People's Campus

Affiliated to Tribhuvan University

Lab Report on
IT and Applications
Submitted By: Submitted To:
Name: Name: Er. Sanjay Kumar Sah
Roll No: Signature: …………………………
Year/Part:

Department of Bachelor of Business Administration (BBA)

IT and Applications BBA I/I

Table of Contents
Lab
Lab Name Date Signature Remarks
No.
To identify various components of the
1. computer system, switch on, shut down, and 2081-08-28
restart of the computer.

To identify the various components located on

2. 2081-09-05
the motherboard.

To identify the different ports on the computer

3. motherboard. 2081-09-05

To study the basic MS-DOS Commands and

4. to compare between Windows Environment 2081-09-12
and the DOS Environment.

To study the basic operations of the Word

5. 2081-09-19
Processing Package (MS WORD).

To create a cover page and table of contents

6. 2081-10-04
for lab report by using MS Word.

To study the basic operations of the Electronic

7. 2081-10-11
Spreadsheet Package (MS EXCEL).

To study the basic operations of the

8. 2081-11-02
Presentation Package (MS POWERPOINT).

To get acquainted with Internet connection,

9. Browser, website, URL, http, www, net 2081-11-09
browsing.

To create an email ID, send and receive email,

10. 2081-11-23
chat.

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Laboratory Work-1:
INTRODUCTION TO BASIC COMPUTER OPERATION

OBJECTIVE: To identify various components of the computer system, switch on, shut down and
restart of computer.

EQUIPMENT REQUIRED:
1. Keyboard
2. Mouse
3. Monitor
4. Computer Cabinet
5. Uninterruptible Power Supply (UPS)

THEORY:
The term "computer" is derived from the Latin word "computare" which means to calculate. A computer
is a programmable electronic device that accepts raw data as input and processes it with a set of instructions
(a program) to produce the result as output. It renders output just after performing mathematical and logical
operations and can save the output for future use. It can process numerical as well as non-numerical
calculations. In simple terms, a computer is a machine that can store and process information.
Generally, Analytical Engine is considered as the first computer, designed by Charles Babbage in the 1837.
Hence, Charles Babbage is called the "Father of the Computer”.
COMPUTER SYSTEM:
A computer along with additional hardware and software together is called a computer system. Computers
have four necessary components: input, output, processor and memory.

Fig. Computer System

The actual machinery:
▪ the physical parts (e.g., keyboard, mouse, printer, CPU etc.) are refer to as computer hardware;
▪ the instruction or a program (e.g., language, instruction, and data) that tells the computer what to
do or how to do, that is called computer software.
i.e., Computer = Hardware + Software

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To use full features of hardware and software they are dependent on each other, both plays vital role in
each other’s functions. A computer has the ability to accept data (input), process it, and then produce
outputs.
IDENTIFICATION OF DIFFERENT COMPONENTS OF COMPUTER:
1. Keyboard:
Keyboard is the most common and very popular input device which helps to input data to the computer.
The layout of the keyboard is like that of traditional typewriter, although there are some additional keys
provided for performing additional functions. A keyboard is composed of buttons used to create letters,
numbers, and symbols, and perform additional functions. Keyboards are of two sizes 84 keys or 101/102
keys, but now keyboards with 104 keys or 108 keys are also available for Windows and Internet.

Fig. Picture of Keyboard

The keys on the keyboard are as follows:
S.N. Keys & Description

Typing/Alphanumeric Keys: These keys include the letter keys (A-Z) and digit keys (0-9)
1
which generally give the same layout as that of typewriters.

Numeric Keys: It is used to enter the numeric data or cursor movement. Generally, it consists
2 of a set of 17 keys that are laid out in the same configuration used by most adding machines
and calculators.

Function Keys: The twelve function keys (F1, F2, ……, F12) are present on the keyboard
3 which are arranged in a row at the top of the keyboard. Each function key has a unique meaning
and is used for some specific purpose.

Control/Cursor Movement Keys: These keys provide cursor and screen control. It includes
4 four directional arrow keys. Control keys also include Home, End, Insert, Delete, Page Up,
Page Down, Control (Ctrl), Alternate (Alt), Escape (Esc), Page Up, Page Down, Arrow.

Special Purpose Keys: Keyboard also contains some special purpose keys such as Enter, Shift,
5
Caps Lock, Num Lock, Space bar, Tab, and Print Screen.

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2. Mouse:
Mouse is the most popular pointing device. The pointer is an on-screen object,
usually an arrow that is used to select text, access menus and interact with
programs, files or data that appear on the screen. It is a very famous cursor-
control device having a small palm size box with a roundball at its base, which
senses the movement of the mouse and sends corresponding signals to the CPU
when the mouse buttons are pressed. Generally, it has two buttons called the left and the right button and a
wheel is present between the buttons. A mouse can be used to control the position of the cursor on the
screen, but it cannot be used to enter text into the computer.

Operations of Mouse:
▪ Pointing: Point means position the mouse pointer over a particular word or object on the screen.
▪ Click: The action of pressing down a mouse button (usually left one) and releasing it is known as
click. Clicking is initiated to do some action such as to move the cursor in a word processor or to
select links on the web page.
▪ Right Click: Click on the right button means a single click on the right mouse button.
▪ Double Click: Double click means pressing the left button of the mouse twice successively, used
to start a program or open a folder.
▪ Drag and Drop: It refers to the action of clicking and holding down the mouse button while moving
the object or selected text to the new position.
3. Monitor:
Monitor is a common or standard output device to display the data or information in softcopy form. The
monitor is provided along with the computer to view the displayed output. It presents output visually on
computer screen. It forms images from tiny dots, called pixels that are arranged in a rectangular form. The
sharpness of the image depends upon the number of pixels.
The clarity of an image on the computer screen depends on three factors:
▪ Resolution of Screen: Number of pixels in horizontal and vertical direction. More the number of
pixels, the sharper is the image.
▪ Dot Pitch: Distance between centers of two pixels and its small value indicates sharpness of images.
▪ Refresh Rate: The content is being redrawn again and again fastly but our eye cannot see the
redrawing process. Number of times per second the pixels are recharged so that their glow remains
bright.

There are three kinds of viewing screen used for monitors:

▪ Cathode-Ray Tube (CRT): This technology, used in older monitors and TVs, uses an electron
beam to create an image on a phosphorescent screen. CRTs are known for being bulky, heavy, and
less energy-efficient compared to newer technologies.
▪ Liquid Crystal Display (LCD): LCDs use liquid crystals to modulate light, which is then used to
create an image. They are lighter, thinner, and more energy-efficient than CRTs.

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▪ Light Emitting Diode (LED): LED monitors primarily use LEDs for backlighting within an LCD
display. This provides better energy efficiency, brighter and more vibrant images, and a thinner
profile compared to traditional LCD monitors.
4. Inside a Computer Cabinet:
System Cabinet or Chassis is a plastic enclosure that contains most of the components of a computer
(usually excluding the display, keyboard and mouse).

Fig. Front Panel and Back Panel of CPU

i. CPU Front Panel:
▪ CD Drive: This is the drive where any external CD/DVD can be inserted.
▪ Floppy Disk Drive: This is the drive where any external floppy can be inserted.
▪ Power Button: It is the button where the power can supply in to the system.
▪ Reset Button: It is to restart the system.
▪ USB Ports: It is used to attach any KBD, mouse, printer, pen drive etc.
▪ Headphone/Mic Port: it is use to attach headphone or speaker.
▪ LED: It is the indicator which shows the power supply current is going on into the system.
ii. CPU Back Panel:
▪ SMPS/Power Supply: Switch Mode Power Supply provides all the electrical power needed by all
the components of the computer.
▪ Power Supply Cooling Fan: This fan cools the SMPS.
▪ PS/2 Connector: This is 6 pin female port used to connect Keyboard and mouse.
▪ Serial Com Port: This is 9 pin male port used to connect keyboard.
▪ VGA Port: This is 15 pin female port used to connect VGA cable.
▪ Parallel Port: This is 25 pin female port used to connect printer.
▪ USB Port: This port can connect up to 127 peripherals (such as mouse, keyboard, printer, pen drive
etc.) at once.
▪ RJ-45 LAN Port: The ethernet port accepts an ethernet cable which allows you to communicate
on a network that runs TCP/IP.
▪ RJ-11: Telephone modem card with RJ-11 female connectors to phone line and telephone.
▪ Audio Jack: Mike in port (pink), Audio/Speaker output (green), Line in port (Blue).
▪ Expansion Slots: An expansion slot is a socket on the motherboard that is used to insert an
expansion card.

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Locate the following components inside the computer cabinet:

▪ Motherboard
▪ Processor/CPU
▪ System Memory/RAM
▪ BIOS
▪ SMPS
▪ Heat Sink
▪ Cooling Fan
▪ Little Parts
▪ CMOS Battery
▪ Case
▪ Ports and Interfaces
▪ Graphics/Video Card
▪ Sound Card
▪ Network card
▪ Ribbon Cable
▪ SATA Cable
5. Uninterruptible Power Supply (UPS):
Power supply supplies the power that the computer needs. It is always
located in the back and separate from all the other components inside the
computer case and it connects to everything inside that is not directly
connected to the motherboard. The motherboard also connects to the power
supply and that's how it powers the components that directly connect to it.
Gives power to the computer by converting AC supplied by the wall
connection to DC.
A device that provides battery backup when the electrical power fails or drops to an unacceptable voltage
level. During power surges and failures, Uninterruptible Power Supply (UPS) devices keep computer
systems and IT equipment safe and operational. An Uninterruptible Power Supply (UPS) provides battery
backup power when the flow of electricity drops to an inadequate voltage, or if it stops.
SWITCH ON THE COMPUTER:
In the context of computing, "switching on" or "starting" or "booting" a computer refers to initiating the
process of powering it on and loading the operating system, making it ready for use. This involves various
hardware components working together, culminating in the display of a login screen or desktop.
Detail steps for switch on the computer are:
1. Press the computer’s Power button.
If the monitor is not turned on, press the Power button on the monitor.
2. When the computer has finished booting, it will show a dialogue box that will ask for a username
and password.
3. Enter your username and password, then click “→ ” (the submit button) or press the Enter key on
keyboard.

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SHUT DOWN THE COMPUTER:

Shutting down a computer means to properly and safely turn off its power, closing all running programs
and exiting the operating system. This prevents data corruption and hardware damage.
Steps for shutdown the computer are:
▪ Press alt+f4 key simultaneously, select shut down option and click on ok.
▪ OR, Press the windows key from the keyboard, select power option by moving the mouse pointer
to the bottom left corner of the screen, click on power, click on shut down.
RESTART THE COMPUTER:
Restarting a computer means to shut down the operating system and then start it up again. It's essentially a
"soft reboot" where the computer goes through a shutdown sequence and then automatically restarts, as
opposed to a full power cycle.
Restart actually does shut down of all of the computer's processes. That means we get a totally clean start
when the computer boots up again, though it takes longer to get everything running. Restart should be used
when installing updates/software and to resolve any errors. Some software installations and updates
actually require you to use restart to finish the process.
Steps for restart the computer are:
▪ Press alt+f4 key simultaneously, select restart option and click on ok.
▪ OR, Press the windows key from the keyboard, select power option by moving the mouse pointer
to the bottom left corner of the screen, click on power, click on restart.
PRECAUTIONS:
1. Care must be exercised while operating computer system in lab.
2. Turn-off the computer system when there is a power failure.
3. Care must be exercised while inserting power adaptor.
4. Care must be exercised while inserting FRC (Flat Ribbon Cable).
5. Connections should be proper and tight.
6. Switch “ON” the power after completing the circuit.
7. Report any hardware fault immediately to your teacher or lab instructor.
8. Do not play with computer peripherals and wires.
9. Don't hesitate to ask for assistance from the teacher or lab instructor.
10. Turn-off the computer when not in use.

RESULT & CONCLUSION:

The study of computer system with its components and their operation is carried out.
In this session, I successfully identified the various components of a computer system, including the central
processing unit (CPU), monitor, keyboard, mouse, RAM, storage devices (hard drive/SSD),
motherboard, and power supply. I also learned the proper steps to switch on, shut down, and restart the
computer. By pressing the power button, I initiated the startup process, observing the boot sequence. For
shutting down, I followed the proper procedure via the operating system to safely power off the machine.
I also performed a restart to observe the process of rebooting, which ensures that the system reloads the
operating system and refreshes memory.

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Laboratory Work-2:
COMPONENTS OF COMPUTER MOTHERBOARD
OBJECTIVE: To identify the various components located on the motherboard.
EQUIPMENT REQUIRED:
1. Computer Motherboard
2. Computer Cabinet

THEORY:
A main circuit board (or system board) that allows the CPU to interact with other parts of the computer
inside the computer case. The central printed circuit board (PCB) in many modern computers that holds
many of the crucial components of the system, providing connectors for other peripherals. Communication
medium for entire computer. Each component inside the case must connect to the motherboard in one of
two ways: directly or indirectly.

It performs the following significant functions like:

▪ Distributing power from the power supply to all hardware components.
▪ Transferring of data and instructions between various hardware components.
▪ Providing various sockets and pads for mounting electronic components.
▪ Offering expansion slots to add other components, such as graphics card, network cards, etc.

Fig. Layout of Motherboard

The motherboard is characterized by the:
1. Form factor: It refers to the motherboard’s geometry, dimensions, arrangement and electrical
requirements. Advanced Technology Extended (ATX) is the most common design of motherboard
for desktop computers.
2. Chipset: It is a circuit, which is used to control the resources such as the bus interface with the
processor, cache memory and RAM, expansion cards, etc. It used to coordinate data transfers
between the various components of the computer.
3. Processor Socket: It is a connector into which the processor is mounted. The Basic Input Output
System (BIOS) and Complementary Metal – Oxide semiconductor (CMOS) are present on the
motherboard.

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Locate the following components inside the computer motherboard:

▪ Processor/CPU
▪ BIOS
▪ CMOS Battery
▪ RAM
▪ Cache Memory
▪ CPU Clock
▪ Switches and Jumpers
▪ Memory Slots
▪ CPU Sockets
▪ Chipset
▪ Clock Generator
▪ Expansion Card Slots
▪ Storage Connectors
▪ Power Connectors
▪ Heat Sink/Cooling System

COMPONENTS LOCATED ON THE MOTHERBOARD:

1. CPU/Processor:
The processor also known as the CPU which controls the execution of all programs. A complete
computation engine that is fabricated on a single chip. CPU is the brain of the computer because every
command goes to the processor and then the processor executes the task. Perform the basic arithmetical,
logical, and input/output operations of the system. Every time you open up a program, use the keyboard,
or even click a button in a mouse, you send instructions to the processor to carry out.

Types of Processors:
▪ Multi Core Processors means: Single chip containing two or more processors
▪ Single Core Processors: Single chip containing one processor
▪ Dual Core Processors: Single chip containing two processors
▪ Quad Core Processors: Single chip containing four separate processors
▪ Octa Core Processors: Single chip containing eight separate processors

2. BIOS:
The BIOS (Basic Input/Output System) or firmware is the most important semiconductor chip on the
motherboard, aside from the processor. It is the basic program used as an interface between the operating
system and the motherboard. It is a non-volatile memory chip containing BIOS software. BIOS memory
chip is activated as soon as the computer is powered on and executes a series of firmware instructions
stored in its memory.

The BIOS is stored in the ROM and cannot be rewritten. These instructions perform several essential tasks,
such as testing hardware components, initializing system settings, and loading the operating system into
memory. This process is called booting up. It performs a Power-On-Self-Test (POST) that checks that the
hardware is functioning properly and the hardware devices are present. It checks whether the OS is present
on the hard drive.

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3. CMOS Battery:
A CMOS (Complementary Metal-Oxide-Semiconductor) battery is a small coin-shaped battery found on a
computer's motherboard that powers the CMOS chip. When the computer is turned off, the power supply
stops providing electricity to the motherboard. When the computer is turned on again, the system still
displays the correct clock time.

The CMOS chip stores important system information, such as the date, time, and hardware settings. CMOS
is kept powered by a button battery located on the motherboard. The CMOS chip is working even when
the computer power is switched off.

4. System Memory/RAM:
The system memory also known as RAM has the function to hold data that is being currently used by an
application or software running on the operating system. Because it is volatile memory, once the application
or software is closed, the resources borrowed from the RAM will go back to it.

5. Cache Memory:
Cache memory is a small block of high-speed memory (RAM) that enhances PC performance by pre-
loading information from the (relatively slow) main memory and passing it to the processor on demand.
Most CPUs have an internal cache memory (built into the processor) which is referred as level-1 or primary
cache memory. This can be supplemented by external cache memory fitted on the motherboard. This is the
level-2 or secondary cache.

In modern computers, level-1 and level-2 cache memory are built into the processor die. If a third cache is
implemented outside the die, it is referred to as the level-3 (L3) cache.

6. CPU Clock:
The CPU clock synchronizes the operation of all parts of the PC and provides the basic timing signal for
the CPU. Using a quartz crystal, the CPU clock breathes life into the microprocessor by feeding it a constant
flow of pulses.

For example, a 200 MHz CPU receives 200 million pulses per second from the clock. A 2 GHz CPU gets
two billion pulses per second. Similarly, in any communications device, a clock may be used to synchronize
the data pulses between sender and receiver.

A "real-time clock," also called the "system clock," keeps track of the time of day and makes this data
available to the software. A "time-sharing clock" interrupts the CPU at regular intervals and allows the
operating system to divide its time between active users and/or applications.

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7. The Switches and Jumpers:

DIP (Dual In-line Package) switches are small electronic switches found on the circuit board that can be
turned on or off just like a normal switch. They are very small and so are usually flipped with a pointed
object, such as the tip of a screwdriver, a bent paper clip, or a pen top. Take care when cleaning near DIP
switches, as some solvents may destroy them. Dip switches are obsolete and we will not find them in
modern systems.

Jumper Pins are small protruding pins on the motherboard. A jumper cap or bridge is used to connect or
short a pair of jumper pins. When the bridge is connected to any two pins, via a shorting link, it completes
the circuit and a certain configuration has been achieved.

8. Memory Slots:
These are the long slots attached to the motherboard to install DIMM chips on the computer. DIMM stands
for Dual Inline Memory Module, which consists of DRAM integrated circuits. The Dynamic Random
Access Memory (DRAM) is a volatile memory that stores the data and files being executed by the CPU.
Many variants of DRAM exist like DDR, DDR2, DDR3, DDR4, and more recently DDR5. Mostly, RAM
slots are designed in such a way that you can only insert the memory chip in one particular orientation. For
reference, earlier machines between the 1980s and late 1990s used SIMM (Single Inline Memory Module)
type memory modules.

9. Sockets:
You might have heard terms like LGA 1150 or AM3+. Getting the correct socket type for a processor is a
common dilemma faced when we assemble a computer, for example, a desktop machine. So, what exactly
is a socket? A socket is a place where the microprocessor or CPU sits on the motherboard. Due to the
socket, a microprocessor doesn’t need to be soldered to the motherboard. We can remove it anytime, as per
our will.

10. Chipset:
It is an IC present on the motherboard that is responsible for creating a communication channel between
the CPU and various components like memory, and peripheral devices connected to the motherboard.
Without a chipset, all the different parts will not be able to talk to the central processing unit, and this will
directly affect the performance of the computer. The chipset consists of two parts:
▪ The North Bridge (also called the memory controller) is in charge of controlling transfers
between the processor and the RAM, which is why it is located physically near the processor. It is
sometimes called the GMCH, for Graphic and Memory Controller Hub.
▪ The South Bridge (also called the input/output controller or expansion controller) handles
communications between slower peripheral devices. It is also called the ICH (I/O Controller Hub).
The term "bridge" is generally used to designate a component which connects two buses. Chipset
manufacturers include SIS, VIA, ALI, and OPTI.

11. Clock Generator:

It is an electronic oscillator (circuit) that produces a clock signal for usage in synchronizing a circuit’s
operation. The clock signal ranges between high and low frequencies, thus creating metronome for the
coordination of actions.

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12. Expansion Card Slots:

You might be familiar with the term PCI (Peripheral Component Interconnect). It is used to install
additional components like Wireless adapters, graphics cards, etc. PCI is an expansion bus that is used to
transfer data between the computer (i.e., CPU and RAM) and the connected peripheral devices, AGP slots.
Modern motherboards include the PCIe (PCI Express), slots which are an upgrade over the conventional
PCI and PCI-X expansion bus standards.

13. Storage Connectors:

Motherboards are equipped with connectors for attaching storage devices like magnetic hard drives, optical
drives, and SSDs. These devices work through an interface known as SATA. SATA or Serial ATA is also
a computer bus that enables a connection between the storage media and the computer through the host bus
adapters present on the motherboard.

Various SATA versions, namely SATA 3.2, mSATA, eSATA, etc., exist and are used depending on the
configuration of the machine. For example, mSATA or mini-SATA is used for SSDs and hard drives
installed on laptops.

14. Power Connectors:

In order to receive power from SMPS, there are connectors mounted on the motherboards.
▪ AT connector: It consists of 2 number of 6 pin male connectors and is found on old types of
motherboards.
▪ ATX connector: The latest in the series of power connectors, they are either 20 or 24 pin female
connectors. Found in all the latest types of motherboards.

15. Heat Sink or Cooling System:

Improper temperatures in the case of motherboards may lead to a reduction in performance and lower life
expectancy over the course of time. Hence, various devices like the heat sink and cooling fans have been
designed to bring down the temperature when the heat is generated by the motherboard components.

16. The Little Parts:

▪ Capacitors store energy.
▪ Resistors allow a current through.
▪ Transistors a valve which allows currents to be turned on or off.

RESULT & CONCLUSION:

The identification of the various components located on the computer motherboard is carried out.
In this activity, I identified and examined various key components located on the computer motherboard.
These included the CPU socket, where the central processing unit is installed; DIMM slots for memory
(RAM) modules; SATA connectors for storage devices like hard drives and SSDs; PCI/PCIe slots for
expansion cards such as graphics and sound cards; the power connectors that provide power to the
motherboard; and the chipset, which controls data flow between the processor, memory, and peripherals.
I also identified the battery that powers the CMOS memory and the heat sinks used to cool critical
components like the CPU and chipset.

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Laboratory Work-3:
PORTS AND INTERFACES ON THE COMPUTER MOTHERBOARD
OBJECTIVE: To identify the different ports on the computer motherboard.
EQUIPMENT REQUIRED:
1. Computer Motherboard
2. Computer Cabinet

THEORY:
Motherboard has a certain number of I/O sockets that are connected to the ports and interfaces found on
the back panel of computer. A port serves as an interface between the computer and other computers or
peripheral devices. A computer port is a hardware component that connects computers to devices, tools, or
networks. Ports manage data input and output. These ports are used to connect internal and external devices
to the motherboard for communication.

Locate the following ports and interfaces on the computer motherboard:

▪ Serial Port
▪ Parallel Port
▪ PS/2 Ports
▪ USB Port
▪ RJ-45 LAN Port
▪ SCSI Port
▪ Game Ports
▪ Analog Audio Jack
▪ VGA Port
▪ 1394a Port
▪ Optical S/PDIF
▪ eSATA Port
▪ HDMI Connector
▪ DVI Connector
▪ RJ-11 Connector
▪ Expansion Slots

PORTS AND INTERFACES:

Motherboard has a certain number of I/O sockets that are connected to the ports and interfaces found on
the back panel of computer. A port serves as an interface between the computer and other computers or
peripheral devices.

1. Serial Port:
It is 9-pin connector is often used to connect an older mouse, older external modems, older digital cameras
etc. to the computer. The serial port has been replaced by USB in most cases. Small and short, often gray
in color. Transmits data at 19 Kbps.

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2. Parallel Port:
It is 25-pin connector is most often used to connect a printer to the computer. Long and skinny, often pink
in color. Transmits data at 50-100 Kbps.

3. PS/2 Port:
Sometimes called a mouse port, was developed by IBM. It is used to connect a mouse and keyboard into
PC. Most computers come with two PS/2 ports. This is 6 pin female port used to connect Keyboard and
mouse.

4. USB Port:
Universal Serial Bus (USB) is now used to connect almost all peripheral devices (up to 127 peripherals)
(such as mouse, keyboard, printer, scanner, camera, pen drive etc.) to the computer. USB 1.1 transmits data
at 1.5 Mbps at low speed, 12 Mbps at full speed. USB 2.0 transmits data at 480 Mbps.

5. RJ-45 Connector:
It is also known as LAN or Ethernet port which is used to connect computer to the network. It corresponds
to a network card integrated into the motherboard. The ethernet port accepts an ethernet cable which allows
you to communicate on a network that runs TCP/IP.

6. SCSI Port:
A SCSI (Small Computer System Interface) port is a connector that allows a computer to communicate
with peripheral devices like hard disk drives, tape drives, CD/DVD drives, and scanners.

7. Games Ports:
A game port is a device port on a computer that was used to connect analog devices, such as joysticks, to
control video games. It was commonly found on IBM PC compatible computers in the 1980s and 1990s,
but was eventually made obsolete by USB in the late 1990s.

8. Analog Audio Port:

This port connects a tape, CD, DVD player or other audio sources. Mike in port (pink), Audio/Speaker
output (green), Line in port (Blue).

9. VGA Port (Video Graphics Array):

This is 15 pin female port used to connect VGA cable. VGA cables carry an analog signal as opposed to a
digital signal (ones and zeroes). Using higher frequencies, it's possible to reach a relatively high range of
video resolutions. However, video quality directly responds to cable quality, and doubly so on higher
resolutions. Due to this, the quality of a VGA image can vary notable across different cables.

10. 1394a Port:

This port is used to connect to any FireWire device. FireWire has largely been supplanted by USB. Some
professional audio hardware still uses FireWire, though you may also occasionally find higher-speed IEEE
1394b headers, but they are even rarer.

11. Optical S/PDIF:

It is used for sound connections to home audio receivers or powered PC speakers with optical connections.

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12. eSATA port (External Serial Advanced Technology Attachment):

It is an external interface for SATA technologies. It competes with FireWire 400 and universal serial bus
(USB) 2.0 to provide fast data transfer speeds for external storage devices.

13. HDMI Connector (High-Definition Multimedia Interface):

HDMI is a digital interface for transmitting audio and video data in a single cable. It is supported by most
HDTVs and related components, such as DVD and Blu-ray players, cable boxes, and video game systems.

14. DVI (Digital Visual Interface) Connector:

It is used to send digital information from a computer to a digital display, such as a flat-panel LCD monitor.

15. RJ-11 Connector:

Telephone modem card with RJ-11 female connectors to phone line and telephone.

16. Expansion Slots:

An expansion slot is a socket on the motherboard that is used to insert an expansion card.

RESULT & CONCLUSION:

The identification of the different ports on the computer motherboard is carried out.
During this session, I successfully identified and examined various ports on the computer motherboard.
These included external ports like USB, HDMI, Ethernet (LAN), VGA, audio ports (for microphone, line-
in, and speakers), and legacy PS/2 ports for keyboard and mouse. I also identified internal ports such as
SATA connectors for hard drives and SSDs, DIMM slots for RAM, the CPU socket, and PCI/PCIe slots
for expansion cards. I learned the purpose of each port and how they facilitate the connection of peripherals
and internal components to the computer system.

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Laboratory Work-4:
OPERATING SYSTEM

OBJECTIVE: To study the basic MS DOS Commands and to compare between Windows
Environment and the DOS Environment.

EQUIPMENT REQUIRED:
1. Computer System
2. MS-DOS

THEORY:
MS-DOS is an acronym for Microsoft Disk Operating System and is commonly referred to as DOS. MS-
DOS is a text-based (i.e. command line interface, CLI) operating system. In contrast to Windows, which
has a graphical user interface, and uses the mouse and icons to send commands to the system, DOS
commands are entered at the command line in text format. MS-DOS lacks the visual user interface (GUI)
found in modern OS like Microsoft Windows or Mac OS.

In the MS-DOS, a number of standard system commands were provided for common tasks such as listing
files on a disk or moving files. Some commands were built-in to the command interpreter; others existed
as transient commands loaded into the memory when required.

Basically, there are two types of DOS commands.

1. Internal DOS Commands:

Internal Commands are built into the operating system as the part of a file called COMMAND.COM which
is generally stored in root directory or c: or c drive. For example: date, time, dir, ver, md, cd, rd, etc.

2. External DOS Commands:

External DOS commands are the basic DOS commands used for performing advanced tasks. They require
external executable files to be included in the operating system directory as they are not stored in
COMMAND.COM file. Without the external files these commands cannot be executed. However, with
complete installation of DOS, these files are copied to the system and external commands become
operational. For example: Format, Disk copy, Tree etc.

Objectives:
1. How to access DOS "Disk Operating System" screen?
2. How to access a list of DOS commands?
3. How to specify and work with prompts?
4. Understand the Difference between DOS Command Line and GUI.
5. Ways to compare Windows Environment to the DOS Environment.
6. How to view Directories/Folders and files?
7. How to access basic application?
8. Ways to close the DOS (Command Prompt).

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1. How to access DOS "Disk Operating System" screen?

There are two primary ways to launch the DOS screen.
i. Go to the Start Menu, Windows System and Click on Command Prompt.

ii. Click on Start, Windows System then select Run

In the Run Dialog box Type "Command' in the Open: textbox and click OK. Tip: you could type in “cmd”
short for Command either way, the outcome will be the same.

You should now see the black "DOS" screen also known as the Command Prompt. (The command prompt
means that the computer will do a performance based on a command prompted by you the user.) Do not be
worried if the text on your screen appears different after the C: Prompt, some computers might have
different names that were specified during the O.S. setup.

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2. How to access a list of DOS commands?

In order to work with DOS, we need to understand that there is a list of commands that we use to perform
all tasks while in this screen. If we do not know the commands it is almost impossible to navigate, through
the command prompt and perform tasks.

We all know that most applications provide us with Help Menus or Help Dialog box, fortunately for us
DOS also has that ability and is easy to access. While in the Command Prompt at the blinking cursor Type
"Help" and Press Enter.

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DOS provides us with a large alphabetized list of different commands that can be used with dos. The list
contains two columns: The left side contains the Command and the right side contains a description of what
the command does.

3. How to specify and work with prompts?

Prompts are simply the location where the cursor is set to start typing its next command.
C:\ stands for the Primary Partition on the computer
Users is a Folder which contains another subfolder called Habtamu
The \ Backslash represents another section.

To make it simple let’s distinguish 3 types of prompts.

You notice that C: is a drive letter. Depending on how your computer is setup each drive letter will be
considered as a prompt.
1. A: for Floppy,
2. C: for the main partition on the hard-drive and
3. D: Representing the CD DVD drive.

In the command prompt type in " CD\" or " CD\.." and Press Enter.

C: >_ is the main prompt the C drive.

Let's try and see what other drives are available that we can access: Type in "A:" and press Enter, and
Type "D:" and press Enter.

A: generates the message that "The system cannot find the drive specified." At this time in age floppy
drives are dying out in newer computer models in the case below the computer does not have a floppy
drive installed therefore it is an invalid command.

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4. Understand the Difference between DOS Command Line and GUI.

Computers consist of two types of interfaces DOS and GUI.

DOS: We now know stands for "Disk Operating System". It is a Black screen that is running in the
background of any PC based computer with an operating system installed. We navigate our way through
it by typing in commands or instructions.

GUI: Might not sound all that familiar to you, however it is something that we use every day and might
not even be aware of. GUI of course is an acronym which simply stands for "Graphical User Interface".
Basically, this interface consists of graphics such as icons and mouse capability. We need not know any
instructions to handle this interface a simple click here and there will start us off in creating our task at
hand.

Take a look below does this screen look familiar? it should this is our GUI. Our latest Operating Systems
provide us with a much more appealing look to our screen. No more memorizing commands or doing single
tasks at a time.

Based on the two images above we are able to distinguish 2 main differences in each.
DOS - A: Command Line B: Single-task Capability
GUI - A: Interactive graphical icons B: Multi-tasking Capabilities.

With DOS, we are only able to do tasks one at a time one command after another, once the first task is
complete, we need to move on to the next task. With GUI however we are able to do multiple tasks all
together on the same screen.

Notice: At the bottom of our Desktop there are tabs lined up one after another. This is known as
multitasking, the ability to switch back and forth on multiple tasks using a single computer screen.

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5. Ways to compare Windows Environment to the DOS Environment.

It may not seem like it; but DOS and the Windows Environment is the same thing, the only difference is
their appearance and style.

We will start off with the Windows environment first.

Go to your desktop and select the My Computer Icon.

Click on the C: drive Icon. (Main Hard Drive Icon)

Take a moment to look at the Folders and Files that are present in the drive, and make a mental note of it.
now select the Windows Folder

Within the Windows folder we are able to see other folders and files required for windows to properly run.
One of the advantages of the Windows Environment is that you are able to use the mouse to click to perform
tasks.

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Now let's take a look at the DOS environment and how the same they really are. Keep in mind that
"Background" is the key word.

Go to Start - Run... and type "Cmd" or "Command" in the textbox, in the Command Prompt Type "dir"
which is short for Directory and press Enter. A list of files and folders appear. In this view we see a date,
time, size, and filenames that are found in the C: directory. Whenever you see <DIR> that means it is a
folder, if nothing is visible then they are files.

Let's now go into the windows folder. In the command prompt type "cd windows" and press Enter. You
should see "C:\ WINDOWS>" We are now in the Windows folder prompt.

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Type dir and press Enter to display the folders and files in the windows folder (note: in the windows view
we only had to click, at the command prompt we need to type in commands) Look at the files and folders
that appear and compare to your GUI environment.

Take a look at both screenshots above, notice the difference in appearance, in actuality both are the same.

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6. How to view Directories/Folders and Files?

As we've seen in the previous objectives, there are several commands that we could use to view the
Directories and Files through the command prompt.

Viewing a list of Directories and Folders

C: >dir
Going into a folder Directory
Tune "cd windows"

Type dir to display the directories in the windows folder, choose system, and type "cd system" and take
a look at the prompt.

We are now in a subdirectory with-in the windows folder, the process can go on and on until there are no
more subfolders available. By typing "CD.." we are able to decrement and remove you from the current
folder to the previous folder location, until you are back to the main command prompt.

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7. How to access basic applications?

We can access both Windows and DOS applications through the command prompt.
Windows based applications: Calculator, Microsoft Paint, Notepad etc.
Typing calc, mspaint, notepad in the Command Prompt will Open the following applications

8. Ways to close the DOS (Command Prompt).

There are two possible ways of closing the DOS Screen.
i. By clicking on the upper left-hand corner, we are able to access a drop-down menu, and selecting
the close option. Clicking on the X on the upper right-hand side of the screen will also close the
DOS screen. (This is made possible when the mouse is available.)

ii. Typing in EXIT will also close the DOS screen. (This is our only option when the mouse is not
available to us.)

RESULT & CONCLUSION:

The study of the basic MS DOS commands is carried out.
In this practical session, I learned and executed basic MS-DOS commands (such as DIR and CD etc.).
These commands helped me understand how to navigate, create, manage, and delete files and folders using
a command-line interface. I also observed the differences in user interaction between the DOS environment
(text-based interface) and the Windows environment (graphical user interface). The DOS environment
requires memorizing and typing commands, while the Windows environment provides point-and-click
operations with visual feedback.

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Laboratory Work-5:
WORD PROCESSING PACKAGE (MS WORD)

OBJECTIVE: To study the basic operations of the Word Processing Package (MS WORD).

EQUIPMENT REQUIRED:
1. Computer with MS Word (Microsoft Office)

THEORY:
When we use a computer app to create, edit, and format text documents, we are performing a task known
as word processing. Microsoft Word developed by Microsoft is the most popular word processing program
in use today. Microsoft Word 2016 is part of the Microsoft Office 2016 suite of apps, which also includes
Microsoft Access, Excel, Outlook, and PowerPoint. By default, documents saved in Word 2016 are saved
with the .docx extension. It is used throughout the world and is available in many different languages.

We can use Microsoft Word to efficiently create a wide range of business and personal documents, from
the simplest letter to the most complex report. It allows us to create, edit, format, save, print, delete, and
view a multidirectional text document. It allows you to create and edit personal and business documents,
such as letters, reports, invoices, emails, and books.

How to Open or Run MS-Word?

Step 1: Click the button Windows Key + R. Then the run window will pop out in screen.
Step 2: Write winword in Open option in run window.
Step 3: Press OK button and now MS-Word file is open.

▪ We might also have a shortcut to Word on our desktop or on the

Windows taskbar.

Following is the basic window which you get when you start the Word application.

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NAVIGATING WORD: IDENTIFY APP WINDOW ELEMENTS:

1. Title Bar:
At the top of the app window, this bar displays the name of the active file, identifies the app, and provides
tools for managing the app window, ribbon, and content.

▪ Quick-Access Toolbar: The Quick Access Toolbar displays a small selection of the more
commonly used commands in the top left-hand corner of the application window.

2. Ribbon:
The ribbon is located below the title bar. The commands we’ll use when working with a document are
gathered together in this central location for efficiency.

These tabs are divided into groups which we see below the tab and differ according to tab.
S.N. Tabs in the Ribbon Commands they Contain
1 File Create blank document, open, save, save as, print, exit
Edit text by Cut, Copy, Paste, Change font, Font size, Bold, Centered,
2 Home Underlined, Change text alignment from centered, left, right or justified,
find and replace.
Insert pictures, tables, clip arts, shapes, videos, link to web pages,
3 Insert mathematical equations add headers, footers and page numbers to the
document.
Change themes to change font, font size, title, header look and paragraph
4 Design
set up.
Change settings like margins, page orientation and page size, adjust object
5 Layout
image position, create columns and page breaks.
Add source of information, index, create a bibliography, insert captions and
6 References
mark citations.
7 Mailing Mail merge
Check Spelling and Grammar, add comments, show comments, compare
8 Review
documents, protect document.
Manages the way the document is displayed such as Read mode, Print
9 View
layout, Web layout, add rulers, gridline, zoom, one page or multi page view.

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3. Status Bar:
Across the bottom of the app window, the status bar displays information about the current document and
provides access to certain Word functions. We can choose which statistics and tools appear on the status
bar.

▪ The View Shortcuts toolbar, Zoom Slider tool, and Zoom button are at the right end of the status
bar. These tools provide us with convenient methods for changing the display of document content.

4. Ruler:
The ruler is generally found below the main toolbars. The ruler is used to change the format of your
document quickly.

5. Document Area:
Just below the toolbar, there is a large area called document area. This is the place where we type text.

CREATE AND FORMAT MS WORD:

1. Create Documents:
When we start Word, the app displays a Start screen that gives us options for opening an existing file or
creating a new one. If we’re already working in Word, we can create a new document from the New page
of the Backstage view. Click the File tab to display the Backstage view. In the left pane of the Backstage
view, click New to display the new page. On the New page of the Backstage view, click the Blank document
thumbnail.

To Open a Recent Document:

▪ Start Word.
▪ On the Start screen, in the Recent list, click the file name of the file we want to open.
OR,
▪ With Word running, click the File tab to display the Backstage view. In the left pane of the
Backstage view, click Open to display the Open page. With Recent selected at the top of the left
pane of the Open page, scroll the file list in the right pane if necessary to locate the document we
want to open. Then click the file name to open it.
To Pin a Document to the Recent File List:
▪ Display the Recent list on the Open page of the Backstage view.
▪ If necessary, scroll through the list to locate the file we want to pin.
▪ Point to the file name, and then click the Pin button that appears to the right of the file name to add
the file to the Pinned area at the top of the Recent list.

Open Existing Documents:

If the document we want to open appears on the Start screen, we can open it directly from there. Otherwise,
we can open documents that are stored locally on our computer. The Open page displays only documents
that are saved in the Word-specific file formats (.docx and .doc).

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To Open Any Existing Document:

➢ Start Word.
▪ With Word running, display the Backstage view, and then click Open.
▪ In the Places list, click the local or network storage location where the file is stored.
▪ Navigate to the file storage folder by using one of the following methods:
a. In the right pane, click a recent folder. Then click any subfolders until we reach the folder
we want.
b. In the left pane, click Browse to open the Open dialog box. Then click folders in the
Navigation pane, double-click folders in the file pane, or enter the folder location in the
Address bar.
➢ Double-click the document we want to open. In the Open dialog box, clicking a file name and then
clicking the Open arrow displays a list of alternative ways to open the selected document.

2. Save Documents:
We save a document the first time by clicking the Save button on the Quick Access Toolbar or by displaying
the Backstage view and then clicking Save As. Both actions open the Save As page, where we can select a
storage location.

To Save a Document for the First Time:

1. Click the File tab to display the Backstage view.
2. In the left pane of the Backstage view, click Save As.
3. On the Save As page of the Backstage view, click a storage location, and then click a recently
accessed folder in the right pane, or click Browse.
4. In the Save As dialog box, browse to the folder we want to save the document in.
5. In the File name box, enter a name for the document.
6. If we want to save a document in a format other than the one shown in the Save As Type box, click
the Save as type arrow and then, in the Save as type list, click the file format we want.
7. In the Save As dialog box, click Save.

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To Save a Copy of a Document:

1. Display the Save As page of the Backstage view.
2. Save the document with a different name in the same location or with any name in a different
location. (We can’t store two documents with the same name in the same folder.)

To Save a Document without Changing its Name or Location:

a. On the Quick Access Toolbar, click the Save button.
b. OR, In the left pane of the Backstage view, click Save.
c. OR, Press Ctrl+S.

3. To Enter Text:
Click to position the cursor where we want to add our text, and begin typing.

To Start a New Paragraph:

Press the Enter key.

To Import Text:
▪ In the target document, position the cursor where we want to insert text from another document.
▪ On the Insert tab, in the Text group, click the Object arrow (not the button). Then click Text from
File to open the Insert File dialog box.

4. Copy, Move and Delete Text:

To Copy Text to the Clipboard:
Select the text, and then do any of the following:
a. On the Home tab, in the Clipboard group, click the Copy button.
b. OR, Right-click the selection, and then click Copy.
c. OR, Press Ctrl+C.

To Cut Text to the Clipboard:

Select the text, and then do any of the following:
a. On the Home tab, in the Clipboard group, click the Cut button.
b. OR, Right-click the selection, and then click Cut.
c. OR, Press Ctrl+X.

To Paste the Text from the Clipboard:

Position the cursor where we want to insert the text, and then do any of the following:
a. On the Home tab, in the Clipboard group, click the Paste button.
b. OR, Right-click where we want to insert the text, and then in the Paste Options section of the menu,
click a paste option.
c. OR, Press Ctrl+V.

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To Undo Our Last Editing Action:

Do either of the following:
a. On the Quick Access Toolbar, click the Undo button.
b. OR, Press Ctrl+Z.

To Delete Only One or a Few Characters:

a. Position the cursor immediately to the left of the text we want to delete. Press the Delete key once
for each character we want to delete.
b. OR, Position the cursor immediately to the right of the text we want to delete. Press the Backspace
key once for each character we want to delete.

To Delete Any Amount of Text:

Select the text we want to delete. Press the Delete key or the Backspace key.

5. Find and Replace Text:

To Show or Hide the Navigation Pane in a Document:
On the View tab, in the Show group, select the Navigation Pane check box.

To Browse by Object from the Navigation Pane:

Open the Navigation pane, and then do any of the following:
a. At the top of the Navigation pane, click Headings. Then click any heading to move directly to that
location in the document.
b. OR, At the top of the Navigation pane, click Pages. Then click any thumbnail to move directly to
that page of the document.
c. OR, At the right end of the search box, click the arrow. In the Find list, click the type of object we
want to browse. Then click the Next and Previous arrows to move among those objects.

To Display the Go To Tab of the Find and Replace Dialog Box:

a. On the Home tab, in the Editing group, click the Find arrow, and then click Go To.
b. OR, In the Navigation pane, click the Search arrow, and then in the Search for more things list,
click Go To.
c. OR, Press Ctrl+G.

To Browse by Object from the Go To What List:

1. Display the Go To tab of the Find and Replace dialog box.
2. In the Go to what list, click the type of object we want to search for.

Do any of the following:

▪ Click the Next button to move to the next object of that type.
▪ Click the Previous button to move to the previous object of that type.

To Display the Replace Tab of the Find and Replace Dialog Box:
Do any of the following:
a. If the Find and Replace dialog box is already open, click the Replace tab.

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b. OR, If the Navigation pane is open, click the Search for more things arrow at the right end of the
search box, and then click Replace.
c. OR, On the Home tab, in the Editing group, click the Replace button.
d. OR, Press Ctrl+H.

To Replace Text:
1. Display the Replace tab of the Find and Replace dialog box.
2. In the Find what box, enter the text we want to replace.
3. In the Replace with box, enter the replacement text.

6. Apply Paragraph Formatting:

We can modify a paragraph’s left and right edge alignment and vertical spacing by using tools on the Home
tab of the ribbon, and its left and right indents from the Home tab or from the ruler. The ruler is usually
hidden to provide more space for the document content.

To Open the Paragraph Dialog Box:

Do either of the following:
a. On the Home tab or the Layout tab, in the Paragraph group, click the Paragraph dialog box launcher.
b. OR, On the Home tab, in the Paragraph group, click the Line and Paragraph Spacing button, and
then click Line Spacing Options.

To Set Paragraph Alignment:

▪ Position the cursor anywhere in the paragraph, or select all the paragraphs we want to adjust.
▪ Do either of the following:
a. On the Home tab, in the Paragraph group, click the Align Left, Center, Align Right, or Justify
button.
b. OR, Open the Paragraph dialog box. On the Indents and Spacing tab, in the General area, click
Left, Centered, Right, or Justified in the Alignment list.

To Change the Font of Selected Text:

On the Mini Toolbar or in the Font group on the Home tab, in the Font list, click the font we want to apply.

To Change the Font Size of Selected Text:

Do any of the following on the Mini Toolbar or in the Font group on the Home tab:
a. In the Font Size list, click the font size we want to apply.
b. In the Font Size box, enter the font size we want to apply (even a size that doesn’t appear in the
list). Then press the Enter key.
c. To increase the font size in set increments, click the Increase Font Size button, or press Ctrl+>.
d. To decrease the font size in set increments, click the Decrease Font Size button, or press Ctrl+<.

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To Format Selected Text as Bold, Italic, or Underlined:

Do any of the following:
a. On the Mini Toolbar, click the Bold, Italic, or Underline button.
b. OR, On the Home tab, in the Font group, click the Bold, Italic, or Underline button.
b. OR, Press Ctrl+B for bold, Ctrl+I italic italic and Ctrl+U for underline the text.

To Change the Font Color of Selected Text:

a. On the Home tab, in the Font group, click the Font Color arrow to display the Font Color menu.
b. In the Theme Colors or Standard Colors palette, select a color swatch to apply that color to the
selected text.

To Change the Case of Selected Text:

a. On the Home tab, in the Font group, click the Change Case button, and then click Sentence case,
lowercase, UPPERCASE, Capitalize Each Word, or TOGGLE CASE.
b. OR, Press Shift+F3 repeatedly to cycle through the standard case options (Sentence case,
UPPERCASE, lowercase, and Capitalize Each Word).

To Copy Formatting to Other Text:

1. Click anywhere in the text that has the formatting we want to copy.
2. On the Home tab, in the Clipboard group, do either of the following:
a. If we want to apply the formatting to only one target, click the Format Painter button once.
b. If we want to apply the formatting to multiple targets, double click the Format Painter button.
3. When the pointer changes to a paintbrush, click or drag across the text we want to apply the copied
formatting to.

If we activated the Format Painter for multiple targets, repeat step 3 until we finish applying the formatting.
Then click the Format Painter button once, or press the Esc key, to deactivate the tool.

To Convert Paragraphs to Bulleted or Numbered List Items:

▪ Select the paragraphs that we want to convert to list items.
▪ On the Home tab, in the Paragraph group, do either of the following:
a. Click the Bullets button to convert the selection to a bulleted list.
b. OR, Click the Numbering button to convert the selection to a numbered list.

To Create a List that has Multiple Levels:

▪ Start creating a bulleted or numbered list.
▪ When we want the next list item to be at a different level, do either of the following:
a. To create the next item one level lower (indented more), press the Tab key at the beginning of
that paragraph, before we enter the lower-level list item text.
b. OR, To create the next item one level higher (indented less), press Shift+Tab at the beginning
of the paragraph, before we enter the higher-level list item text.

In the case of a bulleted list, Word changes the bullet character for each item level. In the case of a numbered
list, Word changes the type of numbering used, based on a predefined numbering scheme.

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7. Tables:
Tables are useful for presenting text information and numerical data in a neat and orderly fashion. A Table
consists of rows and columns that intersect to form boxes called cells, which we can then fill with text,
numbers, or graphics. We can also format our table for added effect (e.g. make the lines within the table
visible or invisible).

Creating a Table Using the Table Menu:

1. Click the Insert tab.
2. Click the Table icon.
3. In the Insert Table drop-down menu, move our mouse pointer over the boxes until we have the
number of rows and columns that we want in the table.
4. The Live Preview feature will show what the table will look like in the document. Click to confirm
the table.
5. The table will be placed within our document.

Creating a Table Using the Insert Table Command:

If we need to create a table that contains more than 10 columns and/or 8 rows, then we can use the Insert
Table command to designate how many columns and rows to enter into our table. The following
instructions explain how to create a table using the Insert Table Command:
1. Click the Insert tab.
2. Click the Table icon.
3. In the Insert Table drop-down, click Insert Table.
4. In the Insert Table dialog box, enter the Number of columns and rows for the table.
5. Click the OK button.

Creating a Table Using the Drawing Tools:

We can also draw our own table. The following explains how to create a table using the drawing tools.
1. Click the Insert tab.
2. Click the Table icon.
3. In the Insert Table drop-down menu, click Draw Table.
4. The mouse pointer will change to a pencil icon. Click and drag the pencil to draw the outer border
of the table.
5. Click and drag the pencil to draw lines within the border to create cells.
6. Press the ESC key to return to the regular mouse pointer.

Accessing the Table Tools:

Tables have their own set of editing tools accessible by a context sensitive tab on the Ribbon. To access
this tab, click a table in your document and the Table Tools tab will appear in the Ribbon.

From these tabs, we can modify the Design or the Layout of our tables.

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Table Tools:
Splitting Cells:
1. Click in the cell(s) that we want to split.
2. Click the Layout tab for Table Tools.
3. In the Table Tools - Layout tab, click Split Cells.
4. In the Split Cells dialog box, enter the Number of rows and columns into which we want to split
the cells.
5. Click OK button.

Merging Cells:
1. Select the cells that we want to merge.
2. Click the Layout tab for Table Tools.
3. In the Table Tools - Layout tab, click Merge Cells.

Inserting Rows and Columns:

Using Insert Controls to Quickly add Rows and Columns:
The Insert Controls allow us to quickly add rows and columns to our table using a mouse. The Insert
Controls will appear right outside our table when we move our cursor above or the left of two existing
columns or rows. The following explains how to use the Insert Controls to add a row to our table:
1. Hover our cursor just to the left of two existing rows.
2. The Insert Control option will appear. Click the Insert Control to add a row.

Note: For inserting columns using Insert Controls, hover just above two existing columns and click the
Insert Control.

Using the Table Tools Layout Tab to Insert Rows and Columns:
1. Click in the cell that we want to insert a row or column around.
2. Click the Layout tab for Table Tools.
3. In the Table Tools - Layout tab, click Insert (Above, Below, Left, Right) to insert a row or column.

Using the Table Tools Layout Tab Rows & Columns Dialog Box:
1. Click in the cell that we want to insert a row or column around.
2. Click the Layout tab for Table Tools.
3. In the Table Tools - Layout tab, click the Dialog Box launcher for the Rows & Columns group.
4. In the Insert Cells dialog box, click one of the last two options to insert a row or column.
5. Click the OK button.

Note: We can also select Shift cells right or Shift cells down to insert a single cell.

Deleting Cells, Rows, Columns, and Tables:

1. Select the rows, columns, cells, or whole table that we want to delete.
2. Click the Layout tab for Table Tools.
3. In the Table Tools - Layout tab, click Delete.
4. In the Delete drop-down menu, click Delete (Cells, Columns, Rows, or Table).

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Changing Cell Size:

There are three ways to change the size of rows and columns in a table; either by setting the dimensions,
dragging the cell borders, or by distributing our rows and/or columns.

Setting the Dimensions:

1. Click in the cell inside the row or column where the size needs to be adjusted.
2. Click the Layout tab for Table Tools.
3. In the Table Tools - Layout tab, change the measurement in the height and/or width fields.

Distribute Rows and Columns Evenly:

1. Select the rows or columns we want to distribute evenly.
2. Click the Layout tab for Table Tools.
3. In the Table Tools - Layout tab, click Distribute Rows or Distribute Columns.

Dragging the Cell Borders:

To change the cell size by dragging, hover our mouse cursor over the border of the column or row we wish
to change. The cursor will change to a resize cursor. Left-click and drag to resize our column or row.

Add Text Wrapping to a Cell:

As we type text into a cell, the column will expand to accommodate our entry. If we want the text to wrap
inside the cell (move down when it hits the column border), the following steps will explain How to enable
text wrapping:
1. Select the cell(s) in our table to add text wrapping.
2. Click the Layout tab for Table Tools.
3. In the Table Tools - Layout tab, click Dialog Box launcher for the Cell Size group.
4. In the Table Properties dialog box, click the Cell tab.
5. Click the Options button.
6. The Cell Options window will open. Click the box next to Wrap text.
7. Click the OK button.
8. In the Table Properties dialog box, click the OK button.

Moving a Table:
1. Click in the table.
2. Move the mouse over the Table Selector in the top left corner of the table.
3. Left-click and drag the table to the new location within the document.

8. Headers and Footers:

Headers and Footers allow us to add information (e.g. name, title of document, etc.) within the top or
bottom margins of our document, and will repeat on every page for our document. The following explains
how to insert a simple header:
1. Click the Insert tab.
2. In the Insert tab, click Header.
3. In the Header drop-down, select a Header from the list.
4. The Header will be inserted into your document. Type our information into the header.

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5. While editing our header, the Header & Footer Tools - Design tab will open. We will not be able to
return to the body of our document until we close the Header & Footer Tools.
6. To close the Header & Footer Tools tab and return to editing our document, click the ‘Close Header
and Footer’ button.

Note: To return to editing our Header, double click within the Header to select it.
▪ The steps for inserting a footer into our document are the same. Follow steps 1-6 above; selecting
the Footer option instead.

Inserting Page Numbers:

Word provides a simple tool for adding page numbers to our document. The insert page number tool also
provides a selection of simple, and colorful options for our page numbers. The following explains how to
insert page numbers into the bottom page of our document:
1. Click the Insert tab.
2. In the Insert tab, click Page Number.
3. In the Page Number drop-down menu, click Bottom of Page.
4. In the Bottom of Page drop-down menu, select a Page Number from the list.

9. Working with Graphics:

The use of graphics will enhance our documents and allow us to provide the reader with additional
information in the form of a visual aid. The following section explains the various graphics features in
Word 2016.

Inserting Pictures:
The following explains how to insert an existing picture saved to our computer into the Word document:
1. Click the Insert tab.
2. In the Illustrations group, click the Pictures button.
3. The Insert Picture dialog box will appear. Select the picture we wish to insert from our computer.
4. Click the Insert button.

Inserting Online Pictures:

The Online Pictures tool provides access to online picture resources such as Microsoft Clipart and Bing
Image Search. The following explains how to insert online pictures into our Word document from a variety
of internet sources.

Note: The Online Pictures icon has replaced the Clip Art icon seen in previous versions of Microsoft Word.

1. Click the Insert tab.

2. In the Illustrations group, click the Online Pictures button.
3. The Insert Pictures window will open.
4. In the search box next to Bing Image Search, type a word or phrase that describes the desired image.
5. Press Enter.
6. A list of our search results will appear.
7. Click the desired picture we wish to add and click the insert button.

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Inserting Shapes:
The following explains how to insert a variety of predefined shapes into our Word document:
1. Click the Insert tab.
2. In the Illustrations group, click on the Shapes button.
3. A drop-down window will appear with a library of shapes to choose. Click on a shape to select it.
4. Our cursor will change to a crosshair + and we will be ready to insert our selected shape.
5. To draw our selected shape within our document, hold the left mouse button and drag the cursor to
draw our shape.
6. Release the left mouse button when we are finished drawing our shape. The shape will Be added to
our document.

Modifying Shapes with Drawing Tools:

We can modify shapes in a number of ways. The following describes some of the ways that shapes can be
changed:
▪ Re-sizing a Shape: Re-sizing a shape is similar to re-sizing a graphic (picture or clip art).
▪ Re-Shaping: After clicking on a shape, the shaping handles will appear (along with the sizing
handles) as yellow squares. A two-dimensional shape can be altered by clicking and dragging the
yellow squares to alter a certain aspect of the shape.

Accessing the Drawing Tools – Format Tab:

Shapes will have their own set of editing tools accessible by a context sensitive tab on the Ribbon. To
access this tab, click on a shape in the document and the Drawing Tools – Format tab will appear in the
Ribbon.

Adding Styles to the Shapes:

Shapes have preset styles under the Drawing Tools – Format tab that we can use to alter the color, border,
and any special effects to the shape. The following explains how to apply a style to a shape:
1. In the Shape Styles group, click on a Style of our choice.
2. Click the drop-down arrow to access additional styles.
3. To access additional formatting options, click the dialog launcher in the lower-right corner of the
Shape Styles grouping.
4. The Format Shape options will appear to the right of our document.

Applying Color to the Shape:

The following explains how to add/change the color of a shape:
1. In the Shape Styles group, click the drop-down arrow for Shape Fill.
2. Select a color to apply it to the shape.

Changing the Shape Outline:

The following explains how to change the outline for a shape:
1. In the Shape Styles group, click the drop-down arrow for Shape Outline.
2. A drop-down menu will appear. From here we can alter the color, thickness (weight) of the outline,
and add dashes.

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Inserting Charts:
Adding charts to our word document can help readers visualize a relationship among sets of data. The
following explains how to add Charts to our word document.
1. Click the Insert tab.
2. In the Illustrations group, click on the Chart button.
3. The Insert Chart window will appear. Click on the chart we wish to use.
4. Click the OK button.
5. The selected chart will be inserted into our document.

Editing our Chart:

Once inserted into our Word document, our Chart can be edited and customized by accessing the Chart
Tools tab. The following explains how to access the Design and Format tabs:
1. Click on our chart. The Chart Tools contextual tab will appear at the top of the screen.
2. To alter aspects of the Chart’s design, click the Design tab.

Note:
a. The Chart Tools – Design tab contains tools that will allow us to alter the layout of the selected
chart, change colors, select and edit our data, and select from preset styles.
b. To format aspects of the SmartArt graphic, click the Format tab.

10. Text Boxes:

A text box brings focus to the content inside and is helpful for showcasing important text (e.g. headings or
quotes). We can use text boxes to place text at specific locations in a document, and format the text box
with a border, shading, etc.

Inserting a Text Box:

The following instructions explain how to insert a text box into our document:
1. Click the Insert tab.
2. In the Text group, click the Text Box icon.
3. A list of pre-defined text boxes will appear. Click on a text box.
4. The Text Box will be inserted into our document. Click on the Text Box and begin typing to add
our text.
5. To move the text box, select the text box, then drag the border of the text box the new location.
6. We can resize our text box the same way we resize pictures.

11. Mail Merge:

Mail Merge is a useful tool that allows us to create multiple letters, labels, envelopes, name tags, emails,
and more. By using information stored in a list, database, or spreadsheet, we can create personalized
documents by merging the information with a form letter, mailing labels, or envelopes. We can perform a
mail merge by using the Mail Merge Wizard, or by using the commands on the Mailings tab.

Using the Mail Merge Wizard:

The following example starts with an existing letter and shows the steps for merging the letter with names
and addresses in an existing Excel spreadsheet.

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1. Click the Mailings tab.

2. Click Start Mail Merge.
3. In the Start Mail Merge drop-down, click Step-by-Step Mail Merge Wizard.
4. In the Mail Merge pane under Select document type, click Letters.
5. Click Next: Starting document.
6. In the Mail Merge pane under Select starting document, click Use the current document.
7. Click Next: Select recipients.
8. In the Mail Merge pane under Select recipients, click Use an existing list.
9. Click Browse.
10. In the Select Data Source dialog box, navigate to and select the Excel spreadsheet that contains the
contact information we want to use.

Note: An Access database can also be selected as the data source.

11. Click the Open button.

12. In the Select Table dialog box, select the sheet that contains the contact information we want to use.
13. Click the OK button.
14. In the Mail Merge Recipients dialog box, we can use the following options to edit the information
that is used during the mail merge.
▪ Add/Remove Recipients - Add or remove recipients from the mail merge.
▪ Sort - Sort the records using specific parameters.
▪ Filter - Filter the records using specific parameters.
▪ Find duplicates - Find duplicate records and remove from the mail merge.
▪ Find recipient - Find a recipient in our records.

15. Click the OK button.

16. In the Mail Merge pane, click Next: Write your letter.
17. In the Mail Merge pane under Write your letter, we can use the following options to add the recipient
information to our letter.
▪ Address block - Add address information to our letter.
▪ Greeting line - Add a personalized greeting to our letter.
▪ Electronic postage - Add electronic postage to our letter.

18. More items - Enter specific fields into the letter, one field at a time.
19. Click Address block.
a. Select a format from the drop-down list.
b. Insert company name, Insert postal address, Format the address according to the destination
country/region.
c. Preview - Preview how the address will look in our letter. Use the arrow buttons to navigate
through our list.
d. Click the OK button.

20. Click Greeting Line.

▪ Greeting line format - Create the greeting line for our letter.

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▪ Greeting line for invalid recipient names - Set a generic greeting that will display when Word
cannot find a name for an entry.
▪ Preview - Use the arrows to navigate between records.
Click the OK button.

21. Click More items.

▪ Fields - Insert specific fields into the letter, one field at a time.
▪ Insert - Insert the selected field.
Click the Close button.

22. In the Mail Merge pane, click Next: Preview your letters.
In the Mail Merge pane under Preview your letters, we can preview all letters before completing
our mail merge.
23. Click Next: Complete the merge.
24. In the Mail Merge pane under Merge, click Print.
25. In the Merge to Printer dialog box, select the option to Print Records.
26. Click the OK button.
27. The Print window will open. Adjust the settings for the printer and print the documents.

Using the Mail Merge Wizard to Create our Own List of Recipients:
If we do not have an existing list of names and addresses saved as an Excel file or Access database, we can
create our own list of recipients. When creating our mail merge using the wizard, we will be prompted to
select recipients:
1. Click Type a new list.
2. Click Create.
3. In the New Address List dialog box, we can do the following to create a recipient list.
▪ Enter Recipient - Type the recipient information into the table provided, filing in the fields as
needed.
▪ New Entry - Create a new entry in the table for additional recipients.
▪ Delete Entry - Delete an entry from the table.
▪ Customize Columns - Add, delete, or rename fields for the table.
4. Click the OK button.

Note: We will be prompted to save our list to our computer. Once saved, the Mail Merge Wizard will take
us to the Mail Merge Recipients window to continue the mail merge process.

12. Print a Document:

To Print One Copy of a Document with the Default Settings:
Do either of the following:
▪ Display the Print page of the Backstage view, and then click the Print button.
▪ Or, On the Quick Access Toolbar, click the Quick Print button.
▪ Word prints the document to the default printer with the default settings.

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To Print Multiple Copies of a Document:

▪ Display the Print page of the Backstage view.
▪ In the Copies box at the top of the page, enter the number of copies we want to print.
▪ Click the Print button to print the specified number of copies of the document on the selected printer
and return to the document.

To Print Only Specific Pages of a Document:

On the Print page of the Backstage view, click the first box in the Settings area to open a list of page
options.

In the list, do any of the following:

a. Click Print All Pages to print the entire document. This is the default setting if there is currently
no content selected in the document.
b. Click Print Current Page to print the page that is currently shown in the preview pane.
c. Click Custom Print, and then in the Pages box, enter the specific pages (in the format 1,3 or 1-
3), sections (in the format s1 or s1-s3), or ranges (in the format p1s1-p3s2) we want to print.

Click the Print button to print the specified pages of the document on the selected printer and return to the
document.

To Display the List of Installed Printers:

▪ Display the Print page of the Backstage view.
▪ In the Printer area, click the active printer.

To Select a Printer:
On the Print page of the Backstage view, display the Printer list, and then click the printer we want to use.

RESULT & CONCLUSION:

The study of the basic operations of the Word Processing Package (MS Word) is carried out.
In this session, I explored the basic operations of Microsoft Word, a widely used word processing software.
I learned how to create, open, and save documents, as well as how to enter and edit text. I practiced
formatting text using various font styles, sizes, and colors. Additionally, I learned how to use paragraph
alignment, line spacing, and bullet or number lists. I also inserted basic elements like images, tables, and
page numbers to enhance the document layout.

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Laboratory Work-6:
WORD PROCESSING PACKAGE (MS WORD)

OBJECTIVE: To create a cover page and table of contents for lab report by using the MS Word.

EQUIPMENT REQUIRED:
1. Computer with MS Word

THEORY:
One of the most widely used programs of Microsoft Office suite is MS Word. It is a word processor
developed by the Microsoft. It used to make professional-quality documents, resumes, contracts, letters,
reports etc. It has advanced features which allow you to format and edit your files and documents in the
best possible way. The extension for any word file is “.doc or .docx.”

Also, creating a Doc file and converting it into PDF is a more suitable option, so it is highly recommended.

Applications of MS Word:
▪ In Education: It is considered as one of the simplest tools which can be used by both teachers and
students. Creating notes is easier using MS Word as they can be made more interactive by adding
shapes and images. It is also convenient to make assignments on MS Word and submitting them
online.

▪ In Workplace: Submitting letters, bills, creating reports, letterheads, sample documents, can all
easily be done using MS Word.

▪ Creating & Updating Resume: One of the best tools to create your resumes and is easy to edit and
make changes in it as per your experience.

▪ For Authors: Since separate options are available for bibliography, table of contents, etc., it is the
best tool which can be used by authors for writing books and adjusting it as per the layout and
alignment of your choice.

PROCEDURES FOR CREATING COVER PAGE:

1.
2.
3.
4.
5.
6.
7.
8.
9.
10.

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PROCEDURES FOR CREATING TABLE OF CONTENTS:

1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
………………………………………………………………………………………………………………
………………………………………………………………………………………………………………
………………………………………………………………………………………………………………
………………………………………………………………………………………………………………

RESULT & CONCLUSION:

The creating a cover page and a table of contents for lab report by using the MS Word is carried out.
In this activity, I successfully created a professional-looking cover page and a table of contents for a lab
report using Microsoft Word. I learned how to insert and customize a cover page by adding elements such
as the report title, subtitle, name, date, and institution details. I also practiced using heading styles to
structure the document and generate a dynamic table of contents that updates automatically based on the
document’s headings.

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Laboratory Work-7:
ELECTRONIC SPREADSHEET PACKAGE (MS EXCEL)

OBJECTIVE: To study the basic operations of the Electronic Spreadsheet Package (MS EXCEL).

EQUIPMENT REQUIRED:
1. Computer with MS Excel

THEORY:
The Microsoft Excel is a spreadsheet package included in the Microsoft Office. The Microsoft Office 2016
suite includes apps that give us the ability to create and manage every type of file we need to work
effectively at home, business, or school. The apps include Microsoft Word, Excel, Outlook, PowerPoint,
Access, OneNote, and Publisher. They are designed as an integrated package.

In Microsoft Excel the data we enter, whether it consists of numbers, text, or formulas, is stored in a file
known as a workbook. Workbooks are just like huge electronic books with pages (or sheets) that have been
organized into columns and rows.

Before using Excel, it is helpful to know what the various parts and elements that make up a workbook are:
▪ A worksheet (or page) in a workbook contains 16,384 columns that are labelled using letters of the
alphabet. The first column in a worksheet is labelled column A, while the last is labelled XFD
▪ A worksheet (or page) in a workbook contains 1,048,576 rows that are labelled using numbers from
1 to 1,048,576.
▪ The area of intersection of rows and columns are called cells. We enter our data into these cells.
Each cell in a worksheet can hold up to 32,767 characters – although it would be unrealistic to ever
push it this far. Cells are referred to by their column and row labels. For example, the cell C11
(intersection of Column C and Row 11)– this reference is known as the cell address and is most
important as it is frequently used in commands and formulas.

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▪ When we start typing something, we want it to appear somewhere in the worksheet. As a

consequence, when the Status Bar shows Ready mode, at least one cell in the worksheet will be
highlighted – this is known as the active cell. In a case if, the active cell is cell A1 – notice that the
column label and the row label also appear colored to indicate the active cell. We can have more
than one active cell –known as a range
▪ A workbook is made up of pages known as worksheets. We can have as many sheets in a workbook
as our computer resources can accommodate. As a default, a new blank workbook normally has 3
worksheets labelled Sheet1, Sheet2, and Sheet3.
▪ The Insert Worksheet button will insert another worksheet into the current workbook.

CREATE AND FORMAT WORKBOOKS:

1. To Create a New Workbook:
i. Do any of the following:
a. If Excel is not running, start Excel, and then on the Start screen, double-click Blank workbook.
b. If Excel is already running, click the File tab of the ribbon, click New to display the New page
of the Backstage view, and then double click Blank workbook.
c. If Excel is already running, press Ctrl+N.
ii. Display the Backstage view, and then click Save As.
iii. On the Save As page of the Backstage view, click the folder where we want to save the workbook.
iv. In the Save As dialog box, in the File name box, enter a new name for workbook. To save the file
in a different format, in the Save as type list, click a new file type. If necessary, use the navigation
controls to move to a new folder.
v. Click Save.

2. To Open an Existing Workbook:

a. Display the Backstage view, and then click Open.
b. On the Open page of the Backstage view, perform any of these actions:
▪ Click a file in the Recent list.
▪ Click another location in the navigation list and select the file.
▪ Click the Browse button, and then use the Open dialog box to find the file we want to open,
click the file, and click Open.

3. To Close a Workbook:
Do either of the following:
a. Display the Backstage view, and then click Close.
b. OR, Press Ctrl+W.

4. Preview and Print a Workbook: Click the File tab and select Print.

5. Recover an Unsaved Workbook:

▪ Restart Excel. If a workbook can be recovered, it will appear in the Document Recovery pane.
▪ OR, Click the File tab, click Recover unsaved workbooks to open the pane, and select a workbook
from the pane.

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VIEW AND MANAGE WORKSHEETS:

1. Inserting and Deleting Worksheets:
Once we’ve decided on a structure for our workbook, we may find that there are some worksheets that can
be deleted. Alternatively, we may find that we need additional blank worksheets inserted. However,
remember that deletion of worksheets is permanent and can’t be undone using Undo, so always save the
workbook before making these changes.

To insert a new worksheet into a workbook: Click on the New Sheet icon to the right of the worksheet
tabs.

To delete a worksheet from a workbook: Right click on the worksheet tab, then select Delete.

2. Copying a Worksheet:
Just as we can copy the contents of cells and ranges within a worksheet, we can duplicate worksheets within
a workbook. This technique is ideal for replicating layouts. For example, if we have a budget workbook
that contains data for several departments, we can create a worksheet for the first department and then copy
it to create identical worksheets for other departments.

To Copy a Worksheet:
a. Right click on the worksheet to copy, then select Move or Copy
b. Click on Create a copy so it appears ticked
c. Click on OK

3. Renaming a Worksheet:
By default, Excel names worksheets as Sheet1, Sheet2, Sheet3, etc. These names are fine if we are not
planning to share the workbook, but changing these to something more relevant makes it much easier to
understand the purpose of a worksheet. We can also adjust the horizontal scroll bar to make room for
longer, more meaningful worksheet names.

To Rename a Worksheet:
a. Double click on the current name on the worksheet tab.
b. Type the new name and press enter.

4. Moving or Copying a Sheet to Another Workbook:

We can copy worksheets to other workbooks as required. For example, we might need to keep records for
six different divisions – rather than send each division the entire set of records, we can copy their worksheet
to another workbook and send them their data only. If worksheets exist in the other workbook, we will
need to determine the order in which to place the copied worksheet.

To Copy a Sheet to Another Workbook:

a. Right click on the worksheet tab, then click on Move or Copy
b. Select either (new book) or the name of another workbook in To book
c. Tick Create a copy, then click on OK

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5. Changing Worksheet tab Colors:

To make it easier for us to distinguish between worksheets, Excel enables us to change the colors of
worksheet tabs. This allows us, for example, to quickly distinguish between different financial years,
departments or months. The active sheet appears as underlined in a gradient version of the selected color,
while inactive tabs will display a solid color background.

To Change the Color of a Worksheet tab:

a. Right click on the worksheet tab to display the shortcut menu.
b. Point to Tab color to display a palette of color options
c. Click on the desired color

6. Grouping Worksheets:
Worksheet grouping enables us to make the same change at once to all selected worksheets. This feature is
useful in situations where our worksheets have identical layouts or text. For example, if we want to format
the heading for multiple worksheets, we simply group the worksheets, make a change to one worksheet
and the other worksheets will reflect the change also.

To Group Worksheet tabs:

a. Click on the first worksheet tab
b. Hold down the shift

7. To Delete a Worksheet:
a. Right-click the sheet tab of the worksheet we want to delete, and then click Delete.
b. If Excel displays a confirmation dialog box, click Delete.

8. To Change Row Height:

a. Select the row headers for the rows we want to resize.
b. Point to the bottom border of a selected row header.
c. When the pointer changes to a double-headed vertical arrow, drag the border until the row is the
height we want.
OR,
a. Select the row headers for the rows we want to resize.
b. Right-click any of the selected row headers, and then click Row Height.
c. In the Row Height dialog box, enter a new height for the selected rows.
d. Click OK.

9. To Change Column Width:

a. Select the column headers for the columns we want to resize.
b. Point to the right border of a selected column header.
c. When the pointer changes to a double-headed horizontal arrow, drag the border until the column is
the width we want.
OR,
a. Select the column headers for the columns we want to resize.
b. Right-click any of the selected column headers, and then click Column Width.

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c. In the Column Width dialog box, enter a new width for the selected columns.
d. Click OK.

10. To Insert a Column: Right-click a column header, and then click Insert.

11. To Insert Multiple Columns:

a. Select a number of column headers equal to the number of columns we want to insert.
b. Right-click any selected column header, and then click Insert.

12. To Insert a Row: Right-click a row header, and then click Insert.

13. To Insert Multiple Rows:

a. Select a number of row headers equal to the number of rows we want to insert.
b. Right-click any selected row header, and then click Insert.

14. To Delete One or More Columns:

a. Select the column headers of the columns we want to delete.
b. Right click any selected column header, and then click Delete.

15. To Delete One or More Rows:

a. Elect the row headers of the rows we want to delete.
b. Right click any selected row header, and then click Delete.

16. Freezing Rows and Columns:

When we lay out our data in rows and columns, it is most likely that our headings end up at the top or to
the left of our data. If we have a large amount of data, we may find that when we scroll across or down to
particular cells, the headings scroll out of view. This problem can be resolved by freezing the rows and/or
columns that hold the headings.

To Freeze Panes in a Worksheet:

▪ Click in the cell below and to the right of the area we want to freeze/unfreeze
▪ Click on the VIEW tab
▪ Click on Freeze Panes in the Window group, then select Freeze Panes

17. Select a Print Area: Select the cell range we want to print, click the Page Layout tab on the ribbon,
click the Print Area button, and select Set Print Area.

18. Adjust Page Margins, Orientation, Size, and Breaks:

Click the Page Layout tab on the ribbon and use the commands in the Page Setup group, or click the dialog
box launcher in the Page Setup group to open the Page Setup Dialogue box.

19. Cell Borders and Shading:

Select the cell(s) we want to format. Click the Borders button and/or the Fill Color button and select and
option to apply to the selected cell.

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TYPING TEXT OR NUMBERS INTO A WORKSHEET/EDIT A WORKBOOK:

Generally, when we start a new spreadsheet project, the first task is to enter some headings into rows and
columns. To type anything into a worksheet we need to make the cell into which we wish to enter the data
active. This can be done in a number of ways but the most common is to click in its first before typing.

1. Edit a Cell’s Contents: Select a cell and click in the Formula Bar, or double-click the cell. Edit the
cell’s contents and press Enter.

2. Clear a Cell’s Contents: Select the cell(s) and press the Delete key. Or, click the Clear button on the
Home tab and select Clear Contents.

3. Select a Cell: Click a cell or use the keyboard arrow keys to select it.

4. Selecting Ranges:
A contiguous range is any group of selected cells that form either a square or a rectangle. A single cell
that is selected is also considered to be a range. Ranges can be selected using the mouse, the keyboard or a
combination of the two. Once selected, we can use the range for input, or apply formatting, or copy the
cells as required.

To Select Ranges with the Mouse:

a. Click in the left-most cell of the range
b. Hold down the key and click in the last cell, Or
c. Drag the mouse pointer to the bottom right corner of the range

5. Selecting Rows:
If we want to make changes to an entire row, such as bolding all of the headings in a row or changing the
font of all the cell entries, we must first select the row. This is done by clicking on the row header to the
left of the row. Remember that any changes we make will apply to every cell in the row all the way across
to column XFD, so be careful!

6. Selecting Columns:
If we want to make changes to an entire column, such as bolding all of the headings in a column or changing
the font of all the cell entries, we must first select the column. This is done by clicking on the column
header directly above the column. Remember that any changes we make will apply to every cell in the
column all the way down to row 1,048,576!

7. Select an Entire Worksheet: Click the Select All button where the column and row headings meet.

8. Select Non-Adjacent Cells: Click the first cell or cell range, hold down the Ctrl key, and select any
non-adjacent cell or cell range.

9. Changing Fonts:
The appearance that we choose for our text is referred to as the font or typeface. Font traditionally refers to
a combination of typeface, style and size in points (e.g. Arial Bold 12 pt).

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To Apply Font Formatting:

a. Select the text
b. Click on the drop arrow for Font
c. Point to a font to preview it
d. Click on the font to apply it

10. Changing Font Size:

One way that text can be emphasized is by changing the size of the font. For example, if our normal text is
12 pt, you may like to make the headings 14 pt or larger. Font size may also be changed for small detailed
items, such as comments or a caption. Main headings in a worksheet usually appear in a slightly larger font
size compared to the rest of the data.

To Change Font Size:

a. Select the cell or range that we want to change
b. Click on the drop arrow of Font Size
c. Click on the required font size

11. Wrapping and Merging Text:

Microsoft Excel will allow long cell entries to spill across to other adjacent cells to the right as long as
those cells are empty. If those cells contain data the spill-over will be chopped off. If we need to place long
text entries in a cell, we can arrange for Microsoft Excel to wrap the text within the cell and also merge
that cell with others to accommodate the longer text entry.
▪ To wrap text - Click in the cell to merge and click on the Wrap Text command in the Alignment
group on the Home tab
▪ To merge text - Click on the drop arrow for Merge & Centre in the Alignment group and select
Merge Cells.

12. Jump to a Cell: Click in the Name Box, type the cell address we want to go to, and press Enter.
13. Change Views: Click a View button in the status bar. Or, click the View tab and select a view.

14. To Move a Cell Range:

a. Select a cell range.
b. Point to the edge of the selection.
c. Drag the range to its new location.

15. To Copy a Cell Range:

a. Select the cell range we want to copy.
b. On the Home tab of the ribbon, in the Clipboard group, click Copy.
OR, Press Ctrl + C

16. To Cut a Cell Range:

a. Select the cell range we want to cut.
b. In the Clipboard group, click Cut.
OR, Press Ctrl + X

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17. To Paste a Cell Range:

a. Cut or copy a cell range.
b. Click the cell in the upper-left corner of the range where we want the pasted range to appear.
c. In the Clipboard group, click Paste.

OR, Press Ctrl+V.

18. To Paste a Cell Range by using the Paste Special Dialog Box Controls:
a. Copy a cell range.
b. Click the cell in the upper-left corner of the range where we want the pasted range to appear.
c. Click the Paste arrow (not the button), and then click Paste Special.
d. Select the options we want for the paste operation.
e. Click OK.

OR, Press Alt+Ctrl+V

19. Preview an Item Before Pasting:

Place the insertion point where we want to paste, click the Paste button list arrow in the Clipboard group
on the Home tab, and hold the mouse over a paste option to preview.

20. Copy Formatting with the Format Painter:

Select the cell(s) with the formatting we want to copy. Click the Format Painter button in the clipboard
group on the Home tab. Then, select the cell(s) we want to apply the copied formatting to.

21. Find and Replace Data:

a. On the Home tab, in the Editing group, click the Find & Select button to display a menu of choices,
and then click Find.
b. In the Find what box, enter the value we want to find.
c. Click Find Next.
d. Or, On the Find & Select menu, click Find.
e. In the Find what box, enter the value we want to find.
f. Click Find All.
g. On the Find & Select menu, click Replace.
h. In the Find what box, enter the value we want to change.
i. In the Replace with box, enter the value we want to replace the value from the Find what box.
j. Click the Replace button to replace the next occurrence of the value.

OR, Click the Replace All button to replace all occurrences of the value.

22. To Undo or Redo an Action:

Do either of the following:
▪ Click the Undo button on the Quick Access Toolbar to undo the action.
▪ Click the Redo button on the Quick Access Toolbar to restore the change.

23. Use Zoom: Click and drag the zoom slider to the left or right.

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24. To Check Spelling in a Worksheet:

• Click the Review tab and Click Spelling button.
• For the first misspelled word, do one of the following:
• Click Change to accept the first suggested replacement for this occurrence of the word.
• Click a word from the Suggestions list and click Change.
• Enter the spelling we want in the Not in Dictionary box and click Change.
• Click Ignore Once to ignore this occurrence and move to the next misspelled word.
• Click Ignore All to ignore all occurrences of the word.
• Click the word with which we want to replace the misspelled word and click Change All.
• Repeat step 2 until we have checked spelling for the entire worksheet.
• Click Close.

25. Complete a Series Using AutoFill:

Select the cells that define the pattern, i.e., a series of months or years. Click and drag the fill handle to
adjacent blank cells to complete the series.

PERFORM CALCULATIONS ON DATA:

Typing Simple Formulas in a Worksheet:
The whole idea behind Excel is to get it to perform calculations. In order for it to do this we need to type
formulas in the worksheet. Usually these formulas reference existing numbers, or even other formulas,
already in the worksheet using the cell addresses of these numbers rather than the actual value in them.
Formulas must be typed beginning with an equal sign (=).

Understanding Functions:
Imagine having to create a formula that calculated the monthly payments on a loan, or the average of over
100 cells – these would require complex or long formulas that would be time consuming to develop. This
is the role of hundreds of arithmetic functions that have been preprogrammed in Excel.

1. Functions Overview:
Functions are simply pre-programmed formulas already provided in Excel which can perform calculations
covering a wide range of categories including statistics, date and time arithmetic, financial calculations,
lists, engineering, and more.

Just like normal formulas that we create, functions must start with an equal sign. The equal sign is then
followed by the name of the function. Most functions also require additional information known as
arguments which are supplied to the function in brackets after the function name.

Functions are therefore written as follows: =name(arguments)

The arguments are quite often cell or range references that contain values that can be used in the function.
For example, the commonest function is the SUM function which, as its name suggests, is used to sum or
add values together.

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If we wanted to add all of the values in the cells from B10 to D15 we would write this function as:
= SUM (B10:D15)

As we can see this is much simpler than writing our own referential formula which would look like:
= B10+B11+B12+B13+B14+B15+D10+D11+D12+D13+D14+D15

Imagine writing and proofing a formula where we had to add 200 cells!

2. Typing Functions:
If we are familiar with the function that we need, we can type it into a cell exactly the same way we type
any other formula. If you are not sure if Excel has a function or we can’t quite remember how it is written,
we can use the Insert Function tool on the Formula Bar to assist us. When we click on this tool the Insert
Function dialog box will be presented to us which lists the most recently used or common functions and
also allows us to search for other functions that we might need.

The Insert Function dialog box will also type the function and then provide us with a further dialog box to
guide us through the process of specifying the arguments that the function needs to perform its calculation.

3. Using the Sum Function to Add:

One of the most used functions is the SUM function. This function allows us to add the values in a range
of cells. The function is written as: =SUM(range or ranges to add). We can type the function, and then use
the pointing technique to fill in the arguments. Excel then paints marquees around the cells involved helping
us to track our progress.

To type a sum function for a contiguous range:

a. Type = sum(Select the range of cells Type)
b. Press Enter.

4. Calculating an Average:
The AVERAGE function allows us to average the values in a range of cells. It is written in much the same
way as the SUM function, for example, =AVERAGE(range of cells to average). The average function can
be applied using the Functions Wizard.

To Insert an Average Function:

a. Click in the cell then click on the Insert Function tool
b. Click on AVERAGE in Select a function
c. Insert the required ranges then click on OK

5. Finding a Minimum/Maximum Value:

The Minimum or MIN function allows us to extract the lowest value from a range of values. It is written
in much the same way as the SUM function. For example, =MIN(range of cells). The function can be
applied using the Function Wizard, or by typing the function in detail directly into the cell.

We can use Max function, in the similar way, to find the maximum from a range of values.

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To Insert a Minimum Function:

a. Click in the cell then click on the Insert Function tool
b. Click on MIN in Select a function
c. Insert the required ranges then click on OK

6. COUNT Function:
The COUNT function counts the number of cells that contain numbers and counts numbers with in the
argument. Click the cell where we want to place a count of the number of cells in a range that contain
numbers. Click the Sum button list arrow on the Home tab and select Count Numbers. Enter the cell range
we want to reference, and press Enter.

MORE EXCEL FUNCTIONS:

1. Excel String (Text) Functions:
▪ FIND Function: Returns the starting position of a text string in another text string (case sensitive).
▪ LEFT Function: Returns the string from another string starting from the left.
▪ LEN Function: Counts the number of characters from the value supplied.
▪ LOWER Function: Converts a text into lower case.
▪ MID Function: Returns a substring from a string using a specific position and number of characters.
▪ PROPER Function: Convert a text to a proper case text.
▪ REPT Function: Repeats a value several times.
▪ RIGHT Function: Returns the string from another string starting from the right.
▪ SEARCH Function: Returns the starting position of a text string in another text string (case
sensitive).
▪ UPPER Function: Convert a text into an upper-case text.

2. Excel Date Functions:

▪ DATE Function: Returns a valid date using the day, month, and year supplied.
▪ DATEDIF Function: Calculates the difference between two dates.
▪ DATEVALUE Function: Converts a date that is formatted as text into an actual date.
▪ DAY Function: Returns the day from the date supplied.
▪ DAYS Function: Returns the count of days between two dates.
▪ EDATE Function: Returns a date after adding/subtracting months from the supplied date.
▪ EOMONTH Function: Returns the end of the month date from a future month or a past month.
▪ MONTH Function: Returns the month from the date supplied.
▪ NETWORKDAYS Function: Count of days between the start date and end date, excluding
weekends and holidays.
▪ NETWORKDAYS.INTL Function: Count of days between the start date and end date, excluding
weekends (Custom), and holidays.

3. Excel Time Functions:

▪ HOUR Function: Returns the hours from the time supplied.
▪ MINUTE Function: Returns the minutes from the time supplied.
▪ NOW Function: Returns the current date and time.
▪ SECOND Function: Returns the seconds from the time supplied.

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▪ TIME Function: Returns a valid time using the hours, minutes, and seconds supplied.
▪ TIMEVALUE Function: Convert a time value that is stored as text into actual time.

4. Excel Logical Functions:

▪ AND Function: Test multiple conditions and return TRUE if all the conditions are TRUE.
▪ FALSE Function: Returns the Boolean value FALSE.
▪ IF Function: Tests a condition and returns a value if that condition is TRUE else some other value.
▪ IFERROR Function: Tests a value for an error and returns the specified value if an error occurred,
else returns the original value.
▪ IFNA Function: Tests a value for #N/A error and returns the specified value if the error occurred,
else returns the original value.
▪ NOT Function: Reverse a logical result/value.
▪ OR Function: Test multiple conditions and return TRUE if any of the conditions are TRUE.
▪ TRUE Function: Returns the Boolean value TRUE.

5. Excel Math Functions:

▪ ABS Function: Converts a number into an absolute number.
▪ EVEN Function: Rounds a number to the nearest even number.
▪ INT Function: Returns the integer part from the value supplied.
▪ MOD Function: Returns the remainder value after dividing a number with a divisor.
▪ MROUND Function: Rounds a number to a given multiple.
▪ RAND Function: Returns a random number ranging from 0 to 1.
▪ SUM Function: Sum the value supplied.
▪ SUMIF Function: Sum the value supplied using the condition specified.
▪ SUMIFS Function: Sum the value supplied using the multiple conditions specified.
▪ SUMPRODUCT Function: Multiply and sum the array values.
▪ TRUNC Function: Returns a number after truncating the original number.

6. Excel Statistical Functions:

▪ AVERAGE Function: Calculates the average of the supplied numeric values.
▪ AVERAGEA Function: Calculates the average of the supplied numeric values, Boolean, and
numbers formatted as text.
▪ AVERAGEIF Function: Calculates the average of the numbers based on the conditions you specify.
▪ AVERAGEIFS Function: Calculates the average of the numbers based on the multiple conditions
you specify.
▪ COUNT Function: Counts the supplied numeric values.
▪ COUNTA Function: Counts the supplied values except for blanks.
▪ COUNTBLANK Function: Counts the blank values.
▪ COUNTIF Function: Counts the values supplied using the condition specified.
▪ COUNTIFS Function: Counts the values supplied using the multiple conditions specified.
▪ MAX Function: Returns the maximum value from a list of values.
▪ MIN Function: Returns the minimum value from a list of values.

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INSERT OBJECTS:
1. Insert an Image: Click the Insert tab on the ribbon, click either the Pictures or Online Pictures button
in the Illustrations group, select the image you want to insert, and click Insert.
2. Insert a Shape: Click the Insert tab on the ribbon, click the Shapes button in the Illustrations group,
and select the shape we wish to insert.
3. Hyperlink Text or Images: Select the text or graphic we want to use as a hyperlink. Click the Insert
tab, then click the Link button. Choose a type of hyperlink in the left pane of the Insert Hyperlink dialog
box. Fill in the necessary informational fields in the right pane, then click OK.
4. Modify Object Properties and Alternative Text: Right-click an object. Select Size and Properties in
the menu, and make the necessary modifications under the Properties and Alt Text headings.
5. The Charting Process: Charts provide a way of seeing trends in the data in our worksheet. The charting
feature in Excel is extremely flexible and powerful and allows us to create a wide range of charts from
any of the Insert commands in the Charts group.

A. INSERTING CHARTS:
1. The first step when creating a chart is to select the data from the worksheet that we want to chart. It is
important to remember that the selected range (which can be either contiguous or non-contiguous),
should include headings (e.g. names of months, countries, departments, etc.). These become labels on
the chart. Secondly, the selected range should not (normally) include totals as these are inserted
automatically when a chart is created.

2. The second step is to create a chart using the INSERT tab on the ribbon. We can choose a
Recommended Chart where Excel analyses the selected data and suggests several possible chart
layouts.

3. Alternatively, we can create the chart from scratch by choosing one of the Insert commands in the
Charts group. Charts that we create in Excel can be either embedded into a worksheet, or they can exist
on their own sheets, known as chart sheets.

B. EMBEDDED CHARTS:
Charts that appear within a worksheet are known as embedded charts. A chart is really an object that sits
on top of the worksheet – unlike numbers and letters, charts are not actually placed into worksheet cells.

C. CHART SHEETS:
If we want to keep our chart separate from the data, we can move the chart to its own sheet. Chart sheets
make it easier and more convenient to work with.

D. CHOOSING THE RIGHT CHART:

A chart is far more effective at communicating results, outcomes or trends than a table of figures displaying
the same information. Different chart types have been created to communicate different types of
information. Some charts show simple relationships between values, while others are designed for quite
technical purposes.

Here is a summary of the use of different chart types.

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S.N. CHART TYPE WHEN SHOULD YOU EXAMPLE

USE IT?
1. Pie Chart When you want to
quantify items and show
them as percentages.

2. Bar Chart When you want to

compare values across a
few categories. The
values run horizontally.

3. Column chart When you want to

compare values across a
few categories. The
values run vertically.

4. Line chart When you want to

visualize trends over a
period of time i.e. months,
days, years, etc.

5. Combo Chart When you want to

highlight different types
of information.

THE IMPORTANCE OF CHARTS:

• Allows us to visualize data graphically
• It's easier to analyze trends and patterns in the charts
• Easy to interpret compared to data in cells

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E. USING A RECOMMENDED CHART:

If we are undecided about the best type of chart for the data we have selected to graph, then we may wish
to use Excel’s Recommended Charts feature. This feature analyses our selected data and presents us with
what it considers to be the best way to chart that data. Several alternatives are presented and we simply
choose the one we like most.

To use the Recommended Charts feature:

a. Select the data to be charted
b. Click on the INSERT tab, then click on Recommended Charts in the Charts group
c. Click on the desired chart and click on [OK]

F. CREATING A NEW CHART FROM SCRATCH:

The easiest way to create a chart is by using the Recommended Chart feature. However, we can create a
chart ourselves from scratch using INSERT tab of the ribbon.

To create a chart from scratch:

a. Select the range to chart
b. Click on the INSERT tab, then click on the appropriate Insert command in the Charts group
c. Click on the desired chart type

G. RESIZING A CHART:
There are two main ways to resize a chart if we are not satisfied with its current size. A chart that has been
selected can be resized by dragging one of the sizing handles around its border. These handles appear with
dots in them. We can also resize a chart using commands in the Size group on the CHART TOOLS:
FORMAT tab that appears when the chart is selected.

To resize a chart:
a. Select the chart, then click on and drag a sizing handle on the border of the chart, or
b. Click on the CHART TOOLS: FORMAT tab, then click on up/down spinner arrows for Shape
Height and Shape Width in the Size group.

H. REPOSITIONING A CHART:
It’s unlikely that a chart embedded in the worksheet by Excel will be exactly where we would like it to be.
We can easily relocate a chart to a more appropriate position by clicking on and dragging the border of the
chart to the desired location. The chart obviously must be selected before it can be dragged to a new
position.

To move a chart:
a. Click on the chart to select it
b. Move the mouse pointer to the border of the chart until the mouse pointer changes to a four-headed
arrow
c. Drag the chart to a new location

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I. PRINTING AN EMBEDDED CHART:

When we print a worksheet, Excel will print whatever is in or embedded in that worksheet (including
charts). This makes it easy and convenient to print both the chart and its underlying data. All we need to
do is to position the chart in the appropriate location then access the print commands in the usual way.

To Print an Embedded Chart:

a. Click on the FILE tab, then click on Print
b. Click on Print

J. CHANGING THE CHART TYPE:

To Change the Chart Type:
a. Ensure the chart or chart sheet is selected
b. Click on the CHART TOOLS: DESIGN tab, then click on Change Chart Type in the Type group
c. Click on the desired chart and click on OK

K. CHANGING THE CHART STYLE:

To Change the Chart Style:
a. Ensure the chart or chart sheet is selected
b. Click on the Chart Styles tool to the right of the chart
c. Click on the desired style

L. DELETING A CHART:
If we no longer require a chart, we can easily delete it. With embedded charts we must first select the chart
in the worksheet and then press the key to delete the chart. With charts in chart sheets, we can delete the
sheet by right clicking on the chart sheet tab and choosing the deletion option.

To Delete a Chart:
a. Click on the worksheet to see the chart, then click on the chart to select it
b. Press Del.

RESULT & CONCLUSION:

The study of the basic operations of the Electronic Spreadsheet Package (MS Excel) is carried out.
In this session, I explored the basic operations of Microsoft Excel, a powerful electronic spreadsheet tool.
I learned how to create a new workbook, enter and format data in cells, and perform basic calculations
using formulas and functions such as SUM, AVERAGE, MIN, and MAX. I also practiced adjusting rows
and columns, applying cell formatting, and using basic data sorting and filtering features. Additionally, I
gained experience in creating simple charts to visually represent data.

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Laboratory Work-8:
PRESENTATION PACKAGE (MS POWERPOINT)

OBJECTIVE: To study the basic operations of the Presentation Package (MS POWERPOINT).

EQUIPMENT REQUIRED:
1. Computer with MS PowerPoint

THEORY:
PowerPoint presentations can be an effective way of providing information in small segments. Individual
slides can include bullet points, pictures, charts, tables, and business diagrams. Professionally designed
themes visually enhance our message and provide a professional, coordinated appearance. PowerPoint is
used to develop professional presentations for electronic delivery as on-screen slide shows. The elements
that control the appearance of PowerPoint and the way we interact with it while we create presentations are
collectively referred to as the user interface.

Some user interface elements, such as the color scheme are cosmetic. Others, such as toolbars, menus, and
buttons, are functional. We can modify cosmetic and functional user interface elements to suit our
preferences and working style. The default PowerPoint configuration and functionality is based on the way
that most people work with the app.

PowerPoint 2016 is part of the Microsoft Office 2016 suite of apps, which also includes Microsoft Access,
Excel, Outlook, and Word. The apps in the Office suite are designed to work together to provide highly
efficient methods of getting things done. We can install one or more Office apps on our computer.

Start PowerPoint:
The way that we start PowerPoint is dependent on the operating system we’re running on our computer.
For example:
i. In Windows 10, we can start PowerPoint from the Start menu, the All Apps menu, the Start screen,
or the taskbar search box.

ii. In Windows 8, we can start PowerPoint from the Apps screen or Start screen search results.

iii. In Windows 7, we can start PowerPoint from the Start menu, All Programs menu, or Start menu
search results.

We might also have a shortcut to PowerPoint on our desktop or on the Windows taskbar. When we start
PowerPoint without opening a specific presentation, the PowerPoint Start screen appears.

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The Microsoft PowerPoint 2016 Interface:

Fig. The Interface

1. Quick Access Toolbar - Allows we to keep shortcuts to our favorite and frequently used tools.
2. Ribbon Display Options - We can collapse, auto hide, or show the whole ribbon.
3. File Tab (Backstage View) - The backstage view is where we manage our files and the
information/properties about them (e.g. open, save, print, protect document, etc.).
4. Ribbon - Tabbed interface, where we can access the tools for formatting our presentation. The Home
tab will be used more frequently than the others.
5. Tell Me - Look up PowerPoint tools, get help, or search the web.
6. Collapse the Ribbon- This button will collapse the ribbon. Click on the pinned icon to reopen the
ribbon.
7. Mini Toolbar - Select or right-click text or objects to get a mini formatting toolbar.
8. Slides Tab - Use this to navigate through our slides within our presentation.
9. Slide - This is where we type, edit, insert content into our selected slide.
10. Status Bar - View which slide we are currently on, how many slides there are, speaker notes or
comments in our presentation, change our views, or change our zoom level.

Ribbon:
The “Ribbon” is a panel that contains functional groupings (such as designing slides, inserting media onto
slides, or applying animations) of buttons and drop-down lists organized by tabs. The ribbon is designed
to help us quickly find the commands that we need to complete a task.

Fig. The Ribbon

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Quick Access Toolbar:

The “Quick Access Toolbar” is a small toolbar at the top left of the application window that we can
customize to contain the buttons for the functions that we use most often.

To customize the Quick Access Toolbar:

1. Click the drop-down arrow on the far right.
2. Click on any listed command to add it to the Quick Access Toolbar.
3. Click More Commands… to choose from a comprehensive list of commands.
4. Select a command from the list by clicking on it.
5. Click the Add button.
6. Repeat steps 4 & 5 to add additional commands.
7. Click on the OK button to confirm our selection.

Tell Me:
The “Tell Me” feature allows users to enter words and phrases related to what we want to do next to quickly
access features or actions. It can also be used to look up helpful information related to the topic. It is located
on the Menu bar, above the Ribbon.

Search for Features:

1. Click in the Tell Me box.

2. Type the feature you are looking for.

3. In the Tell Me drop-down, you will receive a list of features based on your search. Click the Feature
we were looking for.
4. We will either be taken to the feature or a dialog box of that feature will open.

Get Help with PowerPoint:

1. Click in the Tell Me box.
2. Type the feature we want help with.
3. In the Tell Me drop-down, click Get Help on feature.

In the PowerPoint 2016 Help dialog box, we will get a list of help topics based on our search. Click the
Topic we wanted help with.

Mini Toolbar:
The “Mini Toolbar” is a semi-transparent toolbar that appears when we select text. When the mouse cursor
hovers over the Mini Toolbar, it becomes completely solid and can be used to format the selected text.

Status Bar:
The Status Bar can be customized to display specific information. Below, is the default Status Bar for
PowerPoint:

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Right-clicking on the Status Bar brings up the menu to the right, which enables us to change the contents
of the Status Bar by checking or un checking an item.

Themes:
A Theme is a set of formatting options that is applied to an entire presentation. A theme includes a set of
colors, a set of fonts, and a set of effects. Using themes shortens formatting time and provides a unified,
professional appearance.

The Themes group is located on the Design tab; it allows us to select a theme from the Themes Gallery,
apply variants, and customize the colors, fonts, and effects of a theme.

Applying a Theme to a Presentation:

1. On the Ribbon, select the Design tab.
2. In the Themes group, hover over a theme with our mouse to see a preview.
3. Click the arrows to scroll to additional themes.
4. Select a theme by clicking on the thumbnail of our choice within the Themes group.

Applying a Theme Variant:

1. On the Ribbon, select the Design tab.
2. In the Variants group, hover over a variant with our mouse to see a preview.
3. Click the down arrow to view any additional variants.
4. Select a variant by clicking the thumbnail of our choice within the Variants group.

Changing the Color Scheme of a Theme:

It may be necessary to change the color of a theme to better suit our presentation. In order to change the
color scheme after applying a theme to our presentation:
1. From the Variants group, click the down arrow with the line above it, in the bottom right corner.
2. Select colors from the menu.
3. Select a color scheme from the list that appears.

Changing the Fonts of a Theme:

In order to change the fonts of an applied theme:
1. From the Variants group, click the down arrow with the line above it, in the bottom right corner.
2. Select Fonts from the menu.
3. Select your desired font from the list that appears.

Changing the Effects of a Theme:

In order to alter the visual effects of an applied theme:
1. From the Variants group, click the down arrow with the line above it, in the bottom right.
2. Select Effects from the menu.
3. Select your desired effect from the list that appears.

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File Tab:
The File tab, shown below provides a centralized location called the Microsoft Office Backstage view. The
Backstage view is used for all tasks related to PowerPoint file management: opening, creating, closing,
sharing, saving, printing, converting to PDF, emailing, and publishing. The Backstage view also allows for
viewing document properties, setting permissions, and managing different versions of the same document.

Fig. File Tab Fig. Backstage

Navigation: PowerPoint 2016 opens in the Normal View showing the Slides Pane on the left side of the
window.

1. Slides Pane:
The Slides pane displays all the slides available in a presentation and helps to navigate through the
presentation. The slides are listed in sequence and we can shuffle the slides by dragging a slide from the
current location and placing it in the preferred location.

2. Slide Preview:
Select a slide in the slides pane to preview it in the Slide Preview window. The slide preview enables all to
see how our text looks on each slide. We can add graphics, video and audio, create hyperlinks, and add
animations to individual slides.

3. Notes Pane:
It can be helpful to use the Notes Pane to remind ourselves of speaking points for our presentation. These
personal notes can also be printed out for future referencing. Notes entered in the Notes Pane will not
appear on the slide show.

Changing Views:
PowerPoint 2016 allows us to see and edit our slides in several views. To work with our presentation in a
different view, click the View tab on the ribbon and select the appropriate view, or, click on the appropriate
Shortcut button at the bottom right area of the Status Bar.

Fig. View Tab

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Types of Views Purpose of their use

Normal View Displays the outline pane, slide pane, and notes pane.
Slide Sorter View Displays a small version of each slide and is useful for reorganizing your slides.
Notes Page Displays a miniature slide with space below to type notes for the presenter.
Reading View Makes the presentation easy to review.
Slide Show View Runs the slide show beginning with the current slide.

How to Create a New Presentation:

1. Click on the File tab.
2. Choose New.
3. Double clicks on Blank presentation.
4. A new blank presentation will be created.

Saving a Presentation:
The Save command, available from the File tab, is used to save a newly created presentation or to save the
changes made to an existing presentation. When saving a file for the first time, we are prompted to enter a
file name for the presentation, and we are asked in which location we would like the file to be saved.

File Formats:
PowerPoint 2016 uses PowerPoint Presentation (.pptx) as the default file format. Additional formats
include PowerPoint 97-2003 (.ppt), PowerPoint Show (.ppsx), PowerPoint Show 97-2003 (.pps), Windows
Media Video (.wmv), as well as GIF, JPEG, PNG, TIF and BMP. The PowerPoint Show is a presentation
that always opens in Slide Show view rather than in Normal view.

How to Save a Presentation:

1. Click the File tab.
2. Choose Save As to save the presentation with a new name in.
3. Select Computer to save to the local drive (computer/laptop etc).
4. Select the desired folder.
5. In the File Name text box, type the name of the file.
6. Click Save as Type and then do one of the following:

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▪ For a presentation that can be opened only in PowerPoint 2016 or in PowerPoint 2013, in the
Save as Type list, select PowerPoint Presentation (*.pptx).
▪ For a presentation that can be opened in either PowerPoint 2016 or earlier versions of
PowerPoint, select PowerPoint 97-2003 Presentation (*.ppt).
7. Click Save.

Note: We can also press CTRL+S or click Save near the top of the screen to save our presentation
quickly at any time.

APPEARANCE:
Slides:
We may need to add slides to the presentation to include more information.

Before we begin creating a presentation it is important that we decide on a design and layout. Slides and
layouts are the basic building blocks of any presentation. For a presentation to be effective, care should be
taken to apply the right slide layouts. PowerPoint offers several built-in slide layouts to deliver visually
effective presentations.

Adding a New Slide:

1. Within the slides pane, select the slide that we would like to insert a new slide after.
2. On the Home tab in the ribbon, click the drop-down arrow next to New Slide, within the Slides
group, to display the default list of layouts.
3. From the New Slide drop-down list, select a layout to insert.

Types of Slide Layouts:

Title Slide This layout includes placeholders for a main title and a subtitle.
Title And This layout includes a placeholder to enter slide title and a place for text,
Content charts, tables, pictures, clip art, and SmartArt graphics.
Section Header This layout allows space for section and sub-section titles.
Much like the Title and Content slide layout, this layout offers a place for slide
Two Content title text and two content places for text, charts, tables, pictures, clip art, and
SmartArt graphics.
This layout is just like the Two Content layout with the addition of two text
Comparison
placeholders to aid in compare and contrast slides.
Title Only This layout offers a place to enter title text.
Blank This is a blank slide with no placeholders.
Content With With this slide you can enter a title, text, and content such as additional text,
Caption charts, tables, pictures, clip art, and SmartArt graphics.
Picture With
This layout offers a place for a picture and caption text.
Caption

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Text:
A presentation is not all about pictures and background color—it depends mostly on the text. The message
of our presentation is conveyed through the text. The visual aids are simply cosmetics to help support our
message.

Entering Text:
Most slides contain one or more text placeholders. These placeholders are available for us to type text on
the slide layout chosen. In order to add text to a slide, click in the placeholder and begin typing.

The placeholder is movable and we can position it anywhere on the slide. We can also resize a text
placeholder by dragging the sizing handles. Removing an unwanted text placeholder from a slide is as
simple as selecting it and pressing Delete.

A text placeholder can contain multiple lines of text and will adjust the size of the text and the amount of
space between the lines if the text exceeds the allowed space.

Text Boxes can be added to any slide in order to provide additional room outside of the text placeholders.

Adding a Text Box:

1. From the Insert tab, click on Text Box.
2. Left click on the area of the slide where we want to add text.
3. While maintaining the left click, drag the mouse cursor down a bit and then to the right, then release.
The dashed text box appears.
4. Left-click once inside the text box and start entering your text.

Formatting Text:
In order to edit text on a presentation:
1. Select the text (by left-clicking and maintaining the left-click while dragging the mouse cursor
across the text).
2. Use the Font Group on the Home tab or right-click on the selected text and choose formatting
options from the Mini Toolbar.
3. Make necessary changes to the font and click outside of the text placeholder to accept the changes.

Graphics:
Another way to add emphasis to our presentation is to have visual aids or graphics.

Inserting Pictures:
When inserting clip art onto a preselected slide layout:
1. Go to the Insert tab.
2. Type in the key word or phrase of the object you are looking for into the search box.
3. This will open the Insert Pictures window.
4. Scroll through the given results to find our desired clip art.
5. Once found, click on the image.
6. Select Insert to add the clip art to our slide.

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Inserting an Image from a File:

Place the cursor where we would like the image to appear. Select the Insert tab. Click Pictures. In the Insert
Picture dialog box, navigate to find your image. Select your image, and click Insert.

Draw Shapes:
Shapes are simple geometric objects that are pre created by PowerPoint and can be modified. A shape can
contain text or can appear without it. It can also be filled with color, and the outline of the shape can be
given a different style and color.

Inserting a Shape:
1. Select the Insert Tab.
2. Click Shapes.
3. Select the shape we wish to draw
4. Our cursor becomes a small black plus sign.
5. In the Slide pane, point the crosshair mouse pointer to the upper-left corner of the area Hold the left
mouse button down at the place where we want to draw the shape, and then drag diagonally down
to the right to create the shape.

Altering a Shape:
1. We can now move our shape, if necessary, by clicking on the object, holding down the left mouse
button, and dragging it to another location.
2. We may also alter the look of our shape by selecting the shape and clicking the Format tab.
3. In the Shape Styles group, scroll through additional styles and click on the desired style to apply it
to the shape.

Header and Footer:

Occasionally it is necessary to add information to the Header or Footer of a PowerPoint presentation,
organization, class information, etc.

Adding a Header or Footer:

1. Select the Insert tab.
2. Click Header & Footer.
3. Select whether we would like to add these settings to the Slides or Notes and Handouts by selecting
the appropriate tab.
4. Click inside the checkbox to add the Date and Time or Slide Number.
5. If we would like this information to appear on all slides, click Apply to All.

Printing:
PowerPoint 2016 allows us to print our presentation in order to aid us in presenting or to give our audience
something to take notes on. There are multiple formats available when printing; we should choose a format
which best suits our presentation and audience needs.

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Printing Presentation:
From the Backstage view:
1. Click the File tab.
2. Click on Print to view the printer settings.
3. Indicate the number of copies we would like to print.
4. Select the printer.
From the Settings section:
5. Click on Print All Slides. If we do not need to print all slides, we may select another option in the
window.
6. Click on Full Page Slides to access Print Layout options such as Handouts and Notes Pages.
7. Click on Print One Sided to access options to print on both sides of the paper.
8. Click on Grayscale to access options to print in grayscale, color, or black & white
9. Once we are ready to print, click on the Print button.

Slide Show Setup Options:

PowerPoint has several options to choose from to set up our slide show.
1. Select the Slide Show tab on the ribbon.
2. Click Set Up Slide Show in the Set Up group.
3. The Set Up Show window will appear.
4. Select the desired options for our presentation.

Hiding a Slide:
If there is a slide that we do not want to show during the Slide Show, PowerPoint offers the option to hide
a slide.
1. Select the slide that we wish to hide.
2. Click the Slide Show tab.
3. Select Hide Slide within the Set Up group.
4. When presenting our slideshow, the slide will not be seen.

Presenting our Slide Show:

PowerPoint presentations are meant to be supplemental information, not a script. The following instructions
explain how to present our slide show.

Starting the Slide Show:

1. Select the Slide Show tab.
2. Click From Beginning to begin the presentation from the first slide or click From Current Slide to
begin the presentation from the slide which currently appears in the Slide Preview pane.
3. We can advance to the next slide by pressing Enter, the Spacebar, or by clicking the left mouse
button. We will also notice left and right arrows in the bottom-left corner of the slide. Clicking one
of these arrows will advance the presentation to the next slide or the previous slide.
4. Pressing the Escape (Esc) key will end our presentation and return you back to the Normal View.

Note: We can also run the presentation from the current slide by clicking the slide show icon located
on the status bar.

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Presentation Tools:
PowerPoint provides tools that are available for use while presenting our slide show. Once in Slide Show
view, icons will appear in the bottom-left corner of our screen.

Fig. Presentation Tools

▪ Back - Select the Back button to move to the Previous slide in the slide show.
▪ Forward - Select the Forward button to move to the Next slide in the slide show.
▪ Pen Tools - Use the pen tools to make notations on our slides.
▪ See All Slides - To jump to a specific slide, select the See All Slides icon, and then select the slide that
we would like to go to next.
▪ Zoom - Select the Zoom icon to zoom in on a specific area of the slide.
▪ Black or un-black slide - Allows us to black out a slide during our presentation.
▪ More - Select the More button for additional features available in PowerPoint. Select the More icon to
access the taskbar on our computer. Having the ability to access the taskbar while in slide show view,
will allow us to access the Internet or other files or programs during our presentation.

Pen Tool:
1. Select the Pen Tools icon.
2. From the menu, select the Pen or Highlighter, and then click and drag the mouse to mark on our
slides.
a. Select Laser Pointer to draw attention to certain parts of the slide.
b. Select Eraser to erase a marking on a slide.
c. Select Erase All Ink on Slide to erase all of the markings on a slide.

Creating One or More Custom Animations:

1. Click the Animations tab.
2. Click the object (i.e.: clipart, textbox, shape) we would like to animate to select it.
3. Click the Add Animation button.
4. Select the animation from the drop-down list which offers four types of animation effects:
a. Entrance: Objects can enter the slide via any of the entrance effects, including Fly In, Dissolve
In, Grow & Turn, Swish, and Crawl In.

Note: If we do not apply an entrance effect, the animated object starts at the position where we
placed it on the slide.

b. Emphasis: This effect draws attention to an object that is already on the slide via any of the
emphasis effects available, including Flash Bulb, Spin, Grow & Shrink and Color Wave.
c. Exit: Objects can leave the slide via any of the exit effects such as Fly Out, Disappear, Spiral
Out, and Sink Down.
d. Motion Paths: Objects can travel along a track which was created based on predefined motion
paths such as Circle, Funnel, Stairs Down or Wave. The object could also travel along one of
four drawn custom paths: Line, Curve, Freeform, and Scribble

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Note: To see a preview of the animation, select an animation and click the Preview button on the
ribbon.

5. To view additional effects, select either More Entrance Effects, More Emphasis Effects, More Exit
Effects, or More Motion Paths from the bottom of the Add Animations menu.
6. Click the option of our choice to apply that animation effect to the selected object.
7. The Effect Options button may become available (Some effects such as Appear do not have any
effect options). Click the Effect Options button, and change the option if desired.

Note: The effect options will vary depending on which animation is chosen.

8. Apply the timing options for our animation effect.

a. By default, the animation will play upon a mouse click. To make the animation play
automatically when the slide loads, change the Start from On Click to After Previous.
b. We can specify the length of an animation by editing the duration.

Note: The longer the duration, the slower the effect.

c. We can set the animation to play after a certain number of seconds by specifying a delay.

9. Once the basic settings are in place, click the Preview button on the left side of the Animations
ribbon to visualize the animation.
10. To create more than one animation for a given object, click the Add Animation button again and
repeat steps 4 through 9. We can, for example, give an object an entrance effect, an emphasis effect,
and an exit effect. This would let us bring an object onscreen, draw attention to it, and then have it
leave the screen.

Removing an Animation:
1. Click the object that has an animation already applied and that we wish to remove.
2. Click the number to the left of the object that is representing the effect we wish to delete.
3. Press the Delete key on the keyboard. This will delete the animation.

Timing the Presentation:

A good way to determine how long it will actually take us to do the presentation is to use the Rehearse
Timing tool.
1. On the Slide Show tab, in the Set Up group, click Rehearse Timings. The Rehearsal toolbar appears
and the Slide Time box begins timing the presentation.

The Rehearsal Toolbar:

A. Next (advance to next slide)
B. Pause
C. Slide Time

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D. Repeat
E. Total presentation time

2. While timing our presentation, do one or more of the following on the Rehearsal toolbar:
To move to the next slide, click Next.
a. To temporarily stop recording the time, click Pause.
b. To restart recording, click the Resume Recording button in the window that appears.
c. To set an exact length of time for a slide to appear, type the length of time in the Slide Time
box.
d. To restart the recording time for the current slide, click Repeat.

3. After we set the time for the last slide, a message box displays the total time for the presentation
and prompts us to do one of the following: To keep the recorded slide timings, click Yes and To
discard the recorded slide timings, click No.
4. Slide Sorter view appears and displays the time of each slide in our presentation.

Advancing Slides Automatically:

We can set our slides to advance automatically so that we will not have to advance them manually.
1. Select the slide that we would like to apply a timing for.
2. Select the Transitions tab on the ribbon.
3. Within the Timing group, go to the Advance Slide section.
4. Insert a check next to After, and then enter the amount of time that we would like to display the
slide.
5. Select another slide and repeat the process.

RESULT & CONCLUSION:

The study of the basic operations of the Presentation Package (MS PowerPoint) is carried out.
During this session, I learned the basic operations of Microsoft PowerPoint, a widely used presentation
software. I explored how to create a new presentation, add slides, insert text, images, shapes, and charts. I
also practiced applying themes, transitions, and simple animations to enhance the visual appeal of the
presentation. Additionally, I learned how to organize slides, use slide layouts, and run a slideshow to
present the content effectively.

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Laboratory Work-9:
INTERNET AND IT’S SERVICES

OBJECTIVE: To get acquainted with Internet connection, Browser, website, URL, http, www, net
browsing.

EQUIPMENT REQUIRED:
1. Computer system with internet connection

THEORY:
The internet is a global network of interconnected computer networks that use standard communication
protocols to exchange data and information. Internet is a global communication system. It forms a network
in which millions of computers can communicate with each other as long as they are connected to internet.
It is a massive network of networks that consists of private, public, academic, business, and government
networks of local to global scope.

The Internet is a global system of interconnected computer networks that uses the standard internet protocol
suite (often called TCP/IP although not all applications use TCP) to communicate between networks and
devices. Information can travel over internet via a variety of languages known as protocols.

Internet services are used to access/exchange a large amount of information such as text, audio, video,
software, other documents over the internet. An internet connection refers to the physical or wireless link
that allows devices (such as computers, smartphones, tablets etc.) to connect to the internet.

Working with Internet:

Internet is an indifferent part of human being in day-to-day life. We use internet through computer system,
mobile phone or such device which is capable of accessing internet.

Fig. Representation of internet

Getting acquainted with Internet Connection:

Internet is the global system of interconnected computer network that use some sort of protocol suit for
data communication. Internet can be accessed from computer system or a mobile phone or such devices
which is capable of accessing internet. Internet can be accessed by using a MODEM (Modulator
Demodulator), Wi-Fi, Cellular phone etc.

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Browser:
Browser is the software by means of which the user can access and execute a web page. There are different
types of browsers available such as Google Chrome, Internet Explorer, Mozilla Firefox, Opera etc.

Fig. Few Popular Websites

Website:
Website is the combination of multiple web pages and related content that is identified by a domain name
and it must be published on at least one web server. There are millions of web sites available in the internet
such as, https://www.google.com/.

Fig. Example of Website

URL (Uniform Resource Locator):

A URL (Uniform Resource Locator) is the address of a web page, which is located on the address bar of
the browser. Browser interprets the information in the URL and connects to the appropriate server to access
the information.

Example: https://docs.google.com/document/u/1/

Here the URL can be analyzed as, https:// docs.google.com /document/u/1/

Protocol Server address Resource address

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Fig. Showing Address Bar

Webpage:
Web page is a document which is able to load and execute in a web browser. This is a single page from a
website. Generally, web pages are created by using HTML (Hyper Text Mark-up Language) and can be
accessed by using a URL. A web page may contain text, graphics, and hyperlinks (link to other document
or websites).

HTTP (Hyper Text Transfer Protocol):

Http is the prototype used to transfer the hypertext documents over the internet. In other words, a web page
is generally created using html (Hyper Text Mark-up Language). Now the secured version of http is used,
which abbreviates ‗https.

WWW (World Wide Web):

The World Wide Web (or the Web) is an information space where documents and other web resources are
identified by Uniform Resource Locators (URLs), interlinked by hypertext links, and can be accessed via
the Internet.

Net Browsing:
To access internet, we must have at least one browser available in our system. Similarly, internet connection
must be available.

Open the web browser.

Type the URL on the address bar.

Normally a search engine is first opened in the web browser, because it is hard to remember all the web
addresses (URLs). Search engine is a website, which helps the user to search any web page from the
internet. Some of the examples of search engine are Google, Yahoo, Bing etc.

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Fig. Example of a Search Engine

Type the keyword or word sequence or query (question) on the search engine to search the related pages in
the search engine.

Fig. Query in the Search Engine

There will be several related pages, click on the appropriate link to access the web page.

Fig. Accessing Web-Pages from Search Engine

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Some of the sites may harm your computer system or mobile phone, so be cautious while browsing internet.

Click on the links you know; or click on the links which you predict to be healthy. Be careful while you
click on the pop ups, which are there on the web page, unless you know the window.

Fig. Example of Pop-Ups on the Web Page

Some of the sites may be associated with the malwares (virus, worm, Trojan horse etc.). Some of the sites
may capture your personal information, and send to third party.

Sometimes you can consult your instructor, before accessing any unknown web page.

RESULT & CONCLUSION:

The familiarization with the internet connection, browser, website, URL, HTTP, WWW, net browsing is
carried out.
Through this activity, I became familiar with the basic components and functionality of the internet. I
learned how to establish an internet connection and use a web browser such as Google Chrome, Mozilla
Firefox, or Microsoft Edge to access websites. I understood the structure and purpose of a URL, HTTP,
WWW, and the process of net browsing. I was able to visit different websites, explore their content, and
navigate using hyperlinks and search engines effectively.

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Laboratory Work-10:
BASIC OPERATION OF EMAIL

OBJECTIVE: To create an email ID, send and receive email, chat.

EQUIPMENT REQUIRED:
1. Computer with internet connection

THEORY:
Email, or electronic mail, is a system for transmitting messages between people using electronic devices
connected to a network, primarily the internet. It allows users to send and receive text, attachments, and
other digital content. Email allows for sending and receiving messages, attachments, and organizing email
within folders or labels. Email is a widely used communication method for both personal and professional
purposes.

Working of Email:
Email is facilitated by various protocols, like SMTP (Simple Mail Transfer Protocol) for sending and POP3
or IMAP (Post Office Protocol 3 or Internet Message Access Protocol) for receiving.

Creating E-Mail ID:

There are several websites, which provide e-mail facility to the user such as Gmail (from Google), Yahoo,
Rediff mail etc. Here we will consider Gmail for the explanation. Other mail services are similar in nature.

To Create a Gmail Account:

1. Type “https://www.gmail.com/” on the address bar of the browser. Or, access google search engine,
and click on the Gmail link provided on the page.

Fig. Accessing Gmail Web-Page and Create Account Option in Gmail

2. Click on the “Create account” link on the left side lower corner, provided inside the rectangular box.

3. Choose the appropriate option from the given list. Here we choose “For my personal use”, since the
students will create e-mail id for themselves.

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Fig. Creating a Google Account, First Page

4. Fill the given form i.e. type the “First name” and “Last name (optional)”. Click on Next.

5. Select your date of birth and gender. Then click on Next.

Fig. Creating a Google Account, Second Page

6. Type a desired email id.

Fig. Creating a Google Account, Third Page

▪ Length: The length of user name in the email id must be 6 to 30 characters.

▪ Allowed Characters: Usernames can include letters (a-z), numbers (0-9), and periods (.).
▪ Default Value: @gmail.com is automatically added to the user’s name to provide you a complete
e-mail id.
▪ Examples: example123, my.name, abc123, er.sanjaysah2 are all valid Gmail usernames.
▪ Your email id will look like, [email protected].

7. Type your desired password.

▪ Type same password in the Password box and confirm password box.
▪ You must provide a strong password, which should be hard to guess. You must use 8 or more
characters with a mix of letters, numbers and symbols. This will enhance the security against
cybercrime.
▪ Then click on Next to continue.

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Fig. Creating a Google Account, Fourth Page

8. Type a recovery e-mail id. This is optional, so you can skip.

9. Read the Google's Terms of Service and Privacy Policy which will appear on the screen and click on I
agree.
10. Your e-mail id is ready to be operated.

Fig. Gmail Account, Inbox Page

Sending and Receiving Email:

To send and receive e-mails, you must login to the email. The step-by-step approach is as follows.
1. Type https://www.gmail.com/ on the address bar of the browser.
OR, access google search engine, and click on the Gmail link provided on the page.
2. Type your e-mail id or phone number in the box, and then click on Next.
3. Type your password in the box, and then click on Next.

Fig. Login Page of Gmail Fig. Gmail Page to Login after entering mail-id Fig. Gmail Login Page after entering password

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4. Now you entered to your mail-box. You can send or receive e-mail from this place. All the
received e-mail will be displayed in the mail box. Click on the e-mail, and you can see the
content.

5. To send e-mail, click on the Compose.

Fig. Compose Mail option in Gmail

6. You will get a box as shown in figure.

Fig. Gmail Compose Mail Window Fig. Sample Image Showing How Mail is Composed

7. Type the list of mail-ids of the recipients in the “Recipients” box. At least one e-mail id must be
entered.
▪ Cc is the abbreviation for “Carbon Copy” and Bcc is the abbreviation for “Blind Carbon Copy”.

8. Type the subject, in the “Subject” box. This is an optional part.

9. Type the message in the “Body” as shown in figure.
10. You can attach any file by clicking on the attach option which is shown in the figure below.

Fig. Attach File option in Gmail

11. Click on the X (close) option to save the message to draft.

12. Click on send to send the message to the recipient.

Lab Manual P a g e | 84 Er. Sanjay Kumar Sah

 IT and Applications BBA I/I

To Start a Chat in Gmail:

1. Access Gmail: Open your Gmail account on a web browser or within the mobile app.
2. Enable Chat (if needed): If you don't see a “Chat” tab, you may need to enable it in your Gmail
settings.
3. Initiate a New Chat:
▪ Web: Click the “Chat” tab and then click “New chat”.
▪ Mobile: Click the “Chat” tab and then click the “+” icon.
4. Add Recipient: Enter the recipient’s name or email address of the person you want to chat with.

Fig. Chat in Gmail

5. Start Typing: Begin typing your message.

6. Send: Click "Send" or press Enter to send your message.

Fig. Chat Conversation in Gmail

RESULT & CONCLUSION:

The creation of email id, sending and receiving email, chatting is carried out.
In this practical session, I successfully created a new email ID using a popular email service provider (such
as Gmail). I learned how to log in to my email account, compose and send emails to recipients, and check
my inbox for incoming messages. I also explored features like attaching files, adding CC/BCC recipients,
and organizing emails into folders or labels. Additionally, I practiced using the chat feature integrated
within the email platform for real-time text communication with contacts.

Lab Manual P a g e | 85 Er. Sanjay Kumar Sah