HOW TO USE OFFICE APPLICATIONS EFFECTIVELY

Basic System Concept

Introduction

Aim To share knowledge helpful in creating robust Documents Importance of Office applications in Testers Life Discussion about Word, Excel & PowerPoint Extensively Used applications Versions Competitors

Versions

Office XP, Office 2003, Office 2007 and Office 2010 Office XP & Office 2003 Menu Item Office 2007 & Office 2010 Ribbon View Compatibility packs Need to be installed in environments having lower office versions To use files created in higher office versions

Office 2003 Preview - Word

Office 2003 Preview - Excel

Office 2003 Preview PowerPoint

MS Word

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 testing activities. Well write our test plans, estimation documents, issue reports in word documents.

What are we going to Discuss in MSWord

Document Properties Headings & TOC Formatting options

Text type and size

Bold, Italic and Underlines

Background and text colours Bullets and numbering Indentation Alignments Borders and shadings

Headers and footer Tables and images Hyperlinks and bookmarks Page numbers Page Size and orientations Spellings Comments Document Security

Lets Begin.
Formatting options

Formatting options allows us to format the data to have a rich look. MS word supports many formatting options like Text type and size, Bold Italic and 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 such as size, number of pages, creation/modification dates, author etc. While sending any word documents to the clients, we should ensure that the author name and other properties displayed the correct values. To view/modify the document properties, click on File menu.

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 main sections of the document in TOC page. To apply a heading for the text, select the required text and go to styles section of the Home ribbon. Headers and footer allows to insert common elements into the document such as client logos, date and time, page numbers, tag lines etc.

Headers and footer

To insert header/footer to your document just double click on the header/footer section of the document.

MS word continued.
Tables and images

Sometimes were required to show the data in tabular format. Word supports insertions of tables. We can also insert images into the document.
To insert tables/images into you document simply go to insert menu

Hyperlinks and bookmarks

These are another important features of word document. We insert hyperlinks in the document and simply clicking them we can navigate to the site without opening the browser. Bookmarks allows us to remember the required locations in the document. We can easily navigate to the required location in a document by creating the book marks and creating hyperlinks for those bookmarks. To insert hyperlinks or bookmarks, select the required text, right click on it and select Hyperlink option.

MS word continued.
Page Size and orientations

Its always required for us to change the page size and orientation for several 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 can check 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 selecting the Spellings & Grammar option.

MS Word continued.
Comments

Comments are used to provide our views for the specific data in the document. If we want to comment on a specific section of data without disturbing it, its a good option to use comments. To insert comments, select the required text, go to Review ribbon and 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 following different ways: Password protection Restricted Editing

Excel

Excel Application

Excel is a spread sheet program in the Microsoft Office system.

You can use Excel to create and format workbooks (a collection of spread sheets) in order to analyse data and make more informed business decisions. Specifically, you can use Excel to track data, build models for analysing data, write formulas to perform calculations on that data, pivot the data in numerous ways, and present data in a variety of professional looking charts.

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

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

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

 Formatting
Quickly

as Table

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

orientation format currency, text etc.

Rotate

text to a Diagonal angle or Vertical Orientation Home Tab> Alignment section> icon
Cell
Format

cells to represent specific Data type like Currency, Decimals, Date, Text, Percentage or any Custom defined Right click on selection> Format Cells> Number Tab

Excel exploration Continued

Comments

To increase readability and better Understanding Review Tab> Comments Section> Add Comment
Track All changes made to the document Review Tab> Changes Section> Track Changes> Highlight Changes 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

Track Changes

Protection

Excel exploration Continued

Formulas
Formulas

or equations to perform calculations on values 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

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
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

Excel Views

Last on list but not least..

Pivot table
A

PivotTable report is an interactive way to quickly summarize large amounts of data Filtering, sorting, grouping, and conditionally formatting the most useful and interesting subset of data to enable you to focus on the information that you want. Presenting concise, attractive, and annotated online or printed reports. Insert Tab> Tables section> Pivot Table

Power Point Presentations

PPT Intro
What is a PPT?

PowerPoint is a complete presentation graphics package. It gives you everything you need to produce a professional-looking presentation.

Do we use this presentation in our testing ?

We use this presentations for client visits, HYS, knowledge sharing sessions and many more

What are we going to Discuss in PPT

Commonly used options in PPT

Themes Layouts Master Slide Header and Footer Slide Transition Slide Animation

PPT continued.
Themes:

To give your presentations a designer-quality look a look that includes one or more slide layouts with coordinating colours, a matching background, fonts, and effects, you'll want to apply a theme
Office 2010 provides you a number of built in Themes and you have numerous options to edit them. You can create you own themes with required colours and designs. To apply the required theme for the slide, simply select the slide and go to design ribbon. If you want to create a new Theme, just select any of the existing theme, make the necessary modifications to it and save it as a new theme.

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 the content that appears on a slide. Power point include some default layouts which you can chose to organise the 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 style changes to every slide in your presentation, including ones added later to the presentation

PPT continued.
Slide transitions and animations:

Slide transitions define the visual movements while changing from one slide to another slide where as animations are used to define the movements of the objects in the slide. They provide visual interest to your presentation and grab the audience's attention (as long as they are not overused). You can reveal points on slides in a staggered way (i.e. one bullet displayed at a time) to keep the audience focused only on the point which you are discussing at the given time To apply slide transitions, select any slide and go to Transitions ribbon to select the required transition. To apply animation, select the required object in the slide, go to animations ribbon and apply the required animation.

Competitors

Open Office Google Docs

Future Product

Office 365 - MSOffice on Cloud Office 365 combines Office documents with enterprise-class business services like Exchange Online for email and calendaring, Lync for instant messaging, phone calls and meetings, and SharePoint Online for team sites, collaboration and web sites

Questions..

Mail : Raheel.saad@zenqa.com MSN : Raheel.sm@live.com