MS Office — Word, Excel, PowerPoint — Computer Awareness

📑 Topics on this page (Jump to Topic):

1. MS Word 2. MS Excel 3. MS PowerPoint & others 4. Practice MCQs

📌 1. MS Word

Word is a word processor for letters, reports and documents. Default extension .docx (since 2007; earlier .doc), template .dotx.
Mail Merge = creating one letter for many recipients with their names and addresses (Mailings tab).
Header/footer appear at the top/bottom of every page; watermark is faint background text (Design tab).
Thesaurus (Shift+F7) = synonyms; Spelling & Grammar = F7.
Track Changes (Review tab) records edits; a macro records a repeated task.

Shortcut	Action
Ctrl+B / I / U	Bold / Italic / Underline
Ctrl+E / L / R / J	Centre / Left / Right / Justify
Ctrl+F / H	Find / Replace
Ctrl+Enter	Page break
Ctrl+Z / Y	Undo / Redo
Ctrl+K	Hyperlink
Shift+F3	Change case
F12	Save As

⚠️ Exam Traps:

Ctrl+E = centre (in Word); Ctrl+J = justify.
Mail Merge is in the Mailings tab, not Insert.

📌 2. MS Excel

Excel is a spreadsheet. A file = workbook (.xlsx) containing worksheets. Rows are numbered; columns are lettered.
Since Excel 2007: 1,048,576 rows and 16,384 columns (last column XFD).
Intersection of row and column = cell, e.g. B3 = column B, row 3. The selected cell = active cell. Every formula starts with =.

Reference	Example	When copied
Relative	A1	Changes
Absolute	$A$1	Does not change (F4 key)
Mixed	$A1 / A$1	One part fixed

Function	Use
SUM, AVERAGE	Total, average
MAX, MIN	Largest/smallest
COUNT / COUNTA	Count numeric cells / non-empty cells
IF	Condition: =IF(A1>=33,"Pass","Fail")
VLOOKUP / HLOOKUP / XLOOKUP	Look up values in a table (by column/row)
CONCAT / CONCATENATE	Join text
TODAY(), NOW()	Today's date / date+time
ROUND, SQRT, POWER	Rounding, square root, power

Error	Cause
#DIV/0!	Division by zero
#####	Column too narrow
#NAME?	Wrong function name
#VALUE!	Wrong type of data
#REF!	Invalid cell reference
#N/A	Value not available (lookup)

Charts (Alt+F1 / F11), Pivot Table = data summary, Filter, Sort, Conditional Formatting, Freeze Panes = keep header row fixed.

⚠️ Exam Traps:

Absolute references use the $ sign; press F4 to toggle.
COUNT counts only numbers; COUNTA counts all non-empty cells.
##### is not an error in the formula — just widen the column.

📌 3. MS PowerPoint & others

PowerPoint = presentation software; file .pptx; each page = a slide.
F5 = slide show from the beginning; Shift+F5 = from the current slide; Ctrl+M = new slide.
Transition = effect when moving between slides; animation = effect on an object inside a slide.
Slide Master = design for all slides in one place; Slide Sorter view = all slides as thumbnails.

Software	Extension
Word	.docx
Excel	.xlsx
PowerPoint	.pptx
Access	.accdb
Notepad	.txt
PDF (Adobe)	.pdf

⚠️ Exam Traps:

Transition is between slides; animation is inside a slide.
MS Office is by Microsoft; Google Docs/Sheets/Slides are web-based alternatives.

📌 4. Practice MCQs

📝 Practice MCQs (prepared by SF Prep — not PYQs)

Q1. The default file extension of MS Word 2007 and later is: Practice

(A) .doc

(B) .docx

(C) .txt

(D) .xlsx

Correct answer: (B)
.docx since Word 2007; older versions used .doc.

Q2. The feature that creates the same letter for many people with their names and addresses is: Practice

(A) Macro

(B) Thesaurus

(C) Mail Merge

(D) Track Changes

Correct answer: (C)
Mail Merge combines a main document with a data list.

Q3. The shortcut to centre text in MS Word is: Practice

(A) Ctrl+C

(B) Ctrl+J

(C) Ctrl+M

(D) Ctrl+E

Correct answer: (D)
Ctrl+E = centre; Ctrl+C = copy; Ctrl+J = justify.

Q4. The key for Spelling & Grammar check in MS Word is: Practice

(A) F7

(B) F5

(C) F12

(D) F1

Correct answer: (A)
F7 = Spelling & Grammar; Shift+F7 = Thesaurus; F12 = Save As.

Q5. Which key combination inserts a page break in MS Word? Practice

(A) Shift+Enter

(B) Ctrl+Enter

(C) Alt+Enter

(D) Ctrl+B

Correct answer: (B)
Ctrl+Enter = page break; Shift+Enter = line break.

Q6. In Excel, the intersection of a row and a column is called a: Practice

(A) Range

(B) Sheet

(C) Cell

(D) Field

Correct answer: (C)
Each cell address = column letter + row number, e.g. C5.

Q7. Every formula in Excel begins with: Practice

(A) +

(B) #

(C) @

(D) =

Correct answer: (D)
The = sign tells Excel it is a calculation.

Q8. In Excel, $A$1 is which type of cell reference? Practice

(A) Absolute

(B) Relative

(C) Mixed

(D) Circular

Correct answer: (A)
$ fixes both column and row — it does not change when copied.

Q9. How many rows does a worksheet have in Excel 2007 and later? Practice

(A) 65,536

(B) 1,048,576

(C) 16,384

(D) 1,000,000

Correct answer: (B)
1,048,576 rows and 16,384 columns (up to XFD).

Q10. What is the name of the last column in Excel 2007 and later? Practice

(A) IV

(B) ZZZ

(C) XFD

(D) XFZ

Correct answer: (C)
The 16,384th column is XFD. In Excel 2003 the last column was IV.

Q11. Which error appears in Excel when dividing by zero? Practice

(A) #VALUE!

(B) #NAME?

(C) #REF!

(D) #DIV/0!

Correct answer: (D)
#DIV/0! = division by zero.

Q12. The usual reason ##### appears in an Excel cell is: Practice

(A) The column is too narrow

(B) Wrong formula

(C) Division by zero

(D) File corrupted

Correct answer: (A)
The number/date does not fit; widen the column.

Q13. What does =COUNT(A1:A10) count? Practice

(A) All non-empty cells

(B) Only cells containing numbers

(C) Empty cells

(D) Text cells

Correct answer: (B)
COUNT counts numbers only; COUNTA all non-empty; COUNTBLANK empty cells.

Q14. The function that finds a value in the first column of a table and returns a value from the same row is: Practice

(A) HLOOKUP

(B) MATCH

(C) VLOOKUP

(D) SUMIF

Correct answer: (C)
VLOOKUP = vertical lookup (down a column). HLOOKUP searches along a row.

Q15. Which Excel feature is used to summarise large data? Practice

(A) Watermark

(B) Mail Merge

(C) Slide Master

(D) Pivot Table

Correct answer: (D)
A Pivot Table groups, totals and counts data to give a summary.

Q16. The key to start a PowerPoint slide show from the beginning is: Practice

(A) F5

(B) Shift+F5

(C) F7

(D) Ctrl+M

Correct answer: (A)
F5 = from the beginning; Shift+F5 = from the current slide.

Q17. The shortcut to add a new slide in PowerPoint is: Practice

(A) Ctrl+N

(B) Ctrl+M

(C) Ctrl+S

(D) Ctrl+D

Correct answer: (B)
Ctrl+M = new slide; Ctrl+N = new presentation.

Q18. The effect shown while moving from one slide to the next is called: Practice

(A) Animation

(B) Theme

(C) Transition

(D) Layout

Correct answer: (C)
Transition is between slides; animation is on objects within a slide.

Q19. The feature to change the design, fonts and layout of all slides from one place is: Practice

(A) Slide Sorter

(B) Outline

(C) Notes Page

(D) Slide Master

Correct answer: (D)
Changes in the Slide Master apply to all slides.

Q20. An Excel file is called a: Practice

(A) Workbook

(B) Document

(C) Presentation

(D) Database

Correct answer: (A)
A workbook contains one or more worksheets.

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📄 MS Office — Word, Excel, PowerPoint

📌 1. MS Word

📌 2. MS Excel

📌 3. MS PowerPoint & others

📌 4. Practice MCQs

📝 Practice questions