COMPUTER CONCEPTS

INTRODUCTION TO MICROCOMPUTERS A computer is an electronic, automatic machine (device) that works under the control of instructions (also called programs) stored in its own memory unit. It accepts, stores and processes data to produce output (information). Data and Information Data refers to basic raw facts that alone have little or at times no meaning unless organized and processed while Information is data that has been organized and processed so that it is meaningful. This information is the result of processing. Uses of Computer Systems v Communication v Data storage v Data Processing/Analysis THE COMPUTER SYSTEM The Computer System comprises of two basic components i. Hardware ii. Software COMPUTER HARDWARE/EQUIPMENT The computer hardware is the physical/tangible devices and components associated with the computer, including input and output devices, storage devices, processors etc. Thus in general terms, hardware refers to all the electronic and mechanical elements of the computer system. These include: 1. 2. 3. 4. 5. Input devices Output device Storage devices Processing devices Communication devices

1. Input Devices These are devices that are used to enter data and commands into a computer. They perform 2 tasks: Read data and from the medium from which it is stored v Encode the data into a suitable form (i.e. converting it into a machine sensible form, a form understandable by the computer). Common examples of input devices include: Keyboard, Trackball, Mouse, Scanner, Bar Code Reader, Light pen etc. 2. Output Devices The use of output devices is to provide the user with the results from the computer. Examples of output devices include: The monitor (Visual Display Unit {VDUs}), Printers, Plotters etc.

3. Storage Devices The computer storage devices can be categorized into two namely: v Primary Storage (Memory) v Secondary Storage

Primary Storage The memory comprises of: i. Read-Only Memory (ROM) ii. Random Access Memory (RAM) ROM ROM forms a smaller part of the main memory and is non-volatile in nature i.e. it does not loose its contents upon power failures or any disruptions of computer system operation. ROM is thus permanent memory. RAM This memory is temporary, active only when the computer is on. RAM is said to be volatile in nature as it loses its contents (data) when power goes off or the computer system operation is disrupted. This memory forms the larger part of the main memory. Generally the functions of the primary memory are that it stores: Data for processing 1. Instructions and programs being executed 2. Processed data waiting to be output (secondary and auxiliary storage) 3. The store hold reference material i.e. lists or tables. 4. Hold temporary results Secondary Storage Devices: Secondary memory is used for storing backup information that is not needed immediately by the CPU. It supplements the main memory. It holds maintained data i.e. data held by the computer so that it can provide information to do the use when required to do so. Examples include: Magnetic disks, Optical disks and, Magnetic tapes Magnetic Disks The magnetic disks are generally referred to as DISKS, namely: i. ii. Hard Disks Floppy Disks Hard Disks: They are fixed inside the system unit and this is why sometimes they are called fixed disks or none removable disks, though there are removable hard disks in the market v Information stored in the hard disk can be accessed very fast v They can store a lot of information ranging from 40 megabytes to a few gigabytes v For a PC (Personal Computer) having just a single hard disk, the hard disk drive is called Drive C:

Floppy Disks : They come in two sizes 3 Inch Floppy Disk and 5 Inch Floppy Disks. The latter has been phased out because of its unreliability and low storage capacity. Floppies, also known as Diskettes are inserted in Floppy Drives (a slot on the system unit where diskettes are read and written onto). v Diskettes hold very little information 3 Inch Floppy Disk marked HD (High Density) hold 1.44MB, while the same marked DD (Double Density or Low Density) hold only 720KB (Kilo Bytes) v Information stored floppy disks take longer to access than that stored in the hard disk. Optical Disks: An optical disk is a removable disk on which data is written and read through laser beams. The most familiar of the disks is the one used the music industry the Compact Disk. Compact Disks Read Only Memory (CD ROM) CD ROM is an optical disk format that is used to hold pre-recorded text, graphics, and sound. They hold a lot of information up to 650MB of useful information, and are inserted in CD-ROM drives. Processing Devices: The Processor (CPU) - The Processor is sometimes referred as the Central Processing Unit (CPU). It acts as the computers brain, Components of CPU are: Control Unit and Arithmetic and Logic Unit (ALU) Nevertheless the term CPU is sometimes taken to mean not only ALU and the control unit but main storage (main memory) too. Control Unit: The CU is the nerve Centre of the computer. It co-ordinates and controls all hardware operations i.e. those of the peripheral units, main memory and those of the processor itself. It does this by sending signals to the various hardware devices and interpreting the received signals. ALU: The ALU has two main functions: v It carries out the arithmetic operations e.g. add, subtract, multiply and divide. v It performs certain logical operations logical operations e.g. testing whether two data types match. COMPUTER SOFTWARE Software refers to the sets of instructions (programs) that once fed into the computer systems enables hardware to perform specific tasks. While hardware is tangible, software is intangible. Software can be categorized as: v Systems Software v Applications Software

Systems Software: Systems Software starts up the computer and coordinates the hardware components and applications software programs. Thus these programs contribute to control and performance of the computer system, and they include: v Translators also referred to as Language Processors . They translate computer programs written in other languages into the language of the machine (machine codes). v Utilities also called Service Programs , and are systems programs that provide a useful service to the user of the computer by providing facilities for performing common tasks of routine nature. They include Sort, Editors, File copying etc v Operating Systems the principal unit within the systems software. It is a suite of programs that controls the operation of the entire computer system. The role of the operating systems is that of computer resource management. These resources include data, programs, storage devices, I/O devices, and the processor. Thus the computer cannot function without the operating system. Specific functions of the operating system include: v Control over hardware resources e.g. control over selection and operation of devices for input, output or storage. v Error detection. v Enabling communication between the computer user and the computer. v Formatting disks v Scheduling and loading of programs Application Software Are computer programs designed to satisfy users specific needs. They include: 1. User Application Programs 2. Application packages User Application Programs: These are customized or tailor-made programs. They are created by computer programmers at the request of the user to solve users specific problems. Examples of such software include: Payroll Systems, Order Processing Systems, Stock Control Systems, Billing Systems etc. Application Packages Are ready-made programs and are not as specific as user application programs. Are developed for a wider group of users and as such are always standardized. Users normally buy them from authorized vendors or developers themselves. Below are a few examples of such software: i. WORD PROCESSING SOFTWARE

These software enables users to create, format, edit, store and print documents. Examples of these software are: Microsoft Word, WordPerfect, Ami {Pro etc. ii. ELECTRONIC SPREADSHEET

It lets the user develop personalized reports involving the use of extensive mathematical, financial, statistical e.t.c

Cars Mazda Toyota

January 120 186

February 260 234

March 230 432

Total

Examples: MS Excel, Lotus 123, Quattro Pro, Supercalc, VisiCalc etc. iii. DATABASE MANAGEMENT SYSTEM (DBMS) SOFTWARE

DBMS Software also referred to as Database programs are used for storing, retrieving and manipulating large amounts of data e.g. - dBase - FoxPro - Ms Access, - Paradox - Oracle iv. PRESENTATION SOFTWARE

These programs have inbuilt facilities that can be used to give presentation on specific topic(s) to an audience. This is commonly used in seminars/workshops, training etc. Examples include: Ms PowerPoint, Corel Show etc. v. vi. DESKTOP PUBLISHING SOFTWARE (DTP) e.g. PageMaker GRAPHICS SOFTWARE

Enable user to create many types of graphic creations. e.g. Graphics - Freelance Plus, CorelDraw vii. COMMUNICATIONS SOFTWARE

These allow users to access software and data from a computer in a remote location and transmit data to a computer in a remote location or to establish connectivity. Besides these software, the connectivity is established when the computers are connected via telephone lines linked to a MODEM. E.g. - SmartIcon Crosswalk, PC-Dial - PC Talk viii. INTERGRATED SOFTWARE

Combines the capabilities of word-processing, electronic spreadsheet, database management systems, graphics, data communications and other types of software into one program. E.g. Symphony - Framework II, - Microsoft Works - Microsoft Office ix. COMPUTER AIDED DESIGN, ENGINEERING AND MANUFACTURING (CAD, CE, CAM) software allows technical drawings to be rendered in a day or less.

MS WORD

MS WINDOWS
Windows 98/2000/XP is an operating system that lets you use different types of applications or software. For example, it allows you to use a word processing application to write a letter, and a spreadsheet application to track your financial information. Windows 98/2000/XP is a graphical user interface (GUI). It has pictures (graphical) that you use (user) to communicate (interface) with the computer. This type of system is popular because it's logical, fun and easy to use. This operating system has multitasking capabilities, meaning it can run several applications at the same time. Practice using other applications with Windows 98/2000/XP. 1. Click start button 2. Move the mouse pointer to Programs to reveal cascade menu 3. Get your mouse pointer into this menu and click Microsoft Word to start the program Repeat the above steps to start Microsoft Excel. Notice that two application programs are now running. Getting Started The opening screen of Windows 98/2000/XP is called the desktop. This workspace on your computer screen contains: Start button. Taskbar, Icons or graphical pictures (These represent applications, files and other parts of your computer system.) The Start Menu: To start Windows and view the Start menu. Click the Start button. Move the mouse pointer to each option, and view the various cascading menus. Choose Programs , move the mouse pointer to the right, and view other cascading menus. To exit the menus, click outside the menu area or press Esc on your keyboard. Taskbar: Is a bar above the start menu. Icons: Are pictures on the desktop. Examples icons are My Computer, Recycle Bin, and Internet Explorer. Shutting Down: Remember, you should never just turn off the computer. To avoid damage to the system or loss of files, always follow specific steps to shut down the computer. The Start menu is where you begin the shutdown process.

To shut down the computer:

Click Start - Choose Shut Down - A dialog box appears - Choose Shut Down - Click on Ok Wait for a guide It is now safe to turn off your computer NB some computers do normally turn off automatically after OK. If it doesnt turn off automatically, press the 0/1 button on the system unit and on the monitor. Put off the power Files, Folders, and Drives What is a File? A file is a program or document. Everything on your computer is stored as a file. A program file contains instructions for tasks. For example, a program file may tell your computer how to create a spreadsheet. A data file is a document you can create on your machine, such as a letter or resume Your computer usually comes with some program files that already have file names . When you create a new file, you give it a file name . Windows allows you to call files by many names up to 255 characters. Each file has a three-letter file name extension that identifies the file type. For example, a document created using WordPad might have the file name, letter to John.doc . The extension may sometimes identify the program that created the file. Some common file name extensions are: doc - Word or WordPad document txt - Notepad text file eml - Email xls - Excel spreadsheet htm - HTML file (web page) ppt - PowerPoint presentation mdb - Access database Showing or Hiding File Name Extensions You can have your file name extensions display while you are using Windows 98/2000/XP or you can hide them. To show or hide file name extensions: v Double-Click the My Computer icon on your desktop. (You will learn more about using this tool and Windows Explorer.

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v Choose View-Folder- Options . v When the Folder Options dialog box appears, click the View tab. v If you want to hide all file name extensions, click the Hide file extensions for known file types check box. v A check mark appears. v Click OK and all extensions are now hidden. v Close My Computer. OR

If you want to show all file name extensions, click the Hide file extensions for known file types check box. The check mark disappears. Click OK and all extensions are now shown. Close My Computer.

Creating a File You can create a file using different applications such as Microsoft Word, WordPad or Notepad. To create a file using the Notepad application:

Click Start Choose Programs Accessories Notepad. Type, This is my new document . Click File in the toolbar and choose Save . The Save As dialog box appears. Save your document on the desktop as a text document. Type in the filename: new document.

Note: If you go back to make changes to a document you have created, save the modifications: v Click the File menu and choose Save Folders - Is a location on your computer where you store files and other folders. Two important folders in the Windows 98/2000/XP operating system are My Documents and My Computer. To view the contents of the My Documents folder: v Double-click the My Documents icon on the desktop. v View the contents in the folder. v Close My Documents. OR v Right-click the My Documents icon, Choose Open. Creating a New Folder When you first start using Windows 98/2000/XP you may only create a few documents. However, the more files and folders you create, the more organized you will need to be. Sometimes you may want to create a folder within a folder. For example, you might create a Job Search folder in the My Documents folder.

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To create a new folder in the My Documents folder: v Double-click My Documents folder on the desktop to open it v Choose File New - Folder. v A new folder, titled New Folder, appears in the window. v A darkened box surrounds the text beneath the folder v Type in the folder name you want. Drive - Is hardware on which you can store files. Disk drives are assigned a letter. v Your hard drive (the drive inside your computer) is known as the (C:) drive . v Your floppy disk drive is known as the (A:) drive . v If your computer has a CD ROM drive, it is usually called (D:). v Most computer users store their files on the C drive . v v v v Double-click My Computer on the desktop. Double-click Drive_c (C:). View the files on your C drive. Close the window.

Challenge! v Create a new document in WordPad and name it Things to Do List. v Show or hide the file name extension. v Create a new folder in the My Documents folder and call it Task Folder. Using Help Windows 98/2000/XP has a handy Help feature to assist you in using your computer. Some of the help topics include Exploring the Internet, Printing, and Managing Hardware and Software. To access Help: Click Start Help. The Windows Help dialog box appears. Click the Contents tab. A list of topics appears in the left pane, including Introducing Windows 98/2000/XP , Printing and Troubleshooting . Click on the topic you want to explore. Sometimes a list of subtopics appears. Keep clicking until you find the topic you want. Information about that topic displays in the right pane.

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Using the Search Tab The Help feature also allows you to use the Search tab to look for a topic. To use the Search tab:

Click Start Help. The Windows Help dialog box appears. Click the Search tab. Type in a keyword that pertains to the topic you're looking for. Click the List Topics button. When the list of topics appears in the left pane, click the topic you want to explore. Click Display. Information about the topic displays in the right pane.

Once you begin your search, you may get a message saying No Topics Found. Try typing in a different keyword. Did You Know? You can press F1 on your keyboard to get Help in operating system applications. For example, if you are using Calculator, WordPad or any other application, press F1 to get some useful tips.

Printer Problems and a "Frozen Computer" Having Trouble Printing It? Perhaps you've written a great report and you want to share it with your boss. The problem is, you can't print it. Try these troubleshooting techniques: v Take care of the basics. Make sure the printer is plugged in, turned on and has paper in it. v Make sure the printer cable is properly connected to the printer and to the computer. v Check to see if there is a paper jam. Most printers have a flashing light to indicate a jam. Also, if the paper size selected differs from the one in the paper tray, you will not be able to print. To choose a paper size, select File - Page Setup. Click the Paper Size tab. v Check to see that the printer toner, cartridge or ribbon is fresh and adequate. If not, printed documents may appear streaky, blotchy, or even blank. v Make sure the printer switched to Online mode. There is usually a button on your printer's control panel. If it is switched to Offline mode, it will not print. v Make sure the computer knows what printer you are using. Check this by clicking Start>Settings>Printers . If an icon for your printer doesn't appear, try restarting your computer. This is often an easy fix to this somewhat common Windows 98 error. If you printer still doesn't appear, you may need to add it. Click Add Printer and follow the instructions.

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Note: If your printer isn't listed in the Windows 98 list (whic h usually displays when you try to add a new printer) you may have to contact the printer manufacturer for a driver. When you get the driver, follow the Add Printer instructions on your computer Challenge! v v v v Click StartHelp. Click the Index tab. Stroll down the list and click printers, troubleshooting. Click to open the Printer Troubleshoot

To set up a printer 1. Click Start , point to Settings , click Printers , and then double -click Add Printer. Follow the instructions on the screen. v click next to continue v Show whether you printer is on network or not. v Choose the name of the printer you are installing and its specific number of the printer, then click next to continue. v Select the communication port your printer is going to use and then click next. v Type the name you would want to see displayed after installation. If you want to print a test page, first make sure your printer is on and ready to print then finish. These are programs that have the ability to combine text and graphics (pictures) to produce high quality printed output. To produce these high quality publications, hardware devices like the mouse, the scanner and a laser printer will be required. E.g. - Adobe Illustrator - Aldus PageMaker,- Ventura - QuarkXpress

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MS WORD
Ms-Word is a word-processing program that lets the user create, edit, insert, move and delete words, sentences and paragraphs easily. Other word-processing programs apart from Ms-Word are WordPerfect, WordStar etc. POINTING, CLICKING AND DRAGGING The table below explains the above terms. TERMS Point Click Double click Drag ACTIONS Position the pointer on an item Point to an item, and then quickly press and release the mouse button Point to an icon and quickly press and release the mouse button twice Point to an item, press and hold the mouse button as you move the mouse to a new location. Then release the mouse button.

STARTING MS-WORD v Click on start menu v Click on programmes v Click on the Microsoft Office v Click on the Microsoft Word icon On the Word screen/window, you will see Menus, Toolbars and the Status bar. MENUS The menus are the list of words at the top of the screen; when you click on a word, a dropdown/Pull down menu related to that function will appear TOOLBARS When you start Word and open a document, the Standard and formatting toolbars arc displayed below the Menu bar. You can hide or display toolbars as you work. For example you can hide the Formatting toolbar until you are ready to format. STATUS BAR The Status bar at the button of the Word Window provides information about the active document or the task you are working on. To hide the status bar, choose option from the toolbars menu. Select View Tab, and then clean the status check box under Window. DISPLAYING A DOCUMENT IN DIFFERENT WAYS Word provides several ways to view a document:

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 Normal view Outline view Page layout view Print preview Master document view When you switch from one view to another, the insertion point remains in the same location in the document to mark your place. NORMAL VIEW: It is the best all-purpose view for typing, editing, and formatting text, and for moving around in a document. To switch to Normal View, click the Normal View button on the horizontal scroll bar or choose Normal from the View menu. OUTLINE VIEW: Used for outlining and organizing a document. To switch to outline view, click the outline view button on the horizontal scrollbar, or choose outline from the view menu. PAGE LAYOUT VIEW: Used for seeing the "printed" page. (WYSIWYG). What You See Is What You Get. To switch to page layout view check on page layout view button on the horizontal scroll bar or choose page layout from the view menu. PRINT PREVIEW: For adjusting the layout before you print. You can see one or more pages at a time, zoom in or out, adjust margins , edit and format text. To switch to print preview, click on the print preview button on the standard toolbar or choose preview from the file menu. MASTER DOCUMENT VIEW : Master document view is very important if you want to divide a long document such as a book with several chapters into separate files. To switch to master document view, choose master document from the view menu. WORKING WITH DOCUMENTS: In word you can create, save, open and close a document. CREATING A DOCUMENT WHILE IN AN OPEN FILE To create a new document at any time, v Open the File menu v Click on NEW If you are creating a document such as a memo, letter, report, or C.V., you can save time by using one of the wizards that come with word. SAVING A DOCUMENT v v v v Open the File menu Select Save Type the filename Click on OK button

NB: The filenames should be from 1 -8 characters long. CLOSING A DOCUMENT After you have finished working in word, choose the active document and then quit. v Open the File menu

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v Choose close OR You can use the close sign (X) on the far right corner OPENING AN EXISTING DOCUMENT v v v v Make sure the document to be opened was same before Open the File menu Select open Double click on the file name or highlight it and click on OK button to retrieve.

WORKING WITH THE TEXT Once you have created, or opened, a document, you can then edit the text that is within the main body of the document by deleting, moving, duplicating, finding (searching) and replacing the text. DELETING TEXT v Highlight text to delete v Click on EDIT. v Click on CLEAR MOVING TEXT v Highlight text to be moved v Click on EDIT v Click on CUT v Position the pointer/cursor where you want to move the text. v Click on EDIT v Choose PASTE. DUPLICATING TEXT Highlight text to duplicate v v v v v Click on EDIT Click on COPY Position pointer where you want to duplicate the text Click on EDIT Click on paste

FINDING (SEARCHING) FOR TEXT You can use the FIND command on the EDIT menu to search for text. v Click on EDIT v Choose FIND In the find box, type the text you want to find v Choose FIND TEXT to begin the search.

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REPLACING TEXT IN A DOCUMENT v Click on EDIT. v Choose Replace. v Type the text you want to find in the FIND what BOX and the replacement text in the REPLACE WITH BOX. v Click FIND NEXT button to start the search. When Word finds the text, you can choose the REPLACE button to replace the text and find the next occurrence. v Choose the replace all button to find and replace every occurrence of the text without confirmation. v Choose the FIND NEXT button to ignore this occurrence and find the next. FORMATTING TEXT When you begin typing a new document, the text appears in the font (typeface) and font size (measured in points) that are preset for Word. If you want to achieve a different look, you can choose formats for Word to use. CHANGING THE FONT SIZE v Highlight the text to be changed. v Click the FONT SIZE in the Formatting toolbar. v Choose the desired size. CHANGING THE FONT STYLE v Highlight the text. v Click the Font Style on the formatting toolbar. v Select the font style of your choice. UNDERLINING TEXT v v v v v Highlight text to be underlined. Click format Choose FONT Press a tab key thrice and click to select the underline, e.g. Single or Double. Click the OK button.

CONVERT CASES/CHANGE CASE v v v v Select the text to convert Click on FORMAT Click on CONVERT CASE/CHANGE CASE Select the option you want and then choose OK button.

SUPERSCRIPT/SUBSCRIPT EFFECTS v Highlight text to change either superscript/subscript

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v v v v

Click on Format Select Font Activate the Superscript/Subscript by marking the boxes Click the OK button.

FORMATTING PARAGRAPHS Not only can individual pieces of text be formatted, but whole paragraphs can also be altered. One can change the line spacing, set tabs, indenting paragraphs etc.

LINES SPACING v Select the paragraph whose line spacing you want to change v v v v From the format menu, choose paragraph Select the Indents AND Spacing tab In the line spacing box under spacing, select the type of spacing you want. Choose the OK button

SETTING AND CLEARING TAB STOPS Tab stops are usually set at an interval of 0.5" from the left margin. The first line of text you type is aligned at the tab stop. To set tab stops, v Click on Format menu v Select Tabs v Click on the CLEAR ALL button to clear the default setting. v Set your own tabs e.g. Left, centred, right, or decimal tab stops. v Click on OK button. TO INDENT A PARAGRAPH v Position the cursor on the paragraph to indent v Click on Format v Click on Paragraph v Specify the designed Indent e.g. Left, Right. TO CENTER OR ALIGN TEXT v v v v v v Select the paragraph you want to centre or align. On the Formatting toolbar, click the button for alignment you want. e.g. To align text at the left indent click on , Centre between Indents To align text at the right indent, click on At both the left and right indents (justified)

WORKING WITH COLUMNS

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MS-Word has a feature that enables you to type your text and place it into columns. CREATING MULTIPLE COLUMNS v v v v v v v OR v Select the part you want to work on, v Click on the Column button on the std toolbar v Drag to select the number of columns you want and click This gives you columns of equal width and formats the entire document, unless the document is divided into sections. If the document contains section breaks. Word formats only the section that contains the Insertion point. MODIFYING COLUMNS You can modify the appearance of text columns by doing any of the following. Changing Column width and space between columns To modify the width of columns and the space between columns, drag the column markers on the ruler. If columns are of equal width, changing the width of one column changes the width of all columns. If columns are of unequal width, only the column whose marker you drag changes. Changing between columns of equal and unequal width. v v v v Position the insertion pointer in the section you want to change. Click on Format menu Choose columns Select or clear the Equal column box Select the place you want to work on Click on Format menu Click the COLUMNS button Adjust the column button depending on the number of columns you want Set the spacing between to be 0.6 cm or 0.15 inches You can click on line between if you need the line between the columns Click on OK

NB * If you select this check box, columns will have same width. When you clear the check box, you can adjust the width of each column separately. Modify the width of columns by dragging column markers on the ruler or by specifying exact measurement in the dialog box. Changing the Number of columns v Position the insertion point in the section you want to change. v If the columns are of equal width, you can select a new number of columns by clicking the columns button on the standard toolbar and dragging to select the new number. OR

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If columns are of unequal width, choose columns from the FORMAT menu, and then type or select a number in the Number of columns box. Then choose on the OK button. ADDING VERTICAL LINES BETWEEN COLUMNS: - Vertical lines between columns of text add emphasis and clarify the text. The lines are as long as the longest column on the page or, if the page contains more than one section, the longest column in the section. You can see the lines in the page layout view and print preview. v In the page layout view, position the insertion point in the section that contains the columns to which you want to add vertical lines. v Click on the Format menu v Choose columns v Select the line between checkbox and choose the OK button. CONTROLLING COLUMN BREAKS v A column break is the point in the text where one column ends and the next column begins. Word automatically distributes columns on the pages, but you can insert column to end and the next column to start. v You can also prevent unwanted column breaks between paragraphs or between a paragraph and a graphic that you want to keep together. v In the page layout view, position the insertion point where you want to start the new column. v Click on the Insert menu v Choose BREAK v Under insert, select column Break, Click on the OK button. BALANCING COLUMNS ON A PAGE v At the end of a section or a document, you may find that the text is not evenly distributed among columns. You can balance the text among columns by inserting a continuous section break at the bottom of the last column, which distributes the text evenly so that a new section can begin on the same page. v In (the page layout view, point the insertion point at the end of the text in the columns that you want to balance. v Click on the INSERT menu. v Choose CONTINUOUS option in the SECTION BREAKS v Click on the OK button. WORKING WITH FRAMES A frame is a container you can put an item such as a graphic, a table, text or an object licked to another file in a frame and the drag the frame to position the item anywhere on the page.

INSERTING A FRAME To put an item in a frame, v Select the item v Click on insert menu v Choose frame

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To insert an empty frame , (Text box) v Click the insert frame v Choose frame, then drag the cross chain to specify the size of the frame. SELECTING A FRAME v In page layout view, the mouse pointer changes to the positioning pointer as you move it over the edge of a frame. v When the positioning pointer is visible, you can click to select the frame itself. v The positioning pointer changes to an I-beam when it's positioned over the contents of the frame. v You can use the I-beam pointer to select text on a graphic inside the frame. RESIZING A FRAME v In page layout view, select the frame and then drag the handles that surround the frame. , v To size a frame precisely, select the frame and then choose frame from the format menu. v Under size, select exactly in both the width and height boxes, then type or select measurements in the boxes. POSITIONING A FRAME v Select the frame v Use the positioning pointer to drag the frame border. v To specify a precise location, choose frame from the format menu and then type or select .measurements in the position boxes under horizontal and vertical. REMOVING A FRAME v In the page layout view, select the frame, v Select the frame v Choose frame from the format menu v Choose the Remove Frame button WORKING WITH WHOLE DOCUMENTS. Once a document has been typed, it can be formatted as a whole. Page breaks and page numbering can be added, headers and footers created, data sorted and spell checked. SETTING MARGINS v Click on the File menu v Choose page setup v Select margins tabs

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v Type or select margin measurements, specify the part of the document the setting will apply to and then choose the OK button. INSERTING PAGE NUMBER v v v v v Click on the INSERT menu Choose page numbers Select a position and alignment for page number To change the number format, choose format button in the Page Number Dialog Box. When you finish, choose the OK button.

INSERTING PAGE BREAKS v v v v v Position the cursor where you Want to break the page Click Insert menu Choose BREAK Select the type of break you want and Choose the OK button.

INSERT SECTION BREAK v v v v v Position the cursor in between the two pages where you want to apply the section break Click on the insert menu Click on break Click on section break next page Click on the second section and apply page numbering (insert pg number) then format it to start at 1 v Click in the first section v Click inert page number then format button then format it to roman numbers and to start from (i) OK ADDING HEADER AND FOOTERS v v v v Click on VIEW Choose Header and Footer Type in the Header or the Footer area Choose CLOSE button on the Header and Footer toolbar to return to the previous View.

BULLETED OR NUMBERED LISTS A list of text can contain bullet points or automatic numbering. Creating a Bulleted or Numbered List To create a bulleted or numbered list, type the list/select it, and then click the Bullets button or the Numbering button on the Formatting toolbar. v Type the List - Select it - And click the bullets button.

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Choose Modify/Customize button to modify the bullets to other decorative bullets v v v v v v v v v Select a number or bullet type Click on format Bullet and numbering Click on bullet Choose one of the bullets to be changed Click on customize/modify button You can also choose the bullet button in the Modify/Customize> Bulleted Click on font button and then click on webdings the 1st one Choose one of the bullets then Click on OK

SORTING A LIST You can sort lists to arrange text alphabetically, numerically, or by date etc. If you add, delete, or reorder items in a number list, Word updates the numbers. v Select the List - Click on Table Menu - Choose Sort text - Choose the OK button Word sorts and renumbers the list items. Tables A table is made up of rows and columns of cells that you can fill with text and graphics. Tables are easier to format, thus and because each column has it own margin indicators , you can adjust the alignment of each column from the formatting toolbar. Diagram 1. Click the Insert Table button, and then drag to select the number of rows and columns you want. You can also create a table by clicking the Table Insert Table command from the Table Menu and selecting the number of rows and columns you wish to insert. The columns will have a standard width based on the width of the page and the number of columns selected. Also, the table will have a standard border around each of the cells. If any changes need to be carried out, then you can:

Adjust the cell and table borders . All tables have a pt black, single solid-line border by default. To change or remove borders, click the Tables and Borders button on the Standard toolbar. Select the new border style on the toolbar including border width, border colour, and line style and then draw the new border onto the existing border with the Draw Table tool. To quickly apply the new border type to or remove borders from blocks of selected cells, use the borders palette (the Line Style, Line Weight, and Border Colour tools) on the Tables and Borders toolbar.

Adjust the column width (and row height). You can point the mouse to the column border and when the mouse pointer changes to a ||, you can drag the column width left or right to make it bigger or smaller. You can also adjust the width (and height) by calling the Table Cell Height and Width command from the Table Menu . You can also Distribute Rows Evenly and Distribute Columns Evenly from the Table Menu .

Also shade cells for emphasis. This may be done for emphasis in order to make certain cells stand out in the table, usually the headings. This can be done by clicking the Tables and Borders button on the standard toolbar to bring up the Tables and Borders toolbar. You can

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then sele ct the Shading button from this toolbar. Alternatively, you can call the Format Borders and Shading command from the Format Menu . To select from a gallery of predefined border, shading and other formats, click Table Table AutoFormat . You can also convert a set of words, phrases, lines or paragraphs into table form from the Table Menu . To convert existing text to a table, select the text, and then click Table Convert Text to Table on the Table Menu . There are also several options by which you can delimit the text while converting i.e. you can specify what goes into each separate cell, row or column of text by what separates the text e.g. <Return>, <Tab>, commas or other delimiters that the user specifies. Conversely, you can turn text and graphics that is in table form back into normal paragraphed text by clicking click Table Convert Table to Text on the Table Menu . This is the same command on the menu which alters, depending on the type of formatting the text is in. You can sort table entries in alphabetic, numeric, or date order. To sort a table, select the items you want to sort, and then click Sort Ascending or Sort Descending on the Tables and Borders toolbar. You can also perform calculations in a table. To add a column of numbers, for example, click the cell below the column you want to add, and then click AutoSum on the Tables and Borders toolbar. The result will appear in the cell you clicked. For other calculations, use the Formula command on the Table menu. These options are similar to those that are available in a spreadsheet like Microsoft EXCEL. Headers and Footers Used to enter the page numbering and titles that should appear at the top of the document:

Click on the view menu - Headers and footers

INSERTING DATE v Click on the Insert Menu v Choose date/Time v Select the designed date format v Choose the OK button Thesaurus The Thesaurus is another dictionary tool that allows you to look up the meanings of words in a document and to replace words with ones of similar meaning. It is useful for instance, if you don't want to keep repeating the use of certain words throughout your document. It can be used to look up the meaning of words and give other possible synonyms for those words. It can be found on the Language Option of the Tools Menu Option .

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SPELL CHECKING v On the Standard toolbar, click the spelling button. > From the Tools menu, choose spelling and grammar > > > Choose the CHANGE BUTTON to replace the misspelled word. Choose the ADD BUTTON to add the word to the custom dictionary.

Choose the IGNORE BUTTON to leave the word unchanged. IGNORE ALL BUTTON to leave the word unchanged in all documents until you restart word. MAIL MERGE: This is a procedure in word that enables one to produce the same document to many clients, people. You can personalize form letters, print address on envelopes and mailing labels. You can also assemble legal documents, and produce product data sheets, catalogues, arid similar documents. A form letter involves merging a main document with-a-data source. The main documentcontains the text and other items that remain the same in each letter. A data source contains the information that changes in each letter, such as the name and address of each recipient/client Merge fields, which you insert into the ma in document, instruct word where to print Information from the data source which you merge the documents, Word replaces merge fields with informal ion from data source. Each row of information from the data source produces a unique version of the form letter. To set up a Form, Open the document you want to use, as the main document. You can open an existing letter, or you can begin a new letter based; on a template you select from the; TOOLS menu, choose Mail Merge You can also use the mail merge tool to address envelopes or create mailing labels or to produce personalised documents. To create a mail merge, you will need two files: v Main Document - this contains the layout and any text that you wish to appear in your final merged document, together with special codes which tell Word where to put in the data for each individual letter or label. v It is also called the form letter. The main document contains the actual text and other items that remain the same in each version of the form letter, envelopes, or mailing labels. In this you create (write) the basic letter, etc. that you wish to produce and add " merge fields " (sometimes called " tags " or "codes ") in the places of the form letter/main document where you wish the individual record data items to appear. Type punctuation and spaces between the merge fields, outside the merge field characters ( ). If necessary you can also format the merge fields to whatever style you wish and the inserted information on merging is placed in this style. v Data Source - this contains the individual personal information that will be inserted into each final letter or label. The data source contains items such as the names, addresses, titles, references, etc. of the recipients of the form letter. Each individual set of information is called a record and contains similar content and structure to a database file. Actual database files can be used to construct the data source.

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These two files are then merged to give a third file, containing the results of the merge. These can then be printed out or used for e-mailing or other forms of distribution. On merging, the main document is combined with the data source and the tags/merge fields are replaced in the main document with the fields extracted from the data source to produce individual personalised copies of the same document. You can view the resulting form letters before you print them. You can also save them on disk, etc. The steps needed to perform a mail merge are: v Create the main document - Create the data source - Merge the two Creating the Main Document This document describes how to use Mail Merge Helper to produce a mail merge.

From the [File ] pulldown menu choose New to open up a new document (or if you have already written your main document, then open it). Click on the [Tools ] menu and then on [Mail Merge ]. The Mail Merge Helper box will appear (as shown here).

The top of the box gives instructions which explain what you should do. v Click on the [Create ] button in the Main Document section. v Click on [Form Letters ] (if you wish to create mailing labels, then click on the appropriate choice at this point). v Click on the [Active Window] button to use the current window (and its contents, if any) as your main document. To create a new document click on [New Main Document]. v If you wish to create your main document now, click on [Edit], and then on the name of your document. (For a new document, this will be something like form letter: Document 1 ) v Now type in your standard letter. The letter below is an example of the type of text you can enter. Dear Parents, You are highly welcome to the parents day which will occur on 20th June 20 from 10.00 am. The Guest of Honour will be Tabu Lee. May you please carry with you the fee arrears? Your sincerely, Vincent Co-ordinator

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v Now save the file. Later, you will need to put in the special codes (Merge Fields ) which tell Word where to put in the information for each individual letter. Creating a Data Source using the Mail Merge Helper To create a data source (your file with all of the information for each individual), click on the [Tools ] menu and then on [Mail Merge ]. v Click on the [Get Data] button in the Data Source section of Mail Merge Helper Dialog box. v Click on the [Create Data Source ] button. You will see the following dialogue box (as shown left).

v A list of fields which you might want to use is displayed. You can get rid of any which you do not want by selecting the name from the Field Names list and then clicking on the [Remove Field Name ] button and repeating as necessary. v You can also add any new field names that you want to make by typing in the name in the Field Name box and then clicking on the [Add Field Name ] button or pressing < Return. Use the following field names if you are working through the example: v Name, Salutation, Address, Donation v Finally click on [OK]. v Now you will be asked to save the data file (even though there are no records in it yet!). v Once you have done this you will see the following message box complaining that there are no records v If you want to put your information in at this point, then click on the [Edit Data Source ] button. v The [Form] box in which you can enter your data will be displayed.

Although it is possible to enter your information in by using this box, it is easier if you switch to table view. The advantage of this is that you will be able to enter the addresses on more than one line so you do not have to worry about addresses of differing lengths.

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Change to the table view by: v Clicking on the [View Source ] button. Your view will change to show a normal document window with a table containing the field headings together with any data you may have already entered. Sample data to be inserted into the table could be (note that the field names will already be present): Name Mr. J. Brown Salutation Mr. Brown Address 44, Low Hill, Dun Laoighre Co. Dublin. 76, Main Road, Clonmel, Co. Tipperary. 25 Tile Road, Northcourt, Galway. Donation 10

Ms J. Jones

Ms. Jones

2000

Mr. K. Murphy

Mr. Murphy

15

Word can accept existing data in many formats, including EXCEL and Access files. However, if you have data in, say, Lotus123 or DBase, you must first save it out in CSV (Comma Separated Value ) format. If you already have existing data in Word format probably the easiest way to deal with it is to select the text, by dragging over it, and then convert it to a table using the [Convert Text to Table ] command in the [Table ] menu. Once this is done you can add an extra row at the top and insert the field names. The Mail Merge Toolbar There is a special Mail Merge Toolbar, which is displayed when you have your main mail merge document open. You can use the buttons on it to perform various tasks.

Inserting Merge Fields Once you have entered all your data, you need to return to your main document, and put in merge codes where you would like your data to appear. When you insert merge fields remember to use spaces and other punctuation marks, as you would do with any other word. v Return to the form le tter by clicking on the [Window] menu and then on whatever your main document is called.

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v Click in the document at the point where you want to insert a field, e.g. after Dear or &pound. v Click on the [Insert Merge Field] button and you will see a list of the available fields. v Select the one you want and you will see it inserted into your document in this fashion <<mymergefield>>. v Add any punctuation. v Continue until you have placed all your fields. v Save your document in the usual way. Merging the Data Once you have inserted all of your merge fields, it is easiest to merge your work to a new document before you print your work. This allows you to check that everything has turned out as you expect. Using the Mail Merge icon on the Mail Merge Toolbar allows you to choose which options you would like. Click on the [Mail Merge ] icon and you will see the following Merge Dialog Box.

Usually, you can leave the options in this box as they are and click on [Merge ]. If, however, you have a large number of records, it is sensible to test merge a few of these to a new document first, to check that everything turns out as you would expect. Do this by putting appropriate numbers in the From and To boxes, say 1 and 10. With large files, you may get "low on memory" messages: if this happens you should be able to do your merge by merging a few records at a time.

Format envelope addresses v On the Tools menu, click Envelopes and Labels , and then click the Envelopes tab. v If necessary, enter or edit the delivery and return addresses. v Click Options , and then click the Envelope Options tab. v Under Delivery address or Return address , click Font. v On the Font tab, select the options you want. v To return to the Envelopes and Labels dialog box, click OK.

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MS EXCEL

31

MS EXCEL
Excel allows you to create spreadsheets much like paper ledgers that can perform automatic calculations. Each Excel file is a workbook that can hold many worksheets . The worksheet is a grid of columns (designated by letters) and rows (designated b y numbers). The letters and numbers of the columns and rows (called labels ) are displayed in grey buttons across the top and left side of the worksheet. The intersection of a column and a row is called a cell. Each cell on the spreadsheet has a cell address that is the column letter and the row number e.g. A1, B16, C23 etc. Cells can contain text (Label), numbers , or mathematical formulas . Microsoft Excel Screen Elements

Adding and Renaming Worksheets

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The worksheets in a workbook are accessible by clicking the worksheet tabs just above the status bar. By default, three worksheets are included in each workbook. To add a sheet, select from the menu bar: 1. Insert 2. Click Worksheet. To rename the worksheet tab: 1. Right-click on the tab with the mouse and 2. select Rename from the shortcut menu. 3. Type the new name and press the ENTER key.

The Standard Toolbar This toolbar is located just below the menu bar at the top of the screen and allows you to quickly access basic Excel commands.

New - Select File, New from the menu bar, press CTRL+N , or click the New button to create a new workbook . Open - Click File, Open from the menu bar, press CTRL+O, or click the Open folder button to open an existing workbook. Save - The first time you save a workbook, select: 1. 2. File Save As and name the file.

After the file is named click: File then Save , CTRL+S, or the Save button on the standard toolbar. Print - Click the Print button to print the worksheet. Print Preview - This feature will allow you to preview the worksheet before it prints.

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Spell Check - Use the spell checker to correct spelling errors on the worksheet. Cut, Copy, Paste, and Format Painter - These actions are explained in the Modifying a Worksheet section. Undo and Redo - Click the backward Undo arrow to cancel the last action you performed, whether it be entering data into a cell, formatting a cell, entering a function, etc. Click the forward Redo arrow to cancel the undo action. Insert Hyperlink - To insert a hyperlink to a web site on the Internet, type the text into a cell you want to be the link that can be clicked with the mouse. Then, click the Insert Hyperlink button and enter the web address you want the text to link to and click OK. Autosum, Function Wizard, and Sorting - These features are discussed in detail in the Functions tutorial. Zoom - To change the size that the worksheet appears on the screen, choose a different percentage from the Zoom menu. Menus Unlike previous versions of Excel, the menus in Excel 2000 initially list only the commands you have recently used. To view all options in each menu, click the double arrows at the bottom of the menu. If you would like to revert to the way older versions of Excel displayed menu options, follow these steps: Select 1. View 2. Toolbars 3. Customize from the menu bar. Click on the Options tab. Uncheck the Menus show recently used commands first check box.

Toolbars Many toolbars displaying shortcut buttons are available. Select View then Toolbars from the menu bar to select more toolbars. Customize Toolbars Customizing toolbars allows you to delete certain shortcut buttons from a toolbar if you do not use them and add the shortcut buttons for commands you use often.

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Select: 1. View Toolbars, 2. Customize and 3. Select the Commands tab.

By clicking on the command categories in the Categories box, the commands will change in the Commands box to the right. Select the command you would like to add to the toolbar by selecting it from the Commands box. Drag the command with the mouse to the desired location on the toolbar and release the mouse button. The shortcut button should now appear on the toolbar. Remove buttons from the toolbars by reversing these steps. Highlight the button on the toolbar, drag it off the toolbar with the mouse, and release the mouse button. Formatting Cells Moving Through Cells Use the mouse to select a cell you want to begin adding data to and use the keyboard strokes listed in the table below to move through the cells of a worksheet. Movement Key stroke One cell up up arrow key One cell down down arrow key or ENTER One cell left left arrow key One cell right right arrow key or TAB Top of the worksheet (cell A1) CTRL+HOME End of the worksheet (last cell containing CTRL+END data) End of the row CTRL+ right arrow key End of the column CTRL+ down arrow key Any cell File|Go To menu bar command Adding Worksheets, Rows, and Columns

Worksheets - Add a worksheet to a workbook by selecting (Click): 1. Insert 2. Worksheet from the menu bar.

Row - To add a row to a worksheet, select (click): 1. Insert 2. Rows from the menu bar, or highlight the row by clicking on the row label, right-click with the mouse, and choose Insert .

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Column - Add a column by selecting (click): 1 .Insert 2. Columns from the menu bar, or highlight the column by clicking on the column label, right-click with the mouse, and choose Insert.

Resizing Rows and Columns There are two ways to resize rows and columns.

Resize a row by dragging the line below the label of the row you would like to resize. Resize a column in a similar manner by dragging the line to the right of the label corresponding to the column you want to resize. - OR Click the row or column label and select Format, then Row, then Height or Format, then Column, then Width from the menu bar to enter a numerical value for the height of the row or width of the column.

Selecting Cells Before a cell can be modified or formatted, it must first be selected (highlighted). Refer to the table below for selecting groups of cells. Cells to select Mouse action One cell Entire row Entire column Entire worksheet Cluster of cells click once in the cell click the row label click the column label click the whole sheet button drag mouse over the cells or hold down the SHIFT key while using the arrow keys

To activate the contents of a cell, double -click on the cell or click once and press F2 . Moving and Copying Cells Moving Cells To cut cell contents that will be moved to another cell select Edit then Cut from the menu bar or click the Cut button on the standard toolbar. Copying Cells To copy the cell contents, select Edit then Copy from the menu bar or click the Copy button on the standard toolbar. Pasting Cut and Copied Cells Highlight the cell you want to paste the cut or copied content into and select Edit then Paste from the menu bar or click the Paste button on the standard toolbar.

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Drag and Drop If you are moving the cell contents only a short distance, the drag-and-drop method may be easier. Simply drag the highlighted border of the selected cell to the destination cell with the mouse. Freeze Panes If you have a large worksheet with column and row headings, those headings will disappear as the worksheet is scrolled. By using the Freeze Panes feature, the headings can be vis ible at all times.

Click the label of the row below the row that should remain frozen at the top of the worksheet. Select Window then Freeze Panes from the menu bar. To remove the frozen panes, select Window then Unfreeze Panes. Freeze panes has been added to row 1 in the image above. Notice that the row numbers skip from 1 to 6. As the worksheet is scrolled, row 1 will remain stationary while the remaining rows will move.

Formulas and Functions:

The distinguishing feature of a spreadsheet program such as Excel is that it allows you to create mathematical formulas and execute functions. Otherwise, it is not much more than a large table for displaying text. This page will show you how to create these calculations. Formulas Formulas are entered in the worksheet cell and must begin with an equal sign =. The formula then includes the addresses of the cells whose values will be manipulated with appropriate

37

operands placed in between. After the formula is typed into the cell, the calculation executes immediately and the formula itself is visible in the formula bar. See the example below to view the formula for calculating the sub total for a number of textbooks. The formula multiplies the quantity and pr ice of each textbook and adds the subtotal for each book.

Linking Worksheets You may want to use the value from a cell in another worksheet within the same workbook in a formula. For example, the value of cell A1 in the current worksheet and cell A2 in the second worksheet can be added using the format sheetname!celladdress. The formula for this example would be =A1+Sheet2!A2 where the value of cell A1 in the current worksheet is added to the value of cell A2 in the worksheet named Sheet2. Relative, Absolute, and Mixed Referencing Calling cells by just their column and row labels (such as A1) is called relative referencing. When a formula contains relative referencing and it is copied from one cell to another, Excel does not create an exact copy of the formula. It will change cell addresses relative to the row and column they are moved to. For example, if a simple addition formula in cell C1 =(A1+B1) is copied to cell C2, the formula would change to =(A2+B2) to reflect the new row. To prevent this change, cells must be called by absolute referencing and this is accomplished by placing dollar signs $ within the cell addresses in the formula. Continuing the previous example, the formula in cell C1 would read =($A$1+$B$1) if the value of cell C2 should be the sum of cells A1 and B1. Both the column and row of both cells are absolute and will not change when copied. Mixed referencing can also be used where only the row OR column fixed. For example, in the formula =(A$1+$B2), the row of cell A1 is fixed and the column of cell B2 is fixed. Basic Functions Functions can be a more efficient way of performing mathematical operations than formulas. For example, if you wanted to add the values of cells D1 through D10, you would type the formula =D1+D2+D3+D4+D5+D6+D7+D8+D9+D10. A shorter way would be to use the SUM function and simply type =SUM(D1:D10). Several other functions and examples are given in the table below:

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SUM =SUM(A1:100) : finds the sum of cells A1 through A100 AVERAGE =AVERAGE(B1:B10): finds the average of cells B1 through B10 MAX =MAX(C1:C100): returns the highest number from cells C1 through C100 MIN =MIN(D1:D100): returns the lowest number from cells D1 through D100 SQRT =SQRT(D10) : finds the square root of the value in cell D10 TODAY =TODAY() : returns the current date (leave the parentheses empty) Function Wizard View all functions available in Excel by using the Function Wizard. Activate the cell where the function will be placed and click the Function Wizard button on the standard toolbar. From the Paste Function dialog box, browse through the functions by clicking in the Function category menu on the left and select the function from the Function name choices on the right. As each function name is highlighted a description and example of use is provided below the two boxes.

Click OK to select a function. The next window allows you to choose the cells that will be included in the function. In the example below, cells B4 and C4 were automatically selected for the sum function by Excel. The cell values {2, 3} are located to the right of the Number 1 field where the cell

39

addresses are listed. If another set of cells, such as B5 and C5, needed to be added to the function, those cells would be added in the format B5:C5 to the Number 2 field.

Click OK when all the cells for the function have been sele cted. Autosum Use the Autosum function to add the contents of a cluster of adjacent cells. Select the cell that the sum will appear in that is outside the cluster of cells whose values will be added. Cell C2 was used in this example. Click the Autosum button (Greek letter sigma) on the standard toolbar. Highlight the group of cells that will be summed (cells A2 through B2 in this example). Press the ENTER key on the keyboard or click the green check mark button on the formula bar .

Charts

Charts allow you to present data entered into the worksheet in a visual format using a variety of graph types. Before you can make a chart you must first enter data into a worksheet. This page explains how you can create simple charts from the data. Chart Wizard The Chart Wizard brings you through the process of creating a chart by displaying a series of dialog boxes.

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Enter the data into the worksheet and highlight all the cells that will be included in the chart including headers.

Click the Chart Wizard button on the standard toolbar to view the first Chart Wizard dialog box. Chart Type - Choose the Chart type and the Chart subtype if necessary. Click Next.

Chart Source Data - Select the data range (if different from the area highlighted in step 1) and click Next.

Chart Options - Enter the name of the chart and titles for the X - and Y-axes. Other options for the axes, grid lines, legend, data labels, and data table can be changed b y

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clicking on the tabs. Press Next to move to the next set of options.

Chart Location - Click As new sheet if the chart should be placed on a new, blank worksheet or select As object in if the chart should be embedded in an existing sheet and select the worksheet from the drop-down menu.

Click

Finish

to

create

the

chart.

Resizing the Chart To resize the chart, click on its border and drag any of the nine black handles to change the size. Handles on the corners will resize the chart proportionally while handles along the lines will stretch the chart. Moving the Chart Select the border of the chart, hold down the left mouse button, and drag the chart to a new location. Elements within the chart such as the title and labels may also be moved within the chart. Click on the element to activate it, and use the mouse to drag the element to move it. Chart Formatting Toolbar

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Chart Objects List - To select an object on the chart to format, click the object on the chart or select the object from the Chart Objects List and click the Format button. A window containing the properties of that object will then appear to make formatting changes. Chart Type - Click the arrowhead on the chart type button to select a different type of chart. Legend Toggle - Show or hide the chart legend by clicking this toggle button. Data Table view - Display the data table instead of the chart by clicking the Data Table toggle button. Display Data by Column or Row - Charts the data by columns or rows according to the data sheet. Angle Text - Select the category or value axis and click the Angle Downward or Angle Upward button to angle the selected by +/- 45 degrees.

Copying the Chart to Microsoft Word A finished chart can be copied into a Microsoft Word document. Select the chart and click Copy. Open the destination document in Word and click Paste . Page Properties and Printing

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Page Breaks To set page breaks within the worksheet, select the row you want to appear just below the page break by clicking the rows label. Then choose Insert then click Page Break from the menu bar. You may need to click the double down arrow at the bottom of the menu list to view this option. Page Setup Select File then Page Setup from the menu bar to format the page, set margins, and add headers and footers. Page Select the Orientation under the Page tab in the Page Setup window to make the page Landscape or Portrait. The size of the worksheet on the page can also be formatting under Scaling. To force a worksheet to print only one page wide so all the columns appear on the same page, select Fit to 1 page(s) wide. Margins Change the top, bottom, left, and right margins under the Margins tab. Enter values in the header and footer fields to indicate how far from the edge of the page this text should appear. Check the boxes for centering horizontally or vertically on the page.

Header/Footer Add preset headers and footers to the page by clicking the drop-down menus under the Header/Footer tab.

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To modify a preset header or footer, or to make your own, click the Custom Header and Custom Footer buttons. A new window will open allowing you to enter text in the left, center, or right on the page.

Format Text - Click this button after highlighting the text to change the font, size, and style. Page Number - Insert the page number of each page. Total Number of Pages - Use this feature along with the page number to create strings such as page 1 of 15. Date - Add the current date. Time - Add the current time. File Name - Add the name of the workbook file. Tab Name - Add the name of the worksheets tab. Sheet Check Gridlines if you want the gridlines dividing the cells to be printed on the page. If the worksheet is several pages long and only the first page includes titles for the columns, select Rows to repeat at top to choose a title row that will be printed at the top of each page.

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Print Preview Select File then click Print Preview from the menu bar to view how the worksheet will print. Click the Next and Previous buttons at the top of the window to display the pages and click the Zoom button to view the pages closer. Make page layout modifications needed by clicking the Page Setup button. Click Close to return to the worksheet or Print to continue printing. Print Worksheet To print the worksheet, click: File then Print from the menu bar.

. Print Range - Select either all pages or a range of pages to print. Print What - Select selection of cells highlighted on the worksheet, the active worksheet, or all the worksheets in the entire workbook. Copies - Choose the number of copies that should be printed. Check the Collate box if the pages should remain in order. Some formulae Operator Performs ^ Exponentiation * / + Multiplication Division Addition Subtraction

Sample Formula =A1^3 =A1*B1 =A1/B1 =B1+B2 =B1-B2

Result Enters the result of raising the value in cell A1 to the power of 3 Multiplies the value in cell A1 by cell B1 Divides the value in cell A1 by the value in cell B1 Enters the total of the values in cell B2 and B1 Subtracts the value in cell B2 from the value in cell B1

RELATIVE CELL REFERENCE When you create a formula, references to cells or ranges are base on their position relative to the cell that contains the formulae. B3 fx =A3*10 A B C D 1 2 25 =A2*10 3 100 =A3*10 4 Pasted Cell Relative Reference to A3

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ABSOLUTE CELL REFERENCE In the absolute cell reference, the referred to is the same, no matter which cell refers to it. If you want cell reference to be absolute when you copy a formula to a different cell, use Absolute Cell Reference. C2 fx =$A$2*10 A B C D 1 2 25 =$A$2*10 =$A$2*11 3 100 =$A$2*10 4 Absolute cell Reference to A2 To make a cell reference Absolute, type the dollar sign ($) before the column letter and before the row number. e.g $A$2 Mixed Reference E A$2 OR $A2 This leads to the adjustment of only the relative part of the reference. Adjustment of rows and column width Format Column width and entering the column width OR Format Rows height and entering the row height. Sorting Arranging in either ascending or descending order Click a cell in the list you want to sort Date / Sort menu In the my data has option, choose my data has HEADER ROW if you do not want the first row to be sorted

FILTERING DATA This is done to display ONLY data that meets certain criteria This is useful when you have a large worksheet and you are only interested in small portion. Click a cell in the list you want to filter Select data Filter - Autofilter Menu

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Click the arrow in the column that contains the data you want to filter. Click the value or criteria you want to use Click (custom) to filter by condition, e.g. ENGLISH is greater than or equal to 65

Keyboard Shortcuts
Keyboard shortcuts can save time and the effort of switching from the keyboard to the mouse to execute simple commands. Print this list of Excel keyboard shortcuts and keep it by your computer for a quick reference. Note: A plus sign indicates that the keys need to be pressed at the same time. Action Keystroke Action Document actions Open a file New file Save As Save Print Find Replace Go to Selecting Cells CTRL+O CTRL+N F12 CTRL+S CTRL+P CTRL+F CTRL+H F5 SHIFT+left arrow SHIFT+right All cells right of current cell arrow Entire column CTRL+Spacebar Entire row SHIFT+Spacebar Entire worksheet CTRL+A All cells left of current cell Text Style Bold Italics Underline Strikethrough Formatting Edit active cell Format as currency with 2 decimal places Format as percent with no decimal places Cut Copy Paste Undo Redo

Keystroke

Cursor Movement One cell up up arrow One cell down down arrow One cell right Tab One cell left SHIFT+Tab Top of worksheet (cell A1) CTRL+Home End of worksheet CTRL+End (last cell with data) End of row Home End of column CTRL+left arrow Move to next worksheet CTRL+PageDown Formulas Apply AutoSum Current date Current time

CTRL+B CTRL+I CTRL+U CTRL+5

F2 SHIFT+CTRL+$ SHIFT+CTRL+% CTRL+X CTRL+C CTRL+V CTRL+Z CTRL+Y

ALT+= CTRL+; CTRL+:

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Spelling Help Macros

F7 F1 ALT+F8

Format cells dialog box

CTRL+1

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MS ACCESS

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MS ACCESS
INTRODUCTION TO MS ACCESS

WHAT IS A MICROSOFT ACCESS DATABASE? A database is a collection of data that's related to a particular topic or purpose. A database management system (DBMS) is a system that stores and retrieves information in a database: A computerized DBMS is a program you can use to store and retrieve data on your computer. Ms Access RDBMS, which stores and retrieves information according to relationships you define. Using Ms Access you can organize your data according to subject so that the data is easy to track and verify, and you can store information about how different subjects are related so that its easy to bring related data together.

A Table
Data with a Subject A table is a collection of data about a particular subject. The data in a table is presented in columns (called fields) and rows (called records). All data in a table describes the subject of the table. Suppliers Table Company Name SNS Intl. Oki Data Tokyo Massive Contact Name John O Peter K Jane H Contact Title Purchasing Manager Sales Rep Order Adm.

In a table, a field is a category of information. It could be company names or even product prices. A record is a collection of information about one person, thing or event. Each record in a table contains the same set of fields, and each field contains the same type of information for each record. You use values in fields to pinpoint the records you want to see.

A Query
A query is a question you ask about data in your database. The data that answers the question can be from a single table or several- the query brings the information together. The set of records that a query describes is called a Dynaset. A Dynaset is an updatable type of recordset, which is any set of records defined by a table or query. You create a query that describes the set of records you want. When you use the query to access data, you automatically get current data from the table. If you change the data in a dynaset, Ms Access updates the data in the underlying table.

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Forms - Information on the screen or in Print A form is often the most convenient layout for entering, changing and viewing record in your database. You specify how data is displayed when you design your form. When you open a form, Ms Access retrieves the data you want from your tables and displays it according to your design, on the screen or print. A Report - Polished Results in Print You use a report to present your data on the printed page and show totals and grand totals across an entire set of records. With the power and control a report provides, you can get presentation quality reports with minimum effort. The item on a form or report that display or print data are called controls. With a control, you can display data from a field; the results of a calculation; words for a title or message; or a graph, picture or Object- even another form or report. DESIGNING A DATABASE In a relational database, such as those created using Microsoft Access, you store information about different subjects in separate tables. To bring the information together in a meaningful way, you then tell Microsoft Access how the different subjects relate to each other. TO DESIGN A DATABASE 1 2 3 Determine the purpose of the database. This helps you decide which facts you want Microsoft Access to store. Determine the tables. Divide the information into separate subjects, such as employees or orders. Each subject will be a table in the database. Determine the fields. Decide what information you want to store in each table. Each field is displayed as a column in the table. For example, one field in an Employees table could be Last Name; another could be Hire Date. Determine the relationships between information. Look at each table and decide how the data in each table is related to the data in other tables in the database. Add fields to tables, or create new tables, if necessary. Define the relationships between tables. Refine your design. Analyze the design for errors. Create the tables and a few records of sample data. See if you get the results you want, and make adjustments as needed. When you create a Microsoft Access database, you create one file that contains the data and table structures as well as the queries, forms, reports, and other objects that make up the database.

5 6

TO CREATE A DATABASE From the File menu, choose New Database.

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Microsoft Access displays the New Database dialog box where you specify a name and location for the database. A database name can be up to eight characters long but can't contain spaces. If you select the name of an existing database, Microsoft Access asks if you want to replace it. NB: You can make the new database a Microsoft Access version 1.1 or version 1.0 database by selecting Access V1.1 or Access V1.0 in the List Files of Type box. You should use version 1.1 format if you want to take advantage of the 1 gigabyte size limit or the new country-specific Nordic sort orders in version 1.1. However, if the database will be used by someone with version 1.0 of Microsoft Access, select version 1.0 format when you create the new database. The menu bar includes menus and commands you can use to create and use objects in your database. The toolbar contains options you use to do common operations and get help on your current task. The object buttons in the database window provide direct access to every object in your database. For example to see a list of forms in the database, click the form button. BUILDING A DATABASE

WIZARDS
CREATING A TABLE WITH A WIZARD A table is a collection of records about a particular category of information, such as a list of customers or an inventory of parts. Fields are the building blocks of tables. Each field contains information about one aspect of the category, such as a last name, a part number, or a job title. The Table Wizard assists you in creating a table by offering over 40 sample tables for personal and business use, each with a set of appropriate fields. You select the table and fields you want, then let Microsoft Access build the table for you. To create a table with a Wizard 1 2 3 In the Database window, click the Table button, and then choose the New button. In the New Table dialog box, choose the Table Wizards button. Answer the questions in the Table Wizards dialog boxes.

In the last dialog box, you can choose to display the table in Design view or Datasheet view, or have Microsoft Access create a data entry form for you. Note If the Table Wizard doesn't create the exact table you want, you can change the table yourself in the table's Design view. Creating a Table Without a Wizard

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You can create a table with a Table Wizard, but if it doesn't offer you the type of table or the fields you need, you can create a table yourself. Even if you don't use the Table Wizard, you can use the Field Builder to select individual fields from the sample tables in the Table Wizard. To create a table without a Wizard 1 2 In the Database window, click the Table button, and then choose the New button. In the New Table dialog box, click the New Table button.

Microsoft Access displays the Table window in Design view, in which you define the fields in your table. To define fields in the table 1 -OrClick the Build button on the toolbar and select the field from the Field Builder. The data type and other properties for each field are already set, although you can Change them if you want. 2 3 4 5 In the Data Type column, keep the default (Text); or click the arrow, and select the data type you want. In the Description column, type a description of the information this field will contain. The description is optional. If you want, set field properties for the field in the bottom part of the window. Repeat steps 1 through 4 for each field. In the Field Name column, type the name of the first field, following Microsoft Access standard naming conventions.

FIELD DATA TYPES

CHOOSING A FIELD DATA TYPE Every field must have a defined data type. The data type determines the kind and range of values that can be entered in a field and the amount of storage space available in the field. The table below lists the data types and their uses. For a more detailed description of the storage sizes and the range of values allowed for each data type, see DataType Property. Data type Use for

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Text Memo Number

Text and numbers, such as names and addresses, phone numbers and postal codes. A Text field can contain up to 255 characters. Lengthy text and numbers, such as comments or explanations. A Memo field can contain up to 64,000 characters. Numerical data on which you intend to perform mathematical calculations, except calculations involving money. Set the FieldSize property to define the specific Number type. Dates and times. A variety of display formats is available, or you can create your own. Currency values. Don't use the Number data type for currency values because numbers to the right of the decimal may be rounded off during calculations. The Currency data type maintains a fixed number of digits to the right of the decimal. Sequential numbers automatically inserted by Microsoft Access. Numbering begins with 1. The Counter data type makes a good primary key field, and is compatible with the Number data type with the FieldSize property set to Long Integer.

Date/Time Currency

Counter

Yes/No, True/False, On/Off, or fields that will contain only one of two values. OLE Object Objects created in other programs using the OLE protocol that can be linked to or embedded in a Microsoft Access database through a control in a form or report.

Notes Select the appropriate data type for each field. For example, you will probably define most fields in a table of names and addresses as Text fields. Even a phone number field that contains only digits should be defined as a Text field. Reserve the Number data type for fields on which you want to perform calculations. You can't index fields with the data types Memo or OLE Object. To save the table 1 After you've finished defining the fields, click the Save button on the toolbar or choose Save from the File menu to save the table design.

Microsoft Access prompts you to name the table. 2 Notes Type a name for the table that conforms to Microsoft Access naming conventions, and then choose OK.

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It is recommended that you designate a primary key field in every table. If you don't designate a primary key, Microsoft Access asks you if you want it to create one for you when you save the table for the first time. ? In addition to setting field properties, you can also set table properties. Table properties are attributes of the entire table, rather than just individual fields. When you click in a column or property box, Microsoft Access displays useful hints about each column or property in the lower right portion of the window. After creating tables, you can create queries, forms, reports, and other database objects that help you use your data.

OPENING AN EXISTING DATABASE Starting Microsoft Access with Command-Line Options You can automatically open a database, execute a macro, or supply a user name or password when you start Microsoft Access by entering options on the command line. You can enter command-line options when you create or modify a program item in the Microsoft Windows Program Manager, or when you start Microsoft Access from the Windows File Manager. For example, the following command line starts Microsoft Access, opens the Northwind Traders database for exclusive access, and runs the Add Products macro: C:\ACCESS\MSACCESS.EXE NWIND.MDB /E11xcl /X Add Products To start Microsoft Access with command-line options in the Windows Program Manager 1 2 3 4 Select the Microsoft Access program item in the Windows Program Manager. From the File menu, choose Properties. The Windows Program Manager displays the Program Item Properties dialog box. Type the command line in the Command Line box, then choose OK. Double-click the Microsoft Access program item.

To start Microsoft Access with command-line options in the Windows File Manager 1 2 From the File menu in the Windows File Manager, choose Run. Microsoft Access displays the Run dialog box. Type the command line in the Command Line box, and then choose OK.

When you open a Microsoft Access database, you open one file that contains the data and table structures as well as the queries, forms, reports, and other objects that make

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up the database. You can open a database for read-only access and specify whether you'll use it exclusively or share it in a multi-user environment. In the Microsoft Access startup window, you can open a database using the umbers and file names listed at the bottom of the File menu. These show the last four Databases you opened. To open a database, click its file name, or type its number. Microsoft Access opens the database with the same option settings as the last time you opened it.

FORMS
CREATING FORMS CREATING A FORM WITH A FORMWIZARD A FormWizard asks you questions about the form you want to create, then creates a form based on your responses. There are four types of FormWizards: ? Single-column ? Tabular ? Graph ? Main/Subform TO CREATE A FORM WITH A FORMWIZARD 1 In the Database window, click the Form button, and then choose the New button. (Or choose New from the File menu, and then choose Form from the Submenu.) The New Form dialog box appears. In the Select A Table/Query box, type the name of the form's source table or query, or select one from the list. Choose the FormWizards button. Answer the questions in the FormWizard dialog boxes. From the last dialog box, you can display the form in Design view or Form view.

2 3 4

NB: If the FormWizard doesn't create the exact form you want, you can change the form yourself in Design view, or you can use the FormWizard again and choose different options as you answer the questions. CREATING A FORM WITHOUT A FORMWIZARD While using a FormWizard is the easiest way to create a form, it may not offer the design you need. If you want to design a form yourself, create a blank form, and then add the controls and other design features you require. NB: Even if the FormWizard doesn't offer the exact layout you want, you might save yourself some work by using the FormWizard to build a basic form and then modifying it.

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TO CREATE A FORM WITHOUT A FORMWIZARD 1 2 In the Database window, click the Form button, and then choose the New button. The New Form dialog box appears. In the Select A Table/Query box, type the name of the form's source table or query, or select one from the list. (To create an unbound form, leave this box empty.) Click the Blank Form button. Microsoft Access displays the Form window in Design view, where you can create a custom layout.

CONTROLS
CREATING A CONTROL As you design a form or report, you place controls on it. The controls you create in Design view are the title, captions, fields, and pictures you see in Form view or a report's Print Preview. NB: The following procedure creates unbound controls. You can also bind a control to link it to a field in a table or query. You can create a control of a set (default) size, or you can draw it to a specific size. If you're creating more than one control of the same type, choose tool lock after you choose a control's tool. TO CREATE A CONTROL OF A SET (DEFAULT) SIZE 1 2 In Design view of a form or report, display the toolbox, and then select the type of control you want to create. On the form or report, click where you want the upper-left corner of the control (not its label).

The control appears in the default size for that type of control. To change the default size, you need to change the default property settings for the control. TO DRAW A CONTROL TO A SPECIFIC SIZE 1 In the toolbox, click the control you want to create.

2 Point to the place on the form or report where you want the upper-left corner of the control (not its label). Drag the pointer to draw the control to the size you want. NB: You can resize a control after you create it by dragging any of its sizing handles. BINDING A CONTROL TO A FIELD

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A bound control on a form or report is linked to a field in the underlying table or query. Use a bound control to display, enter, and update data in a field. There are two ways to create bound controls: by using the field list or by setting the control Source property. You use the field list when you want Microsoft Access to automatically create a control bound to the field in the underlying table or query. You set the ControlSource property when you need to bind an existing unbound control. A control created with the field list inherits the following property settings from the field it's bound to in the table: TO CREATE A BOUND CONTROL USING THE FIELD LIST 1 2 In Design view of your form or report, display the field list and toolbox. From the toolbox, choose the type of control you want to create. NB: When you drag fields from the field list, Microsoft Access automatically creates a text box control unless you first choose a different type of control from the toolbox. From the field list, select the field or fields for which you want to create bound controls.

To select a block of fields Hold down the Shift key and click the names of the first and last fields in the block. Microsoft Access automatically selects all the field names in between. For Non-contiguous fields Hold down the Ctrl key and click the name of each field you want to include. 4 5 Drag the selected field or fields from the field list to the form or report. (The pointer turns into a field icon.) Place the upper-left corner of the field icon where you want the upper-left corner of the main control (not its label), and release the mouse button. Microsoft Access places one bound control on the form or report for each field you select in the field list.

TO BIND AN UNBOUND CONTROL TO A FIELD IN A TABLE 1 2 Display the property sheet for the control. Click the Control Source property, and then set the property to the name of the field to which you want the control bound. Understanding OLE Objects

OBJECT LINKING AND EMBEDDING You can create more attractive forms and reports by adding OLE objects (such as pictures, graphs, and sounds) developed in other applications. You can create OLE objects using any Microsoft Windows-based application that supports object linking and embedding (OLE). An OLE object can be an entire file (for example, a Microsoft Excel worksheet) or part of a file (for example, some cells from a worksheet).You can add

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these objects to a database by either linking or embedding them; they can be either bound or unbound.

OLE OBJECTS
LINKING OLE OBJECTS When you link an OLE object, the object is stored in a separate file, but it is displayed in your form or report. Use linking if you want the OLE object to change when the data in the source file changes. For example, you may keep important sales information in a Microsoft Excel worksheet file. To use this data in several Microsoft Access reports, you link the reports to the data in the worksheet. That ay, whenever the sales data in the worksheet changes, the data in all the reports also changes. EMBEDDING OLE OBJECTS When you embed an OLE object from another application, the object becomes part of your database file. For example, you could embed a Microsoft Paintbrush file, PICTURE.BMP, into a form in the Northwind database, NWIND.MDB. After you embed the picture, a copy of PICTURE.BMP is stored in NWIND.MDB. When you want to edit the picture, you open Microsoft Paintbrush from your form, make changes to the embedded picture, and then return to your form window. The original ICTURE.BMP file remains unchanged. EDITING OLE OBJECTS After you embed an OLE object, you open the source application and edit the object from your form or report. For linked objects, you can also open the source application and make changes to the file that is linked to your form or report. USING BOUND OLE OBJECTS: OBJECTS STORED IN TABLES You can store OLE objects in fields in a table. For example, the Employees table in the Northwind database includes a Photo field that stores a picture of each employee. To create a form that displays the Photo field, you add a bound object frame control to the form in Design view. This control is bound to the field in the table. When you switch to Form view and look at each record, you'll see the pictures stored in the Photo field. You can use bound object frames to add OLE objects to fields as well as to display data already stored in the fields. USING UNBOUND OLE OBJECTS: OBJECTS THAT ENHANCE THE DESIGN OF FORMS AND REPORTS If you want to add an OLE object as part of the design of a form or report without storing the object in a table, you can add an unbound object frame. For example, the Main Switchboard form in the Northwind database contains a logo and other graphical OLE objects.

QUERIES
CREATING A QUERY

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Use the graphical QBE window to construct queries that ask questions about your data. When you run the query, Microsoft Access creates a dynaset that you can view in the query's Datasheet. TO CREATE A SELECT QUERY 1.In the Database window, click the Query button and then the New button. Microsoft Access displays an empty Query window in Design view and an Add Table dialog box so you can add tables or queries to your query. 2.Add tables or queries by double-clicking the table or query names. When you finish, choose the Close button.

3. Create joins by dragging field names between tables and queries, if necessary. If
default relationships between tables have been defined, Microsoft Access automatically displays default join lines.

4. Add fields to the query by dragging the field names from the field lists to the QBE
grid.

5. Refine your query by entering criteria, sorting, creating calculated fields, totalling
data, and hiding fields. 6. Save the query. NB: When naming the query, give it a name unique from all tables and queries within the database. You can create a quick query by selecting a table or query ame in the Database window and then clicking the New Query button on the tool bar. The Query window opens in Design view with the table or query field list displayed. In multiple queries, you can keep track of which table each field is associated with by displaying the Table Name row beneath the Field row in the QBE grid.

From the View menu, choose Table Names to display this row. Select queries are the default query type. CALCULATING TOTALS IN A QUERY You can use a query to calculate totals for all records or groups of records. For example, you can find the total number of orders filled or the number of orders filled by product category. Microsoft Access calculates totals based on the aggregate function you select in the Total row of the QBE grid. For example, select Sum to have Microsoft Access add the selected values together or Avg. to find the average of the selected values. You can specify criteria in a totals calculation to limit the records either before or after Microsoft Access performs the calculation. To calculate totals in a query

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1. Create a select or crosstab query in Design view. 2. Add the tables whose records you want to total. 3. .Click the Totals button on the tool bar. Microsoft Access displays the Total row in the QBE grid.

4. Drag the fields for which you want to calculate totals, define groupings, and specify
criteria to the QBE grid.

5. From the Total row, select the appropriate option for each field in the grid. For each
field in a totals query, you must select an option in the Total row.

6. If you want, enter criteria for the appropriate fields.

7. If necessary, clear the box in the Show row for those fields you don't want to include in the dynaset. You can also sort on fields. Click the Datasheet View button on the tool bar to view the dynaset. . . NB: When you use an aggregate function in a field, Microsoft Access combines the function and the field names to name the field in the Datasheet (for example, Avg Of Freight). You can rename these fields to better indicate their contents. Microsoft Access provides a special function that allows you to count the number of records in the query. Type Count(*) in a cell in the Field row or in a SELECT statement in the SQL box to return the number of records. You can't add the asterisk (*) option to the Field row in a query in which you are calculating totals. To include a Memo or OLE Object field in a totals query, drag the field to the QBE grid and select the aggregate function First or Last in the Total row for that field. SUMMARIZING DATA USING A CROSSTAB QUERY Use a crosstab query when you want to summarize data in a row-and-column format. With a crosstab query, you use values from a particular field or expression as column headers, so you can view data in a more compact format than with a select query. To display total sales for each product by month, for example, a crosstab query lists each product only once: A select query, however, lists each product 12 times: To create a crosstab query 1 Create a query in Design view, adding the tables you want to use. 2 From the Query menu, choose Crosstab. Microsoft Access displays the Total and Crosstab rows in the QBE grid.

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3 Drag the fields you want to use to the QBE grid. Include the fields you want to use for the rows, columns, or values plus any fields for which you want to specify criteria. You can use expressions in place of any of these fields. 4 For the field or fields whose values you want to appear as rows, click the Crosstab row, and select Row Heading from the drop-down list box. You must leave the default Group By in the Total row for these fields. 5 For the field whose values you want to appear as column headings, click the Crosstab row, and select Column Heading. You must leave Group By in the Total row for these fields also. 6 For the field whose values you want to use in the cross-tabulation, click the Crosstab row, and select Value. In the Total row for this field, select the type of aggregate function you want for the cross-tabulation (such as Sum, Avg., or Count). 7 If you are specifying criteria, select Where in the Total row for the desired field, and enter an expression in the Criteria row. For example, you might display sales totals for products in certain categories, such as meat and seafood. Leave the Crosstab row blank for this field. 8 To view the dynaset of the crosstab query, click the Datasheet View button on the tool bar. To stop query execution Press Ctrl+Break. NB: Microsoft Access provides a special option for sorting and limiting column heading values. For example, you may want to sort the months of the year chronologically, as shown in the crosstab query above, rather than alphabetically. To sort or limit column headings manually, choose Query Properties from the View menu, and select the Fixed Column Headings box. In the text box below the option, enter the headings in the order you want, separating each with a semicolon. Using the Fixed Column Headings option also increases performance when you display a field list for a form based on the query. If you include a field in the query, but choose (not shown) in the Crosstab cell and Group By in the Total cell, Microsoft Access groups on it as a Row Heading, but doesn't display the row in the dynaset. If your Column Heading values include characters normally not allowed in field names, such as decimals, Microsoft Access replaces the character with an underscore in the Datasheet.

REPORTS

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CREATING A REPORT WITH A REPORTWIZARD A ReportWizard assists you in creating reports by asking you questions about the report you want to create and then building the report based on your answers. There are three types of Report Wizards : Single-column Groups/Totals Mailing Labels TO CREATE A REPORT USING A REPORTWIZARD 1 In the Database window, choose the Report button, and then choose the New Button. 2 In the Select A Table/Query box, type the name of the report's source table or query, or select one from the list. 3 4 Choose the ReportWizards button. Follow the directions in the ReportWizard dialog boxes. In the last dialog box, you can choose to display the report in Print Preview or Design view.

CREATING A REPORT WITHOUT A REPORTWIZARD Although Report Wizards provide an easy way to create a report, they may not offer the design you need. If you want to design a report yourself, create a blank report, add the sorting and grouping levels you need, and then add the controls and other design features the report requires. TO CREATE A REPORT WITHOUT A REPORTWIZARD 1 2 In the Database window, click the Report button, and then choose the New button. The New Report dialog box appears. In the Select A Table/Query box, you can either type the name of the table or query on which to base your report or select a name from the list. (To create an unbound report, leave this box empty.) Click the Blank Report button. A blank report will appear in Design view. You can then add controls, group levels, and other design features according to your specifications.

NB: If the resulting report isn't exactly what you want, you can change it yourself in Design view, or you can use the Report Wizard again, creating a different report by changing your answers to the questions of the ReportWizard.

SORTING
SORTING AND GROUPING DATA IN REPORTS

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When you print data, you usually want it to appear in a particular order; for example, you might want products listed by product name. If you want to highlight or summarize certain information, you can divide the data into separate groups and sort the records in the groups. For example, you could group a list of products by category name and sort the records in the group by product name. NB: You can sort and group on up to 10 fields and expressions. When you group records in a report, you must also specify the sort order for the records in the group. TO SORT DATA 1 2 In the report's Design view, display the Sorting and Grouping box. In the first row of the Field/Expression column, select a field name, or type an expression. The field or expression in the first row is the first sorting level (the largest set).

The second row is the second sorting level, and so on. When you fill in the Field/Expression column, Microsoft Access sets the Sort Order to Ascending. Ascending order sorts from A-Z or 0-99. 3 To change the sort order, select Descending from the Sort Order list. Descending order sorts from Z-A or 99-0.

TO GROUP DATA 1 2 3 Set the sorting order for the data in the report as specified above. Click the field or expression whose group properties you want to set. Set the group properties listed in the following table. To

Use this property Group Header Group Footer Group On

Add or remove a group header for the field or expression. Add or remove a group footer for the field or expression. Specify how you want the values grouped. The options you see depend on the data type of the field on which you're grouping.

If you group on an expression, you see all the options. For a list of options, see the tables later in this topic. Group Interval Specifies any interval that is valid for the values in the field or expression you're grouping on.

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When you group on a Text field, the Group On property displays the following options: Use this option Each Value Prefix Characters expression. To group records with The same value in the field or expression. The same first n number of characters in the field or

When you group on a Date/Time field, the Group On property displays the following options: Use this option Each Value Year Qtr Month Week Day Hour Minute To group records with The same value in the field or expression. Dates in the same calendar year. Dates in the same calendar quarter. Dates in the same month. Dates in the same week. Dates on the same date. Times in the same hour. Times in the same minute.

When you group on a Counter, Currency, or Number field, the Group On property displays the following options: Use this option Each Value Interval To group records with The same value in the field or expression. Values falling in the interval you specify.

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MS POWERPOINT

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MS POWERPOINT Microsoft PowerPoint 2000, part of the Office 2000 suite, is a presentation graphics application. A presentation is a collection of slides, handouts, speaker's notes, and outlines all in one file. You can add text, graphics, photos, clip art, and even sound and video to any slide. PowerPoint can help you present a topic at work, home, or school. However, be aware that the different applications each have special functions. Therefore, some of the buttons in the various toolbars are different. (If you need to review the common parts of an Office application window, see the Office 2000 module). View Buttons : Besides the toolbars, PowerPoint has some additional tools to help you design a presentation to meet your needs. These tools are called View Buttons.

View buttons, located at the bottom left corner of the presentation window, control the way presentations are displayed on the screen.

Five Views: The View Buttons in PowerPoint allow you to see your presentation using five different views:

Normal View - This view, different in PowerPoint 2000, contains the outline pane , the slide pane and the notes pane . The outline pane shows the text of your presentation for easy editing. The slide pane shows text and graphics of the slide you're working on while the notes pane displays a place where you can add notes. This view allows you to work on three parts of your

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presentation in one place.

Slide View - One side appears on the screen. This view is useful for editing slides.

More Views: Outline View - This view is ideal for working only with the text of a presentation.

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Slide Sorter View - This view lets you see all of the slides you have created in a miniature view. You can delete, copy, move and duplicate slides in this view.

Slide Show View: Slide Show - This view lets you see your presentation electronically as it will appear to an audience.

PowerPoint's Toolbars: The toolbars appear when you start PowerPoint. They feature commonly used commands. As you repeatedly use these toolbars to make presentations, you may notice that they change in appearance. That's because the 2000 version of PowerPoint automatically alters the toolbars to show the icons you use the most. The Standard Toolbar: The Standard toolbar allows you access to the Spelling, Format Painter, Insert Hyperlink, and other commands.

The Formatting Toolbar : Use the Formatting toolbar to change the look of your PowerPoint presentation. Some of the buttons on the toolbar include Font Size, Text Shadow and Bullets.

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The Drawing Toolbar: Use the Drawing toolbar to add shapes, text boxes, font color, line color and more to your presentation. Some of the buttons on the toolbar include Draw, AutoShapes, and Insert Clip Art.

Creating a Presentation: To begin your presentation, open Microsoft PowerPoint from the Start menu. Once you open it, PowerPoint presents three options for creating a new presentation: AutoContent Wizard , Design Template and Blank presentation. The Blank presentation option is one of the more commonly used methods. To create a presentation using the Blank Presentation option:

Choose Blank presentation in the PowerPoint dialog box. (Ctrl + N) Click OK.

Choosing Slides: The New Slide dialog box appears showing several different AutoLayouts. Autolayouts give you several layout options for slides including title slide, text and clip art, and bulleted list.

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To choose an AutoLayout for the first slide of your presentation:

Choose the Title Slide layout. (You can identify the slide name by the preview window in the lower right corner of the dialog box). Click OK. A title slide appears.

Now you have access to the main PowerPoint window where you can begin creating your slide presentation. Adding Slides to a Presentation: It's easy to add slides to your presentation once you've created a title slide. You can add bulleted list slides, chart slides, slides that have spaces for text and clipart, and various combinations. To Add a Slide:

Choose Insert New Slide . (Ctrl + M) Choose an AutoLayout from the New Slide dialog box. Click OK. OR

Click the New Slide button on the Standard Toolbar. Choose an Autolayout from the New Slide dialog box. Click OK.

Saving, Closing and Exiting

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You can save and close presentations and exit PowerPoint similar to the way you would complete these steps in other Microsoft applications. To save a presentation:

Click File Save As . (Ctrl + S) Choose the folder where you want to save it, type a file name and click Save .

To close a presentation: Click the X in the PowerPoint presentation window (Ctrl + W) . The PowerPoint application remains open and you can start a new presentation. To exit PowerPoint: Choose File Exit. (Alt + F4)

Note : Before you exit PowerPoint, make sure that you save any work that you want to keep. Very Important: Once you have the main PowerPoint window open, you can easily start a new presentation. Choose File New. Click the General tab. Adding Text to Placeholders: You learned about the blank presentation option in the previous module. You can easily add text to a blank presentation by working with dotted boxes called placeholders . Placeholders identify where the text will appear in a slide. There are also placeholders for objects such as clip art and charts. To add text to placeholders in a blank presentation:

Open PowerPoint. The PowerPoint dialog box appears. Choose Blank presentation. The New Slide dialog box appears. Choose Title Slide . Click "Click to Add Title" in the placeholder and type a title . Click "Click to add subtitle" in the other placeholder and type a subtitle .

Using Design Templates: The design templates in PowerPoint are slides with the background and colorful designs already formatted. Simply add the text and layout to the slide. Once you select a template, every slide in your presentation will have the same look. To use the design template option:

Open PowerPoint. The PowerPoint dialog box appears.

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Click OK. Choose Design Template . Click on the template name (Ex. Blends) to see a preview in the small box to the right. Once you have chosen the design you want, click OK.

When the New Slide dialog box appears, choose an AutoLayout for your first slide.

It's a good idea to start with a design template and then create your presentation. But, if you have already created a blank presentation, you can easily apply a design template to that presentation. Open your presentation. Choose Format Apply Design Template . Choose a design and click Apply. Now, all the slides have the same design. Opening an Existing Presentation: After you have created a presentation, you'll need to know how to open it. To open an existing presentation:

Start PowerPoint. The PowerPoint dialog box appears. Choose Open an Existing Presentation. Choose the presentation you want. Click OK. OR Open.

If the PowerPoint application is already open: Choose File Choose the presentation you want, Click OK.

The AutoContent Wizard: The AutoContent Wizard is a handy tool that allows you to create a presentation quickly. It provides 8 to12 slides you can customize by adding your own pictures and text. While the wizard is handy, keep in mind that the slides you create using it are fairly structured and don't allow for a lot of options. To Use the AutoContent Wizard:

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Click Start . Choose Microsoft PowerPoint. When the PowerPoint dialog box appears, choose AutoContent Wizard. Click OK.

Using the AutoContent Wizard: The AutoContent Wizard provides step-by-step instructions for creating a presentation. Dialog boxes ask you to select the type of presentation you're going to give, how you want to use it and what you want to name your presentation. After you've filled in all of the necessary information, click Finish. The first slide of your presentation appears.

You can also open the AutoContent Wizard from the PowerPoint window. Choose File New. Click the General tab. Choose AutoContent Wizard and follow the instructions. A Presentation Created Using the Wizard: Below, in Normal View, is an example of a business plan presentation created using the AutoContent Wizard. Note that the left pane contains suggestions for information that you might want to add to each slide.

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Using Presentations Samples You can easily use the Auto Content Wizard to create presentations. Another option is the presentations samples found under the Presentations tab. The difference is that while the wizard directs you step-by-step through the creation process, the Presentations tab allows you to simply choose the sample you want. Options include Business Plan, Certificate and Marketing Plan. To create a presentation using a sample:

Choose File New. The New Presentation dialog box appears. Click the Presentations tab. Choose the presentations sample that best meets your needs. (For example, Business Plan). Click OK. The first slide of the template appears for you to add text.

Did You Know? The Office Assistant (OA) automatically appears when you use the AutoContent Wizard. To hide the OA, right click on it and choose Hide.

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Levels and Bullets: Sometimes, when creating a presentation, you may want to show that some ideas are more important than others, or that an important idea has related smaller points. This is shown with Levels. If you open a presentation in Outline View, the slides look like this:

Notice that Slide #3, The Internet, has two levels of bullets that show the parts and sub-parts of the modules about e-mail. Notice also that the font size gets smaller as the bullets are indented. Creating Levels: To create another level in a bulleted list:

To create another level in a bulleted list:

Click on either the left or right Level Button on the Formatting toolbar. Begin typing the next level in your list.

Moving from Slide to Slide: In PowerPoint, there are several ways to move from slide to slide. In Normal View, use the mouse and the Scroll Bar at the right of the screen to go from one slide to another.

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Moving Using the Keyboard and Slide Sorter View To move using the keyboard method: Use the Page Up and Page Down keys on your keyboard to go from slide to slide in Normal View. To move in slide sorter view: Click the Slide Sorter View button to see miniature copies of your slides and double-click the slide you want to view up close.

Spelling Check: PowerPoint's spelling check feature checks the entire presentation, including outline and notes, for spelling errors. It also gives you the option of selecting a specific word or paragraph to spell check. To check the spelling of a presentation:

Open your presentation

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Click the Spell and Grammar check button

on the Standard toolbar. OR

Open your presentation. Choose Tools Spelling . If no words appear to be misspelled, the message "The spelling check is complete" appears. If a word appears to be misspelled, a dialog box suggests one or more alternatives for the word in question. Choose any suggested word by selecting the word and clicking change. If you are sure the word in question is spelled correctly, click ignore.

Printing a Presentation: After you've created a PowerPoint presentation, you may want to
print it for review or as handouts. To print a presentation:

Choose File - Print. (Ctrl + P) The Print dialog box appears.

Options in the Print Dialog Box PowerPoint gives you several options for printing your presentation. For example, you can print handouts for your audience or notes for yourself. Slides: The Slides option allows you to print one slide per page. (If you select this option, type the slide number(s) you want to print). Handouts: The Handouts option allows you to print one or more miniature versions of your slides on one page. Notes: Choosing the Notes option allows you to print the notes of each slide. Outline: This option allows you to print the presentation outline; words without graphics. Choosing Options: In addition to type of printout, you can choose the number of slides, the number of copies and other options. To choose print options:

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Under Print range in the Print dialog box, choose either All, Current Slide or Selection.
Or, you can select Slide and enter slide numbers and/or slide ranges. For example, 1,2, 5-7.

Choose the number of copies you want. Choose one or more of the following options: Grayscale , Pure black and white , scale to fit paper or Frame Slides. (Note : If your printer is black and white, your presentation will automatically be set to print in grayscale).

Click OK.

Adding Objects:
Some slide layouts contain special places for pictures, clip art, graphs, and charts. These objects can help enhance the appearance of slides.

An object placeholder specifies the type of item you should place in it. It prompts you to double click within the placeholder to add the object. Inserting Clip Art: Clip art is an image or images you can add to your presentation.

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To add clip art to a slide:

Choose InsertNew Slide from the menu bar. (Ctrl + M) Choose a slide layout containing a clip art placeholder. Double -click in the placeholder box.

The Microsoft Clip Gallery opens. It contains categories of clip art.

Choose a category. Ex. Favorites, Academic and Animals.

Choose a picture. Click OK. You can also add clip art to a slide by clicking on Insert Picture - Clip Art . The Microsoft Clip Gallery opens.

Moving and Sizing Placeholders As you prepare a presentation, you may find that you want to change the size of the placeholders. They can be moved or resized using sizing handles . When you click on a placeholder or an object, sizing handles appear on the corners and edges around it.

Clicking and dragging the different sizing handles create different effects. If you want to make your object or placeholder bigger or smaller but still keep the proportions of the original, click and drag on a corner sizing handle. When the sizing handle is selected, it turns into double

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arrows on a diagonal line. When you want to squeeze or stretch an object or placeholder (making it fatter or skinnier, shorter or taller in appearance), click and drag on the side sizing handles .
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Remember, dragging the side sizing handles will change the proportions of the object. Moving and Resizing Placeholders You may find it necessary to move a placeholder as you are working with slides in your presentation. To move a placeholder:

Click inside the placeholder . The border changes to slanted lines with eight sizing handles. Move the mouse pointer over the slanted lines. When a four-headed arrow appears over the borders, click and drag the placeholder to a new location.

To resize a placeholder:

Click inside the placeholder. The border changes to sizing handles. Move the pointer over the sizing handles and a + appears.

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Click and drag the placeholder to the size you want.

Changing the Appearance of Slides

You have already learned how to create a presentation using a design template. However, lets say you are asked to create a new or custom design for your presentation. The Format menu is where you can find many of the tools you need. Here you can change the slide background and font size, add or delete bullets and more.

Changing the Background The best way to create a custom design is to begin is with the background. When you change the color or design of the background you will be limited in the color of your font. To change the background of a slide:

Choose Format - Background. In the Fill Color drop-down menu and choose a color for the background. OR Click on More Colors for a greater selection of colors and choose a color.

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In the Background dialog box, click Apply to preview your selection. If you don't like it, you can change the color.

Choose Apply to All if you want the same color for all the slides in a presentation.

Adding Fill Effects: Many companies like to enhance their slides without using a fancy presentation template. You can do this by using the Fill Effects at the bottom of the Fill Color drop-down menu in the Background dialog box. Click on Fill Effects and a Fill Effects dialog box appears.

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The Fill Effect dialog box offers a variety of effects.

Adding Effects: Adding shading, textures or patterns to your slides can give your presentation a more interesting appearance. To change or add effects:

Open a presentation. Select a slide to change. Choose FormatBackground from the menu bar. The Background dialog box opens. Click on Fill Effects at the bottom of the Fill Color drop-down menu. In the Fill Effects dialog box, the Gradient tab is already selected. Preview some of your choices by clicking inside the small circle for colors and shading styles. Note: you can use the slider to make color lighter or darker. Click the Texture tab to preview more choices. Click on the Pattern tab for more options. Decide on a design and click OK.

Changing Text Formatting You select text in PowerPoint the same way you do in Word. The difference is that the text in PowerPoint is located in placeholders. Click on the text in the placeholder and you have access to the text. An insertion point appears. If you double -click on a word, the word is selected. If you triple click, the paragraph is selected. You can only use these techniques to select text in Slide View or Normal View. PowerPoint gives you the option of aligning text in paragraphs on the right, the left or in the center. You can also justify the text. This is done the same way as in Word. Use the toolbar to select the alignment or select alignment in the Format Menu. To Change Text Formatting:

Choose Format - Alignment.

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Choose the alignment you want for your text. OR Click the Alignment buttons in the Formatting toolbar entry. to complete the

Changing the Appearance of Text: Changing the appearance of text is fairly simple. You can change the font color, size, and style using the Font dialog box, which you find in the Format Menu. To change the appearance of text:

If the text has already been typed, select the text and choose Format - Font.

The Font dialog box appears. Choose your options. (Ex. font, font style and size). If the text has not been typed, choose Format - Font. Choose the options (Ex. font, font styles and size) and start typing your text. Of course, you can also use the font editing buttons on the Formatting toolbar.

Working with Slides

Slides can be moved, copied, or deleted. You can also move or copy a slide to another presentation. The best view for completing this task is the Slide Sorter View. This view shows a miniature of each slide. 86

Moving, Copying and Deleting Slides Working with slides in Slide Sorter View is a fairly easy task.

To move a slide:

Click the Slide Sorter View button. Select the slide to be moved by pressing and holding down the left mouse button. Once the slide is selected, drag it to the new location.

To copy a slide:

Press Ctrl and choose the slide. Drag the slide to the new location. When you copy a slide, the mouse pointer becomes a slide icon. Release the mouse button and a duplicate of the slide appears.

To delete a slide:

Click on the slide. Press Delete on your keyboard. 87

Inserting Hyperlinks PowerPoint allows you to add a hyperlink in your presentation. That means you can link to existing PowerPoint presentations, Word documents, web sites and more. You can also link to new files in Word and in other Microsoft Office applications. To add a hyperlink:

Select the text or object you want to represent the hyperlink. Click the Insert Hyperlink button. The Insert Hyperlink dialog box appears.

In the Link to section of the Insert Hyperlink dialog box, click Existing File or Web Page to add a link to an existing file or web page. Choose the file or web page from the list or type the file or web page name. OR In the Link to section of the Insert Hyperlink dialog box, click Create New Document to link to a file that you have not yet created. Type a name for the new document. Designate the path to the new document. Open it for editing now or edit it later. Click OK.

Quickly Adding Links to a Web Page You can quickly create a hyperlink to a web page by typing the web address on a slide or outline. For example, type www.gcflearnfree.org , and the hyperlink is created.

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Previewing a Hyperlink: Once you have added a hyperlink, it's a good idea to preview it and make sure the link works properly. To preview the hyperlink in your presentation:

Click the Slide Show View button or choose View - Slide Show. Click on the hyperlink in Slide Show View to make sure it links to the desired file or web page.

Remember, the link only works when you click on it in Slide Show View. The Master Slide If you work for a company, you may often be asked to prepare long presentations. Theses creations can have all types of slides, but usually the company wants them all to have the same "look." To make all the slides in a presentation have the same design elements, create a master slide . This slide contains information about all the elements you want on every slide in a presentation, such as the company logo, background, and font color. Having a master slide eliminates having to format every single slide in the presentation with the same basic design and text. Creating a Master Slide To create a Master Slide:

Choose View Master - Slide Master. A slide with placeholders appears.

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Choose Format - Background and choose the background color. Choose Format Background - Fill Effects . (Remember, Fill Effects is at the bottom of the Background dialog box). Select the text in the Master title style placeholder. Choose Format - Font and choose a font, font color and font style . . The Master text styles placeholder contains a model of up to five bullet levels in which the text gets smaller for each level. For each level, select the text and then choose a font and font color. Choose a font and font color for the page number (#) placeholder and for the footer and date/time placeholders, if necessary. Note: Keep the Master slide open to complete the rest of this module.

1. Generally you should keep the text the same color for the title and all text levels. Notice that in the master slide, font sizes are pre-selected for you. The sizes are based on what a normal person is able to read from a reasonable distance. You can change the font size, but this is fine-tuning you might want to do later. Inserting the New Title Master Now, with the Master Slide open, insert a New Title Master. This is a special slide for the title slide of your presentation. Remember, the Slide Master is a basic blueprint for all the slides of your presentation while the Title Master only addresses the elements of your title slide. To insert a New Title Master:

Click the Insert New Title Master button - from the toolbar to see a special master slide for the title slide . (Note: You can keep the Title Master as is or you can change it so that it's different from your Master Slide.) Choose View - Normal. Click on Click to add Title to begin creating your presentation. Notice that the first slide of your presentation contains all of the background, fonts and other elements you chose when you created your Master Slide and Title Master.

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Viewing and Making Changes To view or make changes to your Master Slide and Title Master, choose View - Master, and choose either Slide Master or Title Master.

Choose Normal View to return to your presentation. To add a new slide, click the New Slide button in Normal View.

Working with Small Text Boxes Tip: If you find it difficult to work with the small text boxes (Ex. Date Area) in the master slide, click the down-pointing arrow in the zoom box.

Now, increase the size of the text. To return the slide to its previous size, choose Fit at the bottom of the zoom box.

Designing an Original Slide The New Slide selection doesn't always contain the layout you need.

To Design an Original Slide:

Click the New Slide button. Choose Insert - New Slide . (Ctrl + M ) Choose Blank in the New Slide dialog box.

Choose Insert - Text Box.

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Using your left mouse button, drag until a box appears. Release the mouse button and an a text box appears. This gives you a space to type any text you want. Use as many text boxes as you want.

Type your text. The box will grow larger to fit the text. Align and size the text, and move the text box(s) anywhere on the slide you want. Insert a couple of clipart pictures and lay them out the way you want.

Very Important! Text added with the Text Box tool, text attached to objects, drawing objects added with the Insert WordArt tool, and text in embedded objects does not appear in the Outline pane of your PowerPoint presentation.

Creating a Slide Show

After you have completed your presentation slides to your satisfaction, you are ready to set up a Slide Show. First, arrange them in the order you want for the presentation (this might not be the order in which you originally created them).

To check and change the order of your slides:

Open your presentation in Slide Sorter View. Choose View - Slide Sorter.

OR

Rearrange the slides in any order by clicking on the slide you want to move and dragging it to its new position in the presentation. 92

Creating Slide Transitions One way to enhance a presentation is to move from slide to slide using interesting transitions.

To make transitions from slide to slide:

Choose Slide Show - Slide Transition.

In the Slide Transition dialog box, choose the effect you want from the dropdown menu. Ex. Blinds Horizontal, Blinds Vertical, Box In and Box Out. Preview each effect by clicking on it and looking at the small slide in the Slide Transition dialog box. Click Apply to All when you have chosen an effect. Choose either to advance from slide to slide on mouse click or automatically after the number of seconds that you select. Ex. 4 seconds.

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Choose Slide Show - View Show or press F5 to see how the transition works. Exit the show and return to Normal View.

Remember, before you make a public slide show presentation, it's always a good idea to view and proofread it on the computer screen first.

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Animating Slides: PowerPoint has a feature that allows you to add sound and movement to text, graphics, charts and other objects in your slide presentation. For example, you could have text fly in with laser sound effect. To add animation:

Display the slide you want to animate in Normal View . Choose Slide Show - Custom Animation from the menu bar. The Custom Animation dialog box appears.

Click the Effects tab. (If you're adding movement to a chart, click the Chart Effects tab.) In the Check to animate slide objects box, click inside the small box that names the object or text you want to animate. In the above picture Text 1 and Text 3 have been checked. In the Entry animation and sound list box and Introduce text list box, choose the options you want. In the picture above, Fly and From Left, No Sound and All at once have been chosen.

Order and Timing To control the order and timing of animation:

Click the Order and Timing tab in the Custom Animation dialog box. To change the order of animation, choose the object you want to change under Animation order. Then, click the up or down arrow to move the object higher or lower on the list. To start animation by clicking the text or object, click On mouse click . To start the animation automatically, click Automatically and choose the number of seconds you want between the animations. (Ex. 2 seconds). To preview your animation, click Preview.

Quickly Adding Animation: PowerPoint offers another, easier way to add animation to your presentation. To quickly add basic animation to an object on a slide:

Display the slide in Normal View and select the object . Choose Slide Show - Preset Animation, and click the option you want. To undo the preset animation, choose Slide Show - Animation - Off.

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INTERNET

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THE INTERNET
There is no single definition that precisely describes the Internet. However the following two definitions attempt to clearly explain what the Internet really is: 1. The Internet, sometimes called simply "the Net," is a worldwide system of computer networks - a network of networks in which users at any one computer can, if they have permission, get information from any other computer (and sometimes talk directly to users at other computers). 2. The Internet is a worldwide collection of computer networks connecting academic, governmental, commercial, and organizational sites. It provides access to communication services and information resources to millions of users around the globe. Internet services include direct communication (e-mail, chat), online conferencing (Usenet News, e-mail discussion lists), distributed information resources (World Wide Web, Gopher), remote login and file transfer (telnet, ftp), and many other valuable tools and resources. While the networks that make up the Internet are based on a standard set of protocols (a mutually agreed upon method of communication between parties), the Internet also has gateways to networks and services that are based on other protocols. The Internet connects millions of computers (hosts) worldwide. The underlying protocol with which these systems communicate is called TCP/IP (Transmission Control Protocol/Internet Protocol). Any computer system directly connected to the network has a domain name and an IP (numeric) address. The domain names are typically of the form system.site.domain;e.g., nps.navy.mil. The most common domain types are: com commercial organization .edu .gov .mil .net .org educational organization government organization military (DoD) organization network organization non-profit organization

.au, .uk... country codes for countries other than the USA The Origin of the Internet It was conceived by the Advanced Research Projects Agency (ARPA) of the U.S. government in 1969 and was first known as the ARPANET(Advanced Research Projects Agency Network). The original aim was to create a network that would allow users of a research computer at one university to be able to "talk to" research computers at other universities. A side benefit of ARPANet's design was that, because messages could be routed or rerouted in more than one direction, the network could continue to function even if parts of it were destroyed in the event of a military attack or other disaster. Today, the Internet is a public, cooperative, and self-sustaining facility accessible to hundreds of millions of people worldwide. Physically, the Internet uses a portion of the total resources of the currently existing public telecommunication networks. Technically, what distinguishes the Internet is its use of a set of protocols called Transmission Control Protocol/Internet Protocol (TCP/IP). Two recent adaptations of Internet technology, the intranet and the extranet, also make use of the TCP/IP protocol. Using the Web, you have access to millions of pages of information. Web browsing is done with a Web browser, the most popular of which are Microsoft Internet Explorer and Netscape Navigator. Introduction to the browser Explorer A browser is a program that helps you view Web pages. The two most popular browsers are Internet Explorer and Netscape Navigator. In this class, we are going to use Internet Explorer -- Explorer, for

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short. Once you know how to use Explorer, it's a cinch to learn how to use Netscape Navigator because it is so similar to Explorer. Running Explorer To run Explorer, double click on the icon on your desktop that looks like this:

You can also run Explorer by single clicking on the blue e on the Windows Taskbar usually at the

bottom of your Desktop. Address Box When Expl orer opens, you will see a menu and toolbar. Note especially the address box shown below. That's the spot where you type in the Internet address you want to go to. The address shown is for the St. Petersburg Times.

Now type in http://www.sptimes.com in your own Explorer address box. Once you type in the address in the address box, there are two ways to actually get to the address. Either press the Enter key or click on Go at the right of the Address box:

Not necessary to use Delete key After arriving at the St. Petersburg Times site, you can easily go to a new site.

Move your mouse cursor over the Times address in the Address box. Your cursor should turn into an arrow. Now left click. The Times address in the Address box should turn blue as shown below. You can also make the Times address blue by pointing your mouse cursor (I beam) at the end of the Times address. Then left click and hold your clicker down as you drag your mouse over the Times address. (This click and drag technique is the usual way you select text in a Windows program.) Either way -- just clicking or clicking and dragging -- should leave the Times address blue, ready to be replaced.

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With the old address blue, just type in a new address and it will go right over the old one. Once you have made an address blue in Explorer's address box, you do not have to use your keyboard's Delete key to get rid of it. Typing a new address will automatically delete the old address and replace it with the new one. Use http://www.moviefone.com/ as your new address. That is the address of a movie information site. You can use it to look up movies playing in your local theatres. It gives you information on movie times and links to reviews. Returning to previous site To return to the previous site, click on the Back button on the Explorer toolbar. Then to return to the site you were on before you clicked the Back button, click on the Forward button. Setting up your free e -mail account Free e-mail services like Yahoo , Excite, and Hotmail, allow you to send and receive e-mail from just about any place around the world even if you don't own a computer or have an account with an Internet service provider (ISP). You get access to these free e-mail services by sending and receiving e-mail when you vis it their Websites. For example, to use Yahoo's free e-mail service, you have to go to www.Yahoo.com, click on the Check E -mail icon, and then give your user ID and password -which you get when you first sign up with Yahoo. Although most of you probably already have an email address, it is important to demonstrate how to create one from scratch. A friend or relative may wish to have you create them an email address, or you may wish one of your very own (separate from AOL, your parents, etc.). There are many free email services, so we will choos e Yahoo Email as one sample.

Yahoo Email is a free email service that provides all of the regular services such as file attachments that comes with a pay-email service, but your inbox will include banner ads. This page will familiarize you with setting up an email account at Yahoo.com; composing message, and sending attachments. Let's get started.

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