Bcom - It - Final

INFORMATION TECHNOLOGY
Rajesh Rachuri
Faculty, Dept. of Computer Science
Master of Computer Applications - JNTUA
“An investment in knowledge pays the best interest”

“Weakness of attitude becomes weakness of character”
-- rioy
SYLLABUS
Unit – I: Introduction
Computer Definition - Characteristics and Limitations of Computer, Generations of Computer,
Classification of Computers, Applications of Computer, Hardware —Basic organization of Computer
- Input and Output Devices
Unit- II: Memories, Software

Memories: Primary, secondary and cache memory, Software: Types of software, system software,
Application software, commercial software, open-source software, domain software and free ware
software, Programming Languages: Introduction to Programming Languages – Generations of
Programming Languages
Unit- III: MS word

Features of MS Word - Parts of Word Window – Creating, Saving, Opening document, Printing
Formatting: Formatting of Text and Paragraph - Bullets and Numbering - Editing - Moving and
Copying - Find and Replace Text
Tables: Creating tables, inserting and deleting rows and columns, Insertion of pictures –Insertion of
clipart - Mail Merge
Unit-IV: MS Excel
Features of Excel, Parts of Excel window, Workbooks, Creating, Opening and Saving a Workbook,
Worksheets, rows, columns, Inserting and Deleting rows and columns, cells, Entering labels, values,
and formulas in worksheet
Formatting: Adjusting row height and column width - Formatting cell values, Formulas and
Functions: operators used in formula, cell references in formula, Mathematical, Statistical, Logical
and Text functions, Charts: Different types of charts, Creating a chart
Unit-V: MS Power point

Features of PowerPoint, Parts of PowerPoint window, creating, saving and opening presentation,
working with slides: Inserting, deleting, copying slides, editing text, formatting text, Formatting and
Modifying Presentations: Applying transition and animation to the slides, inserting music or sound
on a slide, viewing slide show
UNIT - I | INTRODUCTION TO COMPUTERS I BIOTECH |BCOM – SEM I
UNIT - I
Introduction to Computers
Prepared by Rajesh M.C.A
# INTRODUCTION
In 1837, Charles Babbage proposed the first general mechanical computer called the Analytical
Engine. In 1937, the first digital computer was developed by John Vincent Atanasoff along with his
student Cliff Berry and hence it is named as (ABC) Atanasoff-Berry Computer. The word computer
is derived from a Latin word “Computare” which means to calculate.
# Definition of Computer:
Computer is as an electronic device that accepts the data as input, process these data and gives the
output result and stores it for future use.
So, any computer will

1. takes data as INPUT
2. PROCESS the data
3. gives the OUTPUT
A computer performs the following functions,
- Receiving Input
Data is fed into computer through various input devices like keyboard, mouse, digital pens,
etc.
- Processing the information

Operations on the input data are carried out based on the instructions provided in the
programs.
- Storing the information

After processing, the information gets stored in the primary or secondary storage area.
- Producing output
The processed information and other details are communicated to the outside world
through output devices like monitor, printer, etc.

AADITYA DEGREE COLLEGE INFORMATION TECHNOLOGY | 1
# Characteristics of Computer:
The following are the characteristics of the computer,
o Speed: Computers are very fast calculating devices. They can perform millions of operations
per second. That means the work that may take few hours to do can be done in blink of eye.
Computers perform operations in microsecond (10-6 part of a second) or nanosecond (10-9
part of a second) or picoseconds (10-12 part of a second).
o Accuracy: Computers always gives accurate results. Computers perform calculations with
100% accuracy. If we give correct input it gives accurate result.
o Diligence: Computers are free from tiredness and lack of concentration. If we give proper
power supply it can work for any number of hours without creating any errors.
o Versatile: Versatile means the capacity to perform different type of works. So they are used
in many places like homes, business, weather forecasting, teaching, banking, medicine,
railways, and scientific purpose and so on.
o Reliability: A computer is reliable as it gives consistent result for similar set of data i.e., if we
give same set of input any number of times, we will get the same result.
o Storage: The Computer has an in-built memory where it can store a large amount of data.
We can also store data in secondary storage devices such as CDs, pen drives etc.,
o No IQ: Computers have Artificial Intelligence, but still they do not have any decision- making
ability. Their IQ level is zero. They need guidance to perform tasks.
o Automation: Computers are automatic device that means once the data and instructions
are given to the computer, they can perform a work without human involvement.
# Limitation of computers:
The following are the various limitations of computers,
1. Health Risks: Improper and prolonged use of computers will cause various Elbow, Wrist,
Neck and Eyes health problems
2. No IQ: Computer has no Intelligence Quotient (IQ), therefore computers cannot think,
express their ideas as per the situations.
3. No Feelings: Computer is a machine so it has no feelings & emotions. Unlike humans,

computers can not feel anything.
4. No Learning power: Computer does not have any learning power, and therefore, they
cannot learn anything on their own.
5. No Decision-Making Power: Decision-making is a complicated process involving

information, knowledge, intelligence, and ability to judge. Computers does not have ability
to make any decisions on their own.
6. Computer Crash: Sometimes computers stop working suddenly, due to this we will lose
valuable data.
7. Viruses: Viruses are the dangerous programs that crashes computer. Computers easily
spread virus from one computer to another.
8. Computers can’t Think: A computer is a machine, so the computer cannot think like human
and the computer does not do any work by thinking because the computer does not have
the ability to think.
9. Lack of Common Sense: A computer is designed in such a way that it works only on logic
and not on common sense. For example, is a spell in MS Word. Computer points to spelling
and grammatical errors by underlining with red ink. But it cannot correct it by itself.
10. Limited to literates: To use the computer we need proper training. Only trained and
educated people can use the computer properly.
# CLASSIFICATION OF COMPUTERS (OR) TYPES OF COMPUTERS

Computers are classified into different types based on purpose, functionality and size as shown in
the figure.
Classification of Computers
Based on Purpose Based on data handling Based on Size
General-Purpose Digital Computer Super Computer

Computer Analog Computer Mainframe Computer
Special – Purpose Hybrid Computer Mini Computer
Computer Micro Computer
1) On the Basis of Purpose: According to purpose of computer, they are classified into two types:
o General Purpose Computers: These are general purpose computers are used to perform
most common tasks. For example, preparing a document, using internet, playing games,
watching movies etc.,
o Special Purpose Computers: Special purpose computers are designed to perform only
specialized task again and again. For example, weather forecasting, space research, air
traffic control, medical diagnostic etc.

2) On the Basis of data handling: According to data handling, computers can be classified into three
types:
o Analog Computers: An analog computer operates on analog data i.e., continues values. It is
used for calculation and measurement of physical quantities such as weight height
temperature etc., Eg: Thermometer, speedometer analog clock etc.,
o Digital Computer: A digital computer works on discrete data i.e., digital numbers. It uses
binary number system which contains only I and 0. It is used to calculate mathematical and
logical operations. Eg: digital watches, micro, mini computers etc.,
o Hybrid Computer: Hybrid computers operate on both analog and digital data. Eg: Devices
used in petrol pump.
3) On the basis of size: On the basis of size, computers are classified into following types,
1. Super computers
2. Main frame computers
3. Mini computers
4. Micro computers
Super Computers:
• Super computers are faster, more powerful, more expensive computers.
• They have large storage capacity and high processing speed comparing to other computers.
• These computers can perform millions of instructions per seconds.
• These computers support millions of users at a time.
• They consist of thousands of interconnected processors.
• Super computers are used to process large amount of data and to solve scientific problems
such as weather forecasting, climate research, nuclear research and aircraft design etc.,
• Examples: IBM Roadrunner, IBM Blue gene etc.,
Mainframe computers:
• Mainframe computers are slower, less powerful and less expensive computers than super
computers.
• These computers can perform millions of instructions per seconds.
• These computers support thousands of users at a time.
• They consist of hundreds of processors.
• Mainframe computers are used in organizations like banks and companies, where many
people require frequent access to the same data.
• Examples: IBM 370, S/390.

Mini computers:
• Mini computers are smaller, cheaper and slower than mainframe computers. They are also
called as “Mid- Range” computers.
• Mini computers are more powerful than micro -computers.
• These computers can perform thousands of instructions per seconds.
• These computers support 2 to 200 users at a time.
• They consist two or more processors.
• They are used in business, education, hospitals, government organizations etc.
• Example: Digital Alpha, Sun Ultra.
Micro- Computers:
• Microcomputers are small, less expensive than any other computers.

• They have small storage and less processing speed.
• Microcomputers are most commonly known as personal computers.
• These computers can perform some thousands of instructions per seconds.
• These computers support only single user.
• They consist of single processor.
• There are different types of microcomputers. They are
1. Desktop
2. Laptops
3. Tablets
4. PDA’s
5. Smart Phones

# USES (OR) APPLICATIONS OF COMPUTER
When the computers were developed first, they were used in the fields of mathematics and science.
Today computers are used in the fields such as engineering, health, banking and so on.
The following are the various applications of computers,
1. Business: Almost every business uses computers nowadays. They can be used to store and
maintain accounts, personnel records, manage projects, track inventory, create presentations
and reports.
2. Government: Computers are used in government organizations to keep records in various

departments. They are used for different purposes like booking tickets in railway departments,
registering cases in police stations, controlling traffic signals, etc.,
3. Traffic control: Computers are used for city planning and traffic controls. It is used for
eliminating the problem of gridlocks.
4. Sports: Computers are used to compile statistics, sell tickets, training programs, to display replay
etc.
5. Music: Computer has musical instruments digital interface (MIDI) it enables the computer to
generate variety of sounds.
6. Movies: Computer is used to create special effect, animations, cartoons etc.
7. Travel and Tourism: Computer is used to reserve tickets, monitor the routes of trains and aero
planes, reserve rooms, rent a car.
8. Healthcare: Computers are used to record the information of the patients, doctors being
consulted, prescribed medicine, bills, cure many more diseases
9. Weather forecasting: The world's weather is complex and constantly changing. It's impossible
for human beings to monitor and process all the information coming in from satellite and other
technologies. Computers can process the large amounts of meteorological information.
10. Education: It acts as a teacher in class room. It is used to develop material, graphical
presentation, and pictures, to learn from e-learning software, give online exams and get results.
11. Robots: Robots are computer-controlled machines used in manufacturing process in extreme
conditions where humans cannot work for example high temperature, high pressure conditions.
12. Banking and Finance: In banking, we can use computers to check your account balance, transfer
money, or pay off credit cards. We can also use computer technology to access information on
stock markets, trade stocks, and manage investments.

# GENERATION OF COMPUTERS
Generation refers to different advancements of new computer technology. Every new generation is
focused on minimizing the size, speed, power, and efficient computer memory. Consequently, these
computing devices have become smaller, cheaper, powerful, efficient, and more reliable. The
following are the different generation in computer technology.
1. First Generation
2. Second Generation
3. Third Generation
4. Fourth Generation
5. Fifth Generation
First Generation (1940-1956) vacuum tubes:
• The first-generation computers were developed during 1940-1956.

• These computers used a very large number of vacuum tubes as electronic components.
• Magnetic drums and magnetic tapes are used as memory.
• In this generation, punch cards are used as input devices.
• In this generation, output is generated on paper tapes.
• These computers use low level language, such as binary language (0’s and 1’s).
• Examples: UNIVAC (Universal Automatic Computer), ENVAC (Electronic Numeric Integrator
and Calculator)
Advantages:
- They are the fastest calculating devices of their times.
- Can perform calculations in milliseconds.
Disadvantages:
- They generated a lot of heat.
- They consumed a lot of electricity.
- They were large in size.
- They were very expensive.
Second generation (1956-1963) Transistors:

• The second-generation computers were developed during 1956-1963.
• These computers were manufactured by using transistors.
• Transistors are cheaper, consume less power, small in size, more reliable and faster.
• Magnetic core and magnetic tape / disk are used a memory.
• In this generation, punch cards are used as input devices.
• In this generation, output is generated on paper tapes.
• In this generation, assembly language and early versions of high-level programming
languages like FORTRAN, COBOL was used.
• Examples: IBM 650, IBM 7000, ATLAS and Mark III.
Advantages:
- They consumed less electricity and produce less heat.
- They were faster, cheaper, smaller, and more reliable.
- They used assembly level and high-level languages.
Disadvantages:
- Need air-conditioning.
- More expensive
- We need to assemble the components manually.
Third generation (1964-1971) Integrated Circuits:
• The third-generation computers were developed during 1964-1971.

• These computers were manufactured by using Integrated Circuits.
• Several electronic components such as transistors, resistors, and capacitors were minimized
and placed on a silicon chip called Integrated Circuits.
• Magnetic core and magnetic tape / disk are used a memory.
• In this generation, keyboard is used as input devices.
• In this generation, monitor and printer are used as output device.
• In this generation, high-level languages such as BASIC, COBOL, FORTRAN, PASCAL etc., are
used.
• Examples: IBM 360 and IBM 370.
Advantages:
- They consumed less electricity and produce less heat.
- They were faster, smaller.
- Cheaper and more reliable than previous generations.
Disadvantages:
- They were difficult to maintain.
- They got heated very quickly. So, need air conditioning.
Fourth generation (1971-1990) Microprocessors:
• The fourth-generation computers were developed during 1971-1989.

• This generation computers use Very Large Scale Integrated (VLSI) circuits.
• Thousands of integrated circuits built onto a silicon chip known as VLSI circuit, we call it as
Microprocessor.
• Semiconductor memory (such as RAM, ROM, etc.) are used as memory.
• In this generation, keyboard & mouse are used as input devices.
• In this generation, monitor is used as output device.
• In this generation, all high-level languages such as C, C ++, Java, PHP, Python, Visual Basic,
etc., are used.
• Examples: IBM 4341, STAR 1000, PUP 11 and APPLE II

Advantages:
- These computers were smaller, faster and more reliable.
- They consume less electricity.
- They generate less heat.
Disadvantages:
- Cooling fan is required.
- The latest technology is required to make ICs.
Fifth generation (1990 and beyond) Artificial Intelligence:
• The fifth-generation computers development period is 1989 to till now.

• This generation computers uses ULSI (Ultra Large-Scale Integration) technology.
• Ten million electronic components built together on a chip known as ULSI circuit
• Semiconductor memory (such as RAM, ROM, etc.) are used as memory.
• Fifth generation computers are based on Artificial Intelligence.
• In this generation, keyboard, mouse and voice recognition are used as input devices.
• In this generation, monitor is used as output device.
• In this generation, all the high-level languages like C, C ++, .Net, Java, PHP, Python, Visual
Basic, Julia etc., are used.
• Examples: Robots
Advantages:
- Consumes very less power.
- Supports any operating system.
- Supports powerful applications.
Disadvantages:
- They need latest software’s and complex tools.
- They are very expensive.

# HARDWARE
Hardware is described as a device, such as a hard drive, that is physically connected to the computer
or something that can be physically touched.
Without any hardware, a computer would not function, and software would have nothing to run
on. Hardware and software interact with one another: software tells hardware which tasks it needs
to perform.
Types of Hardware,
o Input devices
• Used to insert or supply data to the computer
• Examples - keyboard, mouse and a memory (USB) stick etc.,
o Processing and Internal memory devices
• Used to process data using program instructions
• Examples- motherboard, CPU (central processing unit) and main memory or RAM
(Random Access Memory)
o Output devices
• Used to display data and programs from the computer
• Examples - monitor or screen, and a printer etc.,
o Storage devices
• Used to store programs and data
• Examples - hard disk drive and optical disk drive etc.,
# BLOCK DIAGRAM OF COMPUTER OR BASIC ORGANISATION OF COMPUTER
Computer is as an electronic device that accepts the data as input, process these data and gives the
output result and stores it for future use.
The computer performs basically five major operations of functions irrespective of their size and
make. They are
1) It accepts data or instruction by way of input,

2) It stores data,
3) It can process data as required by the user,
4) It gives results in the form of output, and
5) It controls all operations inside a computer.

Block diagram of a computer mainly consists of 3 units as shown in the below figure.
1. Input Unit:
• This unit contains input devices with the help of which we enter data into computer.
• The input devices receive or accept the data or instruction from the user.
• These devices convert the data or instruction into the machine-readable form for further
processing.
• Example: Keyboard, Mouse, Joystick, Microphone, Webcam, Cameras etc.,
2. CPU (Central Processing Unit):
• CPU is considered as the brain of the computer.

• The CPU is an electronic hardware device which can perform different types of data
processing operations such as arithmetic and logical operation.
• CPU takes data from input device, execute the data and send data to the output device.
• CPU itself has following three components,
a. Arithmetic Logic Unit (ALU)
b. Memory Unit (MU)
c. Control Unit (CU)
a. Arithmetic Logical Unit (ALU):
• The actual processing of the data and instruction are performed by Arithmetic Logical Unit.
• The major operations performed by the ALU are addition, subtraction, multiplication,
division, logic and comparison.

b. Control Unit (CU):
• The Control Unit or CU Controls or coordinates all activities performed in a computer system.
• It receives information or instruction or directions from the main memory of computer.
• It tells the logic unit, memory as well as the input and output devices how to handle the
program or instruction in proper order.
c. Memory Unit:
• Memory unit is another important component used to store the data and instructions that
are entered through the input unit.
• Memory is used to store data temporary or permanently.
3. Output Unit:
• Output unit consists of output devices with the help of which we get the information from computer.
These devices receive or accept the data in the binary form from CPU.
• The output devices convert the binary code into the human-readable form.
• Example: Monitor, Printers, Speakers, Projectors etc.,
# INPUT DEVICES
The devices which are used to feed or give data and instructions to the computer are called as input
devices. The following are the categories of input devices.
1. Keyboard: Keyboard is the main input device. It is used to enter alphabets, number and other
special characters. Keyboards have between 80 and 110 keys.

The following are various keys available in keyboard,
o Typing keys: These include the letters of alphabets. The layout is known as QWERTY.
o Numeric Keypad: Numeric keypad is located on the right side of the keyboard and consists
of keys having numbers (0 to 9) and mathematical operators (+ − * /) defined on them.
This keypad is used to enter numeric data quickly.
o Function keys: There are twelve function keys labeled F1, F2, F3… F12. The functions
assigned to these keys differ from one software package to another.
o Cursor Movement Keys: These are arrow keys and are used to move the cursor in the
direction indicated by the arrow (up, down, left, right).
o Home and End Keys are used to move the cursor to the beginning and end of the line.
o Page up and page down are used to move previous and next pages.
o Insert to enter a character between two existing characters.
o Delete to delete a character.
o Other controls include control (ctrl), alternate (alt), escape (esc) print, windows.
2. Mouse:
The mouse is an input device that was invented by Doughlas Engelbart in 1963. The mouse has
two buttons and a scroll wheel. The mouse can perform the
following operations.
• Left Click: Used to select an item.

• Double Click: Used to start a program or open a file.
• Right Click : Usually used to display a set of commands.
• Drag and Drop: It allows you to select and move an item from
one location to another.
3. Trackball:
o A track ball is an input device used to control the position of
the cursor on the screen.
o It contains two buttons just like mouse for selection.
o To move the pointer on the screen, the ball is rotated with
the thumb or fingers.

4. Joystick:
o Joystick is used as an input device primarily used with video games,
training simulators and controlling robots.
o The joystick is a vertical stick which moves the graphic cursor in a
direction the stick is moved.
o It has a button on top that is used to select the option pointed by the
cursor.
5. Stylus:
o A stylus is a pen shaped input device used to enter

information or write on the touch screen of the
handheld devices.
o It is a small stick that is used to draw lines, choose

an option, move the cursor, take notes and create
shortcut messages.
6. Touch Screen:
o It allows the user to operate/make selections by simply
touching the display screen.
o We can touch the screen either with figure or a stylus.
o Common examples of touch screen are bank ATMs,
smart phones etc.,
7. Barcode reader:
o Barcode reader is a handheld input device that is used

to capture the information stored in the bar code.
o It translates the bar code into numeric and alphabets

and transfer to computer.
o Bar code readers work by shining a beam of light on the

bar code lines and detecting the amount of light that is
reflected back.
o The scanner converts the light energy into electrical energy.
o The decoder converts these electrical energy into data and sends to computer.

8. Image Scanner:
o A scanner is an input device that captures the images,

print text and converts them into digital image.
o The flatbed scanner scan the object placed on the glass

pane.
o A sensor and light move along the pane, reflecting off the
image placed on the glass.
9. Audio input devices:
o Audio input devices are used to either capture or

create sound.
o They accept music, speech, or sound effects from user

for recording or editing.
o Micro phones and CD players are examples of audio

input devices.
o A microphone feeds audio input to the computer. This audio input is converted into
digital signals before storing into computer by using sound cards.
10. Video Input Devices:
o Video input devices are used to capture video from outside world into the computer.
o Digital cameras and web cameras are used to capture images and videos.
o The videos are transferred to computer by connecting cable to the computer.

# OUTPUT DEVICES
A device that outputs information from the computer is known as output device. Output devices
are classified into two types. They are
1. Soft Copy Devices
2. Hard Copy Devices. Output Devices
Soft Copy Devices Hard Copy Devices
Monitor
Projector Printers
Speakers Plotters
o Soft Copy Devices:

The output device that gives or generate electronic version of information is known as Soft Copy
Devices. Example of softcopy devices are monitor, projector, speakers.
o Hard Copy Devices:

The output device that gives or generate printed version of information is known as Hard Copy
Devices. Examples of hardcopy devices are printers, plotters.
1. Monitors:
Monitors, commonly called as Visual Display Unit (VDU), are the main output device of a computer.
Monitor display text, images, video, audio, files, document etc., on the screen. Monitors come in
three variants
• Cathode Ray Monitor (CRT)

• Liquid Crystal Display (LCD)
CRT Monitor: CRT or Cathode Ray Tube Monitor the normal monitor that we see on a desktop
computer. It looks a lot like a television screen, and works the same way. This type uses a large
vacuum tube, called cathode ray tube (CRT).
LCD Monitor: LCD or Liquid Crystal Display Monitors is also known as flat-panel displays. This type of video
devices has reduced volume, weight and power requirement in comparison to the CRT. We can hang them
on walls or we can place on tables.
CRT Monitor LCD Monitor

2. Projectors:
A projector is an output device that takes as image from a video source and projects it onto a screen
or surface. The projector receives a video signal from DVD player or computer and projects that
signals on to the screen.
3. Speakers:
Speakers are the soft copy output devices. They are used to produce
the sound as output such as music, movie, games and any other
voice. Speakers are available in wide range of quality and prices.
4. Printers:
A printer is a device that takes the text and graphics information obtained in the computer and
prints it on a paper. The quality of printers includes Color, Resolution, Speed and Memory.
Printers are divided into two types. They are

1. Impact Printers
2. Non-Impact Printers
Impact Printers: The printers print characters by striking an inked ribbon against the paper. The
following are examples of impact printers.
• Dot Matrix printer: Dot matrix printer print characters and images as a pattern of dots. The
printer head consists of pins, it moves back and forth, up and down and strike an ink-soaked
ribbon against the paper.
• Line printer: A line printer is high speed printer in which one line is printed at a time. The
speed of printer varies from 600 to 1200 lines per minute or 10-20 pages per minute.

Non-impact printers: These are faster than impact printers. The head do not strike the paper. They
produce better printing quality.
• Inkjet Printer: The print head of inkjet printer has several tiny nozzles, also called jets. The
print head sprays ink on the paper to form characters and images.
• Laser Printer: A laser printer is a non-impact printer that works at very high speed and
produces high quality text and graphics.
5. Plotters:
A plotter is used to print vector graphics with high print quality. They are used to draw maps, in
scientific applications, and in CAD, CAM and CAE (computer aided engineering), architects use
plotters to draw blueprints of structures. Hewlett-Packard (hp) is leading vendor of plotters. There
are two types of plotters
• Drum plotter: It is used to draw graphics on paper wrapped around the drum. The Paper is
moved vertically and pen is moved horizontally to create designs. They can make multi color
drawings by using pens with different colored inks.
• Flatbed plotters: In flatbed the paper is spread on flat rectangular surface of the plotter and
pen is moved over it.

UNIT - II | MEMORIES & SOFTWARES I BIOTECH – SEM I
UNIT - II
Memories & Software’s
# MEMORY
A memory is just like a human brain. It is a storage area in the computer, which is used to store data
and programs either temporarily or permanently. Computer memory can be broadly divided into
three types;
a. Primary Memory
b. Secondary Memory
c. Cache Memory
a) Primary Memory:
• Primary Memory is also known as main memory or internal memory or volatile memory.
• CPU can directly access the primary memory.
• Primary memory holds data and instructions on which computer is currently working.
• Primary memory is volatile; when we switch off the computer; all the data will be lost.
• It is divided into two subcategories RAM and ROM.
a) Random Access Memory (RAM): RAM stands for Random Access Memory. RAM holds data
and instructions while the computer is in use. The information stored in RAM can be
accessed randomly and quickly. Therefore, CPU uses RAM to store information that needs
to be accessed very quickly.
RAM is of two types

• Static RAM (SRAM)
• Dynamic RAM (DRAM)
Static RAM (SRAM):

(Static RAM or SRAM) is a type of RAM that holds data in a static form, that is, as long as the
memory has power. Static RAMS do not have memory refreshing.
Dynamic RAM (DRAM):

This is the most common type of memory used in personal computers, workstations, and
servers today. A DRAM is a type of RAM that holds data for a short period of time and then
refreshed. DRAM is the technical name for RAM.
b) Read Only Memory (ROM): The ROM stands for Read Only Memory which means we can
only read data but cannot write into them. The data and instructions available in ROM are
created when it is manufactured and it cannot be changed.
It contains the data and instructions that are required to start such as basic Input/output
system (BIOS).

ROMs are of two types:
• PROM (Programmable Read only Memory)

• EPROM(Erasable and Programmable Read Only
Memory)
Programmable Read only Memory (PROM): It is also

called one-time programmable ROM, they are
programmed using a special device called a PROM programmer. It can be programmed only
once and is not erasable.
Erasable and Programmable Read Only Memory (EPROM): EPROM is a type of ROM that
can be erased and re-programmed. The EPROM can be erased by exposing the chip to strong
ultraviolet light.
b) Secondary Memory:
• Secondary memory is also known as external memory or non-volatile or auxiliary memory.

• CPU can’t access secondary memory directly.
• They can be accessed by using Input/Output channels.
• It is slower than main memory.
• Secondary memory is non-volatile; when we switch off the computer, the data will not
lose.
• Hard disks, Floppy disks, Pen Drives, SD (Secure Digital Cards) are some examples.
The following comes under secondary memory,
• Magnetic Tape: Magnetic tapes contain thin plastic ribbon is usually ½ inch width and 50 to
2400 feet long. We can store data on this ribbon. It is coated with magnetic material. Data
is stored in binary bits. It is mainly used for storing audio and video. It’s similar to tape
recorder cassette.
• Magnetic Disk: Magnetic disc is a circular metal plate coated on both sides with magnetic
material that can store data. The data is stored in the magnetic disks in the form of magnetic
spots in tracks. Examples,
o Floppy Disks: Floppy disks are data storage devices that consist of a thin magnetic
storage medium encased in a square plastic shell. The storage capacity of floppy disks
is very limited as compared to CDs and flash drives.
o Hard Disk: Hard disk is a permanent storage where we can store lot of information.
Capacity of hard disk is measured in Megabytes (MB), Gigabytes (GB) and Terabytes
(TB). They come in different sizes. The information in hard disk is stored in circular
magnetic disks.
• Optical Disk: Optical Disk is a circular plastic coated with a highly reflective plastic or other
material. We can store and read data with a laser beam. Example,
o CD-ROM: It is made up of a plastic material, coated with aluminum or silver. The data
is recorded in spiral tracks and data once recorded cannot be deleted or rewritten.
Floppy Disk
Magnetic Tapes
Magnetic Disks Optical Disk - CD
c) Cache Memory:
Cache memory is a very high-speed semiconductor memory which can speed up CPU. It acts as a
buffer between the CPU and main memory. The CPU uses cache memory to store instructions and
data that are repeatedly required to execute programs.
Working of the Cache Memory:
When a program is being executed and the CPU wants to read data or instructions, the following
steps are performed.
• The CPU first checks whether the data or instruction is available in the cache memory.
• If it is not present there, the CPU reads the data or instructions from the main memory into
the processor registers and also copies it into the cache memory.
• When the same piece of data/instruction is needed again, the CPU reads it from the cache
memory instead of the main memory.

Advantages:
The advantages of cache memory are as follows:
• Cache memory is faster than main memory.
• It consumes less access time as compared to main
memory.
• It stores the program that can be executed within a short
period of time.
• It stores data for temporary use.
Disadvantages:
The disadvantages of cache memory are as follows:
• Cache memory has limited capacity.
• It is very expensive.
# PRIMARY Vs SECONDARY MEMORY
Primary memory Secondary memory

Primary memory devices are made up of The secondary memory devices are magnetic
1
semiconductors. and optical devices.
Primary memory is also known as Internal Secondary memory is also known as External
2
Memory. memory.
The primary memory is volatile and non volatile
3 The secondary memory is always non volatile
memories.
The primary memory can store very limited The secondary memory can store huge
4
data. amount of data.
The primary memories are more effective and The secondary memories are slower than
5
faster than secondary memory. primary memory.
Secondary memory is known as additional
6 Primary memory is known as main memory
memory or back memory
7 CPU can access primary memory directly. CPU can’t access secondary memory directly.
8 Primary memory is temporary The secondary memory is permanent

The primary memory devices are connected to The secondary memory devices are
9
the computer through “slots” connected to the computer through Cables
Commonly used primary memory (main
Generally secondary memories range
10 memory) available in the range of 512 MB to 8
between 80 GB to 4 TB Hard Disc Drives.
GB RAMs.
The primary memory devices are connected to The secondary memory devices are
11
the computer through “slots” connected to the computer through Cables
12 Examples: RAM & ROM Examples: Hard Disks, Magnetic tapes etc.,

# SOFTWARE AND ITS TYPES
Definition:
Software is a collection of programs that performs desired work when it is executed. Software tells
the computer what to do and how to do. A computer performs different operations according to
the instruction of software. Software is developed in computer programming language.
Types of Software:
Software can be classified into following two main categories or types
1. System Software
2. Application Software
1. System software:
A program or set of programs that is designed to control different operations of computer system
is called system software. It will control the computer hardware and provide environment to run
application software’s.
Operating systems, utility programs, and device drivers are the examples of system software.
1. Operating System
2. Utilities
3. Device drivers
4. Language translators.
o Operating System:
• Operating system is a system software that acts as an interface between user and
computer.
• It will control all computer resources and provide the user an easy way to use the
computer.
• Eg: Windows XP, 7, Unix, MAC OS, Android, IOS etc.,
o Utility Software:
• Utility software is used to analyze, configure, optimize and maintain the computer and
enhance the computer performance.
• It is a program that performs a specific task, which is usually related to managing the
system resources.
• Eg: Disk defragmenters, Disk cleanup, Disk partitioning, Backup utilities etc.,

o Device Drivers:
•
A driver is a program that helps the operating system (OS) and other software to
communicate with the device.
• If we connect a device to computer, it needs device drivers to work properly. These
drivers help a device to work properly.
• Eg: Printer Device drivers, Keyboard & mouse drivers, USB Drivers, sound card drivers
etc.,
o Language translators:
• Language translators translate programming code or programming instructions into

machine code so that computer can understand and process it.
• Eg: Compiler, Interpreter, assemblers etc.,
2. Application Software:
A program or set of programs that are especially designed to solve the specific problems of users,
are called application software.
Application software’s are used for creating documents, spreadsheets, databases, doing online
research, sending email, designing graphics, running businesses, and even playing games are
Various categories of application software are,
• Word Processing Software:

o Word processors like MS - Word are used to create text-based documents such as
letters, documents, mail etc.,
o We can change the fonts, colors, and we can also check spelling and grammar
mistakes.
o Example: MS Word, wordpad etc.,
• Spreadsheet Software:
o Spreadsheets like MS-Excel are used to store the data in a tabular format and
perform calculations.
o Spreadsheets are used by accountants, marketing professionals, students, teachers
and financial analysts.
o Example: MS Excel, Google Sheets etc.,
• Presentation Software:
o Presentation Software used to create visual presentation of our thoughts and ideas
in the form of slides.
o We can make your slides interactive and informative by adding videos, texts, charts,
graphs, and images.
o Example: Microsoft PowerPoint, Google Presentation etc.,

• Multimedia Software:
o Multimedia software allows users to create, edit and view images, audios and videos.
o Example: VLC player, MX Player, and Windows Media Player etc.,
• Graphics Software:
o Graphics Software is used to make changes in visual data, images, and animation.
o Examples: Adobe Photoshop, Unity 3d, and PaintShop etc.,
• Communications Software:
o Communication software is used for accessing online email services and websites as
well as the internet.
o Examples: Email, whatsapp, etc.,
• Educational Software
o These types of application software are called academic software as they are
particularly designed to facilitate learning.
o All different kinds of tutorial software are included in it.
o Example: EDX, MindPlay, and Kid Pix.
#COMMERCIAL SOFTWARE
Any software that is designed and developed for licensing or sale to end users or that serves a
commercial purpose is known as Commercial software.
• Companies own the money by selling commercial software’.

• To use commercial software, we need to pay the company or the developer of that particular
software.
• Commercial software copyrights and patent rights are very strict; after purchasing
commercial software, we can’t distribute or sell to any others.
• Most of the commercial software’s are sold in online or retail computer stores.
• There are many commercial software’s related to antivirus, gaming, production, animation,
graphics, audio and video editors etc.
• The following are the some of the commercial software examples,
o Microsoft Office
o Microsoft Windows OS
o Adobe Photoshop
o Corel Draw etc.,
Advantages:
• We can use all the Features of the software.
• We can get 24/7 support from vendor for any software errors.
• Using commercial software is very safe – provides good security.
• All commercial software is free from advertisements.

Disadvantages:
• Commercial software works only if we have license key.
• Each computer needs a separate license.
• License cost is very expensive.
• Company don’t provide support, if it discontinues the software.
• We have no rights to modify the software.
# OPEN-SOURCE SOFTWARE
Open-source software is a computer software whose source code is available for modification or
enhancement by anyone.
▪ Open-source software is released under a license in which the copyright holder has rights to
use, study, change, and distribute the software and its source code to anyone and for any
purpose.
▪ Open-source software may be developed in a collaborative public manner i.e., any capable
user is able to participate online in development.
▪ "Source code" is the part of software that most computer users don't ever see. It's the source
code computer programmers can manipulate to change how a piece of software works.
▪ Programmers who have access to a computer program's source code can improve that
program by adding features to it or fixing parts that don't always work correctly.
Example: PHP, Python, Linus, MySQL, Mozilla Firefox, OpenOffice etc.,
Advantages:
• Very less expensive – almost free of cost.

• These software’ are reliable as they are developed by well skilled professionals.
• Mostly open-source s/w are error free software’.
• User has the flexibility to modify the software as per user requirements.
• These software’ provide better security.
Disadvantages:
• Since these are open-source s/w, they are prone to security problems.
• These s/w are not user friendly like commercial software.
• Hardware compatibility issues are more in these software’.
• We cannot get support from vendor as these are developed in a collaborative manner.
• There is lot of in-app advertisements and hidden charges.

# PUBLIC-DOMAIN SOFTWARE
Public-domain software is software that has been placed in the public domain: in other words, there
is absolutely no ownership such as copyright, trademark, or patent.
• Public domain software is any software that has no legal, copyright or editing restrictions
associated with it.
• Public-domain software do not have any ownership such as copyright, trademark, or patent.
• It is free and open-source software that can be publicly modified, distributed or sold without
any restrictions.
• Example: Spice, Blas, (Maze War, Star Trek - Games), SQLLite, Imagej etc.,
Advantages:
• They are free to use – no pricing.
• No permission is required to use these software’.
• No copy rights, no legal issues and no editing restrictions.
• We can generate revenue by making changes and selling these software’.
• All over the world people can access others' work.
Disadvantages:
• We cannot get support from vendor.
• There is lot of in-app advertisements and hidden charges.
• Security problem are more.
#FREEWARE SOFTWARE
Freeware software is software that is free to use. A user can download freeware from internet and
uses it. These software’ do not provide any freedom of modifying, sharing and studying the
program as in open source software. The source code for freeware is typically not made available
to users.
▪ Unlike commercial software, it does not require any payment or licensing fee.
▪ It is similar to shareware, but will not eventually ask you for payment to continue using the
software.
▪ We can legally download and use freeware for as long as you want without having to pay for
it.
▪ Many types of software programs are offered as freeware, including games, utilities, and
productivity applications.
▪ Below are a few reasons a program might be offered as freeware:
✓ To offer a program developed by a non-profit or educational institution to the public
✓ To promote a brand or drive traffic to a company's website
✓ To generate revenue through advertisements or in-app purchases within the
program
▪ Example: Linux, Ubuntu, Google Chrome OS, Android OS, Videolan(VLC), Openoffice.Org,
Pdfcreator, Mozilla Etc.,
Advantages:
• They are free to use
• No permission is required to use
• We can use all the available features for life time free.
• We can get support from the companies.
• Many freeware software’ provide better security.
Disadvantages:
• We get limited support from vendor

• There is lot of advertisements/hidden costs
• We can’t trust the freeware software
• May have some security problem
# SYSTEM SOFTWARE VS APPLICATION SOFTWARE
S
System Software Application Software
No
They are designed to manage the resources of They are designed to solve user specific
1 the system and helps to run application problems or to perform the user specific
software. tasks.
They are written in a low-level language like a A high-level language is used to write
2
machine or assembly language. Application Software.
The System Software starts running when the The Application Software starts when the
3 system is powered on and runs until the user begins, and it ends when the user stops
system is powered off. it.
The System Software is a general-purpose Application Software is specific purpose
4
software software.
Installed on the computer system at the time
5 Installed as per user’s requirements.
when the operating system is installed.
6 Capable of running independently. Can’t run independently.
Users never interact with system software as it Users interact with application software while
7
functions in the background. using specific applications.
System software are independent of the Application software needs system software
8
application software to run.
System software is crucial for the effective Application software is not extremely
9
functioning of a system. important for the functioning of the system.
Examples of system software’s are operating Examples of application software’s are MS
10 system, compiler, assembler, debugger, driver, Office, Ms Paint, Adobe Photoshop, Adobe
etc. Illustrator, Maya, etc.,

# GENERATIONS OF PROGRAMMING LANGUAGES
“A programming language is a computer language which is used to write instructions that a

computer understand and performs a particular task. Like English, programming languages have
syntax and structure for writing instructions.”
Generations of Programming Languages:

Programming languages are classified into to 5 generations. They are,
1. First Generation - Machine language,

2. Second Generation - Assembly language,
3. Third Generation - High-level language
4. Fourth Generation - Very high- level language
5. Fifth generation language - Artificial Intelligence
1. First Generation: Machine Language

The first-generation programming language is Machine language. Computer can understand only
machine language. In a machine language, all instructions, numbers and characters are
represented in 1’s and 0’s.
Advantages:
• Program Execution is faster.
• Computer understands instructions directly.
• No language translation is needed.
Disadvantages:
• Machine dependent language.
• Programming is very difficult.
• Difficult to understand and debug.
2. Second Generation: Assembly Language

The second-generation programming languages (2GLs) are assembly language. Assembly language
uses notations to represent machine language instructions. For example, the code ADD used for
addition, Sub for subtraction, MUL for multiply, CMP for Compare etc.
Advantages:
• Easy to understand than machine language.
• Easy to modify and debug.
Disadvantages:
• Machine dependent language.
• Requires language translator.

3. Third Generation: High-level Languages

The third-generation programming languages (3GLs) are High-Level languages. Programs in High-
level languages are written in English, which are easy to understand and write. Most commonly
used high-level languages are BASIC, FORTRON, Pascal, COBOL, C++ and Java.
Advantages:
• Machine independent language.
• Easy to learn and understand.
• Easy to detect and correct errors.
Disadvantages:
• The code is less efficient.
• Requires language translators.
4. Fourth Generation: Very High-level Languages

The forth-generation programming languages (4GLs) are very High-Level languages. 4GLs are a little
different from their prior generation because they are non-procedural i.e., programmers define
what they want the computer to do but they do not supply all the details of how it has to be done.
Example of a 4GL is the Structured Query Language (SQL), which allows a user to request
information from a database with precisely worded English-like sentences.
Advantages:
• Easy to learn and understand.
• Easy to detect and correct errors.
Disadvantages:
• Programs are executed at a slower speed.
• Programs require more space in the memory.
5. Fifth-generation Programming Language: Artificial Intelligence

Fifth-generation programming languages (5GLs) solve problems using the conditions given to a
program rather than using an algorithm written by a programmer. These languages are widely used
in artificial intelligence (AI) research. Typical examples of 5GLs include Prolog, OPS5, Mercury, and
Visual Basic.
Advantages:
• Decision making machines can be developed.
• System automation – reduces programmer effort.
Disadvantages:
• More complex tools are required.
• Requires language translators.

UNIT - III | MS WORD I BIOTECH – SEM I
UNIT - III
MICROSOFT WORD
INTRODUCTION
Microsoft Word (or MS-WORD) is a graphical word processor program that allows us to create
various types and save various type of documents such as letters, papers, and faxes etc., It was
developed by Microsoft. Word 2007 files are saved with a .docx extension.
Features of Microsoft word:
Microsoft word has many new features when compared to the previous Office versions. The
following are the some of the important features,
1. Ribbons:
Ribbon is a component of office fluent user interface. The Ribbon contains Tabs and every
Tab contains buttons for the various functions that used to be located in the Menu and
Toolbars.
2. Font Specifications:
This feature allows us to change the appearance of text easily by changing its color, font style
and size. For example, a us can specify bold, italics, and underlining for text.
3. Graphics:
This feature allows us to insert pictures and graphs into a document. It also allows us to
create and edit the pictures and graphics within the document
4. Headers & Footers:

This feature allows the user to specify information for header and footers. Header is the
information that is printed in the top of each page of the document. Footer is the
information that is printed in the bottom of each page of the document.
5. Page Numbering:
This feature automatically keeps track of page numbers and is used to add page numbers on
each page.
6. Layout:
This feature allows the user to specify page sizes, margins, indents, line spacing within a
document.
7. Mail Merge:
The most important feature of Word is the mail-merge. It is used to create form letters,
mailing labels, envelopes etc. For example, to send result cards to all the students of a
college, the mail-merge method is used.
8. Spell Checker:
This feature allows us to check incorrect spelling of words in the document and correct these
incorrect words. It highlights the spelling mistaken word with red underline.
9. Grammar Checker:
Grammar checking is a popular feature that allows users to check punctuation, sentence
structure and other basic grammar issues. It highlights the spelling mistaken word with green
underline.
10. Tables and Styles:

This feature allows us to create tables to present information. We can make tables look more
beautiful using various table styles.
11. Preformatted templates:

Word 2007 & 2010 comes with a large variety of preformatted built-in templates.
12. High-Impact Graphics:

High graphics and colors are used for new charts and diagram designs which make the
document appear more attractive.
13. Enhanced ScreenTips:

When we move the mouse pointer over items in the Ribbon, we can see enhanced
ScreenTips which helps to recognize the items easily.
14. Key Tips:

We can access various items on the Ribbon directly with keyboard by pressing ALT key with
key tips.
15. Digital Signature:

It allows us to add digital signature to the documents.
16. Save as PDF:

This feature allows us to save the word document directly into PDF and XPS formats.
17. Protected Documents:

We can prevent the changes to our final document by using “Mark as Final” read-only
command.
18. Recover from computer problems:

It provides tools for recovering our work when our computer is crashed.

MS-WORD WINDOWS COMPONENTS
• Quick Access Toolbar (QAT): Displays buttons to perform frequently used commands with a
single click. Frequently used commands in Word include Save, Undo, Redo, and Print.
• Ribbon: Organizes commands on tabs, and then groups the commands by topic for
performing related document tasks.
• File Tab Displays: Microsoft Office Backstage view, which is a centralized space for all of your
file management tasks such as opening, saving, printing, publishing, or sharing a file.
• Tabs: Display across the top of the Ribbon, and each tab relates to a type of activity; for
example, laying out a page.
• Group name: Indicate the name of the groups of related commands on the displayed tab.
• Dialog box launcher: A small icon that displays to the right of some group names on the
Ribbon; it launches a dialog box.
• Insertion point: Indicates, with a blinking vertical line, where text or graphics will be
inserted.
• Word document window: Displays the active document.
• Status bar: Displays, on the left side, the page and line number, word count, and the Proof
button. On the right side, displays buttons to control the look of the window.
• Print Layout button: The default view, which displays the page borders and the document
as it will appear when printed.
• View Options: Contains buttons for viewing the document in Print Layout, Full Screen
Reading, Web Layout, Outline, or Draft views, and also displays controls to Zoom Out and
Zoom In.
• Zoom Slider: The Zoom Slider increases or decreases the viewing area.
• Vertical scroll bar: Enables you to move up and down in a document to display text that is
not visible.
• Scroll box: Provides a visual indication of your location in a document. You can use the
mouse to drag a document up and down to reposition the document.
• Program-Level Control Buttons: The buttons on the right edge of the title bar that minimize,
restore or close the program.
• Title bar: Displays the name of the document and the name of the program.
CREATING, OPENING AND SAVING DOCUMENT
Creating a new Document:

A new blank document is readily displayed when we open an word. If we want to create a new
document, we can use New button in Office button menu.
To create a new blank document, we have to follow below steps:

1. Launch MS Word
a) Click Start Button > All Programs
b) Choose MS Office 2007> Microsoft Word 2007
2. Click the Microsoft Office button →New button.
3. The New document dialog box opens. Now click Blank Workbook is highlighted by default.
4. Click Create. A new blank document appears in the window.
Opening a document:
In Word, after creating and saving the document, if we want to view or to modify the existing
document, we need to open the document first.
To open an existing workbook in excel, we have to follow below steps,
1. Launch MS Word
o Click Start Button > All Programs
o Choose MS Office 2007>Microsoft Word 2007
2. Click Office button →Open command.
3. It will display Open dialog box.
4. In the left pane, select the location of the word file. (Eg: E:\)
5. In the right pane, click on the excel file to select.
6. Now click Open button, it will open existing document.
Saving a document:
In word, after creating the document, we can save our work in the computer for future use. To save
a document in word, we have to follow below steps,
1. Launch MS Word
▪ Click Start Button > All Programs
▪ Choose MS Office 2007> Microsoft Word 2007

2. Click Office button →New command.
3. Create New document and add data into the sheet.
4. Now click Office button →Save Option.
5. Excel displays Save As dialog box.
6. Now select the location where to save the word file. (Eg: E:\)
7. In the File Name (Eg: students) , give a name to the document.
8. Now click Save button to save the file.
FORMATTING
Formatting means changing the default appearance. Formatting is the fine art of making our
documents effective and attractive. It is easy to add creative touches to any document with the
options Microsoft Word has to offer.
1) Formatting Text:
The formatting text describes the typeface, the size, the color, and whether or not the character is
underlined, bold, or capitalized. It’s easy to change the formatting, and Word gives you quite a few
different ways to do it. The easiest and most visual way is with the ribbon (Home → Font).

a) Steps to change the font size:

1. Select the text you want to modify.
2. Click the drop-down arrow next to the Font Size box on the Home tab. A drop-down menu
appears.
3. Select the desired font size from the menu. Alternatively, you can type the value you want
and then press Enter on your keyboard.
b) Steps to change the font:

2. Click the drop-down arrow next to the Font box on the Home tab. The Font drop-down
menu appears.
3. Move the mouse pointer over the various fonts. A live preview of the font will appear in the
document.
4. Select the font you want to use. The font will change in the document.
c) Steps to change the font color:

2. Click the Font Color drop-down arrow on the Home tab. The Font Color menu appears.
3. Move the mouse pointer over the various font colors. A live preview of the color will appear
in the document.
4. Select the font color you want to use. The font color will change in the document.
d) Steps to use the bold, italic, and underline commands:

2. Click the Bold, Italic, or Underline command in the Font group on the Home tab.
e) Steps to change text case:

2. Click the Change Case command in the Font group on the Home tab.
3. Select the desired case option from the list.
2) Formatting Paragraph:
Formatting a paragraph include changing paragraph text alignment, spacing, styling text with bullets
and numbers, displaying borders etc., We can change paragraph formatting by using various
commands in Home → Paragraph Group.

a) Bullets and Numbering:
In Word, bullets and numbers option is used to display text list in nice order. A list of elements or
text without any sequencing order is called Bulleted List. A list of elements or text with any
sequencing order is called Numbered List.
Steps to display text with bullets:

1. Position the cursor where you want to insert the bullet list.
2. Click on the Home tab.
3. In the paragraph group, Click the bullet list dropdown button.
4. In the dropdown menu, Click on any bullet style.
5. Now a bullet appears.
6. Type any text and press enter key to start the next bullet.
7. To end the bullet list, press enter key twice.
Example:
List of Items:
✓ Computer
✓ Laptop Document with list of
✓ Mobile items displayed with
✓ Keyboard bulleted list.
✓ Mouse
Steps to display text with numbers:

1. Position the cursor where you want to insert the bullet list.
3. In the paragraph group, Click the Numbering list dropdown button.
4. In the dropdown menu, Click on any Numbering style.
5. Now a numbering appears.
6. Type any text and press enter key to start the next numbering.
7. To end the numbering list, press enter key twice.
Example:
List of Items:
1) Computer
2) Laptop Document with list of
3) Mobile items displayed with
4) Keyboard Numbered list.
5) Mouse

b) Paragraph Alignment:
Paragraph alignment means displaying the paragraph text in a particular position in the document
such as to the left, right or center of the document. In Word, we an align text using Home →
Paragraph → Alignment buttons.
Steps to align paragraphs:
1. Select the paragraph to align its position.

2. On the Home tab, in Paragraph group (Home → Paragraph)
3. Select one of the four alignment options from the Paragraph group on the Home tab.
a. Align Text Left: Aligns text to the left margin
b. Center: Aligns text an equal distance from the left and right margins
c. Align Text Right: Aligns text to the right margin
d. Justify: Aligns text equally to the right and left margins;
4. Now word display the paragraph text in selected style.
Hello Student Left Alignment

Welcome to MS WORD
Hello Student
Welcome to MS WORD Right Alignment
Hello Student
Welcome to MS WORD Center Alignment
Hello Student! Welcome to MS WORD. Word is very

easy to learn and very useful application in MS Office. Justify
c) Line and paragraph spacing:

In word, we can add or remove line and paragraph spacing using Line and Spacing Button in
Paragraph group.
Steps to adjust space between lines and paragraph:
1. Select the text or paragraph to adjust spaces.

2. Click on Home tab.
3. In Paragraph group, Click on Line and Paragraph button.
4. Now choose lines sizes or click on Line Spacing Option.
5. It will display, Paragraph dialog box.
6. Under Spacing section, Choose Line Spacing such as single, double, Multiple etc.,
7. Click OK to apply changes.

d) Shading and Borders:

In Word, we can apply background shading and borders to paragraph text easily using Home →
Paragraph → Shading or Borders option.
Steps to add shading or borders:

1. Select the text to apply shading or borders.
2. Click Home tab.
3. To apply shading,
a. In Paragraph group, Click on Shading Dropdown button’
b. In the dropdown list, Click on your desired color.
4. To apply borders,
a. In Paragraph group, Click on Borders dropdown button
b. In the dropdown list, Click on the desired border
5. Now Word will display the paragraph with selected shading color and borders.
EDITING
After adding text in the document, we can edit the text i.e, we can insert new text, delete text, select
text, copy and paste the text. To perform text editing, we have to follow below steps,
a) Insert text:
Inserting text means, adding new text into the document. To insert text, we have to follow below
steps,
1. Move your mouse to the location where you want text to appear in the document.
2. Click the mouse. The insertion point appears.
3. Type the text you want to appear.
b) Delete text:
Deleting text means, removing text from document. To delete text from document, we have to
follow below steps,
1. Place the insertion point next to the text you want to delete.
2. Press the Backspace key on your keyboard to delete text to the left of the insertion point.
3. Press the Delete key on your keyboard to delete text to the right of the insertion point.
c) Select text:
To select text in a document, we have to follow below steps
1. Place the insertion point next to the text you want to select.
2. Click the mouse. While holding it down, drag your mouse over the text to select it.
3. Release the mouse button. You have selected the text.
4. A highlighted box will appear over the selected text.

d) Copy and paste text:

The Copy operation will just copy the content from its original place and create a duplicate copy of
the content at the desired location without deleting the text from it's the original location.
Steps to Copy and Paste Text:

1. Select the text you want to copy.
3. In clipboard group, click on the Copy command. (You can also right-click your document and
select Copy.)
4. Place your insertion point where you want the text to appear.
5. On the Home tab, Click the Paste command
6. Now the text will appear.
e) Cut and paste text:

The Cut operation will cut the content from its original place and move the content from its original
location to a new desired location.
Steps to Cut and Paste Text:

1. Select the text you want to cut.
3. In clipboard group, click on the Cut command. (You can also right-click your document and
select Cut.)
4. Place your insertion point where you want the text to appear.
5. On the Home tab, Click the Paste command
6. Now the text will appear.
f) Moving Text:
Sometimes, it is required to move a text from one location to another location in the same
document or in any another document. You can move text from one location in a document to
another by using the drag-and-drop technique with the help of mouse.
Steps to move the text within the same document:
1. Select the text you want to move.

2. Now move the mouse over the selected text and hold left mouse button and drag in the
document.
3. The cursor will have a rectangle under it to indicate that you are moving text.
4. Release the mouse button, and the text will appear.

Steps to move the text within the different document:

1. Keep both the documents opened.
2. Click the Arrange All button on the View tab on the Ribbon.
3. Now move the mouse over the selected text and hold left mouse button and drag into the
other document.
4. Release the mouse button, and the text will appear.
FIND AND REPLACE

Microsoft Excel Find and Replace is a content search, locate, as well as replace feature built in the
Microsoft Office applications. With this feature, we can easily and quickly find what we want and
replace original content with other content.
Steps for using Find Feature
The Find feature can be helpful if you are trying to locate information not currently visible on the
screen. You can search for information used in formulas, values, and comments.
1. From the Ribbon, select the Home command tab.

2. In the Editing group, click Find & Select » select Find...
3. The Find and Replace dialog box appears, with the Find tab selected.
4. In the Find what text box, type the text or data to be found.
5. (Optional) Adjust the searching options.
6. Click Find Next.
7. The information is found and selected.
8. (Optional) To see the each location that this text or data is located, click Find All.
9. A pane opens below the Find and Replace dialog box with a list of each location.
10. To close the dialog box, click Close.

Steps for using Replace Feature

The Replace feature is useful when you want to change the same piece of information throughout
your worksheet.
1. From the Ribbon, select the Home command tab.
2. In the Editing group, click Find & Select » select Replace...
3. The Find and Replace dialog box appears, with the Replace tab selected.
4. In the Find what text box, type the text or data to be found.
5. Now enter the word or phrase you want to locate in the Find box.
6. Enter your new text in the Replace box.
7. Select Find Next until you come to the word you want to update.
8. Choose Find All to find all the words at a time.
9. Choose Replace to update a single occurrence.
10. Choose Replace All to update all the occurrences.
11. To specify only upper or lowercase in your search, select More > Match case.
TABLES
A table is a collection of cells arranged in rows and columns. Tables can be customized and are
useful for various tasks such as presenting text information and numerical data.
Steps to Display a table:
1. Launch MS Word Application from Start → All Programs → MS Office menu.

2. Create a new document or Open an existing document.
3. Place your insertion point in the document where you want the
table to appear.
4. Select the Insert tab.
5. Click the Table command.
6. Move the mouse over the diagram squares to select the number of
columns and rows in the table.
7. Click your mouse, and the table appears in the document.
8. You can now place the insertion point anywhere in the table to add
text.

Steps to Insert a table:

3. Place your insertion point in the document where you want the table to appear.
6. In the drop-down menu, select Insert Table command.
7. It displays Insert Table dialog box. Now enter No.of Rows and No.of Columns.
8. Click Ok to create table.
9. You can now place the insertion point anywhere in the table to add text.
SNO SNAME COURSE

1 Raju BSC
2 Preethi BT
3 Sam BCOM
To draw a table:
1. Place your insertion point in the document where you want the table to appear.
4. Click on Draw Table option. Now the pointer will convert into a pencil.
5. Hold the mouse button, drag and release to draw a table.
6. To draw horizontal and vertical line, just click and drag.
Inserting Rows in a Table:
1. Place cursor in the table where you want to add a row.

2. Right-click your mouse. A menu will appear.
3. Click Insert option.
4. In the another drop-down, select any one option
a) Click on the Insert Rows Above option to add a row above the selected row.
b) Click on the Insert Rows Below option to add a row below the selected row.
5. Now word displays new rows based on our selection.

SNO NAME COURSE

1 PREETHI BSC
2 SATISH BCOM
3 PAVAN BSC
Inserting Columns in a Table:
1. Place cursor in the table where you want to add a row.

3. Click Insert option.
4. In the another drop-down, select any one option
a) Click on the Insert Columns to the Left to add the column left side of the table.
b) Click on the Insert Column to the Right to add the column right side of the table.
5. Now word displays new rows based on our selection.
SNO NAME COURSE

1 PREETHI BSC
2 SATISH BCOM
3 PAVAN BSC
To delete a row:
1. Place the cursor in the row that you want to delete from the table.
3. A small Delete cells dialog box will appear on the screen.
4. Click on the Delete entire row radio button.
5. Then click on the OK.
To delete a column:
1. Place the cursor in the column that you want to delete from the
table.
3. A small Delete cells dialog box will appear on the screen.
4. Click on the Delete entire column radio button.
5. Then click on the OK.

INSERTING PICTURES
Pictures can be added to Word documents and then formatted in various ways. The picture tools in
Word 2007 make it easy to add images into your documents and modify these images in innovative
ways. We can add pictures to our document.
Steps to insert a picture:

3. Click on the Insert tab.
4. In the Illustrations group, click Pictures command.
5. Now Insert picture dialog box appears.
6. Select the image file on your computer.
7. Click Insert, and it will appear in your document.
Steps to wrap text around an image:
1. Select the image.

2. Select the Picture Tools >Format tab.
3. Click the Text Wrapping command in the Arrange group.
4. Click a menu option to select it. In this example, we selected Tight.

To crop an image:
1. Select the image.

2. Select the Picture Tools >Format tab.
3. Click the Crop command. The black

cropping handles appear.
4. Left-click and move a handle to crop
an image.
5. Click the Crop command to deselect
the crop tool.
INSERTING CLIP ART
Clip Art is the term given to pre-made images that are ready for use in your Microsoft Word
documents. There are many Clip Art categories, such as Christmas, Special Occasions, People,
Business, Decorative Elements, Animals, Cartoons and many more.
To locate clip art:

2. Click the Clip Art command in
the Illustrations group.
3. The clip art options appear in the task pane on
the right.
4. Enter keywords in the Search for: field that are related to the image you want to
insert.
5. Click the drop-down arrow next to the Search in: field.
6. Click Go.
Steps to insert clip art:
1. Review the results from a clip art search.

2. Place your insertion point in the document where you
want to insert clip art.
3. Click an image in the task pane. It will appear in the
document.
(OR)
4. Left-click the arrow next to an image in the task pane.
5. Select Insert, Copy, or any of the other options on the list.

MAIL MERGE
Mail Merge is a useful tool that allows us to easily create multiple letters, labels, envelopes, and
more using information stored in a database or spreadsheet. When we are performing a Mail
Merge, we will need a Word document and a recipient list. So first create a recipients list in excel
with first name, last name, address, state and phone number list and save as list.
To use Mail Merge, we have to follow below steps:

• Select the Mailings on the Ribbon.
• Select the Start Mail Merge command.
• Select Step by Step Mail Merge Wizard.
• The Mail Merge task pane appears and will guide us through the six main steps to complete
a merge.
Step 1:
1. Choose the type of document you want to create. In this example, select Letters.
2. Click Next: Starting document to move to Step 2.
Step 2:
1. Select Use the current document.

2. Click Next: Select recipients to move to Step 3.
Step 3:
Now we need an address list. The list can be in an existing file, such as an Excel workbook, or you
can type a new address list from within the Mail Merge Wizard.
1. From the Mail Merge task pane, select Use an existing list, and then click Browse.
2. Locate your file in the dialog box, then click Open.
3. Select the worksheet that contains the list, then click OK.
4. In the Mail Merge Recipients dialog box, we can check or
uncheck each recipient. Click OK to close the dialog box.
5. From the Mail Merge task pane, click Next: Write your letter to
move to Step 4.

Step 4:
Now we to write your letter. When it's printed, each copy of the letter will basically be the same,
except the recipient data—like the name and address—will be different on each one.
To insert recipient data from the list:

▪ Select More Items. The Insert Merge Field dialog
box will appear.
▪ Select the field you want to insert in the document.
▪ Click Insert. Notice that a placeholder appears
where information from the data record will
eventually appear.
▪ Repeat these steps each time you need to enter
information from your data record.
▪ Click Next: Preview your letters in the task pane once you have completed your letter.
Step 5:
1. Preview the letters to make sure information from the recipient list appears correctly in the
letter.
2. Click Next: Complete the merge to move to Step 6.
Step 6:
1. Click Print to print the letters.

2. The Merge to Printer dialog box opens. Click All, then click OK.
3. The Print dialog box will appear. Adjust the print settings if needed, then click OK.

UNIT - IV | MS EXCEL I BIOTECH – SEM I
UNIT - IV
Microsoft Excel
INTRODUCTION
Microsoft Excel is a spreadsheet application developed by Microsoft. Microsoft Excel is included in

Microsoft Office suite of applications. All MS Excel files before 2007 version are saved with .xls
extension and from MS Excel 2007 files are saved with .xlsx extension.
Features:
1. Easy To Learn: Microsoft Excel like most of the spreadsheet programs is easy to learn and
use, as it does not require any specialized training.
2. Saves Time: Excel provides various built in function and formulae which saves time by
performing both simple and complex calculations.
3. Easy Formatting: Also, Excel programs help in formatting the text by changing the font, font
style, et., to enhance the visual appearance and increase readability of the text.
4. What-If Analysis: Microsoft Excel allows automatic recalculation of operations (like addition,
subtraction etc. ) when some data is modified.
5. AutoFill: This feature allows you to quickly fill cells with repetitive data such as dates or
numbers, and repeated text. AutoFill can also be used to copy functions.
6. Number Formatting: In EXCEL, we can display numbers in different formats like currency,
date, scientific etc
7. Charts: MS Excel allows us to create different charts such as bar graph, pie- charts, line
graphs, etc. This helps us to analyze and compare data very easily.
8. Built in formulae: MS Excel has got many built- in formulae for sum, average, minimum, etc.
We can use those formulae as per our needs.
9. Functions. There are both mathematical functions (add, subtract, divide, multiply), and
logical ones (average, sum, mod, product).
10. Data Filtering: Filtering is a quick and easy way to find and work with a subset of data in a
range. A filtered range displays only the rows that meet the criteria you specify for a column.
11. Data Sorting: Data sorting is the process of arranging data in some logical order. MS Excel
allows us to sort data either in ascending or descending order.
12. Password Protection: It allows user to protect their workbooks by using password from
unauthorized access to their information.

MS- EXCEL PARTS WINDOW
1. Title bar: Displays the name of the document and the name of the program.
2. Office Button: Clicking on the Office Button displays a drop-down menu containing a number
of options, such as open, save, and print. The options in the Office Button menu are very
similar to those found under the File menu in previous versions of Excel.
3. Ribbon: The Ribbon is the strip of buttons and icons located above the work area in Excel
2007. The Ribbon replaces the menus and toolbars found in earlier versions of Excel.
4. Active Cell: The cell with the black outline is called active cell. Data is always entered into
the active cell.
5. Column Letter: Columns run vertically on a worksheet and each one is identified by a letter
in the column header.
6. Formula Bar: Located above the worksheet, this area displays the contents of the active cell.
It can also be used for entering or editing data and formulas.
7. Name Box: Located next to the formula bar, the Name Box displays the cell reference or the
name of the active cell.
8. Row Numbers: Rows run horizontally in a worksheet and are identified by a number in the
row header.
9. Sheet Tabs: Displays sheets in the workbook. The tab at the bottom of a worksheet tells you
the name of the worksheet - such as Sheet1, Sheet2 etc.

10. Quick Access Toolbar (QAT): Displays buttons to perform frequently used commands with a
single click. Frequently used commands in Word include Save, Undo, Redo, and Print.
11. Tabs: Display across the top of the Ribbon, and each tab relates to a type of activity; for
example, laying out a page.
12. Group name: Indicate the name of the groups of related commands on the displayed tab.
13. Dialog box launcher:A small icon that displays to the right of some group names on the
Ribbon; it launches a dialog box.
14. Status bar: Displays, on the left side, the page and line number, word count, and the Proof
button. On the right side, displays buttons to control the look of the window.
15. View Options: Contains buttons for viewing the document in Print Layout, Full Screen
Reading, and also displays controls to Zoom Out and Zoom In.
16. Zoom Slider: The Zoom Slider increases or decreases the viewing area.
17. Vertical scroll bar:Enables you to move up and down in a document to display text that is
not visible.
18. Scroll box:Provides a visual indication of your location in a document. You can use the mouse
to drag a document up and down to reposition the document.
19. Program-Level Control Buttons:The buttons on the right edge of the title bar that minimize,
restore or close the program.
WORKBOOK
In Microsoft Excel, a workbook is a collection of one or more spreadsheets, also called worksheets,
in a single file. When we create a new workbook, excel show three sheets by default. We can add
new sheets whenever we need and we can delete sheets and we can rename sheets.
Creating a new workbook:

A new blank work book is readily displayed when we open an excel. If we want to create a new
workbook, we can use New button in Office button menu.
To create a new blank workbook, we have to follow below steps:
• Launch MS Excel
o Click Start Button > All Programs
o Choose MS Office 2007> Microsoft Excel 2007
• Click the Microsoft Office button →New button.
• The New Workbook dialog box opens. Now click Blank Workbook is highlighted by default.
• Click Create. A new blank workbook appears in the window.

Opening a workbook:
After creating and saving the workbook, if we want to view or to modify the existing workbook, we
need to open the workbook first.
1. Launch MS Excel
b) Choose MS Office 2007> Microsoft Excel 2007
4. In the left pane, select the location of the excel file. (Eg: E:\)
5. In the right pane, click on the excel file to select.
6. Now click Open button, it will open existing workbook.
Saving a workbook:
After creating the workbook, we can save our work in the computer for future use. To save a
workbook in excel, we have to follow below steps,
1. Launch MS Excel
b) Choose MS Office 2007> Microsoft Excel 2007
3. Create New Workbook and add data into the sheet.
6. Now select the location where to save the excel file. (Eg: E:\)
7. In the File Name (Eg: students) , give a name to the workbook.
Row:
▪ Horizontal collection of cells in Excel is known as Row.
▪ Numbers on the left of the grid are called Row
headings.
▪ Each row is identified with a row number such as 1, 2,
3, . .
▪ The total number of rows in excel are1,04,8576 rows.
▪ To highlight entire row, click on the row number.

Column:
▪ Vertical collection of cells in Excel is known as Column.
▪ The letters across the top are column headings.
▪ Each column is identified with column name such as A, B,
C, . .
▪ The total number of columns in excel are 16,384.
▪ To highlight entire column, click on the column letter.
INSERTING ROWS AND COLUMNS
When working with worksheets, we can insert new rows and columns or delete existing rows and
columns whenever it is necessary.
Steps to insert new Rows:
1. Open MS Excel from Start>All Programs>MS Office.

2. Create a new workbook using Office button>New option.
3. Create a table with data as follows.
SNO NAME COURSE
1 PREETHI BSC
2 SATISH BCOM
3 PAVAN BSC
4. Select a cell below where you want to add a new row
5. From the Ribbon, select the Home command tab
6. In the Cells group, click on the INSERT button
7. Now select Insert Sheet Rows.
8. A new row will be inserted as shown below.
SNO NAME COURSE

1 PREETHI BSC
2 SATISH BCOM
3 PAVAN BSC

Steps to insert new columns:

SNO NAME COURSE
1 PREETHI BSC
2 SATISH BCOM
3 PAVAN BSC
4. Select a cell below where you want to add a new row
6. In the Cells group, click on the INSERT button
7. Now select Insert Sheet Columns.
8. A new column will be inserted as shown below.
SNO NAME COURSE
1 PREETHI BSC
2 SATISH BCOM
3 PAVAN BSC
ENTERING LABELS, VALUES AND FORMULAS:
Entering data into a spreadsheet is just like typing in a word processing program, but you have to
first click the cell in which you want the data to be placed before typing the data.
Labels and Values:
All words describing the values (numbers) in the workbook are called labels. The numbers, which
can later be used in formulas, are called values. The following figure shows, labels and values.

Steps to enter labels and values:
To work with data on a worksheet, we first have to enter that data in the cells on the worksheet.
Then, we can edit and adjust data easily.
1. Click Start Button > All Programs

2. Choose MS Office 2007> Microsoft Excel 2007
3. Create a new Worksheet:
a. Click the Office button >New option.
b. The New workbook Dialog box appears. Now click on Blank WorkBook.
c. Then Click on Create button.
4. Select the cell.
5. Type a text, a number, or a formula.
6. Move to the next cell.
Moving to next cell:

To enter text and numbers in a cell, we simply select the cell and begin typing. Whatever we type
appears both in the cell and in the Formula bar. When you finish typing, you can leave the cell in
any of these ways:
• Press Enter (moves you to the next cell down).

• Press Tab (moves you to the next cell to the right).
• Press Shift+Tab (moves you to the next cell to the left).
• Press an arrow key (moves you in the direction of the arrow).
Entering formula in Excel:

A formula is an equation that performs a calculation using values in the worksheet. We can create
simple formulas using mathematical operators such as the addition, subtraction, multiplication, and
division signs and cell references such as A1+A2, B2*A2-C2 etc.,
Steps to enter a formula:

1. Click Start Button > All Programs
2. Choose MS Office 2007 > Microsoft Excel 2007
3. Create a New Workbook by clicking Office Button > New option.
4. Create a table and enter data as follows,

5. Click the cell where the answer should appear (B3, for example).
6. Type the equals sign (=) to let Excel know a formula is being defined.
(OR) Type the equals sign (=) in the Formula bar.
7. Type the cell address that contains the first number to be added (B1, for example).
8. Type the addition sign (+) to let Excel know that an add operation is to be performed.
9. Type the cell address that contains the second number to be added (B2, for example).
10. Finally Press Enter.
FORMATTING
Formatting means to change the default settings of text, row, column, cell, worksheet etc. Simply it
changes the appearance of the worksheet. Formatting can be done either before data entry or after
data entry.
To change the font size:

2. Click the drop-down arrow next to the Font
Size box on the Home tab. A drop-down
menu appears.
3. Select the desired font size from the menu.
Alternatively, you can type the value you
want and then press Enter on your
keyboard.
To change the font:

2. Click the drop-down arrow next to the Font box on the Home tab. The Font drop-down
menu appears.
3. Move the mouse pointer over the various fonts. A live preview of the font will appear in the
document.
4. Select the font you want to use. The font will change in the document.

To change the font color:

2. Click the Font Color drop-down arrow on the Home tab. The Font Color menu appears.
3. Move the mouse pointer over the various font colors. A live preview of the color will appear
in the document.
4. Select the font color you want to use. The font color will change in the document.
To use the bold, italic, and underline commands:

4. Click the Bold, Italic, or Underline command in the Font group on the Home tab.
To Add Cell Borders:
1. Select the cells you want to apply borders.

2. Click the down arrow beside the Borders button in the Font group on the Home tab.
3. A drop-down menu appears, with all the border options you can apply to the cell selection.
4. Click the type of border you want to apply to the selected cells
CHANGE ROW HEIGHT AND COLUMN WIDTH
After entering the data into cells in workbook, we can adjust the rows height and columns width to
our required lengths.
Adjusting row height:
We can adjust the row height in two ways. They are,
Procedure-1:
1. Open MS Excel from Start→All Programs→MS Office.

2. Create a new workbook using Office button→New option.
4. To adjust a single row height, select any cell from the row to adjust.
5. From the Ribbon, select theHome command tab
6. In the Cells group, click FORMAT
7. In the Cell Size section, Click Height...The Row Height dialog box appears.
8. In the Row height text box, type the desired height
9. Click OK.
Procedure-2:
1. Place the mouse pointer on the row separator line.

2. The mouse pointer changes to double headed arrow.
3. Click and drag the mouse to change the row height.
Adjusting Column Width:
We can adjust column width in two ways. They are,
Procedure-1:

1. To adjust a single column, select any cell from the column to be adjusted
3. In the Cells group, click FORMAT
4. In the Cell Size section, select Width... The Column Width dialog box appears.
5. In the Column width text box, type the desired width.
6. Click OK.
Procedure-2:
1. Place the mouse pointer on the column separator line.

2. The mouse pointer changes to double headed arrow.
3. Click and drag the mouse to change the column width.

OPERATORS USED IN FORMULAS:
Operators specify the type of calculation that you want to perform on the elements of a formula.
Excel follows general mathematical rules for calculations, which is Parentheses, Exponents,
Multiplication and Division, and Addition and Subtraction. Using parentheses allows we can change
that calculation order.
Types of operators.
There are four different types of calculation operators:
1. Arithmetic
2. Comparison
3. Text concatenation
4. Reference.
▪ Arithmetic operators
To perform basic mathematical operations, such as addition, subtraction, multiplication, or

division; combine numbers; and produce numeric results, use the following arithmetic operators.
Arithmetic operator Meaning Example

+ (plus sign) Addition =3+3
– (minus sign) Subtraction =3–3
Negation =-3
* (asterisk) Multiplication =3*3
/ (forward slash) Division =3/3
% (percent sign) Percent 30%
^ (caret) Exponentiation =3^3
▪ Comparison operators
You can compare two values with the following operators. When two values are compared by
using these operators, the result is a logical value—either TRUE or FALSE.
Comparison operator Meaning Example

= (equal sign) Equal to =A1=B1
> (greater than sign) Greater than =A1>B1
< (less than sign) Less than =A1<B1
>= (greater than or equal to sign) Greater than or equal to =A1>=B1
<= (less than or equal to sign) Less than or equal to =A1<=B1
<> (not equal to sign) Not equal to =A1<>B1

▪ Text concatenation operator

Use the ampersand (&) to concatenate (join) one or more text strings to produce a single
piece of text.
Text operator Meaning Example

& Connects, or concatenates, ="North"&"wind" results in
(ampersand) two values to produce one "Northwind".
continuous text value Where A1 holds "Last name" and B1
holds "First name", =A1&", "&B1
results in "Last name, First name".
▪ Reference operators
Combine ranges of cells for calculations with the following operators.
Reference Meaning Example

operator
: (colon) Range operator, which produces one B5:B15
reference to all the cells between two
references, including the two references.
, (comma) Union operator, which combines multiple =SUM(B5:B15,D5:D15)
references into one reference
(space) Intersection operator, which produces one B7:D7 C6:C8
reference to cells common to the two
references
CELL REFERENCES
Each cell is the intersection of a column and row on a worksheet. It has a unique address called cell
reference. Cell reference is based on its column letter and row number. For example, the cell
reference for the intersection of column D and row 4 is D4.
In MS EXCEL, the cell reference is three types. They are
1. Relative reference
2. Absolute reference
3. Mixed reference
Relative Reference:
When a formula is copied to another location in the worksheet, and if that formula contains cell
addresses, the cell addresses are automatically changed.
For example, if the cell C2 contains the formula =A2+B2,
▪ If formula is copied to the next row i.e. C3 then the formula in C3 is changed automatically
to A3+B3.
▪ If formula is copied to the next column i.e. D2 then the formula in D2 is changed to is B2 +
C2.
Absolute Reference:
When a formula is copied to another location in the worksheet, and if that formula contains cell
addresses, the cell addresses are not changed.
If we don’t want to change cell addresses while copying a formula to another location there we can
fix the cell addresses of the formula. When the $ sign precedes both row and column of cell address
then it is called Absolute reference
For example, to create an absolute reference to cell A12, we should type $A$12.
Mixed Reference:
When we use both absolute and mixed reference at same time then it is called mixed references.
▪ A$2 - absolute row and a relative column

▪ $A2 - absolute column and a relative

FUNCTIONS
A function is a predefined formula that performs calculations using specific values in a particular
order. Excel includes many common functions that can be used to quickly find the sum, average,
count, maximum value, and minimum value for a range of cells. In order to use functions correctly,
we need to understand the different parts of a function and how to create arguments to calculate
values and cell references.
The parts of a function:

Every function in MS-EXCEL consists two parts. They are
1. Equals sign (=)

2. Function Names
3. Arguments
Function Names indicate that the work to be done by a function like SUM( ), FACT( ), COUNT( ) so
on.
Arguments are the values to be given to the function. Arguments are enclosed with parenthesis.
They can be strings, numbers or both.
The function in the example below would add the values of the cell range A1:A20.
Types of Functions:
In MS-EXCEL, there are a number of built-in functions. Based- on working of built-in functions, they
are classified into various categories. Some of them are
• Mathematical and Trigonometry (Math & Trig.)
• Statistical
• Date & Time
• Logical
• Text
• Financial etc.

Mathematical Functions:
Math and Trig functions are used to calculate mathematical and trigonometric operations.
o ABS(): This function will return the absolute value of a given number. That means it gives
only positive value of a given number.
▪ Syntax: =ABS(number)
▪ Example: =ABS(12) returns 12 , ABS(-12) returns 12
o GCD(): This function will return the Greatest Common Divisor of given numbers.
▪ Syntax: =GCD(number1,number2,...)
▪ Example: =GCD(24, 36) gives 12
o INT(): This function will extract only integer part of the given number: When we give negative
real value, it rounded off the number down to the nearest integer.
▪ Syntax: =INT(number)
▪ Example: =INT(12.35) , will return 12, =INT(-12.35) will return—13
o SQRT(): This function returns he square root of a given number. In the below syntax, the
number argument is the positive integer.
▪ Syntax: =SQRT (number)
▪ Example: =SQRT(144) , will return 12.
o POWER(): This function calculates a given number, raised to a supplied power. In the below
syntax, the number and power arguments are numeric values.
▪ Syntax: = POWER (number, power)
▪ Example: = POWER (5, 2) , will return 25
o FACT():This function returns the factorial of a number. In the below syntax, the number
argument is the positive integer
▪ Syntax: =FACT(number)
▪ Examples: =FACT(5) returns 120
o MOD(): This function returns the remainder of two given numbers. In the below syntax,
number is the number to be divided. divisoris the value that the number argument is
divided by.
▪ Syntax: =MOD(number, divisor)
▪ Example: =MOD(3,2) returns
o SUM():The Excel SUM function adds together a supplied set of numbers and returns the sum
of these values. In the below syntax, the number arguments are a set of numbers (or arrays
of numbers) that you want to find the sum of.
▪ Syntax: =SUM(number1, number2, ...)
▪ Example: SUM(2,3) , SUM(A2:C2), SUM(B2:E2, 15, D2:P2)
o PRODUCT(): The Excel PRODUCT function returns the product (multiplication) of a supplied
set of
numerical values. In the below syntax, the number arguments are a set of numbers (or arrays
of numbers) that you want to find the product of.
▪ Syntax: =PRODUCT(number1, number2, ...)
▪ Example: PRODUCT(2,3) , PRODUCT(A2:C2)
o RAND(): The Excel Rand function generates a random real number between 0 and 1. The
function takes no arguments and therefore, its syntax is:
Syntax: = RAND( )
▪ Example: = RAND( ) , =a + (b-a) * RAND()
o SIN(): This function returns the sine of the given angle. In the below syntax, the number
argument is the angle, in radians
▪ Syntax: =SIN(number)
▪ Example: =SIN(90)
o COS(): This function returns the cosine of the given angle. In the below syntax, the number
argument is the angle, in radians.
▪ Syntax: =COS(number)
▪ Example: COS(90)
o TAN(): This function return the tangent of a given angle. In the below syntax, the number
argument is the angle, in radians, that you want to calculate the tangent of.
▪ Syntax: = TAN(number)
▪ Example: TAN(90)
Statistical Functions:
Excel provides an extensive range of Statistical Functions, that perform calculations from basic
mean, median & mode to the more complex statistical distribution and probability tests.
COUNT():This function will count total number of cells that contain numbers within the list
of arguments.
 Syntax: =COUNT(valuel,vaiue2,..)
 Examples: COUNT(A1:A7), COUNT(12,”A”,13) gives 2.
COUNTA():This function will count total number of non-empty cells that contain data(text
or numbers) within the list of arguments.
 Syntax: =COUNTA(valueI ,Value2,..)
 Example: COUNTA(A1 :E20)

COUNTBLANK(): Counts the number of cells that are empty. We can use this function to
count the number of cells that contain no data in a range.
 Syntax: =COUNTBLANK(valueI ,Value2,..)
 Example: COUNTBLANK(A1 :E20)
AVERAGE(): This function returns the average value in a set of values.

 Syntax: =AVERAGE(number1 ,number2,…)
 Example: AVERAGE(10,20,30) gives 20
MEDIAN():This function returns the median( middle ) value in a set of values.

 Syntax: =MEDIAN(number1 ,number2,…)
 Example: MEDIAN(10,20,30,20) gives 25
MODE():This function returns the mode ( most frequently occurring ) value in a set of values.
 Syntax: =MODE(number1 ,number2,…)
 Example: MODE(1,2,3,2,2) gives 2
MAX(): This function returns the largest value in a set of values.

 Syntax: =MAX(numberl,number2...)
 Example: =MAX(10, 7, 9, 27,2) returns 27
MIN(): This function returns the smallest value in a set of values.

 Syntax: =MIN(number1 ,number2,..)
 Example: MIN(M, 7, 9, 27, 2) returns 2
LARGE(): This function returns the nth largest value from the given values. We can use this
function to select a value based on its relative position in the list.
 Syntax: =LARGE(array, n)
 Example: LARGE(A 1:A20,2) will return 2nd largest value in the range.
SMALL(): This function returns the nth smallest value from the given values. We can use this
function to select a value based on its relative position in the list.
 Syntax: SMALL(array, n)
 Example: SMALL(A 1:A20,2) will return 2nd smallest value in the range.

Text Functions:
Text functions will work on string values (text). The following are the most commonly used text
functions,
CHAR(): This function returns ASCII character of a given number. The number should be in
the range between 0 and 255.
 Syntax:- CHAR(number)
 Example: CHAR(65) returns “A”
CODE(): This function returns ASCII value of a given character. If we give more than one
character then it gives ASCII value to the first character only.
 Syntax: CODE(character)
 Examples: CODE(“A”) returns 65, CODB(“ABC”) returns 65
LEN(): This function returns the number of characters present in a given string.
 Syntax: LEN(string)
 Example: LEN(“ABCDE”) returns 5
MID(): This function returns given number of characters from specified position.
 Syntax: MID(String, Position, number-of-characters)
 Example: MID(“ABODE”, 2,3) returns BCD
UPPER(): This function converts all letters of a given string into upper case.
 Syntax: UPPER(String)
 Example: UPPER(“abcd”) returns ABCD
LOWER(): This function converts all letters of a given string into lower case.
 Syntax: LOWER(String)
 Example: LOWER (“ABC”) returns abc
CONCATENATE(): This function will concatenate given strings.

 Syntax: CONCATINATE(“text-1”,”text-2”)
 Example: CONCATINAT(“ABC”,”XYZ”)
TRIM(): This function will remove all the extra spaces in the given string.
 Syntax: TRIM(String)
 Example: TRIM(“ X Y Z ”) gives XYZ
LEFT(): The Excel Left function returns a specified number of characters from the start of a
supplied text string.
 Syntax: LEFT(String, no_of_characters)
 Example: left(“ COMPUTERS ”,3) gives COM

RIGHT():The Excel Right function returns a specified number of characters from the end of
a supplied text string.
 Syntax: RIGHT(String, no_of_characters)
 Example: RIGHT(“ COMPUTERS ”,3) gives ERS
Date and Time Functions:

Date and Time functions are use to perform operations on date and time.
1. NOW() : It gives today's date and time (Eg: 21/07/2008 09:30) -the two brackets are required
2. TODAY(): It gives today's date in date format (Eg: 21/07/2008)
a. Type =Now() into any empty cell
b. Type =Today() into another empty cell
c. Type =Now() into the cell with your custom format – only the time is shown
d. Hold down <F9> and watch the time being updated
In the following functions, the value for date/time can be supplied either as text (enclosed in quotes) or a
number:
3. DAY(date) : The Excel DAY function returns an integer representing the day of the month
(from 1-31) of a supplied date.
Example:= DAY(NOW())
4. MONTH(date): The Excel MONTH function, returns an integer, representing the month
(from 1 - 12) of a supplied date.
Example: =MONTH(NOW())
5. YEAR(date): The Excel Year function returns an integer representing the year of a supplied
date.- Example: =YEAR(NOW())
6. HOUR(time): The Excel HOUR function returns an integer representing the hour component
of a supplied Excel time.
Example: =HOUR(NOW())
7. MINUTE(time): The Excel Minute function returns an integer representing the minute
component of a supplied Excel time.
Example: = MINUTE(NOW())
8. SECOND(time): The Excel Second function returns an integer representing the second
component of a supplied Excel time.
Example: =SECOND(NOW())

9. TIMEVALUE( time_text ): The Excel TIMEVALUE function converts a text representation of a

time, into an Excel time.
Example: =TIMEVALUE( "2:23 pm" ) , 14:23:00
10. DATEVALUE( date_text ): The Excel DATEVALUE function converts a text representation of
a date into an Excel date.
Example: =DATEVALUE( "01/01/2016") , 01/01/2016
LOGICAL FUNCTIONS
Excel logical functions are used to compare data in different cells. These functions are used to
perform more complex calculations. The Excel logical functions include the boolean operators and
conditional tests. The following are the logical functions,
1. IF function:
The IF function check if the given condition is TRUE or FALSE. If the condition is TRUE, it returns one
result. If the condition is FALSE, it returns another result.
Syntax: IF ( Condition, value_if_true, value_if_false )

Example: =IF(A2>10,” Correct”,”Not Correct”)
If A2>10, the it will return “Correct’ else it will return “Not Correct”.
2. AND Function:
The AND function checks multiple conditions and returns true if they all the conditions evaluate to
true. Otherwise it will return false.
Syntax: AND ( logical_test1, [logical_test2], ... )

Example: = AND(A2>=10, B2<5)
The function returns TRUE if a value in cell A2 is greater than or equal to 10, and a value in B2 is less
than 5, FALSE otherwise.
3. OR Function:
The OR function is used when evaluating multiple conditions. It returns true if any or all of the
conditions are true. It returns false if all of the conditions are false.
Syntax: OR ( logical_test1, [logical_test2], ... )

Example: =OR(A2>=10, B2<5)
The formula returns TRUE if A2 is greater than or equal to 10 or B2 is less than 5, or both conditions
are met. If neither of the conditions it met, the formula returns FALSE.

4. NOT Function:
This function returns argument is FALSE, then TRUE is returned and vice versa.
Syntax: NOT ( logical_test1)
Example: =NOT(A2>=10)
The formula returns FALSE if a value in cell A1 is greater than or equal to 10; TRUE otherwise.
Example:
To display student result “PASS” or “FAIL” for each student by checking pass marks in each subject.
CHARTS
A chart is a graphical representation of data. Charts are visually attractive and make it easy for users
to see comparisons, patterns, and trends in data.
We can create a chart on a separate or worksheet. A chart, is linked to the worksheet data and is
updated automatically when we change the data.
The Line Chart
• The Line chart is used to show information that

change over time.
• We plot line graph using several points
connected by straight lines.
• In a Line Chart, the vertical axis (Y-axis) always
displays numeric values and the horizontal axis
(X-axis) displays time or another category.
The Area Chart
• Area Charts are like Line Charts except that the

area below the plot line is filled with solid color.
• And like Line Charts, area chart is also used to
show information that change over time. They
are most commonly used to show trends in
data.

The Column Chart
• A column chart is a bar-shaped chart that has a

bar placed on the X-axis. This type of chart in
excel is called a column chart because the bars
are placed on the columns.
• A Column Chart typically displays the
categories along the horizontal (category) axis
and values along the vertical (value) axis.
• To create a column chart, arrange the data in
columns or rows on the worksheet.
The Bar Chart
• Bar charts illustrate comparisons among individual

items.
• In a bar chart, the categories are typically organized
along the vertical axis, and the values along the
horizontal axis.
• Data that's arranged in columns or rows on a
worksheet can be plotted in a bar chart.
The Pie Chart
• A Pie Chart (or Pie Graph) is a special chart that

uses "pie slices" to show relative sizes of data.
• Pie charts are used to display the contribution
of each value (slice) to a total (pie).
• Pie charts always use one data series. A Pie
Chart can only display one series of data.

Doughnut Chart
• A doughnut (or donut) chart is a type of pie chart

with a "hole" - a blank circular area in the center.
• Two charts are quite similar in the way they look
and function, a Pie Chart can only display one
series of data but doughnut chart can contain
more than one data series.
Stock Chart
• The high-low-close chart is often used to show

stock prices.
• Data that's arranged in columns or rows in a
specific order on a worksheet can be plotted in a
stock chart.
Scatter Chart:
• A scatter chart, uses dots to represent values for

two different numeric series.
• A Scatter Chart is used to observe how the values
of two series compare over time or another
category.
• Scatter plots are used to observe relationships
between series.
To create a chart:

3. Create a table with data for generating chart.
4. Select the worksheet you want to work with. Week Sales Expenses
5. Select the cells you want to chart, including the column MON रु 70,000 रु 10,000
TUE रु 80,500 रु 15,000
titles and row labels. WED रु 75,000 रु 20,000
6. Click the Insert tab.
7. Hover over each Chart option in the Charts group to learn more about it.
8. Select one of the Chart options. In this example, we'll use the Columns command.
9. Select a type of chart from the list that appears. For this example, we'll use a 2-D Clustered
Column.
10. The chart appears in the worksheet.
रु 150,000
रु 100,000
Sales
रु 50,000 Expenses
रु 0
MON TUE WED THU FRI SAT

UNIT – V | MS POWERPOINT I BIOTECH – SEM I
UNIT- V
MS-POWERPOINT
INTRODUCTION
PowerPoint is presentation software developed by Microsoft, which allows us to create slide

presentations displaying text, images, shapes and video. Power Point 2007 files are saved with an
.pptx extension.
Features:
The following are the important features of MS-PowerPoint,
• Format specifications:
We can format all the slides in a presentation using the powerful Slide Master and various
formatting options in Home tab.
• Insert Graphics:
We can insert various types of graphic objects such as images, shapes, cliparts, wordArts
etc., with a single click.
• Insert Tables:
We can insert tables and draw tables easily just like in MS-Word.
• Insert Videos:
We can add video files in a slide which will play the video during slide show presentation.
• Insert Sound:
We can add sound files in a slide which will play the audio during slide show presentation.
• Animations:
We can apply various types of animation effects for slides and also to the content in the
slides (text, images, shapes etc.,).
• Group Slides into Sections:
A group slide into sections is an important feature in PowerPoint 2010. This feature allows
us to group slides into sections. This feature is very useful for longer presentations (50+
slides).
• Improved Picture Crop:
With this feature, we can easily crop pictures by aspect ratio i.e., widescreen (16:9 or 16:10)
presentations and the standard 4:3 PowerPoint slide ratio.
• Insert Video from Online Sites:
In PowerPoint 2010, we can insert and play video from online sites such as YouTube, Vimeo
etc., during a slide show by just copy and paste the embed code into the insert video dialog
box.
• Save Presentation as a Video:
In PowerPoint 2010, save presentation is a very useful and new feature. Using this feature,
we can easily save a presentation as a video.

PARTS OF MICROSOFT POWERPOINT

Power Point has the following parts
▪ Slides Pane: It displays all the slides in thumbnail view and allows us to move, copy, paste
and delete slides easily.
▪ Outline Pane: Outline pane allow us to view slides thumbnail-sized making it easy for you to
navigate through your presentation and to see the effects of any design changes.
▪ Presentation Window: It is the work space to create, edit or format slides.
▪ Status Bar: It is the horizontal bar at the bottom left of the PowerPoint window that gives
details about the active presentation.
▪ Document Views: It allow you to manage different aspects of your presentation.

CREATING A PRESENTATION
When we open PowerPoint from the Start menu or from an icon on your desktop, a new
presentation with one slide appears by default. We can also create a new presentation by using
blank presentation or presentation template.
Create a blank presentation:

One way of creating a presentation is to start from scratch i.e., we have to create a presentation
from the beginning. To create a blank presentation,
1. Click the File tab or Office button.

2. Select New option.
3. Select Blank presentation under Blank & Recent Template.
4. Click Create. A new blank presentation appears in the PowerPoint window.
Create a presentation using a template:

A template is a presentation that already has a theme and some graphics applied to it. All you
have to do is replace the standard text with your own text and add some other elements.
1. Click the File tab or Office button.

2. Select New option.
3. Under Template section, click on InstalledTemplates.
4. It will display thumbnail images of all the templates that are available.
5. Select a template and click Create button.
6. A new presentation appears in the PowerPoint window.
OPEN A PRESENTATION
After creating and saving the presentation, if we want to view or to modify the existing presentation,
we need to open the presentation first.
1. Launch MS PowerPoint
b) Choose MS Office 2007> Microsoft Power Point 2007
4. In the left pane, select the location of the power point file. (Eg: E:\)
5. In the right pane, click on the power point file to select.
6. Now click Open button, it will open existing presentation.

SAVING A PRESENTATION
After creating the presentation, we can save our work in the computer for future use. To save the
presentation, we have to follow below steps,
2. Create New Presentation and add data into the slide.
5. Now select the location where to save the presentation file. (Eg: E:\)
6. In the File Name (Eg: students) , give a name to the presentation.
WORKING WITH SLIDES
Inserting and Deleting Sides in a Presentation:

After creating a presentation, we can change the slides; these changes are adding or deleting slides,
changing a slide’s layout, entering and editing text.
Inserting a new slide:

a. Click Start Button > All Programs
b. Choose MS Office 2007> Microsoft Power Point 2007
3. Create New Presentation.
4. Click the New Slide button in the Slides group on the Home tab.
5. A menu will appear with various slide layout options.
6. Click the slide you want to insert.
7. A new slide with the chosen layout will appear in the center of the PowerPoint window
and in the pane on the left.

Deleting a slide:
When we are creating a presentation with different slides, we can remove unwanted slides from
presentation. To delete slides from presentation, we have to follow below steps,
1. In the slide pane, select a slide that we want to delete
2. Press DELETE key (Or)
3. Click the Delete command in the Slides group on the Home tab.
Copying Slides:
After creating presentation slides, we can copy slides using following steps,
1. Select the slide you want to copy.
2. Click the Copy command on the Home tab.
3. Click inside the Slides tab on the left task pane.
4. A horizontal insertion point will appear.
5. Move the insertion point to the location where you want the copy of the slide to
appear.
Editing text in slide:

The ability to change text by adding, deleting and rearranging letters, words, sentences and
paragraphs. In power point, each slide has a Slide layouts that contain formatting, positioning, and
placeholder boxes for all of the content that appears on a slide. We can easily add any content in
the slide.
Steps to Add Text in slide:

To add text in slide, we have to follow the below steps,
2. Create a new presentation using Office button →New command. (Or)
3. Open an existing presentation using Office button → Open command
4. In the Slides Pane, Click the slide to add or edit text.
5. Click mouse in the text placeholder.
6. An insertion pointer appears as shown in the figure.
7. Now type text.

Steps to Edit Text in slide:

To Edit text in slide, we have to follow the below steps,
1. In the Slides Pane, Click the slide to edit or text.
2. Delete Text:
a) Click on the text you want to delete in the text placeholder
a) Press Delete Key to delete the text
b) Type new text
3. Editing Text:
a) Click on the text you want to edit in the text placeholder
b) An insertion pointer I appears.
c) Now we can add text easily.
4. Click outside the text placeholder to update changes.
Formatting Text:
In power Point, after adding text into the slides, we can apply various formats to text to make text
appear more attractive. Text formatting’s include changing font, font size, font color, applying bold,
italic, under line, applying text shadows and changing font case. All the formatting’s are applied
using command in Home Tab →Font Group.
Steps to apply text formatting’s:

To apply various text formatting’s, first we want to select the text and then we have to apply
formatting’s.
• Launch MS PowerPoint
▪ Click Start Button > All Programs
▪ Choose MS Office 2007> Microsoft Power Point 2007
• Create a new presentation using Office button →New command. (Or)
• Open an existing presentation using Office button → Open command
• In the Slides Pane, Click the slide to add or edit text.
• Select the text you want to apply formatting

• Change the Font:

▪ Click Home Tab
▪ In the Font group, Click the down-arrownext to font.
▪ A dropdown list appears with various fonts.
▪ Select any font to apply.
• Change the Font Size:
▪ Click Home Tab
▪ In the Font group, Click the down-arrownext to font size.
▪ A dropdown list appears with various font sizes.
▪ Select any font size to apply.
• Change the Font Color:
▪ Click Home Tab
▪ In the Font group, Click the down-arrow next to font color.
▪ A dropdown list appears with various font colors.
▪ Select any font to apply.
• Apply Bold, Italic and Underline:
▪ Click Home Tab
▪ In the Font group, Click on B, I and U to apply Bold, Italic and Underline styles
to font.
• Apply Shadow to the text:
▪ Click Home Tab
▪ In the Font group, Click S button to apply shadow to text.
• Change text case:
▪ Click Home Tab
▪ In the Font group, Click the down-arrow next to Change Case Aa.
▪ A dropdown list appears with various text cases.
▪ Select any text case to apply.
▪ Finally save the presentation using Office → Save command.
INSERTING AUDIO AND VIDEO
PowerPoint allows you to insert audio files from your computer, or you can search the Clip Art
Studio to find the audio you need. Once you've inserted audio, you can then edit it.

To insert audio from a file on your computer:
1. Click Start Button>All Programs
2. Choose MS Office 2007> Microsoft Power Point 2007
2. Create a new presentation using Office button → New command. (Or)
3. Open an existing presentation using Office button →Open command
4. In the Slides Pane, Click the slide to add or edit text.
5. Click the Insert tab
6. Under media Clips group click on the Sound icon button.
7. Locate and select the desired audio file, then click Insert.
8. The audio file will be added to the slide.
To insert a video from a file on your computer:
1. Click Start Button>All Programs
2. Choose MS Office 2007> Microsoft Power Point 2007
2. Create a new presentation using Office button → New command. (Or)
3. Open an existing presentation using Office button →Open command
4. In the Slides Pane, Click the slide to add or edit text
5. From the Insert tab.
6. Under media Clips group click on the Movie icon button
7. Locate and select the desired video file, then click Insert.
8. The video will be added to the slide.

SLIDE TRANSITION
Slide Transition is the movements we see when one slide changes to another in Slide Show view.
Slide transitions are the animation-like effects that happen when you move from one slide to the
next during a presentation.
To apply a slide transition to a single slide:
1. Select the slide you want to modify.

2. Select the Animations tab.
3. Locate the Transition to This Slide group. By default, No Transition is applied to each
slide.
4. Click the More drop-down arrow to display all transition effects.
5. Click a slide transition effect to apply it to the selected slide.
To apply a slide transition to all slides:
1. Select the slide you want to modify.

3. Locate the Transition to This Slide group. By default, No Transition is applied to each
slide.
4. Click the More drop-down arrow to display all transition effects.
5. Click a slide transition effect to apply it to the selected slide.
6. Click Apply To All to apply the transition to all slides in the presentation
To preview a transition:
1. Click the Preview command on the Transitions tab.

2. Click the star Play Animations icon.
3. The icon appears on the Slides tab in the left pane beside any slide that includes a
transition.

Modifying transitions:
After adding the transition to the slides, we can change the speed, sound for the transition.
To set slide transition speed:
• Apply a slide transition effect to a slide.

• Click the Transition Speed drop-down menu in the Transition to This Slide
group on the Animations tab.
• Select a menu option to apply the transition speed to the selected slide.
To set slide transition sound:
• Apply a slide transition effect to a slide.

• Click the Transition Sound drop-down menu in the Transition to This Slide
group on the Animations tab.
• Select a sound to apply it to the selected slide.
CUSTOM ANIMATION
In PowerPoint, we can animate text and objects such as clip art, shapes, and pictures on the slide.
Animation—or movement—on the slide can be used to draw the audience's attention to specific
content or to make the slide easier to read. We can apply animation using custom animation effects.
To apply a custom animation effect:
1. Select the text or object on the slide you want to animate.

3. Click Custom Animation in the Animations group. The
Custom Animation task pane will appear on the right.
4. Click Add Effect in the task pane to add an animation
effect to the selected text or object.
5. Select Entrance, Emphasis, Exit, or Motion Path to
display a submenu of animation effects for the
category as Box, Fly In etc.,
6. Select an animation effect to apply it.

To modify a default or custom animation effect:
o After you apply an animation effect, Click on the animated effect object in the
custom animation pane.
o Based on the animation effect, we can different options will be displayed in the
Modify section -Start, Duration, speed etc.,
o Now click Start > drop-down menu and specify how to start the animation.
o Next click Duration > drop-down menu and specify duration of the animation.
o Next click Speed > drop-down menu and specify speed of the animation.
o Finally click Play button to view the animations.
To remove an animation effect:
• Select the text or object on the slide you want to modify.

• Select the Animations tab.
• Click Custom Animation in the Animations group. The Custom Animation task pane
will appear on the right.
• Select the animation in the Custom Animation task pane list, if it is not already
selected.
• Click Remove. The animation label will disappear from the slide and from the
Custom Animation task pane list.
To apply a different animation effect:
• Select the text or object on the slide you want to modify.

• Select the animation in the Custom Animation task pane, if it is not already selected.
• Click Change.
• Select an Entrance, Emphasis, Exit, or Motion Path animation effect.

• New drop-down menus with default settings will appear at the top of the Custom
Animation task pane.
To preview an animation effect:
• Select the text or object you want to modify on the slide.

• Select the animation in the Custom Animation task pane list.
• Click Play at the bottom of the task pane to see a preview of the animation in
Normal view.
OR
• Click Slide Show to see the animation in Slide Show view. Press the Esc key to return
to Normal view.

VIEWING SLIDE SHOW:
After completing presentation, we can view the presentation using below steps,
2. Create a new presentation using Office button →New command. (Or)
3. Open an existing presentation using Office button → Open command.
4. Add Slides using Home tab> Slides Group >New Slides Command.
5. Add necessary content such as text, images or clip art or tables etc., to the slides.
6. If necessary, modify the slides and their layout.
7. Apply various formatting to slide text like font, font color, size etc., using Home tab > Font
Group Commands.
8. Apply slide transition using Animation’s tab> Transition Group> Transition Effects.
9. Apply slide transition using Animation’s tab> Custom Animation Group> Animation Effects.
10. When completed, view the presentation using following,
a) Click Slide Show icon on the status bar. Or
b) Click Slide Show Tab,
c) From Start Slide Show group, Choose From Starting Slide or From Current Slide
option.
11. Now the presentation will start with full screen.
12. Press any key or up and down arrows to move from one slide to next or to change custom
animation.


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INFORMATION TECHNOLOGY

“An investment in knowledge pays the best interest”

Unit- II: Memories, Software

Unit- III: MS word

Unit-V: MS Power point

So, any computer will

A computer performs the following functions,

- Processing the information

- Storing the information

Prepared by Rajesh M.C.A

The following are the various limitations of computers,

3. No Feelings: Computer is a machine so it has no feelings & emotions. Unlike humans,

5. No Decision-Making Power: Decision-making is a complicated process involving

# CLASSIFICATION OF COMPUTERS (OR) TYPES OF COMPUTERS

Based on Purpose Based on data handling Based on Size

General-Purpose Digital Computer Super Computer

Prepared by Rajesh M.C.A

Prepared by Rajesh M.C.A

• Microcomputers are small, less expensive than any other computers.

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# USES (OR) APPLICATIONS OF COMPUTER

2. Government: Computers are used in government organizations to keep records in various

6. Movies: Computer is used to create special effect, animations, cartoons etc.

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First Generation (1940-1956) vacuum tubes:

• The first-generation computers were developed during 1940-1956.

Second generation (1956-1963) Transistors:

Third generation (1964-1971) Integrated Circuits:

• The third-generation computers were developed during 1964-1971.

Fourth generation (1971-1990) Microprocessors:

• The fourth-generation computers were developed during 1971-1989.

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Fifth generation (1990 and beyond) Artificial Intelligence:

• The fifth-generation computers development period is 1989 to till now.

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# BLOCK DIAGRAM OF COMPUTER OR BASIC ORGANISATION OF COMPUTER

1) It accepts data or instruction by way of input,

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2. CPU (Central Processing Unit):

• CPU is considered as the brain of the computer.

a. Arithmetic Logical Unit (ALU):

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b. Control Unit (CU):

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The following are various keys available in keyboard,

• Left Click: Used to select an item.

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o A stylus is a pen shaped input device used to enter

o It is a small stick that is used to draw lines, choose

o Barcode reader is a handheld input device that is used

o It translates the bar code into numeric and alphabets

o Bar code readers work by shining a beam of light on the

o The scanner converts the light energy into electrical energy.

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o A scanner is an input device that captures the images,

o The flatbed scanner scan the object placed on the glass

9. Audio input devices:

o Audio input devices are used to either capture or

o They accept music, speech, or sound effects from user

o Micro phones and CD players are examples of audio

10. Video Input Devices:

o The videos are transferred to computer by connecting cable to the computer.

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Soft Copy Devices Hard Copy Devices