PAPER 1

COMPUTER FUNDAMENTALS (RCSA1)

(10*1=10, 5*6=30 AND 5*12=60 TOTAL =100 ) Passing Min = 40
Unit 1
Computer generations-classification and applications-computer organization-block
diagram of a computer –computer memory, input output devices, modem-computer
hardware and software
Unit 2
Computer viruses-operating systems: dos, unixand windows-windows 98, os
requirements, desktop, customization, commands, utilities-computer networks:types
of networks, transmission media and topologies
Unit 3
Introduction to office automation-introduction to ms word – menus of word-creating,
saving, opening and printing documents-editting and formatting a document- finding
and replacing text-spelling check-header and footer –bulletted list , numbered list-
table-mailmerge-macro
Unit 4
Introduction to ms excell - creating, saving, opening and printing workbooks-editting
and formatting a workbook –adding worksheet, rows, columns-entering a data in a
worksheet-formula and function-auto formatting, conditional formatting-dreating
charts-filter, macros and pivot table
Unit 5
Introduction to ms power point-components of power point window creatin
apowerpoint slide-autolayout-different view of a slide-inserting a new slide-inserting
a picture, chart, tableand object-slide transition and animation

PAPER 3
LIST OF PRACTICALS (RCSAL) – Passing Min = 40
MS word
1. Preparing a letter with the formatting tools
2. Header footer, List, find, replace and spell check
3. Table creation
4. Mail merge
MS Excell
1. Preparing a work sheet with the formatting and formula & function
2. Mark sheet and pay bill preparation
3. Drawing graph
MS PowePoint
1. Preparation of slides and apply the animation

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 Certificate course in Computer Science  Punched card was used for input and
Application output
RCSA 1  Understood
programming
the lowest
language
level
(machine
(Computer fundamental) language)
 Very expensive
UNIT - I
 Generated a lot of heat
Computer fundamentals  Processing speed was very slow
Computer Generation, classification and  Size was huge and non – portable
applications. Computer organisation:-  The UNIVAC (universal automatic
Block diagram of Computer calculator) and ENIAC (Electronic
Computer memory - 1/0 Device - Modem numerical integrated automatic
- Computer Hardware & Software. calculator) are examples
2. The second Generation computers
1.1. What is a computer? (1956 – 1965)
A Computer is an electronic machine  Made up of transistors for circuitry.
that can perform a variety of operations  Magnetic cores (Tiny magnetic rings)
(converting the data into information that were used as memory.
is useful to people) in accordance with a set
 Punched card was used for Input and
of instructions called program.
Output.
1.1.1. Characteristics of a computer  Assembly level programming language
Followings are the characteristics of a (in words) was used for programs.
computer  High level programming languages
 Speed - nano seconds for such as COBOL (Common Business
operations Oriented Language), FORTRAN
 Memory - storing a large (Formula Translation) were used for
amount of data programs.
 Reliability - reliable result  The speed of the computer was 10 times
more than that of the first generation
 Programmable - a set of instructions
computers.
for solving a problem
 Become smaller, faster cheaper, more
 Diligence - never becomes tired
energy efficient and more reliable than
 No feeling their first generation computers.
 Automatic  IBM 1401, IBM 7094, CDC 3600, RCA
 Accuracy in result - the calculations 501, UNIVAC 1108 are examples.
are done correctly
i.e. zero error. 3. The Third Generation Computer
(1965 – 1971)
1.2. Computer Generations  IC’s (Integrated Circuits – Transistors
The term computer generation is used were placed on silicon chips called
in relation to the hardware of computer semiconductors) chips were used for
circuitry.
1. The first generation computers
(1940 – 1956)  Magnetic disc was used for memory.
 Made up of vacuum tubes for circuitry  Keyboard was used for Input.
 Magnetic drums were used for memory  Monitor was used for Output.

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 High level programming languages
were used for programs.
 Become smaller, faster, cheaper, more
energy efficient and more reliable than
the second generation computers.
 Examples of computers are ICL 2900,
IBM Series, Honeywell series etc.
4. The fourth generation computers
(1971 – Present)
 The microprocessor (Thousands of IC’s
were built on a single silicon chips -
Intel 4004)
 RAM (Random access memory), ROM
(Read only Memory), HD (Hard Disc),
FD (Floppy Disc), CD (Compact Disc)
etc., are used for memory.
 Keyboard, mouse etc. are used for
Input.
 Monitor, Printer, etc. are used for
output.
 High level programming languages are
used for programs.
 Become smaller, faster, cheaper, more
energy efficient and more powerful than
the third generation computers.
 Examples of computers are IBM series,
Apple series (Macintosh) etc.
5. The fifth generation computers
(Present and beyond)
 Based on AI (Artificial Intelligence)
 Using Magnetic bubble memories.
 Advanced in networking technology.
 Became smaller, faster, cheaper, more
energy efficient and more intelligent
than the fourth generation computers.
 Development of ROBOTs
1.3. Classification of Digital Computers
The computers have been classified
into three categories. These are
1. Analog computers
2. Digital computers
3. Hybrid computers
1. Analog computers
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In analog computers, continuous
quantities (Speed of a car, temperature
in a room) are used. Computations are
carried out with physical quantities such
as voltage, current, temperature, etc.
The devices that measure such
quantities are analog devices (Voltmeter,
ammeter, analog computer).
 An electronic weighing scale is an
example of analog computer.
 Digits and alphabets can not be used
in such computers.
 Very low memory capacity.
 Speed is low.
 Accuracy is poor.
2. Digital Computers
The digital computers work upon
discontinuous data. They convert the data
into binary digits (0 and 1) and all operations
are carried out on these digits.
 Speed is faster than analog computer
 More accurate than analog computer
Digital computers can further classified
into following four types.
a) Micro Computers
b) Mini Computers
c) Main frame Computers
d) Super Computers
a. Microcomputers
 Based on single chip microprocessor
with greater speed
 Became popular in the late 20th century.
 Known as personal computers (PC’s
Single user computer).
 First Microcomputer was built by IBM
 Popularity is the rate at which
improvements are made in its
technology.
 Mainly used in offices, homes, schools,
shops etc.
 IBM PC, Apple MAC are some popular
micro computers
 Desktop Computers, Laptop Computers,  Processing speeds are measured in
Notebook Computers, Palmtop FLOPS (Floating Point Operations Per
computers etc., are microcomputers. Second)
b. Minicomputers  Used in weather forecasting, nuclear
science research, aerodynamic
 Based in multi terminal facilities (only modeling.
one CPU (Central Processing Unit) but
have many Monitors and keyboards  Cost in 15 – 20 million dollar range.
 Multi user computers (many users  Cray XMP/14, PARAM, Anurag are
simultaneously work on the system) examples of super computers.
 More Powerful than micro computers 3. Hybrid computers
in terms of processing power and  Hybrid computers combine the
capabilities. features of analog computer and digital
 Greater storage capacity and computer.
larger memories as compared to  Some calculations take place in analog
microcomputers. manner and rest of them take place in
 PDP-11, VAX 7500, Magnum etc. are digital manner.
examples of mini computers.  Used in a hospital intensive care unit,
c. Mainframe computers the heart beat and temperature of the
patient are measured with the help of
 Designed to handle huge volumes of hybrid computers in analog form then
data and information. the result are to converted into numbers
 Work with more than one micro (digital) and sent to the doctors for
processor at the same time. analysis.
 Support more than hundred users at  Used in space research
same time.
 Size is very large and expensive. 1.4. Applications of computer
 Great Processing speed. The Various applications of computers
in today’s arena.
 Work with more than one microprocessor
at the same time. Business :
 Used in large institutions, Such Sales analysis, payroll calculations,
as governments, banks, and large budgeting, managing employees
corporations. database, maintenance of stocks etc.
 Processing speeds are measured in Education :
MIPS (Million Instruction per Second) Learning through internet and video
 IBM 3090/600, ICL 39, CDC 6600, VAX based classes, research, animated
8842 etc., are examples of mainframe simulations for letter understanding
computers. etc.
Marketing :
d. Super Computers Advertising (Ads) for selling products,
 Called as Maxi computers. online shopping etc.
 Consist of several microprocessors Banking :
running together thereby making them Online accounting facility, instant
immensely faster and powerful. money transfer etc.
 Perform batch processing. Communication :
Convey a massage through E-mail,
Usenet, telnet, video conferencing etc.
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Health Care :
ECG’s, Radio therapy etc.
Military :
Developing missiles, linking
soldiers and commanders through the
satellite, construction of weapons and  Primary memories (internal storage)
controlling their function.
Engineering Design :
Simulation, satellites, Astronomy etc.
1.5. Computer Organization
1.5.1. Block Diagram of a Computer
Block diagram helps to understand the
working of a computer. A Block diagram
represents each part of the computer as a
block
Input unit refers to the input devices
like keyboard, mouse, etc. feed the data
into a CPU (Central Processing Unit)
CPU consists of three sub units
Memory unit is used to store the data
Control unit is used to control (manage)
all the parts and operations.
ALU (Arithmetic Logic Unit) performs
all arithmetical (+, -, *, /) and logical (<, >, Secondary memories (external storage)
=, etc.) operations on input data.
Output Unit refers to the output device like
monitor, printer etc. Display or print the
data from the CPU memory.
1.5.2. Computer Memory
 Computer memory is used to store the 1.5.3.1. Input Devices
data, text, programs, pictures etc.
 The building blocks of the memory unit
are known as flip flops.
 Memories are two categories namely
primary memory (Main memory) and  Keyboard is used to enter data directly
secondary memory (Auxiliary memory)
1.5.2.1. Primary memories:
 Primary memories are used to store the
control programs and act as a temporary
the storage media for application programs
and data.
are classified into two type memory.
RAM (Random Access memory), ROM
(Read only memory)
 RAM is volatile memory as it loses its
contents (data) when power is switched
off or interrupted.
 RAM is also called Read / Write memory,
that is microprocessor can write into or
read from this memory.
 There are two categories of RAM namely
Static RAM (Made up of flip flops
and it stores the bit as voltage) and
Dynamic RAM made up of metal oxide
semiconductor transistor and it stores
the bit as charge
 ROM is non Volatile memory and the
data in it is permanent even if the power
is turned off or interrupted.
 ROM chips contains data or programs
which may be read randomly as
required, but can not written onto.
 There are two categories of ROM namely
Permanent group (Masked ROM,
programmable ROM) PROM and semi
permanent group (Erasable PROM -
EPROM, Electrically EPROM)
1.5.2.2. Secondary memories
are used when large amount of data have
to be permanently stored, is done by using
some storage devices (Hard disc, compact
disc, pen drive etc.)
1.5.3. Input / Output Devices.
 Data and programs are entered into a
computer through the input devices.
 Input devices are keyboard, mouse,
light pen, joystick etc.
into the computer. Keyboard provides
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 different keys to perform various
operations. The keyboard has alpha
numeric keys (0 to 9, A to Z), special
keys (<, >, ?, :, etc) and function keys
(F1 to F12)
 Mouse is an input pointing device that
rolls around on a flat surface (mouse
pad) and control the pointer (arrow). It
is used to select text, access menus etc.
that appear on the screen. The mouse
has either two or three buttons on the
top it.
 The following actions are there in
the mouse clicking, double clicking,
dragging, right clicking.
 There are two types of mouses namely
optical mouse (Built in lamp (LED)
– mouse pointer is moved through
the electric signal from the LED) and
mechanical mouse (There is a small
ball which is touching a smooth pad
when the mouse is moved over the pad,
the rotation of the ball is converted into
electric signal)
1.5.3.2. Output Devices
 Data and instructions are displayed
or printed by computer through the
output devices.
 Output devices are monitor, printer
etc.
 Monitors provide a visual display of
data.
 Two basic types of monitors are CRT
(Cathode Ray Tube) and flat panel
Liquid Crystal Display (LCD)
 The smallest phosphor dots that can be
displayed on a screen is called pixel. The
number of pixels that can be displayed
gives the resolution of the monitor.
 Size of the screen may be 14, 17, 19
or 25 inches. Screen can display 25
lines and each line consists of 80’s
characters.
 Data can be printed on a paper using
Printers.
 Printers can be classified into impact
Printers and Non- Impact Printers
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 Impact Printers are dot matrix printer
(Print a character at a time), line printer
(Print a line at a time) etc.
 Non-impact Printers are laser printers
(Print a page at a time), Inkjet Printer
(Print a page at a time) etc.
1.5.3. MODEM
 MODEM stands for modulator and
demodulator.
 Used for encoding as well as decoding in
data transmission that convert digital
signal to analog signal and vice versa.
 Used for internet
 Two types namely inbuilt modem and
external modem
 Modem communication is full duplex
(Data can travel in both directions at
the same time) or half – duplex (Data
can travel in both direction but only
one direction at a time.
 Below figure shows how computers
communicate through modems and a
telephone or mobile connection.
1.5.4. Hardware and Software
The manufacturing of a computer is
done in two phases namely hardware and
software.
1.5.4.1. Hardware
 The Physical components of a computer
system is called hardware.
 Some example of computer hardware
include keyboard, mouse, monitor,
printer, mother board etc.
 Study and analysis the physical
components of a computer.
 Correct the problems in care of improper Anti Virus is a special kind of a software
functioning of the physical components program that detects and remove the virus.
of the computer. (e.g.: K7) from the computer system.
1.5.4.2. Software 2.2. Operating system (OS)
 A set of programs (Program – set of Operating system is an integrated set
statements) written for a computer to of programs that controls, supervises and
perform a specific task is called software supports a computer system. OS acts like
 Software is classified into two categories a bridge between the Hardware and user.
namely system software and application OS’s are under system software.
software. When computer is switched on, the
 System Software is required to activate OS should be first loaded. Then only we
computer hardware. System software can operate the computer. Some of the
includes operating system. (DOS, Unix, Operating systems are DOS, Unix, Windows
Windows etc.) etc.
 Application software is prepared to do 2.2.1. DOS (Disk Operating System)
a specific task such as word processing  Microsoft corporation designed (year
(MS Word), Spread Sheet (MS Excel), 1980) this operating system for using
Presentation (MS PowerPoint), in personal computers.
Programming languages (C++) etc.
 Very easy to study and also very simple.
UNIT - II  Structure of DOS is BIOS (Basic Input
and Output System), Kernel (Hardware)
Computer viruses – operating system and Shell (Command.com)
: DOS, UNIX and Windows 98, OS
 In DOS there are two types of commands
requirements, Desktop, customisation,
namely internal commands and
cornmands and utilities
external commands.
Computer Network :
 Internal commands are available in
Types of network – transmission media ‘‘command.com’’ file.
and topologies.
 Some internal commands are MD, CD,
RD, Dir, copy, type etc.
2.1. Computer Viruses
Examples
 Virus is a set of instructions or codes
designed specially to affect the normal C:\>Dir 8
functioning of a computer hardware C:\>MD tdmns 8 (Make a new directory)
and software. C:\>CD tdmns 8 (Change the directory)
 Viruses are classified into the following C:\tdmns>CD\ 8
types. C:\>RD tdmns 8 (Remove the directory)
File Virus:  The external commands are available
File doubles in DOS disk or hard disk.
Boot Virus:  Some external commands are format,
Infect the disk boot section chkdsk, backup, restore, etc.
Macro Virus: Examples
Infect the document on popular C:\>format A: 8
software C:\>chkdsk A: 8 (Check disk)
Network Virus: C:\>backup C: A: 8
Use protocols or email spread that is C:\>restore A: C: 8
disturb the computer.
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2.2.2. Unix operating system  Below screen is desktop.
 Unix is a multi user, multi tasking
operating system from AT & T (Advanced
Technology and Technology) that runs
from micro computer to main frame
computer.
 Unix was written in the ‘C’ programming
language.
 Structure of Unix operating system is
root, bin, dev, home, usr, etc.
 Some Unix commands are passwd, ls,
mkdir, chdir, rmdir, man, who etc.
Examples
$ passwd 8 (Password)
 The small pictures with labels on the
$ ls 8 (List) desktop are called as icons. These
$ mkdir tdmns 8 (Make a directory) small images represent a file, folder or
$ chdir tdmns 8 (Change a directory) an application. To open a file, folder or
$ rmdin tdmns 8 (Remove a directory) an application a double click is made
$ man 8 on the icon.
$ who 8  Icons are My Computer, My Document,
Internet Explorer, Recycle Bin, etc.
2.2.3. Windows 98 Operating System  The narrow band at the bottom of the
 In 1998, Microsoft released Windows screen is called the taskbar.
98 operating system (GUI – Graphical  The taskbar has ‘Start’ menu at the left,
user interface). active program bottoms, icon for quick
 Windows 98 to be an update to Windows access to programs and the system tray
95. (Current date and time) on the right.
 Windows 98 is the inclusion of the  The ‘Start’ menu button helps to start
internet explorer web browser. application.
 Windows 98 support USB drive, DVD,  Click the start button, a popup menu
etc. (Set of applications
– commands)
2.2.3.1. Windows 98 OS requirements
appears and select
The hardware requirements of Windows the desired
98 are application using
 Minimum Pentium microprocessor mouse.
 Minimum 16 MB of Ram Example :
 Minimum 40 MB hard disk and higher 1. Start → Program
free hard disk space → MS Office → MS
 VGA or higher resolution display Word
2. Start → Shutdown
2.2.3.2. Desktop
→ Shutdown → Yes
 The opening screen of windows 98 is
Popup menu of
called desktop.
‘Start’ button is
 It is a large area that gets loaded once
the computer is switched on. 2.2.3.3. Customisation

8
 Customisation is to modify the settings Start → Settings → Control Panel →
and change the desktop look. Some Display → Screen Saver → Select a screen
customisation are saver → Settings → Set the time in wait box
a) Change the background of the desktop → Apply → Ok
b) Change the screensaver. Procedure:
1. Choose Start → Settings → Control
a) Change the background of the Panel
desktop
2. In the control panel Display. it display
Commands: the Display Properties Windows
Start → settings → control panel → display 3. Click Screen Saver
→ background → select background picture
→ apply → ok 4. Choose a screen saver
Procedure: 5. Click Settings to customize the screen
saver
1. Choose Start → settings → control
panel 6. Set the number of minutes in Wait box
2. In the Control Panel Choose Display. 7. Click Apply button
It displays the Display Properties 8. Click Ok button to accept the changes
window. and close the dialogue box

2.2.3.4. Commands and utilities

I. Commands :
A command is an instruction given by
a user telling computer to do do something
such run a single program
 Click Start button. It displays the start
menu (set of commands)

3. Click Background
4. Choose the background picture (e.g.
Wallpaper)
5. Click Apply button.
6. Click OK button to accept the changes
and close the dialogue box
b) Change the screen saver
commands:

9
 Select Programs command. It displays
the submenu program of main menu
start.
 In the desktop press the right button
of the mouse and pull down menu is
displayed.
II. Utilities
A utility is a small program that provides
an addition to the capabilities provided by
operating system.
System utilities, fill management,
storage device management, are the types
of utilities. Some utilities of windows 98
a) Change the date and time.
b) Use Calculator
c) Use Notepad
a) Change the date and time
Commands:
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Start → Settings → Control Panel →
Date/Time → set current date and time →
Apply → Ok
Change the date and time settings
follow the following steps.
Procedure:
1. Choose Start → Settings → Control
Panel
2. In the control panel choose Date /
Time. It displays date/time properties
window.
3. Set the current date and time.
4. Click Apply button
5. Click Ok button to accept the changes
and close the window.
b) Use calculator
Commands
Start → Programs → Accessories
→ Calculator → use operators and the
numbers for the calculations.
Procedure:
1. Choose Start → Program →
Accessories.
2. In accessories choose Calculators. It
displays the calculator window.
3. Use operators and the numbers for the
calculation and press = operator
4. Click X (close) button
 Networks are divided into different
kinds on the basis of their size. The following
network classification are commonly used.
1. LAN
2. WAN
3. MAN
4. Intranet
5. Internet
1. LAN (Local Area Network)
A LAN is group of computers and
associated device that share a common
communication line and typically share
the resources of a single microprocessor
or server with in a small area (for example
within an office)
2. WAN (Wide Area Network)
c) Use notepad A WAN is group of computers in a wide
Commands geographical area are metro connected
Start → Program → Accessories → (larger than LAN). Earlier telephone
Notepad → Type the text → Save the text → cable was used in metro connected and
Exit from the Notepad now a days, WAN networks use satellite
Procedure technology.
1. Choose Start → Program → 3. MAN (Metropolitan Area Network)
Accessories An intermediate form of network
2. In accessories choose Notepad. It (between LAN and WAN) in terms of
displays notepad window. geography (metropolitan area) is a MAN.
4. Intranet
Internet is based open internet
technology in particular www to build
information system with in the country or
organization.
5. Internet
The internet is a world wide
interconnection of many different computers
and networks (network of networks). The
3. Type the text internet was originally developed by the
4. Click File → Save for save the text department of defence and national science
foundation.
5. Click file → Exit
2.3.2. Transmission media
2.3. Computer network In every computer network the
Computer network is a set of transmission media to carry data in the
interconnected autonomous computers to form of signals between the computers.
communicate with one other. Transmission media are twisted pair,
coaxial cable, fiber optic cable, microwave
2.3.1. Types of network
and satellite communication.
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a) Twisted pair wiring : used for home
and office telephone system.
b) Coaxial cable : long used cabling for
terminal and computer.
c) Fiber optical cable : light as the
communication medium data is more
secured.
d) Microwave : alternate to cable solutions
line of sight between directional
parabolic antennas.
e) Satellite : Wireless receiver /
transmitter that is launched by a rocket
and placed in orbit around the earth
transmission quality and reliable.
2.3.3. Topologies c) Ring network topology
A topology is the layout of the network All computers are connected to a
(arrangements of computers). The most common cable and the cable start
common topologies are Bus topology, Star and ends at the network server.
topology, Ring topology and Mesh topology Communication are always in one
direction
a) Bus network topology
Connects all the computers to a
common straight cable. Failure of one
or more computers does not affect bus.

b) Star Network Topology

Each computer is connected
directly to the control computer. d) Mesh topology
All communications between the
Point to point connection between every
computers have to pass through the
computer in the network.
central computer.

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UNIT - 3
Introduction to office automation
Introduction to MS word
Creating, saving, opening and printing
documents - editing and formatting a
document – finding, replacing text and
spelling check – header, footer, bullet list
and number list - table - mail merge –
macros.
on documents. Earlier we were using
typewriters for this purpose. Now computers
have almost replaced the typewriters. The
advantage of using a computer over a
typewriter is that mistakes can be easily
corrected and better formatting can be
done. Every MS word document is saved
with the extension of .doc
To start MS word
Commands
Start → program → MS office → MS word
Procedure
1. Click on the start button in the taskbar
2. Choose programs → MS office
3. Click MS Word command. It displays
MS word window (opening screen of MS
word)

3. Introduction to office automation

MS office consists of several applications.
These applications are grouped together
into an integrated environment in which
one can do several things. Below are some
of the MS office functions.
1. Create documents using MS word.
2. Create worksheet using MS Excel. Title bar
3. Create presentation using MS The title bar contains the name of the
PowerPoint etc. document and three control buttons namely
minimize, maximize and close buttons.
To start MS office
1. On the taskbar of desktop click the Menu bar
start button. The menu bar displays the various
2. Choose programs → MS office menus (File, Edit, View, Insert, Format,
Tools, Table, Help) containing list of options
3. Click by MS office program (application)
which can be used.
that we want to start
Toolbar
3.1. Introduction to MS word
The toolbar contains various icons
MS word is application developed for
(tools) which are shortcut for frequently
the purpose of text processing. The text
used menu options. Some of the frequently
word processing helps the user to create,
used tools bars are standard toolbar (New,
edit, table and perform various operation
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Open, Save, Exit etc.), format toolbar (Bold,
Italic, Underline, Font etc.) and drawing
toolbar (Word art, text color, square, arrow,
etc.). To show or hide a toolbar click view →
toolbars.
Scroll bars
Scroll bars help us to view the text
which is not currently visible by clicking
and dragging the mouse over the scroll bar.
Two types of scroll bars like vertical scroll
bar and horizontal scroll bar
Status bar
Procedure
Status bar is displayed at the bottom of
the MS word window. It shows details like 1. Click File
page number, cursor position etc. 2. Click New. It displays new dialogue
box.
Ruler line (bar)
3. Choose Blank document and click ok
The ruler bar contains information button. New blank document appears
about the margins, the tab stops and on the screen.
indentation.
4. The text of the document can be typed
Document work area in big blank area of the screen.
The large rectangular white area seen 3.3. Savings and closing the document
at the middle is called work area. We can
After the text is typed, it can be saved
type our text in this place. The blinking
for our future use.
vertical small line is called cursor.
We can save the document in different
Working with MS word ways.
What is document? The files that we 1. File → Save or Save as → type the file
create in MS word are called as document. name → Save
A file can contain text, pictures, tables etc. 2. Press Ctrl + S
3.2. Creating a New document to enter 3. Click Save icon on the standard toolbar
the text
A new document can be created in one
of the two ways for entering text.
1. File → New → Blank Document → Ok
→ Type the text
2. By clicking the New icon from the
standard toolbar

Procedure
1. Creating a new document for entering
text or open an existing document for
appending text.
2. Click File

14
3. Click Save. It displays save dialogue 1. File → Print → Ok
box. 2. Click Print icon from the standard
4. Type a suitable name for the file in the toolbar
file name column.
5. Click Save Button. Then document is
now saved and a file name appears in
the title bar.
6. Click File
7. Click Close
Note 1: MS Word file name syntax is File
name.doc (e.g. TDMNS.doc)
Note 2: Save as is Save same document in
another file name.
3.4. Opening a Document
An existing document can be opened
again for making changes. It can be done in Procedure
one of the following ways.
1. Creating a new document for entering
1. File → Open → Choose the file name text or open and existing document
→ Open
2. Click File
2. Click Open icon from the standard tool
3. Click Print. The print dialogue box is
bar
displayed on the screen.
3. Ctrl + O
4. Select a range and number of copies.
5. Click Ok. The text is printed in the
printer paper when the printer is on.
3.6. Editing text
The word editing means adding new
text, deleting text and making changes in
the existing text.
3.6.1. Moving around the document
 To move the insertion point to anywhere
in the document either the mouse or
the keyboard can be used.
Procedure
 To move the insertion point with the
1. Click File.
mouse, the mouse pointer is moved to
2. Click Open. The open dialogue box is the required place and the mouse left
displayed on the screen. button is clicked.
3. Select the file or type the file name in  To move the insertion point with the
the file name column. keyboard the arrow keys and other key
4. Click Open the file is open and the text combination can be used.
is displayed.
3.6.2. Adding or inserting new text
3.5. Printing a document To add text the insertion point is placed
An existing document or current new where the new text is to start and the text is
document can be printed in the paper in typed. The new text will be inserted and the
one of the following ways. existing text would move to the right.
15
3.6.3. Selecting text 1. Ctrl + X → to cut
 To copy or to move the text in other 2. Ctrl + V → to paste
place, first the text has to be selected.
3.6.4.2. Copying the text (copy operation)
 Selecting text can be done in two ways.
The copy operation copies the selected
1. Using mouse text to other location the selected text is not
2. Using keyboard deleted from the original position.
 To select text using mouse
Commands
1. Insertion point is moved to the start
of the text to be selected. 1. Edit → Copy
2. The left mouse button should be 2. Edit → Paste
clicked, held down and dragged Procedure
arrows the text to be selected. 1. The text to be copied to new location is
3. The mouse left button is released selected.
 To select text using keyboard 2. Choose Edit
1. Insertion point is moved to the start 3. Click Copy
of text to be selected. 4. The insertion point is moved to the place
2. The Shift key is pressed and the where text is to be copied (pasted).
arrow keys are used to move arrows 5. Choose Edit
the required text.
6. Click Paste. The selected text is copied
3. The shift key is released, the text is (pasted) in the new location.
selected.
Shortcut keys
3.6.4. Edit menu commands
1. Ctrl + C → to copy
Edit menu consists the following
2. Ctrl + V → to paste
commands undo, redo, cut, copy, paste,
select all, find, replace, go to, etc. 3.6.4.3. Undo and redo operations
3.6.4.1. Moving the text (cut operation) Undo means removing the last action.
The cut operation moves the selected Commands
text to other location. I’s the text is deleted Edit → undo
from the original position.
or
Commands Click Undo button on the standard toolbar
1. Edit → cut Redo means erase the undo action.
2. Edit → paste
Commands
Procedure Edit → redo
1. The text to be moved to new location is Or
collected. Click Redo button on the standard toolbar
2. Choose Edit.
3.6.4.4. Select all
3. Click Cut. The selected text is deleted.
 To copy or to move the entire text in
4. Insertion point is moved to the place
other place, first the entire text has to
where the text is to be pasted (moved).
be selected.
5. Choose Edit
 Selecting entire text can be done in the
6. Click Paste. The selected text is moved following commands.
or pasted in the new location.
Edit → select all (Ctrl + A)
Shortcut keys
16
 Using cut operation or copy operation. 5. Type the replacement word to be
replaced in replace with dialog box.
3.6.4.5. Finding text
6. Click Replace button to replace the
To search the words in a text document word. The word is replaced.
Commands 7. To skip the Replaced text and to
Edit → find continue the search and replace click
replace button.
Procedure 8. Replace all of the text with what we
1. Open an existing document entered in the Replace with box click
2. Choose Edit Replace all button.
3. Click Find. The find & replace dialogue 3.7. Formatting a document
box appears
 Formatting helps to make the document
4. Type the text to be search in the find more readable and attractive.
what text box.
 Bold, Italic, Underline, Font type,
5. Click find next button. The text is Size, etc. are the most common types
found. of text formatting.
6. To skip the found text and to continue  All the formatting options are available
the search click find next again. under format menu.
7. Click close (X) button  Format menu consists the following
3.6.4.6. Finding and replacing text commands (options) font, paragraph,
To search for and to replace words in a bullets, numbering etc.
text document.  Before these options (commands) can
be used, the text on which they are to
Commands be used has to be selected.
Edit → replace
3.7.1. Font Operation
Procedure Font operations are Bold, Italic,
1. Open an existing document underline, font name, font type, font size,
2. Click Edit color, font effects etc.
3. Click Replace. The Find & Replace Once the desired portion of the text
dialog box appears. is selected then depending on the need
using icons (B, I, U etc.) available in the
formatting toolbar, font formatting is line.
Commands
Format → Font

Procedure
1. Open an existing document or current
new document.
2. Select the text.
3. Choose Format
4. Click Font. The font dialog box appears.

4. Type the text to be searched in the find

what box.
17

5. Apply the font options.
6. Click OK. The document is formatted.
3.7.2. Bulleted list and numbered list.
Bullets and numbers are used to list
the important points and messages. It can
be done in one of the following ways.
1. Format → bullets and number
2. The fastest way is click bulleted list or 3.8. Spelling check
numbered list icon on the formatting After typing document we should check
toolbar.
Example for bulleted list.
 MS Word
 MS Excel
 MS PowerPoint
Example for Numbered list.
1) MS Word
2) MS Excel
3) MS PowerPoint
3.7.2.1. Creating a bulleted list
Commands
Format → Bullets and Numbering →
Bullets → Select the model → OK
Procedure
18
1. Create a new document.
2. Choose Format menu.
3. Click Bullets and Numbering
command. The bullets and numbering
dialog box appears.
4. Choose Bulleted or Numbered
5. Select a bullet model or Number model
6. Click ok
7. Type the first entry and press entry
key. This will create a new bullet on the
text line for the new entry and so on.
8. Continue typing entries and press enter
twice to end the list.
the document for spelling mistakes. MS
word has an inbuilt dictionary using which
the spellings, are checked and corrected.
Spell check can be done in two ways.
1. While typing text
2. After typing text
1. While typing text
As we type, whenever we commit
spelling mistakes they are underlined in
red color. The mistakes can be corrected
easily in two ways.
a) Delete the wrong spelled word using
the delete key and type the word with
correct spelling.
b) When we right click on the spelling
mistake word a pop-up menu is
 displayed, which displays a list of all button to correct all occurrences of
suggestions from which we can choose the word in the document). Skip the
a correct spelling word and replace it. next misspelled word and so on.
2. After typing text 8. At last the below sentanse is displayed
spell check is finished
To do spell checking for the entire
document press F7 key or spelling check 9. Click OK
icon on the formatting toolbar or tools 10. Click close (X) button
→ spelling and grammar which starts 3.9. Header and footer
spell checking from the beginning of the
document. Whenever a spelling mistake or Header is an area at the top of page and
grammar mistake is found, the spelling and footer is an area at the bottom of the page.
grammar dialogue box is displayed from A header is a text box that is added to the
which we can correct the mistakes. top margin of every page. It may contain a
document title. A footer is also a text box
Commands that is added to the bottom margin of every
Tools → spelling and grammar page. It may contain a page number.
Commands
Procedure
1. Open the existing document or create a View → Header & Footer
new document. Procedure
2. Choose tools 1. Open an existing document or create a
3. Click spelling and grammar new document.
4. The spelling and grammar dialog box 2. Choose View
appears on the screen fig 3. Click Header and Footer command. It
displays header box with header and
footer toolbar.

5. ‘‘Not in dictionary’’ text area displays

the misspelled word and the ‘suggestion
list’ displays the alternative correct
spelling words. 4. Type the text or insert a page number
6. To skip this occurrence but stop on the with the help of header and footer
next word one. Ignore button is clicked. toolbar.
To skip all occurrence ignore all button 5. Click switch between header and
is clicked. footer tool icon in the header and footer
7. If the word is spelled incorrectly, tool bar. It displays the footer box.
choose one of the suggested correct 6. Click insert page number icon in the
spellings in the suggestion box and header and footer toolbar to set the
click the change button (click change page number.
19
7. Click close button in the header and separate file). For every address, a separate
footer tool bar. Header and footer is file is created with the single letter file and
added generate the required number of copies
automatically.
3.10. Table
Table is set of rows and columns. Blocks Commands
at the intersection of rows and columns are Tools → letters & mailing mail merge
cells. Mail merge tool bar
Commands Example
Table → Insert → Table
Main Document
From
TDMNS College
T. Kallikulam
To
<<Name>>
<<Street>>
<<City>>
Greetings
Wish you happy new year 2021
Balamurugan
Non Document
Raj, Kamarajar Street, Vallioor
Kumar, Main Road, Panagudi
Rani, Matha Street, Kallikulam
Table menu Merged Document (Result)
Table, Draw Table, Insert, Delete, etc. 1) From
Procedure TDMNS Collge,
1. Create a new document T. Kallikulam
2. Choose table To
3. Click insert Raj
4. Click table. Table dialog box appears Kamarajar Street,
on the screen.
Vallioor.
5. Set no of columns and no. of rows.
Greetings
6. Click auto fixed radio button
Wish you happy new year 2021
7. Click OK. It displays empty table
Principal
8. Type the data in the cells of the table.
2) From
9. Save the table
TDMNS Collge,
3.11. Mail merge T. Kallikulam
Mail merge is a popular tool used in MS To
word, which is used to merge a single letter Kumar
(Document) with many addresses (Non
Main Road,
document). (Various addresses stored in a
Panagudi.
20
 Greetings 3.12. Macro
Wish you happy new year 2021  A macro is a series of commands under
Principal a single command to accomplish a task
3) From automatically at a later time.
TDMNS Collge,  Macros are great for reducing the
amount of work.
T. Kallikulam
To Create a macro in MS word
Rani Commands
Matha Street, Tools → Macro → New Macro
Kallikulam
Procedure
Greetings
1. Create a new document and type the
Wish you happy new year 2021 text.
Principal 2. Click tools tab in the menu bar.
Procedure 3. Click macro option.
1. Create a new document. 4. Click recard new macro option.
2. Choose tools 5. Type macro name in the macro name
3. Click letters & mailing box
4. Click mail merge. It displays mail 6. Click Ok
merge tool bar and mail merge dialog 7. Apply the formatting tools (Bold, Italic)
box. 8. Tools → macro → stop recording
5. Select letter radio button 9. cursor moves to the next location
6. Click next button 10. Tools → Macro → New Macro
7. Select use current document radio 11. select macro name
button 12. Click run.
8. Click next button
9. Select type new list radio button UNIT – IV
10. Click create button. It displays new
address list window. Introduction to MS Excel
11. Click customize command Creating, saving, operating and
12. Remove all the existing fields printing work books - editing and number
13. Adding the new fields (name, street, formatting a workbook - adding Worksheet,
city) rows columns and resizing rows and
columns entering data in a worksheet -
14. Adding the records formula and function - auto formatting,
15. Saving the records conditional formatting - creating charts –
16. Type the main document filter - macro - pivot table
17. In the mail merge toolbar click. Insert
the merge fields tool into the address 4.1. Introduction to MS Excel
area of the main document. MS Excel is application developed for
18. In the mail merge toolbar click merge to the purpose of data processing. Excel is a
new document icon. Main document replacement for an accountant’s columnar
and non document are merged. pad and a calculator. The features of MS
19. Save the merged document Excel includes.
20. Close the document.
21
 V ery powerful calculating features with
the ability to work with both numbers
and text.
 Very user friendly common operations
such as cut, copy and paste can be
easily performed.
 Number of database functions etc.
Excel files are called as work books
which consists of many worksheets (spread
sheets). A worksheet is a collection of rows
and columns that are displayed on screen
in a scrollable window. There are 65536
rows and 256 columns. Rows numbered
from 1 to 65536 columns are named from
Standard and formatting toolbar
A to IV.
This toolbar contains various icons
The intersection of a row and column
(tools) which are short cut for frequently
is called as a cell. Every cell is identified
used menu options. Some of the frequently
by unique cell address. Which includes
used tools of standard and formatted
the column alphabet with the row number
toolbar are new, open, cut, copy, save,
(example A5 or H65) total number of cell
bold, italic, etc.
65536 x 256.
The cell which is currently in use is Formula bar
shown with thick rectangular box, this Formula bar displays the current
called as the active cell. Cells can contain cell and its contents (data, text, formula,
text, number, functions or formulas. Every function). It also has a few more shortcut
work book is saved with the extension of icons.
Excel (File name .xls).
Column and row headings
To Start MS Excel Below the formula bar are the column
Commands headings of the worksheet. Next to it are
Start → Program → MS Office → MS Excel the row headings. The work area is in the
middle of the window.
Produce
1. Click on the Start button into a taskbar. Scrollbars
2. Choose Programs → MS Office Scroll bars help us to view the column
and rows which are not currently visible
3. Click MS Excel command. The opening
by clicking and dragging the mouse over
screen of MS Excel (MS Excel window)
the scroll bar. Two types of scroll bars
is displayed on the screen.
like horizontal scrollbar with remaining
Title bar worksheets and vertical scrollbar
The title bar contains the name of the Status bar
workbook and three control buttons namely
Status bar is displayed at the bottom
minimize, maximize and close button.
of MS Excel window. It shows details like
Menu bar ready. etc.
The menu bar displays the various 4.2. Creating a new workbook
means (File, Edit, View, Insert, Format,
A new book is created by the following
Tools, Data, Window, Help) containing list
commands
of options which can be used.
22
 File → New → Blank workbook → Ok 2. Click Open. The open dialog box is
type the data displayed on the screen.
Procedures 3. Select the file or type the filename in
the filename column.
1. Click File
4. Click Open. The file is opened and the
2. Click New. It displays new dialogue box worksheet is displayed.
3. Choose Blank workbook
4. Click Ok button. New blank workbook 4.5. Printing a workbook
appears on the screen. To print the worksheet use the following
5. The data of the workbook can be typed commands
in big blank area of the worksheet. File → Print → Ok

4.3. Saving and closing the workbook Procedure

After the data is typed, it can be 1. Open an existing workbook or create a
saved for our future use. We can save the new workbook for entering the data.
workbook with the following commands 2. Click File
File → save or save as → type the file 3. Click Print. The print dialog box
name → save appears as shown below
Procedure 4. Select a print range (selection)
1. Create a new workbook for entering the 5. Click Ok. That selected area in a
data or open an existing workbook for worksheet is printed.
appending the data 4.6. Editing the data in the worksheet
2. Click the File The word editing means adding new
3. Click Save. It displays save dialog box. data, deleting data and making change in
4. Type a suitable name for the file in the the existing data.
filename column 4.6.1. Moving around the workbook
5. Click Save button. The workbook is  Use the mouse to select a cell we want
now saved and file name appears in the to begin adding data.
title bar.
 Use the keyboard strokes listed in the
6. Click File table below to move through the cells of
7. Click Close a worksheet.
Note 1: MS Excel file name syntax is
filename.xls (e.g. tdmns.xls) 4.6.2. Selecting cells
Note 2: Save as command is save same Before a cell can be modified or
workbook in another file another file formatted, it must first be selected. Refer
name. the below table for selecting group of cells.

4.4. Opening a workbook 4.6.3. Moving and copying cells

An existing workbook can be opened Moving cells
again for making changes. It can be done in The cut operation moves the selected
the following commands cell contents to other location.
File → Open → Choose the filename → Commands
Open Edit → Cut
Procedure Edit → Paste
1. Click File Procedure

23
1. The data to be moved to new location is
selected.
2. Choose Edit
3. Click Cut. The selected data (cells) is 4.7. Formatting the data in the workbook
deleted.
4. Move the active cell to new location
where the data is to be pasted.
5. Choose Edit
6. Click Paste. The selected data is moved
in the new location.
Copying cells
The copy operation copies the selected
data (cells) to other location. i.e.: the
selected data is not deleted from the original Number formatting
position.
Commands
Edit → copy
Edit → Paste
Procedure
1. The data to be copied to new location is
selected.
2. Choose Edit
3. Click Copy
4. Move the active cell to new location
where the data is to be pasted.
5. Choose Edit
6. Click paste data is copied in new
location
4.6.4. Editing the data in the worksheet
 To edit the data present in a worksheet
 Open an existing worksheet
 Move the cursor to the cell which we
want to edit. Note that the contents of
the cell are displayed on the formula
bar.
 We can edit the content in the following
two ways.
1. Type in the new data. The new data
will overwrite the old contents of
the cell.
2. Click on the formula bar with the
mouse press the F2 function key or
double click on the cell. A vertical
cursor appears on the formula bar.
Move the cursor to the left using
left Arrow key or backspace key
and Edit the data. 
 The contents (data) of a highlighted
(selected) cell can be formatted through
the formatting toolbar.
 If this toolbar is not already visible on
the screen select View → Toolbar →
formatting
 Apply the formatting tools (B, I, U, Font,
Alignment, etc.) on the highlighted
cells. 
The format menu can also be used to
format cells.
Commands
Format → Cells → Number
Procedure
1. Open an existing worksheet
2. Select the contents (cells)
3. Click Format
4. Click Cells. The format cell dialog box
appears.
Tabs at the top of the dialog box can
be used to choose the type of cell attribute
(number, font, etc.) we want to use. For
example number attribute
5. Click Numbers
24
6. Select any one category of category
(number, present, currency, date,
time, etc.)
7. Click Ok. Contents are number
formatted
4.8. Changing column with (resizing 2. Click Insert.
columns)
To change the column width, select the
column whose width we want to change.  4. Type the data
Commands
Format → column → width
Procedure
1. Open an existing workbook or create a
new workbook
2. Select a column whose width we want
to change 
3. Click Format
4. Click Column
5. Click Width. The column width dialogue
box appears.  4. Click Rows. A new row is inserted in
6. Type the new column width
7. Click Ok. The column width is changed
Note: default column width is 8.43
4.9. Changing row height (resize rows)
To change the row height, select the
row whose height we want to change  4.12. Adding columns
Commands
Format → row → height
Procedure
1. Open an existing workbook or create
new workbook
2. Select a row whose height we want to
change.
3. Click format
4. Click row
5. Click height. It displays row height
dialog box  For example to insert a new column
6. Type the new row height
7. Click Ok. The row height is changed
Note: Default row height is 12.7
4.10. Adding (inserting new) worksheet
Add (insert) a new worksheet to a
workbook by selecting insert → worksheet
from the menu bar
Procedure
1. Open an existing workbook
3. Click worksheet. A new worksheet is
inserted in the current workbook 
5. Save the workbook 
4.11. Adding rows 
To add (insert) new a row in a worksheet
by selecting
Insert → Rows from the menu bar
Procedure
1. Open an existing workbook
2. Select the row where we want to insert
3. Click Insert.
a worksheet. For example to insert a
new row between rows 4 and 5 in a
worksheet select the row 5 and use the
commands (insert → rows) 
5. Type the data
6. Save the worksheet
To add (insert) a new column in
worksheet by selecting.
Insert → columns from the menu bar
Procedure
1. Open an existing workbook
2. Select the column where we want to
insert
3. Click Insert.
4. Click columns. A new column is
inserted in the worksheet.
between E and F in the worksheet select
the column F and use the above commands 
5. Type the data
6. Save the workbook
25
Note: To delete an entire row or column by
selecting edit → delete cells  placed in between.
Procedure
1. Open an existing workbook
2. Select the rows are columns
3. Choose Edit.
4. Click Delete cells. The delete cells
dialog box will display
5. Select delete entire row(s) or delete
entire column(s)  formula bar.
6. Click Ok. Will delete the row or column 
4.13. Entering data in a worksheet
 The data in a worksheet has to be
entered one cell at a time. The arrow
keys are used to move from one cell to
another. The tab key or the mouse can
also be used for the same purpose.
 All text data are called table. Enter the
text data in a cell from left to right.
 Enter the number in a cell from right to
left.
 Enter the formula or function in a cell
from left to right
 If a number is long Excel displays the
information in scientific form or #sign
in the cell
 If a label is too long Excel displays the
long text take with the next cells in the
cell.
4.14. Formula and functions
 An important feature of a worksheet
program (Excel) allows create
mathematical formula and execute
functions.
 Functions are prewritten program
segments (in-built). Each function
performs definite task and gives a
single value as output.
4.14.1. Formulas
 Formulas are entered in the worksheet
cell (formula bar) and must begin with
equal sign (‘‘=’’).
 The formula includes the addresses
of the cells whose values will be
26
manipulated with appropriate operator
Example
= (B2 * C2)
Syntax
= expression
 After the formula is typed into the cell,
the calculation executes immediately
and the formula itself is visible in the
Note:
 Calling cells by their column and row
labels such as “A5” is called relative
referencing
 Calling cells by dollar signs ‘‘$’’ within
the cell addresses in the formula like
‘‘$A$5’’ is called absolute referencing
i.e. that address data is constant
4.14.2. Functions
 Functions must begin with enter in the
worksheet
 Functions can be a more efficient way
of performing mathematical operations
then formula.
 A function is a built-in formula that is
used to carry out common mathematical
calculations.
 Different types of functions are
mathematical, statistical, financial and
others.
 For example to add the values of cells
D1 through D5
Formula is = +D1+D2+D3+D4+D5
Function is = sum (D1:D5)
Where ‘‘sum’’ is built in function
 Followings are mathematical
functions  sum, sqrt, mod, fact, abs,
exp, etc.
 Followings are statistical functions
average, max, min, count, stdev, etc.
 Followings are there financial functions
fv, pv, pmt, rate, etc.
 2. Select the cells
3. Click format 
4. Click conditional formatting. It
displays conditional formatting dialog
box.
5. Apply the first condition (Condition 1)
6. Click format. It display format dialog
box
7. Choose font style
8. Click Ok
9. Click Ok
4.17. Creating charts
 Before we can make a chart, we must
first enter data into a worksheet.
Example  A chart is a pictorial representation of
data in a worksheet
E2 cell formula is = C2+D2
 A chart helps us to compare and analyze
Output is 135
data
E4 cell function is = sum (C4:D4)
Output 110 Components of a chart
Copy the above function and paste The components of a chart are data
in E3 cell series x-axis, y-axis, chart title, axis title,
data label, etc. 
4.15. Auto formatting
Types of charts
The auto format sheet helps to format
the worksheet with different predefined The most commonly used charts are
styles and colours. column chart, line chart, pie chart, bar
chart, xy scatter chart, area chart, etc.
Commands
Commands
Format → autoformat
Insert → chart → select any one chart
Procedure type → select a model → next → next →
1. Open an existing workbook next → finish
2. Select the cells Procedure
3. Click format 1. Open an existing workbook or create a
4. Click autoformat. The autoformat new workbook for entering the data
dialog box appears.  2. Select the data we want to use in the
5. Select any one predefined format style chart
from format box 3. Click on the insert
6. Click ok 4. Click chart. It display first chart wizard
4.16. Conditional formatting dialog box (chart type)
Commands 5. Choose that chart type (column) in
Format → conditional formatting the chart type box and select a model if
necessary from the chat subtype box.
Procedure 6. Click next button. It displays second
1. Open an existing workbook chart wizard dialog box (chart source
data).
27
7. Click next. It displays third chart
wizard dialog box (chart option).
8. Enter the name of chart and titles for X
axis and Y axis etc.
9. Click next. It displays fourth chart
wizard dialog box (chart location).
10. Click finish. The chart is created and
inserted in the active worksheet.
4.18. Filter
 Filter is a type of query.
 The basic excel filter (auto filter) 8. Click at the stop recording button in
allows to view specific rows in an excel
spreadsheet, while hiding the other Running a macro
rows.
 When the excel auto filter is added
to the header row of a spreadsheet, a
drop-down menu appears in each cell Procedure
of header row.
Commands
Data → filter → auto filter
Procedure
1. Open an existing workbook or create a
new workbook to enter the data.
2. Click on the range of cells that we want
to filter.
3. Click data tab in the main menu.
4. Click Filter option. Drop – down
menus on each of the header cells are
displayed.
4.19. Macro
Macro is a small program that carries
out pre-defined and pre-recorded series of
steps which it carries out automatically by
giving a few keyboard shortcuts or macro
name.
Record a macro
Commands
Tools → macro → record new macro
Procedure
1. Create a new workbook and enter the
data
2. Click tools.
3. Click macro.
4. Click record new macro. It displays
record macro dialog box.
5. Type the macro name in macro name
box and the relevant details are filled.
6. Click ok. A very small stop recording
tool bar will appear on the screen.
7. Select the range of cells and apply the
formatting (B, I, U, font name, size. Etc)
the stop recording tool bar.
Commands
Tools → macro → macro
9. Select a new range of the cells.
10. Click tools
11. Click macros
12. Click macros
13. Select the name of the macro
14. Click ok.
UNIT - 5
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MS PowerPoint
Components of PowerPoint window
- creating a presentation slide - auto
layout - different view of a slide - Inserting Menu bar
picture, charts, tables and objects - slide
transition, animation.
5.1. Introduction
PowerPoint is a presentation software used
which helps the user to create eye catching Tool bar
and effective ‘‘slide based’’ presentations in
a matter of minutes. Each slide may contain
text and graphics.
A presentation is a structured delivery bar and drawing tool bar are New, Open,
of information.
To start MS PowerPoint
Commands
Start → Program → MS office → MS
PowerPoint
Procedure
1. Click on the start button in the task
bar
2. Chose Programs → MS office
3. Click MS PowerPoint command. The
opening screen of MS PowerPoint (MS
PowerPoint window) with PowerPoint
dialog box is displayed on the screen.
5.2. Components of PowerPoint window
Title bar
The title bar contains the name of the
presentation, the title of the window and
three control buttons namely minimize,
maximize and close buttons.
The menu bar displays the various
menus namely file Edit, View, Insert,
Format, Tools, Slide show, Window, Help
containing use of options which can be
Tool bar contains various icons (tools)
which are shortcut for frequently used
tools of standard tool bar formatting tool
Save, Print, Cut, Copy, Paste, Font, B, I, U,
Margin, color, Word Art, Square, Ellipse,
etc.
View buttons
View button icons like normal view,
slide sorter, slide show are placed in the
botton of slide area
Status bar
Status bar is displayed at the botton of
the MS PowerPoint window. It shows details
like slide number.
Presentation dialog box
Presentation dialog box contains
auto content wizard presentation, design
template presentation, blank presentation
and open an existing presentation radio
buttons.
Scroll bars
Scroll bars (Horizontal and vertical)
help us to view the add notes which is
currently visible by clicking and dragging
the mouse over the scroll bar.
5.3. Creating a presentation slide
 To create a new presentation using
server options offered by MS PowerPoint.
 A dialog box that appears when we start
PowerPoint, offers four options.
1. Using the Auto content wizard
2. Using a Design template
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 3. Using a Blank presentation content wizard radio button of presentation
4. Open an existing presentation dialog box) → next → next → next → next
→ finish. The Auto content wizard window
Using a Blank presentation is displayed
To create a new blank presentation.
5.3.3. Using a Design template
Commands PowerPoint provides many templates
Start → Programs → MS office → MS or predefined options with different
PowerPoint → Blank presentation → Ok backgrounds and text formatting of begin
our presentation. Highlighting the template
Procedure
name in the list box will provide a preview
1. To enter (start) MS PowerPoint of each design. Choose the design template
2. In MS PowerPoint window, click (option) and press ok button from the design
blank presentation radio button of template tab of new presentation display
presentation dialog box. box.
3. Click Ok button. The blank presentation
Commands
window appears with title slide.
PowerPoint offers about 24 auto layout File → New → Design template → Select
slides. These slides offer a combination and click anyone design template → Type
of text, pictures, charts, tables and the Text → Insert → New slide → Type the
objects. Text etc. → Slide show → View Show
4. Select the required slide auto layout 5.4. Auto Layout
from the insert → New slide PowerPoint offers about 24 auto layout
5. Click Ok slides these are
6. Enter the data (text, table, pictures, 1. Title slide
etc.) 2. Title only
7. Repeat the steps 4, 5 and 6 for other 3. Title and text
new slides, The slides are created. 4. Title and two coloumn text
8. Click Slide Show 5. blank
9. Click View Show command to start the 6. Title and chart etc.
presentation
10. Save the presentation file → save 5.5. Different views of a slide
or save as → enter the name of the A view is a way of managing and
presentation in file name box (example: representing the slides. PowerPoint offers
bala.ppt) → save five views.
5.3.2. Using the Auto content wizard 1. Normal view
The auto content wizard provides 2. Outline view
templates and ideas for a variety of 3. Slide view
presentation types are through the wizard 4. Slide sorter view
by clicking the next button on the botton 5. Slide show view
of each wizard page dialog box and making
necessary choices. With this method we 1. Normal view
can develop good presentations with certain This screen is split into three sections
styles and options. showing the presentation outline on the
left, the slide in the main window and
Commands notes at the bottom.
File → New → Auto content wizard
or (In MS PowerPoint window click auto Commands
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 View → Normal Commands
2. Outline view Insert → chart
This screen is also split into three Procedure
sections showing the presentation outline 1. Create a new blank presentation
on the left is displayed on the majority of 2. Insert a new slide
the screen and the small windows for the
slide and notes. This view is for editing text 3. Click insert
in the slides. 4. Click chart

3. Slide view 5.8. Inserting object

The slide view displays each slide on Commands
the screen and is helpful for adding images, Insert → object
formatting text and adding background
Procedure
styles.
1. Create a new blank presentation
4. Slide sorter view 2. Insert a new slide
A small image of each slide is displayed 3. Click insert
in slide sorter view. Slides can easily be
4. Click object
ordered and sorted from this screen.
5.9. Inserting table
Commands :
Commands
View → slide sorter
Insert → table
5. Slide show view
Procedure
To start the slide show, open the
presentation and display the slides in full 1. Create a new presentation
screen from the first slide. 2. Insert a new slide
3. Click Insert.
Commands
4. Click Table. It displays
View → slide show or press F5 key.
5. Select the number of rows and the
Note: These 5 view tools are placed in the
number of columns.
bottom of the slide area.
6. Click Ok. The blank table is inserted in
5.6. Inserting Picture the slide.
Commands 7. Type the data.
Insert → picture
5.10. Slide transition
Procedure Commands
1. Create a new blank presentation Slide show → Slide transition → apply
2. Insert a new slide to selected slide, Modify transition,
3. Click Insert advance slide → click appy to all slide
4. Click Picture → slide show
5. Choose the desired picture to be 5.11. Slide animation
inserted Commands
6. Double click on the picture or click Slide show → custom animation
once on the picture. It displays a popup
menu. Click insert icon. The picture is Procedure
inserted. 1. Open an existing presentation
2. Select a slide
5.7. Inserting chart
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3. Click Slide Show
4. Click Custom Animation. It displays
custom animation dialog box.
5. Select the text
6. Click add effect
7. Select anyone effect (Entrance,
Emphases, ect.)
8. Click the Actual effect
9. Click play
10. Click slide show with mouse button

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