Diploma in Information Technology

Assignment – Enhancing Productivity with MS Office

Student Name Sayuri Perera

Student ID E207976
Branch Wattala
Batch No DIIT 01
Lecturer Ms. Rashmi Kuruppuarachchi
Date Submitted 26/01/2024

List which assessment criteria Pass Merit Distinction

the Lecturer has awarded.
(To be filled by the Lecturer)

Covered Assessment Criteria – (To be filled by the Lecturer)

LO1: Demonstrating a comprehensive understanding of the major features and tools of
Microsoft Word.
P1 P2 M1 D1
LO2: Understanding of basic spreadsheet concepts and advanced Excel functions and formulas.

P3 P4 M2 D2
LO3: Using MS PowerPoint application to effectively communicate and present information to
a variety of audiences
P5 P5 M3 D3

Lecturer signature Date

Student Signature E207976@esoft.academy Date 26/01/2024

1
General Guidelines
1. A Cover page or title page – You should always attach a title page to your assignment. Use previous
page as your cover sheet and make sure all the details are accurately filled.
2. Upload this brief along with other documents to the submission link.
3. All the assignments should be prepared using Microsoft Office Package.

Word Processing Rules

1. Word File needs to save as a .docx file.
2. The font size should be 12 points and should be in the style of Time New Roman.
3. Ensure that all the headings are consistent in terms of the font size and font style (First level
16/bold, Second level 14/bold and Third level 12/bold).
4. Use word processing application spell check and grammar check function to help editing your
assignment.
5. When you protect your document with a password, provide the password in a notepad file and
upload the same to the upload link.

Excel Rules
1. Excel File needs to be saved as .xlsx file.
2. Do not protect any cells with a password.

PowerPoint Rules
1. PowerPoint File needs to be saved as .pptx file.
2. Do not protect the presentation with a password.

Important Points:
1. Create a Folder under the Student ID of yours and include all files relevant to the assignment
in it. Then compress it (ZIP or RAR) and submit it to the ELMS as appropriate.
2. Avoid using page borders in your assignment body.
3. Carefully check the hand in date and the instructions given in the assignment. Late submissions will
be accepted only if you get prior permission from the coordinator by submitting valid documents to
an acceptable reason.
4. Ensure that you give yourself enough time to complete the assignment by the due date.
5. If you are unable to hand in your assignment on time and have valid reasons such as illness, you
may apply (in writing) for an extension.
6. Failure to achieve at least PASS criteria will result in a REFERRAL grade.
7. Non-submission of work without valid reasons will lead to an automatic RE FERRAL. You will
then be asked to complete an alternative assignment.

2
Unit Learning Outcomes:

LO1: Demonstrating a comprehensive understanding of the major features and tools of Microsoft
Word.
LO2: Understanding of basic spreadsheet concepts and advanced Excel functions and formulas.
LO3: Using MS PowerPoint application to effectively communicate and present information to a
variety of audiences

3
Contents
General Guidelines................................................................................................................................2
Word Processing Rules..........................................................................................................................2
Excel Rules.............................................................................................................................................2
PowerPoint Rules..................................................................................................................................2
Important Points:..................................................................................................................................2
Unit Learning Outcomes........................................................................................................................3
Acknowledgment...................................................................................................................................5
Introduction...........................................................................................................................................6
Task 01...................................................................................................................................................7
Project Overview:..................................................................................................................................7
Achievements:.......................................................................................................................................7
Challenges Faced:..................................................................................................................................8
Progress Update:...................................................................................................................................8
Future Plans:..........................................................................................................................................8
Conclusion:............................................................................................................................................9
(P2)..................................................................................................................................................10
(M1).................................................................................................................................................11
(D1)..................................................................................................................................................12
Task 02.................................................................................................................................................13
(P3)..................................................................................................................................................13
(P4)..................................................................................................................................................13
(M2).................................................................................................................................................13
(D2)..................................................................................................................................................13
Task 03.................................................................................................................................................14
(P5)..................................................................................................................................................14
(P6)..................................................................................................................................................14
(M3).................................................................................................................................................14
(D3)..................................................................................................................................................14
Conclusion...........................................................................................................................................15
Reference List......................................................................................................................................16

4
Acknowledgment
I would like to thank Ms. Rashmi Kuruppuarachchi for her expert advice and encouragement
throughout this difficult project, as well as my family for the brilliance of the house.

Thank You!

__________________________________________________________________________

5
Introduction
Microsoft Office is a closed source software office suite that contains various applications. It
was first launched by Bill Gates on November 19, 1990 after the launch of Microsoft
Windows. The first version of MS Office contains MS Word, MS Excel and MS PowerPoint.

In this assignment, practical exercises are presented covering all the 3 sections of MS Office
namely word, excel and PowerPoint.

6
Task 01
Learning Outcome 01:
Demonstrating a comprehensive understanding of the major features and tools
of Microsoft Word.
(P1)
1. Prepare a report with proper formatting to present in a meeting.

Library Management System - Project Status Update Report

Project: Library Management System
Project Manager:
[Sayuri Perera]

Dear All,

I am delighted to present the latest status update for the Library Management System
project. This report aims to provide an overview of the project's progress,
accomplishments, challenges, current status, and upcoming plans. Our team has been
working diligently to deliver an efficient and user-friendly system for our library users,
and this report will showcase our efforts and future direction.

Project Overview:
The Library Management System project was initiated with the objective of
modernizing and streamlining library operations. The system aims to provide library
users with a user-friendly interface for borrowing and returning books, managing user
accounts, and automating inventory management. This project aligns with our
organization's commitment to enhance service quality and efficiency.

Achievements:
During the reporting period, our team achieved significant milestones that have
contributed to the successful implementation of the Library Management System:

 Completed requirements gathering phase and obtained approval for the project
scope.

 Developed the database schema and data model for the library system.

7
  Designed and implemented the user authentication and access control features.

 Successfully integrated the system with the existing library catalog and ISBN
database.

 Conducted user acceptance testing, receiving positive feedback from library

staff.

Challenges Faced:
While progressing through the project, we encountered some challenges that required
careful attention and resolution:

 Integrating the system with the legacy library software proved to be more
complex than anticipated. However, our team worked collaboratively with the
vendor and successfully resolved integration issues.

 The sudden increase in user requirements during the development phase

caused minor delays. We addressed this by implementing agile project
management practices to accommodate changes efficiently.

Progress Update:
As of today, the Library Management System project is 85% complete. Most of the
essential features have been developed and tested successfully. We have achieved the
following milestones:

 Completed the core functionality of borrowing and returning books.

 Implemented the user registration and account management features.
 Developed the system’s administrative panel for library staff.
 Conducted performance testing to ensure optimal system speed and stability.

Future Plans:
Looking ahead, the team is dedicated to completing the Library Management System
project within the specified timeline. Our focus will be on the following tasks:

 Finalize the implementation of the advanced search and book reservation

features.

 Conduct comprehensive system testing to identify and rectify any remaining

bugs or issues.

8
  Conduct user training sessions to familiarize library staff and users with the
new system.

 Plan a smooth transition from the legacy system to the new Library
Management System.

Conclusion:
In conclusion, the Library Management System project has made significant progress,
and we are well on track to achieve our objectives. The dedication and expertise of our
team members have been instrumental in overcoming challenges and ensuring
successful development. We remain committed to delivering a top-notch library
management system that will enhance the library user experience and improve
operational efficiency.

Thank you for your attention, and we welcome any feedback or questions
during this meeting.

Best regards,

[ Sayuri Perera ]
Project Manager

9
(P2)
2. Generate a macro to record common formatting used frequently.

MULTIPLEXING
What is multiplexing?
Multiplexing is a technique used to combine and send multiple data streams over a
single medium. The process of combining data streams is called multiplexing and the
hardware used for multiplexing is called multiplexer.
IT IS ACHIEVED BY USING A DEVICE CALLED MULTIPLEXER (MUX)
WHICH COMBINES N INPUT LINES TO GENERATE A SINGLE OUTPUT
LINE.

DE-MULTIPLEXING
De-multiplexing is achieved by using a device called De-multiplexer (DEMUX)
available at the receiving end.
DEMUX SEPARATES A SIGNAL INTO ITS COMPONENT SIGNALS (ONE
INPUT AND N OUTPUTS). THEREFORE, WE CAN SAY THAT DE-
MULTIPLEXING FOLLOWS THE ONE-TO-MANY APPROACH

HISTORY OF MULTIPLEXING
Multiplexing originated in telegraphy (by Samuel Morse) in the early 1870 and is now
widely used in communication.
Later in 1874, Thomas Edison invented duplexing to transmit two individual
messages over one line at the same time.
Later in 1894 – Time Division Multiplexing (TDM)
&
1930S – FREQUENCY DIVISION MULTIPLEXING (FDM) CAME INTO
EXISTENCE.

10
(M1)
3. Create a mail merge email to send for a large audience.

C:\Users\DELL\OneDrive\amy's birthday.docx

11
(D1)
4. Implement "Track Changes" feature in MS Word to protect a
document.

Password – E207976

12
Task 02
Learning Outcome 02:
Understanding of basic spreadsheet concepts and advanced Excel functions and
formulas.
(P3)
1. Apply number and text formatting for an existing data set.
(P4)
2. Use basic formulas such as SUM, AVERAGE, MAX, and MIN, and
functions like IF, COUNTIF to the same data set.
(M2)
3. Apply data analysis for the existing data set.
(D2)
4. Apply collaboration feature in excel based on an organizational
context.

C:\Users\DELL\OneDrive\unit 2 assignment.xlsx

13
Task 03
Learning Outcome 03:
Using MS PowerPoint application to effectively communicate and present
information to a variety of audiences.
(P5)
1. Design a presentation to reflect basic features in PowerPoint.
(P6)
2. Create a content for a presentation using a chosen topic.
(M3)
3. Apply Slide transitions and animations for the created presentation.

C:\Users\DELL\OneDrive\ARTIFICIAL INTELLIGENCE.pptx

(D3)
4. Evaluate benefits and drawbacks of PowerPoint.

Advantages
 It's easy to create colorful, attractive designs using standard templates and
themes.
 Compared to other visual aids such as charts, it is easier to modify and drag
the slides to reorder the presentation.
 It's easy to present and maintain eye contact with a large audience by
advancing slides with a keystroke, eliminating the need for handouts to follow
the message.

Disadvantages
 Speakers create slides so they have something to present rather than outlining,
organizing, and focusing their message.
 The linear nature of PowerPoint slides forces the presenter to reduce complex
subjects to a set of bullet points that are too weak to support decision making
or show the complexity of an issue.
 Basic equipment required for presentation. You must have a computer and
projection equipment to show the slides to the audience.

14
Conclusion
MS Office is a suite of productivity software that empowers individuals and
businesses to create documents, analyze data, manage information and
communicate effectively. I was able to gain a broader understanding of the
value of using these in daily activities.

15
Reference List
1. Text Book Part I – Unit 2 (Page No. 18 – 53)
2. Advantages and Disadvantages of Artificial Intelligence -
https://www.simplilearn.com/ - C:\Users\DELL\Downloads\Advantages
and Disadvantages of Artificial Intelligence [AI]_files [Accessed –
25/01/24]

16