Microsoft, used for document creation, data analysis, presentations, and communication.

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🔹 Commonly Used Microsoft Office Tools:

Application	Purpose
MS Word	Creating and formatting text documents
MS Excel	Working with spreadsheets and data analysis
MS PowerPoint	Creating presentations
MS Outlook	Email and calendar management
MS Access	Managing databases
MS OneNote	Digital note-taking

For SSC CGL, focus is mainly on Word, Excel, and PowerPoint.

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🔷 MS Word – Basics

• Used for: Writing letters, resumes, essays, reports.
• Basic Features:
  • Typing and editing text
  • Formatting (font, color, size)
  • Page layout (margins, orientation)
  • Spell check and grammar tools
  • Inserting tables, images, charts
  • Saving as PDF or DOCX

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🔷 MS Excel – Basics

• Used for: Calculations, tabular data, charts, budgets.
• Basic Features:
  • Rows and columns (spreadsheet format)
  • Cells (individual boxes for data)
  • Formulas: =SUM(), =AVERAGE()
  • Auto-fill and drag-down
  • Sorting and filtering data
  • Creating basic charts (bar, pie, line)

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🔷 MS PowerPoint – Basics

• Used for: Presentations, slideshows.
• Basic Features:
  • Slide creation and layout selection
  • Text boxes, images, and shapes
  • Transitions and animations
  • Inserting charts, videos, audio
  • Slide Show mode
  • Templates and themes

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🔷 Importance of MS Office in Daily Life

Area	Use
Education	Assignments, project reports
Government Jobs	Report writing, data handling
Office/Business	Presentations, documentation
Banking	Data analysis, reports, email

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🔷 File Extensions

Application	Extension
MS Word	.doc, .docx
MS Excel	.xls, .xlsx
MS PowerPoint	.ppt, .pptx

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🔷 Common Office Terminologies

Term	Meaning
Clipboard	Temporary storage for copy/paste
Ribbon	Toolbar at the top with commands
Toolbar	Contains shortcut buttons (Save, Undo, etc.)
Cell (Excel)	Intersection of row and column
Slide (PowerPoint)	A single page in a presentation

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🔷 Keyboard Shortcuts in MS Office

Action	Shortcut
Copy	Ctrl + C
Paste	Ctrl + V
Cut	Ctrl + X
Undo	Ctrl + Z
Save	Ctrl + S
Bold	Ctrl + B
Italic	Ctrl + I
Underline	Ctrl + U

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🔷 Cloud Integration in Office (MS 365)

• Access documents online via OneDrive
• Real-time collaboration
• Auto-save enabled in cloud versions
• Cross-device access (phone, tablet, PC)

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🔷 Quick Revision Table

Tool	Primary Use	Unique Feature
MS Word	Typing documents	Formatting text & paragraphs
MS Excel	Data and calculations	Formulas and charts
MS PowerPoint	Presentations	Animations and slide transitions

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🔷 SSC CGL Exam Focus:

• Recognize Office tools and their primary uses
• Identify file types and their extensions
• Understand basic features and shortcuts
• Practical use of Word, Excel, and PowerPoint