Microsoft Office Applications and features

Server software that came out in August 1990, Microsoft office or office is a widely used program over the world. The announcement of its launch was in 1988 but officially it came out in August 1990.

Initially, it only had word, excel, and PowerPoint but now it has MS Access, MS Outlook, and MS One Note as well. These are the applications that make up the Microsoft office. The design of these applications was to meet the business and office demands of the professional world.

Each of them have different features catering to business functions and demands. Now most of them have some common features too like spell checker, data integration, etc. The desktop version of the office is the most famous one as it works on Windows, Linux, and Macintosh operating systems.

There is an online office too which allows users to work with the applications for free on the web browser. It is now available in 102 languages across different countries.

Let us take a look at all Ms office versions and the applications that are a part of it.

Microsoft Office Versions

No.	Version	Year	Important Upgrades
1	Microsoft Office	1990	Ms Word, Ms PowerPoint and Ms Excel.
2	Microsoft Office 3.0	1992	Mail 2.1- licence only, no software
3	Microsoft Office 4.x	1994	Last 16-bit version
4	Microsoft Office 1995	1995	Addition of Schedule+, Binder, Access, Bookshelf
5	Microsoft Office 1997	1997	Access, Publisher, Outlook, BookShelf Basics, Small Business Financial Manager, Automap Street Plus, and Direct Mail Manager
6	Microsoft Office 2000	1999	Small Business Tools, FrontPage, PhotoDraw
7	Microsoft Office XP	2001	Last version to support Windows 98, Windows Me and Windows NT 4.0
8	Microsoft Office 2003	2003	InfoPath
9	Microsoft Office 2007	2007	Groove, OneNote, InfoPath, Communicator, Visio Viewer, OCT
10	Microsoft Office 2010	2010	SharePoint Workspace, Visio Viewer, OCT, Lync
11	Microsoft Office 2013	2012	Lync, Skype for Business, Visio Viewer
12	Microsoft Office 2016	2015	Online Office
13	Microsoft Office 2019	2018	Office 365, LaTex Support, and 4k video support

MS Word

This application became a part of the Microsoft suite in 1983 as software for creating text documents. Doc. is the extension of its files as professionals use it to create templates and papers. They can add images, graphics, colors, etc. in the doc using multiple features. 

Features of MS Word

• Create editable documents that users can keep going back to.
• Adding textual content or editing the existing one when necessary.
• Changing margin space and text size.
• Correcting spelling and grammar automatically. 
• Counting the number of words, lines, and characters.
• Making tables of content for different purposes. 
• Adding images in the doc for visual reference.
• Attaching macros using special keys and toolbars.
• Providing help on the internet to the users.
• Cut, copy and paste text using the home button. 
• Changing text color, alignment, and spacing.
• Putting text in bullet points or numbers. 
• Finding a particular word using Ctrl+F.
• Adding clips, images, videos, shapes, etc. using the insert option.
• Structure the documents using different headings and fonts. 
• Header and footer to number the doc. 
• Follow formats like MLA, APA, etc. 
• Text selection – Shift+Right arrow/Shift+Left Arrow.

MS Excel

An application for making spreadsheets that came out in 1985 for organizing data and information properly. It has grids and columns to tabulate all the data properly making it easy for the user to maintain records. It enables data processing of even larger files.

There is an option to calculate using different formulas as well. These files use .xls as the extension while saving. 

Features of MS Excel

• The users can auto-format the data using existing formats available.
• They can auto sum the numbers in cells using the formula.
• The cell extends automatically with the addition of information.
• There is an option of auto shape that inserts different geometrical shapes in the sheet. 
• The users can reposition the data using the drag and drop option.
• They can insert charts and graphs of the existing data.
• There are several formulas to analyze data in just minutes. 
• The only thing to remember is to put “=” before every formula.
• There are shortcut menus as well using certain commands. 
• The users can also sort and filter data according to their needs. 

MS PowerPoint

A 1987 application for creating audiovisual presentations using various slides displaying data/ information. The slides have different content in form of tables, graphs, images, audios, etc.

Each slide may contain audio, video, graphics, text, bullet numbering, tables, etc. The extension of these files is .ppt. It began as a professional tool but the education system also uses it widely to teach students. It has many themes and layouts allowing users to make it as attractive as possible.

Features of MS PowerPoint

• Wizards guidance while making the presentation.
• Available design templates to choose from according to the niche.
• Manual and automatic slide progression while presenting. 
• Option of adding transitions to the slide. 
• Run a slideshow to show the collection of slides together. 
• Adding new slides from the home menu, deciding their sequence and design.
• Adding media to the slides from the insert option. 
• Make attractive presentations using a variety of fonts, designs, and features. 
• It also has all the textual features as Ms word has. ( Refer above )

MS Access

A 1992 application that came out as one of the first Database Management Software. The users can create tables, queries, forms, and reports on this application. The extension is .accdb for all the access files. 

Features of MS Access

• A complete database management system.
• Allows users to analyze information and manage data. 
• Stores information and creates a connection between, making it easier to understand.
• Data entry organizations depend highly on this application. 

MS Outlook

An application for personal information management came out in 1997. Single and multiple users can use it at the same time. It is often referred to as the email client of the Microsoft suite.
It allows users to manage tasks, make calendars, manage contacts, maintain journals, and browse the web. “.pst” is the extension of its files.

Features of MS Outlook

• It is a  personal organizer for managing individual schedules and tasks. 
• Scheduling emails and meetings.
• Sending similar emails to many people at a time.
• Allows sharing of calendar between users. 
• The primary feature is to deal with emails. 
• It is a paid application. 

MS Publisher

A desktop publishing application that came out in 1991. It is an ideal beginner-level graphic designing application. Designing brochures, cards, banners, etc. are some of its common uses. The file extension for this is .pub.

Features of MS Publisher

• More emphasis on-page and layout design compared to Ms Word. 
• Create templates, cover pages, letterheads, logos, etc.
• More finished texts, shapes, and pictures.
• Enables users to use high-resolution backgrounds.
• Allows drag-and-drop of images.
• Works on accurate measurements.
• Document-sharing feature with others. 

MS OneNote

A note-taking application of 2003 and now is available for free in the market. The note can have images, tables, etc. “.one” is the extension for these files. The users can use it online and offline. 

Features of MS OneNote

• Maintaining all personal information like – bank details, medical details, etc. 
• Ability to note down small details about the events.
• Users can hand write the notes as well.
• Maintain sticky notes for reminders.
• Create notebooks and sections.
• Users can share this information with other users. 

Other Important Applications of MS Office

1. MS Office – Skype

A telecommunication application that allows video calls between the users. It can be done using desktop, mobile, tablet, or laptop. It is a very famous tool for setting up business conferences on video calls. The respondents can exchange messages and talk to each other. 

2. Microsoft Visio

It is a 1992 application to create drawings and graphics. It is mostly inbuilt in design software for maintaining the database, layouts, diagrams, etc. Originally it came out as part of the Shapeware Corporation but Microsoft took over it in 2000. 

3. Microsoft Project

A management application that came out in 1984 as a scheduling tool. It allows users to maintain their tasks, deadlines, resources and complete the assignments on time. It is a very famous tool among students nowadays.

4. Microsoft InfoPath

A data collecting application that allows designing and distributing electric forms. It completes and submits the report as well. Users can then save this data on their device or on the web using share point.

5. Microsoft Office Picture Manager

A tool to help professionals with image editing. It allows resizing and retouching of images according to the user. They can choose the dimension, level of brightness, the contrast between the colors, etc. on this application.

6. Microsoft Share Point Designer

A free HTML editing application for web developers that came out in 2001. It is mainly for share point development of the websites. Developers can download this application for free.

7. Office Remote

An android application that users can download on their phones. This allows them to use all the desktop versions of Ms office using the phone as a remote control.

8. Office Lens

Another mobile application to scan documents using the phone camera. Users can copy, cut and paste images on other applications like word, excel, etc. using this tool.

Conclusion

Knowing Microsoft Office applications is one of the major demands of all companies. They expect their employees to have basic technological skills. They want to ensure that all tasks are efficiently done with the best tools. The same case is for government organizations as well, especially the banking sector.

This is why exams like SBI PO, IBPS PO, RBI Exam, Insurance Exams, etc. have this topic in their syllabus. Though they are more inclined towards practical skills, knowing the theory always helps. Thus all the applicants of these exams should prepare well and learn about the application for better results.