August 15, 2010
This paper gives a summary of each Microsoft Office application: Word, Excel, Access, and PowerPoint. For each application, common user errors will be identified, as well as step-by-step strategies to diagnose and troubleshoot the problems for each application. The step-by-step instructions are written for a beginner and intermediate user level. A PowerPoint presentation is included that resembles an actual presentation that could be used for training application support staff.
Common MS Office Errors
Microsoft Word is a word processing software package that allows the user to create professional looking documents such as resumes, letters, reports, fax cover sheets, legal documents, brochures, manuals, and other documents. Not only can a user create these document types, they can also create tables and graphs, apply themes and styles, print documents, envelopes and labels. Microsoft Word is easy for beginners to advanced users to create documents with its easy-to-use interface, document wizards, and templates. Microsoft Word is currently the most commonly used word processing software on the market. It is used in schools, universities, businesses, and homes everywhere. The most common errors in Microsoft Word are: recovering lost files, adjusting spaces between lines and paragraphs, spell checker not recognizing misspelled words, opening and saving Word 2007 files in earlier versions, viewing and printing files from the Backstage view. For a user that is having a problem, the support specialist will need to ask the user a series of questions to determine what the problem is and how it happened to further educate the user to avoid it happening again. First, the specialist will need to ask the user what operating system is on his computer, then what version of Microsoft Word he is using. This will help the specialist in giving the user instructions to fix the problem. Then the specialist will need to inquire about what happened before and after the problem occurred in order to determine what caused the problem and a solution to the problem. The support specialist should also ask if the user has tried using the Microsoft Help menu. After determining the problem and the solution to the problem, the support specialist will proceed to give the user step-by-step instructions. By talking to the user, the specialist will be able to determine if the user is a beginner, intermediate, or experienced user. For a beginner or intermediate user, the specialist will need to give more detailed step-by-step instructions so the user does not get confused. After giving the user the step-by-step instructions, the support specialist should ask the user if his problem has been resolved. If the problem has not been resolved, the support specialist will walk him through the steps once again with more details, making sure the user is successfully completing each step as instructed. If the problem still is not resolved, the support specialist will need to re-evaluate the situation to determine if he is correct in understanding the problem. Once the problem is resolved, the support specialist will give the user instructions on how to use Microsoft’s help menu that is included in the software and then conclude the conversation in a polite manner.
Microsoft Excel is one of the leading spreadsheet software on the market. Microsoft Excel allows a user to manage, share, and analyze information. User-friendly analysis and visualization tools help users to track and highlight important data trends. Microsoft Excel allows users to access important data from just about any web browser or smartphone. Users can work simultaneously and even upload files to the Web. Producing financial reports, managing personal expenses, amongst other tasks users can complete is made easier and quicker with using Excel by using its mathematical...