Sales Executive student handbook (2)

Sales Executive (BFSI) VILT Appointment letters are always printed on the letterhead of the company and signed by the Management, HR Manager or the person authorized to hire the candidate. The appointment letter format should follow a formal business format because it is a legally binding document. The job appointment letter marks the beginning of an employee’s journey and should signify the origin of something new and exciting. The tone of the letter should instill expectations but clearly present the agreed upon terms of employment. Open on a congratulatory note and end with a warm welcome, but make sure the body of the letter contains the exact details of the offer. Remember to mention essential start information, like job title, start date, start time, office location, rate of pay and the name of the immediate superior. If the company requires background checks for new employees, prior to employment, make sure that this is stated clearly in the letter. It would be a good idea to let your legal team have a quick glance at the letter before you send it to the candidate.  Briefing About Current Industry Opportunity What Is a Sales Opportunity? “To succeed, jump as quickly at opportunities as you do at conclusions.” — Benjamin Franklin Of course, before you put your gym shoes on, you need to step back and look at your sales process. Does your sales team know what distinguishes sales opportunities from leads? Are they prioritizing their time and channeling their efforts where they get the most returns? It is important to define what a sales opportunity is. As basic as this sounds, your definition becomes the qualifiers that move people from lead to opportunity. It gives your sales reps guidelines to follow so they can manage their leads consistently with the rest of the team. And, in turn, you get forecasting accuracy and a true picture of where people and accounts are in your sales pipeline. Leads VS. Sales Opportunities Simply put, sales opportunities are people or accounts that have been qualified. You’ve called these contacts and talked about their needs. You’ve assessed their fit. They’re in your pipeline and are in touch with you. You feel good about the possibility of closing the deal. Contrast this with leads. A lead is just a contact that you have few information about. It could be a marketing-generated lead, which is inbound and top-of-the-funnel. The contact might have downloaded content or filled out a form. Or, it could be a sales-generated lead, gathered through efforts of your outbound sales team or SDRs. 250

Sales Executive (BFSI) VILT Communication lies in between. You need to talk to your leads, and gather enough information to help you qualify them. Do they share the top characteristics typical of your sales opportunities? Can you justify devoting more of your time and effort to nurturing these leads? Top Characteristics of Sales Opportunities “Find your trigger. Find the qualities that make a lead more likely to convert, and focus on those leads.” – Brian Kardon, CMO at Lattice Engines, a B2B cloud applications company. In time, you will notice similar characteristics that are shared by leads who convert to sales opportunities. Take note of the top three: need, interest and fit. These characteristics help you come up with an accurate profile of your ideal customer. You can then focus your efforts on nurturing leads that more or less fit into this mold. Need: This pertains to the common pain points shared by your ideal customers. Your qualified sales opportunities experience a similar problem. The primary motivation to buy is to fix this problem and lessen the pain. Your sales rep’s job is to help identify the pain and frame your product as the best-fit salve. Interest: Having a need for your product – or a pain point that has to be resolved – is just the start. Need does not always translate to interest. For instance, a start-up might need a CRM software. But, if they’re set on using MS Excel for their client management needs, a CRM system is going to be difficult to sell. Fit: Here, you need to consider your product and how it fits into your lead’s current business and its capacity. Because, as much as you are able to lessen pain points, a SMB is not a good fit if your product is enterprise-scale. A business with a few hundred bucks to spare will not be able to buy your million-dollar solution. How to Manage Your Sales Opportunities? “It’s not about having the right opportunities. It’s about handling the opportunities right.” – Mark Hunter, author, speaker and lead expert at The Sales Hunter In a lot of ways, the line between closed deals and lost sales depends on how you manage sales opportunities. Here are some things to consider: 1. Accurately qualify your leads: There may be cases wherein you promote your leads to sales opportunities prematurely. It could be that the lead needs further nurturing, and is not yet sales- ready. When you inaccurately qualify your leads, you end up devoting your efforts on opportunities that take longer to close. 2. Know your buyer: It takes trust and rapport when you want to develop business relationships from your sales opportunities. To get to this point, you need to know your prospective buyer like 251

Sales Executive (BFSI) VILT the back of your hand. So, do the groundwork and understand your prospect’s business, their buying processes, needs/ motivations and the decision-making team, among other aspects. 3. Know your prospect’s obstacles to buying: There are always perceived risks when buying a product or solution. Understand what might keep a prospect from making a purchase and address these issues. 4. Track the deal’s progress: Once a lead becomes an opportunity, it becomes more important to track deal milestones, instead of monitoring activity levels. A prospect’s time on your website, their downloads and all that are still good indicators of interest. However, you need to focus more on where they are in the decision-making process and their requirements to move this process along. 5. Don’t be afraid to disqualify: Not all sales opportunities move to the next stage. Some of them become lost opportunities due to something that you discover as you engage with them. When this happens, don’t be afraid to disqualify. This is ultimately better than devoting your time to opportunities you can’t close. 252

Sales Executive (BFSI) VILT Chapter 11 Computer Fundamentals  Computer Basics & Typing overview A computer is an electronic device that receives input, stores or processes the input as per user instructions and provides output in desired format. Computers have become an integral part of our lives because they can accomplish easy tasks repeatedly without getting bored and complex ones repeatedly without committing errors. In this tutorial we will discuss in detail about the different parts of computer that enable it to carry out tasks efficiently and correctly. We will also discuss about microprocessors, the brain of computers, which actually do all the assigned tasks. What are the different types of computers? When most people hear the word computer, they think of a personal computer such as a desktop or laptop. However, computers come in many shapes and sizes, and they perform many different functions in our daily lives. When you withdraw cash from an ATM, scan groceries at the store, or use a calculator, you're using a type of computer. Desktop computers Many people use desktop computers at work, home, and school. Desktop computers are designed to be placed on a desk, and they're typically made up of a few different parts, including the computer case, monitor, keyboard, and mouse. 253

Sales Executive (BFSI) VILT Laptop computers The second type of computer you may be familiar with is a laptop computer, commonly called a laptop. Laptops are battery-powered computers that are more portable than desktops, allowing you to use them almost anywhere. Tablet computers Tablet computers—or tablets—are handheld computers that are even more portable than laptops. Instead of a keyboard and mouse, tablets use a touch-sensitive screen for typing and navigation. The iPad is an example of a tablet. Servers A server is a computer that serves up information to other computers on a network. For example, whenever you use the Internet, you're looking at something that's stored on a server. Many businesses also use local file servers to store and share files internally. 254

Sales Executive (BFSI) VILT Other types of computers Many of today's electronics are basically specialized computers, though we don't always think of them that way. Here are a few common examples.  Smartphones: Many cell phones can do a lot of things computers can do, including browsing the Internet and playing games. They are often called smartphones.  Wearables: Wearable technology is a general term for a group of devices—including fitness trackers and smartwatches—that are designed to be worn throughout the day. These devices are often called wearables for short.  Game consoles: A game console is a specialized type of computer that is used for playing video games on your TV.  TVs: Many TVs now include applications—or apps—that let you access various types of online content. For example, you can stream video from the Internet directly onto your TV. PCs and Macs Personal computers come in two main styles: PC and Mac. Both are fully functional, but they have a different look and feel, and many people prefer one or the other. PCs This type of computer began with the original IBM PC that was introduced in 1981. Other companies began creating similar computers, which were called IBM PC Compatible (often shortened to PC). Today, this is the most common type of personal computer, and it typically includes the Microsoft Windows operating system. Macs The Macintosh computer was introduced in 1984, and it was the first widely sold personal computer with a graphical user interface, or GUI (pronounced gooey). All Macs are made by one company (Apple), and they almost always use the Mac OS X operating system. 255

Sales Executive (BFSI) VILT Computer case The computer case is the metal and plastic box that contains the main components of the computer, including the motherboard, central processing unit (CPU), and power supply. The front of the case usually has an On/Off button and one or more optical drives. Computer cases come in different shapes and sizes. A desktop case lies flat on a desk, and the monitor usually sits on top of it. A tower case is tall and sits next to the monitor or on the floor. All-in-one computers come with the internal components built into the monitor, which eliminates the need for a separate case. Monitor 256

Sales Executive (BFSI) VILT The monitor works with a video card, located inside the computer case, to display images and text on the screen. Most monitors have control buttons that allow you to change your monitor's display settings, and some monitors also have built-in speakers. Newer monitors usually have LCD (liquid crystal display) or LED (light-emitting diode) displays. These can be made very thin, and they are often called flat-panel displays. Older monitors use CRT (cathode ray tube) displays. CRT monitors are much larger and heavier, and they take up more desk space. Keyboard The keyboard is one of the main ways to communicate with a computer. There are many different types of keyboards, but most are very similar and allow you to accomplish the same basic tasks. Click the buttons in the interactive below to learn about the different parts of the keyboard. If you want to learn how to type or improve your touch-typing skills, check out our free Typing Tutorial. Mouse 257

Sales Executive (BFSI) VILT The mouse is another important tool for communicating with computers. Commonly known as a pointing device, it lets you point to objects on the screen, click on them, and move them. There are two main mouse types: optical and mechanical. The optical mouse uses an electronic eye to detect movement and is easier to clean. The mechanical mouse uses a rolling ball to detect movement and requires regular cleaning to work properly. To learn the basics of using a mouse, check out our interactive Mouse Tutorial. Mouse alternatives There are other devices that can do the same thing as a mouse. Many people find them easier to use, and they also require less desk space than a traditional mouse. The most common mouse alternatives are below.  Trackball: A trackball has a ball that can rotate freely. Instead of moving the device like a mouse, you can roll the ball with your thumb to move the pointer.  Touchpad: A touchpad—also called a trackpad—is a touch-sensitive pad that lets you control the pointer by making a drawing motion with your finger. Touchpads are common on laptop computers. 258

Sales Executive (BFSI) VILT Introduction Take a look at the front and back of your computer case and count the number of buttons, ports, and slots you see. Now look at your monitor and count any you find there. You probably counted at least 10, and maybe a lot more. Each computer is different, so the buttons, ports, and sockets will vary from computer to computer. However, there are certain ones you can expect to find on most desktop computers. Learning how these ports are used will help whenever you need to connect something to your computer, like a new printer, keyboard, or mouse. Front of a computer case Click the buttons in the interactive below to become familiar with the front of a computer. Back of a computer case The back of a computer case has connection ports that are made to fit specific devices. The placement will vary from computer to computer, and many companies have their own special connectors for specific devices. Some of the ports may be color coded to help you determine which port is used with a particular device. Click the buttons in the interactive below to become familiar with the back of a computer. 259

Sales Executive (BFSI) VILT Other types of ports There are many other types of ports, such as FireWire, Thunderbolt, and HDMI. If your computer has ports you don't recognize, you should consult your manual for more information. Now you try it! Practice connecting the cables with the interactive game below. Peripherals you can use with your computer The most basic computer setup usually includes the computer case, monitor, keyboard, and mouse, but you can plug many different types of devices into the extra ports on your computer. These devices are called peripherals. Let's take a look at some of the most common ones.  Printers: A printer is used to print documents, photos, and anything else that appears on your screen. There are many types of printers, including inkjet, laser, and photo printers. There are even all-in-one printers, which can also scan and copy documents.  Scanners: A scanner allows you to copy a physical image or document and save it to your computer as a digital (computer-readable) image. Many scanners are included as part of an all-in-one printer, although you can also buy a separate flatbed or handheld scanner. 260

Sales Executive (BFSI) VILT  Speakers/headphones: Speakers and headphones are output devices, which means they send information from the computer to the user—in this case, they allow you to hear sound and music. Depending on the model, they may connect to the audio port or the USB port. Some monitors also have built-in speakers.  Microphones: A microphone is a type of input device, or a device that receives information from a user. You can connect a microphone to record sound or talk with someone else over the Internet. Many laptop computers come with built-in microphones.  Web cameras: A web camera—or webcam—is a type of input device that can record videos and take pictures. It can also transmit video over the Internet in real time, which allows for video chat or video conferencing with someone else. Many webcams also include a microphone for this reason.  Game controllers and joysticks: A game controller is used to control computer games. There are many other types of controllers you can use, including joysticks, although you can also use your mouse and keyboard to control most games.  Digital cameras: A digital camera lets you capture pictures and videos in a digital format. By connecting the camera to your computer's USB port, you can transfer the images from the camera to the computer.  Mobile phones, MP3 players, tablet computers, and other devices: Whenever you buy an electronic device, such as a mobile phone or MP3 player, check to see if it comes with a USB cable. If it does, this means you can most likely connect it to your computer. 261

Sales Executive (BFSI) VILT Inside a computer Have you ever looked inside a computer case, or seen pictures of the inside of one? The small parts may look complicated, but the inside of a computer case isn't really all that mysterious. This lesson will help you master some of the basic terminology and understand a bit more about what goes on inside a computer. Motherboard The motherboard is the computer's main circuit board. It's a thin plate that holds the CPU, memory, connectors for the hard drive and optical drives, expansion cards to control the video and audio, and connections to your computer's ports (such as USB ports). The motherboard connects directly or indirectly to every part of the computer. CPU/processor The central processing unit (CPU), also called a processor, is located inside the computer case on the motherboard. It is sometimes called the brain of the computer, and its job is to carry out commands. Whenever you press a key, click the mouse, or start an application, you're sending instructions to the CPU. The CPU is usually a two-inch ceramic square with a silicon chip located inside. The chip is usually about the size of a thumbnail. The CPU fits into the motherboard's CPU socket, which is covered by the heat sink, an object that absorbs heat from the CPU. A processor's speed is measured in megahertz (MHz), or millions of instructions per second; and gigahertz (GHz), or billions of instructions per second. A faster processor can execute 262

Sales Executive (BFSI) VILT instructions more quickly. However, the actual speed of the computer depends on the speed of many different components—not just the processor. RAM (random access memory) RAM is your system's short-term memory. Whenever your computer performs calculations, it temporarily stores the data in the RAM until it is needed. This short-term memory disappears when the computer is turned off. If you're working on a document, spreadsheet, or other type of file, you'll need to save it to avoid losing it. When you save a file, the data is written to the hard drive, which acts as long-term storage. RAM is measured in megabytes (MB) or gigabytes (GB). The more RAM you have, the more things your computer can do at the same time. If you don't have enough RAM, you may notice that your computer is sluggish when you have several programs open. Because of this, many people add extra RAM to their computers to improve performance. Hard drive The hard drive is where your software, documents, and other files are stored. The hard drive is long-term storage, which means the data is still saved even if you turn the computer off or unplug it. 263

Sales Executive (BFSI) VILT When you run a program or open a file, the computer copies some of the data from the hard drive onto the RAM. When you save a file, the data is copied back to the hard drive. The faster the hard drive, the faster your computer can start up and load programs. Power supply unit The power supply unit in a computer converts the power from the wall outlet to the type of power needed by the computer. It sends power through cables to the motherboard and other components. If you decide to open the computer case and take a look, make sure to unplug the computer first. Before touching the inside of the computer, you should touch a grounded metal object—or a metal part of the computer casing—to discharge any static buildup. Static electricity can be transmitted through the computer circuits, which can seriously damage your machine. Expansion cards Most computers have expansion slots on the motherboard that allow you to add various types of expansion cards. These are sometimes called PCI (peripheral component interconnect) cards. You may never need to add any PCI cards because most motherboards have built-in video, sound, network, and other capabilities. However, if you want to boost the performance of your computer or update the capabilities of an older computer, you can always add one or more cards. Below are some of the most common types of expansion cards. Video card 264

Sales Executive (BFSI) VILT The video card is responsible for what you see on the monitor. Most computers have a GPU (graphics processing unit) built into the motherboard instead of having a separate video card. If you like playing graphics-intensive games, you can add a faster video card to one of the expansion slots to get better performance. Sound card The sound card—also called an audio card—is responsible for what you hear in the speakers or headphones. Most motherboards have integrated sound, but you can upgrade to a dedicated sound card for higher-quality sound. Network card The network card allows your computer to communicate over a network and access the Internet. It can either connect with an Ethernet cable or through a wireless connection (often called Wi- Fi). Many motherboards have built-in network connections, and a network card can also be added to an expansion slot. Bluetooth card (or adapter) Bluetooth is a technology for wireless communication over short distances. It's often used in computers to communicate with wireless keyboards, mice, and printers. It's commonly built into the motherboard or included in a wireless network card. For computers that don't have Bluetooth, you can purchase a USB adapter, often called a dongle. 265

Sales Executive (BFSI) VILT Touch typing Touch typing (also called touch type or touch keyboarding) is a style of typing. Although the phrase refers to typing without using the sense of sight to find the keys—specifically, a touch typist will know their location on the keyboard through muscle memory—the term is often used to refer to a specific form of touch typing that involves placing the eight fingers in a horizontal row along the middle of the keyboard (the home row) and having them reach for specific other keys. (Under this usage, typists who do not look at the keyboard but do not use home row either are referred to as hybrid typists.) Both two-handed touch typing and one-handed touch typing are possible. Frank Edward McGauran, a court stenographer from Salt Lake City, Utah who taught typing classes, reportedly invented home row touch typing in 1888. On a standard QWERTY keyboard for English speakers the home row keys are: \"ASDF\" for the left hand and \"JKL;\" for the right hand. Most modern computer keyboards have a raised dot or bar on the home keys for the index fingers to help touch typists maintain and rediscover the correct position on the keyboard quickly with no need to look at the keys. Advantages Speed Touch type training can improve an individual's typing speed and accuracy dramatically. Speeds average around 30-40 WPM (words per minute), while a speed of 60-80 WPM is the approximate speed to keep up with one's thoughts. A Microsoft survey suggested that many managers expect employees to be able to type at a minimum of 50 WPM. Professional career typists can exceed 100 WPM repeatedly and continuously (secretarial, data entry, etc.). Routine practice is required to maintain a high typing speed and accuracy. Reduced switching of attention A touch typist does not need to move the sight between the keyboard (that is obscured with fingers and may be poorly lit) and other areas that require attention. This increases productivity and reduces the number of errors. Reduced neck strain Touch typing helps improve posture and reduce neck pain by keeping one's eyes focused on the display and avoiding a constant need to glance at the keyboard. Disputes over advantages There are many other typing styles in between novice-style \"hunt and peck\" and touch typing. For example, many \"hunt and peck\" typists have the keyboard layout memorized and are able to type while focusing their gaze on the screen. One study examining 30 subjects, of varying different styles and expertise, has found minimal difference in typing speed between touch typists and self- taught hybrid typists. 266

Sales Executive (BFSI) VILT According to the study, \"The number of fingers does not determine typing speed... People using self-taught typing strategies were found to be as fast as trained typists... instead of the number of fingers, there are other factors that predict typing speed... fast typists... keep their hands fixed on one position, instead of moving them over the keyboard, and more consistently use the same finger to type a certain letter.\" To quote doctoral candidate Anna Feit: \"We were surprised to observe that people who took a typing course performed at similar average speed and accuracy as those that taught typing to themselves and only used 6 fingers on average\". However, the study has been criticized for only selecting subjects with average typing speeds up to 75 words per minute. Therefore, its conclusions cannot be applied to faster typists. Training A touch typist starts by placing their fingers on the \"start position\" in the middle row and knows which finger to move and how much to move it for reaching any required key. Learning typically includes first printing exercises containing only letters on or near the standard position and then gradually mastering other rows. It is important to learn placing fingers into the start position blindly as the hands are frequently raised from the keyboard to operate the line feed lever (in the past) or (more recently) the computer mouse. The keys F and J frequently contain some surface features that allow the typist to recognize them by touch alone, thus removing the need to look down at the keys to reset the fingers at the home row. The typing speed can be increased gradually and speeds of 60 WPM or higher can be achieved. The rate of speed increase varies between individuals. Many websites and software products are available to learn touch typing and many of these are free. Learning touch typing can be stressful both to the fingers as well as the mind in the beginning, but once it is learned to a decent level, it exerts minimal stress on the fingers. For individuals with past typing experience, learning to touch type is particularly difficult due to motivational reasons: the initial performance level in touch typing is far lower than in visually guided typing; therefore, it does not initially seem worthwhile to study touch typing. Typing speed generally improves with practice. While practicing, it is important to ensure that there are no weak keys. Typing speed is typically determined by how slow these weak keys are typed rather than how fast the remaining keys are typed. If a stage is reached where irrespective of the amount of practice, typing speed is not increasing, it is advisable to let some time pass and continue serious practice thereafter as typing speeds typically tend to increase with time even when no serious practice is done. Home row 267

Sales Executive (BFSI) VILT Microsoft Natural Keyboard Pro, The \"home row\" is the center row of keys on a typewriter or computer keyboard. On the most common type of English language keyboard, the QWERTY layout, \"A S D F\" and \"J K L ;\" are the home keys on the home row. The middle row of the keyboard is termed \"home row\" because typists are trained to keep their fingers on these keys and/or return to them after pressing any other key that is not on the home row. Some keyboards have a small bump on certain keys of the home row. This helps returning the fingers to the home row for touch typing. For instance, to type the word poll on a QWERTY keyboard, one would place all of one's fingers on the home row. (The right hand should be covering \"J K L ;\" with the right thumb on the space bar while the left hand covers \"A S D F\" with the left thumb on the space bar.) The typist will then use their little finger to reach for the \"P\" key located just above the semicolon and then return the little finger back to the semicolon key from which it originated. The ring finger, located on the \"L\" key will be moved directly upwards to press the \"O\" key and then back. Finally, the same ring finger will remain on the \"L\" key and press it twice. Experienced typists can do this at speeds of over 100 words per minute, but the method is that they generally return their fingers to the home row when they are not in use. This provides for quick, easy access to all of the keys on the keyboard. Other methods The Kinesis keyboard 268

Sales Executive (BFSI) VILT A method taught since the 1960s (and perhaps earlier): The left little finger is used for the keys 1 2, the ring finger for 3, the middle — 4, the left index finger is responsible for 5 and 6. On the right side of the keyboard: index — 7 and 8, middle — 9, ring — 0 and the little — all other keys on the right side of the upper row. Probably these two methods reflect the layout of the typewriters from early days when some of them had no 0 and/or 1 keys. There exist special ergonomic keyboards designed for both typing methods. The keyboard is split between the keys 5 and 6 or 6 and 7. Some specialized high-end computer keyboards are designed for touch typists. For example, many manufacturers provide blank mechanical keyboards. A trained touch typist should not mind using a blank keyboard. This kind of keyboard may force hunt and peck users to type without looking, similar to Braille keyboards used by the visually impaired.  MS-Office Basics A Complete Guide to Microsoft Office What you need to know about the most popular package of apps in the world MS Office  Word  Excel  PowerPoint  Outlook  Tweet  Share  Email Microsoft Office is a collection of office-related applications. Each application serves a unique purpose and offers a specific service to its users. For example, Microsoft Word is used to create documents. Microsoft PowerPoint is used to create presentations. Microsoft Outlook is used to manage email and calendars. There are others as well. Because there are so many applications to choose from, and because not every user needs all of them, Microsoft groups the applications together in collections called suites. There’s a suite of applications for students, a suite for home and small business users, and a suite for large corporations. There’s even a suite for schools. Each of these suites is priced based on what’s included in it. What Is Microsoft 365? The latest version of Microsoft Office is called Microsoft Office 2019, although the web- based Microsoft 365 is the version that Microsoft would prefer users to adopt. Various versions of 269

Sales Executive (BFSI) VILT the suite have been around since 1988, including but not limited to Microsoft Office Professional, Microsoft Office Home and Student, and various collections of Microsoft Office 2016. Most people still refer to any version of the suite as Microsoft Office though, which makes distinguishing among editions difficult. What makes Microsoft 365 stand out from older editions of MS Office is that it integrates all aspects of the apps with the cloud. It’s a subscription service too, which means users pay a monthly or yearly fee to use it, and upgrades to newer versions are included in this price. Previous versions of Microsoft Office, including Office 2016, didn’t offer all the cloud features that Microsoft 365 does and were not subscription-based. Office 2016 was a one-time purchase, just as other editions were, and as Office 2019 is. Microsoft 365 Business and Business Premium include all the Office apps including Word, Excel, PowerPoint, OneNote, Outlook, and Publisher. Who Uses MS Office and Why? Users who purchase a Microsoft Office suite typically do so when they discover that the apps included with their operating system aren’t robust enough to meet their needs. For example, it would be nearly impossible to write a book using only Microsoft WordPad, the word processing app that is included free with all editions of Windows. But it would certainly be feasible to write a book with Microsoft Word, which offers many more features. Businesses also use Microsoft Office. It’s the de facto standard among large corporations. The apps included in the business suites include those that can be used to manage large databases of users, perform advanced spreadsheet calculations, and create powerful and exciting presentations, complete with music and video. Microsoft claims that over a billion people use their Office products. The Office suite is used all over the world. What Devices Support MS Office? To access everything Microsoft Office has to offer, you need to install it on a desktop computer or laptop. There’s a version for Windows and Mac devices. You can also install MS Office on tablets though, and if the tablet can function as a computer, like the Microsoft Surface Pro, you can still get access to all of the features from there. If you don’t have a computer or the one you have doesn’t support a full version of Office, you can use the Microsoft Office Online suite of applications. There are apps for Microsoft Office for the iPhone and iPad as well, all of which are available from App Store. Apps for Android are available from Google Play. These do offer access to the 270

Sales Executive (BFSI) VILT MS applications, although they don’t offer the full functionality you’d have access to on a computer. Which Apps Are Included in Microsoft Office? The apps included in a specific Microsoft Office suite depend on the Microsoft Office package you select (as does the price). Microsoft 365 Home and Personal include Word, Excel, PowerPoint, OneNote, and Outlook. Office Home & Student 2016 (for PC only) includes Word, Excel, PowerPoint, OneNote. Business Suites have specific combinations as well and include Publisher and Access. Here’s a short description of the apps and their purpose:  Word – to create documents, flyers, publications.  PowerPoint – to organize and manipulate data including formulas, graphing tools, and more.  Excel – to store, organize, and manipulate data.  OneDrive – to store data online.  OneNote – to organize data you collect including handwritten notes, drawings, screen captures, audio clips, and more.  Publisher – to create extensive publications, posters, flyers, menus.  Outlook - to manage email and calendars, to do lists, and contacts.  Access – to compile and organize large amounts of data. Microsoft has designed the applications in the suites to work together seamlessly. If you take a look at the list above, you can imagine how many combinations of apps can be used together. For instance, you can write a document in Word and save it to the cloud using OneDrive. You can write an email in Outlook and attach a presentation you’ve created with PowerPoint. You can import contacts from Outlook to Excel to create a spreadsheet of the people you know, their names, addresses, and so on. Mac Version All Mac versions of Microsoft 365 include Outlook, Word, Excel, PowerPoint, and OneNote. Android Version Includes Word, Excel, PowerPoint; Outlook and OneNote are separate apps. iOS Version Includes Word, Excel, PowerPoint, Outlook, and OneNote. What Are MS Office Skills? 271

Sales Executive (BFSI) VILT Microsoft’s suite of productivity products known as Office, or MS Office, is a fixture at businesses around the world. The Office suite includes Word, a word-processing program; Excel, a financial spreadsheet program; Access, a database program; Publisher, for desktop publishing; PowerPoint, a program for creating presentations; Outlook, a program for email and scheduling; OneNote, to keep your notes organized; and InfoPath, an application to track information as it passes through the other applications and through the business. Knowing how to use MS Office is essential at many businesses, and you can require skills from basic to advance in a job posting to ensure potential employees will be equipped to manage the job. Basic Tasks Entry-level skills for most office work include the ability to open, create, save and modify documents in Word, send and receive email in Outlook and create spreadsheets in Excel. For any of these programs, job candidates should also know how to format the documents for printing, be comfortable with using the printer menu to preview documents before they are printed and print the pages. Word is the most-used program in MS Office, so knowledge on how to change the font, the margins, insert or delete pages and use the built-in spellchecker and grammar check should be part of a basic skill set. Intermediate Tasks Many common tasks in the daily operation of an office go beyond basic MS Office skills, such as using Mail Merge in Word to personalize business letters for an entire mailing list or creating posters and other graphics-heavy documents in Publisher. Creating slideshows in PowerPoint is an intermediate-level task often used in the office. At this level, employees should know how to create formulas in Excel to calculate desired results such as sales commissions or taxes, and some office workers use Excel instead of Access to create lists of customers or other information. Intermediate skills for Outlook include knowing how to create address books and set up auto- responders for when you are out of the office or on vacation. Advanced Tasks Knowing how to use OneNote and InfoPath can be considered advanced or specialty knowledge depending on the place of business. An employee's ability to handle these programs, along with the capability to import and export information in all the MS Office applications, is a bonus for any employer. Creating databases in Access is more complex than entering a simple list in Excel. The advanced skill set also includes using Excel for custom financial forms, using graphics and 272

Sales Executive (BFSI) VILT tracking changes between shared documents in Word and customizing presentations in PowerPoint. Training Many companies offer in-house training, especially so workers can learn which methods and features the business prefers. Training is also offered through the Microsoft website, and the company has a certification track involving online training, books and testing so users can become Microsoft Office Specialists or Microsoft Office Specialist Masters.  MS-Word Microsoft Word Microsoft Word is a word processor developed by Microsoft. It was first released on October 25, 1983 under the name Multi-Tool Word for Xenix systems. Subsequent versions were later written for several other platforms including IBM PCs running DOS (1983), Apple Macintosh running the Classic Mac OS (1985), AT&T Unix PC (1985), Atari ST (1988), OS/2 (1989), Microsoft Windows (1989), SCO Unix (1994), and macOS (formerly OS X; 2001). Commercial versions of Word are licensed as a standalone product or as a component of Microsoft Office, Windows RT or the discontinued Microsoft Works suite. Word for Windows Microsoft Word 2007 Word for Windows is available stand-alone or as part of the Microsoft Office suite. Word contains rudimentary desktop publishing capabilities and is the most widely used word processing program on the market. Word files are commonly used as the format for sending text documents via e-mail because almost every user with a computer can read a Word document by using the Word application, a Word viewer or a word processor that imports the Word format (see Microsoft Word Viewer). Word 6 for Windows NT was the first 32-bit version of the product, released with Microsoft Office for Windows NT around the same time as Windows 95. It was a straightforward port of Word 6.0. Starting with Word 95, releases of Word were named after the year of its release, instead of its version number. 273

Sales Executive (BFSI) VILT Word 2010 allows more customization of the Ribbon, adds a Backstage view for file management, has improved document navigation, allows creation and embedding of screenshots, and integrates with Word Web App. Word 2019 added the Dictate function. Word for Mac The Mac was introduced January 24, 1984, and Microsoft introduced Word 1.0 for Mac a year later, on January 18, 1985. The DOS, Mac, and Windows versions are quite different from each other. Only the Mac version was WYSIWYG and used a graphical user interface, far ahead of the other platforms. Each platform restarted its version numbering at \"1.0\" (https://winworldpc.com/product/microsoft-word/1x-mac). There was no version 2 on the Mac, but version 3 came out on January 31, 1987, as described above. Word 4.0 came out on November 6, 1990, and added automatic linking with Excel, the ability to flow text around graphics and a WYSIWYG page view editing mode. Word 5.1 for Mac, released in 1992 ran on the original 68000 CPU and was the last to be specifically designed as a Macintosh application. The later Word 6 was a Windows port and poorly received. Word 5.1 continued to run well until the very last Classic MacOS. Many people continue to run Word 5.1 to this day under an emulated Mac classic system for some of its excellent features like document generation and renumbering or to access their old files. Microsoft Word 2011 running on OS X In 1997, Microsoft formed the Macintosh Business Unit as an independent group within Microsoft focused on writing software for Mac OS. Its first version of Word, Word 98, was released with Office 98 Macintosh Edition. Document compatibility reached parity with Word 97, and it included features from Word 97 for Windows, including spell and grammar checking with squiggles. Users could choose the menus and keyboard shortcuts to be similar to either Word 97 for Windows or Word 5 for Mac OS. Word 2001, released in 2000, added a few new features, including the Office Clipboard, which allowed users to copy and paste multiple items. It was the last version to run on classic Mac OS and, on Mac OS X, it could only run within the Classic Environment. Word X, released in 274

Sales Executive (BFSI) VILT 2001, was the first version to run natively on, and required, Mac OS X, and introduced non- contiguous text selection. Word 2004 was released in May 2004. It included a new Notebook Layout view for taking notes either by typing or by voice. Other features, such as tracking changes, were made more similar with Office for Windows. Word 2008, released on January 15, 2008, included a Ribbon-like feature, called the Elements Gallery, that can be used to select page layouts and insert custom diagrams and images. It also included a new view focused on publishing layout, integrated bibliography management, and native support for the new Office Open XML format. It was the first version to run natively on Intel-based Macs. Word 2011, released in October 2010, replaced the Elements Gallery in favor of a Ribbon user interface that is much more similar to Office for Windows, and includes a full-screen mode that allows users to focus on reading and writing documents, and support for Office Web Apps. Word for Mobile Word Mobile is a word processor that allows creating and editing documents. It supports basic formatting, such as bolding, changing font size, and changing colors (from red, yellow, or green). It can add comments, but can't edit documents with tracked changes. It can't open password protected documents, change the typeface, text alignment, or style (normal, heading 1); create bulleted lists; insert pictures; or undo. Word Mobile is neither able to display nor insert footnotes, endnotes, page headers, page footers, page breaks, certain indentation of lists, and certain fonts while working on a document, but retains them if the original document has them. In addition to the features of the 2013 version, the 2007 version on Windows Mobile also has the ability to save documents in the Rich Text Format and open legacy PSW (Pocket Word). Furthermore, it includes a spell checker, word count tool, and a \"Find and Replace\" command. In 2015, Word Mobile became available for Windows 10 and Windows 10 Mobile on Windows Store. File formats Filename extensions Microsoft Word's native file formats are denoted either by a .doc or.docx filename extension. Although the .doc extension has been used in many different versions of Word, it actually encompasses four distinct file formats: 1. Word for DOS 275

Sales Executive (BFSI) VILT 2. Word for Windows 1 and 2; Word 3 and 4 for Mac OS 3. Word 6 and Word 95 for Windows; Word 6 for Mac OS 4. Word 97 and later for Windows; Word 98 and later for Mac OS (The classic Mac OS of the era did not use filename extensions.) The newer .docx extension signifies the Office Open XML international standard for Office documents and is used by Word 2007 and later for Windows, Word 2008 and later for macOS, as well as by a growing number of applications from other vendors, including OpenOffice.org Writer, an open source word processing program. Binary formats (Word 97–2007) During the late 1990s and early 2000s, the default Word document format (.DOC) became a de facto standard of document file formats for Microsoft Office users. There are different versions of \"Word Document Format\" used by default in Word 97–2007. Each binary word file is a Compound File, a hierarchical file system within a file. According to Joel Spooky, Word Binary File Format is extremely complex mainly because its developers had to accommodate an overwhelming number of features and prioritize performance over anything else. As with all OLE Compound Files, Word Binary Format consists of \"storages\", which are analogous to computer folders, and \"streams\", which are similar to computer files. Each storage may contain streams or other storage. Each Word Binary File must contain a stream called \"Word Document\" stream and this stream must start with a File Information Block (FIB). FIB serves as the first point of reference for locating everything else, such as where the text in a Word document starts, ends, what version of Word created the document and other attributes. Word 2007 and later continue to support the DOC file format, although it is no longer the default. XML Document (Word 2003) The .docx XML format introduced in Word 2003was a simple, XML-based format called Word processing ML. Cross-version compatibility Opening a Word Document file in a version of Word other than the one with which it was created can cause an incorrect display of the document. The document formats of the various versions change in subtle and not so subtle ways (such as changing the font, or the handling of more complex tasks like footnotes). Formatting created in newer versions does not always survive when viewed in older versions of the program, nearly always because that capability does not exist in the previous version. Rich Text Format (RTF), an early effort to create a format for interchanging formatted text between applications, is an optional format for Word that retains most formatting and all content of the original document. 276

Sales Executive (BFSI) VILT Third-party formats Plugins permitting the Windows versions of Word to read and write formats it does not natively support, such as international standard OpenDocument format (ODF) (ISO/IEC 26300:2006), are available. Up until the release of Service Pack 2 (SP2) for Office 2007, Word did not natively support reading or writing ODF documents without a plugin, namely the SUN ODF Plugin or the Open XML/ODF Translator. With SP2 installed, ODF format 1.1 documents can be read and saved like any other supported format in addition to those already available in Word 2007. The implementation faces substantial criticism, and the ODF Alliance and others have claimed that the third-party plugins provide better support. Microsoft later declared that the ODF support has some limitations. In October 2005, one year before the Microsoft Office 2007 suite was released, Microsoft declared that there was insufficient demand from Microsoft customers for the international standard OpenDocument format support, and that therefore it would not be included in Microsoft Office 2007. This statement was repeated in the following months. As an answer, on October 20, 2005 an online petition was created to demand ODF support from Microsoft. In May 2006, the ODF plugin for Microsoft Office was released by the OpenDocument Foundation. Microsoft declared that it had no relationship with the developers of the plugin. In July 2006, Microsoft announced the creation of the Open XML Translator project – tools to build a technical bridge between the Microsoft Office Open XML Formats and the OpenDocument Format (ODF). This work was started in response to government requests for interoperability with ODF. The goal of project was not to add ODF support to Microsoft Office, but only to create a plugin and an external toolset. In February 2007, this project released a first version of the ODF plugin for Microsoft Word. In February 2007, Sun released an initial version of its ODF plugin for Microsoft Office. Version 1.0 was released in July 2007. Microsoft Word 2007 (Service Pack 1) supports (for output only) PDF and XPS formats, but only after manual installation of the Microsoft 'Save as PDF or XPS' add-on. On later releases, this was offered by default. Features and flaws Among its features, Word includes a built-in spell checker, a thesaurus, a dictionary, and utilities for manipulating and editing text. The following are some aspects of its feature set. Templates Several later versions of Word include the ability for users to create their own formatting templates, allowing them to define a file in which the title, heading, paragraph, and other element designs 277

Sales Executive (BFSI) VILT differ from the standard Word templates. Users can find how to do this under the Help section located near the top right corner (Word 2013 on Windows 8). For example, Normal.dot is the master template from which all Word documents are created. It determines the margin defaults as well as the layout of the text and font defaults. Although normal.dot is already set with certain defaults, the user can change normal.dot to new defaults. This will change other documents which were created using the template, usually in unexpected ways. Image formats Word can import and display images in common bitmap formats such as JPG and GIF. It can also be used to create and display simple line-art. Microsoft Word added support for the common SVG vector image format in 2017 for Office 365 ProPlus subscribers and this functionality was also included in the Office 2019 release. WordArt An example image created with WordArt WordArt enables drawing text in a Microsoft Word document such as a title, watermark, or other text, with graphical effects such as skewing, shadowing, rotating, stretching in a variety of shapes and colors and even including three-dimensional effects. Users can apply formatting effects such as shadow, bevel, glow, and reflection to their document text as easily as applying bold or underline. Users can also spell-check text that uses visual effects, and add text effects to paragraph styles. Macros A Macro is a rule of pattern that specifies how a certain input sequence (often a sequence of characters) should be mapped to an output sequence according to a defined process. Frequently used or repetitive sequences of keystrokes and mouse movements can be automated. Like other Microsoft Office documents, Word files can include advanced macros and even embedded programs. The language was originally WordBasic, but changed to Visual Basic for Applications as of Word 97. 278

Sales Executive (BFSI) VILT This extensive functionality can also be used to run and propagate viruses in documents. The tendency for people to exchange Word documents via email, USB flash drives, and floppy disks made this an especially attractive vector in 1999. A prominent example was the Melissa virus, but countless others have existed. These macro viruses were the only known cross-platform threats between Windows and Macintosh computers and they were the only infection vectors to affect any macOS system up until the advent of video codec trojans in 2007. Microsoft released patches for Word X and Word 2004 that effectively eliminated the macro problem on the Mac by 2006. Word's macro security setting, which regulates when macros may execute, can be adjusted by the user, but in the most recent versions of Word, it is set to HIGH by default, generally reducing the risk from macro-based viruses, which have become uncommon. Layout issues Before Word 2010 (Word 14) for Windows, the program was unable to correctly handle ligatures defined in OpenType fonts. Those ligature glyphs with Unicode code points may be inserted manually, but are not recognized by Word for what they are, breaking spell checking, while custom ligatures present in the font are not accessible at all. Since Word 2010, the program now has advanced typesetting features which can be enabled: OpenType ligatures, kerning, and hyphenation. Other layout deficiencies of Word include the inability to set crop marks or thin spaces. Various third-party workaround utilities have been developed. In Word 2004 for Mac OS X, support of complex scripts was inferior even to Word 97, and Word 2004 did not support Apple Advanced Typography features like ligatures or glyph variants. Bullets and numbering Microsoft Word supports bullet lists and numbered lists. It also features a numbering system that helps add correct numbers to pages, chapters, headers, footnotes, and entries of tables of content; these numbers automatically change to correct ones as new items are added or existing items are deleted. Bullets and numbering can be applied directly to paragraphs and convert them to lists. Word 97 through 2003, however, had problems adding correct numbers to numbered lists. In particular, a second irrelevant numbered list might have not started with number one but instead resumed numbering after the last numbered list. Although Word 97 supported a hidden marker that said the list numbering must restart afterward, the command to insert this marker (Restart Numbering command) was only added in Word 2003. However, if one were to cut the first item of the listed and paste it as another item (e.g. fifth), then the restart marker would have moved with it and the list would have restarted in the middle instead of at the top. 279

Sales Executive (BFSI) VILT Users can also create tables in Word. Depending on the version, Word can perform simple calculations — along with support for formulas and equations as well. AutoSummarize Available in certain versions of Word (e.g., Word 2007), AutoSummarize highlights passages or phrases that it considers valuable and can be a quick way of generating a crude abstract or an executive summary.The amount of text to be retained can be specified by the user as a percentage of the current amount of text. According to Ron Fein of the Word 97 team, AutoSummarize cuts wordy copy to the bone by counting words and ranking sentences. First, AutoSummarize identifies the most common words in the document (barring \"a\" and \"the\" and the like) and assigns a \"score\" to each word – the more frequently a word is used, the higher the score. Then, it \"averages\" each sentence by adding the scores of its words and dividing the sum by the number of words in the sentence – the higher the average, the higher the rank of the sentence. \"It's like the ratio of wheat to chaff,\" explains Fein. AutoSummarize was removed from Microsoft Word for Mac OS X 2011, although it was present in Word for Mac 2008. AutoSummarize was removed from the Office 2010 release version (14) as well. Shortcut Keys There are many shortcuts that can be used in Microsoft Word, however, there are a couple of mostly used shortcuts. To make letters bold: \"Control+B\", Make letters italic: \"Control+I\", Make letters underline: \"Control+U\", Copy text: \"Control\", and to Paste text: Control+V. There are many other shortcut keys that you can use in Microsoft Office as well. Word for the web Word for the web is a free lightweight version of Microsoft Word available as part of Office on the web, which also includes web versions of Microsoft Excel and Microsoft PowerPoint. Word for the web lacks some Ribbon tabs, such as Design and Mailings. Mailings allows users to print envelopes and labels, and manage mail merge printing of Word documents. Word for the web is not able to edit certain objects, such as equations, shapes, text boxes, or drawings, but a placeholder may be present in the document. Certain advanced features like table sorting or columns will not be displayed but are preserved as they were in the document. Other views available in the Word desktop app (Outline, Draft, Web Layout, and Full Screen Reading) are not available, nor are side-by-side viewing, split windows, and the ruler. Password protection There are three password types that can be set in Microsoft Word: 280

Sales Executive (BFSI) VILT  Password to open a document  Password to modify a document  Password restricting formatting and editing The second and the third type of passwords were developed by Microsoft for convenient shared use of documents rather than for their protection. There is no encryption of documents that are protected by such passwords, and the Microsoft Office protection system saves a hash sum of a password in a document's header where it can be easily accessed and removed by the specialized software. Password to open a document offers much tougher protection that had been steadily enhanced in the subsequent editions of Microsoft Office. Word 95 and all the preceding editions had the weakest protection that utilized a conversion of a password to a 16-bit key. Key length in Word 97 and 2000 was strengthened up to 40 bit. However, modern cracking software allows removing such a password very quickly – a persistent cracking process takes one week at most. Use of rainbow tables reduces password removal time to several seconds. Some password recovery software can not only remove a password but also find an actual password that was used by a user to encrypt the document using brute-force attack approach. Statistically, the possibility of recovering the password depends on the password strength. Word's 2003/XP version default protection remained the same but an option that allowed advanced users choosing a Cryptographic Service Provider was added. If a strong CSP is chosen, guaranteed document decryption becomes unavailable, and therefore a password can't be removed from the document. Nonetheless, a password can be fairly quickly picked with a brute-force attack, because its speed is still high regardless of the CSP selected. Moreover, since the CSPs are not active by default, their use is limited to advanced users only. Word 2007 offers significantly more secure document protection which utilizes the modern Advanced Encryption Standard (AES) that converts a password to a 128-bit key using a SHA-1 hash function 50000 times. It makes password removal impossible (as of today, no computer that can pick the key in a reasonable amount of time exists), and drastically slows the brute-force attack speed down to several hundreds of passwords per second. Word's 2010 protection algorithm was not changed apart from the increasing number of SHA-1 conversions up to 100000 times, and consequently, the brute-force attack speed decreased two times more. Reception BYTE in 1984 criticized the documentation for Word 1.1 and 2.0 for DOS, calling it \"a complete farce\". It called the software \"clever, put together well, and performs some extraordinary feats\", but concluded that \"especially when operated with the mouse, has many more limitations than benefits ... extremely frustrating to learn and operate efficiently\". PC Magazine's review was very 281

Sales Executive (BFSI) VILT mixed, stating \"I've run into weird word processors before, but this is the first time one's nearly knocked me down for the count\" but acknowledging that Word's innovations were the first that caused the reviewer to consider abandoning WordStar. While the review cited an excellent WYSIWYG display, sophisticated print formatting, windows, and footnoting as merits, it criticized many small flaws, very slow performance, and \"documentation apparently produced by Madame Sadie's Pain Palace\". It concluded that Word was \"two releases away from potential greatness\". Computer’s Apple Applications in 1987 stated that \"despite a certain awkwardness\", Word 3.01 \"will likely become the major Macintosh word processor\" with \"far too many features to list here\". While criticizing the lack of true WYSIWYG, the magazine concluded that \"Word is marvelous. It's like a Mozart or Edison, whose occasional gaucherie we excuse because of his great gifts\". Compute! in 1989 stated that Word 5.0's integration of text and graphics made it \"a solid engine for basic desktop publishing\". The magazine approved of improvements to text mode, described the $75 price for upgrading from an earlier version as \"the deal of the decade\", and concluded that \"as a high-octane word processor, Word is definitely worth a look\". During the first quarter of 1996, Microsoft Word accounted for 80% of the worldwide word processing market. Despite its commercial success, it has also been argued in the scientific community that Word might not be well-suited for large-scale projects with high typographical demands, due to issues such as file compatibility, poor typography, low image quality, and limited feature scalability.  MS-Excel Introduction to Microsoft Excel 101 What is Microsoft Excel? Microsoft Excel is a spreadsheet program that is used to record and Analyse numerical data. Think of a spreadsheet as a collection of columns and rows that form a table. Alphabetical letters are usually assigned to columns and numbers are usually assigned to rows. The point where a column and a row meet is called a cell. The address of a cell is given by the letter representing the column and the number representing a row. Let's illustrate this using the following image. Why Should I Learn Microsoft Excel? We all deal with numbers in one way or the other. We all have daily expenses which we pay for from the monthly income that we earn. For one to spend wisely, they will need to know their income vs. expenditure. Microsoft Excel comes in handy when we want to record, analyze and store such numeric data. 282

Sales Executive (BFSI) VILT Where can I get Microsoft Excel? There are number of ways in which you can get Microsoft Excel. You can buy it from a hardware computer shop that also sells software. Microsoft Excel is part of the Microsoft Office suite of programs. Alternatively, you can download it from the Microsoft website but you will have to buy the license key. Seven Testing Principles Software Testing How to Open Microsoft Excel? Running Excel is not different from running any other Windows program. If you are running Windows with a GUI like (Windows XP, Vista, and 7) follow the following steps.  Click on start menu  Point to all programs  Point to Microsoft Excel  Click on Microsoft Excel Alternatively, you can also open it from the start menu if it has been added there. You can also open it from the desktop shortcut if you have created one. For this tutorial, we will be working with Windows 8.1 and Microsoft Excel 2013. Follow the following steps to run Excel on Windows 8.1  Click on start menu  Search for Excel N.B. even before you even typing, all programs starting with what you have typed will be listed.  Click on Microsoft Excel The following image shows you how to do this 283

Sales Executive (BFSI) VILT Understanding the Ribbon The ribbon provides shortcuts to commands in Excel. A command is an action that the user performs. An example of a command is creating a new document, printing a documenting, etc. The image below shows the ribbon used in Excel 2013. Ribbon components explained Ribbon start button - it is used to access commands i.e. creating new documents, saving existing work, printing, accessing the options for customizing Excel, etc. Ribbon tabs – the tabs are used to group similar commands together. The home tab is used for basic commands such as formatting the data to make it more presentable, sorting and finding specific data within the spreadsheet. Ribbon bar – the bars are used to group similar commands together. As an example, the Alignment ribbon bar is used to group all the commands that are used to align data together. Understanding the worksheet (Rows and Columns, Sheets, Workbooks) A worksheet is a collection of rows and columns. When a row and a column meet, they form a cell. Cells are used to record data. Each cell is uniquely identified using a cell address. Columns are usually labelled with letters while rows are usually numbers. 284

Sales Executive (BFSI) VILT A workbook is a collection of worksheets. By default, a workbook has three cells in Excel. You can delete or add more sheets to suit your requirements. By default, the sheets are named Sheet1, Sheet2 and so on and so forth. You can rename the sheet names to more meaningful names i.e. Daily Expenses, Monthly Budget, etc. Customization Microsoft Excel Environment Personally I like the black colour, so me excel theme looks blackish. Your favorite colour could be blue, and you too can make your theme colour look blue-like. If you are not a programmer, you may not want to include ribbon tabs i.e. developer. All this is made possible via customizations. In this sub-section, we are going to look at;  Customization the ribbon  Setting the colour theme  Settings for formulas  Proofing settings  Save settings Customization of ribbon The above image shows the default ribbon in Excel 2013. Let's start with customization the ribbon, suppose you do not wish to see some of the tabs on the ribbon, or you would like to add some tabs that are missing such as the developer tab. You can use the options window to achieve this.  Click on the ribbon start button  Select options from the drop down menu. You should be able to see an Excel Options dialog window  Select the customize ribbon option from the left-hand side panel as shown below 285

Sales Executive (BFSI) VILT  On your right-hand side, remove the check marks from the tabs that you do not wish to see on the ribbon. For this example, we have removed Page Layout, Review, and View tab.  Click on the \"OK\" button when you are done. Your ribbon will look as follows Adding custom tabs to the ribbon You can also add your own tab, give it a custom name and assign commands to it. Let's add a tab to the ribbon with the text Guru99 286

Sales Executive (BFSI) VILT 1. Right click on the ribbon and select Customize the Ribbon. The dialogue window shown above will appear 2. Click on new tab button as illustrated in the animated image below 3. Select the newly created tab 4. Click on Rename button 5. Give it a name of Guru99 6. Select the New Group (Custom) under Guru99 tab as shown in the image below 7. Click on Rename button and give it a name of My Commands 8. Let's now add commands to my ribbon bar 9. The commands are listed on the middle panel 10. Select All chart types command and click on Add button 11. Click on OK Your ribbon will look as follows Setting the colour theme To set the color-theme for your Excel sheet you have to go to Excel ribbon, and click on à File option command. It will open a window where you have to follow the following steps. 287

Sales Executive (BFSI) VILT 1. The general tab on the left-hand panel will be selected by default. 2. Look for colour scheme under General options for working with Excel 3. Click on the colour scheme drop-down list and select the desired colour 4. Click on OK button Settings for formulas This option allows you to define how Excel behaves when you are working with formulas. You can use it to set options i.e. autocomplete when entering formulas, change the cell referencing style and use numbers for both columns and rows and other options. 288

Sales Executive (BFSI) VILT If you want to activate an option, click on its check box. If you want to deactivate an option, remove the mark from the checkbox. You can this option from the Options dialogue window under formulas tab from the left-hand side panel Proofing settings 289

Sales Executive (BFSI) VILT This option manipulates the entered text entered into excel. It allows setting options such as the dictionary language that should be used when checking for wrong spellings, suggestions from the dictionary, etc. You can this option from the options dialogue window under the proofing tab from the left-hand side panel Save settings 290

Sales Executive (BFSI) VILT This option allows you to define the default file format when saving files, enable auto recovery in case your computer goes off before you could save your work, etc. You can use this option from the Options dialogue window under save tab from the left-hand side panel Important Excel shortcuts Ctrl + P used to open the print dialogue window Ctrl + N creates a new workbook Ctrl + S saves the current workbook Ctrl + C copy contents of current select Ctrl + V paste data from the clipboard SHIFT + F3 displays the function insert dialog window SHIFT + F11 Creates a new worksheet F2 Check formula and cell range covered 291

Sales Executive (BFSI) VILT Best Practices when working with Microsoft Excel 1. Save workbooks with backward compatibility in mind. If you are not using the latest features in higher versions of Excel, you should save your files in 2003 *.xls format for backwards compatibility 2. Use description names for columns and worksheets in a workbook 3. Avoid working with complex formulas with many variables. Try to break them down into small managed results that you can use to build on 4. Use built-in functions whenever you can instead of writing your own formulas Summary  Microsoft Excel is a powerful spreadsheet program used to record, manipulate, store numeric data and it can be customized to match your preferences  The ribbon is used to access various commands in Excel  The options dialogue window allows you to customize a number of items i.e. the ribbon, formulas, proofing, save, etc.  MS-Power ppt Microsoft PowerPoint (PPT) Definition - What does Microsoft PowerPoint (PPT) mean? Microsoft PowerPoint is a powerful presentation software developed by Microsoft. It is a standard component of the company's Microsoft Office suite software, and is bundled together with Word, Excel and other Office productivity tools. The program uses slides to convey information rich in multimedia and is used to create complex business presentations, simple educational outlines and much more. Techopedia explains Microsoft PowerPoint (PPT) PowerPoint was developed by Dennis Austin and Thomas Ruskin at Forethought Inc. It was supposed to be named Presenter, but the name was not adapted due to trademark issues. It was renamed PowerPoint in 1987 as suggested by Robert Gaskins. In August of 1987, Microsoft bought Forethought for $14 million and turned it into its graphics business unit, where the company continued to develop the software. The first iteration was launched together with Windows 3.0 in 1990. It only allowed slide progression in one direction – forward – and the amount of customization was fairly limited. Although it was conceived only for Macintosh computers in the very beginning, PowerPoint quickly became one of the most iconic trademarks and the first important acquisition of Microsoft. Even today, it holds up to 95 percent of the market share of presentation software. 292

Sales Executive (BFSI) VILT PowerPoint allows users to create media-rich presentations constituted by a series of slides. Since it’s fully integrated with the other tools of the Microsoft Office suite, the user can import content created with Excel or Word into PowerPoint, as well as other media such as pictures, audio, and video clips. To create slides, a series of templates are used to provide the user with pre-defined layouts for different purposes. Once the theme that will be used in the presentation is set by defining a standard font, background color, and layout, that slide is saved as “master slide.” The user can either change each other slide accordingly, or edit the master slide to propagate the change to all the other slides uniformly. During a PowerPoint presentation, the presenter has the liberty to define the pace by controlling the flow manually or having the slide swap at preset intervals, which may also be different for each slide. Individual elements on a slide may also appear after a certain command is issued, such as bullet points or videos. PowerPoint experienced a very significant change in PowerPoint 97, which added predefined transition effects and allowed the user to time them appropriately so that slides would transition automatically. This allowed a presenter to follow a predefined progression and go on with the presentation without pausing to change or read the slides. PowerPoint 2007 introduced the \"ribbon\" interface, marking a drastic change from the previous interface style. In older versions of PowerPoint, presentations were saved only as a standard .pptx format. However, newer versions from 2013 and 2016 allow the users to save presentations in different common formats such as pictures (JPEG, GIF, PNG, etc.), videos (WMV or MPEG-4), or text (PDF). Operation The earliest version of PowerPoint (1987 for Macintosh) could be used to print black and white pages to be photocopied onto sheets of transparent film for projection from overhead projectors, and to print speaker's notes and audience handouts; the next version (1988 for Macintosh, 1990 for Windows) was extended to also produce color 35mm slides by communicating a file over a modem to a Genigraphics imaging center with slides returned by overnight delivery for projection from slide projectors. PowerPoint was used for planning and preparing a presentation, but not for delivering it (apart from previewing it on a computer screen, or distributing printed paper copies). The operation of PowerPoint changed substantially in its third version (1992 for Windows and Macintosh), when PowerPoint was extended to also deliver a presentation by producing direct video output to digital projectors or large monitors. In 1992 video projection of presentations was rare and expensive, and practically unknown from a laptop computer. Robert Gaskins, one of the creators of PowerPoint, says he publicly demonstrated that use for the first time at a large Microsoft meeting held in Paris on February 25, 1992, by using an unreleased development build of 293

Sales Executive (BFSI) VILT PowerPoint 3.0 running on an early pre-production sample of a powerful new color laptop and feeding a professional auditorium video projector. By about 2003, ten years later, digital projection had become the dominant mode of use, replacing transparencies and 35mm slides and their projectors. As a result, the meaning of \"PowerPoint presentation\" narrowed to mean specifically digital projection: \"PowerPoint presentation\" had come to refer to a presentation made using a PowerPoint slideshow projected from a computer. Although the PowerPoint software had been used to generate transparencies for over a decade, this usage was not typically encompassed by a common understanding of the term. In contemporary operation, PowerPoint is used to create a file (called a \"presentation\" or \"deck\") containing a sequence of pages (called \"slides\" in the app) which usually have a consistent style (from template masters), and which may contain information imported from other apps or created in PowerPoint, including text, bullet lists, tables, charts, drawn shapes, images, audio clips, video clips, animations of elements, and animated transitions between slides, plus attached notes for each slide. After such a file is created, typical operation is to present it as a slide show using a portable computer, where the presentation file is stored on the computer or available from a network, and the computer's screen shows a \"presenter view\" with current slide, next slide, speaker's notes for the current slide, and other information. Video is sent from the computer to one or more external digital projectors or monitors, showing only the current slide to the audience, with sequencing controlled by the speaker at the computer. A smartphone remote control built in to PowerPoint for iOS (optionally controlled from Apple Watch) and for Androidallows the presenter to control the show from elsewhere in the room. In addition to a computer slide show projected to a live audience by a speaker, PowerPoint can be used to deliver a presentation in a number of other ways:  Displayed on the screen of the presentation computer or tablet (for a very small group)  Printed for distribution as paper documents (in several formats)  Distributed as files for private viewing, even on computers without Power Point  Packaged for distribution on CD or a network, including linked and embedded data  Transmitted as a live broadcast presentation over the web  Embedded in a web page or blog  Shared on social networks such as Facebook or Twitter  Set up as a self-running unattended display  Recorded as video/audio (H.264/AAC), to be distributed as for any other video 294

Sales Executive (BFSI) VILT Some of these ways of using PowerPoint have been studied by JoAnne Yates and Wanda Orlikowski of the MIT Sloan School of Management: The standard form of such presentations involves a single person standing before a group of people, talking and using the PowerPoint slideshow to project visual aids onto a screen. ... In practice, however, presentations are not always delivered in this mode. In our studies, we often found that the presenter sat at a table with a small group of people and walked them through a \"deck\", composed of paper copies of the slides. In some cases, decks were simply distributed to individuals, without even a walk-through or discussion. ... Other variations in the form included sending the PowerPoint file electronically to another site and talking through the slides over an audio or video channel (e.g., telephone or video conference) as both parties viewed the slides. ... Another common variation was placing a PowerPoint file on a web site for people to view at different times. They found that some of these ways of using PowerPoint could influence the content of presentations, for example when \"the slides themselves have to carry more of the substance of the presentation, and thus need considerably more content than they would have if they were intended for projection by a speaker who would orally provide additional details and nuance about content and context.\" PowerPoint for the web PowerPoint for the web is a free lightweight version of Microsoft PowerPoint available as part of Office on the web, which also includes web versions of Microsoft Excel and Microsoft Word. PowerPoint for the web does not support inserting or editing charts, equations, or audio or video stored on your PC, but they are all displayed in the presentation if they were added in using a desktop app. Some elements, like WordArt effects or more advanced animations and transitions, are not displayed at all, although they are preserved in the document. PowerPoint for the web also lacks the Outline, Master, Slide Sorter, and Presenter views present in the desktop app, as well as having limited printing options. Cultural impact A Power Point presentation in progress 295

Sales Executive (BFSI) VILT PowerPoint, more than most other personal computer applications, has been experienced as a powerful force producing change throughout all of society. In 2016 an analyst summed up: \"the real mystery is ... 'how come almost every organisation in the world is using PowerPoint to communicate almost everything to almost everybody?'. That's the real question. How come PowerPoint is everywhere?\" Business uses PowerPoint was originally targeted just for business presentations. Robert Gaskins, who was responsible for its design, has written about his intended customers: \"... I did not target other existing large groups of users of presentations, such as school teachers or military officers. ... I also did not plan to target people who were not existing users of presentations ... such as clergy and school children .Our focus was purely on business users, in small and large companies, from one person to the largest multinationals.\" Business people had for a long time made presentations for sales calls and for internal company communications, and PowerPoint produced the same formats in the same style and for the same purposes. PowerPoint use in business grew over its first five years (1987-1992) to sales of about 1 million copies annually, for worldwide market share of 63 percent. Over the following five years (1992- 1997) PowerPoint sales accelerated, to a rate of about 4 million copies annually, for worldwide market share of 85 percent. The increase in business use has been attributed to \"network effects,\" whereby additional users of PowerPoint in a company or an industry increased its salience and value to other users. Not everyone immediately approved of the greater use of PowerPoint for presentations, even in business. CEOs who very early were reported to discourage or ban PowerPoint presentations at internal business meetings included Lou Gerstner (at IBM, in 1993),[100] Scott McNealy (at Sun Microsystems, in 1996), and Steve Jobs (at Apple, in 1997).[102] But even so, Rich Gold, a scholar who studied corporate presentation use at Xerox PARC, could write in 1999: \"Within today's corporation, if you want to communicate an idea ... you use PowerPoint.\" Uses beyond business At the same time that PowerPoint was becoming dominant in business settings, it was also being adopted for uses beyond business: \"Personal computing ... scaled up the production of presentations. ... The result has been the rise of presentation culture. In an information society, nearly everyone presents.\" In 1998, at about the same time that Gold was pronouncing PowerPoint's ubiquity in business, the influential Bell Labs engineer Robert W. Lucky could already write about broader uses: ... the world has run amok with the giddy power of presentation graphics. A new language is in the air, and it is codified in PowerPoint. ... In a family discussion about what to do on a given evening, 296

Sales Executive (BFSI) VILT for example, I feel like pulling out my laptop and giving a Vugraph presentation... In church, I am surprised that the preachers haven't caught on yet. ... How have we gotten on so long without PowerPoint? Over a decade or so, beginning in the mid-1990s, PowerPoint began to be used in many communication situations, well beyond its original business presentation uses, to include teaching in schools[ and in universities, lecturing in scientific meetings (and preparing their related poster sessions), worshipping in churches, making legal arguments in courtrooms, displaying supertitles in theaters, driving helmet-mounted displays in spacesuits for NASA astronauts, giving military briefings, issuing governmental reports, undertaking diplomatic negotiations, writing novels, giving architectural demonstrations, prototyping website designs, creating animated video games, creating art projects, and even as a substitute for writing engineering technical reports, and as an organizing tool for writing general business documents. PowerPoint ... is one of the most pervasive and ubiquitous technological tools ever concocted. In less than a decade, it has revolutionized the worlds of business, education, science, and communications, swiftly becoming the standard for just about anybody who wants to explain just about anything to just about anybody else. From corporate middle managers reporting on production goals to 4th-graders fashioning a show-and-tell on the French and Indian War to church pastors explicating the seven deadly sins ... PowerPoint seems poised for world domination. Cultural reactions As uses broadened, cultural awareness of PowerPoint grew and commentary about it began to appear. \"With the widespread adoption of PowerPoint came complaints ... often very general statements reflecting dissatisfaction with modern media and communication practices as well as the dysfunctions of organizational culture.\" Indications of this awareness included increasing mentions of PowerPoint use in the Dilbert comic strips of Scott Adams, comic parodies of poor or inappropriate use such as the Gettysburg Address in Power Point or summaries of Shakespeare's Hamlet and Nabokov's Lolita in PowerPoint, and a vast number of publications on the general subject of PowerPoint, especially about how to use it. Out of all the analyses of PowerPoint over a quarter of a century, at least three general themes emerged as categories of reaction to its broader use: (1) \"Use it less\": avoid PowerPoint in favor of alternatives, such as using more-complex graphics and written prose, or using nothing; (2) \"Use it differently\": make a major change to a PowerPoint style that is simpler and pictorial, turning the presentation toward a performance, more like a Steve Jobs keynote; and (3) \"Use it better\": retain much of the conventional PowerPoint style but learn to avoid making many kinds of mistakes that can interfere with communication. Use it less 297

Sales Executive (BFSI) VILT An early reaction was that the broader use of PowerPoint was a mistake, and should be reversed. An influential example of this came from Edward Tufte, an authority on information design, who has been a professor of political science, statistics, and computer science at Princeton and Yale, but is best known for his self-published books on data visualization, which have sold nearly 2 million copies as of 2014. In 2003, he published a widely-read booklet titled The Cognitive Style of PowerPoint, revised in 2006. Tufte found a number of problems with the \"cognitive style\" of PowerPoint, many of which he attributed to the standard default style templates: PowerPoint's convenience for some presenters is costly to the content and the audience. These costs arise from the cognitive style characteristics of the standard default PP presentation: foreshortening of evidence and thought, low spatial resolution, an intensely hierarchical single-path structure as the model for organizing every type of content, breaking up narratives and data into slides and minimal fragments, rapid temporal sequencing of thin information rather than focused spatial analysis, conspicuous chartjunk and PP Phluff, branding of slides with logotypes, a preoccupation with format not content, incompetent designs for data graphics and tables, and a smirky commercialism that turns information into a sales pitch and presenters into marketeers. Tufte particularly advised against using PowerPoint for reporting scientific analyses, using as a dramatic example some slides made during the flight of the space shuttle Columbia after it had been damaged by an accident at liftoff, slides which poorly communicated the engineers' limited understanding of what had happened. For such technical presentations, and for most occasions apart from its initial domain of sales presentations, Tufte advised against using PowerPoint at all; in many situations, according to Tufte, it would be better to substitute high-resolution graphics or concise prose documents as handouts for the audience to study and discuss, providing a great deal more detail. Many commentators enthusiastically joined in Tufte's vivid criticism of PowerPoint uses, and at a conference held in 2013 (a decade after Tufte's booklet appeared) one paper claimed that \"Despite all the criticism about his work, Tufte can be considered as the single most influential author in the discourse on PowerPoint. ... While his approach was not rigorous from a research perspective, his articles received wide resonance with the public at large.\" There were also others who disagreed with Tufte's assertion that the PowerPoint program reduces the quality of presenters' thoughts: Steven Pinker, professor of psychology at MIT and later Harvard, had earlier argued that \"If anything, PowerPoint, if used well, would ideally reflect the way we think.\" Pinker later reinforced this opinion: \"Any general opposition to PowerPoint is just dumb, ... It's like denouncing lectures—before there were awful PowerPoint presentations, there were awful scripted lectures, unscripted lectures, slide shows, chalk talks, and so on.\" 298

Sales Executive (BFSI) VILT Much of the early commentary, on all sides, was \"informal\" and \"anecdotal\", because empirical research had been limited. Use it differently A second reaction to PowerPoint use was to say that PowerPoint can be used well, but only by substantially changing its style of use. This reaction is exemplified by Richard E. Mayer, a professor of psychology at the University of California, Santa Barbara, who has studied cognition and learning, particularly the design of educational multimedia, and who has published more than 500 publications, including over 30 books. Mayer's theme has been that \"In light of the science, it is up to us to make a fundamental shift in our thinking—we can no longer expect people to struggle to try to adapt to our PowerPoint habits. Instead, we have to change our PowerPoint habits to align with the way people learn.\" Tufted had argued his judgment that the information density of text on PowerPoint slides was too low, perhaps only 40 words on a slide, leading to over-simplified messages; Mayer responded that his empirical research showed exactly the opposite, that the amount of text on PowerPoint slides was usually too high, and that even fewer than 40 words on a slide resulted in \"PowerPoint overload\" that impeded understanding during presentations. Mayer suggested a few major changes from traditional PowerPoint formats:  replacing brief slide titles with longer \"headlines\" expressing complete ideas;  showing more slides but simpler ones;  removing almost all text including nearly all bullet lists (reserving the text for the spoken narration);  using larger, higher-quality, and more important graphics and photographs;  removing all extraneous decoration, backgrounds, logos and identifications, everything but the essential message. Mayer's ideas are claimed by Carmine Gallo to have been reflected in Steve Jobs's presentations: \"Mayer outlined fundamental principles of multimedia design based on what scientists know about cognitive functioning. Steve Jobs's slides adhere to each of Mayer's principles. Though not unique to Jobs, many people saw the style for the first time in Jobs's famous product introductions. Steve Jobs would have been using Apple's Keynote which was designed for Jobs's own slide shows beginning in 2003, but Gallo says that \"speaking like Jobs has little to do with the type of presentation software you use (PowerPoint, Keynote, etc.) ... all the techniques apply equally to PowerPoint and Keynote.\" Gallo adds that \"Microsoft's PowerPoint has one big advantage over Apple's Keynote presentation software—it's everywhere ... it's safe to say that the number of Keynote presentations is minuscule in comparison with PowerPoint. Although most presentation designers who are familiar with both formats prefer to work in the more elegant Keynote system, those same designers will tell you that the majority of their client work is done in PowerPoint. 299