Basic Computer Course

Easy to Learn
S. Khan

(BCA)

PK World India Education Academy 1663, Street #01, Indra Nagar,

Sector 7, Faridabad, Haryana 121006 Ph. +91 8368401935
Published By :

KK Publishers & Distributers Pvt. Ltd.

Registered Office :
Plot No. 1663, 1st Floor,
Near Railway Crossing Gate, Indra Nagar, Sector -7, Faridabad Haryana
– 121006 (India

ISBN : 9787210507109

© All Rights Reserved.

No Part of this publication may be reproduced,
Stored in a retrieval system or transmitted, in any form
Of by any means, electronic, mechanical, photocopy,
Recording or otherwise, without the prior permission of
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This book is sold subject to the condition that it
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Website:
www.pkworldindia.org www.pkworldindia.com

E-mail:
[email protected] [email protected]

Contact:
+91- 8368401935, 8750384243 BASIC COMPUTER COURSE – EASY TO
LEARN 2 | P a g e

ABOUT THE AUTHOR

Mr. S. Khan, having handsome personality and keen interest in teaching

Computer Science has an experience of teaching of about 4 year. He has
passed his BCA from Delhi. Apart from this he has completed teacher
training diploma in education from Delhi. He is currently HOD in M/S
PK WORLD INDIA EDUCATION ACADEMY, Faridabad, and
Haryana. He passed his 10th board in 2015, since then he is in teaching
profession. In 2016 he moved to Gurgaon and joined various reputed
MNC companies in the city. Since then he is famous for his teaching
methods and his unique way of teaching among the persons and students.
He has complete knowledge about his subject. He is in the habit of
writing dairy which leads him to write this various book. He is also the
author of many books like KeyBoard Tricks, KIDz Computer &
Computer World series for beginner or advance level in computer.

For further inquiry and feedback, Mr. S. Khan may be contacted at

[email protected]
To learn his trick and to see his videos lectures subscribe to his YouTube
channel : PK World India
SUGGESTION FROM THE AUTHOR

✓ Strictly go through each and every question, each and every line and
topics (mentioned in analysis page of our book).
✓ After attempting questions question from the book, don’t forget to
thought the solutions as well as it will help you make learn new concept
and methods to attempt different questions.

Disclaimers:
Although the author and publisher have made every efforts to ensure that information in this book was correct at press time,
the author and publisher do not assume and hereby disclaim any liability to any party for any loss, damage or disruption caused
by errors or omissions, whether such errors or omissions result from negligence, accident or any other cause.

ACKNOWLEDGEMENTS

In the name of GOD, the most Gracious and the Most Merciful,
Greeting of the Day, all the praise is to almighty God, verily to him is
owned all thanksgiving and gratitude. We bow before God for endowing
us with that capacity that made this humble effort possible. Our
accomplishments would be incomplete without a formal salutation to the
enigmatic force ahead in this onerous task.

This note of acknowledgement would be incomplete without a profound

delineation of the serene commitment, enlightening love and guiding
inspiration with which we were rewarded by our parents. Words cannot
truly express our deepest gratitude and appreciation for the help and
moral support rendered by each and every member of our family,
especially our parents, siblings and loved ones. Without them, achieving
this goal would have been impossible. They deserve far more credit than
we can ever give them.

With a deep sense of pride and dignity, we fervently express our

adoration, indebtedness and gratitude to the members of our editorial
board for their expert, valuable and tireless guidance during compilation
of this book, their productive criticism helped us a lot in producing this
book. They scrutinized the chapter with painstaking efforts.

I’m sincerely thankful to Mr. Vinod Nagar as my best teacher for his
support, love and motivation to bring this book.
There are friends who always cooperated, influenced and motivated us in
every stage of my life. It is not possible to mention all of them in
acknowledgement, but there are some names one can’t forget to write –
Iqbal Sheikh , Miraj Ansari (BBA), Kiran Kumari (B.Com), Abdul Alim
(BA), Priyanka Maurya (BA), Karishma (GNM) and many more.

Words are not enough to thank all our dedicated and sincere students –
Riya, Khushi Maurya, Khushi Kumari, Kareena, Khushboo, Ichha
Kumari, Anjali Kumari, Sanjana Kumari, Sumit Kumar, Rizwan, Krish
Kumarand many more who have been extremely helpful throughout.
Their lighthearted banter and deeply insightful comments made witting
this book a pleasure.

Finally, we appreciate the sincere efforts of our Publishers, owner and

managing director of KK Book Seller and Publishing House Faridabad,
without whom the successful completion of this book could not have been
contemplated.

- Author

PREFACE

(Your AIM our DREAM, Your DREAM our AIM)

While looking through the book for the Computer Learning Concept in
the market, we came across many excellent books, but noticed the glaring
lack of books that addressed the computer learning with full solution. It
was at this point that the seeds of an idea to consolidate such a book
began to germinate in our minds. The book that you are reading is the
culmination of that idea. After an arduous effort, which involves
collection questions, arranging them, and solving them, we had a simple
knowledge bank. At this point, we thought that the book lacked a spark;
that factor which would push its readers on to succeed. We brainstorm
and it is the fruit of those hours spent thinking that is summarized in the
salient feature of the book below.

1. A table summarized the frequency of appearance of questions from

each chapter has been provide at the beginning. This can help both
teachers and students to have a consolidated source of information that
can help them to distinguish the most important chapters.
2. All question papers in the book have been fully solved, with complete
solutions.
3. All topic have detailed analysis provided at the beginning of the book
that will help students adopt effective study methods.
4. Tricks that can trivialize the solutions of difficult questions have
been provided.
5. For statement type and Explanatory type questions, all options have
been explained in detail so as to learn why incorrect options are wrong.
6. The solutions contain picture, diagrams, tables and figures to enable
swift comprehension and to boost retention capacity.
7. Important information about the examination procedure, pattern
and syllabus has also been provided.

We truly hope that the features of this book are helpful to our readers.
Suggestions and feedback is solicited from students and teachers alike as
we seek to give our readers an enjoyable experience.

HappyLearningandAll theBest! Author

CONTENT

Chapter PageNo.

1. Introduction 08 • First generation of computer 11

2. Types of Computer 13 • Organization of Computers 16
3. Input Devices 23 • Output Devices 25 • Data Processing 28
4. Software 29 • Operating System 31
5. MS. Dos 35 • External Command 36 • Internal Command 36 • DIR Command 37
6. Windows 39
7. Window Accessory 45 • Notepad 45 • WordPad 48 • Paint 49 • Calculator 59 • Window
Explorer 61
8. Microsoft Word 66 • HYPERLINK 72 • Header & Footer 75 • Page Break 79 • Page Number 79
• Footnotes & End Notes 82 • Caption 84 • Indexes & Tables 86 • Bullet & Numbering 91 • Page
Boarder 92 • Change Case 96 • Background 96 • Protect Document 105 • Mail Merge 106 • Insert
Table 113
9. Microsoft Excel 116 • Function 122 • Cell Reference 126 • Pivot Table 128

• Advance Filter 132

• Formatting Worksheet 134
10. Microsoft PowerPoint 139
• Creating Slide Master 149
• Slide Layout 155
• Apply Designs 158
• PowerPoint Central 162
• Present Animation 167
11. Microsoft Access 174
• Creating Table 177
• Insert Column 181
• Using Queries 184
• Convert to a Form 186
• Convert to a Report 188
• Filter Command 191
• Key Terms 194

1INTRODUCTION
CHA P TER

Being a modern-day kid you must have used, seen, or read about
computers. This is because they are an integral part of our everyday
existence. Be it school, banks, shops, railway stations, hospital or your
own home, computers are present everywhere, making our work easier
and faster for us. As they are such integral parts of our lives, we must
know what they are and how they function. Let us start with defining the
term computer formally.

The literal meaning of computer is a device that can calculate. However,

modern computers can do a lot more than calculate. Computer is an
electronic device that receives input, stores or processes the input as per
user instructions and provides output in desired format.

The computer is an electronic device, which operates under the directions

of an operating system by processing arithmetically and logically
accepting input from Input Devices and producing output all output
devices.

Desktop work stations, mainframes and super computer have the same
processing circle. Input process and output.
"It is an electronic device which is assembled in a way."

1. To carry out given instructions.

2. To accept data from user
3. To carry out calculation
4. To carry out comparison and
5. To carry out required output."

Charles Babbage (1791-1871) (The Father of Computer)

He was probably the person who contributes more ideas than anyone else
to the development of the computer. He was paid large sum and money by
the British government of develop his Difference Engine , a machine
disagreed to calculate Tables by the method of differences. The difference
and engine was compassed of gears and wheels.

(Analytical Engine)
In 1842 he designed A New Machine analytical engine which was
planned to be fully automatic and can perform all the basic arithmetical
calculations. Somehow this machine was not produced but this idea laid
down basic principles of computer Design which has been the
fundamental was the Design of Digital Computer.

MARK I

In 1937 Howard Aiken of Harvard University in collaboration with IBM

and developed "Mark I" the punch card operated machine which could
perform all the arithmetical calculation. The Mark I had 60 sets of 24
switches for manual data entry and could store 72 numbers, each 23
decimal digits long. It could do 3 additions or subtractions in a second. A
multiplication took 6 seconds, a division took 15.3 seconds, and a
logarithm or a trigonometric function took over one minute.

(Mark I Computer)

The “Mark I” read its instructions from a 24-channel punched paper

tape. It executed the current instruction and then read in the next one. A
separate tape could contain numbers for input, but the tape formats were
not interchangeable. Instructions could not be executed from the storage
registers. This separation of data and instructions is known as the
Harvard Architecture.

ENIAC 1943 ENIAC (Electronic Numerical Integrate And

Calculator) was
developed by professor J. Presper Eckert & John Mauchly of Micro
College of
Engineers University of Pennsylvania. ENIAC was very complex to be
programmed
it was capable of performing calculations more than 200 times of "Mark
|." ENIAC was something less than the dream of a universal computer.
Designed for the specific purpose of computing values for artillery range
tables, it
lacked some features that would have made it a more generally useful
machine. It
used plug boards for communicating instructions to the machine; this had
the
advantage that, once the instructions were thus “programmed,” the
machine ran
at electronic speed. Instructions read from a card reader or other slow
mechanical
device would not have been able to keep up with the all-electronic
ENIAC. The
disadvantage was that it took days to rewire the machine for each new
problem.
This was such a liability that only with some generosity could it be called
programmable.

(ENIAC)

In 1946 professor Jon Von Neumann developed witch is called EDVAC

(Electronic Discrete Variable Automatic Computer) this computer
stored the data and instructions sequence Hindi memory in binary from
(0&1), that is why modern computers are known as digital computer.

There after UNIVAC (Universal Automatic Computer) was the first

digital computer installed in Census Bureau in 1951 as MSI (Medium
Scale Integration) later on LSI (Large Scale Integration) was developed
which more than thousands of components have integrated.
Now VLSI (Very Large Scale Integration) is been developed which will
have more than a million circuit component integrated on it. These LSI
made computer very fast and small in size.

The microprocessor is the result of the continuation after progress from

an integrated circuit in the form of specialised chips for computer
memory and logic in addition to the computer. 1 microprocessor has
penetrated into every machine at home, Invicta’s and entertainment. It has
changed the operation of Cars, Watch, Television, Calculator and Home
Appliances.

Today's Computer memory use semiconductors which are very fast small
in size and cheap. A semiconductor memory in made up of thousands of
circuits with pathways of electric currents on a silicon chip.

FIRST GENERATION OF COMPUTER

In this generation the Computer Technology is beyond our imagination

possibly it is going to be biological computers which can understand able
to I reason and make logical decisions of its score on a computer with
sense and feeling. These computers are aimed to communicate with
humans in third language it is going to be an intelligent computer that
with process knowledge rather than data.

CHARACTERISTICS OF COMPUTERS

1. Speed Speed is very important characteristics of computer. Computer

is a first wife it can perform billions of calculations in a hundred parts of
second. Speed of computer is not measured in 1 second but is measured in
functions of second example 10-6 (a Micro Second) or 10-9 (a
nanosecond) or 10-12 (a Pico Second). These units are used to measure the
speed in execution of arithmetic instructions by the computer.

2. Accuracy In computer the accuracy of calculations is very high. it can

depict large functions Value very accuracy. Instructions are carried out
without any mistakes - computer me products lots of results but its
accuracy cannot be queried because it is human who commit mistakes
will operations. Calculation Performed by the computer in fully errors
free, the Iris may other duets in appropriate data provided by the operator
illogical mistakes committed by the programmer by the garbage in
garbage out.
3. Small Variety of Instructions – Computers are built into carry out a
small variety of instructions. It is not necessary to have more than about
to distinct Instruction even for a very powerful machine.

4. Storage Capacity – Live human brain, computer has not its oven
brain. A computer has scored large volume of data in its memory which is
very small in size.

5. Power of remembering – Human can't remember a piece of

information and forget after sometime, but computer cannot forget
anything, you can see your instructions and data will be saved you will be
able to see after a long time. In sort, it can store work of data and can
retrieve it as and when desired.

6. Diligence – Diligence is another characteristic of computer, computer

unlike human being is free from exhaustion or lack of concentration. it
can work continuously without being tired unlike human beings it can do
repeated work with same speed and accuracy. This property of computer
overrides human beings.

7. Versatility The computer is very much flexible in performing the jobs

provided to it. Computer can do different kinds of jobs, because it is
window based. At one moment it can prepare account statement and in
another it can be used to draft a letter and in between the two it can
instruct the printer to print a design. This means it can perform all the
jobs the instructions of which can be logically serialized.

A computer may thus be thought of us served who could carry out

instructions obediently, uncritical at very high speed and without
exhibiting any emotions, As human beings we use judgment based on
experience after all subjective and emotional considerations.

As opposed to this a computer exhibit no emotion and has no

commonsense computers are machine which can help mankind in many
ways it but they do not threaten us.
A consequence of the uncritical acceptance of orders by a computer is the
need to give extensive detailed and correct instructions for solving
problems this can be quite challenging.

2Types of Computers
CHA P TER

Since the advent of the first computer different types and sizes of
computers are offering different services. Computers can be as big as
occupying a large building and as small as a laptop or a microcontroller in
mobile & embedded systems.

The four basic types of computers are as under:

Computer's

Micro Mini Computer Computer

Mainframe Super Computer Computer

1. Microcomputer
2. Minicomputer
3. Mainframe Computer
4. Supercomputer

MICRO COMPUTER’S

These are the smallest computer system like notebook size, briefcase size
with less weight. They are single use systems. PC comes in many shapes
and sizes. A microcomputer were built around 8-bit micro Processor
chips with the advance mint of display and VLSI technology now a
microcomputer available is very small size. Some of these are laptops
notebook computers do. Most of these are of the size of a small notebook
but univalent capacity of an older mainframe microcomputer can be used
anywhere. The machines made by IBM’s certifications and design their
own/Pes. They are known IBM compatible PC’s. IBM PC’s are today the
popular computers with millions of the use throughout the world.

MINI COMPUTER’S

A minicomputer is a small several purpose computer varying in size from

a small desktop model. It carries a high price tag a speed of arithmetical
operations and the ability to support at wrester variety of faster operating
peripherals devices. It may support dozens or even hundreds terming or
work stations and can also serve as communicate. The minicomputer was
then used a multi user system which can be used by various users at the
same time. Minicomputers are use in the field of an organization.

MAINFRAME COMPUTER’S

There are organizations such as banks and insurance companies which

process large amount of transactions online. They require computers with
very large desks to store several Giga Byte of data and transfer data from
disk to main menu at several hundred megabytes/sec. The processing
power needed from such
 (Mainframe Computer)

computers is several millions transactions per second these computers of

much bigger and several hundred times more expensive. They normally
use proprietary operating systems which usually provide extensive
services such as user accounting file security and control. They are
normally much more reliable when compared to operating systems on
PC’s these types of computers and called Mainframes. There are a few
manufacture is mainframes. The number of mainframes users has reduced
as many organizations are rewriting their systems to use networks of
powerful workstations.

SUPER COMPUTER’S

Super computers are the fastest computers available at any given time and
are normally used to solve problem which require intensive numerical
computations. They are more
powerful and expensive than
mainframe. Super computers are
mainly being used for weather
fore casting, computational fluid
dynamics, remote, Sensing,
image processing, biomedical
applications etc. All of these
problems require around 1015
Calculations to be performed. In
India, CRAIX Map-14, this is at
present being used by
metrological department.
 (Super Computer)
LAPTOP PC’S

Laptops PC’s (Notebook Computers) are portable computers weighting

around 2 kg. They use a keyboard. Flat screen liquid crystal display and a
Pentium or power PC processor. Color displays are available. They
normally run WINDOWS, OS. Laptops come with both hard disk, CD
ROM and Floppy Disk. They should run with batteries and are these
designed to conserve energy.

(Laptop PC’s)

Many laptops can be connected to a network. There is a trend toward

providing wireless connectivity to laptops so that they can read files from
large stationary computers. The most common use of laptop computers is
for word processing and
speed sheet computing while a person is travelling. As laptops use
miniature components which have to consume low power and have to be
packaged in small volume they cost 3to 4 times the cost of table top PC’s
of the same capacity.

ORGANIZATION OF COMPUTER
CPU (CENTRAL PROCESSING UNIT)

The central processing unit is a single large-scale semiconductor

integrated circuit (LSI) clip and known as the microprocessor. The clip
contains
• An instruction register decoder,
• An arithmetic logic unit (ALU),
• A number of registers to slier and manipulate data,
• Control and timing circuits,
• Cache memory.

CPU contains of CU (Control Unit), ALU (Arithmetical and logical Unit)

and MU (Memory Unit)

INPUT CU
• KeyboardALU • Mouse
• Scanner MU

• Joystick

OUTPUT

• Monitors (VDU)
• Printers
• Magneti c Disk
• Plotters CU (CONTROL UNIT)
(Control Unit, CU)

The control unit is the super visor part of a CPU and controls the flow of
instructions and data through the CPU. It contains circuits that uses
electrical signal to direct the entire computers resources to execute data
and instructions but directs other resources of the system to do the
operations. It coordinates the executions of instructions by
communication with the arithmetician’s logic unit and main memory,
utilizes registers for temporary storage and communicates with memory
and arithmetic / logic unit. The two operations step of fetching and
decoding is called instruction time or I-time. It receives instructions
interprets it and sends signals to the specified device. It does not perform
processing by itself.

ALU (ARITHMETIC LOGICAL UNIT)

Arithmetic & Logical Unit of CPU perform real processing according to

the instruction received from CU. In real processing includes any
mathematical calculation. I.e. Addition, Subtraction, Multiplication &
Division or logical comparisons viz. equal to
greater than, less than.

All the data instructions

are transferred to ALU for
processing whenever required.
The intermediate data is
temporarily stored in primary
memory after full the output is
again stored in primary
memory. The CU then displayed
this output kept temporarily in
primary storage on the screen.

MU (MEMORY UNIT)

When data and instructions are entered it required to be storage in the

computer for processing like we need desk and filing cabinet to work
similarly computer also needs some space. This space keeps the data and
instructions retained in the

PRIMARY / MAIN
MEMORY
computer. This space is known as memory storage data permanent. We
use computer to different storage devices to store data and instructions.
We can say that memory is reason for storage of input intermediate result
of processing and output. There are two types of Memory or Storages.

1. Primary/Main Memory. 2. Secondary Memory.

Primary memory is just like table or desk where we temporarily open

books or copies, files etc. to work upon. If there is no desk or table then it
is very difficult to study or work in office. Similarly computer also needs
temporary space to keep input intermediary result and output. There are
two types of primary memory:

(i) RAM (Random Access Memory)

(ii) ROM ( Read Only Memory)
RAM (RANDOM ACCESS MEMORY)

(Random Access Memory)

Random Access Memory which is a part of primary memory can be

accessed randomly. Data can be written to be or read from any location of
the RAM chip. RAM stores data temporarily. It is volatile in nature i.e.
when the power is switched off any data or instructions written in to the
RAM is lost. Access speed of RAM is made up of small semi-conductor
storage elements. It was metal-oxide semi-conductor technology. RAM
chip are of two types Dynamic (D RAM) and Static (S RAM) they both
differ in their storage technology.
ROM (READ ONLY MEMORY)

It is a chip where information is hard wired (written permanently which

cannot be erased). In ROM when power supply is switched off the
information does not get erased or lost unlike RAM. Information can be
written at the time of Manu factoring only. This is the reason why it is
called Read Only Memory.

(Read Only Memory)

ROM plays crucial role in computer. It contains some special programs

for startup of computer. These micro programs tell CU what to do when
power to be switched on. At startup ROM checks the whole computer and
attach-ability of standard peripheral devices. If any error occurs ROM
stops the computer immediately.

SECONDARY MEMORY

This is also called Auxiliary Memory and this kind of memory stores data
permanently. In primary memory data cannot be written permanently and
also in large amount that is why secondary storage is required so that
information can be stored for future use. Whenever data is required for
processing or for any other reason it can be fetched from secondary
memory. It helps the computer to get data as and when required and to
write it back. These are the following four important secondary storage
devices
(i) Magnetic Tape
(ii) Hard Disk/ Magnetic Disk
(iii) Floppy Disk
(iv) Compact Disk

MAGNETIC TAPE
Magnetic tape is like audio or video tape. It is a thin plastic ribbon coated
with Magnetic Ferric Oxide Usually ½ inch wide. This ribbon is reeled in
small cartridge or cassettes approx so to 3600 feet’s. The data is stored on
this tape sequentially in available in the cheapest storage device available
in the market and is used for taking large backup.

HARD DISK/ MAGNETIC DISK

Hard disk is a circular platter made up of Mylar Plastic or very smooth

metal coated with magnetic ferric oxide on both. There is conducting coil
like audio tape head which is very small in size for reading and writing
data on to the disk. This is called head which can be movable or static.
The whole assembly with all the required electronic part is called disk
pack. The disk pack is an also known as HASD DISK.
Each surface of the disk is divided into invisible tracks and sectors to
locate or address the data stored on the surface according to these tracks
and sectors data is written or retrieved from the disk. There are approx.
16,834 tracks and 80 sectors on single surface of 10 GB disk.

Unit of Memory

8 Bits =
1024 Bytes
1024 KB
1024 MB
1024 GB

1 Bytes
= 1 Kilo bytes (KB) = 1 Mega Bytes (MB) = 1 Giga Bytes (GB) = 1 Tera
Bytes (TB)

FLOPPY DISK

It is a small circular disk made of Mylar plastic coated with a fine layer of
magnetic ferric oxide protected with hard plastic cover which guards the
surface of the disk. These day’s 3.5 inch floppies are in use. The capacity
of which is 1.44 MB. Floppies are inserted into the disk drive which had
two heads for reading and writing when physically comes in contact with
surface of floppy disk.
 3 ½ inch 1.44 MB
Floppy Disk Drive
In this drive we insert floppy disk in that drive.
CD (COMPACT DISK)

The storage devices discussed previously are based on principal of

magnetism. But compact disk (CD) is formed from rosin such as
polycarbonate and coated with highly reflective surface data once written
cannot be erased. There is different kind of drive for writing on these
disks. The mechanism is similar to floppy disk.
 (CD /DVD Drive)

(Compact Disk)

3Input/ Output Device

CHA P TER

2Input devices are used to feed data into the computer. There are a variety
of input units which are used by computers some of them are general
purpose that is they may be used by any computer few important devices
are discussed below –

1. KEY BOARD

The keyboard is very much like a standard typewriter keyboard with few
additional keys when any key is pressed is send electronic signal with
unique identification to the computer. If a wrong key is pressed the
operator can back space and re type the corrector. The keyboard keys are
defined a follows –

(i) Regular Keys

(ii) Function Keys
(iii) Arrow Keys
(iv) Numeric Keys
(v) Window Keys
(vi) Control Key

There are 102 keys in standard keyboard but now a day’s keyboard with
more than 102 key are also available.

(Keyboard)
2. MOUSE

The mouse is an input device and is used to position on the screen. It is a

small palm size box its movement on a flat surface moves the pointer in
the same direction as the movement of the mouse. The box contains a ball
underneath which senses the movement are transmits it to the computer.
Computer process the input and places the mouse pointer accordingly.
There are two buttons (Left and Right Button) in standard mouse used
to give commands.

Mouse
3. SCANNER

It is one of the device mostly used in designing etc. provides input to

computer further. These inputs are used for processing and manipulations
there are some specific scanners built for special purpose like OCR,
MICR or BCR which are as follows.

(i) OCR (OPTICAL CHARACTER READER)

Optical character reader is an input device used to read any printed text.
OCR scans text optically character by character converts them into a
machine readable code and store the text on the system memory.
 Scanner
(ii) MICR (MAGNETIC INK CHARACTER RECOGNIZER)

MICR can identify characters printed with a special ink that contain
particles of magnetic material. MIRCR is used mainly in the banking
industry to read Cheque.

(iii) BCR (BAR CODE READER)

Bar code reader is a device to which dreads light & dark lines of different
thickness. Bar code is the method of coding books etc. BCR is used to
decode these lines and identify the product.

OUTPUT DEVICES

The devices though which data can read or retrieve the data from the
system the commonly used output devices are –
(A) VDU/ Monitor [ Visual Display Unit]
(B) Printers and
(C) Plotters.

(A) VDU VISUAL DISPLAY UNIT

The visual display unit looks like TV and it is used to display output
normally it is also called monitor. It uses Cathode Ray Tube (CRT) to
display text, images, drawings etc.
A Cathode Ray is an electronic tube with a screen upon which
information may be displayed. The CRT monitor receives videos signals
from computer and displays the video information as dots on the CRT
screen. The main computers of CRT terminals are the electron gun the
electron beam controlled by the electromagnetic field and a phosphor
coated display screen. Its image is continuously refreshed. It offers full
color display at a relatively low cost and is becoming very popular.

A liquid crystal displays now applied to display terminals. The major

advantage of LCD is the low energy consumption. The CRT is replaced
by liquid crystal to produce the image. This also has color capability but
the image quality is relatively poor. These are commonly used in portable
devices because of low energy requirements.

VDU ( VISUAL DISPLAY

UNIT )

(B) PRINTER’S
Printers are those devices which are used for producing output on paper.
There are various types of printers.
(I) DOT Matrix Printer,
(II) Inkjet Printer,
(III) Laser Printer.
(I) DOT MATRIX PRINTER
This is used for personal computing system. These are relatively cheaper
compared to other technologies. This printer prints one character at a
time. It prints any character in the form of dots. The speed is 40n
characters per second (CPS) to 1000 CPS. A disadvantage of this printer
is that the print quality is 100.
 (Dot Matrix Printer)
(II) INKJET PRINTERS

These printers uses small compact device which controls the flow of
water base ink through microscopic nozzles known as cartridge with the
help of this cartridge ink is sprayed through its nozzle on the paper. This
gives high quality pain with best blend of colors. The cost of cartridge is
very high.
 (Inkjet
Printers)
(III) LASER PRINTER

The most expensive printer uses laser beams to print according to the text
/ graphics. Laser beams sensitizes the selected areas of page which
attracts ink powder which is also called toner. The basic limitations of
line and serial printers is the need for a head + + – – to move and impinge
on a ribbon to print characters. This mechanical movement is relatively
slow due to the high inertia of mechanical elements Intensive research
and development with the goal to eliminate. Mechanical motion in
printers has been conducted by computers manufacturers. One such effort
has led to the development of laser printers. In these printers an
electronically controlled laser beam traces out the desired character to be
printed on a photo conductive drum. The drum attracts an ink to her on to
the exposed areas. At present they are very expensive and cost around Rs.
5 Lakhs. These printers give excellent outputs and can print a variety of
fonts.
 (Laser Printer)
PRINTERS IN TABULATION
DOT MATRIX PRINTER Output is of low Quality
INK JET PRINTER Output is of high quality

Useful for high volume work Useful for low volume applications.

LASER PRINTER
Output is of very high quality
Excellent for high volume high quality works

Low cost High printing cost High cost.

Impact printer Non – impact

Non – Impact Use dot matrix to printer characters

Noisy Use jets of ink to print character

____________
From characters using laser beam.

Noiseless operation.
Produces multiple copies in a single print
____________ ____________

The speeds range from 40 CPS to about 1000 CPS The speed range from
50 CPS to about 300 CPS
These are used to produce internal reports and memos These are used for
production of color printing and elaborate graphics

They can print both text and graphic

_____________ The speed range from 10pages a minute to about 200

pages per minute.
These are used for business
correspondence
newsletters broachers &presentation by organizations.

They can print both text and graphics.

DATA PROCESSING To understand data processing first of all we need
to understand what is data and processing.

DATA Data is collection of facts which is row and meaningless. Data can
be organized for meaningful reason. Data figures collected and stored not
very logically.

Example: Purchase details expenditure statement temperature adds

different
time etc. which is not meaning.

PROCESSING
Processing is the activity performed to make meaningful. These activities
can we defined as are arithmetic operation or logical manipulation in
direction of converting data into meaningful information. General two
types of manipulation can be done with data I.e. calculations and
comparison.

After data is processed the outcome of processing is information.

Information is an organized data logically arrange while processing with
the help of information certain conclusion can be do accordingly.

4Software
CHA P TER

It is a collection of those programs which are stored in and control the

operation of hardware. Computer software can be classified into two
categories1.System Software.
2.Application Software.

SYSTEM SOFTWARE

System software is used to control, manage and work with the hardware
of the computer. It is classified as following
(I) Operating System.
(II) Programming Language.
(III) Translator.

(I) OPERATING SYSTEM

Operating system is a set of instructions through which users

communicate with the computers. It manages resources of the computer
system such as memory, processor, and file system and input / output
devices.

(II) PROGRAMMING LANGUAGE

The communication between two parties whether they are machines or

human being always needs a common language. communicate between
human being similarity communicating between human being and the
computer is called computer language or programming language. There
are three types of computer language –

(1) Machine Language.

(2) Assembly Language.
(3) High Level Language.
Language is a media to the language used for

1. MACHINE LANGUAGE

Computers can understand only two binary codes 1 & 0 a set of machine
language instruction from a machine language program. Each type of
computer has its own machine language suited to the hardware of its
CPU. In this language where every character is written in 0 & 1 called
machine language. Each computer has its own machine language. These
languages are low level languages. The IMCI machine language was the
first machine language consists 8 bits.
Example
Machine instructions 01100110011

2. ASSEMBLY LANGUAGES

The language that uses symbolic codes rather than binary codes (0, 1) is
called an assembly language. It is very difficult to remember the machine
codes so the assembly languages are invented. In this language the
division and substation can be written as DIV or SUB respectively.

But as computers understand only machine languages a program written

in assembly language most be translated into machine language before it
is executed. This translation is done by a computer program called
assembler.
Assembly Language
Assembler

Program
Object code in machine language

3. HIGH LEVEL LANGUAGE

These languages are written using a set of word and symbols following
some roles like English language. Even simple assembly language
programs are quite long consequently it is difficult to locate and correct
errors, to overcome these disadvantages high level language have been
developed. A program in a high level language consisted of a number of
statements. A statement may contain several instructions and is usually
equivalent to more than one machine language instructions. Most of high
level language use English word and are based on ten numbers.

A program written in high level language is called source PROGRAM but

they must be translate first into the form of the machine can understand.
This is done by software called compiler. Common high level languages
are FORTRAN, BASIC, COBOL, PRSCAL, these languages are easier to
learn and use.

Source program in the

Computer high level language
Object code in machine language
(III) TRANSLATOR
Translators are used translate any program into machine language. It can
be for three types.
• ASSEMBLER
• INTERPRETOR
• COMPILER

Assembler
Assembler translator is used to translate assembly language into machine
language.

Interpreter

Interpreter is a set of programs that converts high level language (HLL)

into object language (ML). If translates the program step – by-step. It
executes the program after translating every line and if at the time of
translating any errors occurs it pauses for remove of errors. E.g. Basic.

Compiler

Compiler is a set of programs for conversion of level languages to

machine language. It is only used to translate the program and not for
execution of program at a time in to machine language.

APPLICATION SOFTWARE

Application software consists of the programs written by the user for

specific purpose such as billing, accounting, Payroll etc. It is developed
by the professionals. Most application programs can only work if used in
conjunction with the appropriate systems. Application software is
classified into the following.

(I) Application Program.

(II) Application Package.
(III) Pre-Packaged Software.

Application Program
Application Programs are user written programs to perform certain
specified jobs many such application programs have been made
commercially available under the name program packages.

Application Package
These are similar in concept to utility programs except that application
packages are available are generalized programs for solving business for
problems as opposed to programs for carrying out computer system tasks
and invoicing.

Pre- Packaged Software

The Personal computer brought computing power to the individual user
Pre-Package software is generally classified into four categories to help
user to identify commercially sold products. The four categories represent
software written for the areas of games, home, education & business.

OPERATING SYSTEM What is operating system?

The operating system is a set of instructions through which users’

communicate with the computer. It manages resources of the computers
system such as memory processor. File system and input/output devices.

“An operating system of a computer is a set of programs which provides a

number of facilities to a user to allow easy use of the computer. Among
the facilities provided are:

(a) Programs to control input/output devices.

(b) Programs to select appropriate translators requested by a user. (c)
Allocation of resources of a computer.
(d) Program to manage user files and,
(e) Provides a good interface for human – computer interaction.”

To reduce the time wasted between jobs when a number of jobs are to be
processed by a machine and to reduce the manual operations of loading
each job. To alleviate the speed mismatch between input/output devices
and CPU in a high speed computer.

Personal computers are now widely used. The majority of PC users use a
single user OS called MS-DOS bang with a basic input output system
(BIOS). BIOS are stored in a ROM supplier by the hardware vendor.

In sort, an operating system many thus are defined as a set of system

program that control and coordinate the operation of a computer system.
Some of the major facilities provided by a modern operating system are:

• Easy interaction between humans and computers.

• Starting computer operation automatically when power is turned on. •
Loading andscheduling user’s programs along with necessary compilers. •
Controlling input and output.
• Controlling program execution.
• Scheduling processes.
• Managing and manipulation (e.g. Editing) files.
• Providing security to users jobs and files.
• Accounting resource usage.

TYPE OF OPERATING SYSTEM

Operating system can be classified into two major parts: 1. User Based.
2. Interface Based.

USER BASED
Single User System

Single user operating system is designed for a computer tends to serve

single person at a time. This operating system is widely used with
personal computer installed in home, office etc. e.g. windows 98, DOS,
MAC & OS etc.

Multiuser System
The operating system that serves multiple users at a time is referred as
multi-user system. To implement this design it uses some sort of
technique. One of the technique used is time sharing with the help of this
technique processor time is divided into a number of time slices. These
time slices are allotted to user’s tasks and these tasks are scheduled one
after the other at a given priority.

Example of –
Multiuser system is UNIX.
INTERFACE BASED
There are two types of interface
1. Character User Interface (CUI). 2. Graphical User Interface (GUI).
CUI (CHARACTER USER INTERFACE)
The CUI based system interacts with the users only through the
commands typed from the keyboard.

GUI (GRAPHICAL USER INTERFACE)

GUI stands for graphical user interface. The GUI is a picture based way
of interacting with computer. Instead of typing commands we selected
options from menus and pictures to tell the computer what we want to do.
Most popular example of GUI is windows, LINUX, Mac OS etc.

Application area of computer and users of computers are

1. Business Areas.
2. Research Areas.
3. Educational Areas.
4. Designing.
5. Multi Media.
6. Graphics.
7. Weather fore Casting.
8. Criminal Catching.
9. Scientific and Space Researches.
10. Fashion Designing.
11. Bills of Telephone and Electricity.
12. Railway Reservation.
13. Airline Reservation.
14. Cinema to Grapy.
15. Animation Films.
16. Match Fixing.
17. Satellite Launching.
18. Match- Making.
19. Air flight Control.
20. Internet Areas (to get intimation about anything, diseases, films,
cricket and more).
21. Stock Exchange.
22. Banking.

5
CHA P TER

What is MS- Dos?

Disk operating
operation of any computer system. DOS is an interface between the
hardware and
the software. There are different types of operating system running on
personal
computer.
MS- Dos is developed by Microsoft Company of U.S.A. MS- Dos runs on
PCs, PC –
XTS and PC– ATs.
There are different- different versions of MS- Dos are available which are
assigned
numbers such as 3.20 or 4.0.

M.S. DOS
Disk Operating System
system is the most important software for the easy Types of MS- DOS
Commands

COMMANDS

Internal Commands External Commands

Commands are instructions to computer system to do particular work.

The commands mentioned for far are DIR, DATE, TIME, CIS, VER,
VOL and BREAK. The commands are divided into two categories:

1. Internal Commands.
2. External Commands.
1. INTERNAL COMMANDS

Internal commands are those commands whose programs are in main

memory.
Whenever an internal command is to be executed it is readily available
with COMMAND.COM. This is the first file listed in the directory listing
of drive ‘C’. The list of internal commands cannot be seen as they care all
in one file COMMAND.COM and this file automatically lauded in
computers main memory when we load MS- DOS.

These lists of few internal commands are –

1. DATE.
2. Time.
3. CLS.
4. DIR.
5. VER.
6. VOL.
7. DEL.
8. EXIT.
9. EDIT.
10. COPY.
11. TYPE.
12. MD.
13. C.D.
14. R.D.
15. RENAME.
16. COPY CON.
17. PORMPT.

2. EXTERNAL COMMAND

These commands which need special DOS file for their execution. This
file has a primary name same as that of the command but the extension is
either COM or EXE. Some of the external commands are –

The list of few external commands is –

1. FORMAT.
2. CHKDSK.
3. PRINT.
4. MODE.
5. FIND.
6. SORT.
7. F.C.
8. ATFRIB.
9. LABEL.

INTERNAL COMMAND’s

DATE This command is used to see the current date and also setting the
date in
the system.
The syntax of this command –

C:\>Date
Prompt Enter Command
MM – DD - YY in short M (Month), D (Date) & Y (Year).

TIME –
This command is used to see the time and also setting the time in the
system. The syntax of this command –

C:\>Time
H h : MM : Sec : Pm. in short h → Hour, M→ Minute, Sec→ Screen of
VDU.
CLS – C:\>CLS
VER – This command is used to find the version of MS – DOS
C:\>VER VOL –
This command is used to see the disk volume label of the drive specified.
C:\>VOL DEL –
This command is used to delete the file from the system.
C:\>DEL1<File Name> EXIT –
This command is used to quit Dos prompt.
C:\>Exit
DIR Command

This command is used to display all the constants of directory. When this
command is given the listing all the files or directories display on the
screen. Some DIR commands are listed below –

C:\>DIR
This command is used to display all the files and directories from the
particular root directory.

C:\>DIR/P
Display the entire files and directories page – wise.
C:\>DIR/W
Display all the files and directories width– wise.

C:\>DIR/L
For capital letters changed in small letters.
C:\>DIR/S
To files directory and sub directory.

C:\>DIR/AA
To watch only files.
C:\>DIR/AD
To watch only directories.

6WINDOW’S
CHA P TER

Window 95/98 & Windows 7 is a complete operating system with all the
features required by an operating system. It in dudes all the functionality
of MS – DOS windows and windows work groups.

At the user level Windows 95/98 & 7

o Enables easy use by users.
o Help in detection and configuration of hardware during installation. o
Gives a next generation window used interface.
o Plug and play technology that lets you add or remove hardware

automatically.
o 32 & 64 bit architectural which enhances performance of many
applications.

FEATURES OF WINDOW 95/98 & WINDOWS 7

1. THE WINDOW 95/98 & 7 USER INTERFACE

GUI the window 95/98 & 7 user interface can be characterized as – (a)
Easy to learn and use specially for those new to window.
(b) Powerful features that makes windows 95/98 & 7 more powerful
efficient

and customizable for the experienced window user.

(c) Compatible that makes windows easy to learn and to use for those
familiar with windows 3.1.

2. PREEMPTIVE MULTITASKING
With 32-64 bit application users do not need to wait for completion of a
particular task. Such as down loading a large file from the network before
they can be work on another task.

3. ROBUSTNESS
Windows 7 improve on the robustness of win 3.1 to provide great support
for running MSDos based, win based, win based and win-32 & 64 based
applications.

4. PLUG AND PLAY

Plug and play is both a design philosophy and a set of PC architecture
specifications. The goal of plug and play is to make the PC add –in
hardware devices.

5. NETWORKING
Win 95/98 & 7 is constructed to address the needs of corporate network
administrators a well-integrated high performance.

STRUCTURE OF WINDOWS 98 SCREEN

Windows gets loaded automatically as soon as we switch on our

computer. Immediately after all kinds of processing we get a view on the
screen which contain the following parts.

1. DESKTOP.
2. WELLPAPER.
3. TASKBAR.
4. ICON.
5. START BUTTON.
(Window Screen)

DESKTOP
It is the base of windows screens where all the icons and folders are
stored and displayed.

WALLPAPER

To decorate or to make our desktop much more effective and attractive we

can use different kind of wallpapers & Images and can create our own
wallpaper in paint.

ICON It is a pictorial representation of any application, file, folder, and

tool/utility. by clicking on it, It will start that application and open that
particular file/folder etc.
TASKBAR

By defect it is visible at the bottom of the windows screen. Taskbar shows

any application started by the user. It also displays time at the right most
side along with setting icons of different devices, process or software’s.

o It contains the start button.

o It provides easy access to the tools those appearing on the taskbar. o
Currently opened windows applications and folders appear as buttons on

the taskbar.
o We can arrange or minimize the windows of open items and selecting
options on a shortcut menu by right clicking on the taskbar. o We can
drag the taskbar to change its size and position.

START BUTTON
This button always appears at the left side of the taskbar. This button is
the only enter point to work on windows 98 applications/options.

If we click on start button the following options appear. PROGRAM

FAVORITIES
DOCUMENTS
SETTINGS etc.

FIND Find allows us to find files, folders etc. it will show the full path of
the
machine files or folders. We can open Find function with WINDOWS
Key + F
shortcut.

(Find Dialog Box)

How to use Find function in windows?

o Press Windows Key + F Key Respectively o Type your file, Folder
name in Named Option. o Select Drive location where you want to
search. o Now click on Find Now Button.

HELP Help provides the necessary online & offline help or guidelines for
windows. F1 key respectively used for Help dialog box open in windows.
RUN RUN allows us to open files or to launch applications. You can
directly
open the executable files by specifying the path of that file.
WINWDOW Key + R key respectively used for RUN dialog box open in
windows.

(RUN Dialog Box)

How to use RUN function in windows?
o Press WINDOW Key + R Key Respectively
o Now Type your Command or File, Folder, Application shortcut name
like

Microsoft word open by WINWORD, Paint Application Open by PAINT,

for open Calculator by CALC etc… in blank field.
o Finally click on OK button.
o Now Your Application open by RUN Command.

FOLDERS

In computers, also Information is stored in files and these files can hold
collection of records Like, Images, Documents, Sound, Animation, Chart,
Movies etc… and the list goes on it any information or data in the form of
a file. In windows a file name can be Maximum of 25 characters
including extension of a file. These files are kept in folders. Folders are
used to logically assort files of different subjects of the case of user a
folder can have number of sub folders which can also have subfolders
further in it.

How to create Folder? First Method

To create a new folder Click right Button in Mouse.
o Go to NEW option in given list.
o Select Folder
and click Left button in mouse
o New folder will create on Desktop screen.
o Give the name of folder.
o Click another place on desktop screen.

Second Method
o Press CTRL+SHIFT+N keys Separately
o New folder will create on desktop screen.
o Give the name of folder
o Click another place on desktop screen.

You will see that your folder will be created.

SHUT DOWN
How to create Folder?
o To shut down your computer click the start ‘e button,
o Click shut-down and
o Then click shut down the computer.
“Do no turn off your computer until”. “You can now safely off your
computer”
massage appears.

NOTE It is very necessary to first shut down the computer and then it
should be
switch off.

(Windows Shut Down Dialog Box)

7Windows Accessories
CHA P TER

Windows 98 contains a special folder called accessories that a person can

use to make their task easier and simple by using Accessories you can
perform Calculations, Create Text Documents, Edit Picture and Play
Games. o CALCULATOR
o NOTEPAD
o WORDPAD
o PAINT
o CHARACTER – MAP
o GAMES
Notepad is used to create or edit text files that do not require formatting
and are smaller than 64KB. Notepad opens and saves files in ASCLL
(Text only) format. The default extension of Notepad file is text files with
.txt extension have default icon.

Step to open Notepad

Start Menu→ Programs→ Accessories→ Notepad

Parts of Notepad Screen

TITLE BAR
Title bar contains the file name & three buttons Minimize button,
Maximize / Restore Button and Close Button. Finally it also contain
control menu.
MENU BAR
In windows users need not remember any command because there are
available in Menus.

SCROLL BAR
Notepad contains scroll bar to move around your text document. It
contain two types of scroll bar
Vertical Scroll Bar – Used to move up & down in the text document.
Horizontal Scroll Bar – Used to move left & right side in the text
document.

CLIENT AREA
Client area is the area where user can type the text.

FILE MENU
NEW (CTRL+N) → Used to create a new text file.
OPEN (CTRL+O) → Used to open an existing text file.
SAVE (CTRL+S) → used to save the file with specific name.
SAVE AS → Used to create same copy of text file it with different
names. PAGE SATUP → Used to set margins header and footer etc.
PRINT (CTRL+P) → To take the print out from the printer.
EXIT (ALT+F4) → To close the Application.

EDIT MENU
UNDO (CTRL+Z) → Go to previous procedure.
CUT (CTRL+X) → To cut any selected object/ text. COPY (CTRL+C)
→ To Copy any selected object/ text. PASTE (CTRL+V) → To paste
any Cut & copied text. DELETE (DEL) → To delete the selected text.
SELECT ALL (CTRL+A) → To select all the text. TIME/ DATE (F5)
→ To give modified time/ date. FIND (CTRL+F) → To find our text
from the paragraph. FIND NEXT → To find next Word which is find. Go
TO (CTRL+G) → To jump the line number on the page.

FORMAT MENU
WORD WRAPS → To set our line at the end point of the screen. SET
FONT → To set the font style, font size and font color etc.

HELP
To get help about Notepad.

WORDPAD
Notepad had certain limitations like the text cannot be formatted, page
formatting cannot be done etc. but to overcome these limitations WordPad
can be used. This is a text editor where formatting of the documents can
be done by using various tools provided by it. In WordPad document,
image and other objects can also be inserted. WordPad files are saved
automatically with DOC extension.

(WordPad)

FORMAT BAR
This bar is used to do formatting of the text like changing the Font, Style,
Size or Color of the text.

RULER BAR
It is used to set left and right margins of the Page. The unit of Ruler Bar is
in inches.

STATUS BAR
Status bar is present of the page or application window.
DOCUMENT
This is the area where the user can enter text or object.

PAINT
It is one of the most interesting applications available in accessories. It is
the application used for Drawing. It provides different tools for drawing
like line tool to draw a line, Ellipse, tools to draw Circle or Ellipse etc.
with the help of these tools very good drawing can be done. Paint is used
to view or edit any picture acquired from scanner or any other source. It
supports different format of images like JPEG & GIF Its default image
format in bitmap. The file name extension for paint picture is .BMP. We
can paste a paint picture into another document that we have created or
use it as our desktop background.

Start Menu → Program → Accessories → Paint

( PART OF PAINT SCREEN )

DRAWING TOOL BAR
This is the important part of paint screen which is used to draw the picture
in paint.
COLOR BOX This contains various colors that can be selected.

TOOL BOX DESCRIPTION

CURVED SELECTION
This tool is used to create free from selection.

How to use Curved Selection?

1. Fill any color on the paper,
2. Click on the curved selection tool,
3. Draw from it, without leaving hand,
4. Release the mouse, Press del.
5. Then you will see that your selected drawing will be framed/ created.

SELECT TOOL
This tool is used to select in rectangle from/ to select part of a picture or
whole picture.

How to use Select Tool?

1.
2.
3.
4.

Draw any thing.

click select tool,
Drag diagonally across the area,
Move the selection to your desired position.

ERASER TOOL
This tool is used to erase the part of the picture or whole picture. Click on
Eraser tool button.
How to use Eraser?
1. Select the shape and size of eraser from the property box,
2. The eraser wile leave color selected for background any color can be
selected for background from color box by using right mouse button.
3. Drag the mouse pointer over the area you want to erase.

How to re size the Eraser?

1. Select the Eraser Tool.
2. Press CTRL & + Key together respectively for Increase the eraser size.
3. Press CTRL & - Key together respectively for Decrease the eraser
size.

FILL with COLOR

This command is used to fill an area or object with color with the help of
this tool. We can fill any shape or area. The area should be bounded by all
sides.

How to use Fill with Color tool?

1. Click on fill tool button and then select a color box,
2. Click in the area or shape you want to fill,
3. To fill with the foreground color, click in area with the right mouse
button,
4. To fill with back ground color, click in area with the right mouse
button.

COLOR PICKER TOOL

This tool is used to pick any color from the picture/ or drawing.

How to use Fill with Color Picker tool?

1. Draw and open any picture,
2. Pick any unique color by using pick tool,
3. Put this color into other object using fill tool.

MAGNIFIER TOOL
This tool is used to zoom in or zoom out picture. It can be used to enlarge
selected area of image up to 8 times.

How to use Magnifier?

1. Click on magnifier tool button in the tool box,
2. A rectangular box is displayed, select the area to Zoom or on the view
menu point to zoom and then,
3. Click normal size large or custom from RIGHT & LEFT button in
mouse respectively.

BRUSHES TOOL
These tools is used to create on different-different effects with the help of
these brushes tool to color can be attractive on the canvas with the left of
this tool free hand drawing can be painted different shapes of brushes can
be selected from the property box.
There are 9 different brushes are available for decoration paintings. 1.
Normal Brush.
2. Calligraphy Brush 1.
3. Calligraphy Brush 2.
4. Air Brush.
5. Oil Brush.
6. Crayon.
7. Marker.
8. Natural Pencil &
9. Water Color Brush.

How to use BRSHES?

1. Click on any brush tool button that you like,
2. To change the size of spray area, select a size from the property box,
3. To choose spray color, select a color from the color box,
4. To spray, hold down left mouse button and drag the mouse pointer, use
the left mouse button to spray with the right mouse button to spray with
the background color.

TEXT TOOL
This tool is used to type text and format text with the help of this tool we
can insert text are in the image which can be transparent or solid.

How to use Text tool?

1. Click on the text tool button,
2. Create a text frame by dragging the mouse pointer diagonally and then
click the front size and style you want,
3. Click inside the frame and then type the text,
4. Move or enlarge the text frame as required,
5. To change the color of the text, select a color from the color box.

POLYGON TOOL
This tool is used to type and format text with the help of this tool irregular
shape can be drawn like Hexagon, Polygon, and Quadrilateral etc…
How to use Polygon Tool? 1.
2. 3.

4. Click on polygon tool button, and then select a color for the Polygon
outline,
To fill the shapes select a color of the polygon outline,
To draw the polygon drag the mouse pointer and click a fill style from the
property box,
To draw the polygon, drag the mouse pointer and click at each corner.
Double click when you want to close a figure.

LINE TOOL
This tool is used to draw a straight line with the help of this tool we can
draw a straight line any direction.

How to use Line Tool?

1. Click on a line tool button,
2. Select line width from property box,
3. To choose the color of line click on any color,
4. To draw the line, click and drag the mouse pointer.

Note: To draw a straight line press SHIFT Key while dragging the mouse
pointer.

PENCIL TOOL
This tool is used to draw free from line, this work like a pencil, we can
sketch freely anything with this tool selecting this will make the mouse
pointer like a pencil.

How to use Pencil?

1.
2.
3.
Click on pencil tool button.
Then select color from color box, To draw, drag the mouse pointer.

CURVE TOOL
This tool is used to draw curved line curve tool help us to draw lines of
different curvature.

How to use Curve tool?

1.
2.
3.
4.

5. Click on curve tool button,

Select curve line width from the property box,
Draw a straight line by dragging the mouse pointer.
Click where you want curve on the line, then drag the mouse pointer to
adjust the curve.
Each curve must have at least one are but not more than two. Repeat this
step for a second arc.

ELLIPSE TOOL
This tool is used to draw an ellipse or circle with the help of this line
thickness and colors.

How to use ELLIPSE tool?

1. Click on ellipse tool button,
2. Select any color from the color box for the shape’s outline,
3.

4.
5. To fill the shape select fill color using the right mouse button and then
click a fill style from the property box,
To draw an ellipse drags the mouse pointer diagonally,
To draw a perfect circle, press and hold down shift while dragging the
mouse pointer.
 RECTANGLE TOOL
This tool is used to draw a rectangle or square with the help of this tool,
we can draw rectangle or square of different line thickness and color.
How to use Text tool?

1. Click on rectangle tool to create a square cornered shape or click on

rounded rectangle tool button to create a round cornered shape,
2. Select a color from the color box for the shapes outline,
3. To fill the shape with color, select a color using the right mouse button
and then click a fill style from the property box,
4. To draw a rectangle, drag the mouse pointer diagonally in the direction
you want,
5. To draw a square, press and hold down SHIFT while dragging the
mouse pointer.

MENU’s in Paint FILE MENU

New → Create a new, blank file.
Open → Open on existing file or document.

Close → Close the active file without existing the application. If the file
contains any unsaved changes, you will be prompted to save the file
before closing. To choose all open files hold down SHIFT and click close
all on the file menu.

Close All → Close all the files.

Save → Save the active file with its current file name, location and file
format.
Save as → Save as is used to save your duplicate file with other name.
Print Preview → Shows how a file will look when you print it. This
command shows you the whole – page of the document of the print file.
Page Setup → Sets the margin of the page, paper – source, papers size,
paper orientation on and other layout option for the active file.
Print → Print the document of the paint. Set all pages to paint, or pages 1
to 3 or more → click on OK.
 ( Print Screen )
EDIT MENU
Undo → Reverses the effect of the most recent command or operation.
Repeat → Repeat the most recent command or operation.
Cut → Cuts the selection.
Copy → Copy’s the selection.
Paste → Paste’s the cuts or copy selection.
Clear Selection → This is used to clear your selection.
Select all → This is used to select the entire image.

VIEW MENU
Tool Box → Tool box is used to create drawing image. If the tool box is
disappears. Then we will come back the tool box from view menu.

View→ Click on toolbar.

Color Box → Color box is used to put the colors in the image. If the tool
box is disappears then we will come back the color box from view menu.
Status Bar → Status bar displays information about the document like
page number, line number etc….
Zoom →

Normal Size → To see picture in normal.

Large Size → To see picture in large size.
Custom → in custom, we can see with % sign
Show Grid → shows the graphs grid.
ShowThumbnail → in this, we can see our picture in original view.
View Bitmap → In this bitmap, we can see our picture in full screen. The
picture looks like a good generic effect.
IMAGE MENU

FLIP/ ROTATE … (CTRL + R)

This command is used to flip/ rotate our picture.
Steps to Flip and Rotate the image or object
1. Draw any image
2. Select it.
3. Click Image Menu
4. Then select the Flip/ Rotate option
5. Then Flip/Rotate dialog box appears on the windows screen.

6. Click flip –
horizontal
7. Click OK to set the command.
STRETCH ANDSKEW … [CTRL+W]
This command is used to stretch and skew our picture.

How to use Stretch & Skew?

1. Draw any image.
2. Select the object.
3. Click Image Menu.
4. Select the Stretch and skew option in menu list.
5. Then stretch and skew dialog box appears on the screen.
 6. Set the entire
options click on OK to save data.
INVERT COLOR… [CTRL+I]

Invert mean opposite, so invert colors mean opposite color. If we put

black on our paper the click in Image Menu Bar → Select Invert color→
then it will change the black color into the white color.

ATTRIBUTES… [CTRL+E]
This command is used to set the page width and height in paint, set black
and white colors and also set units.
(Attributes )
CLEAR IMAGE
This command is used to clear the draw image or remove the image.

OPAQUE
Opaque command is used to move our Image to other place of the image.
How to use Text tool?
1. Select the part of the image.
2. Click on Image Menu
3. The click on Opaque option
4. Then you will move the object to other place.

COLOR MENU

EDIT COLOR
It is used to find out the colors. 1. Click on colors
2. Select the Edit Color option
3. Click on Define custom colors 4. Chose Color and
5. Then click to add to custom color 6. Click on OK to save the entire
option.

CALCUTALOR

Window also provides the facility to use mathematical and scientific

calculation’s to do calculations. There are two types of calculator.
o Standard Calculator.
o Scientific Calculator.

STANDARD CALCULATOR
T he standard calculator contains some features life clear memory, recall,
store and memory add.
 (Standard Calculator)

SCIENTIFIC CALCULATOR
The scientific calculator support many advance features and advance
operations.

(Scientific calculator)
Open the Calculator
Start Menu → All Programs →Accessories →Calculator.

WINDOW EXPLORER

Window 98 includes an easy and comprehensive program that can be

used every time, when we turn on our computer the window explorer
which graphically displays our entire computer system in hierarchical
structure by using window explorer. We can access all the files, folders &
tools available inside our computer.

Window Explorer provides us some special facilities that includes –

❖ Copying a file from one folder/ drive to another folder/ drive. ❖

Moving the file from one folder/ drive to another folder/ drive. ❖ Allows
us to rename any file/ folder.
❖ Allows us to create any new folder and provides facility to work with

different folders simultaneously.

❖ We can directly delete any file/ folder from how…
OPEN WINDOW EXPLORER
Start Menu → All Programs →Windows Explorer.
PART OF WINDOW EXPLORER

(Window Explorer)

MENU BAR → It contains all the explorer command for various

purposes. Tool Bar → It contains different kinds of buttons or shortcuts
of menu bar options.

ADDRESS Bar → To view contains of any folder, we can put full part of
that folder in address bar.
E.g. Typing C:\ my document in address bar will expire my document
folder directly.

Explorer window is divided in Two Parts: (I) Left Pane,

(II) Right Pane.

LEFT PANE

If contains the hierarchical over view of our computer system. The hard
disk drive C:\ and the floppy drive A: are connecters to my computer
icons by
dotted lines, if any folder or drive contains
sign before it. E.g.

31 /211 (Floppy) means further contains sub-folders. Click on

if
sign is appearing means folders or
sign to see those folders drive is expanded.

RIGHT PANE This part of explorer shows the sub-folders and files of
the currently
selected derive/ folder. We can also see the size of the files and its types.

PERFORMING OPERATIONS ON EXPLORER

1. To create new file/ folders, open the drive/ folders in explorer where
you want to create the new folder.
2. On the menu point to new and then click folder.
3. The new folder appears with a temporary name.
4. Type a name for the new folder and
5. Then press Enter Key.

TO OPEN FILE/ FOLDER

1. Double click the file/ folder you want to open.

Or
2. Select the file or folder that you want to open
3. Click right button on mouse
4. Select Open option in the list.
5. Click left button on Open Option.

TO COPY FILE/ FOLDER

1. Select the file or folder you want to copy.
2. On edit menu, click copy or by using keyboard press CTRL+C or click
copy tool button.
3. Open the folder or disk where you want to paste.
4. On edit menu,
5. Click paste or CTRL+V or click on Paste tool button.

TO MOVE FILE/ FOLDER

1. Select the file or folder you want to move.
2. On edit menu, click cut or from keyboard press CTRL+X or click on
cut tool button.
3. Open the folder or disk where you want to paste the file or folder.
4. On edit menu,
5. Click paste or CTRL+V or click on paste tool button.

TO RENAMING FILE/ FOLDER

1. Select the file/ folder you want to rename.
2. From the File Menu
3. click on rename option
Or Press F2 function key.
4. Type the new name, and press enter key.

TO DELETING FILE/ FOLDER

1. Select the file/ folder you want to delete.
2. From Menu Bar, click on file menu
3. Then click on delete.
4. The delete an item immediately without placing it in the recycle bin
press SHIFT + Delete keys respectively.
Note: These delete files / folders can be retrieved from the recycle bin.

MORE FUNCTIONS in EXPLORER

Determine disk space

From explorer, click on the drive/ disk (C:, A:) you want to check. o
From the file menu click appears showing from properties. o A pie chart
will appear showing from much click space is in use and how

much is free.
How to Create Shortcuts
o Windows explorer → Select File, Program, Folder, Printer or Computer
for which you want to create a shortcut.
o From menu bar click on file menu and then click on create shortcut; or
o You can drag any program icon from start menu to desktop for creating
shortcut of that program in the desktop.
o To change the setting of the crate shortcut icon right click on that icon
and then click on properties.

How to Label a Disk

o Select the disk you want to name.
o Open the file menu, click on properties.
o In label, type a new name. The name can contain up to 11 characters.

Shortcut Keys for Windows Explore

o To collapse the current selection if it is expanded, press left arrow key.
o To expand the currently selected folder press right F6 key. o To change
appearance of items in a folder.

We can make par icon large/small and other details to change the view
click on view click on view menu and select appropriate view it contains:
*Large Icon* Small Icon* List * Details*

Managing Desktop
Our computer is an important part of Windows Screen. There are many
ways to manage our desktop.

Control Panel
It is an important system folder of windows 98 which controls some most
important setting of the computer.

How to Open Control Panel?

Start Menu → Setting →ControlPanel.

Or double click on my computer icon from desktop choose panel system
folder. It was display a screen.

o Accessibility Options.
o Date / Time.
o Display.
o Mouse.
o Fonts.
o Printers.
o Add New Hardware.

ACCESSIBILITY OPTIONS

This option is present in the control panel and it gets instant

automatically. This makes computers more accessible to people with
disabilities. People who cannot use keyboard properly can use mouse.
Start → Setting →Control Panel → Accessibility Options.
 (Accessibility
options)

8MICROSOFT WORD
CHA P TER

A word processor is a software package, which help enter and edit a

document much farther than the usual manual ways, most of the word
processors today allow much more than allowing one to enter and a
document.

The following is a list of some of the functions that are possible by using
a word processor –
1. Creating the document.
2. Saving the document.
3. Opening and exiting document.
4. Moving or copying paragraphs from one place in the document to
another word.
5. Finding the words and replacing them with another word.
6. Searching for spelling errors.
7. Printing the document etc….

“MS-Word is windows based application and is a normally available as an

icon in the application group or the MS-Office group”.
A word processor is similar to a type writer, only it is an intelligent type
writer. Unlike a document typed in a type writer, where on has to retype
the whole document again if there is a mistake a word processor allows a
user not only to edit the text without retyping the whole text. A word
processor allows a user not only to edit the document but also print and
make use of it additional.

FEATURES SUCH AS
o Mail Marge.
o Thesaurus.
o Calculator.
o Spelling checker.
o Macro.
o Auto correctetc…
o Various formatting features.

APPLICATION AND BENEFITS

A word processor makes tedious task simple, thereby saving a lot of time.
One need not retype the whole document again and again, even if
mistakes are making or if several copies of the some are required. Adding
the deleting for a document can also be done very easily. The format of
the text can be changed as per requirement. Text can be made near and
uniform in appearance with the help of a word processor. The dictionary
facility aids in the selection of the right word while spell check and
language help in correcting spelling and grammatical errors.

A word processor makes writing business letters, reports, memos,

broachers and manuals etc… very easy. The tedious task of writing the
same letter addressed is also minimizing by the use of Mail-Merge Option
in word processor.
COMMONLY KNOWN WORD-PROCESSORS
The commonly available word processors in present time are o Word Star.
o Software.
o MS- Write.
o Professional.
o Word- Perfect.
o MS- Word.
o Lotus AmiPro write.
o Norton Editor (NE).
o Lotus WordPro.

MS- Word can be started in many ways.

First Method
(I) Click on the Start Button.
(II) Chose All Programs.
(III) Select Microsoft Folder in programs list (IV)Click on MS Word Tool
Button from MS- Office Tool Bar.

Second Method

(i) Select Run Command from Start Menu and or Press Windows + R key
together
(ii) Type the extension name of MS Word file to open i.e. “Winword"
(iii)Click on OK button to open MS Word through RUN Command.
Then the MS-Word new blank document appears on the windows screen.

(MS Word Screen)

THE CONTENTS OF WORD WINDOW

(a) Title Bar.
(b) Menu Bar.
(c) Tool Bar.
(d) Ruler Bar.
(e) Status Bar.
(f) Document Window.
(g) Scroll Bar.
(h) Office Assistant.
(i) View Buttons.

TITLE BAR
Title bar is located at the top of word application window. It displays the
name of document of the application.

MENU BAR

Menu bar is located below title bar; it provides access to all the command
available in the word. These commands are grouped together in menus
with only the group (Menu) displayed on the menu bar.
TOOL BAR

The toolbars contains different types of button that provide quick access
to commonly used commands. There are 8 different toolbars. Standard
and Formatting toolbars are opened by default. Rest could be activated
whenever required these toolbars can be moved, edited, enlarge and
deactivated as and when required.
RULER BAR

The ruler bar allows you to accurately set the layout of the document. It
allows you to set tabs, indents and change page margins. It is a also used
to set the tap stops.

STATUS BAR
The status bar displays information about the document like page
number, line number etc.

DOCUMENT WINDOW

It is the editing zone. It has an insertion 100int which indicates the where
text, graphics and other objects will be placed when you type or insert
them. This insertion point is a blinking vertical bar.

SCROLL BAR

Scroll bar are use scroll though the document. The scroll box indicates
position of the insertion point in the document. The double arrow buttons.
Present on the vertical scroll bar are used to move previous or next page.

OFFICE ASSISTANT
It provides online animated help system. It provides real time tips as we
work.

VIEW BUTTONS

The four view buttons are arranged at the start of the horizontal scroll bar
view provides a different way to look at the document. The view can be
used to perform certain tasks. There are four different ways to view the
documents.

(a) Normal
(b) Print Layout
(c) Web Layout
(d) Outline View.

Menu Bar
File Edit View Insert Format Tools Table Window
FILE MENU
NEW – Create a new file or blank file.
File →New →Blank Document → Click on OK. OPEN – Open an
existing file or document.
File →new → Choose your file → click on Open.

CLOSE – Close the active file or document without existing the

application If the file contains any unsaved changes, you will be
prompted to save the file before closing, to close all open files, hold down
SHIFT and click close all in the file menu.

CLOSE ALL – Same as close all the files.

SAVE AS – When a document is saved for the first time save as dialog
box appears where the file name can be specified. Word saves all it save a
document, performs any one of the actions.

SAVE – Save and manage multiple versions of document in a single file.

After you save versions of documents you can go back and review, open,
print and delete earlier versions.

1. Select save from the file menu or

2. Press CTRL+S for Shortcut
3. Click on the Save Button on the standard toolbar.
4. In File Name Section, Type the File name that you want.
5. Click on Save Button to Save the File.

PAGE SATUP – Set margins, paper source, paper size, paper orientation
and other layout options for the active file.
Go to File Menu → Page Setup → set the left, right, top, bottom
alignment size → click on OK to save all options

PRINT PREVIEW – Print preview displays the document, exactly the

way it will appear after printing. It is a good practice to always preview
before printing. This help to spot obvious mistakes and avoid reprinting.
o To preview, click on the print preview button on the standard toolbar, or
o Click on print preview from the file menu.
o The print preview shows the entire page in one screen (in small size)
and

the print preview toolbar.

PRINT – To print the document, perform any of the following action. o

Print a document using the print button on the standard toolbar. o Print
the document using the print button from the print preview toolbar. o For
printing specific pages,

Click on print from file menu CTRL+P

EXIT MENU – Select exit button from the file menu or CTRL+F4 key.
EDIT
UNDO– CTRL + Z
Reverses the last command or deletes the last entry you typed.
UNDO–
CTRL + Y
Reverses the action of the undo command to redo more than one action at
a time, click the arrow next to
, and then click the actions you want to redo. REPEAT –
CTRL +Y

Repeats your last command or action, if possible, the repeat command

changes to can’t repeat if you cannot repeat the last action. When you use
the undo command to change reverses on action, the repeat command
changes to redo. The redo command reverses the action of the undo
command.

CUT – CTRL +X
Cut the selection from the active document and places it on the clipboard.
COPY– CTRL + C
If copies the selection to the clipboard.

PASTE – CTRL +V
It inserts the contents of the clipboard at the insertion point and replaces
any selection. This command is available only if or contents of a cell. 1.
Select the text or object
2. Edit or Copy the text or object → then Paste it.

PASTE SPECIAL –
Paste links, on embeds the clip board contents in the current file in the
format you specially.

(Paste
Special)

1. Create any file in other package i.e. Paint

2. Save that file
3. Copy the text and object
4. Go on MS- Word
5. Click on the paste special from the edit menu.
6. Then, it will show you the dialog box of paste- special.
7. Click on OK, and
8. Then you will see your copied file is pasted on the MS-Word.

PASTE AS HYPERLINK –

It inserted the contents of the clip board as a hyperlink at line insertion

point, replacing any selection. This command is available only if you
have cut or copied the contents of a cell or data from another program.
Paste hyperlink

1. Type the text

2. Select that text
3. For Insert Hyperlink press CTRL+K together
4. Then hyperlink dialog box appears.
5. Click on browse
6. Select any file from the list from my document.
7. Click on Open
8. Then Press OK button to give hyperlink to text
9. Then you text will be hyperlinked.

10. Click on edit

11. Copy and the paste as hyperlink.

CLEAR –
This command is used to deletes selected object or text without putting it
on the clipboard. This command is available only if an object or text is
selected.

FIND – CTRL + F
This command is used to searches for the specified text, footnotes or end
notes in the active document.

(Find Menu)

1. Type any text, different – different word,

2. Go to Edit menu
3. Select find option,
4. Then find dialog box appears,
5. Now, you will type your text, which one will you want to find.
6. The Click on find button to find the text.

FIND NEXT– CTRL + F

It searches for the text occurrence of the text you want to find.

REPLACE –
It searches and replaces specified text, formatting, footnotes, endnotes or
comment marks in the active document.

(Replace Dialog Box)

1. Type any text, different – different word,

2. Go to Edit Menu
3. Then select Replace option,
4. Now type word which one you will find what textbox,
5. And, type that word which one you want to replace.
6. Then Click on replace button to replace the Text.
Note – Press CTRL + H to appear Replace dialog box.

Now you will see your word is replaced by another word.

GO TO – CTRL + G

This command is used to moves the insertion point to the item you want
to go to. You can move to a page number, comment, footnote, bookmark
or other location.

LINKS – Displays or changes information for each links in the current

file,
including the name and location of the source file, the item, the type &
whether the
link is updated automatically or normally.

OBJECT –
This command activates the application in which the selected object was
created so you edit the object in place.

VIEW MENU NORMAL VIEW – It switches to normal view, which is

the default document view for must word-processing tasks, such as
typing, editing and formatting.

ON-LINE LOYOUT – It switches to online layout view, which is best

for displaying and reading documents on the screen when you switch to
line online layout, word also turns on the online layout, map which makes
it easy to move from one location to another in your document.

PAGE-LAYOUT – It switches the active document to page layout or

page-break preview which is an editing view that displays your document
as it will print page layout uses more system memory so scrolling may be
slower especially if your document contains many pictures or complex
formatting.

OUT LINE – It work in outline when you need to organize and develop
the contain of your file.
RULER – It displays or hides the horizontal ruler which you can use to
position, objects, change paragraph indents, page margins and other
spacing settings.
DOCUMENT MAP – It turns on or off the document map. A vertical
pane along the left edge of the document window text outlines the
document structure.

FULL SCREEN – This command hides most screen elements so that

you can view more of your document. To switch back to your previous
view click or press ESC.

ZOOM – Enter + magnification between to and 200% to reduce or

enlarge the display of the active document.

HEADER & FOOTER – Header & footers are place to put repetitive
information in a document top and bottom margins – headers print top
footers at the bottom. You can use headers and footers to print something
simple on each page, such as you name, or something complex, such as
graphics, stylized text, dates and automatic page numbering can all be
included in headers and footers.

You can use identical headers and footers on all pages in your documents
or you can specify different contents for each section of the documents
ode & even pages can have different designs if you wish.

☐ Go to View Menu
☐ Select Header and Footer option
☐ Then, headers & dialog box appear.
☐ Write the header on the top of the paper.
☐ And write the different footer on the bottom of the paper.

TOOLBAR – A toolbar which is normally displayed below the menu bar

contains buttons that activate.
Frequently used commands and features in toolbar

Use a Toolbar –
“Point to the desired button, and click on that button.
Point to any button and pause, a tooltip will appear with a short
description of the button.”
Change toolbar options –
VIEW TOOLBAR CUSTOMIZE OPTIONS

Right click on a clip layer toolbar.

↓
Click on customize, then customize dialog box appears.

o Click the options tab to bring it to the front.

o Click desired option check boxes to select or clear them. o Click Close.

To Create a Toolbar –
VIEW TOOLBAR CUSTOMIZE NEW...

Right → click a displayed toolbar.

↓
Click customize, click the toolbars tab.
↓
Click NEW….
1. Type the name in the toolbar name text box.
2. If desired, click the drop-down button to choose a template to make
toolbar available to.
3. Click on OK
Customize the new toolbar as desired.

Customize Toolbar –
Right → click on a displayed toolbar ↓
Clicks customize.
1. If you choose Built– in menus to create a new toolbar.
2. If you choose new menu, it will create a new menu.
But in Menus
i. Drag the commandbuttons to the toolbar and Click on OK… New
Menu
i. Drags the new menu on the menu bar/ click on new create a new menu
bar.
ii. Drag command, which you want to use on that menu.

INSERT MENU

PAGE BREAK – It inserts page break, column break, or section break at

the insertion point.
Insert menu → Select Break option, then break dialog box appears.

PAGE BREAK – If you want to do page break, Click on page break.

COLUMN BREAK – If you want to do column break, click on column

break option. and at last, click on OK to save all commands.
PAGE NUMBERS – It inserted page numbers that automatically update
when you add or delete pages.

How to Add page numbers?

✓ Go to Insert Menu
✓ Select Page Number option
✓ Then Page number dialog box appears.

✓ Select the position bottom/top of the page, where you want the page
numbers.
✓ Select the alignment, left, center, and right where you want page
number.
✓ Click on OK to save all command.

DATE & TIME – It adds the date and time to an individual slide using
the format you choose If you want to add date and time to every slide.
1. Go to Insert Menu
2. Select the Date & Time option
3. Then, the date and time dialog box will appear on the screen.
1. Choose any available format of the date and time.
2. Click on OK to save all the command.

AutoText – The auto text feature stores frequently used text and graphics,
which can be chosen from a list of Auto text entries or which may be
accessed and inserted into text by typing short-cut keys. You can create
your own auto text entries for any amount of text or for any graphic
object.

How to use AutoText?

1. Go to Insert Menu
2. Select Auto Text option
3. Then Select the Text & Graphics.
4. Click Insert option to Auto text new.
5. Type the name of your auto text in the text box.
6. Click on OK…
SYMBOLS – It inserts symbols and special characters from the fonts that
are installed on your computer.

How to insert Special Symbols in Document?

1. Go to Insert Menu
2. Select Symbol option,
3. Then SYMBOLS dialog box will appear on the screen.

4. Select any symbols and click on Insert.

If you want to do auto create entry of this symbol.
1. Select the symbol and click on auto correct option.
2. Type shortcut word/ Replace text box.
3. Click on Add option and
4. Click on OK button to save the command.

SHORTCUT KEYS –
o If you want to make a short-cut key of this symbol,
o Select any symbol and click on short-cut key, then customize key board

dialog box appears.

o Press CTRL in key keyboard and any the key of the key keyboard. o
Click on as sign.

If you want to remove it selected key from current keys dialog box and
dives on remove.
COMMENT – If inserts the comment at the insertion point.
Follow the steps

1. Write any words

2. Select any word
3. Go to Insert Menu
4. Select Comment option from the list, and
5. Then comment dialog box appears on the screen.
6. (S1) Type any thing
7. Click on Close option to back.

FOOT NOTES & END NOTES –

Word automatically numbers and rename bars footnotes and endnotes
when
notes are added to or related from the text.
Footnotes are notes documents the text and are found, usually in
numbered
list from, at the bottom of the pages of a document.
Endnotes are similar but are at the end of the document. Corresponding
super-script numbers are found in the text, following the referenced the
items.

How to use Foot Notes & End Notes?

1. Place your cursor at the end of the word.
2. Footnotes and endnotes dialog box.
3. Click on the option button for desired type of note : (1) Footnote / (2)
Endnote
4. Click auto number option button to use Arabic numbering.
5. Click on OK…
6. The footnote or endnote pane appears.
7. Type desired text.
8. When finished, click on close.

View footnote or Endnote Text

Point to desired footnote or endnote number the note text will appear in a
small window near the pointer.
Edit Footnote or Endnote text

1. Point to footnote or endnote number to edit and double-click.

2. In the footnote or endnote pane, make desired changes.
3. Click on close.
Delete a Footnote or endnote
1. Click and drag over superscript number in the body text of the
document to select it.
2. Press DELETE.
Move a Footnote or Endnote –
1. Click and drag over super script number in the body text of the
document to select it.

2. On the toolbox, click cut button

, or use any alternative cut, copy or move command.
3. Click desired new location in body text on the toolbar, click paste
button , or use any alternative paste command.

CAPTION
This is used to inserts captions for tables, figures for lots of table, figures,
equations and chart also.

How to use Captions?

1. Create any table, equation, chart and figure.
2. Place your cursor on the desired position, or below of the creation.
3. Click on Insert Menu
4. Select Caption option from the list
5. Then Caption dialog box appears on the screen.

6. Click on OK to save all the commands.

CROSS – REFERENCE
This commandis used to find footnotes, comments bookmark etc…

How to use Cross Reference?

1. Go to Insert Menu
2. Select the Cross and Reference option,
3. Then Cross-Reference dialog box appears on the screen.
4. In the “Reference Type box”, click the type of item you want to refer to
– cheating or table.
5. In the “insert reference to” box, click the information you want inserted
in the document.
6. In the “For which” box, click the specific item you want to refer to.
7. Then Click on Insert option.

(Cross-
Reference Dialog Box)

INDEXES & TABLES

This command is used to create indexes, tables of figures, table of
authorities
and other similar table.
1. Type the different – different word.
2. Go to Insert Menu
3. Select Index and Tables option.
4. Click on mark entry option,
5. Then mark entry dialog box appears.
 (Mark Entry Dialog Box)

6. Select one by one each word again and again, click on mark, after
doing all the words.
7. Click on cancel to back.
8. Again click on Insert index and tables and
9. Select any format
10. The Click on OK.

PICTURE –
CLIP ART,
FORM FILE,
AUTO SHAPES,
WORD ART,
CHART.

CLIP ART
Opens the clip galleries where you can select the clip art image you want
to insert in your file or update your clip art collection.

How to inset Clip Art in Document?

1. Go to Insert Menu
2. Select Clip art option
3. Then Clip Art gallery 3.0 appears.
4. Choose any one Clip Art would you like to add.
5. Then Click on Insert button.
FROM FILE –
From file is used to insert an exerting picture in the active file at the
insertion point.
How to inset Clip Art in Document?
1. Go to Insert Menu
2. Select From File option
3. Then Insert picture dialog box appears on the screen.
4. Choose any one.
5. Click on Insert button to add.

HYPERLINKES

The hyperlinks can jump to a location in the current document or web

page to a different word document or web page. A hyperlink is
represented by a ‘HOT’ blue and under lines that the reader clicks to
jump to a different location.

How to add Hyperlink?

Short cut of Hyperlink press CTRL + K.
1. Select any word
2. Go to Insert Menu
3. Select Hyperlink Option
4. Browse and choose the any file
5. Click on OK to add hyperlink in document.
Then you will see that particular word will be hyperlinked.

FORMAT MENU

FONT Font command is used to change the font and character spacing
formatter
of the selected text.

Steps to Formatting the Text

1. Type the matter
2. Select the matter which you want to change or formatted.
3. Go to Format Format Menu
4. Choose font command,
5. Then font dialog box appears.

In this we can set font/text Style which is different-different types. In font

style, we can set font style of the font in size we can change font size. In
underline, we click on underline option.
In color, we click on color to changes the color of the text.

In effects, we set different– different effects to the text.

6. To set all option After that click on OK to save all the commands.
TEXT BOX
Text box used to add text in the rectangle text box.
OBJECT
Inserts an object such as a Drawing, Word Art, Text Effect or an equation
at the insertion point.

BOOK MARK
It is used to create bookmarks, which you can use to mark selected text,
graphics, tables or other items.

(Bookmark
Dialog Box)

To create a Bookmark
1. Type the paragraph
2. Click on Insert menu
3. Select Bookmark option.
4. Type the book mark name in to the bookmark name dialog box
5. Click on ADD to Add Bookmark.

To delete Bookmark
1. Go to Insert menu
2. Select Bookmark Option
3. Select bookmark which you want to delete.
4. Click on DELETE option to delete bookmark.
To go to on the Bookmarks
1. Go to Insert Menu
2. Select Bookmark Option
3. Click on the bookmark which you want.
4. Click to GO, then you will go on then particular bookmark.

PARAGRAPH
This command is used to set the paragraph options.

How to use Paragraph Option?

1. Select the paragraph text.
2. Click on Format menu
3. Select Paragraph setting Option
4. The Paragraph Setting dialog box will appear on the screen.

5. Set all the

properties.
6. Click on OK.
BULLETS AND NUMBERING
The bullets and numbering option is used to create bullets and numbering
on
the text line, which is placed on different – different line.
Steps to set Bullets & Numbering
1. Type the matter 10 or 12 lines,
2. Select the matter and click on the bullet shortcut button or format
menu. 3. Select Bullet and Numbering option,
4. Choose/ select the bullet, which you want if the desired bullet is not in
the list.
5. Click on Ok Button to apply Bullet and Numbering.
How to Customize Bullet and Numbering?
1. Click on Customize button.
2. Click on bullet button, then the bullet and symbols dialog box appears,
3. Choose the bullet from the dialog box,
4. Click on OK button.

Then, you will see that your selected bullet is on the starting of the every
line.
BORDER AND SHADING
Border and shading is used to create border and shading on the selected
text, paragraph, picture, cells and page. An easy way to dress up a table is
to add printing boarders and shading.

Steps to Apply Boarder and Shading

1. Select the text
2. Click on Format menu
3. Choose border and shading command
4. Then border and shading dialog box appears on the screen.

(Boarder and Shading Dialog Box)

5. Then click on setting option, which is box showdown, 3-D Custom

6. Choose of border color of border and also width of border.
7. Click on OK button to set all the command.

Page Border –
Page border is used to apply the boarder to the page.
1. Click on setting
2. Choose any style that you want.
3. If you want to give Art page border, then click on Art option, 4. Select
any one and click on OK button to apply Page Boarder.

Shading –
Shading is used to give shading to the whole page and particular text
border. 1. Click on fill option to choose color,
2. If you want to set pattern color, click on style and color options. 3.
Click on OK.

COLUMNS
Columns are used to change the number columns in a document or a
section
of a document.
If you want to set columns to the document just like newspaper then 1.
Click on format menu
2. Choose columns option,
3. Then columns dialog box appears on the screen.

(Column Dialog
Box)

4. Choose any present (One. Two, Three, Left, Right

5. Set number of columns, then
6. Clicks on OK,
Then the present setting columns are highlighted on the screen or the
document will be divided into columns.

TABS
This command is used to set the position and alignment of tab stop and
determines the type of leader character for each tabs stop.
1. If you want to set the tabs click on Format Menu,
2. Click on TAB Command,
3. Then, the Tab dialog box appears and set resize measurements for TAB
stops by using the Tabs command on the format menu.

DROP CAP

Drop cap is used to formats a letter, word or select text with a large
initial- or “dropped”- Capital letter. A “DROPCAP” is traditionally the
first letter in a paragraph, and it can appear either in the left margin or
dropped from the base line of the first line in the paragraph.

How to use DROP CAP Command?

1. Type any text,
2. Click on format menu bar,
3. Choose the drop cap sub menu bar,
4. Then, the drop-cap dialog box appears on the screen,

(Drop Cap Command)

5. Select the position of drop-cap,
6. Click on OK.

TEXT DIRECTION
This command is used to rotates selected text in table cells so you can
read it
from bottom to top, or from up to bottom.

Steps to Apply Text Direction?

1. Click on text box and drag it on the document,
2. Type anything on the text box,
3. Click on text direction submenu,
4. Text direction dialog box appears.
5. Select the orientation of the text,
6. Click on OK…

CHANGE CASE
This command is used to changes the capitalization of selected text.

How to use Change Case Command?

1. Type the text
2. Select that particular text,
3. Click on format menu, and choose change case option,
4. Then the change case dialog box appears.

(Change Case Command)

AUTO FORMAT

This command is used to analyze the content of the active file and then
automatically formats the file. If you want to change the automatic
formatting options before auto formatting believes the auto format.
STYLE GALLERY
This command is used to customize the look of your document by using
styles from other templates.
1. Type the text →Then Select Format Menu
2. Select Style Gallery option
3. Select any template style and
4. Click on OK to apply the command

BACKGROUND –
This command is used to give background of the document in different –
different colors.

Steps to change Background.

1. Click on format menu
2. Background option,
3. Choose any color from the list,
4. Click on more colors,
5. Choose any color, and then click OK to apply.
How to apply Fill Effect to Background?
1. Click on format menu
2. Background option,
3. Click on fill effects
4. Then fill effects dialog box appears. In this dialog box contains some
commands.
Just as –
i. Gradient fill,
ii. Texture fill,
iii. Pattern fill,
iv. Picture fill,
 (Fill Effect)

To fill gradient, click on one color set it,

1. Click on two color set it, so can see that the fill is make two colors.
2. If you want two fill preset colors, click on preset command button to
choose presets.
3. Set shading style, horizontal, vertical, diagonal etc… it will show the
variants preview.

Click on OK to apply effect to background

Click on any button or option,
Click on OK
To fill Pattern, click on pattern to set it,

To Set Pattern on Background follow these steps

1. Choose pattern, which you want.
2. Select for ground color.
3. Select background color.
4. Click on OK.

To set Picture on background, click on picture to set it,

1. Click on select picture,
2. Choose picture from the list,
3. Clicks on OK, then the picture open on the screen of picture option
box,
4. Click on OK.

TOOLS MENU
SPELLING AND GRAMMAR – F7

This command is used to check the active document for possible spelling,
grammar and writing style errors and displayed suggestions for correcting
them. To set spelling and grammar checking option Click options on the
tools menu, and then click the spelling and grammar tab. The grammar
checker analyzes your text and uses are double stouts. The grammar
checker can be customized to suite the type of writing that is bringing
check: format, informant, technical or other. To check Spelling and
Grammar in document follow the steps

1. Type the matter on the document.

2. Right click on area of text with a way green underline.
3. Click a boldface to display the grammar dialog box.
o Click a suggestion, then click the change button,
o Click Ignore to go to the next grammatical error.
o Click Ignore all to ignore identical instances.

(Spelling and Grammar Command)

LANGUAGE –
Thesaurus ---- SHIFT + F 7
Thesaurus is used to find word have similar meanings.

TOOLS LANGUAGE THESAURUS

1. Click word to look up.
2. Click Tabs, Language, thesaurus to the
 (Thesaurus dialog
bar)

3. In the meanings list box click desired meaning.

4. In the replace with synonym list box.
5. Click desired word to use. OR
6. Double- clicks a synonym to replace the word in the looked up the text
box.
7. When finished, clicks replace.

Note –
• The keyboard shortcut for accessing the thesaurus is SHIFT +F7. • They
looked up drop – down list contains a running list of all the words

whose meaning you have explored. Click the drop-down arrow to return
to one of your previous choices.
HYPHENATION

Word can be set to automatically hyphenate words in your document to

make. The right edgeless jagged. There are also several types of hyphens
that can be used to separate words.

TOOLS LANGUAGE HYPHENATION

Automatic Hyphenation –
Click tools Menu →Language → Hyphenation To open the hyphenation
dialog box
1. Click the automatically hyphenate document check box.
2. Click the hyphenation zone text box and type the amount of space to
leave between the last-word and the right margin.
3. Type a number in the limit consecutive hyphens to text box to avoid too
many hyphens in arrow,
4. Click OK.
Use the Optional.
Hyphen feature when a word only needs to be broken at the end of a line.
Highlight the word and press CTRL + Hyphen.
WORD COUNT

This command is used to count the number of pages, words, characters,

paragraphs, and lines in the active document. Punctuation marks and
special symbols are also included in the word count.

How to use Word Count?

1. Type the matter.
2. Click on tools menu
3. Choose word count option
4. Then, the word-count dialog box appears.
 (Word Count Dialog Box)

AUTO SUMMARIZE –
The auto-summarize feature selects key text and analysis it based on
frequently used words and sentence structure.

TOOLS AUTO - SUMMARIZE

View document to be summarized. OR

1. Click tools menu
2. Then select Auto Summarize option to open the auto summarize dialog
box.
3. Click the type of summary – desired.
4. Click the percent of original drop-down button to use more or fewer
sentences.
5. Click OK . to highlight or copy summary text. If highlight key point or
hide. Everything, but the summary is chosen the auto summarize toolbar
appears.

Note –
❖ Auto summarizes works best on formality structured documents. ❖
Auto summarizes ads to the key words and comments boxes of the

document properties. To avoid replacing your, own key words and

comments, clear the update document static check box in the auto
summarize dialog box.
❖ Click the percentage text box to change the number of key sentence. ❖
Click close option to remove high-light or display the original document.

AUTO-CORRECT
This command is used to set the optional used correct text automatically
as
you type or to store and reuse text and other items. You use frequently. 1.
Click tools menu
2. Write any short word in “Replace” text box.
3. That text in “with” text box which you want to replace.
4. Click on the Add button.
5. Click on OK command button.
6. If you want to delete auto correct entry click on that Replace short
word from the list
7. Click on delete button.
8. Click OK button.

TRACK CHANGES –
This command is used to highlight changes to all contains in a shared
work book. Including moved and pasted contains and inserted and deleted
rows and columns.

1. Click on Tools menu

2. Select Tack Changes option from the list
3. Select Highlight changes.
4. Then, highlight changes dialog box appears.

5. Click on “Track Change while editing” option.

6. Click on Options command button.
7. Then, track changes, change dialog box appear. Set all the changes.
8. Click on OK.
Then you will see the track change are appears on the document.

Accept and Reject Changes –

This command is used to accept and reject changes.
Click on Tools menu →Track Changed →Accept &Reject Changes.

↓
Then, accept and reject changes dialog box appears.

❖ If we click on “Changes with highlighting” then it will show you the

track changes with the changes.
❖ If you click on “Changes without highlighting” then it will show you
the track changes but without highlighting.
❖ If, we click on “Original” then it will not show the track changes.
❖ If, you want to accept all the changes click on accept command button.
❖ If, you want to reject all the changes click on reject command button.
MARGE DOCUMENT
It merges the tracked changes from the active document into the specified
document which word opens if it not opens already.

o To Merge document commands are follows as

o Type any text without track changes in one document save the
document. o Type any text with track change in other document save that
document

also.
o Click on Tools Menu →Merge documents.
o Click on Open button.

Then, you will see that the track changes work or without track changes
on the documents.
PROTECT DOCUMENT

It prevents changes to all or protect of on online from our document

except as specified. You can also assign a pass word so that other users
can annotate a document mark revisions or fill in parts of an online from
when a document is protected, this command changes to unprotect
document.

How to protect document by Password?

1. Click on Tools menu
2. Select Protect Document option
3. Then, the protect document dialog box appears.
4. Click on FORMS option box.
5. Give password text box, type the password.
6. Click on OK.

MAIL MERGE

Words mail merge feature is a quick and easy way for mass-producing
from letters, envelopes, mailing labels, phone list etc… by using mail
merge. You can send the same letters to a number of people without
typing the original letter more than once mail merge feature can also be
used to prepare other kinds of merged document such as catalogs parts
lists, directory lists forms or in voices print, addresses on envelops and
mailing labels.

Create a new mail-merge data source in word.

1. Click on Tools menu
2. Select Mail-merge Option
3. Select Step by Step Mail Merge
4. Click on create in main document.

5. Click on the Active Window

6. Then, the GET DATA option will be highlighted.

7. Click on GET DATA command button.

8. Choose create data source option. 9 Then, create data source dialog box
appears.
The next step is to add field names in the data-source. This can be done
by selecting the field names from the field name is header row box or by
adding the new ones to it. These field names can be up to 40 characters.
Long and contain spaces and must start with a letter.

The following operations on the field names can be done.

1. To delete a category from the data-source. Select it and choose remove

field name button.
2. To add a category to the data-source-type the new field name in the
field name box and then choose add field name button.
3. To change the order of field names, select a field name in the field
names in header row box, and then click the up or down arrow at the right
of the list until the field name is in the desired position.
When choose finish creating the field names. Choose the button OK. ↓
Save your document.
↓
Click on edit data source.
↓
Feed all the details in the data from dialog box, by using add new, after,
feeding all the records in the data from.
↓
Click on OK.
↓
Then, you will see that mail merge toolbar displays on the screen. ↓
Click on the insert merge field.
↓
<<RBC>> Select one by one the entire field.

View merges data – to see the merge values.

First Record.

Previous Record.

Next Record.

Last Record.

ENVELOPES AND LABELS

Use the envelop feature to quickly format, address and print an envelope.
TOOLS Envelops and Labels

1. View letter (word will automatically find the address)

2. Click tools, envelops and labels to open the envelops and labels dialog
box appears.
3. Click on Envelops tab bring it to the front.
4. If desired, edit or type name and address in the delivery address text
box. Click the address book button to open the address book.

Note –
You can change the return address in the user information tab of the
options
dialog box.
 (Envelopes
and Labels)

5. Click Omit to avoid printing a return address if desired.

6. If desired, click option to change envelop size front type and size or
position of address.
7. Click Print to send Envelops to the printer.
OR
Click add to document to add a page containing the envelop to the current
document.

LABELS
Use the labels feature to create and format a sheet of repeating labels or a
single label.

TOOLS Envelops and Labels

1. View button or select name and address to use on labels, if desired.

2. Click tools, envelops & labels 40 open envelopes and labels dialog
box.
3. Click the labels tab to bring it to the front.
4. If, desired, edit or type name and address text box. Or click the address
book button to open the address book.
5. Click the all page of the same label option button to repeat the address
information. Or
Click the single label option button and specify where want to place the
label in the raw and column text boxes.
6. To change the label size, click the option buttons to open the label
option dialog box.
7. Click label products drop-down button to select type of label.
8. Select desired product number.
9. Click on OK.
10. Click print to send the label to the printer. OR
Click new document to create new labels.

LETTER WIZARD
It turns the letter wizard which helps you quickly create letters. Tools →
Letter Wizard →the letter wizard dialog box appears.
 (Letter Wizard)

1. Click on date line, and choose any date format.

2. In recipient info, give recipient’s name delivery address etc…
3. In other elements click on reference line, mailing instructions, attention
andsubject etc…
4. In sender info, click on sender’s name returnaddress etc…
5. Click on OK, and then you will see the letter is formatted by itself.

MACRO

A macro is a series of word command grouped together as a single

document to make everyday tasks easier. It can be assigned to a toolbar, a
menu, a shortcut key and run it by simply clicking a button, selecting a
menu choice or pressing a key combination. Macros are instructions in
word’s macro language wordbasic.
 (Micro
Command)
1. Tools → Micros → Recordnew Macro
2. In the macro name box, type a name for the macro.
3. Click on OK.

Then, macro toolbar appears on the screen.

4. Type the matter into the document.
5. Then Go to Tools → StopRecording.

To Run the Macro –

Tools → Macro → Macro’s, then the macros will be reed.
TABLE MENU
INSERT TABLE

Table menu be used to arrange text or numbers in columns. The

intersection of a row and column is a rectangular box called all. Text,
Numbers or pictures can be inserted in a call. It is easy to insert or delete
rows and columns in a table.
Draw Table
Click table– draw table and drag it on the document.
1. Insert Row is used to insert rows in your existing table.
2. Delete rows used to delete rows from your table.
3. Merge cells is used to merge the two or more different cells. 4. Split
cells are used to divide a cell into the parts. Just opposite of merge

cells.
5. Select row, columns and table are used to select.
6. Table auto format is used to make you a table in designer form.
7. Distribute rows and columns evenly are used to make in equal size of
all rows and columns.
8. Cell height & width is used to increase or decrease in the cell height
and width of the table.
9. Convert text to table is used convert your text into the table.
10. Sort is used to sort your table data in acceding and descending form.
11. Formula performs mathematical calculations of numbers click on
Table → Formula →then formula dialog box appears.

Type your formula in the formula box.

Ex - [=SUM (Left, Right, Above, Below)]
Click on OK, and then it will sum your right side value of the table.

12. Split table divides a table into two separate tables and inserts a
paragraph mark above the row what contain the insertion point.
Create a Table →Make row or three rows.
↓
Place your cursor on that row, where you want.
↓
Click table → Split cells.
↓
Then you will see that your table is spitted.
WINDOW MENU
WINDOW
It opens a new window with the same contents as the active window so
you can view different parts of a file at the same time.

ARRANGE ALL
It displays all open files in separate windows on the screen. The arrange
command makes it cassis to drag between files.

SPLIT
It split the active window into panes, or removes the split from the active
window.

HELP MENU
Word on screen help gives you access to a wealth of detailed assistance
and information.

HELP

Office Assistant
The office assistant provides context-sensitive help and allows. You to
type questions in plain English.

1. On the standard toolbar, click the office assistant button “?” or

Click Help menu → then click on Microsoft word help.
2. Type your question or click desired choice.
3. When finished → click cancel.

WHAT’S THIS?

Use what’s this point at mysterious buttons, menu choices and screen
objects. You can also print at text on objects on screen to receive
formatting information.

HELP ? What's This ?

1. Click help, what’s this?The pointer becomes a question mark and

pointer.
2. Point and click at anything on screen.
3. When you are finished, click ESC to revert to a normal pointer. Click
Help, what’s this?Again.
Note –
If you don’t know how to perform a particular task. Select the index tab,
type a descriptive word in the provided text box, and click displays. A
dialog box will appears with steps per performing the task. In in addition
a show me option is presented. Click the show me button to see
interactive presentation of the task.

CONTENTS AND UNDEX HELP

Access word’s help files directly for the most through listing of help types
HELP Contents and Index

1. Click help, contents and index to open the help dialog box.
2. Click tab for the kind of help you need.
• Contents tab: most useful to methodically learn about words features
follow the on screen instructions.
• Index tab: most useful to find information about feature details follow
the one screen instructions.
• Find Tab: when you can’t find the information you need anywhere also.
The entire text of the help data has is scratched for your key words.
3. When finished, clicks cancel.

9MS EXEL
CHA P TER

MS Excel is a window based application package that can be used to

automate tasks such as calculations and analysis of data.
MS-Excel works the way you want i.e. it can be customized. It provides
ease of work with the following features –

1. Tip Wizard.
2. Drag & Drop Feature.
3. Auto fill.
4. Auto Sum.
5. Shortcut Menus.

Excel is a window based spread sheet which is a product of Microsoft

Corporation. It is used to track and analyses numeric data, records and
calculations, data and present it is an attractive manner. It provides all the
tools to manipulate format and represent data. It has all the manipulation
functions. A file in excel is known as workbook, which maintains large
amount ad notes. A workbook collection of worksheets ranging from 1 to
255 a worksheet is divided into 65,536 rows and 256 columns. The
intersection of one row and one column known as a cell we enter data in
cells. A cell can contain any kind of data or formula excel is a powerful
spread sheets applications. The default file extension of work book is
XLS.

SPREAD SHEET

A spread sheet is a grid of rows and columns. It is also called a worksheet

spread sheet programs are developed to automatic tasks such as technical
calculations. Statically analysis, graphical preparation of numerical data
etc… Example – In which worksheets are widely used,

1. Production planning.
2. Personal management.
3. Financial Alc.
4. Marketing.
5. Payroll etc…

CELL – A cell is an intersection of rows and column.

AUTOFILL – It helps you to fill rows or columns with the series of data.
DRAG & DROP FEATURE – It helps you to reposition the data and
text by simply drugging the data with the help of mouse.
AUTO SUM – You can add large range of data by simply selecting a tool
button. STARTING EXCEL

Selecting the Microsoft excel option from the program group in start
menu or excel icon from desktop when excel is loaded a blank worksheet
is displayed.

ROW – In a single worksheet rows are numbered from top to bottom (1

to 1048576)
COLUMNS – Columns are labeled from left to right (A to XFD) for a
total 16384 columns.

CELL – Cell is the intersection of row and column. Therefore each

worksheet contains 17,179,869,184 cells. Cell is referred by the columns
name and row number (e.g. A2, de notes Column A row 2).

MENUS ADD TOOLBARS – Menus contain various options and

toolbars are usually shortcut buttons for menu items.
SHEET – Excel has multiple worksheet labeled as sheet1, sheet2, where
users can perform to work by default three sheets are available in a work
book.
FORMULA BAR – Provides a space formatting or editing cell data and
formula.
NAME BOX – Display the address or name of the active cell.
STATUS BAR – It displays the valuable information like current mode or
option keyboard status and the result of auto calculate function.
FILE MENU NEW – Create a new workbook file.
OPEN – Retrieves a file from the disk.
CLOSE – Closes the current workbook file.
SAVE – Saves the current workbook file to the disk.
SAVE AS– Saves the current workbook to disk using a new file name.

SAVE WORK SPACE – Saves the open workbook files to disk and
preserves their arrangement on the screen. To save all the workbook in
one workspace name. 1. Open the files that you want to save in
workspace.
2. Click on save workspace…… from the file menu a save work space
dialog box appears, if the workspace in being saved for the first time,
specify the workspace file name in file names and click on save button.
The workspace file is saved as “XLW”.

FIND FILE – Searches the specified disks for files that now it the
specified criteria.
SUMMARY INFO – Sets identified information for the current
workbook such as authors, subjects, title etc.
PAGE SETUP – Sets the options that affect the layout of the printed
page.
PRINT PREVIEW – Displays an image of the current workbook as it
will appears in the printing.
PRINT– Prints views or scenarios/ worksheets.
PRINT REPORT – Prints views or scenarios.

EXIT – Exit from Excel. EDIT MENU UNDO– Reverses the effect of
the most recent command or operations.

REPEAT – Repeats the most recent command and operations.

CUT – Removes the selection from the worksheet and places to the clip
board. COPY– Places the selection from the worksheet.
PASTE – Insert the contents of the clipboard to present location of the
working directory.
PASTE SPECIAL – Used to paste special way such as object with object
linking and embedding or OD.
FILL – Opens a submenu with command to duplicate the contents of the
first cell.
CLEAR – Opens a submenu with command that delete the contents etc
from the selected cell range.
DELETE – Deletes the selected rows or columns.
DELETE SHEET – Deletes the selected worksheet from the current
workbook.
FIND – Find the specific characters.
REPLACE – Replace specific characters with other characters.
GOTO– Selects the cell or range specified embedded chart.
MACRO – Opens a submenu with commands that insert a visual basic
module a dialog sheet etc.
PAGE BREAK– Insets a page break.
FUNCTION – Starts a function wizard to add a function to the formula
of the current all.
NAME – Opens a submenu with commands that create, delete and insert
the named ranges.
NOTE – Attaches a comment to the current cell.
PICTURE – Inserts a graphic object from an external file into the current
workbook.
OBJECT – Uses object linking and embedding to insert an external
objects to the currently worksheet.
FORMAT MENU
CELLS – Applies format, alignment, font, border, pattern, and protection
option to the selected cell.
ROW – Opens a submenu with command that selects the height of the
selected rows, hide rows and unhide rows.
COLUMNS – Open a submenu with command that change the width of
the selected columns hide columns and unhide columns.
SHEET – Opens a submenu with commands that rename, hide or unhide
columns.
AUTO FORMAT – Applies a set of formatting options.
STYLE – Applies presided pre designed set of formatting options.
PLACEMENT – Opens a submenu with commands that change the
layering and grouping of the graphic symbols.
TOOLS MENU SPELLING – Check and correct the spelling errors.
AUDITING – Opens a submenu with commands that delete and diagnose
worksheet problems.
GOAL SEELS– Changes the value of the selected cell on it.
SCENARIOS – Manages different sets of date or scenarios that can be
used for what by analysis.
SOLVER – Stands excel solver feature.
PROTECTION – Opens a submenu with commands that prevents
changes from being made to worksheets and workbooks.
ADD-INS – Coad’s or removes add-in components.
MACRO – Executes changes and deletes macros.
RECORD MACRO – Opens a submenu with commands that record
mouse or keyboard actions or macros.
ASSIGN MACRO– Assigns a macro to a toolbar button a graphic object.
OPTIONS – Displays a dialog box with to tabs to set varieties of options.
DATA MENU START – Arrange specified rows in a selected sequence.
FILTER – Opens a submenu with commands that display only these
rows in a list that meet the specific criteria.
FROM – Displays a dialog box celled “DATA” from where one can view,
enter, change and delete from a list of the database.
SUBTOTAL – Inserts rows a sorted list with subtotals for selected
columns.
TABLE – Creates a data table based on different values in formulas.
TEXT TO COLUMNS – Starts the text wizard to split text in one
column to multiple columns.
CONSOLIDATE – Collect data from multiple locations of the table.
GROUP OUTLINE – Organizes rows with matching values in specified
columns in outline.
PIVOT TABLE – Start the pivot table wizard to help you create or
change a pivot table.
PIVOT TABLE FIELD – Define a calculated field in a pivot-table.
WINDOW MENU NEW WINDOW – Create a new workbook window
for the current workbook.
ARRANGE – Changes the layout of the open workbook window.
HIDE– Hides a workbook window.
UNHIDE – Reveals a hidden workbook window.
SPLIT – Splits the current workbook window.
FREEZE PANES – Locks different panes.
HELP MENU CONTENTS – Displays the table of contents for help
information.
SEARCH FOR HELP ON – Searches a particular topic for help.
INDEX – Displays the alphabetical list of topics.
ABOUT MICROSOFT EXCEL
Displays copyright information and other information regarding excel.
FUNCTIONS
Functions are built in special formulas that perform calculations in a
particular other or structures on values supplied to it, these values are
known as argument for example A VERAGE function adds values or
range of cells and divides by the number of cells or values and in the
similar way the now function gives current date and time.

ARGUMENT

Arguments are values supplied to functions to work upon. These values

can be numbers, text, data values, logical values like true/ false, arranges
& a cell reference. Argument also a compass any constant values
functions or formulas i.e. a function or formula can also be an argument
to another function or formula.

ENTERING FUNCTIONS
While entering functions, following things should be taken care of – • The
functions should begin with an equal (=) sign.
• The arguments should be enclosed in break etc.
• The arguments should be separated by commas (,).

If any argument contains text value being space enclose the value in
equates (“ ”).
CLASSIFICATION OF FUNCTIONS MATHEMATICAL
FUNCTIONS
• SUM (Number7, Number 2….)
This function calculates the total given range of value.
• SQRT (Number)
To find the square root of the given number.
• Mao (Number, Divisor)
To find there mender (modules) of the number divided by the divisor, e.g.
=Mod (12, 10) returns 2.

• ABS (Number)
This returns the absolute value of the number which is the number
without it’&sing for example –
= Abs (25) returns 25
= Abs (-25) returns 25

• INT (Number)
It removes decimal place rounding down the number to its nearest least
integer for example –
= INT (5.56) returns 5
=INT (-5.56) returns -6

• ROUND (Number, Rum digits)

It round the number specified rum-digits for example – =ROUND
(3.15,1) returns 3.2
=ROUND (-3.249, 1) returns 3.2

• POWER (Number, Power) Rouses number by power.

• OR (Export, Expr2)
This function evaluates the logical expressions and returns TRUE, if any
of the conditions is TRUE and returns FALSE, only if all the conditions
are false e.g. –
= OR (True, False) returns TRUE.
=OR (True, False) returns TRUE.
=OR (2+3=5, 3+3=6) returns TRUE.
=OR (2+1=4, 2+2=5) returns FALSE.

• NOT (Logical)
It reverses the result of the logical expression passed as parameter E.g. –
=NOT (True) returns False. =NOT (1+2=3) returns False.

• IF (Logical - test, Value - if true, value – if – false)

It evaluates the expression and returns the TRUE value, if expression is
true and FALSE value, if Condition is false E.g. – =IF (C3>50, “Pass”,
“Fail”)
Note –
You can combine And, or and Not function with if condition to in
corporate data validation in worksheet E.g. –

=IF (And (C3>400, (C5=1000), “OK” invalided returns OK if the value

in C3 is greater than 400 and the value in C5 equal to 100. =Power (6, 2)
returns 36.
=Power (4, 4) returns 256.

STATISTICAL FUNCTIONS
• AVERAGE (Number1, Number2)
To calculate the average of the given range.
• MAX (Number1, Number2)
To returns the maximum value from the range specified.
• MIN (Number1, Number2)
To return the minimum value from the given range.

• COUNT (Value1, Value2)

It counts the number of values in the specified range. It does not count
text entries, blank cells and errors. The COUNT () cannot take more than
30 arguments.

• COUNT IF (Range, Criteria)

It returns the number of the values that math’s the criteria E.g. If cells C1,
C8 contains the following values, 20, 25, 25, 15, 20, 25 the function
=Count If (C1= (8, “25”) returns 3.

LOGICAL FUNCTIONS
These functions help in decision making.

• AND (Expert, Expert 2)

It joins two or more conditions and returns TRUE, if all the conditions are
TRUE and FALSE, if any one of the conditions is False E.g. –
=AND (TRUE, FALSE) returns TRUE.
=AND (TRUE, FALSE) returns FALSE.
=AND (2+3=5, 3+3=6) returns TRUE.

TEXT FUNCTIONS
• LEN (Text)
Returns the number of characters in the string passed as argument (inch
ding spaces) E.g. –
=Len (“IVCC computer education”) returns 15.

• EXACT (Text1, Text2)

It compares both the text values and returns TRUE, if they are exactly
same (including space and case).

• CONCATENATE (Text1 Text2)

Joins several text strings maximum up to 30 text items into single text
string example –
=Concatenate (“Total”, Strength”, C5) returns total strength 20 if the
value of C5 cell is 20.

• RIGHT (Text, Num-Charts)

Returns right most num-charts number of characters from text. =Right
(“Hello Santosh”, 5) returns Santosh.

• LEFT (Text, Num-Charts)

Returns left most num-charts number of characters from text. =Left
(“Hello Santosh”, 5) returns Hello.

• TRIM (Text)
Removes all space from text, except those single spaces between words.
= Trim (“It is Example”) returns “itsexample”

• UPPER (Tool)
Converts text too upper case. Example – = Upper (“computer”) returns
Computer.

• LOWER ( Text)
Converts text too Lower case. Example – = Lower (“Computer”) returns
computer.

• VALUE (Text) –
Converts a text string to a number which represents a number.

= Value (“ 2,000”) returns 2000.

USING FUNCTION WIZARD

User can insert function clicking F1 tool button on standard toolbar or
clicking on functions in insert.

• Select the function category.

• Select the function name you want to use.
• Click on OK button to start the function wizard.

AUTO SUM FEATURE

Auto sum button ∑ is used to calculate the total of a range of cells without
typing the formula in the destination cell. The button will total the values
about or to the left of the destination cell automatically. This particular
feature button is available at standard toolbar.

AUTO CALCULATE

Sometimes you do not want to store the result of total, average, maximum
value etc… in a cell for that you do not need to use a formula you can
view the sum, the average, maximum or minimum values by right
clicking on the status bar. A shortcut menu is displayed select the required
function and the result will be displayed automatically on the status bar.

CELL REFERENCING
The cell co-ordinates in the formula are known as cell-reference.
TYPE OF CELL REFERANCE
1. RELATIVE REFERANCING
The positing of the cell which is entered in formula is related to the cell in
which the formula is entered. This means that if the formula is copied or
moved to another cell the referenced cells will also get changed
accordingly.

2. ABSOLUT REFERENCING
It means that the co-ordinates of the cells do not change on copying the
formula to another cell. Absolute referencing is done

by preceding the cell co-ordinates by a

sign example – A 1

3. MIRED REFERENCING
When the combination of both relative & absolute agreeing is used it is
called mixed referencing. The co-ordinate which is to be

fixed will be preceded by

sign e.g.
A10,

FINDING THE VALUE USING GOAL SEEK

It is used adjust the value in a specified cell unit formula that is dependent
on that cell reaches to a target value.

The stops are –

• Select the cell having the formula whose value is being edited. • Click
on goal seek from tools menu, goal seek dialog box appears on the

screen.

• Click in to value text box and type the

new value.
• Click on by changing cell: box and type cell address cell where relative
value is to be changed.
• Click on ok goal seek status dialog box appease on elevating the result.
• Click on OK to change the value and cancel to ignore the result.

AUDITING

Worksheet auditing is a feature that checks a worksheet for errors.

Auditing can be used to relate formulating different cells and locate the
source of calculation errors.

Tracing errors though Auditing

With the auditing toolbar option you can examine the relationship
between cells and formulas on your worksheet and identify errors. It
contains the following options.

1. TRACE PRECEDENTS
To find the cells that provides data to a formula. Select the cell that
contains the formula and choose trace precedents.

2. TRACE DEPENDENTS
To find out which formula refers to a cell. Select the cell and choose trace
dependents.

3. TRACE ERROR
Errors like # Div/0 can be traced by clicking on this button as it locates all
cells referenced by the formula trace error = trace precedents + trace
dependents.

SCENARIO

What if analysis is the most power feature of excel. It helps in automatic

recalculation of formulas when any of the source data changes. These are
the sets of data that can be viewed to see the result of what if analysis.

To create a scenario

• Select scenarios from tools menu and click on Add button, Add scenario
dialog box appears.
• Type a name in scenario name text box.
• Enter the references for the cells that you want to change in changing
cell: text box and click on OK scenario value dialog box appears.
• Enter the value that you want for the changing cells.
• Click OK scenario manager dialog box appears.
• Click on Show to see the values on worksheet for selected scenario.

PIVOT TABLE

It is used to create reports that summarize worksheet data in a meaningful

format and columns to see the summaries in different ways. We can rotate
its ways. We can also filter the data by pages it is used when long list of
data it to be summarized and compared.

TURNOVER (IN LAKHS) SALES PERSON WISE Months Sales

Computer Printer Inkjet Person Printer 1 January George 45.00 3.00
5.00
2 February George 30.00 5.00 8.00 3 March John. 20.00 8.00 10.00

While creating pivot table you have to specify your elements.

1. Pages– Allows creating drop-down list.
2. Rows– cells that form the rows.
3. Columns – cells that form the columns.
4. Sum of values – values you want to add at each insertion.

Creating a pivot table –

Create the report fellow the following steps
1. Click on data → pivot table and pivot chart report… a dialog box
appears as show in figure click on NEXT button.

2. Specify the range from where data is to be taken (A3:A15) and click on
NEXT again.
3. Select where you want to put pivot table it can be either new worksheet
or existing worksheet. Then click on LAYOUT button to start the layout
wizard pivot table & pivot chart wizard – layout will appears, where you
can arrange the data items according to the requirement.
4. Drag the entire field one by one and drop them at specified area.
5. Click on FINISH button to insert the pivot table and summarized table
can

be further filtered by
clicking on.
6.
SORTING DATA IN WORKSHEET

By sorting user can arrange rows in list according to the contents of

particular columns that is arranging the contents of a list/ table in a
ascending or descending order as specified using data → sort utility
provides three phases for sorting i.e. if in a first heading the records are
identical it will sort on the basis of second heading and if in the second
heading the records are identical again it will arrange on third-heading.
The steps are given below.
• Select the cells you want to short include the heading if you wish. •
Click on short …. From data menu the short dialog box appears.

• If you have included heading in your selection click on header row, if

not then on no header row radio button.
• Select first sorting keys in sort by drop-down list and select the order. If
required specify the second and third phase sorting critter.
• Click on OK to finally sort the data,

Displaying automatic subtotal list

The subtotal…. From the data menu is used to display the summary
information and grand total in the form of list.
• Sort the list according to the column for which you want a subtotal. •
Select cell in the list you want to subtotal.
• From data menu, choose subtotal.

• At each change in drop down list box, select the column heading

containing the group you want to subtotal from the use function: drop
down list box, select the function you want to use summarize data or
accept the default selection.
• From the add subtotal to: list box, select the columns containing the

values you want to summarize click on OK button, the result will appears
automatically.
DATA FORM

This feature of excel allows you to display one record at a time form the
list of records. Here we can view, add, modify, delete and search records
shred in the current list. This list should have fieldname that determines
the categories of records.
The step to create and work with form is –

1. Select the range where records are stored.

2. Click data → form, a dialog box will appearswith the sheet title.
To view the next or previews record tab key or mouse pointers is used. •
If you want to search only selective records, the criteria option is used.
Type the criteria in the field boxes and click on form button. It will new
display only those records where conditions are satisfied.
• When finished working with form click on close button.

FILTER
In excel user can filter the data to see only the records user requires for
this
there are two kind of filter.

AUTO FILTER
• Select the cells which need to be filtered.
• Click on data → Filter → Auto filter button appears at the right in the

column headings.
• Click on button where filter is required.
• A drop down list of criteria appears showing the options that you can

choose from.
• To remove this filter click on data →Filter →auto filter again.
ADVANCED FILTER
It is used to filter the required record and store it in some other location
to do this.
• Copy the heading at two locations one for specifying criteria and other
to copy value.
• Specify the criteria in worksheet for the records you need.
• Choose Data → filter → Advanced filter …. Advanced filter dialog box
appears.
• Specify the address of the data value, criteria value and destination cell
in the dialog box.
• All the value satisfying the condition will be displayed in destination
cell.

DATE TABLE
Data table is used to generate a list of answer for same set of value you
can use it to do the things like concert meters to feet, calculating, square
root etc…

DATA VALIDATION
It is used to ensure the only correct data is entered in the worksheet. •
Select the cells to restrict.
• Click on data →Validation … Data validationdialog box appears. • In
setting tab, select data type in allow drop down list box, select logical

compares on operators from data: drop-down list box and set minimum &
maximum values in minimum & maximum: text box.
• Set input & errors messages.
• Then click OK.

FORMATING WORKSHEET
ALIGNMENT OF CELLS
To align the contents of selected cells, wrapping text within cells,
adjusting
width of column and rows
• Click on cells from format menu bar.
• A dialog box appears on the screen, having some option helpful for all
formatting.
• To set the alignment of the text, select alignment tab.

AUTO
FORMAT

Excel auto format applies a button combination of format called auto

format. Excel provides variety of auto format that apply formats for
numbers, alignments, fonts, borders, patterns and shadings.

To apply the auto format on the selected range the following steps are
followed. • Select the range from worksheet to auto format.
• Click on auto format…. From format menu an auto formatting. • Select
table format which you want to apply.
• Click on OK button.
To cancel the applied format click on undo button or (CTRL+Z)

Setting of column width and row height

If the data which is entered into the cell is bigger than the width of
columns width with following steps
• Select columns option from format menu, a submenu is displayed.

• Click on Width….
• Enter column width in column text box and click on OK...
Similarly the Row, Height can also be changed by selecting the Row
option from Format menu.

Hide or display the Row and column from sheet.

To hide the column steps are
• Select the columns that you want to hide
• Click on format → Columns →Hide.
• The same steps are followed to hide other rows.

To display the hidden columns the steps are –

• Select the range where hidden column are.
• Click on format → column →unhide.

RENAME A SHEET
User can change the name of the sheet with the help of following steps – •
Move the pointer inserts which you want to rename.
• Click on format → sheet → rename sheet tab gets selected, now type
new

name of the sheet or press entered key or right click on sheet tab and
select rename to rename the sheet.
Users can also hide the sheet by clicking on format → sheet → hide or
durable – click on old sheet name.
Giving name to a range –

While maintaining large volumes of data, we frequently need to refer to a

range of cells for per formatting calculations using formulas in such cases
it is more convenient and efficient to name this range meaningfully.

CREATING NAMES
• Select the range to be named.
• Click on Insert →Name →Define / design name dialog box appears. •
Type a name for the selected range in names in workbook: text book and

click on add.
Now we can refer the cells A1:B6 by
It’s name SALES.
Rules for naming
First character must be a letter.
Space is not allowed.
Name can be up to 25 5 characters long.

INSERT PICTURE< OBJECT OR BREAK

How to Insert Picture?

• Click on Insert →Picture →Clipart…..
• Clip art window appears.
• Select any category and click on any picture to be inserted then click on

insert button.
• Click on (X) button to close the clip art window.

How to Insert Object in Excel document?

• Click on Insert →Object.
• Select type of object to insert from object type list box.
• Click on an object will be inserted and opened for editing edit the object

and close the application.

Note: Double click on the object for editing again.

Page Break
• Move the pointer at position where you want to insert page break. •
Click on Insert →Page break.

GRAPHICAL PRESENTATION OF DATA

Charts are visual representation of data in very appealing manners and
make it easy for users to see comparisons, patterns, and treads in data for
instance, rather than making calculations for comparison on several
columns. You see at a glance to what extent the projected sales not or
whether sales are failing or rising over monthly periods. The list shows
few chart types and third purpose

CHART TYPES –

CHART PURPOSE
PIE Relationship between parts of a whole. BAR Compare Values.
COLUMN Emphasize the different between items. LINE Display trends
and change of values over time. AREA Amount of change in value.
3 D Distinguish between different sets of data.

Consider the following data for creating the chart.

ABCD
1996 1997 1998 1 PRINTER 10.6 11.3 17.5 2 INK PRINTER 7.5 15.7
10.5 3 MODEM 15.5 19.8 50.2 4 MOUSE 10.5 20 35
5 COMPUTER 30.6 50.6 70.9
6
7
8
9
10
Follow the following steps to create a chart:
• Select the range e.g. (A1:E6) on the basis of which chart is to be created.
• Click on the chart wizard button.
• Select the style what you want.
• The click on OK button.

10 POWER POINT
CHA P TER

Power point is a powerful presentation graphics package. It allows the

presentation to create his, own high quality presentation. Power point can
help you, if you don’t consider yourself a designer, just apply one of the
power point template to your presentation and choose from among the
thousands of color eschews available.

OBJECTIVE OF POWER POINT

1. Power point gives you the flexibility of switching between different

views during the creation of slides for a presentation.
2. It helps you to consider yourself a designer or consistency in design
and color.
3. Power point provides the user a medium to express his ideas in a player
and better way in power point presentation.

PRESENTATION

A presentation is simply the way an idea or a thought is communicated to

another person. “Presentation is actually to type of communication where
you put your thoughts, ideas and feelings across to an individual or to a
group such that they are accepted by the audience.

POWERPOINT PRESENTATION –
It is a collection of your slides, handouts, speaker’s notes of your out line,
all in one file.
Why we use a Presentation?
Answer – it has been unemployed that a presentation is a form of
communication where you get a chance to seek you thoughts and ideas to
a group of people.

In the work place, everything must be methodical for which certain fixed
procedure need to be followed.
In the business world, a presentation would be used to communicate your
thoughts to a group of people who may be semi or to you in which case it
would involve convincing them about your thoughts.

Physical Aspects of Presentation

1. A person must be familiar with the basic computers of a slide.
2. A good slide communicates a message successfully.

The Computers of a slide –

TITLE –

Title gives an idea of what the slide is all about. SUBTITLE –

A subtitle emphasizes the slides central ideas.

FOOTNOTE –
A footnote indicates the source of the slides data.

BORDER –
It acts like a frame for your slide.
X-axis, Y axis, X-axis title, Y axis title (for the graph) slides are one of
the most
important components of a presentation. A slide may include.
• Text highlighting the main ideas.
• Charts like Pic chart, column, area and organization chart clarify the
relationships in data and information.

What is the Basic Terms of a PowerPoint?

SLIDES Slides are the individual “Pages” of your presentation, soon you
will be
creating slides with PowerPoint slides can have title, text graphics, drawn
objects,
shapes, clipart and visual created with other applications and more.
HANDOUTS
Support your presentation you have the option of providing handouts for
your audience, handouts consist of smaller, printed version of your slides.

SPEAKER’S NOTES
Speaker notes can be created and printed. You will see a small image of
the slide or each notes pages, along with any notes type on the notes
pages.

OUTLINE

As you are working on a presentations, you have the option of working

with your presentation is outline view. In the outline your title and main
text appear but not you art or the text typed with the text tool.

SLIDE MASTERS

All presentation is different in their content and purpose. However there

are containing other aspects like size of the text, shape of the bullet and
font and the overall appearance that you might like to keep the same in
the slides in a presentation. This special slide is called a slide master. The
feature of a presentation, those taken off by the slide master are.

• Bullet – shape, size and color.

• Text – font.
• Text – size.
• Alignment of text.
• Slide numbers.
• Color scheme.
• Slide background and, • Date and time stamping.

TEMPLATES
Templates are providing by a presentation graphics package as
readymade source of sophisticated which presentation.

STARTING POWERPOINT
Click on Start menu button → Programs → MS PowerPoint OR
Double click on Microsoft PowerPoint icon which is appears on the
screen. Then the PowerPoint dialog box appears on the careen.

Auto Content Wizard

A new presentation is created through a wizard. This wizard prompts for

purpose, style, contents, handouts and output after supplying the
information in Press ALT + F4.

If the changes mode in the presentation are not ‘saved’ PowerPoint will
confirm to save the changes in the dialog box that appears before exiting.
FILE MENU NEW – This command is used to create a new slide.
OPEN – This command is used to retrieves a file from the disk or opens
an existing file.
CLOSE – This command is used to close the current slide.
SAVE – This command is used to save any slide of PowerPoint.
SAVE AS – This command is used to saves the current slide to disk using
a new slide name.

SAVE AS HTML – This command is used to starts the internet assistant

which s=creates an HTML document from your document worksheet or
chart-ready to publish to the World Wide Web (WWW).
PACK & GO – This command is used to starts the pack and go wizard
which helps you pack up a presentation so that you can run it on another
computer. If you make changes to your presentation after you use the
wizard run the pack and go wizard again so that you can update the
information.

PAGE SETUP – This command is used to sets margins, paper source,

paper size, page orientation and other layout options for the active file.
Click on file menu → Page setup → then page setup dialog box appears.

Set All the Options –

1. Size of the slides from slides sized for:
2. Width is used to set width of the slides.
3. Height is used to set the height of the slides.
4. Number slides from option are used to set the number of the slides.
5. Orientation is used to slide orientation which is portrait or landscape. ↓
Click on OK command button.
PRINT
This command is used to prints the active file or selected items to select
print option on the file menu, click print then the print dialog box appears.
Shortcut command is CTRL+P.
Click on file menu to choose print command.
↓
Choose print command.
↓
Then, print dialog box appears.
↓
Set all the options.
Set the printername →click on current slides.
↓
Click on OK Command button.

PROPERTIES
This command is used to display the property sheet for the active file.
Click on file menu → choose properties
↓
Then properties dialog box appears on the careen.
Type all the options of properties.
↓
Click on OK command button.

EDIT MENU
UNDO – This command is used to reverses the effect of the most recent
command or operation.
REPLACE – This command is used to repeats the most recent command
or option.
CUT – This command is used to remove the selection from the slide and
replace to the clip boards.
COPY– This command is used to places the selection from the work
sheet.
PASTE – This command is used to inserts the contents of the clip board
to the present location of the working directory.

PASTE SPACIAL – This command is used to paste special way such as

objects with object linking and embedding or OLE. Paste links or embeds
the clip board contents in the current file in the format you specially
create any file in other package i.e. print.
Save that file →Copy the text/ object go on MS PowerPoint.

↓
Click on the paste special from edit menu.
↓

Then, it will show you the dialog box of paste special.

↓
Click on OK, and then you will see your copied file is pasted on the MS
PowerPoint.

PASTE AS HYPERLINK
It inserts the contents of the clipboard as a hyperlink at the insertion point
replacing any selection.
Types the text → select the text →insert → Hyperlink
↓
Then hyperlink dialog box appears on the screen.
↓
Click on Brower
↓
Select any file from the list, from the any documents
↓
Click on Open →OK Button
↓
Then your text will be Hyperlinked,
↓
Click on Edit →copy and the Paste as hyperlink.

CLEAR This command is used to deletes the selected object or text

without
putting it on the clip board. This command is available only if an object
or text is
selected.
Shortcut command is DEL.
DUPLICATE
This command is used to makes a quick copy of a selected object to make
additional copies of the same object.
Shortcut command is CTRL+D.
Create any object →select that object.
↓
Click of Edit menu.
↓
Choose duplicate command.

SELECT ALL
This command is used to select all text and graphics in the active window,
or select all text in the selected object.
Shortcut key is CTRL+A.

DELETE SLIDE
This command is used to deletes the current slide or notes in slide sorter
or outline.

VIEW MENU

MASTER
1. Slide master.
2. Title master.
3. Handout master.
4. Notes Master.
Master controls the appearance of slides, handouts of slides and notes in a
presentation with a presentation open on the screen.
Select view → Master to select the master youwant from the master menu
youcan choose any one of the following Masters: Slide Master, Title
Master, Handout and Notes Master. Master slides are used to.
1. Modify Title area, Footer, Date, Time and Slide number.
2. Rearrange the number of slides that can be printed on a page.

SLIDE MASTER

Slide master defines the contents of the template. It controls the

background in a slide show and fines the style of text and title that
appears in your presentation. It can also contain objects that you want in
every slide of the presentation, such as a company logo. The slide master
contains the formatting that controls how layouts will appears for existing
or new slides in a presentation. The slide master can control the
appearance of all the slides in a presentation or template but if you want
the title slide to be treated differently, use the title master to control the
layout for that slide.

TITLE MASTER

Title master is similar to the slide master except that the changes made in
the slide master effect only slides with the title slide layout applied to
them you can change the background color, size, and text objects
formatting for all slides in the title master.

The title master changes the formatting for only the title slide layout. You
can have numbers title slides in a presentation and they can appear at any
position in a presentation. However power-point considers only the title
slide layout as a title slide so if you change the title master, it will not
affect any other slide layouts in the presentation.

HANDOUT MASTER

The Handout Master controls the appearance of the handouts you choose
to print and then distribute to your audience or presentation staff. You can
include a header, footer, date and number in your handout master.
NOTES MASTER
By Choosing View

Master → Notes masters, you will get the display. The notes master
controls the placement of the header, footer, date, and number notes body
area and slide image.
CREATING A SLIDE MASTER
To create slide master, follow these steps:
• Select view →Master → Slide Master.
• Choose format → Background.
• Click on the drop down arrow next to the color box and click on file

effects…. The fill effects dialog box appears. Select the pattern tab. •
Select a pattern is sure to select one that will not interfere with the text on
the screen.
• Click on OK, and then click on Apply to change the background of the
slide
master, without changing the title master.
• At this point you should save your template.
• Select file →save from the menu bar or press CTRL +S.
• In the Save As dialog box, change the file type to presentation template.
• Type the name of the template and click on Save.
BLACK AND WHITE
This command shows the active presentation is black and white.
SLIDE MINIATURE

This command turns on or turns off the slide miniature window which
displays a miniature version of the current slide. Complete with text and
graphics. You can’t edit the slide in the slide miniature.
SPEAKER NOTES

This command displays the speaker notes for the current slide. You
cannot include speaker notes on your printed handouts, or you can print
then and the use them to remember key point during a presentation.

TOOLBARS
This command displays or hides toolbars. To display a toolbar select the
check box next to the toolbar name. To hide toolbar, clear the check box.

RULER This command displays or hidden the horizontal ruler which you
can use
to position objects change paragraph indents, page margins and other
spacing
settings.

GRIDES This command displays or hidden the vertical and horizontal

alignment
guides on your slides. Use the grids to help you position and align object
on your
slides.

HEADER AND FOOTER

This command is used to add or changes the text that appears at the top
and bottom of every page or slide.
Click on view → header and footer →then header andfooter dialog box
appears.
1. Click on date and time to set the date option on the slide. 2. Click on
slide number to set the slide number on the slide. 3. Click on footer to set
the footer on the slide.
↓
Click on apply to all, if you want to apply this setting on all the slides. ↓
If you click on apply command button it will apply only one slide.

ZOOM
This command controls how large or small the current file appears on the
screen. Click on menu bar.

↓
Choose zoom option, then zoom dialog box appears on the screen.
 INSERT MENU

NEW SLIDE
This command prompts you to click a slide layout and then inserts a new
slide after the active slide shortcut key CTRL+M.

DUPLICATE SLIDE
This command inserts a copy of the current slide after the current slide
shortcut CTRL+SHIFT+D.

SLIDE NUMBER
This command adds the slide number to an individual slide. If you want
to
add the slide number to every slide use the header and footer command.

DATE & TIME

This command is used to adds the date and time to an individual slide
using the form at you choose. If you want to add the date and time to
every slide use the header and footer command.

TAB This command is used to inserts a tab character at the insertion

point.

SYMBOL
This command inserts symbols and special characters from the fonts that
are installed on your computer.
Create any text box.
↓
Click on Insert Menu → choose symbols
↓
Then symbol dialog box appears on the screen.

Select any symbol from that list

↓
Click on INSERT command button.
↓
Then you will see that your symbols are placed on the document.

COMMENT
This command inserts a comment at the insertion point.
Click on Insert menu
↓
Choose comment option.
↓
Then you will see your comment will shows on the screen.
↓
Type the comment on it.

FORMAT MENU

FONT This command is used to changes the font and character spacing
formats
of the selected text.
Click format menu →Choose font.
↓
Then the font dialog box appears on the screen.

NOTE

Superscript raises the selected text above the baseline and changes it to a
smaller font size, a smaller size is available. If you select the superscript
cheek box. Superscript lowers the selected text below the baseline and
changes it to a smaller font size. A smaller size is available, if you select
subscript cheek box.

BULLET
Bullet command is used to add bullet to or remove bullets from selected
paragraphs.

ALIGNMENT
You can align your text in any way you want in PowerPoint. You can
align
your text left, right, center and justify.
Click on Format Menu.
↓
Choose alignment option from that format menu.

LINE SPACING

You want change the line and paragraph spacing in PowerPoint. Line
spacing is the space between lines in the same paragraph and paragraph
spacing is the space between separate paragraphs. Remember PowerPoint
starts new paragraph each time you press enter key while entering text to
change line or paragraph spacing select the text you want to format for
spacing on select format
– line spacing then line spacing dialog box appears on the screen.

CHANGE CASE
The change case command is used to changes the capitalization of select
text.
Format → click on change case.
↓
Then change case dialog box appears on the screen.
1. Sentence case – capitalizes the first letter of the first word in the select
sentence.
2. Lower case– changes all selects text to lower case letters.
3. UPPER CASE – changes all selects text to capital letters.
4. Title case capitalizes the first letter of each word in the selection.
5. Toggle case – changes all selected uppercase selectors to lower case
vice versa.

REPLACE FONTS

This tool is unique to PowerPoint. If you find that you have used a font in
your presentation that does not work well on your slides. You can changes
that font to another to do so follow these steps.

1. In replace font dialog box, select from the replace drop-down list box
the font that needs to be replaced.
2. From with drop – down list box select the font that will replace the font
selected in replace.
3. Click on replace button.
4. Replace steps to replace other fonts.
5. Click on close when you are done.
6. Replace command button is used to replace one font to another font, by
using the command button.
7. Cancel command button is used to cancel this replace fonts commands.

SLIDE LAYOUT

Slide layout command changes the layout of the selected slide or

reapplies the current master style to the placeholders if you have modified
their attributes. This command does not office objects and text outside the
placeholder. Click format →slide layout.

↓
Then slide layout dialog box appears on the screen.
Choose any layout from reapply the master style text box.
↓
Click on Reapply command button.

SLIDE COLOR SCHEME This command

changes to a different color scheme.
Click on format → chose slide color scheme. ↓
Then color scheme dialog box appears. reapplies or modifies that existing
color scheme or

Click the color scheme you want for the current slide or for the cutis
presentation. ↓
• Click apply command button.
• Apply all command button applies the changes to your entire
presentation in including the master.
• Delete scheme command button deletes the selected color scheme. If
you want to create your own color scheme, click on custom tab button.
 To
change a color, click on change color after choosing scheme solar option,
• At last, click on apply.
• If you want to add it on the standard scheme click on add as standard
color scheme command button.
BACKGROUND

PowerPoint enables you to add background to your presentation.

Background helping giving professional look to the presentation we can
add any pattern texture or shading to it.

To change the background color, perform the following steps – 1. Display

the slide for which background is to be changed or display the
slide master if you want to change it for an entire presentation. 2. Select
format menu → background…. A dialog box will appears. 3. Select any
one of the following options.

(a) Automatic

Set the background according to slide master.

(b) Solid Color
Set background with specific color.
(c) More Color
Options a dialog box appears from where we can select color. (d) Fill
effects
Opens a dialog box in which special effects gradient fill texture or
picture can be used as background.
4. Now click on apply button to apply the background to a slide.

APPLY DESING

Apply design applies one of the PowerPoint design templates to your

presentations or uses one of your own presentations as a template. Design
templates contain color scheme color scheme, slide and title master with
custom formatting andfont’s designer for a particular “Look”.
Click Format Menu →CHOOSE APPLY DESIGN.

↓
Then apply design dialog box appears on the screen.
↓
Choose any template design.
↓
Click on Apply button.
↓
It will apply on the slide.

COLORS AND LINES

This command opens the colors and lines tab, where you can set the line
and fill colors and the style for the selected object or auto shape.
Create any object.
↓
Click on Format.
↓
Choose color and lines.
↓
Then format auto shape dialog box appears.
OBJECT
This command formats the line, color, fill and pattern, size, position and
other properties of the selected object.

TOOLS MENU
SPELLING – F7

The spell checker in PowerPoint exactly like the one word to check the
spelling of your presentation, first press F7 or select tools → spelling …
format the menu bar. You will see a dialog box similar to the one, which
word provides to help you with suggestions for your spelling errors.

STYLE CHECKER

By default, PowerPoint automatically checks for the style constancy.

Whenever it finds any problem or error it indicates the errors with (light
bulb) on the slide… for this, office assistance should be visible by
checking on the bulb errors can be fixed or ignored.
Error marked on this Object ↓

Group/Discvssion

• Text is too small some of the text in this placeholder might be too small
for your audience to read.

• Change text to be at last 36 Point.

• Ignore this style rule-for this presentation only.

• Change style checker option for all presentations.

□don’t show me this step again.

OK

Options for checking style can be changed by clicking on change style

checker options for all presentations in the list…. on clicking hang style
checker options for all presentations in the list, a dialog box will
appears…
In this tab setting for number of font’s text, size, body text size, number
of bullets etc… can be done.
In case and End presentation tab settings for slide title style, body text
style, slide title, punctuation and body punctuation can be specified.

LANGUAGE

Language designates the language of selected text in a file that contains

more than one language. The spelling checker automatically uses the
dictionary for the designate language.

AUTO CORRECT

PowerPoint now has the same auto correct option that you have used in
word. You can always add text to auto correct to change any errors you
frequently make while typing. To use the auto correct options follow
these steps. Select tools menu → choose correct … from the menu bar.

↓
In the auto correct dialog box, add or delete any items you wish or change
any options.

↓
Click on OK the accept the changes or, Cancel to keep your old setting.

AUTO CLIPART

Auto clipart analyzes the text contents of the current presentation and
suggests a list of related clip-art, sounds, or videos that you can present.
Use the auto clipart command to quickly find a clip that represents the
ideas in your presentation.

Click on tools menu → Auto clipart.

↓
Then auto clipart dialog box appears.
↓
Click on view clipart button.
↓
It will show a warning dialog box
↓
Click on OK
↓
The clipart gallery 30 will be displayed
↓
Chose any clip from that gallery.
↓
Click on insert command button, it will be inserted into the document. ↓
Then click on choose from auto clipart dialog box appears.

POWERPOINT CENTRAL

The PowerPoint central PowerPoint users that contains presentations.

Click on tools Menu → choose PowerPoint central.

Click on yes and also click on OK.

↓
Then PowerPoint central option displays on the screen.

POWERPOINT CENTRAL

Hot Links
☐ What is PowerPoint central?

command launched articles and tips on an online magazine for how to

create between

☐ Browser free sounds, clipart, textures, photographs

☐ Seven tips and tricks to make you more protective.
☐ Check out the NEW animation effects in PowerPoint. ☐Click on Edit menu
The ‚Pour P ‘S’ for better presenting by dale cargoes training. ☐ Internet,
PST, Present and Future ‚by Gordon be11’ senior researcher,

Choose copy slide Microsoft research.

↓
Choose it from (X) arrow button.
↓

Edit →Paste it.

PRESENTATION CONFERENCE
This command starts the presentation conference wizard which runs a
presentation on two or more computer over a network or on the internet.
Carry out the actions you want to record
↓
To stop recording your macro click□ stop recording tool bar.

EDIT A MACRO
Tools → Point to macro, and then click
Macros →in the macro name box, enter the name of the macro. ↓
Click on Edit.

RUN A MACRO
Open the presentation that contains the macro → Tools
↓

Point to macro →then click Macros.

↓
In the macro name box, enter the name of the macro you want to run. ↓
Click on RUN.

DELETE A MACRO
1. On the tools menu, Point to Macro, and then click Macros.
2. In the macros name box, click the name of the macro that you want to
delete.
3. Click on DELETE.
4.
How to Copy part of a Macro to create another Macro?
1. Open the presentation that contains the macro you want to copy.
2. On the tools menu, point to macro and then click Macro,
3. In the Macro name box click the name of the macro you want to copy.
4. Click on Edit.
5. Select the lines of the macro you want to copy to copy the entire
Macro, make sure to in dude the sub and End sub lines in the selection.
6. Click Copy.
7. Switch to the module where you want to place the Macro you copied.
8. Click Paste.

ADD–INS

This command specified which add ins are available automatically when
you start Microsoft – Excel, you can load or unload add-ins that come
with Microsoft excel as well as add-ins programs that you create.
CUSTIMOZE
This command customizes toolbar buttons, menu commands and shortcut
key assignments.
Click Tools → customize option → then customize dialog box appears on
the
screen.

Set the option (which is clearly shown in MS-Word notes)

↓
Click on Close.

OPTION
This command modifies settings for Microsoft office programs such as
screen appearance printing, editing, spelling and other options.
Click on Tools Menu bar.
↓
Choose option from sub menu bar.
↓
This dialog box used to set different types options.
↓
Click on OK
SLIDE MENU

VIEW SHOW
This command runs your slides show beginning with the current slide if
you are in slide view or the selected slide if you’re in slide sorter view.

REHEARSE TIMINGS

This command run through the procedure for creating a base time for
your slide show and then see or you can use this tools in PowerPoint slide
view/ to change and speed up presentation. You will need to have
presentation open.

• Using advance in the transition bar.

• Using Rehearse new timings from the entire slide show dialog box.

1. Setting slide timings manually –

• Switch to slide sorter view.
• Select the slide for which timings is to be set.
• Click on slide show – slide transition …. And in advance frame specify
the

number of seconds for each slide.

• Click on Apply and repeat it for all the slides.

2. Rehearsing slide timing –

• Select slide show – Rehearse timings – the first slide appears along with
a slide timer in the lower right hand corner of your screen. Also note the
dim pointer in the lower left hand corner of the screen.

• Advance through each slide by clicking on the next arrow in the

rehearsal dialog box or clicking on the slide. If you make an error you can
repeat the slides, and the times will start from 0:00 again you can also
click on the pause button in the rehearsal dialog box to pause the timer.

• When you have finished your show, a dialog box appears asking
whether you want to record the new time for your slide show, click on
YES. 3. Record a voice narration or sound in a slide show –

To record a narration your computer needs a sound card and a micro

phone. You can record a narration before you run a slide show or you can
record it during the presentation and include audience comments.
4. Record a voice Narration –
1. On the slide show menu click record narration.
2. To insert the narration on your slides as an embedded object and to
begin

recording, click on OK. to insert the narration as a linked object select the
link narrations in check box and then click OK to begin recording.

3. Advance thought slide show and add narrations as you go. At the end
of the show a message appears.
4. To save the timing along with the narration click YES, to save only the
narration click no.
A sound appears in the lower – right corns of each slide that has
narration.

SETUP SHOW

This command sets options for running your slide show, including the
type of presentation you’re making which slides to include, whether to
include sound and animation affects the annotation pen color.

VIEW ON TWO SCREEN

This command runes the stage manager command wizard which sets up a
presentation to run on two computers at the same time to run a
presentation on more than to computers. Use the presentation conference
command instead.

ACTION BUTTONS

Action buttons are another element you can easily add to your
presentation slides use them to add a pre-programmed button so that you
can have move easily from one slide to another click a home page button
for the slide you are preparing for your web-site or a sound button to play
a greeting or musical introduction when you click on it to add an action
button.

Click on slide-show – action buttons to display the palette of 12 buttons.

Then just click on the button you want and place it on the slide.
 Drag those action buttons on
the slide, it will run just like internet options. Create the slide-show and
see that the buttons are run just like internet buttons.
ACTION SETTING

You can add another setting to an object on a slide by using the action
setting [select slide show – action setting….] Action setting effects how
an object will react when you click on it or pass the moves over it during
a slide a slide show. You have five options from which to choose.
Note hyperlink to run program: run macro: and object action.
If you want to move to another slide when you click on an abject in a
slide show, you can pick any slide in your show as the destination. Simply
right click on the object and choose action setting to display the action
setting dialog box. Then click on hyperlink to : radio button and use, the
down arrow to display the list of page you can select the page to which
you want to move. When you click on the object during the presentation
PowerPoint help you to navigate around the slide you have selected.
You will set the action settings.

↓
In, hyperlink to combo box set it,
In run program text box choose the program,

↓
At last, click on OK command button.
 PRESENT
ANIMATION

You can animate text, graphics, sounds, movies and other objects on your
slides so you can focus on important points control the flowed of
information and add interest to your presentation. The preset animation is
used to do animation directly from menu option i.e. Drive, Flying,
Camera, Flash once, Laser text, Typewriter, Reverse order, Dissolve,
Appear etc..

CUSTOM ANIMATION

You can change the order in which each objects will appears on the slide
you can also attribute sound to individual objects, click on show – custom
animation ….. remember you can choose multiple objects on the same
slide by clicking on each object while holding down the shift key. If you
select more than one object type. You will be able to modify only the
properties the objects have in common.
ANIMATION PREVIEW

This command runs all the animation effects for the current slide in a
slide-miniature window so you can see now the animation will work
during the slide show.

SLIDE TRANSITION

Transition, controls the way each slide will appears as it opens on the
slide show screen. You have a long list of effects to choose from and see
how using this option will affect the slides appearance in the show.
To open the slide transition, click on slide show – slide transition from the
menu bar. You can change the picture on the sample slide in the dialog
box by clicking on it.
You want to see how each transition will affect the appearance your slide
in the slide show, click on the list box in effect the induces your arrow
keys to scroll though the list.

HIDE SLIDE

If you are in slide – sorter view hides the selected slide. If you are in
slideview, hide the current slide – so that it is not automatically displayed
during an electronically slide show.

Make five or six slides to make a slide show.

↓

Click on view menu

↓
Choose on slide show.
↓
Click on the hide slide.
↓

Click on slide show

↓
Choose view show.
↓
Then you will see the hide slide is not run in the slide show.

CUSTOM SHOW

This command creates a custom show-a presentation within a

presentation when you create a custom show you group slides in an
existing presentation so that you can easily show that section of the
presentation to a particular audience and omit it for their audiences.

Click on slide show

↓
Choose custom show
↓
Then the custom show dialog box appears on the screen.

Click on new
command button then define custom show dialog box appears.
Set your slide in your desired are running.
↓
Click on OK
↓
Click on show to see the arrangement of slides.
ORGANIZATION CHART

An organization chart shows the format structure of a Hirer Chiral group.

An organization chart can be used to effectively depict a complex
organization scheme as an easily comprehensible visual, these charts are
ideal for all types of groups-clubs, companies and governments.

If the hierarchy of an organization is very complex the organization chart

that represents this organization may also become complex. In such
situation it is better to create two organization charts.

To create an organization chart –

1. Click on new slide button on the status bar to display auto layout dialog
box.
2. Select organization chart layout list and then click OK to display a
blank
organization chart presentation slide.
3. Double click or organization chart box to display organization chart
window.
4. Click on text type title and name in the box.
To change group styles
• Select on style menu to display different group styles select any of them.
To change box boarder styles
• Click on box to select
Select the Box
Type name here/ type
title here
• Select box boarder from the boxes menu to display different border
styles. Select any one of them.

To change box shadow style –

• Click on box to select.
• Select box shadow from the boxes menu to display different shadow.

Select any one of them.

To change box color –
• Click on box to select.
• Select box color from the boxes menu to display different colors. Select

any one of them.

To change line thickness of the box –

• Click on box to select.
• Select box line thickness from the boxes menu to display different line

thickness. Select any one of them.

To change line style of the box –

• Click on box to select.
• Select box line style from the boxes menu to display different line style.

Select any one of them.

To change line color of the box –

• Click on box to select.
• Select box line color from the boxes menu to display line colors. Select
any

one of them.
To add more boxes in organization chart –

• Click on the appropriate button on the toolbar, to add subordinate,

coworker, manager and assistant box.
•

Subordinate : Co - Worker :

Co - Worker :
Manager : Assistant :

Editing different boxes –

Subordinate
Co – Worker
Co – Worker
Manager Assistant

11 MS ACCESS
CHA P TER

Microsoft Access is powerful software designed for PC. It allows you to

create and manage databases. A database is an organized body of related
information that is arranged for ease and speed of search and retrieval.
Some of the examples of databases are: Jerome Library online catalogue,
telephone directories, addresses books, cookbooks, tour books, etc.

Most BGSU offices and departments work with Access as their database
application. The examples in this tutorial present common features of
databases used on campus.

Microsoft Access is equipped with a few options that help you to enter,
organize, and edit data in an easy and intuitive way. You can also
effectively perform such tasks as storing, filtering, and retrieving data, as
well as asking questions about the data and receiving instant answers. In
Access, you can create professional reports and save your data in HTML
format for viewing in a browser.

PLAN NIN G Y OUR DA TABAS E

Creating and working with databases in Microsoft Access requires

thorough planning. If you plan your database in advance, it will save you
a lot of time and effort later. Follow these guidelines before you start
creating your database:
• Determine the purpose of your database (this will help you decide what
information to include, and how to organize your fields)

• Include only related information (this will make your database more
meaningful and easier to work with)
• Review existing files that can provide information necessary for your
database (e.g. archives, paper files, electronic files, etc.)
• Plan fields in your table ahead of time (list all the fields you need to
include in your table before starting in Access)
• Break up fields into smallest meaningful values (e.g. Name into Last
Name, First Name)

• Enter data (type in your information)

• Finalize design (convert your database into a Form or a Report)
UNDERSTANDING PARTS OF A DATABASE

RECORDS AND FIELDS

Before creating and working with a database, it is important to
understand what a database is and what it is made of.

A database is a collection of related data organized in tables. Tables

consist of records and fields. A record is a row in the table that contains
information such as name, address, phone number, etc. A field is a
column that contains categories of information. For example, each field in
the Records table (Figure 1) contains the same type of information about
a person. First Name, Last Name, Address are fields. Each record in the
table (Figure 1) contains all the Last Name, Address are fields. Each
record in the table (Figure 1) contains all the 7088 is a record.

DATABASE WINDOW

When you open an Access file, whether existing or new, you will see the
Database window . The Database window is the command center of
your database; here you can create and use any object, such as Tables,
Queries, Forms, Reports, Pages, Macros, and Modules Database
objects are the basic components that make up a database. For the
purposes of this tutorial, we will discuss only four objects: Tables,
Queries, Forms, and Reports.

Tables Used to enter, store, organize, and view data. For example, one
table
could store a list of students and their IDs, while another table could store
the
equipment that the students checked out.

Queries

Used to extract data from a database, Queries ask a question of data

stored in a table. For example, a query could display only students who
checked out still cameras.

Forms Used to enter, edit, or view data stored in a table or a query.

Reports
Used to display and print selected information from a table in a
visually appealing customized way.

CREA TIN G A D
ATABASE AN D EN TER ING DA TA
NEW FILE

Once you have a thorough plan, you can start creating your database in
Microsoft Access. To create a new database in Access, follow these steps:

1. Go to Start > Programs > Microsoft Office > Microsoft Access 2003.
You will see the gray screen with Access menu on top.

2. Click File in the menu, choose New . The New File pane will open on
the right-hand side of the screen
3. In the New File pane, select Blank Database option. This will open
the File New Database dialog box.

4. In the File New Database dialog box, type in a name for your
database, navigate to the folder where you wish to save your file, and
click Create

CREATING A TABLE

After saving your database file you will be able to see the Database
window . In the Database window you will see three options for creating
tables: Create table in Design view, Create table by using wizard , and
Create table by entering data
 If you choose the Create
table in Design view option, you can name your fields, assign data type
for each field, and format your fields.
Choosing the Create table by using wizard option allows you to create a
table by following instructions in the Table Wizard dialog boxes.

If you decide to use the Create table by entering data option, you can
enter data first, and then do all the formatting. TABLE WIZARD

Table Wizard is the easiest way to create a table. To create a table in the
Table Wizard , follow these steps:
1. Select Tables from the
Objects bar.

Double-click the Create table

by using wizard option. You
will see the Table Wizard
dialog box

3. In the Table Wizard

dialog box (Figure 4),
select your table
category, Business or
Personal , by clicking one of the radio buttons.

4. Choose the purpose of your database under Sample Tables (Figure 4)

by clicking on one of the items in the list. You will see that Sample
Fields change for each sample table.

5. Choose content fields for your database from the list under Sample
Fields (Figure 4). To do this, double-click the desired filed. You will see
it appear in the
Fields in my new table list box (Figure 4).

NOTE: You can also use the single arrow to move the field into the
Fields in my new table list. Click the double arrow if you wish to move
the entire list.

If you need to have customized names for your fields, select the field in
the Fields in my new table list and click Rename . Type in a new name
in the dialog box and click OK (Figure 5).

Figure 5. Rename field dialog box

6. Once you have selected all the fields for your table, click Next .

7. The next step will ask you to name your table and set a Primary Key .
Type in the name for your table (do not use spaces or special characters).
Then, choose
No, I’ll set the primary key (Figure 6). Click Next.
 Figure 6. Set Primary Key
8. In the next dialog box, choose Numbers I enter when I add new
records . Click
Next.
9. In the next dialog box, select Enter data directly into the table. Click
Finish.
You will see your table in a new window (Figure 7).

Figure 7.
Sample table
ENTERING DATA

Start entering your data into the table by typing in the cells. To delete
typing mistakes, use the BACKSPACE key. To delete changes in the
current field, hit the ESC key.

NOTE: Only the latest changes will be deleted.

To move between cells or between records, use arrow keys or the Tab
key.
To add a new record, click New Record
in the toolbar.
NOTE: You cannot add records if your cursor is on the blank record.
To edit data in a field, click in that field and type in the new data.

To replace the entire value in the field, move the pointer to the left corner
of the field until it changes into the plus sign, and click. Type in new data.
Microsoft Access saves your data when you move to another record.
FORMATTING A TABLE

Once you have created a table you can format it in Design View. Click on
the Design View button in the toolbar (Figure 1) to see the formatting
options.

Figure 1. Design View button

SETTING
PRIMARY KEY

The first step you should take while formatting your table is setting a
Primary Key . The Primary Key , which is assigned to one of the fields,
is a unique identifier of each recording a table. To set the Primary Key ,
do the following:

1. Select the field you want to be the Primary Key for your table. This is
usually a number, for example a student ID, a product serial number, etc.

2. Click the Primary Key button in the toolbar (Figure 2). This is now
the unique identifier of the record.
Figure 2.
Primary Key button

INSERTING COLUMNS
If you need to insert a column into your table, i.e. if you need to add a
field,
you can do it from Design View .
1. Click the Design View button (Figure 2); in the table grid you will see
extra fields.

2. Type in a title in a blank field (Figure 3).

Figure 3. New
field in Design View

3. Click on the Data Sheet View button. You will see a dialog box asking
you to save the changes. Click OK .
4. Scroll all the way to the right to see the new column in your table.
NOTE: You don’t need to insert rows; Access does that automatically
when you enter data.

FORMATTING DATA TYPE

In Design View you can also define the data type for each of the fields.
For example, if you have a field that contains dollar values, you can
define the data type for this field as Currency . The field will display the
dollar sign and two decimal points.

To format the data type in Design View , follow these steps:

1. Click in the cell next to the field you wish to format the data type for in
Data Type column.

2. Choose the desired type from the dropdown menu (Figure 4).

Figure 4. Formatting Data Type

3. Click on the Data Sheet View button. You will see a dialog box asking
you to save the changes. Click OK .
4. Type in the data in the field; you will see how the formatting is applied.
RELA TING TAB LES USING RELATED TABLES

Any database contains several tables that have related information and are
connected through one Primary Key . Related tables are used for queries
, forms , and reports .

When you start planning your database, plan for several tables and a field
that will connect them. This field, for example student ID, should be set
as the Primary Key in both tables.
SETTING RELATIONSHIPS
To relate two tables, make sure the Primary Key is set for the same fields
in both tables (Figure 1).

Figure 1. Student ID set as

Primary Key
Follow these steps to set a relationship between two tables:
1. In the Database window , click Tables from the Objects bar.
2. Click Relationships button in the toolbar (Figure 2). You will see the
primary table.
Figure 2.
Relationship button
3. Click the Show Table button in the toolbar to view the other table
(Figure 3).
Figure 3.
Show Table button
4. Select the second table from the list and click Add .
5. Close the dialog box. Now you can see both of your tables.
6. Go to Relationships in the main menu. Select Edit Relationships .
7. In Edit Relationships dialog box click Create New.
8. Select Left Table Name from the dropdown menu. This will be the
name of your first primary table (Figure 4A).
9. Select Right Table Name from the dropdown menu. This will be the
name of your second table (Figure 4B).
10. Select Left Column Name from the dropdown menu. This will be the
name of the primary key in the first table (Figure 4C).

11. Select Right Column Name from the dropdown menu. This will be
the name of the foreign key form the second table (Figure 4D). Both Left
Column Name and Right Column Name should be the same.
 Figure 4. Create Relationships
dialog box

12. Click OK . Then click Create . You will see a black line connecting
the primary key and the foreign key in both tables – this is the
relationship between these two tables.

NOTE: If both of your tables were created in Table Wizard and they
have at
least one identical field, the relationship between the tables is
automatically
set.

CREATING QUERIES USING QUERIES

Queries are used to extract information from the database based on

criteria that you define. In queries you can pull data from several related
tables to get an answer to a specific question. For example, you need to
know each employee’s name, their department, andtheir phone numbers.
You have several tables in your database:

1. An Employee table: Employee ID, Employee First and Last name, and
Department Code;
2. A Department table: Department Name and Department Code;
3. A Phone table: Employee ID and Phone Number.
You can pull out the fields that you need to answer this question and put
them in a new table – a query (Figures 1 and 2).
 Figure 1. Relationships between
tables

Figure 2. Sample query

CREATING QUERIES BY USING WIZARD

The easiest way to create a query is by using Query Wizard . Before

starting, make sure all the tables in your database are related. To create a
new query, follow this process:

1. In the Database window select Queries from the Objects bar.

2. Double-click Create query by using wizard.
3. In the Simple Query Wizard dialog box, select one of your tables
from the Tables/Queries dropdown menu (Figure 3).
4. Double-click or use single arrows to choose fields for the query (Figure
4).
 Figure 4. Simple Query Wizard
5. Repeat steps 3 and 4 to add fields from other tables.
6. Once you have all the necessary fields, click Next .
7. In the next dialog box choose Detail (shows every field of every
record) and click Next.

8. Type in a name for your query in the dialog box (don’t use spaces or
special characters), select Open the query to view information, and click
Finish . You will see the datasheet with the answer to your question, i.e.
employee’s last names and phone numbers along with employee IDs and
department codes.

CONVE RTIN G TO A FOR M USING FORMS

Forms are an easy way to enter, edit, and view data (Figure 1). Any table
or query can be converted into a form. Forms can include fill-in-the-blank
fields, check boxes, lists of options‚ etc. Forms can also contain buttons
that allow the user to perform other actions, for example to print reports
or labels.

Figure 1. Sample form

CREATING FORMS
Just like with tables and queries, the easiest way to create a form is by
using Form Wizard . To create a form, follow the steps below:

1. Click the Forms icon in the Objects bar. You will see two options in the
Database window; Create form in Design view and Create form by using
wizard.

2. Double-click Create form by using wizard . The Form Wizard

dialog box will open.
3. In the Form Wizard dialog box, select your table from the
Tables/Queries dropdown menu (Figure 2).

4. Double-click or use single arrows to choose fields from the Available

Fields list (Figure 2).

Figure 2. Form Wizard

5. Once you have all the necessary fields, click Next .

6. Choose a design for your form by clicking one of the radio buttons.
You can preview the design as you click the buttons. The most popular
designs are
Columnar, Tabular, and Justified .

7. Click Next .
8. Choose a style for your form by clicking one of the styles from the list.
9. Type in a name for your form in the dialog box and click Finish . You
will see your form with one record on display.
NOTE: To see the other records, use the Navigation bar at the bottom of
the window(Figure 3).
 Figure 3. Navigation bar
Once you have created your form, you can enter data or format the form
to suit your needs.
To add a new record, click on the New Record button
in the Navigation bar .

To use formatting options, click the Design View button from the
Database toolbar . Here you can add controls, such as Text Box, Label,
List Box, Check Box, Option Button , etc. and format other options.

CONVERTING TO A REPORT USING REPORTS

Reports allow you to view and present data from your database in a
printed form. Access offers several styles and formats for reports, so you
can create a customized document to suit your needs (Figure 1).

CREATING REPORTS
Again, you are going to learn how to create a report by using Report
Wizard . To create a report, follow the steps below:

1. Click the Reports icon in the Objects bar. You will see two options in
the Database window: Create report in Design view and Create report by
using wizard.

2. Double-click Create report by using wizard . The Report Wizard

dialog box will open.

3. In the Report Wizard dialog box, select your table from the
Tables/Queries dropdown menu (Figure 2).
4. Double-click or use single arrows to choose fields from the Available
Fields list (Figure 2).

Figure 2. Report Wizard

5. Once you have all the necessary fields, click Next .

6. In the next step you can add grouping to your report by selecting one of
the fields. For example, in our sample report the data is grouped by
department code (Figure 3). Once you are finished with the grouping
click Next .

Figure 3. Report Wizard:

Grouping

7. Choose a sorting order for the data in your report. Select fields from the
dropdown boxes and assign either Ascending or Descending sorting
order by clicking the appropriate buttons (Figure 4).
 Figure 4. Report Wizard: Sorting
8. Click Next .

9. Choose a layout and

orientation for your report
by clicking the radio
buttons. Click Next .

10. Choose a style for your

report by clicking on a title
form the list. Click Next .

11. Type in a name for your

report in the dialog box
(don’t use spaces or special
characters) and click
Finish . You will see the
print layout of your report
(Figure 5).
 Figure 5. Finished report

You can format your report in Design View . To use formatting options,
click the Design View button from the Database toolbar . Here you can
add controls, such as Text Box, Label, List Box, Check Box, Option
Button , etc. and format other options.

FILTERING FILTER COMMAND

Filter is an Access command that allows you to view only specific records
in a table, a query, or a form. Those records must match one or more
criteria that you specify. For example, you have a query with Customer
ID, Customer Name, Address, Phone, Account Number, Order ID, Order
Date, Item Number, and Quantity fields, and you wish to see only the
products ordered by a specific customer, for instance Verizon Wireless. If
you apply Filter By Selection command and choose this customer name
as a criterion, you will be able to view only those records that match this
criterion (Figure 1).
 Figure 1. Sample filter

SAVING AND RE-APPLYING FILTERS

Filters can be saved and re-applied. However, the way saving and re
applying works depends on the object they are created in.

If you created your filters in a table or a form, Microsoft Access saves

these filters when you save your table or form. You can reapply the filters
when you need them the next time you open this table or form.

If you created your filters in a query, Access saves these filters, but it does
not add the filter criteria to the query design grid when you save your
query. You can reapply the filters after you run the query the next time
you open it. If you created a report based on an open table or query that is
filtered, the filter is saved and automatically applied to the report each
time that you open it. If you created a report based on a closed table or
query, the filter settings that are saved with the table or query are also
saved with the new report but not automatically applied when you open
the report.

FILTER BY SELECTION

If you need to view records that contain text (such as “Verizon Wireless”)
in the field, you have to use the Filter By Selection command. To apply
Filter By Selection , follow these steps:

1. Open a table, a query, or a form.

2. Click in the field you want to view records with.
3. Click the Filter By Selection button
in the toolbar. You will see a datasheet with records containing the
field that you clicked in Step 2.
4. Save the filtered data using the guidelines in the Saving and
Reapplying Filters section.
NOTE: To remove filter, click the Remove Filter button.
FILTER BY FORM

If you need to filter records based on values in more than one field, you
have to use the Filter by Form command. Figure 4 shows the filtered
query with the following criteria selected: The Mall for Customer Name
, Bowling Green for City , OH for Region , and 30-352-TC for Item
Number , this is what will be displayed after the filter is applied (Figure
2).

Figure 2. Sample filter

by form
To apply Filter by Form , follow these steps:
1. Open a table, a query, or a form.
2. Click the Filter By Form button
in the toolbar. You will see a blank datasheet with the fields from
your table. 3. Type in or select from the dropdown menu one or more
criteria for your filter.
4. Click the Apply Filter
button in the toolbar. You will only see

the records that match all the specified values ( Figure 2 ).

5. Save the filtered data using the guidelines in the Saving and
Reapplying
Filters section.

NOTE: To remove filter, click the Remove Filter button.

FILTER FOR INPUT

If you need to filter records that exactly match a criterion, you have to use
the Filter for Input command. Figure 3 shows the filtered table with
Quantity greater than 10 selected as a criterion.
 Figure 3. Sample Filter For Input
To apply Filter for Input , follow these steps:
1. Open a table, a query, or a form.
2. Right-click in the field you want to apply your criterion to.
3. In the context menu find Filter For and type in your criterion, e.g. >10
(Figure 4).
Figure 4. Filter For context menu
NOTE: Use arithmetic operators to specify your criterion.

4. Click ENTER, You will see the datasheet with the records that match
the specified criterion, i.e. you will see the records that show Quantities
larger than10 .

5. Save the filtered data using the guidelines in Saving and Reapplying
Filters section.
NOTE: To remove filter, click the Remove Filter button.
KEY TERMS Database
A collection of related data organized in tables.

Database window
The command center of a database; here any object, such as Tables,
Queries, Forms, Reports, Pages, Macros, and Modules can be created and
used.

Field A column that contains categories of information.

Filter An Access command that allows you to view only specific records
in a
table, a query, or a form. Those records must match one or more criteria
that you specify.

Forms Used to enter, edit, or view data stored in a table or a query.

Primary Key
A unique identifier of a table, usually a number, such as a student ID, a
product asset tag, etc.

Queries

Used to extract data from a database. Queries ask a question of data

stored in a table. For example, a query could display only students who
checked out still cameras.

Record A row in the table that contains information such as name,

address, phone
number, etc.

Reports
Used to display and print selected information from a table in a
visually appealing customized
way.

Tables Used to enter, store, organize, and view data. For example, one
table could
store a list of students and their IDs,
equipment that the students checked out. while another table could store
the