Lesson 3:

Introduction to
Office Suite

Prepared by:
Ronaluz Santos
Jenah Marie Talusig
Bless Sangalang
An introduction to office suite:

An Office Suite also known as Office Software Suite or

Productivity Suite . is a collection of software created by the same
vendor and designed to be used for routine tasks within an
organization. Typically an office suite includes applications such as
word processing, spreadsheets, presentation, email, note taking,
database, collaboration and other related types of software. In most
cases, each application in the office suite can be installed separately and
all applications within the suite support interoperability between each
other.

https://www.techopedia.com/definition/10206/office-suite
Basic Applications
of Office Suites
1) Word Processing Software

Word processing softwareis

used to manipulate a text
document, such as a resume or
a report. You typically enter
text by typing, and the software
provides tools for copying,
deleting and various types of
formatting.
Microsoft Office Word
 Some of the functions of word processing
software include:
Creating, editing, saving and printing documents.
Copying, pasting, moving and deleting text within a document.
Formatting text, such as font type, bolding, underlining or
italiczing.
Creating and editing tables.
Inserting elements from other software, such as illustrations or
photographs.
Correcting spelling and grammar.

http://study.com/academy/lesson/what-is-word-processing-software-definition-
types-examples.html
 2) Spreadsheet Software
In comparison to word processors, spreadsheet
software provides a distinct advantage when
working with numbers. Calculation and
functionalities are easier to represent in
spreadsheets than in word processors, and thus
effective data handling is possible. Spreadsheet
software also provides flexible presentation of
data. This software is capable of interacting with
databases, can populate fields and can also help
in automation of data creation and modification.
Spreadsheet software can be shared both online
and offline and allows for easy collaboration.
Apache OpenOffice Calc

https://www.techopedia.com/definition/9510/spreadsheet-software
 3) Presentation Software
Presentation software (sometimes called "presentation graphics") is a category
of application program used to create sequences of words and pictures that tell
a story or help support a speech or public presentation of information.
Presentation software can be divided into business presentation software and
more general multimedia authoring tools, with some products having
characteristics of both.
Business presentation software This software emphasizes ease and
quickness of learning and use.
Multimedia authoring software This software enables you to create a
more sophisticated presentation that includes audio and video
sequences.
http://www.digit.in/technology-guides/fasttrack-to-office-suites/an-introduction-to-office-suites.html
iWorks Keynote LibreOffice - Impress
Other Applications Include:

1) Database Management Software

Database is a powerful and convenient way to organize
information it allows you to update records in bulk, cross-
reference records in different tables and retrieve all records that
match certain criteria all extremely tough or impossible
functions in a spreadsheet. And similar to spreadsheet tables,
database tables consist of rows and columns, with each column
containing a different attribute and each row corresponding to a
single record.

http://www.digit.in/technology-guides/fasttrack-to-office-suites/an-introduction-to-office-suites.html
Microsoft Office (2007) - Access
 2) Project Management Software

Project management software is meant for organisations to manage

large-scale projects from start to finish, while allowing employees at
different levels to contribute their input in the process. All project
management software caters to the primary functions of project
management planning, scheduling, resource allocation, communication
and documentation. They can help create and assign tasks, track time for
all tasks, notify about deadlines and status reports and provide
updatable calendars to include scheduled meetings, dates and contacts.

http://www.digit.in/technology-guides/fasttrack-to-office-suites/an-introduction-to-office-suites.html
Microsoft Office (2016) - Project
 2) Collaboration Software
Collaboration software is an umbrella
term for a wide variety of products, as
technically any software that helps with
communication, conferencing or co-
ordination can be termed collaboration
software. Collaboration software
usually encompasses anything from
email to discussion boards to document
management, project management,
intranet, workflow tools, and even
instant messaging. Sharepoint 360

http://www.digit.in/technology-guides/fasttrack-to-office-suites/an-introduction-to-office-suites.html
 WORD PROCCESSOR
Software used on a computer to perform word
processing;a keyboard-operated terminal usually
with a video display and a magnetic storage device
for use in word processing; software (as for a
computer system) to perform word processing

(e.g. Kingsoft Writer, OpenOffice Writer,

WordGraph, AbleWord, AbiWord, Jarte,
RoughDraft, WriteMonkey, FocusWriter, Judoom,
https://www.thebalance.com/free-word-processors-1356338
Aedit)
 Parts of Word Proccessor (Microsoft Word 2007)

1. TITLE BAR displays the name of the currently active

word document
2. RULER BAR allows you to format the vertical and
horizontal alignment of a text in a document
3. TOOL BARS word has a number of tool bars that help
you perform task faster and with great ease. (e.g.
Standard Tool Bar, Formatting Tool Bar)
4. STATUS BAR displays information about the currently
active document
5. SCROLL BAR allows scrolling the content or body of
document
6. WORDSPACE area in the document window where text
can be entered
https://www.slideshare.net/RahulAgarwal122/word-proc
MAIL MERGE AND LABEL GENERATION
Mail merge is a tool that simplifies the creation of a set of
documents that are similar but contain unique and variable data
elements by linking a database that contains those data
elements to a document. The document contains merge fields
where that unique data will be populated.

Mail mergesaves you time and effort by automating the process

of entering standardized pieces of data like names and
addresses into a document.

For example, a form letter could be linked to a group of contacts

in Outlook, and the letter might have a merge field for each
contact's address, and one for the corresponding contact's name
as part of the letter's salutation.
https://www.thoughtco.com/what-is-a-mail-merge
 HOW TO MAIL MERGE ADDRESS LABELS USING EXCEL AND
WORD (OFFICE 2013)

STEP 1 Create an address file
in Microsoft Excel by inserting
names and addresses in the
following manner:
STEP 2 Row 1 should have the headings
before you start to add the addresses from
row 2 onwards. Save the file and
remember the location and name and
close the excel.

http://www.wikihow.com/Insert-a-File-Into-a-Word-Document
STEP 3 Open Word and go to STEP 4 Fill the Labels radio button
"Tools/Letters" and "Mailings/Mail In the Task Panel.
Merge". If it doesnt open go to
View/Task Pane and click on it. The
Task Panel should appear

http://www.wikihow.com/Insert-a-File-Into-a-Word-Document
STEP 5 Click on Label Options STEP 6 Click on Next: "Select
and choose the label you are using Recipients".
from the list. Click OK once you
have chosen.

http://www.wikihow.com/Insert-a-File-Into-a-Word-Document
STEP 7 Click on "Browse" and STEP 8 Click on Next: "Arrange
browse to the file you just saved in your labels".
Excel and saved in My
Documents. Open this file and a
dialog box will open. All recipients
should be selected by default. If not,
do so and click OK.

http://www.wikihow.com/Insert-a-File-Into-a-Word-Document
 STEP 9 Click on "More items..." Leave Database STEP 10 Add spaces and carriage
fields
returns so the label looks
(top right) selected and click on the fields you want inserted. correct. Ignore it when the field after
Click on them in the order they will appear on the label. This is
normally First Name, Last Name, Street Address, City, county, the location for either one turns grey
Postal code. Ignore the fact that they all end up on a single line, the space will be added instead of
when you're done selecting you can add spaces and carriage
returns where you want them on the label. When you have all
replacing the field.
fields inserted click OK. If you forget one place the cursor
where you want it to go (the field to the right of the cursor will
probably turn graythat's OK), then click on "More items..."
again and choose the field you want to add. Click CLOSE
on the window once you have finished inserting all the fields
you require

http://www.wikihow.com/Insert-a-File-Into-a-Word-Document
STEP 11 STEP 12 STEP 13
If everything is where you Click on Next: "Preview
want it click on Update All If you are satisfied
your labels". click on
Labels. You should see the
fields copied to all labels. Next: "Complete the
Merge".

http://www.wikihow.com/Insert-a-File-Into-a-Word-Document
 EMBEDDED FILES AND DATA

When designing a Web page, anembedded

filerefers to any type of multimediafilethat you
might insert, orembedinto the Web page. This
includesfileslike graphics and
soundfiles.embeddedcommand.embeddedobjec
t.

www.webopedia.com/TERM/E/embedded_file.html
 How to Insert or Embed a File Into a Word Document

STEP 1 Open the document STEP 2 Select Insert.Word 2007

you want to embed the file
into.Double-click on the Word
file you want to embed a file into.
Once open, click on the area of
the document where you want to
embed the file.
introduces ribbons to the user interface,
which are icons for different functions
you select for each menu bar. In an open
document you wish to embed a file into,
click on Insert in the menu bar at the
top.

http://www.wikihow.com/Insert-a-File-Into-a-Word-Document
STEP 3 Select Object.The
ribbon should change to insert
commands, and under the Text
category, click Object. An expanded
menu should come out. Select
Object again.
http://www.wikihow.com/Insert-a-File-Into-a-Word-Document
STEP 4 Locate the file to
embed.A dialog box should
open, allowing you to select the
Insert File options. Click on the
Create from File tab, which
should let you select a file by
clicking Browse.
Navigate to the file you want to
insert, and click Open.
 STEP 5 Finalize the
embedding.In the Create from File
tab, tick the Display as icon box.
Click OK to finalize it, and an icon
should appear, showing the file type
and the file name of the embedded
file.
Double-clicking the icon will open the
embedded file.

http://www.wikihow.com/Insert-a-File-Into-a-Word-Document
 INTEGRATING IMAGES AND
EXTERNAL MATERIALS IN WORD PROCESSORS

Integrating means to put together parts or

elements to create something. when integrating
external materials here are the allowed kind of
materials:
Pictures (.JPG, .GIF, .PNG)

Clipart (.GIF)
Shapes
Smart Art
Chart
https://www.thebalance.com/free-word-processors-1356338
In Microsoft Word all of
these materials can be
applied by clicking
Insert on the upper
left of the screen after
Home and you can
easily select and insert
whatever materials
youll need.

https://prezi.com/bnyder8ad2do/integrating-images-and-external-materials/