Introduction To Computers MS Office Notes

INDUS BUSINESS SCHOOL
(Information Technology)
Introduction, MS-Office & HTML
Prof. Arathi S. Purohit
Study Notes
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Contents
Introduction to Computers :.................................................................................................3
Data Representation & Numbering System.........................................................................8
Introduction to Data Communication & Networking.......................................................10

MS Word Templates:.........................................................................................................21
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Introduction to Computers :
It is a truly amazing machine. It is an electronic device used to process data. In
1940’s & 1950’s computers were of massive size used by big institutions, govt.
offices, military & universities.
Computer is derived from the word “Compute” which means to calculate. As they can
store, process & retrieve data ,as and when required they are also known as Data
Processor. eg. : ENIAC , UNIVAC etc.
Historical development of Computer :
Around 3000 BC in China a computer called Abacus was developed which used
beads to represent decimal & arithmetic operations of smaller volume can be
performed with its help. Number of improvements were made till the “Stepped-
Wheel” calculator was invented which multiplied & divided directly.
In 1822, “Charles Babbage” of England proposed the “Differential Engine”

which was refined to “Analytical Engine” in 1833, which became the first
completely automatic general purpose digital computer.
Punched card (Mark I) was invented in 1943 in Harvard University. The

original computer weighed about five tons. In operation, it was fed instructions that
were coded in the form of holes punched in a narrow paper tape or a punched paper
card.
ENIAC : Electronic Numerical Integrator & Calculator was designed in the year
1945 which contained 18000 vaccum-tubes, weighed 30 tons which occupied 1500
sq.ft. space & just 200 characters memory by J. Presper Eckert & John W. Mauchly at
Pennsylvania in Philadelphia.
EDVAC : Electronic Discrete Variable Automatic Computer was developed in

the year 1951 by J. Presper Eckert, John W. Mauchly & Jon Von Neuman for storing
data which used the Binary Number System.
UNIVAC : Universal Automatic Computer was developed by Remington Rand in

the year 1951.
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Generations of Computers :
1> First Generation ( 1942 – 1955 ) :-
a) Physically large in size.

b) Rigid in operations.
c) Limited memory & computing capacity.
d) Slow operating speed i.e. ( in milli – seconds )
e) Contained Vaccum Tubes.
f) Restricted programming capabilities.
g) Generated more heat.
h) Very high maintenance problems.
i) Very expensive.
2> Second Generation ( 1955 – 1964 ) :-
a) Considerable reduction in physical size.

b) Comparatively more reliable.
c) Comparably large memory.
d) Greater operating speed i.e. ( in micro – seconds )
e) Contained transistors as basic component & consumed less power.
f) Improved computing capacity.
g) Generated less heat as compared to first generation..
h) Faster & better input – output devices.
3> Third Generation ( 1964 – 1975 ) :-
a) Greater miniaturization.
b) Flexible in operation.
c) Larger memory.
d) High operating speed i.e. (in nano – seconds)
e) Contained Integrated Circuits.
f) Very reliable & Random Access possible.
g) Time sharing & Multi Processing.
h) Compatible with other software’s.
i) High level languages like FORTRAN & COBOL came into existence.
4> Fourth Generation (1975 onwards):-
The advancement in the electronics could pack thousands of components into

very small assemblies known as LSI ( Large Scale Integration ) & it led to
the fourth generation of computers. Micro – processor was developed where
an entire CPU was accommodated on a single chip. Intel 4004 was the first
microprocessor which was further updated to Intel 8080 & this led to usage of
Personal Computers.
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5> Fifth Generation (Future computers):-
Here computer systems have been thought of using Artificial Intelligence &
Parallel Processing Hardware. Knowledge based expert systems would be
the main feature.
Types of Computers :
1) Analog Computers :- These computers perform the complex processing by
directly measuring the continuous physical quantities.
eg :- Slide Rule, a hand operated computer was developed in 1620-1630 for
basic arithmetic calculations.
Differential Analyzer used in gun directors & bomb sights is also an analog
computer developed in 1876.
Antikythera Mechanism was developed in the year 1901 in Greece for all
Mathematical Operations.
2) Digital Computers: - They represent the numerical quantities by discrete

electrical states ON & OFF i.e. 1 & 0. They can be referred to as Electronic
Data Processing Machines.
3) Hybrid Computers :- Computers with the features of Analog & Digital

computers are known as Hybrid Computers. They have the measuring
capabilities of the analog computer & the logical, arithmetic & control
capabilities of the digital computer.
eg :- HRS – 100 (Hybridni Racunarski Sistem) developed in 1971 by Mihaljo
Pupin Institute Belgrade – Serbia. It was used by Academic of Sciences in
USSR.
Computers are classified in

categories / shapes :
1) Micro Computers (PC) 2) Mini Computers
3) Mainframe Computers 4) Super Computers
Micro Computer
Desktop
Portable
Laptop / Notebook Palmtop / Handheld / PDA
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Parts of Information System :

1) Hardware also simply known as computer. Any physical existence which can
be seen & touched.
2) Software set of instructions or programs which tells the computer how to

process the data.
3) Data raw material or facts about anything which is used as input to get useful
information / result.
4) People the end-users who play a crucial role. Without people the computer is
of no use.
Hardware
Processor Memory Input / Output Storage
The procedure that transforms raw data into useful information is called
processing. Processor is like the brain of the computer. The board to which the
processor is connected is called as Motherboard or Mainboard. The term
Central Processing Unit ( CPU ) refers to the computers processing hardware.
Control Unit
Input Output
Devices Devices
Memory ALU
Control Unit controls the flow of instructions & data within the components.
Arithmetic Logic Unit (ALU ) is responsible for performing all the

computations like Arithmetic, Logical or Relational.
Memory is computers electronic scratchpad. Programs are loaded into and run
from memory. The most common type of memory is RAM ( Random Access
Memory ). The smallest measurement unit of data is 1 bit & that of memory
is 1 byte.
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1 byte : 8 bits
1 kilo byte : 1024 bytes
1 mega byte : 1024 kilo bytes
1 giga byte : 1024 mega bytes
1 tera byte : 1024 giga bytes
1. ROM ( Read Only Memory ) is non – volatile in nature. The permanent

programs like compilers, character shapes etc. are stores in the ROM. So
programs once written cannot be erased.
2. PROM ( Programmable Read Only Memory ) is also non – volatile in

nature, but the contents of PROM are decided by the user. Programs once written
cannot be erased or changed.
3. EPROM ( Erasable Programmable Read Only Memory ) is volatile nature.

Data can be erased or changed by exposing it to Ultraviolet rays of very high
intensity, so that it may be ready to accept new contents.
4. RAM ( Random Access Memory ) is volatile in nature. Information can be

read from & written to RAM at any instance , but it loses the data when there is
no electric supply.
Input & output devices are those devices which are used to accept data &
instruction from the user & return the processed data back to the user.
eg :-
Input Devices Output Devices
Keyboard, Mouse, Scanner, Joysticks, Monitor, Printer, Speaker.

Trackballs, Digital Camera, Microphones,
Bar code readers, Electronic Pen,
Touch screen & Modem has the functionality of both Input & Output.
Storage device is to hold data. They come in two types :
1) Primary / Volatile / Temporary : RAM
2) Secondary / Non – Volatile / Permanent : Harddisk, Floppy, CD, DVD,

Tape Drives, Removable
Harddisks.
Software brings machine to life. It is a set of instructions which tells the

computer how to process the data. Software are of two types.
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Software
System Software Application Software
• Tells the computer how to Tells the computer how to

use its components. It is accomplish specific tasks for
an interface between the user the user.
& the PC. Eg. MS-Office etc.
Eg : Operating System.
System Software
Operating System
Single User Multi User
Every machine having its own One operating system

operating system operated by shared by many users on
single user. different clients.
Difference between DOS & WINDOWS
DOS
• It is a command line operating system.

• Single tasking operating sytem.
WINDOWS
• It is a Graphical User Interface ( GUI ).

• Multi – tasking operating system.
Data Representation & Numbering System

Computer recognizes only two distinct physical states produced by electricity,
magnetic polarity or reflected lights. All they can understand is the on & off
i.e. ( 1 & 0 ) state which are reflected by switches called as transistors.
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1) Binary Numbering System uses the base as “2” . Base is also termed as
“RADIX”.
2) Decimal Numbering System uses the base as “10”.
Binary to Decimal Conversion
101 = 1x22 + 0x21 + 1x20 101.011 = 1x22 + 0x21 + 1x20 + 0x2-1 +

1x2-2 + 1x2-3
= 4+0+1 = 4 + 0 + 1 + 0 + 0.25 + 0.125
= 5 = 5.375
( 101 )2 = ( 5 )10 ( 101 .011 )2 = ( 5.375 )10
Decimal to Binary Conversion
2 13
2 6 1
2 3 0
2 1 1
1 1
0.125 x 2 = 0.250
0.250 x 2 = 0.500
0.500 x 2 = 1.000 ( 13.125 )10 = ( 1101.001 )2
Ones Complement
It can be obtained by flipping each digit. i.e. 1 to 0 & 0 to 1

e.g. 11010 = 00101
Twos Complement
It can be obtained by adding 1 to its ones complement.

e.g.
Number : 11010
Ones Compliment : 00101
+ 1
--------
Twos Compliment 00110
--------
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Introduction to Data Communication & Networking

Electronic transfer of information between computers is called as Data
Communication.
Computers communicate in two ways :
1) Through Modems
2) Through Networks
Network is a way to connect computers together so that they can communicate,

exchange information & share resources.
Analog Communication
Analog computers perform the complex processing by directly measuring the

continuous physical systems.
e.g. Telephone, Slide Rule used to measure length.
Digital Communication
Digital computers represent the numerical quantities by the discrete electric states
( ON | OFF ) which can be manipulated logically & arithmetically.
Features of Networking
1) Allows simultaneous access to critical programs & data.

2) Allows people to share peripheral devices.
3) Streamlining personal communication with email.
4) Making the backup process easy.
Types of Networks
1) Local Area Network – ( LAN ) :-
A network of computers located relatively near each other & connected by cable is
known Local Area Network. It permits all the computers connected to it to share
hardware, software & data as if to be directly connected to the users computer. E.g
Computers connected to each other within any organization or institute,
Server
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2) Wide Area Network - (WAN):-
When two or more networks are connected together generally across a wide
geographical area using high-speed or dedicated telephone lines. WAN means
network of networks. E.g. Internet.
Server 1 Server 2
Gateway Gateway
Gateway is a computer that connects to

networks & translate the information.
Protocols:-
A protocol is a set of rules which dictates the format of a conversation between

communicating stations.
e.g. TCP / IP , FTP , HTTP
1) TCP / IP – Tranmission Control Protocol / Internet Protocol:-
On a network, data is sent in small groups called packets. A packet is a group of bits
that includes header, payload & control elements that are transmitted together.
To : B To : B To : B
From : A From : A From : A
Content : Text Content : Text Content : Text
A Packet # : 1 Packet # : 2 Packet # : 3
B
Hello How Are You ?
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2) FTP – File Transfer Protocol:-
FTP is required at the time of actual storing of files to & from the server. It can be
also termed as uploading & downloading.
3) HTTP – HyperText Transfer Protocol:-
HTTP is required to transfer the dynamic data from one page to another. Dynamic
includes text, images, animations and dynamic text through forms like ( email
registration ).
Internet & Intranet:
Internet means interconnection of networks. It is the product of a military

undertaking. The Pentagon’s Advance Research Project Agency ( ARPA )
funded its creation in 1969 as ARPANET.
A LAN network or a software developed for internal messaging between employees

within an organization is called Intranet.
World Wide Web ( WWW )
Designed by Tim Berners – Lee. WWW exploits two technologies like Multimedia &
Hypertext, together which is known as Hypermedia. Multimedia refers to combination
of text, colour, graphics, sound, video in presentation of data. Hypertext means
presentation of text in different format with embedded links or extra effects. The
language used to create hypertext is called Hypertext Markup Language
( HTML ).
Uses of Internet
1) Email
2) Chatting
3) Online Shopping
4) Online Reservation
5) E-Learning
6) Online Exams
7) Online Banking etc.
Introduction to Embedded Software:-

Frequently embedded systems are real-time in nature. A real-time system is any
information processing system which has to respond to externally generated input
stimuli within a finite and specified period the correctness depends not only on the
logical result but also the time it was delivered, failure to respond is as bad as the
wrong response. The computer is a component in a larger engineering system in
other words an EMBEDDED COMPUTER SYSTEM. To the max all processors are for
the embedded systems market
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Examples of Embedded Systems

• Vehicle systems for automobiles, subways, aircraft, railways
• Process Control for power & chemical plants
• Medical facilities for automatic patient care, air traffic control & remote bank
accounting
• Military uses - tracking, command & control
• Telephone, radio & satellite communications
• Household systems for monitoring & controlling appliances
Emerging Communication Technology

With corporate communications dramatically shifting to online media the past couple
of years, new technology applications have emerged in its wake to better
accommodate this change. Some examples include RSS feeds, avatars, “Technorati
tags,” “tag clouds,” “quotables,” “iFrames” and podcasts, just to name a few.
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MS Word Introduction:
Microsoft Word is an essential tool for the creation of documents. Its ease of use has
made Word one of the most widely used word processing applications currently on
the market. Therefore, it's important to become familiar with the various facets of
this software, since it allows for compatibility across multiple computers as well as
collaborative features. Word is a fairly simple program to use for completing simple
tasks.
Opening Microsoft Word:

To run Word on your computer: “Start” >> “Programs” >> “Microsoft Office” >>
“Microsoft Office Word 2003.” If there is an icon of Microsoft Word available on your
desktop (shaped like a square with a "W" in the middle), you can open up the
program by double-clicking it, as well.
Making a New Blank Document:

When Word is opened, a new blank document should automatically open. If not, then
you can begin a new blank document in a variety of ways.
First, find the "New Blank Document" icon, which looks like a
blank sheet of paper, located underneath the menu bar in
Word in what is called the "standard toolbar." Click on the icon
to bring up a new blank document.
Also, you can go to the menu bar and

select File >> New… (shortcut: Ctrl+N).
To begin typing, just click the cursor anywhere within the new blank document
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Opening a Document:
To open to view, edit, or print a document, you must first open up that file in Word.
You can open a file by clicking on the "Open" folder icon (with a
picture of a folder) located in the standard toolbar. Or, you can use
the menu bar and navigate to File >> Open… (shortcut: Ctrl+O).
Saving a Document:
When you are working with any sort of media in any software, you should be sure to
save your work often. In Word, there are numerous options for saving documents in
a variety of file types.
To save a new, unsaved document, you can

click on the Save icon, shaped like a disk
located on the standard toolbar. Or, you can
go to the menu bar and select File >>
Save… (shortcut: Ctrl+S).
A dialogue box should appear, offering you

a number of options. To save the document
in the desired location on your computer,
locate and select the folder on your computer. Give your document a name in the file
name text box. While you can give your document long names, make sure you save
it with a name you can remember.
Please note that it's good practice not to use spaces or special characters in file
names. For example, a long file name may look like this: sample_paper1.doc
To save a completely new

document using previously existing
(and opened) text, you use the
Save As option.
Open the document that you wish

to save as an entirely new file, go
to the menu bar, and click on File
>> Save as. In the file name text
box, give your document a new
name. Using this option allows you
to save multiple versions (with
different file names) of a document
based on one original file.
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Formatting Text/Paragraphs Using Toolbars:

In a word processing program such as Word, there are numerous options available
for presenting your text. This part of the tutorial will guide you through several of
the important features in Word that will allow you to edit, modify, and display text
(and non-text) components.
The Standard Toolbar:

Word allows all toolbars to be customized, so you may not find all options listed
here. There are several buttons that may or may not appear immediately in your
version of Word. Use the following graphic as a guide to the Standard Toolbar.
1. New Blank Document:

To begin a new document, click on the New Blank Document icon, shaped like
a blank sheet of paper.
2. Open:
Clicking on this icon opens up a previously saved document on your
computer.
3. Save:
Clicking on the Save icon saves the document you are currently working on. If
you are saving a document for the first time, you can click on this button.
However, if you want to save a new file from a preexisting document, then
you must go to the menu bar and select “File” >> “Save As” and give the file
a new name. When working on any document, you should be sure to save
frequently, so that you don't lose any work.
4. Permission:
Microsoft has enabled Information Rights Management (IRM) within the new
version of Word, which can help protect sensitive documents from being
copied or forwarded. Click this for more information and options.
5. Print:
Clicking on the Print icon automatically prints the document currently active in
Word. If you wish to explore more print options, then go to the menu bar and
select “File” >> “Print.”
6. Print Preview:
To get an idea of the appearance of your document in print before you
actually print it out, you can click on this icon to view your document from a
zoom-out distance.
7. Spelling and Grammar:
Clicking begins a review of your document in search of spelling and
grammatical errors that may need to be corrected.
8. Copy:
Copy the current selection to the clipboard, which can then be pasted
elsewhere in the document, or into a completely separate program/document.
9. Paste:
Clicking on the Paste button inserts the text that has been most recently
added to the Clipboard (the text would have been added there by Cutting or
Copying). With Paste, you can either insert the copied text into a document or
replace selected text.
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10. Undo Typing:

The Undo Typing button goes back and removes the last addition or change
made to your document.
11. Insert Hyperlink:
You may find that you want to make links to a particular web site, web page,
or some other kind of online file in your Word document. Using the Insert
Hyperlink button, you can turn selected text into hyperlinks. When the icon is
clicked, a window will appear that will allow you to insert the URL (web
address) of the web page you want to link to. You can type in the URL
yourself or insert a preexisting bookmark. Once the link is inserted, the link in
your Word document can be clicked and the web page will open up in a web
browser.
12. Insert Table:
When this icon is clicked, a small window will appear in the form of a grid of
squares. Use this window as a guide to indicate how many rows and columns
you would like your table to contain. Once selected, a table will automatically
appear in Word. Clicking the Tables and Borders button will allow you to
modify the table. To modify an aspect of the table, select, or place the cursor
in, the area and apply changes such as borders and colors.
The Formatting Toolbar:

Word allows all toolbars to be customized, so you may not find all options listed
here. There are several buttons that may or may not appear immediately in your
version of Word. Use the following graphic as a guide to the Formatting Toolbar.
1. Style:
Styles in Word are used to quickly format portions of text. For example, you
could use the “Normal" or "Default Paragraph Font" for the body text in a
document. There are also three preset styles made for headings.
2. Font:
Font is a simple but important factor in Word documents. The choice of font
(the style of the text itself) can influence the way others view documents,
either on the screen or in print. For example, Arial font looks better on
screen, while Times New Roman is clearer in print. To apply a font to text,
select desired text with your cursor, and choose a font from the font drop
down menu.
3. Font Size:
You may encounter times in which you need to display some text larger or
smaller than other text. Selecting desired text with the cursor and choosing a
font size from the drop down menu changes the size of text.
4. Bold:
Places the text in bold.
5. Italic:
Places the text in italics.
6. Underline:
Underlines the text.
7. Align Left:
Aligns the selection to the left of the screen/paper.
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8. Center:
Aligns the selection to the center of the screen/paper.
9. Align Right:
Aligns the selection to the right of the screen/paper.
10. Justify:
Aligns the selection to both the left and right of the screen/paper.
11. Line Spacing:
Adjust the line spacing (single-spaced, double-spaced, etc.)
12. Numbering:
Create a numbered list.
13. Bullets:
Create an unordered, bulleted list.
14. Decrease Indent:
Decreases the indentation of the current selection (to the left).
15. Increase Indent:
Increases the indentation of the current selection (to the right).
16. Outside Border:
Places a border around the current selection; click the drop-down for a wide
selection of bordering options.
17. Highlight:
Highlight the current selection; default color is yellow.
18. Font Color:
Change the font color; the default/automatic color is black.
More Formatting:
Besides the toolbars, Word provides a great deal of ways to customize and format
your text and documents.
Paragraph Spacing:
To access the Paragraph formatting options,

navigate to the menu bar, and select
“Format” >> “Paragraph,” or right-click
within a paragraph.
A window will appear with options for

modifying spacing and indenting. Here, you
can choose to make the text in your
document single or double spaced, as well
as edit the margins for the document.
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Headers/Footers:
Headers and footers are important aspects of a Word document if you wish to include
information such as page numbers and headings on every page. To access the
header and footer options, go to the menu bar and select “View” >> “Header and
Footer."
A dotted-line box called "Header" will automatically appear, as well as a sub-menu

for formatting header and footer properties. The cursor will already be placed in the
Header box. If you scroll down on your current page opened in Word, you will see a
dotted-line box called "Footer." To add text in the Header or the Footer, simply click
the cursor inside either one of the boxes, and type the text you want.
To add page numbers to your document, click your cursor inside of the footer box.
Then, click on the icon shaped like a sheet of paper with a "#" inside. The page
number will then be inserted and applied to all of the pages in your document.
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Inserting an Image:
In Word, it's possible to add clipart or other images to a document. Click the cursor
in your document where you wish to place an image. Then go to the menu bar and
select “Insert” >> “Picture.”
MS Word Templates:
Introduction:
Making specific kinds of documents using Microsoft Word can be made a lot easier by
using templates. Templates take you step-by-step through the creation process of
making a specific kind of document using pre-made layouts. This guide will introduce
you to this helpful feature and some of the more useful templates available in Word.
Starting a New Document:

The only way you can start a new document from a
template is by going to the menu bar, and clicking
on “File” >> “New.”
The “New Document” panel will appear on the right

side of the Word window. Underneath the section
named “Templates,” click “On my computer…”
The “Templates” window will appear, and ask for

your selection. There are a wide variety of templates
to choose from, especially in the “Letters and Faxes”
tab. Use the tabs to cycle through the different
categories of templates available to you.
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Some of the more common templates have previews available. If you would like to
see a preview of the layout of the template, click on one of the template
names/icons under the tab menus, and look for the preview image on the right side
of the window under the "Preview" section. When you find a template you like, select
the template, and then click on the "OK" button.
MS Word Tables:
Creating a Table:
There are different methods you can use to insert a table into your Word document.
If you are less experienced with tables, then you might want to consider using the
"Insert Table" option. Otherwise, you can use "Draw Table," which lets you make a
table by scratch by drawing it freehand using the Draw Table tool.
Insert Table:
In your document, place your
cursor where you wish to insert
a table. Then, go to the menu
bar and select Table >> Insert
>> Table.
After you make this selection,

the "Insert Table" window will
pop up.
Draw Table:
If you'd like to draw your own table for scratch, go to
the menu bar and select Table >> Draw Table.
Once this option is selected, the "Tables and Borders"

toolbar will pop up (we will cover this toolbar more in-
depth in a little bit).
Using the "Draw Table" tool, click and drag to form the
outside border of the table, determining its width.
You can draw rows and columns by using the "Draw Table" tool to draw vertical lines
to create columns, and horizontal lines to form rows. Continue to draw your table as
you see fit.
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Now that you have the initial table inserted into your Word document (either by
using the "Insert Table" or "Draw Table" method), you can begin to modify your
table as needed.
The Tables and Borders Toolbar:
To open the toolbar, go to the “File” menu and select “Toolbars” >> “Tables and
Borders.”
1. Draw Table: Lets you create a table by drawing it freehand (see above
section).
2. Eraser: You can remove parts of your table by using the eraser to click and
drag on lines, rows and columns.
3. Line Style: Click on the small triangle to show the drop down menu. From
here, you can choose a line style for your borders, such as solid, dotted,
dashed, and more.
4. Line Weight: Click on the small triangle to show the drop down menu. Using
this, you can choose a line thickness for your table line borders. The bigger
the line weight, the thicker the line.
5. Border Color: By clicking on this button, you can access the color template
that will allow you to apply a color to your line borders.
6. Borders: To apply a certain border style to the borders of specific cells, or to
remove the borders from specific cells completely, use your mouse to select
the desired cells. Then, use the Borders menu to apply or remove borders
from those selected cells. You can identify the cells that have borders by the
border type icons that are a light shade of gray in the Borders menu.
7. Shading Color: You can apply a background color to cells, rows, and
columns by accessing the color palette that appears when you click on the
small triangle next to the paint bucket.
8. Insert Table: Clicking on this icon brings up the "Insert Table" window which
allows you to input specific information about the look and design of your
table (see above section on "Insert Table").
9. Merge Cells: Merging cells is the act of selecting more than one separate cell
and merging them so that they become one. First, select the cells that you
want to merge with your mouse (by clicking and holding within one cell and
dragging the mouse across the cells you want to select), and then click on the
"Merge Cells" icon. Word will automatically
merge the two cells together.
10. Split Cells: Splitting a cell is the act of

selecting a specific cell, and dividing it into
one or more rows or columns. Select the cell
that you want to split, and then click on the
"Split Cells" icon. Once you do this, the "Split
Cells" window will appear. From here, you can
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decide how many rows or columns you wish to create from the one cell.
11. Align: Choosing an alignment from the drop-down menu allows you to format
the text or content within a cell. From here, you can make your text right,
left, and centered aligned. There are also other alignments to choose from,
such as different horizontal and vertical alignments.
12. Distribute Rows Evenly: Makes the heights between rows equally spaced.
Select the desired rows that you wish to format, and then click on the
"Distribute Rows Evenly" icon.
13. Distribute Columns Evenly: Makes the widths between columns equally
spaced.
14. Table AutoFormat: Clicking on this icon brings up the Table AutoFormat
window. There are a number of pre-made design table templates you can use
to apply to your table. You can customize colors, fonts, borders, and other
table features.
15. Change Text Direction: This allows you to modify the orientation of text
within a cell. The default setting is horizontal, but by clicking on this icon, you
can change the orientation of the text to display vertically.
16. Sort Ascending: Sort a selection of text in cells in ascending order.
17. Sort Descending: Sort a selection of text in cells in descending order.
18. AutoSum: Automatically calculates formulas within cells.
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Cross – Reference :
It is a feature to have interlinks within a document.To insert a cross-reference field,
follow these steps:
1. Click at the spot where you want the cross-reference to go.
2. Choose Insert, Reference, Cross-reference to display the Cross-reference
dialog box.
The Cross-reference dialog box allows you to specify the type of item you want
to reference and the information you want to appear in your document.
Display the Reference Type drop-down list and select the type of item you
want the cross-reference to point to. If you want to refer to a heading in your
document, for example, choose Heading. The Insert Reference To and For
Which [Reference Type] lists in the dialog box change dynamically to present
the options available for the reference type you choose.
Note : To insert cross-references to figures, tables, and equations, you

need to use Word's caption feature. For more information, search Word's
help system for the word caption.
In the Insert Reference To list, select the type of information that you
want to appear in the text. Using the preceding example, if you chose
Heading as the reference type, you would select Heading Text in this list to
insert the heading name as a field, or you would select Page Number to
insert the page number on which the heading appears as a field.
25
In the For Which [Reference Type] list, select the specific item that you want
to reference.
Note : Mark the Include Above/Below check box if you want to insert the
word above or below at the end of the field, depending on whether the target
of the cross-reference is above or below the reference itself in the document.
Click the Insert button to insert the field in your document.
If you have more cross-reference fields you'd like to insert now, click outside of
the dialog box to activate your document, click at the next location where you
want to insert a cross-reference field, click the title bar of the Cross-reference
dialog box to activate it again, and then repeat steps. When you're done, click
the Cancel button.
Index & Tables / Table of Contents :

The easiest way to create a table of contents is to use the built-in outline level a
Paragraph formatting you can use to assign a hierarchical level (Level 1 through
Level 9) to paragraphs in your document.
If you are already using outline-level formats or built-in heading styles, follow these
steps:
1. Click where you want to insert the table of contents.

2. On the Insert menu, point to Reference, and click Index and Tables.
3. Click the Table of Contents tab.
4. To use one of the available designs, click a design in the Formats box.
5. Select any other table of contents options you want.
If you aren't currently using outline levels or built-in styles, do one of the following:
Create a table of contents from outline view
• On the View menu, point to Toolbars, and click Outlining.

• Select the first heading that you want to appear in the table of
contents.
• On the Outlining toolbar, select the outline level that you want to
associate with the selected paragraph.
• Repeat steps 2 and 3 for each heading that you want to include in the
table of contents.
2. On the Insert menu, point to Reference, and click Index and Tables.
26
Create a table of contents from custom styles
If you've already applied custom styles to your headings, you can specify the style
settings you want Microsoft Word to use when it builds the table of contents.

2. On the Insert menu, point to References, and click Index and Tables.
4. Click Options.
5. Under Available styles, find a style you've applied to headings in your
document.
6. Under TOC level, to the right of the style name, enter a number from 1 to 9
to indicate the level you want that heading style to represent.
Note If you want to use only custom styles, remove the TOC level numbers for
the built-in styles, such as Heading 1.
7. Repeat steps 5 and 6 for each heading style you want to include in the
table of contents.
8. Click OK.
Macros
Macros are nothing but shortcuts to any operation in MS Office application. They can
be of two types :
1. Keyboard Macro
2. Toolbar Macro
Keyboard Macro : It works similar to any shortcut function used via keyboard.
Steps to create a new Keyboard Macro
1. Open a document choose Tools, Macro, Record New Macro.

2. Select the keyboard option.
3. Now you will see the customize keyboard dialog box.
27
4. In this dialog box type a new undefined shortcut eg. Ctrl + 7.

5. In the save changes in box select your file name.
6. After selecting the file name click Assign and close.
7. Start typing the data which will be required again & again into your
document.
8. When you have finished click on stop recording.
9. Now you are ready with a newly generated shortcut key i.e. a macro.
10. When you press the new shortcut, you will see that the recorded text gets
printed into the document.
Toolbar Macro : It works similar to any shortcut function on std./ formatting

toolbar.
Steps to create a new Keyboard Macro
1. Open a document choose Tools, Macro, Record New Macro.

2. Select the Toolbar option.
3. Now you will see the customize dialog box.
4. Here go to Toolbar section and create a new toolbar by clicking New.. button.
5. Specify the name for you toolbar macro and also select your documents name
for applying.
6. Click OK >> Commands.
7. Drag the available command on your newly created toolbar & Click close.
8. Start typing the data which will be required again & again into your
document.
9. When you have finished click on stop recording.
10. Now you are ready with a newly generated shortcut toolbar button i.e. a
macro.
11. When you click the new shortcut, you will see that the recorded text gets
printed into the document.
Mail merge
Creating the main document
On the menu bar, click on Tools >> Letters & Mailings >> Mail Merge... A task pane
will appear on the right of the word document. Under Select document type, choose
one of the following types of documents:
• Letters
• E-mail messages
• Envelopes
• Labels
• Directory
Click on Next: Starting document at the bottom of the task pane
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Selecting the starting document
The two most common types of document are letters and labels.
Letters:
Under Select starting document, select one of the three options:
Use the current document will allow you to start from the current document shown
on the screen.
Start from a template will allow you to start from a ready-to-use form that can be
modified.
Click Start from a template.
Click Select template...
On the Mail Merge tab in the Select Template dialog box, select the template you
want, and then click OK.
Start from existing document will allow you to work on an existing mail merge
document.
Click Start from the existing document.
In the Start from existing box, select the document you want, and then click Open...
If you do not see the document, click More files..., and then click Open...
In the Open dialog box, locate the document you want, and then click Open.
Click on Next: Select recipients at the bottom of the task pane
Labels:
Change document layout:
1. Click on Label options..., the following dialog box will appear.
29
2. You may choose a specific type of label by Label products and Product
number.
3. You can adjust the height and width of the label by clicking on Details...
Start from Existing: Choose this option if you have saved an existing label document
in Word format.
Click on Next: Select recipients on the bottom of the task pane
Selecting recipients
The process of selecting recipients is identical for creating Letters and Labels. Under
Select recipients, select one of the three options:
Use an existing list will allow you to use files and addresses from a file or database.
To find an already existing file, select Browse... and navigate your way to the file.
If your data source is an Excel worksheet that has data on multiple tabs, select the
tab containing the data you want. Click OK.
All the entries in the data source will now appear in the Mail Merge Recipients
window, where you can edit the list of recipients. Click OK when finished.
To change the files click on Select a different list...
To edit the list click on Edit recipient list... (data source)
Create a simple new address list will allow you to create a new contact list.
1. Under Select recipients, click Type a new list.

2. Click Create..., the following window will appear.
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3. In the New Address List window, type the data you want to include under Enter
Address information; for example, title, names, and address information. You do not
have to fill in every field. If you want to edit the field names, click on Customize...
button, and the Customize Address List window will appear. Add, delete or rename
any field name as you want.
4. To make another entry, click New Entry.

5. Repeat steps 3 and 4 until you've added all the entries you want, and then click
Close.
6. In the Save Address List window, type a name for the data list in the File name
field, and select a folder to save the list in. By default, the address list is saved in the
My Data Sources folder. It is best to keep the file there since Microsoft Word by
default looks for data in that folder, so you won't have to navigate through files and
folders to locate it.
7. Click Save.
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8. The contacts in the new list will appear in the Mail Merge Recipients window where
you can edit the list.
In the Mail Merge Recipients window, select the recipients you want by checking the
boxes next to the recipients. To sort the list, click the column heading of the item
you want to sort by. To filter items in the list click the arrow next to the column
heading of the item you want to filter by and select any of the following:
• Blanks display all the records in which the corresponding field is blank.
• Nonblanks display all the records in which the corresponding field contains
information. If your data source contains records that share the same
information, and there are ten or fewer unique values in the column, you can
filter by specific information.
If the arrow next to any column heading is blue, that category is screening out
names. To display all the recipients again, click and blue arrows and select All.
To check all names in your recipients list, click Select All. To uncheck all names, click
Clear All.
Click OK to return to the Mail Merge Wizard.
If you are creating a form letter, click on Next:Write your letter.

If you are creating a label, click on Next: Arrange your labels.
Formatting letter and label
If you are creating a form letter, type the text that you want to appear in every form
letter. Insert merge fields where you want to merge names, addresses, and other
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data from the data source (i.e. recipient list) by clicking anywhere you want in the
main document to insert the field. Then click on More Items and insert individual
field. You may also use Address block and Greeting line. More details will be found
below.
If you are creating a label, you may use Address block or More Items to edit the
label. If you want every label to appear in the same format, click Updating all labels
under Replicate Labels.
Address block
1. Click Address block...

2. In the Insert Address Block window, select the address elements you
want to include and the formats you want, and then click OK.
3. If the Match Fields dialog box appears, Microsoft Word may have been
unable to find some of the information it needs for the address block.
Click the arrow next to not matched, and then select the field from
your data source that corresponds to the field required for the mail
merge.
Greeting line
1. Click Greeting line...

2. Select the greeting line format (salutation, name format, and following
punctuation.)
3. Select the text you want to appear in cases where Microsoft Word can't
interpret the recipient's name.
4. Click OK.
5. If the Match Fields window appears, Word may have been unable to
find some of the information it needs for the greeting line. Click the
arrow next to not matched, and then select the field from your data
source that corresponds to the field required for the mail merge.
More Items
1. Click More items...

2. Select one of the following:
(a) Address Fields will allow you to select from address fields that will
automatically map to corresponding fields in your data source, even
if the data source's fields don't have the same name as your fields.
(b) Database Fields will allow you to select from fields that always take
data directly from a column in a database.
3. In the Fields window, click the field you want.
4. Click Insert, and then click Close.
5. If the Match Fields window appears, Microsoft Word may have been
unable to find some of the information it needs to insert the field. Click
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the arrow next to not matched, and then select the field from your data
source that corresponds to the field required for the mail merge.
If you are creating a form letter, click Next: Preview your letters.
If you are creating a label, click Next: Preview your labels.
Preview letters and Labels
• To preview the items in order, click the arrows under the Preview your
letters/labels heading.
• To locate a specific item, click Find a recipient..., and then enter the criteria in
the Find field.
• To change the list of recipients, click Edit recipient list..., and make your
changes in the Mail Merge Recipients window.
Click on Next: Complete the Merge at the bottom of the task pane
Complete the merge
Edit Individual letters/labels
• Click Edit individual letters/labels...

• In the Merge to New Document window, select the records you want to
merge.
• Click OK.
• Microsoft Word will create new merged document.
• To personalize individual documents, scroll to the information you want to
edit, and make your changes.
• Print or save the document just as you would any regular document.
Print the letters/labels
• If you personalized the items and the merged document is active on the File
menu, click Print.
• If you want to print directly from the mail merge task pane, click Print...
under the Merge heading. In the Merge to Printer window, select the options
you want, and print.
Save the merged letters/labels
Under most circumstances, you do not need to save the merged document. It is
simpler and more useful to save the main document and merge it again if you need
another copy. Below are examples of times when you might wish to save the merged
document:
• You wish to keep an archived copy of mailings, including to whom they were
sent.
• You have personalized individual letters or labels within the merge, and want
to save those changes.
34
If you do wish to save the merged document, collect the merged files into a
single document by clicking Edit individual letters/labels. In the Merge to New
Document window, select one of the following:
• To merge all the documents, click All.

• To merge only the document that you see in the document window, click
Current record.
• To merge a range of documents, click From, and then type the record
numbers in the From and To boxes.
Click OK.
Microsoft Word will open one new document that contains all the individual letters.
Save the document just as you would any regular document
Microsoft Word 2003 Shortcut Keys

Command Name Shortcut Keys
All Caps CTRL+SHIFT+A
Annotation ALT+CTRL+M
App Maximize ALT+F10
App Restore ALT+F5
Apply Heading1 ALT+CTRL+1
Apply List Bullet CTRL+SHIFT+L
Auto Format ALT+CTRL+K
Auto Text F3 or ALT+CTRL+V
Bold CTRL+B or CTRL+SHIFT+B
Bookmark CTRL+SHIFT+F5
Browse Next CTRL+PAGE DOWN
Browse Previous CTRL+PAGE UP
Browse Sel ALT+CTRL+HOME
Cancel ESC
Center Para CTRL+E
Change Case SHIFT+F3
Char Left LEFT
Char Left Extend SHIFT+LEFT
Char Right RIGHT
Char Right Extend SHIFT+RIGHT
Clear DELETE
Close or Exit ALT+F4
Close Pane ALT+SHIFT+C
Column Break CTRL+SHIFT+ENTER
Column Select CTRL+SHIFT+F8
Copy CTRL+C or CTRL+INSERT
Copy Format CTRL+SHIFT+C
35
Copy Text SHIFT+F2

Create Auto Text ALT+F3
Customize Add Menu ALT+CTRL+=
Customize Keyboard ALT+CTRL+NUM +
Customize Remove Menu ALT+CTRL+-
Cut CTRL+X or SHIFT+DELETE
Date Field ALT+SHIFT+D
Delete Back Word CTRL+BACKSPACE
Delete Word CTRL+DELETE
Dictionary ALT+SHIFT+F7
Do Field Click ALT+SHIFT+F9
Doc Close CTRL+W or CTRL+F4
Doc Maximize CTRL+F10
Doc Move CTRL+F7
Doc Restore CTRL+F5
Doc Size CTRL+F8
Doc Split ALT+CTRL+S
Double Underline CTRL+SHIFT+D
End of Column ALT+PAGE DOWN
End of Column ALT+SHIFT+PAGE DOWN
End of Doc Extend CTRL+SHIFT+END
End of Document CTRL+END
End of Line END
End of Line Extend SHIFT+END
End of Row ALT+END
End of Row ALT+SHIFT+END
End of Window ALT+CTRL+PAGE DOWN
End of Window Extend ALT+CTRL+SHIFT+PAGE DOWN
Endnote Now ALT+CTRL+D
Extend Selection F8
Field Chars CTRL+F9
Field Codes ALT+F9
Find CTRL+F
Font CTRL+D or CTRL+SHIFT+F
Font Size Select CTRL+SHIFT+P
Footnote Now ALT+CTRL+F
Go Back SHIFT+F5 or ALT+CTRL+Z
Go To CTRL+G or F5
Grow Font CTRL+SHIFT+.
Grow Font One Point CTRL+]
Hanging Indent CTRL+T
Header Footer Link ALT+SHIFT+R
Help F1
Hidden CTRL+SHIFT+H
Hyperlink CTRL+K
Indent CTRL+M
Italic CTRL+I or CTRL+SHIFT+I
Justify Para CTRL+J
Left Para CTRL+L
Line Down DOWN
Line Down Extend SHIFT+DOWN
36
Line Up UP
Line Up Extend SHIFT+UP
List Num Field ALT+CTRL+L
Lock Fields CTRL+3 or CTRL+F11
Macro ALT+F8
Mail Merge Check ALT+SHIFT+K
Mail Merge Edit Data Source ALT+SHIFT+E
Mail Merge to Doc ALT+SHIFT+N
Mail Merge to Printer ALT+SHIFT+M
Mark Citation ALT+SHIFT+I
Mark Index Entry ALT+SHIFT+X
Mark Table of Contents Entry ALT+SHIFT+O
Menu Mode F10
Merge Field ALT+SHIFT+F
Microsoft Script Editor ALT+SHIFT+F11
Microsoft System Info ALT+CTRL+F1
Move Text F2
New CTRL+N
Next Cell TAB
Next Field F11 or ALT+F1
Next Misspelling ALT+F7
Next Object ALT+DOWN
Next Window CTRL+F6 or ALT+F6
Normal ALT+CTRL+N
Normal Style CTRL+SHIFT+N or ALT+SHIFT+CLEAR
(NUM 5)
Open CTRL+O or CTRL+F12 or ALT+CTRL+F2
Open or Close Up Para CTRL+0
Other Pane F6 or SHIFT+F6
Outline ALT+CTRL+O
Outline Collapse ALT+SHIFT+- or ALT+SHIFT+NUM -
Outline Demote ALT+SHIFT+RIGHT
Outline Expand ALT+SHIFT+=
Outline Expand ALT+SHIFT+NUM +
Outline Move Down ALT+SHIFT+DOWN
Outline Move Up ALT+SHIFT+UP
Outline Promote ALT+SHIFT+LEFT
Outline Show First Line ALT+SHIFT+L
Overtype INSERT
Page ALT+CTRL+P
Page Break CTRL+ENTER
Page Down PAGE DOWN
Page Down Extend SHIFT+PAGE DOWN
Page Field ALT+SHIFT+P
Page Up PAGE UP
Page Up Extend SHIFT+PAGE UP
Para Down CTRL+DOWN
Para Down Extend CTRL+SHIFT+DOWN
Para Up CTRL+UP
Para Up Extend CTRL+SHIFT+UP
Paste CTRL+V or SHIFT+INSERT
37
Paste Format CTRL+SHIFT+V

Prev Cell SHIFT+TAB
Prev Field SHIFT+F11 or ALT+SHIFT+F1
Prev Object ALT+UP
Prev Window CTRL+SHIFT+F6 or ALT+SHIFT+F6
Print CTRL+P or CTRL+SHIFT+F12
Print Preview CTRL+F2 or ALT+CTRL+I
Proofing F7
Redo ALT+SHIFT+BACKSPACE
Redo or Repeat CTRL+Y or F4 or ALT+ENTER
Repeat Find SHIFT+F4 or ALT+CTRL+Y
Replace CTRL+H
Reset Char CTRL+SPACE or CTRL+SHIFT+Z
Reset Para CTRL+Q
Revision Marks Toggle CTRL+SHIFT+E
Right Para CTRL+R
Save CTRL+S or SHIFT+F12 or ALT+SHIFT+F2
Save As F12
Select All CTRL+A or CTRL+CLEAR (NUM 5) or
CTRL+NUM 5
Select Table ALT+CLEAR (NUM 5)
Show All CTRL+SHIFT+8
Show All Headings ALT+SHIFT+A
Show Heading1 ALT+SHIFT+1
Shrink Font CTRL+SHIFT+,
Shrink Font One Point CTRL+[
Small Caps CTRL+SHIFT+K
Space Para1 CTRL+1
Space Para15 CTRL+5
Space Para2 CTRL+2
Spike CTRL+SHIFT+F3 or CTRL+F3
Start of Column ALT+PAGE UP
Start of Column ALT+SHIFT+PAGE UP
Start of Doc Extend CTRL+SHIFT+HOME
Start of Document CTRL+HOME
Start of Line HOME
Start of Line Extend SHIFT+HOME
Start of Row ALT+HOME
Start of Row ALT+SHIFT+HOME
Start of Window ALT+CTRL+PAGE UP
Start of Window Extend ALT+CTRL+SHIFT+PAGE UP
Style CTRL+SHIFT+S
Subscript CTRL+=
38
Superscript CTRL+SHIFT+=
Symbol Font CTRL+SHIFT+Q
Thesaurus SHIFT+F7
Time Field ALT+SHIFT+T
Toggle Field Display SHIFT+F9
Toggle Master Subdocs CTRL+\
Tool SHIFT+F1
Un Hang CTRL+SHIFT+T
Un Indent CTRL+SHIFT+M
Underline CTRL+U or CTRL+SHIFT+U
Undo CTRL+Z or ALT+BACKSPACE
Unlink Fields CTRL+6 or CTRL+SHIFT+F9
Unlock Fields CTRL+4 or CTRL+SHIFT+F11
Update Auto Format ALT+CTRL+U
Update Fields F9 or ALT+SHIFT+U
Update Source CTRL+SHIFT+F7
VBCode ALT+F11
Web Go Back ALT+LEFT
Web Go Forward ALT+RIGHT
Word Left CTRL+LEFT
Word Left Extend CTRL+SHIFT+LEFT
Word Right CTRL+RIGHT
Word Right Extend CTRL+SHIFT+RIGHT
Wod Underline CTRL+SHIFT+W
39
MS Excel Introduction:
Microsoft Excel is an essential tool for displaying data in tabular format, preparing
charts / graphs and arithmetic, relational & logical calculations. It can be used for
storing the daily expenses or even financial statements can be designed in Excel.
Standard Toolbar:
1. New:
Create a new, blank spreadsheet
2. Open:
Open a previously saved spreadsheet
3. Save:
Save your current spreadsheet
4. Permission:
Information Rights Manager helps prevent confidential matters from editing or
copying by unauthorized people.
5. Print:
Prints the current document.
6. Print Preview:
Preview the potential print of the current document.
7. Research:
Microsoft has enabled Information Rights Management (IRM) within the new
version of Excel, which can help protect sensitive documents from being
copied or forwarded. Click this for more information and options.
8. Copy:
Copies the current selection to the clipboard, which can then be pasted
elsewhere in the document.
9. Paste:
Takes the current clipboard contents and inserts them.
10. Undo:
Undoes the last action in the document, reverting “back” a step in time.
11. Insert Hyperlink:
Inserts a hyperlink to an Internet location.
12. AutoSum:
A drop-down menu of available mathematical operations to perform.
13. Sort Ascending:
Sorts the current selection in ascending order.
14. Chart Wizard:
Opens the “Chart Wizard,” which will walk you through the creation of a
chart / diagram using the currently selected information.
15. Microsoft Excel Help:
Brings up the Excel Help window, which will allow you to type in a key-word
for more information, or click anything on screen to directly bring up further
information on that subject.
40
16. More Options:

There are a variety of extra options you can call or add to the toolbar, such as
Spell Check, Sort Descending, Cut, Redo, etc. By clicking the triangle, you can
access these options; at the same time, you can drag this toolbar outwards
more to make more available space for these options directly on the toolbar.
Formatting Toolbar:
1. Font:
Change the font of the selected cell(s)
2. Size:
Change the font size of the selection
3. Bold:
Put the selection in bold face
4. Italics:
Italicize the selection
5. Underline:
Underline the selection
6. Align Left:
Align the current selection to the left
7. Center:
Align the current selection to the center
8. Align Right:
Align the current selection to the right
9. Merge & Center:
Combine two selected cells into one new cell that spans the width of both and
center the contents of this new cell
10. Currency Style:
Change the style in which currency is displayed
11. Percent Style:
Change the style in which percents are displayed
12. Decrease Indent:
Decrease the indent of a cell by approximately one character
13. Border:
Add or alter the style of borders to format a cell with
14. Fill Color:
Select a color to fill the background of a cell with
15. Font Color:
Select a color to apply to a selection of text
The current cell(s) will always be listed in the "Name Box," which appears on the
left below the toolbars. Black border around the cell is known as Cell Selector and
the black square box on the right-bottom corner of the cell is known as Autofill
Handle.
41
Navigating the Spreadsheet:

You can use the "Up," "Down," "Left," "Right," to move (one cell at a time)
throughout the spreadsheet. You can also simply click the cursor into a cell). The
"tab" button will move one cell to the right. The "Enter" button will confirm the
entered information and move one cell down.
If you enter text or numbers that span further than the column allows, simply place
your cursor on the line dividing two columns next to their respective letters, and
drag to the right or left until the desired width is achieved. You can also double-click
this dividing line to have Excel automatically choose the best width. There are 256
columns & 65536 rows in every excel sheet. The standard width of a column in
excel sheet is 8.43 where as row height is 12.75.
A Simple Spreadsheet:
This is what a basic spreadsheet may look like, keeping track of the grades for five
students. As you'll notice, numbers automatically align to the right, while text
automatically aligns to the left. Room has been allowed at the top and the left for
column and row headings, which haveu
been placed in bold.
42
Simple Formulas:
"92.67" was not entered as the contents for cell "E2." The "formula bar" has the
following entered into it:
=(B2+C2+D2)/3
By following the normal order of operations, the contents of the three cells in
parenthesis (B2, C2, and D2) are all added to each other, and then divided by 3. This
gives an average of the three grades, which is then shown in the cell "E2" (where the
formula was entered).
If you wanted to do the same for students 2 through 5, you would enter in similar
formulas for each cell from "E3" to "E6" replacing the column and row numbers
where appropriate.
An easy method to replicate formulas is to select the cell which contains the original
formula ("E2" in this case), click the bottom right corner of the selection box, and
drag down several rows (to "E6" in this example). The formula will be copied down in
each cell, and will change itself to reflect each new row.
Sorting:
One of Excel’s powerful features is its ability to sort, while still retaining the
relationships among information. For example, let’s take our student grade example
from above. What if we wanted to sort the grades in descending order? First, let’s
select the information we want to sort.
43
Now let’s select the “Sort” option from the “Data” menu.
A new window will appear asking how you would like to sort the information. Let’s
sort it by the average grade, which is in Column E; be sure to set by “Descending”
order. If there were other criteria you wished to sort by as secondary measures, you
could do so; let’s select “Then by” as “Grade 3” just for the practice of doing so
(“Descending” order, as well).
Excel will sort your information with the specifications you entered. The results
should look something like this:
44
Cell Formatting:
You may notice that, by default, Excel will leave as many decimal points as possible
within the cell’s width restraints; as you increase the cell’s width, the number of
decimal points increases.
Select “Cells” from the “Format” menu. A new window will appear with a wide variety
of ways in which to customize your spreadsheets.
45
For example, if we wanted to set the percentages fixed to only two decimal points,
you can make this selection under the “Number” category within the “Number” tab.
You can also set the formatting for things such as the date, time, currency, etc.
The “Font” tab will also allow you to change the default font used on the
spreadsheet. The other tabs provide even more ways to customize your spreadsheet
and its appearance; experiment with the settings to see what works best for you.
Chart Wizard:
Excel allows you to create basic – to – intermediate charts based off of information
and data within your spreadsheets. Let’s create a column chart from the student
grade data from before. First, highlight the data.
Next, select “Chart” from the “Insert” menu.
A new window will appear asking which type of chart you would like to create. For
this example, let’s do a basic pie chart. Select “Column” from the “Chart Type” on
the left side, and pick the first sub-type on the right (a normal, 2D column chart).
46
Click “Next.” In this window, you’ll be asked to select your “data range”; this is the
area of your spreadsheet that you wish to generate a chart from. Since you’ve
already selected the area before, it should already be entered into the appropriate
area. “Series in” allows you to choose by which value you want to arrange the chart.
Let’s arrange it by rows; this will break it down by “Grade” (such as Test 1, Test 2,
etc.) and comparing the student scores next to each other.
47
Click “Next.” In step three you can give the chart a name (“Chart Title”), label the X
and/or Y axis, etc.
Click “Next.” The final step will ask whether you want the chart as an object in your
current spreadsheet or in a new one; generally, you will place it within the same
spreadsheet.
48
Click “Finish,” and your chart will appear in your spreadsheet!
Goal Seek:
Goal Seek means achieving the target. In goal seek the user will always have a clear
idea of the last total or the last value which is to be achieved by modifying one of the
said value.
49
E2 is having 96.66…, but if we want to make it 98, for that we need to change one of
the values B2 : D2.
Steps:
Click the cell where you want to achieve the targeted value. (See to it that the cell
where you desire to print the targeted value should contain a formula. After that
Tools >> Goal Seek > Set Cell(Select the cell where you want the target value ) >>
to value ( Select the new value ) >> by changing cell (Select the cell which has to be
modified by which you can achieve the target value) >> ok >> ok
Scenarios:
Scenario is an advanced version of Goal Seek. The main difference is that in goal
seek we can change only one value where as scenario allows to change more than
one value. In goal seek we know the target value but not the cell value, scenario is
exactly opposite i.e. cell values are changed as per users requirement but the target
is not known to the user.
Steps:
Click the cell where there is a formula.
Tools >> Scenario >> Add >> set scenario name >> select the cells whose values
have to be changed >> ok >> change the values >> ok >> show
Subtotals:
Subtotals are used to take category wise totals. A note to keep in mind is that before
applying subtotals the data has to be sorted first.
Steps:
Select the data >> Sort the data ( Ascending / Descending ) >> Data >> Subtotals
>> Select the after every change in option i.e. after every change in one of the
category >> select the function i.e. whether sum or count etc. >> select the field
where excel going to display the result >> select the option of replacing the existing
subtotals >> select the page break option if required >> select summary below data
>> ok
Filter:
Filters are used to display selected data. There are two types of filters :
1) Auto Filter: It is a easiest way of segregating the data with options like
Ascending / Descending Sort, Custom Conditions, All, Top10 etc.
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2) Advanced Filter: To segregate the data as per criteria’s given by the user. Enter
the data with proper column headings. Give the conditions with the duplicate column
headings. Select the entire table >> Data >> Filter >> Advanced Filter >> select
the list range >> select the criteria i.e. duplicate columns in criteria range >> copy
the results in different cells within the sheet >> ok
Unique Records only fetches the unique data and excludes the duplicate entries.
PivotTables:
PivotTables are one of the wildest but most powerful features of Excel that may take
some experimentation to figure out. They allow manipulating the data on trial and
error and immediately showing the result of this manipulation. If the result is not
what you expect, you can use Excel's Undo feature and have another go! Whatever
you do, you are not changing the structure of your original table in any way, so you
can do no harm. They allow you to pivot (turn / rotate) data using drag-and-drop
techniques and receive results immediately. PivotTables are interactive; once the
table is complete, you very easily can see how your information will be affected when
you move (or pivot) your data. This will become patently clear once you give
PivotTables a try.
What Are PivotTables Good For?
PivotTables can produce summary information from a table of information. Imagine

you have a table of data that contains names, addresses, ages, occupations, phone
numbers, and Zip Codes. With a PivotTable, you very easily and quickly can find out:
How many people have the same name
How many people share the same Zip Code
How many people have the same occupation
You also can receive such information as:
A list of people with the same occupation
A list of addresses with the same Zip Code
If your data needs slicing, dicing, and reporting, PivotTables will be a critical part of
your toolkit.
Creating Tables and Lists for Use in PivotTables:
When you create a PivotTable, you must organize the dataset you're using in a table
and/or a list. As the PivotTable will base all its data on this table or list, it is vital that
you set up your tables and lists in a uniform way.
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In this context, a table is no more than a list that has a title, has more than one
column of data, and has a different heading for each column. A list often is referred
to in the context of a table as well. The best practices that apply to setting up a list
will help you greatly when you need to apply a PivotTable to your data.
When you extract data via the use of lookup or database functions, you can be a
little less stringent in how you set up the table or list. This is because you can always
compensate with the aid of a function and probably still get your result. Nonetheless,
it's still easiest to set up the list or table as neatly as possible. Excel's built-in
features assume a lot about the layout and setup up of your data. Although they
offer a degree of flexibility, more often than not you will find it easier to adhere to
the following guidelines when setting up your table or list:
Headings are required, as a PivotTable uses them for field names. Headings should
always appear in the row directly above the data. Also, never leave a blank row
between the data and the headings. Furthermore, make the headings distinct in
some way; for instance, boldface them.
Leave at least three blank rows above the headings. You can use these for formulas,
critical data, etc. You can hide the rows if you want.
If you have more than one list or table on the same worksheet, leave at least one
blank column between each list or table. This will help Excel recognize them as
separate entities. However, if the lists and tables are related to each other, combine
them into one large table.
Avoid blank cells within your data. Instead of leaving blank cells for the same data in
a column, repeat the data as many times as needed.
Sort your list or data, preferably by the leftmost column. This will make the data
easier to read and interpret.
If you follow these guidelines as closely as possible, using PivotTables will be a

relatively easy task.
Figure 4-1 shows a well-laid out table of data, and a PivotTable in progress. Note that
many of the same dates are repeated in the Date column. In front of this data is the
Layout step for the data showing the optional Page, Row, and Column fields, as well
as the mandatory Data field.
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Figure 4-1. PivotTable generated from a well-laid out table of data
The PivotTable and PivotChart Wizard:
As noted earlier, to help users create PivotTables, Excel offers a PivotTable and
PivotChart Wizard. This Wizard guides you through the creation of a PivotTable using
a four-step process, in which you tell Excel the following:
How the data is set up and whether to create an associated PivotChart (if Pivot
Charts are available in that version of Excel)
Where the data is stored-e.g., a range in the same workbook, a database, another
workbook, etc.
Which column of data is going into which field: the optional Page, Row, and Column
fields, as well as the mandatory Data field
Where to put your PivotTable (i.e., in a new worksheet or in an existing one)
You also can take many side steps along the way to manipulate the PivotTable, but
most users find it easier to do this after telling Excel where to put it.
Create a snapshot of your PivotTable that no longer needs the underlying data
structures.
You might need to send PivotTables for others to view, but for whatever reason you
cannot send the underlying data associated with them. Perhaps you want others to
see only certain data for confidentiality reasons, for instance. If this is the case, you
can create a static copy of the PivotTable and enable the recipient to see only what
he needs to see. Best of all, the file size of the static copy will be only a small
percentage of the original file size.
Assuming you have a PivotTable in a workbook, all you need to do is select the entire
PivotTable, copy it, and on a clean sheet select Edit Paste Special... Values.
Now you can move this worksheet to another workbook or perhaps use it as is.
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The one drawback to this method is that Excel does not paste the PivotTable's
formats along with the values. This can make the static copy harder to read and
perhaps less impressive. If you want to include the formatting as well, you can take
a static picture (as opposed to a static copy) of your PivotTable and paste this onto a
clean worksheet. This will give you a full-color, formatted snapshot of the original
PivotTable to which you can apply any type of formatting you want, without having
to worry about the formatting being lost when you refresh the original PivotTable.
This is because the full-color, formatted snapshot is not linked in any way to the
original PivotTable.
To create a static picture, format the PivotTable the way you want it and then select
any cell within it. From the PivotTable toolbar, select PivotTable Select Entire
Table. With the entire PivotTable selected, hold down the Shift key and select Edit
Copy Picture. From the Copy Picture dialog box that pops up, make the
selections shown in Figure 4-2, then click OK.
Figure 4-2. Copy Picture dialog in action
Finally, click anywhere outside the PivotTable and select Edit Paste. You will end
up with a fully colored and formatted snapshot of your PivotTable, as shown in Figure
4-3, complete with formatting. This can be very handy, especially if you have to email
your PivotTable to other people for viewing. They will have the information they
need, including all relevant formatting, but the file size will be small and they won't
be able to manipulate your data. Also, they will be able to see only what you want
them to see.
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Figure 4-3. Original PivotTable contrasted with a picture of the PivotTable
You also can use this picture-taking method on a range of cells. You can follow the
preceding steps, or you can use the little-noticed Camera tool on your toolbar.
To use this latter method, select View Toolbars Customize.... From the
Customize dialog, click the Commands tab, from the Categories box, select Tools,
and from the Commands box on the righthand side scroll down until you see
Camera. Left-click and drag-and-drop this icon onto your toolbar where you want it
to be displayed. Select a range of cells, click the Camera icon, and then click
anywhere on the spreadsheet, and you will have a linked picture of the range you
just took a picture of. Whatever data or formatting you applied to the original ranThe
steps you need to follow to create a PivotTable require some effort, and that effort
often is redundant. With a small bit of VBA, you can create simple PivotTables
automatically.
PivotTables are a very clever and potent feature to use on data that is stored in
either a list or a table. Unfortunately, the mere thought of creating a PivotTable is
enough to prevent some people from even experimenting with them. Although some
PivotTable setups can get very complicated, you can create most PivotTables easily
and quickly. Two of the most commonly asked questions in Excel concern how to get
a count of all items in a list, and how to create a list of unique items from a list that
contains many duplicates. In this section, we'll show you how to create a PivotTable
quickly and easily that accomplishes these tasks.
Assume you have a long list of names in column A, with cell A1 as your heading, and
you want to know how many items are on the list, as well as generate a list of
unique items. Select cell A1 (your heading) and then select Data PivotTable and
PivotChart Report (or Data PivotTable Report on Macs) to start the PivotTable
Wizard.
55
Make sure that either Microsoft Excel List or Database is selected, or that you have
selected a single cell within your data. This will allow Excel to automatically detect
the underlying data it is to use next. If you're using a Windows PC, select PivotTable
under "What kind of report do you want to create?" (This question isn't asked on
Macintoshes.) Click the Next button. The PivotTable Wizard should automatically
have picked up the correct range for your data in column A and will highlight it in
your sheet. If it is highlighted, click the Next button. Otherwise, use your mouse to
select the range. Click the Layout button and drag to the Data area what will be your
only field-you should see your title as it appears in cell A1 floating about. Drag the
field again, this time into the Row area. Your screen should look something like
Figure 4-4. Click OK.
Figure 4-4. PivotTable Field and PivotTable Layout dialogs
Finally, select New Worksheet as the destination of your PivotTable Report and click
the Finish button. You should see your PivotTable on a new worksheet containing the
unique items from your list along with a count of how many times each item (name)
appears in your list.
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MS PowerPoint Introduction:
What is PowerPoint?
PowerPoint is a popular graphics presentation program. It is used to create “slide”
presentations with color graphics, sound and video clips. It may also be used to
create printed documents such as overhead transparencies or flyers with graphics.
Create a new presentation
1) AutoContent Wizard: The AutoContent Wizard provides templates and ideas for
a variety of presentation types. Move through the wizard by clicking the Next button
on the bottom of each page after making necessary choices.
2) Design Template: PowerPoint provides many templates with different

backgrounds
and text formatting to begin your presentation. Preview each design by clicking on
its thumbnail in the Task Pane. The template will be applied to the whole
presentation. To change the template, click on another type. To remove it, select the
Default Design template under Available For Use in the Task Pane.
3) Blank Presentation: Select Blank Presentation to build the presentation from

scratch with no preset graphics or formatting.
4) Open an Existing Presentation: File >> Open Select this option to open a
PowerPoint presentation that already exists. Select the folder in which the file to be
opened is located in from the Look in: drop-down menu and highlight the file on the
list. Click on the Open button to open the presentation.
Views
PowerPoint gives you three options for viewing your presentation in addition to the
Slide
Show. You can select the page view by clicking on the View menu, and choosing
Normal,
Slide Sorter, or Slide Show.
1) Normal View
This view can be divided into two: Slide View and Outline View, and they can be
changed
by clicking on the bar tabs at the top of the Slides/Outline bar. This screen is split
into four sections showing the main menu to the left, the presentation outline on the
right (or left, as you choose it to be), the slide in the main window, and notes at the
bottom.
2) Slide View
The slide view displays each slide on the screen and is helpful for adding images,
formatting text, and adding background styles.
3) Outline View
The detailed presentation outline is displayed on the majority of the outline bar with
small windows for the slide and notes. This view is recommended for editing text.
Two more views are available:
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4) Slide Sorter View

A small image of each slide is displayed in Slide Sorter view. Slides can easily be
ordered
and sorted from this screen.
5) Notes View
The page is equally split into two parts: the slide itself and a larger space for the
notes
Working with slides:
Insert a new slide:
Select Insert > New Slide from the menu bar, or click the New Slide button on the
standard toolbar.
Go to View > Slide Sorter to switch to the slide sorter view. Click the slide you want
to appear before the new slides. Go to Insert > Slides from Files – the Slide Finder
dialog
box appears. Click Browse to locate the presentation that contains the slides you
want to use – the Browse dialog box appears. Click the name of the presentation
that contains the slides you want to add to the current presentation, and click Open.
Notes
When you add slides from another presentation, PowerPoint automatically changes
the
design of the slides to match the design of the current presentation. After adding
slides to your presentation, you can manipulate them as if the were created normally
(change order …etc).
Slide layout
After selecting the presentation type, you can choose the layout of the new slide.
These layouts include bulleted lists, graphs, and/or images. Move the mouse pointer
over each thumbnail image and a description will appear in a small caption box.
Select the layout you want and click on it.
Apply a design template

To add a design template or change the existing one, select Format > Slide Design
from the menu bar. Select the template and it will automatically be implemented on
the slide.
Changing Slide Layouts

To change the layout template of the slide select Format > Slide Layout from the
same
menu bar. Select one of the layout thumbnail images and the layout is automatically
implemented.
Reorder Slides
To reorder slides in Slide Sorter View, simply click on the slide you wish to move and
drag it to the new location. In Normal or Outline View, click the slide icon beside the
number of the slide you want to move and drag the icon to a new location.
58
Hide Slides
If you do not want a slide to appear during the slide show, but do not want to delete
the slide as it may be used later, the slide can be hidden by selecting Slide Show >
Show|Hide Slide from the menu bar. To add the slide back to the slide show, select
Show|Hide Slide again.
Hide Slide text

You can display only the titles for each slide in your outline and hide the remaining
text.
Hiding the text on the slides lets you focus on the main ideas of your presentation.
Click the Outline tab to display the text on each slide in your presentation. Click the
Expand All button to hide the text on all the slides in your outline – a gray line
appears below each slide title to indicate the text on the slide is hidden. To display
the text on a slide, double-click the number of the slide.
Add content:
Resize a text box
Select a text box by clicking on it with the mouse. A border with 8 handles will
appear around the text box (if it is an inserted text box that was not there in the first
place, it will have an additional green rotation handle). The four handles on the
corners will resize the length and the width of the box at once while the handles on
the sides will resize only in one direction. Click one of the handles and drag it with
the mouse.
Release the mouse button when it is the size you want it to be. Move the text box by
clicking and dragging the thick, dotted border with the mouse. You can move a text
box by: -clicking and dragging, or - clicking on the border of the text box and
moving it with the arrows of the keyboard.
Text box properties

Change the colors, borders, and backgrounds of a text box from the Format
AutoShape
dialog box. Activate the textbox by clicking on it and select Format > Text Box from
the menu bar. Under this you get various option from where you can format the text
box.
Animation in PowerPoint:
An animation applies a motion or changes the appearance of part of a slide. With
PowerPoint 2003 you have a wide variety of effects you can pick. There is also a new
feature that allows you to determine when the effect with take place. You can choose
entrance, which changes how text or an object comes onto a slide; emphasis, which
makes the object or text stand out after it is on the slide; or exit, which is how a text
or object leaves the slide. You can apply the animations with a preset animation
scheme or by creating a custom animation.
Applying Animation Schemes:

1. Select the text or image you want to animate.
2. On the Menu Bar, select on Slide Show and select Animation Schemes.
59
3. Select scheme to apply.
4. To preview all of the animations set on the current slide, click on the Play button
in the Custom Animation task pane.
Creating Custom Animations:
1. Select the text or image you want to animate.
2. On the Menu Bar, select on Slide Show and select Custom Animation.
3. The Custom Animation task pane will appear on the right side of your screen.
4. Click on the Add Effect button in the Custom Animation task pane and set the
Entrance, Emphasis, Exit, and Motion Paths effects.
5. In the Custom Animation task pane, also set the Start, Direction, and Speed
options for each of the items that will be animated on that slide.
6. To preview all of the animations set on the current slide, click on the Play button
in the Custom Animation task pane.
Changing a Custom Animation
Simple changes can be made from the Task Pane.
1. To change the Effect of the animation click, select the animation you want to work
with, and then click Change.
2. You can also change the Start, Direction or Speed.
3. To reorder the animations, select the animation and click Re-Order.
4. Click the Play button, to see a preview of your changes.
Effect Options
Working with the Effect Options window, you can do much more customizing of the
animation.
1. Select the animation you want to work with and right mouse click on it and select
Effect Options.
2. Make desired choices at each tab of the window that appears. Turning Off Custom
Animations click, select the animation you want to work with, o Apply Slide
Transition . Go to Slide Sorter View. want to . Choose desired transition (how slides
enter and leave the presentation) and sound. .
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Using Action Buttons in PowerPoint 2003:
Introduction
PowerPoint provides built-in Action Buttons which can be inserted into a presentation
and which provide hyperlinks to other slides (navigation buttons) or to other
applications or files (eg a linked PowerPoint presentation). Conventional symbols are
provided to navigate between slides (eg next or previous) or for playing a movie or
sound.
Action buttons are particularly useful in a self-running presentation or for one held
on the WWW.
Adding an Action Button to a Slide
Action buttons can be added to any existing slide following the instructions below.
First, however, you must have a slide to add them to:
1. Start up PowerPoint with a new presentation (or press <Ctrl n> or click on the
[New] button if the software is already running)
2. Click on Click to add title and type Using Action Buttons
3. Click on the [New Slide] button (or press <Ctrl m> or open the Insert menu and
choose New Slide...)
4. Click on Click to add title and type Action One
Now add an action button to Slide 2:
5. From the Slide Show menu choose Action Buttons - the following pop-up menu
appears:
Tip: You can make this menu into a floating toolbar if you want. Point to the blue
heading strip with the mouse, then hold down the mouse button and drag the box
away from the menu.
6. Position the cursor over each of the buttons in turn to see their suggested use
(you do not have to use a particular button in this way; the use denotes the
conventional symbolism)
7. Click on the [Back or Previous] action button to select it then click in the bottom
right area of your slide
The Action Settings dialog box appears:
Setting Up the Action Settings:

The Action Settings dialog box has two tabs, which determine what happens when
you either click on an action button or point to it with the cursor. It automatically
appears whenever you add an action button to a slide but can also be displayed via
the Action Settings... command in the Slide Show menu (or pop-up menu if you right
click), if you need to check or edit the settings.
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1. Click on the list arrow attached to the Hyperlink to: option on the Mouse Click tab
2. Explore the options available but keep the action as Previous Slide.
Note that these options allow you to open another file (eg a Word/Excel file or
another PowerPoint presentation) or a link to a web page (URL), as well as letting
you move to different slides in the current presentation.
3. Click on the Mouse Over tab - the options here are identical; keep the action as
None
4. Press <Enter> or click on [OK] to save the current settings
The default size of an action button is rather large. To make it smaller:
5. Move the mouse cursor to one of the corner handles, hold down the mouse button
and drag towards the centre of the action button
Tip: To preserve the shape of the button, hold down the <Shift> button as you
resize it.
6. Use the <arrow keys> to move the button to a precise position on the slide
To change the background colour:
7. Click on the list arrow attached to the [Fill Color] button on the Drawing Toolbar
8. Select the colour required - it's a good idea to use a colour in the Color Scheme
(eg the Accent and Hyperlink Scheme Colour - the seventh in the row of eight)
Tip: If you want to hide the action button, choose the first button in the row Follow
Background Scheme Color.
9. Test out the new button - press <F5> to run the show
10. Move to the second slide then click on the action button to move back to the first
11. Press <Esc> to end the show press <End> to move to the second slide
Note that PowerPoint now provides a similar button on the popup menu in the lower
left corner of the screen, so this particular example of using action buttons isn't that
useful. The important thing is to understand how they work and the sort of things
they might be used for.
Creating a Customized Action Button:

If you want to use a non-standard action button, you can create your own by adding
either text or a symbol to a blank Custom button.
1. Open the Slide Show menu and choose Action Buttons - or use the floating toolbar
62
2. Click on the first button (Custom) then click where you want to place the button
on the slide
3. The Action Settings dialog box appears; using the list arrow attached to the
Hyperlink to: option, choose First Slide - press <Enter> for [OK]
4. Right click on the new button and choose Add Text from the pop-up menu
You can now choose whether to allocate a word to your button or a symbol. To add a
word:
5. Type in the required text - eg Restart (you will use this button to move to the first
slide)
6. Go to step 10
To add a symbol:
7. Open the Insert menu and choose Symbol...
8. Click on the list arrow attached to the Font: button and select an iconic font such
as Webdings or Wingdings or Zapf Dingbats
9. Choose a suitable icon, [Insert] it then [Close] the Symbol dialog box
To fit the text or symbol to the custom button:
10. Right click on the action button and choose Format AutoShape... from the pop-up
menu
11. On the Text Box tab, turn on the Resize AutoShape to fit text option
12. Under the Internal margin heading, use the down arrows attached to the Left:
and Right: margin settings to reduce the value to 0.15cm
13. Press <Enter> for [OK]
14. Now use the [Decrease Font Size] or [Increase Font Size] toolbar buttons to set
an appropriate size for the button
15. Use the [Fill Color] and [Font Color] buttons on the Drawing Toolbar if you want
to reset these features
16. Finally, use the <arrow keys> to move the button to a precise position on the
slide
Adding Action Buttons to the Slide Master:

If you want an action button to be available on all your slides then it needs to be on
the Slide Master. Rather than create a new button from scratch, move the custom
button you have just created:
1. Make sure the Restart button is still selected then [Cut] it (<Ctrl x>) from the
current
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slide
2. Open the View menu, choose Master then Slide Master
3. [Paste] the action button onto the Slide Master then use the <arrow keys> to
position
it
4. Exit from the Slide Master by clicking on the [Close Master View] button on the
Master Toolbar
Now add another slide to your presentation and note how the Back button appears
on it:
5. Click on the [New Slide] button - or press <Ctrl m>
6. Add some text (eg Click to add title and type Action Two)
7. Now run the presentation - press <F5> or open the Slide Show menu and choose
View Show
8. Move onto the second slide then test out your [Back] action button
9. Move through to third slide then test out your [Restart] action button
10. Press <Esc> to quit the show (or run through it to the end, if you want)
Creating a Self-Running Presentation:

Action buttons are particularly useful in self-running presentations. To turn your
current presentation into a self-running one, you first need to set up slide transition:
1. Open the Slide Show menu and choose Slide Transition...
The Slide Transition Task Pane appears on the right of the screen:
2. Under the Advance slide heading, turn on Automatically after and type 5 to set up
a 5-second transition time
3. Decide whether or not you want to allow advance On mouse click - here leave it
turned on
4. Under the Apply to selected slides heading, use the list arrow to choose an
appropriate transition effect if required - eg Dissolve
5. Set the speed for the transition - here, Fast is fine
6. Finally, click on [Apply to All Slides] at the foot of the Task Pane
To make a self-running presentation last more than a few seconds, you can set it to
loop round the slides:
7. Open the Slide Show menu and choose Set Up Show...
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The following dialog box appears:
8. Under the Show options heading turn on the Loop continuously until 'Esc' option
9. Make sure Advance slides is set to Using timings, if present - press <Enter> for
[OK]
10. Run the presentation - press <F5> or open the Slide Show menu and choose
View Show
11. After a short time, the second slide will appear - test out your [Restart] button
12. Click anywhere to restart the loop then press <Esc> when you have seen enough
MS Access Introduction:-
Ms Access is a Database Management System (DBMS). Few terms to ponder
upon before starting with Access:
1. Database Terminologies
1. Data – Raw facts & figures
2. Database – logical structure to store data.
3. DBMS – Database Management System (Software used to create &
interact with the database).
4. Relationship – Connectivity between tables/entities.
5. Entity – Individual object with its information.
6. Field – A group of characters.
7. Record/tuple – A collection of various fields.
8. Query – Question in a systematic manner.
9. Table – Collection of Fields & Records.
10. SDLC – Systems Development Life Cycle
2. What is SDLC?
1. Systems investigation – understanding the problem
2. Systems analysis – understanding the solution
3. Systems design – creating the logical and physical components
4. Systems implementation – placing completed system into operation
5. Systems maintenance and review – evaluating the implemented
system
3. To identify the purpose of a DBMS

1. Goal is to provide way to store and retrieve data in an efficient and
convenient manner.
2. Word “MANAGEMENT” indicates :- providing mechanism for:
1. Defining structure for storage of information.
2. Providing mechanism for manipulation of stored data.
3. Safety Mechanism
4. Types of Database Models
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1. Data model is a “description” of both a container for data and a

methodology for storing and retrieving data from that container
2. Few Data Models are:
1. Hierarchical Database Model
Hierarchical Database Model defines hierarchically -arranged data.
2. Network Database Model
3. Relational Database Model

A relational database allows the definition of data structures,
storage and retrieval operations and integrity constraints. In such a
database the data and relations between them are organized in
tables. A table is a collection of records and each record in a table
contains the same fields.
Features of RDBMS
1. Values Are Atomic
2. Each Row is Unique
3. Column Values Are of the Same Kind
4. The Sequence of Columns is Insignificant
5. The Sequence of Rows is Insignificant
6. Each Column Has a Unique Name
5. Types of Relationships
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6. What is Normalization?
A method which minimizes data redundancy and reduces design flaws. It consists
of applying various “normal” forms to the database design. The normal forms
break down large tables into smaller subsets.
7. Primary Key vs. Foreign Key

Foreign key is a reference in the child (many) table to the primary key of the
parent (one) table.
8. What is SQL?
Structured Query Language (SQL) is the standard language for maintaining data
in a relational database systems.
Hyper Text Markup Lanuage(HTML):-

Hypertext Markup Language (HTML) is the text markup language currently used
on the World Wide Web. Markup is separate from the actual content of the
document. HTML is used to tell Web browsers how to display Web pages.
1.1 Basic HTML Concepts
HTML is a tool for distributing information on the Web or on an Intranet.

This information can be any message you wish to communicate to another
individual and is not limited to text forms. It can be expressed as image,
sound also. This information is distributed through a networked environment
called the World-Wide-Web.
Hypertext is the ordinary text that has been dressed up with extra features, such
as formatting images, multimedia and link to other documents.
Markup is the process of taking ordinary text and adding extra symbols. Each of
the symbols used for markup in HTML is a command that tells a browser how to
display the text.
Language is a key point to remember about HTML. It has its own syntax
and rules for communication.
HTML files are stored with either ".htm" or ".html" extension.
1.1.1 Advantages of knowing HTML
1. Flexibility
You can always work on your Web site even if you are away from your computer.
2. Troubleshooting
Since you wrote the HTML, you will be able to troubleshoot it efficiently and have a
67
better idea of what techniques to try if something is not working.
3. Price
Using HTML does not cost you a cent. There are no expensive licenses to buy and no
annoying upgrades to purchase.
4. Independence
You are not stuck to anyone vendor or anyone program.
1.2 HTML Overview

HTML is simply a collection of codes, which are called as elements. These are
used to indicate the structure and format of a document. Elements in HTML
consist of alphanumeric tokens within angle brackets. Most elements consist of
paired tags: a start tag and an end tag.
Most tags come in pairs, but not all. HTML specifications define the type of
content an element can enclose. This is known as an element's content model.
The content options include other elements, text or nothing at all. For example,
the <HEAD> element provides general information about an HTML document.
Its content model allows elements such as <TITLE> and <META>. The control
model for the bold element allows text and some other elements like .
The content model for break element encloses no content so it is said to
be empty.
HTML start tag can sometimes contain attributes that modify the element's
meaning. Attribute is separated from element by at least one space. Attributes
indicate an effect by assigning values to their names. Thus, a complete HTML
element is defined by a start tag, an end tag if applicable" possible attributes
and a content model. The figure 1 shows overview of the syntax of the typical
HTML element.
1.3 Understanding HTML
HTML and the Web were first conceived in 1989 by a researcher named Tim Berners-
Lee who worked for CERN. The Web pioneers, led by Berners-Lee, regrouped
into the World Wide Web Consortium (W3C) in 1994. The W3C is now
responsible for the standards of HTTP, HTML and other Web- technologies but
they don't control HTML. Vendors such as Microsoft, Netscape, Hewlett-Packard
and Sun work with W3C to develop HTML.
The first version of HTML was called HTML not HTML 1.0. Then next versions were
HTML+, HTML 2.0, HTML 3.2 and the latest HTML 4.0.
1.4 HTML Rules

1.HTML documents are structured documents.It defines what elements a document
can contain, their possible relationships to one another within a document and
possible attributes and values. If the elements in an actual HTML document agree
with this definition, the document is said to be valid.
68
2.Element names are not case sensitive. An element like <html> or <Html> or
<HTML> is equivalent. Convention suggests that uppercase is the preferred practice.
3.Attribute names are not case sensitive.
4.Attribute values may be case sensitive. The value of an attribute may be case
sensitive, if it refers to a file. The filename in <IMG SRC="filename.gif'> may not be
the same as the filename in <IMG SRC="FILENAME.GIF">, it depends on the
operating system.
5.Element names cannot contain spaces.
6.Attribute values may contain spaces if the value is enclosed by quotes.
7.Browsers collapse and ignore space characters in HTML content.
8.HTML document may contain comments. Comments are denoted by a start value
of <! - - and an end value of - ->. Comments can be many lines long. There are no
spaces between the dashes or exclamation point in the comment.
9.An element that encloses the start tag of another element must also enclose its
end tag,if exists. For example, use Correct and not Not
correct . No No major browsers at this time have a problem with this. But
you are advised to nest tags rather than cross them.
10.Browsers ignore unknown elements.
1.5 The Structure of HTML Document
An HTML document begins with a <!DOCTYPE> declaration indicating the

version of HTML used by the document. Following this, the <HTML> element
encloses the actual document. It contains two primary sections: the head and
the body enclosed respectively by <HEAD> and <BODY> elements. The
<HEAD> contains other identifying and other meta-information about the
document. It always contains the document's title, enclosed by the <TITLE>
element. The <BODY> contains the actual document content.
Eg :
<!DOCTYPE HTML PUBLIC "html version">
<HTML>
<HEAD>
<TITLE>Document Title</TITLE>
Other supplementary information goes here………….
</HEAD>
<BODY>
Marked-up text goes here.....
</BODY>
</HTML>
69
1.6 Document Types

A DTD defines the actual elements, attributes and element relationships that are
valid in the document. The <!DOCTYPE> declaration allows to identify the
HTML DTD being followed in the document. Also verifies that the document is
syntactically correct.
The <!DOCTYPE> declaration is shown as :
<!DOCTYPE HTML PUBLIC "-//W3C//DTD HTML 4.0 Transitional//EN">
1.7 The HTML Element
HTML document should be contained within <HTML> element. The element is

contained within <HTML> start tag and </HTML> end tag. The purpose of this
element is to declare that your document is an HTML document. The <!DOCTYPE>
declaration precedes the <HTML> tag and defines exactly what version of
HTML you are using.
1.8 The HEAD Element
The HEAD element is used to mark the position of the head section. The
head section contains elements that define certain information about an HTML
document like Title, The author name etc. The head elements includes <HEAD>
start tag and </HEAD> end tag.
1.8.1 The TITLE Element

Every HTML document must have a title contained within a <TITLE> start
tag and </TlTLE> end tag. Title is displayed by browser on top of the page
in the title bar. Titles are important because they are used to index and
refer to the document.
You are allowed only one TITLE element in your document. Markup is not
permitted in the TITLE element. So the following code is invalid:
<TITLE>UnauthorizedWeb Site</TITLE>
1.8.2 The META Element

The META element is used to present document meta-information i.e.
information about the document itself. This tag includes NAME, HTTP-EQUIV,
CONTENT attributes.
Using NAME attribute - One common use of a named meta tag is to indicate
authorship.
<META NAME="AUTHOR" CONTENT="JANAN PLATT">
This tells the software programs as well as people viewing your document's
source that the document was written by Janan Platt. Another use of it is to
indicate what program was used to create the HTML document.
<META NAME="GENERATOR" CONTENT="MOZILLA/4.01 [en] [win95][Netscape]">
This Meta tag indicates that the document was 'generated' by the English
70
version of Netscape Composer 4.01 on the Windows 95 platform.

Using HTTP-EQUIV attribute
The REFRESH attribute value allows a page to specify that the browser should
retrieve a new page after a certain number of seconds. The common name
for this feature is meta refresh.
<META HTTP-EQUIV="REFRESH" CONTENT="lO; URL="URL name">
This tag tells the browser to wait 1 0 seconds and retrieve the specified URL.
1.9 The BODY Element

The body element contains body section: start with a <BODY> tag and end with
</BODY> tag. Anything in the body section is displayed by the browser
when you view the document. With BODY element you can use BGCOLOR,
BACKGROUND and TEXT attributes. You can use either a color name or RGB
value for BGCOLOR attribute value. The BACKGROUND attribute names a URL or
file for an image that will be used as a background for the page. The TEXT
attribute is used to set the foreground or text color of the page. There are two
basic categories of HTML elements used in the body section.
• Block level Element

• Text level Element
Block level elements are used to define groups of text for a specific role, such
as a form, a table, a heading.
Text level elements are for marking up bits of text like creating links, inserting
images and changing the appearance of the text (bold, italic).
The main functional difference between these two types of elements is that text
level elements don't cause line breaks, but block level elements do cause. Text
level elements can contain other text level elements but not block level elements.
1.9.1 The Block level Elements

Block level elements include tags that position text on the page, begin new
paragraphs, set heading levels and create a lists. Some commonly used elements
and their tags are given below.
Paragraph: and 
Heading, level 1 to 6: <H1> and </H1 >
Horizontal rule: <HR>
Centering: <CENTER>
1.9.2 The Text level Elements

Some commonly used text level elements are given below.
Bold: and 
71
Italic: and <iI>
Line break: 
link Anchor: <A HREF="URl"> and </A>
Image: <IMG SRC="URl">
72

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INDUS BUSINESS SCHOOL

INDUS BUSINESS SCHOOL

Prof. Arathi S. Purohit

Introduction to Data Communication & Networking.......................................................10

Historical development of Computer :

In 1822, “Charles Babbage” of England proposed the “Differential Engine”

Punched card (Mark I) was invented in 1943 in Harvard University. The

EDVAC : Electronic Discrete Variable Automatic Computer was developed in

UNIVAC : Universal Automatic Computer was developed by Remington Rand in

1> First Generation ( 1942 – 1955 ) :-

a) Physically large in size.

2> Second Generation ( 1955 – 1964 ) :-

a) Considerable reduction in physical size.

3> Third Generation ( 1964 – 1975 ) :-

4> Fourth Generation (1975 onwards):-

The advancement in the electronics could pack thousands of components into

5> Fifth Generation (Future computers):-

2) Digital Computers: - They represent the numerical quantities by discrete

3) Hybrid Computers :- Computers with the features of Analog & Digital

Computers are classified in

Laptop / Notebook Palmtop / Handheld / PDA

Parts of Information System :

2) Software set of instructions or programs which tells the computer how to

Processor Memory Input / Output Storage

Arithmetic Logic Unit (ALU ) is responsible for performing all the

1 kilo byte : 1024 bytes

1 mega byte : 1024 kilo bytes

1 giga byte : 1024 mega bytes

1 tera byte : 1024 giga bytes

1. ROM ( Read Only Memory ) is non – volatile in nature. The permanent

2. PROM ( Programmable Read Only Memory ) is also non – volatile in

3. EPROM ( Erasable Programmable Read Only Memory ) is volatile nature.

4. RAM ( Random Access Memory ) is volatile in nature. Information can be

Input Devices Output Devices

Keyboard, Mouse, Scanner, Joysticks, Monitor, Printer, Speaker.

Storage device is to hold data. They come in two types :

1) Primary / Volatile / Temporary : RAM

2) Secondary / Non – Volatile / Permanent : Harddisk, Floppy, CD, DVD,

Software brings machine to life. It is a set of instructions which tells the

System Software Application Software

• Tells the computer how to Tells the computer how to

Single User Multi User

Every machine having its own One operating system

Difference between DOS & WINDOWS

• It is a command line operating system.

• It is a Graphical User Interface ( GUI ).

Data Representation & Numbering System

2) Decimal Numbering System uses the base as “10”.

Binary to Decimal Conversion

101 = 1x22 + 0x21 + 1x20 101.011 = 1x22 + 0x21 + 1x20 + 0x2-1 +

Decimal to Binary Conversion

It can be obtained by flipping each digit. i.e. 1 to 0 & 0 to 1

It can be obtained by adding 1 to its ones complement.

Introduction to Data Communication & Networking

Computers communicate in two ways :

Network is a way to connect computers together so that they can communicate,

Analog computers perform the complex processing by directly measuring the

1) Allows simultaneous access to critical programs & data.

1) Local Area Network – ( LAN ) :-