1

Word Processing

Word processing software is used to manipulate a text document, such as a resume or

a report. You typically enter text by typing, and the software provides tools for copying,
deleting and various types of formatting. Some of the functions of word processing
software include:

 Creating, editing, saving and printing documents.

 Copying, pasting, moving and deleting text within a document.
 Formatting text, such as font type, bolding, underlining or italicizing.
 Creating and editing tables.
 Inserting elements from other software, such as illustrations or photographs.
 Correcting spelling and grammar.

Word processing includes a number of tools to format your pages. For example, you can
organize your text into columns, add page numbers, insert illustrations, etc. However,
word processing does not give you complete control over the look and feel of your
document. When design becomes important, you may need to use desktop publishing
software to give you more control over the layout of your pages.
Word processing software typically also contains features to make it easier for you to
perform repetitive tasks. For example, let's say you need to send a letter to all your
customers regarding a new policy. The letter is the same for all customers except for the
name and address at the top of the letter. A mail merge function allows you to produce
all the letters using one template document and a table with customer names and
addresses in the database.
Text editors shouldn't be confused with word processing software. While they do also
allow you to create, edit and save text documents, they only work on plain text. Text
editors don't use any formatting, such as underlined text or different fonts. Text editors
serve a very different purpose from word processing software. They are used to work
with files in plain text format, such as source code of computer programs or
configuration files of an operating system. An example of a text editor would be
Notepad on the Windows platform.

The components of document window in MS word are:-

• Menu bar
• Standard Tool bar
• Formatting Tool bar
• Ruler
• Insertion point
• End of file maker
• Selection bar
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• Split handle
• Status bar
• Task pane
• Office Assistant

Uses of Word processor packages:-

Normally, a word processor can accomplish the following tasks:

 Brochures
 Newsletters
 Reports
 Advertisements
 Resumes and Cover letters
 Books
 Directories
 World Wide Web Pages

Popular Word Processor packages:

 MS-Word
 Word Star
 Write
 Word Perfect
 Chi Writer

Advantages of using Word Processing:

The main advantages of using text or word processor are:

 To print relatively error-free documents inthe desired format.
 Any number of copies of the document may be printed without the need of
retyping.
 The facility for checking of spelling and making necessary corrections.
 Special features are available like boldface, unerlining, italics, strike-out,
centering of text, adjustable margins and tabs etc.
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 Provide different quality of printouts by using different printing modes or

byusing different types of printers.
 The facility of viewing the document on monitor, before printing.
 With the help of word processor, any previous document can be retrived from
the computer’s memory and modified.
 Word-processors are very convenient for jobs which require many revisions to
be carried out in the document before accepting and may be printing of the final
version. Such as, preparation of a thesis, project report, manuscript of a book
and Question Paper for any examination etc.
 Word processors allow to move a block of information from one place to
another.
 Word-processors provides a ready inteface to electronic mail.
 Most of the word processors may have many other features which can make the
job of the user quite easy.
Word Processing Features:
A Typical Word-processing package has the following features:
 Document Creation
 Cursor Control
 Document Status
 Automatic Wrap-Around
 Document Saving
 Scrolling
 Overtyping
 Deletion
 Insertion
 Unerasing/Undeleting Text
 Block Movement
 Block Coping
 File Reading
 Formatting
 Movement to Specified Place
 Search
 Search and Replace
 Spelling Checker
 Printing
 Thesaurus
 Multiple Fonts
 Mail Merge
 Protecting Files
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Components of the Word Document Window

Below are the meaning of every part to explain their uses when creating
documents.
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Quick Access Toolbar – Collection of buttons that provide one click access to
commonly used commands such as Save, Undo or Redo. You can also customize this
according to your preference.
Title Bar – A bar the display the name of active document.
Ribbon – The main set of commands and controls organized task in Tabs and groups,
you can also customize the ribbon according to your preference
Vertical Scroll Bar – Scroll bar to use when you want to scroll vertically through the
document window
Horizontal Scroll Bar – Scroll bar to use when you want to scroll horizontally through
the document window.
Zoom Control – Used for magnifying and shrinking of the active document.
View Shortcut – Buttons used to change how the worksheet content is displayed. Print
Layout, Full Screen Reading, Web Layout, Outline or Draft.
Status Bar – It displays information about your document, such as what page you are
currently viewing and how many words are in your document, etc.
Ruler – It used to set the alignment and margins of the elements in the documents.
Insertion Point – It is the blinking vertical line in your document. It indicates where
you can enter text on the page. You can use the insertion point in a variety of ways:
Blank document: When a new blank document opens, the insertion point is located in
the top-left corner of the page.
Document Window – The white space where you can type or attached all the data you
need in the document.
Office Button/File Menu – Office button in MS Word 2007 and File Tab for MS
Word 2010 or higher version. It provides access to document level features and program
settings.
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Macros
A macro is a set of commands that are recoded and played back. By creating a macro to
perform the steps of repetitive task, you save yourself time and avoid possible errors.
You could make a macro to perform routine editing or formatting, to combine several
commands together so you can access them with one keyboard shortcut.

Creating and Using the Macros

Macro to convert the selected text into the uppercase letters.
I. To record a macro, follow these steps:
(i) Open the document and select the text which you want to convert into
uppercase letters.
(ii) Select Toos menu
(iii) Select Macro.
(iv) Click Record New Macro
(v) Record Macro Screen appears as shown.
(vi) Give the macro name. Select keyboard Short key options. Customize
keyboard dialog box appears.
(vii) Give short key, for example Alt+A
(viii) Click Assign
(ix) Click Close
(x) Macro Recorder appear on the screen as shown.
(xi) Select Format menu with the mouse (or press Alt+F)
(xii) Select Change Case option with the mouse.
(xiii) Select the uppercase option from the change case dialog box and click OK.
(xiv) Click on Stop Recording.
Run the Macro
(i) Select the text.
(ii) Press Alt+A to see the change.
II. To Make the New Toolbar Yourself
(i) Select Tools menu
(ii) Select Macro.
(iii) Click Record New Macro. Record Macro screen appears.
(iv) Give the macro name in the Record Macro Screen and select the toolbars
option, Customize dialog box appear.
(v) Select Toolbars. Click New Toolbar dialog box appears as shown.
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(vi) Give the Toolbar name and select the option Normal for all document and
select the document name for you active document only. Click OK.
(vii) Macro Recorder appears.
(viii) Drage the various short cut from the various toolbars.
(ix) In last, Click on Stop Recording.

Mail Merge

Mail Merge is basically used when a user wants to send the same letter or document
to different persons with different addresses. For example, you want to invite yours
friends in yours birthday. It basically help us to merge the address database with a
form of letter to create individual letters. Thus it saves time when you want to send
the same letter to a large number of people.
Mail merge creates copies of same letter for multiple recipients in such a way that
each letter looks specifically designed for an individual recipient. Each letter will
contain different fields like name, address, phone, age etc. In this way, it saves you
from the botheration of designing different letteers for different recipients.
Your have to create a letter and a database of all the addresses. Mail merge will
associate a copy of letter to each record of the address database.

Steps in Mail Merge

(i) Creating the Main Document
Designing the main document that contains the general text body. This is the
text that will remain similar for all the recipients.
(ii) Get Data Source
Creating the Data Source that contains the address of all recipients and the
fields that are specific to a particular recipient.
(iii) Placing Various fields in Main Document
Placing the varying fields, called the Merge Fields, in the letter main
document body.
(iv) Merge data with Main Document
Finally, Merge the main document with the data source. Now, instead of the
field names the entries for them are inserted into the document. All the
personalized documents are separated by page breaks one after the other.
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Creating the Main Document

1. We click the new button on the toolbar to create a new document or open an
existing file.
2. Choose Tools menu & Click on Mail Merge. Mail Merge helper dialog box is
appeared as shown.
3. Click the create button and then choose main document type (i.e. Form Letters,
Mailing Labels etc.) as shown.
4. When you select Form Letters. A message window is displayed.

(a) Active Window: Enables you to create main document from currently active
document.
(b) New Main Document: Enables you to create a new document.

5. In the dialog box, click the Active Window button. New Mail Merge Helper
dialog box appears.

Creating Data Source

We can either create a new data source or open the existing data source.
1. In Mail Merge Helper dialog box click on Get Data as shown.
2. Select Create Data Source for new data source or Open data source for
existing one.
3. Clicking on create data source, the create data source dialog box is
displayed. It provides us with a list of suggested field names. If a field which
we want is not inthe list, then we type it is the field name box and click on
the add Field Name button.
4. We can remove the field which we do not want to use by clicking once on
the field name and then on remove field name.
5. To rearrange field names, we click on the field name & then click on the
Move button to move it up/down.
6. Click OK. The save data source dialog box appears.
7. Write the name of the data source and click save. A dialog box appears
informign that the data source has no records.
8. After the data source is saved, a dialog box comes on the screen. It asks you
whether you want to Edit the Data source or the Main Document now. To
enter records, we click on Edit Data Source. The Data From dialog box
appears as shown.
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9. This will have field an specified in Data soruce. We enter the record for each
field in the box provided. We click on Add New to add New records. Delete
to delete the current record. Click OK on finishing.
10. We return to the main document with the mail merge toolbar present on the
screen.
Placing the various field in Main Document

Before merging, we have to insert the fields of data source on the main document, you
would notice an additional toolbar called the Mail Merge toolbar on your screen. This
toolbar will appear only if the whole process of Mail Merge is completed. In order to
add fields to your document, follow the following steps:
1. Place the cursor is the main document where you want the field to appear.
2. Click on Insert Merge field on the Mail Merge Toolbar as shown.
3. Select the field to be merged.
4. We repeat the above steps to insert rest fields.
Looking at document before printing:
As soon as all the fields are added to your main document be ready to give a final look
to it. Click at the ‘View Merged Data’ button on the Mail Merge toolbar. It will place
the contents of the first record replacing the fields names on your document. Click at the
‘Next Record’ button to see the next field contents. You can also move back to the
previous field contents by clicking at the ‘Previous Record’ button.

Creating the Merged Document

Steps to create the merged document are:
i. Click on ‘Merge’ button located on the mail merge toolbar. A ‘Merge’ dialog
box appears as shown.
ii. From ‘Merge to’ box, Choose New document to create a new merged
document.
iii. WORD creates a new document containing number of pages, equal to the
number of records in the data source and each page representing information
from a record.
Printing the Merge Document
If we look and working of document satisfies you, then go about taking a printout to
print a letter.
1. Click at the ‘Merge’ button located on the Mail Merge toolbar. A ‘Merge’
dialog box opens up as shown.
2. From the ‘Merge To’ box, click at the drop down list and select ‘Printer’ from
there.
3. Click at the ‘From’ radio button and type in 1 in the box provided. It will start
the printing process from the first record.
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4. Then in the ‘To’ box type the number of record till which you want the printing
to go on. In case you leave the ‘To’ box blank, then printing will continue till the
end of all the records.
5. If all the records have to merged, then you select the dafault All option.
6. Finally, we click the merge button.

It is used to prepare text matter as (Court Cases, Labels and Examination

Question Paper etc.):
Example:
Computer Fundamental and Networking
CS-DE-11
UNIT-I
1. (a) Discuss any two classification schemes of computers.
(b) What do you understand by storage device? Explain the working of Hard Disk
Drive (HDD) in detail.
2. (a) Write short note on floating-point representation of numbers in digital
computers.
(b) Perform the arithmetic operations (+42) + (-13) and (-42) – (-13) in binary
using signed 2’s complement representation.
1. (a) What are the two main components of CPU of a computer system? List the
main functions of each component.
(b) Explain secondary storage technologies and their characteristics.
(c) What is a joystick? How is it different from a track ball? Write some uses of a
joystick.
2. (a) Convert the decimal number 825.25 to:
(i) Octal number
(ii) Hexadecimal number
(iii) Binary number
(b) Perform the following using 1’s and 2’s complement:
(i) 27(10) – 95(10)
(ii) -27(10)+ 95(10)
(c) What is floating point representation? Discuss
1. Perform the following additions and multiplications in given base without converting to
decimal.
(a) (1230)4 and (23)4
(b) (296)12 and (57)12
(c) (367)8 and (715)8
(d) (135.4)6 and(43.2)6
2. (a) Explain various Hardware devices that ae used with a Computer System.
(b) Explain the following:
(i) Pen Drive.
(ii) Optical Disk.
1. Draw a neat and clean block diagram of a Digital Computer and explain the functioning
of each unit.
2. (a) Perform the following conversions:
(i) (12121)3 to decimal
(ii) (50)7 to decimal
 11

(iii) (225.225)10 to binary and octal

(iv) (198)12 to hexadecimal
(b) Using 10’s complement, subtract the numbers 75232 – 3520.
(c) Using 9’s complement, subtract 1000100 from 1010100
UNIT-II
1. (a) Siplify the following expression using K-map and draw the logic circuit for the
reduced expression:
Y=A’BCD+ ABC’D’+ A’B’CD+ AB’CD’+ A’BC’D+ AB’C’D+ AB’CD
(b) Simplify the following expressions using Boolean algebra:
(i) AB+A(CD+CD’)
(ii) (BC’+A’D)(AB’+CD’)
2. (a) What do you mean by combinational circuit? Explain the working of BCD
adder.
(b) What do you mean by encoder? Draw the logic diagram and truth table of 8 to 3
line encoder.
1. Simplify the following Boolean functions by means of K-map method:
(a) F(A, B, C, D) = II (4, 6, 10, 12, 13, 15)
(b) F(A, B, C, D) = ∑ (1, 2, 5, 8, 9, 10)
2. (a) What is a full adder? Design a full adder using two half adder and logic gates.
(b) State dualifty principle and De Morgan’s law. Also prove DeMorgan’s law.
(c) Prove the following theorem using postulates of Boolean algebra:
a+(a’.b)=a+b
Also find its dual and prove it.
1. (a) Implement the function with NOR gates.
F1= x’y + xy’ + z
(b) Obtain the simplified expression in POS.
(i) F(x,y,z) = π (0,1,4,5)
(i) F(x,y,z,p) = π (0,1,2,3,4,10,11)
2. (a) Design a Full adder using two Half adder and an OR gate
(b) Design a Combinational circuit whose Input is a four bit number and output is
2’s Complement of the Input.
1. (a) Design a full subtractor using two half subtractors and an OR gate.
(b) Simplify the following functions using K-Map:
(i) F.(A B C D) = ∑ (0, 1, 2, 5, 8, 9, 10)
(ii) F= x’yz + xy’z’ + xyz + xyz’
2. (a) What is a Multiplexer? How it is different from a Demultiplexer? Discuss
(b) Design a BCD- to- excess-3 Code converter using different gates.

UNIT-III
1. (a) Discuss the working of SR flip-flop with their graphic symbol and
characteristics table.
(b) Explain the working of master-slave JK flip-flop in detail.
2. (a) Explain the working of serial-in, parallel-out 4 bit shift register with truth table.
(b) Draw the logic diagram and truth table of synchronous MOD-8 counter.
1. (a) What are flip-flop excitation tables? Make the excitation table of D and JK flip-
flop.
(b) Explain JK flip-flop.
2. (a) Design an asynchronous ripple counter to count up to 10 in 8-4-2-1 code.
Assume that the flip-flop have asynchronous set and reset terminals.
(b) Design a Mudulo-6 synchronous counter using T flip-flop to count in a cyclic
code.
 12

1. (a) Design a Master-Slave JK flip-flop and explain its working.

(b) Design a counter that counts from 0000 to 1111.
1. (a) What is a Sequential circuit? Explain by using a Block diagram.
(b) Explain the working of Master-Slave JK flip flop.
UNIT-IV
1. (a) What is Computer Network? Explain various network topologies with their
merits and demerits.
(b) Explain various types of guided transmission media used in computer networks.
2. Write short notes on the following:
(a) FTP
(b) HTTP
(c) Internet and Intranet
(d) DSL Service.
1. (a) What is Computer Network? Compare various topologies that are based on
broadcasting. Also give an example each for a network standard that is based
on these topologies.
(b) What is Internet? Discuss the basic services provided by Internet.
2. (a) Describe the use of NICs and Routers in Computer networks.
(b) Explain the following:
(i) FTP
(ii) Remote Login
(iii) IP Address
1. (a) Explain different Network topologies with suitable example.
(b) Explain different wireless media of transmission in detail.
2. Write short note on the following (any four)
a. Bridges
b. Routers
c. Switches
d. Gateways
e. Repeaters and Transceivers
1. Explain various guided and unguided media of Transmission in the Network.
2. Write in short on the following:
a. E-mail
b. FTP
c. Search Engines
d. URL
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Microsoft Excel

Introduction:

Spreadsheets are the class of application software that are designed to handle large
volumes of business and general data.
Microsoft Excel is a GUI based spreadsheet package developed by microsoft
corporation USA. It is a powerful spreadsheet package that supports data of various
formats, pictures, graphs and drawing objects.
In Excel, a file is called as a Workbook and it contains multiple Worksheets. A file of
Excel is saved with the extension .XLS. A worksheet is divided into a series of rows
and columns to store the information.
So Spreadsheet is software, which allows us to perform quick and easy calculations on
our stored data.
Features of MS Excel:
Some main features of MS Excel are:
1. Microsoft excel contains Workbooks, which store information in Worksheets.
In MS Excel, up to 16 worksheets can be added in a workbook.
2. A worksheet consists of 256 columns and 65,536 rows.
3. Each cell of Excel worksheet has a unique name. For example, A3 denoting
Column A and row 3.
4. Offers compatibility with various RDBMS software like FoxPro and MS
Access.
5. Supports Graphics and Charts.
6. In MS Excel, you can easily add, remove, rename, move or copy worksheets.
7. Provides many built-in-functions to automate the work in quick, easy and
effective manner.
8. Allows us to group and outline data.
9. Allows us to sort data on one or more fields.
10. Contains faciclities like auto list, spelling and grammar check, find and replace
etc. for effective data entry.
11. Supports what – if analysis.
12. Allows you to link various worksheets in such a manner that the change in one
worksheet effects the result in the other.
13. Allows you to automate your work using macros.
14. MS Excel has a powerful support for printing features.
15. MS Excel also has a support for drawing toolbar for drawing various objects.
 14

Applications of a Spreadsheet
Some applications of a spreadsheet are:
1. Annual reports fo the organisation
2. Income Statement and Income tax calculations
3. Payroll
4. Invoicing
5. Accounts payable and receivable
6. Production and marketing analysis.
7. Investment and loan analysis.
8. Banking and other financial services.
9. Inventory control.
10. Scientific calculations.
11. Cost effective analysis.
12. Budgets.
13. Home users to keep track of daily expense.
14. Hospitals use spreadsheet to keep the records of different patients.
15. Educational institutions use spreadsheet to keep the records of different students.

Advantages of an Electronic Worksheet (spreadsheet)

1. The results are accurate.
2. The worsheet can be quite big in size and any part of it can be viewed or edited.
3. Data entered in a worksheet can be formated in several ways.
4. Built-in mathematically, trigonometic, financial and statistical functions.
5. Data can also be viewed in the form of graphs.
6. The worksheet is saved in an electronic file. This file can be retrieved and
modified later, if required.
7. An existing worksheet or any part of it can be merged with any existing or new
worksheet.
8. The information entered in a worksheet can be sorted in a desired format.
9. You can easily and quickly produce reports and get answers to ‘what-if’
questions.
10. The information stored in a worksheet can be transformed to other software
programs, such as Word, Wordstar, FoxPro, dBase, etc.
Starting Microsoft Excel
1. Click on the Start Button.
2. Select the Option Programs
3. Click on Microsoft Excel
The MS-Excel window will appear.
 15

Microsoft Excel Window

Excel provides an interface (Graphical tools and controls) for working with
worksheet data. Components or elements of Excel window are:

1. Title Bar: It displays the name of the workbook file.

2. Menu Bar: It provides access to all the Excel Commands.
3. Tool Bar: It contains buttons that provide fast access to the more commonly
used commands in the menus. The upper Toolbar is the “Standard” toolbar and
is the default mode for Excel. Directly, below it is the “Formatting” toolbar
offering access to features for formatting text and numbers.
4. Formula Bar: Below the formating toolbar is the formula bar. On the left of the
formula bar is the ‘Name box’.
5. Application window control icon: Click it to access a drop-down menu of
commands that control the position and sie of the application window.
6. Close, Maximize, and Minimize buttons: Click buttons to close, maximize or
minimize the Excel window.
 16

7. Status bar: Displays information about the current mode, selected command, or
option. The right side of the status bar shows the Keyboard status. For example,
NUM indicates the numeric keyboard is active (number lock)......
8. Office Assistant: Appears when you open Excel, and can answer your question
about how to perform a task.
The Work Book Window:
A Workbook is a file in which you store and analyze information. The component of
workbook window are shown.

1. Workbook: A Workbook is a file in Excel where the user stores his data. A
workbook consists of many worksheets. By default, workbook contains three
worksheets.
2. Worksheet: A worksheet consists of grid of columns and rows. The columns
are designated alphabetically starting with A and the rows numberically
beginning with 1.
3. Scroll Bar: Only a small part of the worksheet can be displayed inside the
window. To move quickly to other cells in the worksheet, you can use “Scroll
box”. Vertical scroll bar move you up and down the worksheet while Horizontal
scroll bar move you left and right.
4. Sheet Tabs: Excel allows you to hae multiple worksheet stored in a single file.
In excel, a file is referred aas a “workbook”. The first worksheet is designated as
“Sheet 1” While the second as “Sheet 2” and so on. Each worksheet has tab
attached to it much like a file in a filing cabinet. The tab for active worksheet
 17

appears white. To display another worksheet you simply click the tabe of the
worksheet you require.
5. Rows: Rows are horizontal. Row numbers identify rows. Ms-Excel consists of
65536 rows.
6. Columns: Columns are vertical. They are named from A to Z. Generally,
spreadsheets have 256 columns.
7. Cells: A cell is a point where the row and the column intersect. For example,
cell A1 is the intersection of Column A and Row 1.
8. Active Cell: When a cell is active, you can type data into it. The active cell has a
dark outline.
9. Select all button: Click it to select all the cells in the worksheet.
10. Tabe split box: Drag to the right to display more sheet tabs or to the left to
show more of the horizontal scroll bar.

Charts and Built-in-Function in MS-Excel:

Charts convey the message clearly and quickly, they play a very important role in the
business world. Excel allows you to view graphs on the screen as well as to print them
on a printer or plotter. It supports many types of charts, such as Line, Bar, Stacked-Bar,
Pie, XY, Area 3-D etc.

To create a chart, all we need to do is to select the range that we want to include in the
chart and use a wizard called Chart Wizard.
We can create a chart by following these steps:
1. Select the range to plot in the chart.
2. Click on Chart Wizard button on the standard toolbar or select Chart option
from Insert menu. Excel displays all the types of charts that are available.
 18

3. Click the chart type that we want to use and click Next. We can change the
range if desired and Next.
4. The third Chart Wizard box has six tabs. You can set options for chart titles,
axes, gridlines, Legend, data labels and data table. Select desired chart options
and click Next.
5. Specify the place where the chart is to be placed. We can either accommodate
the chart in the same sheet or we can even place chart in a separate sheet. Click
As object in option to insert the chart in the current worksheet and click Finish.
6. After completing all these steps, we get the required output as shown below:

Changing the Chart Type

Select the other type of the graph. For example: Click the Pie Chart Type Button. The
figure look like

SAMPLE GRAPH
COST

1
2
3
4
 19

Print Charts (Graphs)

We can print a chart as part of a worksheet or print it as a separate item on a page. Steps
are:
1. Click the chart to print in worksheet.
2. Click File menu, then click Page Setup.
3. Click the Chart Tab.
4. Select a printed chart size
5. If you selected custom, select the Margins tab to set margins and centering
options.
6. If desired, click the Header/Footer tab and select or create a header.
7. Click OK.

Macros
The macro is a useful feature of Excel that helps to automate keystrokes
(commands) required to execute any following command or task.
1. Insert 5 Rows in the list of Students.
2. Write the name of Subject in the blank 5 rows with their total.
3. Make other Formating like Bold and Italics.
4. Enter the data into the data base etc...
Macros are useful when you want to perform repetative tasks. In such cases, they
save Keystrokes and time.
 20

We have to enable Developer Tab in Ribbon first to create & Run Macro.
To make it enable we have to go office button→ Excel Option→ Popular and
check show Developer Tab in the Ribbon. Developer Tab will appear in the
Ribbon as shown.
 21

Recording a Macro: Let us record a macro to format a current cell in 14 points,

bold and italic characters and to centre the cell contents in the cell.
1. Select the Developer Tab from Ribbon in the main Menu
2. Click Macro
3. Click Record Macro Button.
4. Type macro names as Format_cell. Type “ctrl+shift+N” in the shortcut
key and click OK. Macro recorder appears on the screen. Excel start its
macro recorder.
5. Click the Bold button to format the selected cell in the bold style.
6. Click the italic button to format the selected cell in the italic style.
7. Next choose size 14 from the Font Size list box on the Formatting toolbar.
8. Click the centre button on the formatting toolbar.
9. Click the stop recording macro button in the stop toolbar. Excel stops
recording the macro.
We can run Macro with the help of (Alt+F8).
 22

Running a Macro: We can runthe macro by pressing the corresponding shortcut

key. E.g. select any cell and press CTRL+SHIFT+N. Excel run the above
mentioned macro and give the desire results.

Using Built-in-Functions
MS-Excel provides you with a number of built-in functions to perform
calculations. There are various categories of functions such as Statistics,
Engineering, Math and Finance etc. Functions are nothign but the Formula, so
each function start with a ‘=’ sign. After that function name and its arguments are
entered.
Excel functions are classified into the following categories:
a) Statistical: These functions perform statistical calculations on a list of
values.
b) Math & Trigonometry: Scuh functions perform mathematical and
trigonometric calculations on numerical data.
c) Date & Time: These functions are used to manipulate data and time
entered in a worksheet.
d) Financial: Financial functions allow you to calculate loans, depreciations,
cash flows and so on.
e) Database & List management: These functions can be used to perform
statistical calculations and queries on the data entered in a database in a
worksheet.
 23

f) DDE & External: These functions enable you to perform DDE (Dynamic
Data Exchange) with other Windows applications.
g) Engineering: These functions are used to perform engineering
calculations.
h) Information: These functions enable you to get information about the
contents of a cell.
i) Logical: Logical functions can be used to perform logical tests on data.
j) Lookup & Reference: These functions enable you to retrieve specified
data from the worksheet.
k) Text: These functions can be used to manipulate the text data entered in
the worksheet.

Structure of the functions:

=SUM(A2:C3,C5,70)
(=) Equal Sign
(SUM) Function Name
(A2:C3,C5,70) Argument list separated by commas
(a) Insert a Function using Function Wizard
(i) Select cell in which function will be created.
(ii) Click Paste Function button on Standard toolbar. The Paste
Function dialog box appears.
(iii) Select desired category in Function category list, For example,
Statistical.
(iv) Select desired function in Function name list for example
Average then click OK.
(v) Insert cell references or values in Number boxes that appears.
(vi) Click OK when done.
 24

(b) Using Function box of the Formula bar

When we type ‘=’ sign in the active cell, the Name box (to the left of the formula
bar) will change to a Function Box. It displays the name of the last function that
was used. When we click on the Function Box, a drop down list will appear. It
provides us with the list of recently used functions.
If the function of our choice is not in the list, then we can select more functions
option to display the Paste Function dialog box and follow the steps as mention
earelier.
 25

Introduction
Microsoft Power Point is presentation software, that is used to create on screen slide
shows, overhead projector slides, audience handouts and speaker notes.
In power point a presentation can be projected on a big screen with sound system by
attaching your computer to LCD projector.
A Presentation is a collection of slides arranged in sequence manner that entertains,
motivate, convey, persuade or give information.
Presentation is a form of communication, where you get a chance to project your
thoughts and ideas to a group of people.
The basic element of a presentation is the Slide; each Slide in a presentation can
contain text, graphics and other information. Power Point makes it easy to add slides by
providing specialized slide templates including charts, graphs and more. Power Point
gives you all the ingredients you need to create a successful presentation.
When you want to present information to a large audience or even a small group of co-
workers, Power Point is the tool for the job.
Power Point makes the presentation simple by providing the user with built-in-
professional design elements called Autolayouts and Presentation templates.
With Power Point we can make Slides, Audience Handouts, Speaker notes, Outlines
& Overhead Transparencies.
1. Slides
Slides are individual “pages” of a presentation. Slides can have titles, text,
graphs, shapes, clipart, drawn art and visual created using other applications. It
is possible to print slides as black-and-white or colour overhead transparencies
or have 35 mm slides made using a film or service bureau.
2. Handouts
We have the option of providing handouts for our audience. A handout consists
of smaller, printed version of the slides. There can be two, three or six slides per
page. Additional information such as the organisation name, date and page
number can also be printed.
3. Speaker notes
The speaker notes are pages containing explanations for one or more slides of
the presentation. A smaller version of the slide can be added on to the Notes
page. The Speaker notes help the presenter to remember the key points during a
presentation.
4. Outlines
As we are working on a presentation, you have the option of working with our
presentation in outline form. In the outline, your titles and main text appear but
not our art or the text typled with the text tool.
 26

5. Overhead Transparencies
We can create a presentation that uses overhead transparencies by printing our
slides as black-and-white or color transparencies.

Elements of Powerpoint
Mainly used element of powerpoint are:
1. Templates
Templates are readymade formats for slides. A design template consists of
settings of title, subtitle, background of slide, alignment of a text, colors of text a
title etc.
2. Wizards
A wizard is a set of dialog boxes that contain various controls to take input from
user. A wizard uses this information to produce the final output based on the
inputs supplied by the user. In Power point, the auto content wizard is the best
example of wizard.
3. Views
Power point offers many views of the slide. Each of these views is well suited
for a particular task.
4. Color Schemes
A color scheme is a set of colors that decide the color of background text, bullet
and borders etc. When we apply a color scheme, power point automatically
changes the colors of these items of slide.
Features of Power Point
Main features of Powerpoint are:
1. Power Point’s Auto Content Wizards and templates helps in genrating, quick,
easy and eye-catching presentation.
2. Power point help in creating Fact-filled presentation with plenty of graphs and
charts.
3. We can apply various animations and soudn effects alongwith our presentations.
4. We can apply various format settings to the text typed in the slides.
5. The slide transaction feature helps to make the slide show presentations moe
inteesting.
6. We can assemble existing text and graphics from other Microsoft Office
Application.
7. On-line help is available
8. We can create black and white or colored overhead transparencies.
9. Power Point contains many slide views fro various purposes.
10. Power Point supports bullets and numbering for creating lists.
 27

11. Power Point allows you to print handouts of slides.

12. Power Point supports various auto shapes through drawing toolbar.
13. Power Point has a laptop support that disables screen savers and power save
modes while delivering presentations.

Starting Power Point

The steps to Activate Power Point are as follows:
Step 1 : Click on the Start Button.
Step 2 : Click Programs option.
Step 3 : : Click on Microsoft Power Point

A dialog box appears. We can use this dialog box to create or open an existing
presentation. There are three options available for creating a new presentation: Auto
Content Wizard, Design Template and Blank presentation.
1. Autocontent Wizard: The AutoContent wizard tht actually provides help and
ideas in the form of sample text contents, styles, handouts and design.
2. Design Template: A template is a predesigned presentation that we can apply to
the current presentation.
3. Blank Presentation: By default Blank presentation is selected in Power Point
dialog box. This option does nto suggest or design anything for us, rather we
will have to add our own design elements and imaginations using default
settings for text and color.
 28

Create A Blank Presentation

To create a blank presentation, use any one of the following method.
Step 1 : From figure 1.2, Click on Blank Presentation option in the dialog box
and click OK.
Step 2 : New Slide dialog box will open as shown. Powerpoint comes with 24
Autolayout. Select anyone Autolayout by clicking on it.

Step 3 : Finally, click OK. Following screen will appears.

Components of The Power Point Screen:
Power Point screen are:
1. Title Bar: It displays the name of the current presentation. In the active
document the title bar is colored.
2. Menu Bar: It provides access to Power Point commands. These commands
are grouped together in menu, with only the menu name displayed
on the menu bar, To access the command, we must first open the
relevant menu by clicking it. To select a command in the menu,
you must first click it. To close a menu without selecting a
command, you click outside the menu or select another menu.
3. Tool Bar: It contains buttons that provide quick access to commonly used
command.
a) Standard Toolbar: The upper one is the standard toolbar and
contains buttons for typical tasks such as saving,
printing and opening presentation etc.
 29

b) Formatting Toolbar: The lower one is Formatting toolbar and

contains buttons that we use while formatting
presentation.
c) Drawing Toolbar: This makes it easy for you to draw shapes,
create original artwork, add artistic effects to text and
insert clip art on your presentation slides.
4. Status Bar :The left side of the bar displays message about what you are
seeing and doing in Power Point. Normally, it tells you, which slide
you, are working on, or which view mode you are in.
5. View Line: Displays the various viewing options.
 30

Features of MS Access

Microsoft Access is a program that is very useful for those who work with database. It
is because this program can ease them related to database such as creating, editing,
manipulating, etc. Besides that, Microsoft Access also has many features that you can
use. So, you have to understand them one by one. From many features it offers, I will
share the most important features of Microsoft Access that you will often use.

MS Access Table

Table is the main feature offered by Microsoft Access. It functions to save data. For
example, you can save the data of the stored goods. If you do not make table, you
cannot save data. If there is no saved data, the data will not be able to be processed.

Data Entry Features

The first feature offered by Microsoft Access is related to data entry. Rather than you
enter data manually, you can enter data with Microsoft Access faster and more easily.
There are many data entry features offered. For example, you can create table and select
objects more easily. That is why it is considered as one of the most useful Microsoft
Access features.

Import & Export

You can also import data from another source to the table you have created simply.
Then, you can save it later. Besides that, you can also export data from Microsoft
Access with various options of file format. So, you can choose the format that you want
based on your desire.

MS Access Reports

Then, you can also make a report from the table that is selected or other sources of data
with only one click. It is very simple and easy, is not it? You just need to use the icon of
Report Wizard that is available in the toolbar.

MS Access Queries

Queries can be considered as a feature offered by Microsoft Access that functions to

process data in the tables become understandable information. For example, you can
classify the top seller by your customers. It can be based on one table, two tables, or
more. With this feature, you can also show the certain data on a table. Besides, you can
also show data from more than one table as long as the tables are related each other.
Then, you can also operate calculation.

MS Access Forms
 31

Forms also belong to one of the features of MS Access. It functions to represent to the
user or receive input data from the user in the table or query in form of buttons, grids,
etc. From in this program is usually used if you work in master detail transaction.

Access Templates

You can also use Template feature. This feature is very useful to enhance the look. It
also adds the experience in using this program. You can use the templates that are
available in this Microsoft Access or you can also download other templates. Those are
some of the features that you can find when you use Microsoft Access. There are also
some other features. The newer version it is, the more complete the features will be.
Hopefully, those features of Microsoft Access can make you interested in this
program.

Method to open MS Access

This Microsoft Access will show you how to use Microsoft Access to create a simple
database with all the common features such as tables, forms, queries, and macros.

This is for beginners. No prior database knowledge is assumed.

 32

This is a three-part . It consists of the following articles.

Microsoft Access (Part 1): Databases, Tables, & Fields

Here’s what’s included in this article:

 Create a blank database.

 Create a table.
 Add four fields to the table, name/rename them, and set up their data type.

Microsoft Access (Part 2): Design View, Field Properties, & Relationships
Here’s what’s included in this article:

 Design view.
 Add field properties to a field.
 Add two more tables (for the relationship)
 Set up a relationship between three tables.

Microsoft Access (Part 3): Queries, Forms, & Macros

Here’s what’s included in this article:

 Create a query (so you can “search the database”).

 Create a form for data entry.
 Create a macro (so that a multi-step task can be done automatically – at the click of
a button).
 33

About Microsoft Access

Microsoft Access (commonly referred to as “MS Access” or just “Access”) is

a relational database management system (RDBMS). It allows you to create and
maintain relational databases.

Access provides an easy way for non-technical users to start building databases. It also
provides an easy way to create forms for data entry, and reports for emailing and
printing.

Access even provides “wizards” that guide you through some of the most common
tasks.

These features help make Microsoft Access one of the easiest database systems to learn.

Microsoft Access is a Database Management System (DBMS) from Microsoft that

combines the relational Microsoft Jet Database Engine with a graphical user interface
and softwaredevelopment tools. It is a member of the Microsoft Office suite of
applications, included in the professional and higher editions.
 Microsoft Access is just one part of Microsoft’s overall data management
product strategy.
 It stores data in its own format based on the Access Jet Database Engine.
 Like relational databases, Microsoft Access also allows you to link related
information easily. For example, customer and order data. However, Access
2013 also complements other database products because it has several powerful
connectivity features.
 It can also import or link directly to data stored in other applications and
databases.
 As its name implies, Access can work directly with data from other sources,
including many popular PC database programs, with many SQL (Structured
Query Language) databases on the desktop, on servers, on minicomputers, or
on mainframes, and with data stored on Internet or intranet web servers.
 Access can also understand and use a wide variety of other data formats,
including many other database file structures.
 You can export data to and import data from word processing files,
spreadsheets, or database files directly.
 34

 Access can work with most popular databases that support the Open Database
Connectivity (ODBC) standard, including SQL Server, Oracle, and DB2.
 Software developers can use Microsoft Access to develop application software.
Microsoft Access stores information which is called a database. To use MS Access,
you will need to follow these four steps −
 Database Creation − Create your Microsoft Access database and specify what
kind of data you will be storing.
 Data Input − After your database is created, the data of every business day can
be entered into the Access database.
 Query − This is a fancy term to basically describe the process of retrieving
information from the database.
 Report (optional) − Information from the database is organized in a nice
presentation that can be printed in an Access Report.

Architecture
 Access calls anything that can have a name an object. Within an Access desktop
database, the main objects are tables, queries, forms, reports, macros, data
macros, and modules.
 If you have worked with other database systems on desktop computers, you
might have seen the term database used to refer to only those files in which you
store data.
 But, in Access, a desktop database (.accdb) also includes all the major objects
related to the stored data, including objects you define to automate the use of
your data.
Microsoft Access has the look and feel of other Microsoft Office products as far as its
layout and navigational aspects are concerned, but MS Access is a database and, more
specifically, a relational database.
 Before MS Access 2007, the file extension was *.mdb, but in MS Access 2007
the extension has been changed to *.accdb extension.
 Early versions of Access cannot read accdb extensions but MS Access 2007 and
later versions can read and change earlier versions of Access.
 An Access desktop database (.accdb or .mdb) is a fully functional RDBMS.
 It provides all the data definition, data manipulation, and data control features
that you need to manage large volumes of data.
 35

 You can use an Access desktop database (.accdb or .mdb) either as a standalone
RDBMS on a single workstation or in a shared client/server mode across a
network.
 A desktop database can also act as the data source for data displayed on
webpages on your company intranet.
 When you build an application with an Access desktop database, Access is the
RDBMS.

Data Definition
Let us now understand what Data Definition is −
 In document or a spreadsheet, you generally have complete freedom to define
the contents of the document or each cell in the spreadsheet.
 In a document, you can include paragraphs of text, a table, a chart, or multiple
columns of data displayed with multiple fonts.
 In spreadsheet, you can have text data at the top to define a column header for
printing or display, and you might have various numeric formats within the
same column, depending on the function of the row.
 An RDBMS allows you to define the kind of data you have and how the data
should be stored.
 You can also usually define rules that the RDBMS can use to ensure the
integrity of your data.
 For example, a validation rule might ensure that the user can’t accidentally store
alphabetic characters in a field that should contain a number.

Data Manipulation
Working with data in RDBMS is very different from working with data in a word
processing or spreadsheet program.
 In a word processing document, you can include tabular data and perform a
limited set of functions on the data in the document.
 You can also search for text strings in the original document and, with ActiveX
controls, include tables, charts, or pictures from other applications.
 In a spreadsheet, some cells contain functions that determine the result you
want, and in other cells, you enter the data that provides the source information
for the functions.
An RDBMS provides you many ways to work with your data. For example,
 36

 You can search a single table for information or request a complex search
across several related tables.
 You can update a single field or many records with a single command.
 You can write programs that use RDBMS commands to fetch data that you
want to display and allow the user to update the data.
Access uses the powerful SQL database language to process data in your tables. Using
SQL, you can define the set of information that you need to solve a particular problem,
including data from perhaps many tables.

Data Control
Spreadsheets and word processing documents are great for solving single-user
problems, but they are difficult to use when more than one person needs to share the
data.
 When you need to share your information with others, RDBMS gives you the
flexibility to allow multiple users to read or update your data.
 An RDBMS that is designed to allow data sharing also provides features to
ensure that no two people can change the same data at the same time.
 The best systems also allow you to group changes (which is also known as
transaction) so that either all the changes or none of the changes appear in your
data.
 You might also want to be sure that no one else can view any part of the order
until you have entered all of it.
 Because you can share your Access data with other users, you might need to set
some restrictions on what various users are allowed to see or update.
MS Access uses “objects" to help the user list and organize information, as well as
prepare specially designed reports. When you create a database, Access offers you
Tables, Queries, Forms, Reports, Macros, and Modules. Databases in Access are
composed of many objects but the following are the major objects −

 Tables
 Queries
 Forms
 Reports
Together, these objects allow you to enter, store, analyze, and compile your data. Here
is a summary of the major objects in an Access database;
 37

Table
Table is an object that is used to define and store data. When you create a new table,
Access asks you to define fields which is also known as column headings.
 Each field must have a unique name, and data type.
 Tables contain fields or columns that store different kinds of data, such as a
name or an address, and records or rows that collect all the information about a
particular instance of the subject, such as all the information about a customer
or employee etc.
 You can define a primary key, one or more fields that have a unique value for
each record, and one or more indexes on each table to help retrieve your data
more quickly.

Query
An object that provides a custom view of data from one or more tables. Queries are a
way of searching for and compiling data from one or more tables.
 Running a query is like asking a detailed question of your database.
 38

 When you build a query in Access, you are defining specific search conditions
to find exactly the data you want.
 In Access, you can use the graphical query by example facility or you can write
Structured Query Language (SQL) statements to create your queries.
 You can define queries to Select, Update, Insert, or Delete data.
 You can also define queries that create new tables from data in one or more
existing tables.

Form
Form is an object in a desktop database designed primarily for data input or display or
for control of application execution. You use forms to customize the presentation of
data that your application extracts from queries or tables.
 Forms are used for entering, modifying, and viewing records.
 The reason forms are used so often is that they are an easy way to guide people
toward entering data correctly.
 When you enter information into a form in Access, the data goes exactly where
the database designer wants it to go in one or more related tables.
 39

Report
Report is an object in desktop databases designed for formatting, calculating, printing,
and summarizing selected data.
 You can view a report on your screen before you print it.
 If forms are for input purposes, then reports are for output.
 Anything you plan to print deserves a report, whether it is a list of names and
addresses, a financial summary for a period, or a set of mailing labels.
 Reports are useful because they allow you to present components of your
database in an easy-to-read format.
 You can even customize a report's appearance to make it visually appealing.
 Access offers you the ability to create a report from any table or query.
 40

Other MS Access Objects

Let us now take a look at other MS Access objects.

Macro
This object is a structured definition of one or more actions that you want Access to
perform in response to a defined event. An Access Macro is a script for doing some
job. For example, to create a button which opens a report, you could use a macro
which will fire OpenReport action.
 You can include simple conditions in macros to specify when one or more
actions in the macro should be performed or skipped.
 41

 You can use macros to open and execute queries, to open tables, or to print or
view reports.
 You can also run other macros or Visual Basic procedures from within a macro.
 Data macros can be attached directly to table events such as inserting new
records, editing existing records, or deleting records.
 Data macros in web apps can also be stand-alone objects that can be called from
other data macros or macro objects.

Module
Module is an object in desktop databases containing custom procedures that you code
using Visual Basic. Modules provide a more discrete flow of actions and allow you to
trap errors.
 Everything that can be done in a macro can also be done in a module, but you
don't get the macro interface that prompts you what is needed for each action.
 Modules are far more powerful, and are essential if you plan to write code for a
multi-user environment, because macros cannot include error handling.
 Modules can be standalone objects containing functions that can be called from
anywhere in your application, or they can be directly associated with a form or
a report to respond to events on the associated form or report.