Unit - I Introduction To Programming Languages: Computer Application in Business

Computer Application in Business
UNIT - I
Introduction to Programming Languages
Definition
A programming language is an artificial language designed to communicate instructions to
a machine, particularly a computer. Programming languages can be used to create programs that
control the behavior of a machine and/or to express algorithms precisely.
High-Level Versus Low-Level Programming Languages
A low-level programming language is one that is very basic and close to the machine's
native language. A low-level programming language can be thought of as a building block
language for software. Assembly code is the most common low-level language and requires very
little translation to assemble it to machine code. (The 1's and 0's that make up binary.)
A high-level programming language is one that is closer to a level of human
communication. In this method, the compiler does a lot more of the work for the programmer.
Machine code is the language the computer can understand directly. Machine code consists
of sequences of binary digits. Anything that is to be run on an ordinary computer must be
translated to machine code first. The machine code can be different for each computer architecture.
Generations of Programming Languages
 Machine code and assembly language are called first and second generation programming
languages respectively.
 A programming language that has arithmetic expressions, looping constructs, functions, and
other constructs that save the programmer from dealing with the machine instructions directly
is known as a third-generation programming language.
 High-level, domain-specific programming languages were earlier often mentioned as fourth-
generation languages.
 Expert systems were called fifth-generation programming languages.
History of Programming Languages
Initially languages were designed to execute programs efficiently hence results in

production of high computer costs and complexity in programming, during that time FORTRAN
was the first programming language later on other languages such as COBOL, LISP and ALGOL
evolved in the middle 1960’s .
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However as time passes programming requirements were changing since machine became
less expensive, programming costs were rising, there was a growing need of moving programs
from one system to another hence need for high level programming languages.
Compile technology matured in 1960s and 1970s, language technology centered on solving
domain-specific problems such as COBOL for business applications, JOVIAL for military
applications, LISP for Artificial Intelligence and ADA for embedded military applications.
Meanwhile in 1960 ALGOL was no longer used, it was replaced by Pascal and later on
Pascal was replaced by C++ and Java and also COBOL was replaced by C++ and by 1970s Pascal
disappeared.
New languages such as C++, Java, and ML reflect a composite of experience gained in the
design and use of these and hundreds of other older languages. Some of these influences include
the following:
(i) Computer Capabilities
Computer evolved from small, slow and costly vacuum tubes machines of 1950s to
supercomputers and microcomputer of today. At the same time layers of Operating system
software have been inserted between programming languages and computer hardware. Due to this
development there was a need of high programming languages to handle or tackle the situation.
(ii) Applications
Computer uses have spread rapidly from original concentration on military, scientific,
business and industrial applications in 1950s where cost could be justified to computer games
personal computers, internet and applications in every human activity area seen today hence in
doing so there is a need for high level programming languages accordingly.
(iii) Programming methods
Nowadays there is evolution of good and effective methods for writing large and complex
programs hence trigger the evolution or emergence of high level programming languages.
(iv) Implementation methods
Research in conceptual foundation of language design and implementation using formal
mathematical methods has deepened our understanding of strength and weakness of language
features, hence provide room or space for programmers to develop better programming language.
(v) Theoretical studies
The development of better implementation methods has affected the choice of features to
include new language designs.
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(vi) Standardization
There is a need for standard languages that can be implemented easily on variety of
computer systems which allow programs to be transported from one computer to another therefore
lead to evolvement of high level languages.
Programming Language Requirements
Specifications for programming languages are like specifications for any other product,
e.g., software: A specification describes the behaviour of the machine at its interface with the
environment, where the effects and benefits of the machine will be felt and assessed. So the
specification for a language are the properties defined (controlled) by the language (together with
standard library, compiler and runtime environment) that are required to achieve satisfaction of the
requirements.
Attributes of Good Language (Requisites)
Despite major importance of some of external influences it is the programmer who
ultimately indirectly determines languages to live and die. And these may be due to the following
reasons:
(i) Clarity, simplicity and unity
A program language provides both conceptual framework for thinking about algorithms
and a means of expressing those algorithms. The framework should be clear, simple and present a
unified concept which in turn will result into producing a program which reflects the specified
algorithm.
(ii) Orthogonality
The term orthogonality refers to attribute of being able to combine various features of
language in all possible combinations with every combination being meaningful example the use
of conditional statements that evaluate expressions to get a true or false value. That means to have
a language which provides meaningful features.
(iii) Naturalness for the application
Language needs a syntax that when properly used allows the program structure to reflect
the underlying logical structure of the algorithms. Language should provide appropriate data
structures, operations, control structures and natural syntax for the problem to be solved.
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(iv) Support for abstraction

Even with the most natural programming language for an application there is always a
substantial gap between abstract data structures and operations that characterize the solution to a
problem and the particular primitive data structures and operations built into a language.
Both Ada and C++ were developed because of this shortcoming in Pascal and C. It is
programmer‘s task to design appropriate abstractions for the problem solution.
(v) Ease of program verification
The reliability of programs written in a language is always a central concern many
techniques are used in verifying that program correctly, performs its requirements from formal
verifying method or informally through desk checking, testing by executing it with test input data
and checking output results against specifications and so on.
A language that makes verification difficult is not preferred. Simplicity of semantic and
syntactic structure is a primary aspect that tends to simplify program verification.
(vi) Programming environment
A development environment is a collection of procedures and tools for developing, testing

and debugging an application or program.
(vii) Portability of programs
Portability in high-level computer programming is the usability of the same software in

different environments. The prerequirement for portability is the generalized abstraction between
the application logic and system interfaces. When software with the same functionality is produced
for several computing platforms, portability is the key issue for development cost reduction.
(viii) Cost of use - Cost spent for using the language is the final stage in developing the
programming language.
An Overview of Programming Languages
Each programming language was created to solve some type of particular problem. There
are hundreds of programming languages. The instructions in a computer program tell the computer
what steps to take to solve a problem.
Procedural Languages
The procedural languages specify an exact sequence or order of operations. Program logic
determines the next step to execute in a procedural language and this logic determination is made
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in response to conditions and user action. The traditional procedural languages include BASIC, C,
COBOL, FORTRAN, Pascal.
Object-Oriented Programming (OOP)
In this approach the problem was divided into objects and there was communication between
objects. Following are the features of OOP:
 Emphasis is on data rather than procedure.
 Programs are divided into what are known as objects.
 Data structures are designed such that they characterize the objects.
 Data is hidden and cannot be accessed by external functions.
 Objects may communicate with each other through functions.
Programming languages like C++ and Java are true object-oriented programming languages.
Event-Driven Programming
In the event-driven programming model the coded lines of the program are not written and
executed in a sequential logic because the user action of clicking a key or checkbox or button
triggers an event. When the event (such as a click) occurs it causes the program to jump to the
event procedure you have written to handle that event.
Visual Basic 6.0 & C# (pronounced "C Sharp) are event-driven programming languages
which has some of the elements of an object-oriented programming language, but not all of the
features of an object-oriented programming language. Visual Basic.NET is Microsoft's sequel to
VB6, VB.NET has new constructs and added features.
Scripting Language
The scripting languages are used in Web page programming. Following are some of their types:
 JavaScript (and JScript) are frequently used for client-side Web page scripting.
 Visual Basic Script, or VBScript as it is often called is useful for server-side scripting using
Active Server Pages (ASP) technology, which is only used on Microsoft servers.
 Perl/CGI scripting is also a Web technology which is used for server side scripting with
UNIX-based servers.
 HTML is a mark-up language used to create Web pages for a cross-platform (many operating
systems) environment on the Web or an intranet.
 Dynamic HTML ( DHTML) is a group of technologies used to create interactivity on a Web
page such as a change which occurs from a user action.
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 XML (Extensible Markup Language) is not considered a programming language. It is a meta-

language created by W3C for describing data and creating additional markup languages.
Basic Concepts of any Programming Language

Following are the five basic concepts of any programming language:
1. Variables
2. Control Structures
3. Data Structures
4. Syntax
5. Tools
1. Variables
Variables are place holders for data a program might use or manipulate. Variables are given
names so that we can assign values to them and refer to them later to read the values. Variables
typically store values of a given type. Types generally include:
 Integer - to store integer or "whole" numbers

 Real - to store real or fractional numbers (also called float to indicate a floating point
number)
 Character - A single character such as a letter of the alphabet or punctuation.
 String - A collection of characters
In order to use a variable within a program, the compiler needs to know in advance the type of
data that will be stored in it. For this reason, we declare the variables at the start of the program.
Variable declaration consists of giving a new name and a data type for the variable. This is
normally done at the very start of the program.
2. Control Structure
A control structure is a block of programming that analyzes variables and chooses a
direction in which to go based on given parameters. The term flow control details the direction the
program takes (which way program control “flows”).
Hence it is the basic decision-making process in computing; flow control determines how a
computer will respond when given certain conditions and parameters.
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3. Data Structure
A Data Structure is a particular way of storing and organizing data in a computer so that it
can be used efficiently. Different kinds of data structures are suited to different kinds of
applications, and some are highly specialized to specific tasks.
Data structures provide a means to manage huge amounts of data efficiently, such as large
databases and internet indexing services.
4. Syntax
The Syntax of a programming language is the set of rules that define the combinations of
symbols that are considered to be correctly structured programs in that language. The syntax is a
“correct” way to write down your code, and that this allows the programming language understand
what it is that you’re trying to tell it to do.
5. Tools
A Tool is something (usually a physical object) that allows you to get a certain job done in
a more timely manner. A tool in programming is a piece of software that, when used while you
code, allows you to get your program done faster.
The first and most important tool, is an IDE. An Integrated Development Environment is a
piece of software that will make your coding life so much easier. IDEs will check the syntax of
your code to ensure you don’t have any errors, they will organize your files and give you a nice
way to view them (i.e. applies colour schemes to your code so it’s easier to interpret), they tend to
have code completion (which will actually fill in some code for you, in common scenarios), as
well as allow you to navigate through your code easily.
Program Structure
Virtually all structured programs share a similar overall structure:
 Statements to establish the start of the program

 Variable declaration
 Program statements (blocks of code)
The following is a simple example of a program written in two different programming

languages. This program would print "Hello World" on the computer screen.
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Language Example Program

#include<stdio.h>
void main()
{ C coding
printf(“hello world”);
}
#include<stdio.h>
int main()
{ C++ coding
cout<<“hello world”
return 0 ;
}
Comparison of Programming Languages
The following table compares general and technical information for a commonly used
programming languages.
Language Intended use Paradigm(s)
Ada Application, embedded, realtime, concurrent, distributed, generic, imperative

system object-oriented, procedural
ALGOL 58 Application imperative
ALGOL 60 Application imperative
ALGOL 68 Application concurrent, imperative
Assembly General any, imperative, syntax is usually highly

language specific, related to the target processor
BASIC Application, education imperative, procedural
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C System imperative, procedural
C++ Application, system generic, imperative, object-oriented,

procedural, functional
C# Application, business, client-side, structured, functional, generic, imperative,

general, server-side, Web, object-oriented, reflective, concurrent, event-
Robotics driven
COBOL Application, business imperative, object-oriented
Fortran Application, numerical computing generic, imperative, object-oriented,

procedural
Java Application, business, client-side, generic, imperative, object-oriented,

general, server-side, Web reflective
JavaScript Client-side, Web functional, imperative, prototype-based
Lisp General functional
Mathematica Symbolic language functional, procedural, imperative, logic,

distributed, object-oriented
MATLAB Highly domain-specific, numerical imperative, object-oriented, procedural

computing
Pascal Application, education imperative, procedural
Perl Application, scripting, text functional, generic, imperative, object-

processing, Web oriented, procedural, reflective
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Visual Basic Application, education component-oriented, event-driven,

imperative
Visual Basic Application, education, Web event-driven, imperative, object-oriented

.NET
Imperative programming is a programming paradigm that describes computation in terms

of statements that change a program state.
Object-Oriented Programming (OOP) is a programming paradigm that represents
concepts as "objects" that have data fields (attributes that describe the object) and associated
procedures known as methods.
Event-Driven Programming (EDP) or event-based programming is a programming
paradigm in which the flow of the program is determined by events—e.g., sensor outputs or user
actions (mouse clicks, key presses).
A distributed system consists of multiple computers that communicate through a computer

network. The computers interact with each other in order to achieve a common goal. A computer
program that runs in a distributed system is called a distributed program, and Distributed
Programming is the process of writing such programs.
Concurrent programming languages are programming languages that use language
constructs for concurrency. These constructs may involve multi-threading, support for distributed
computing, message passing, shared resources etc.
Functional programming is a programming paradigm that treats computation as the
evaluation of mathematical functions and avoids state and mutable data.
=====================****UNIT – I COMPLETED ****=======================
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UNIT – II
Introduction To Microsoft Office
Microsoft office is a collecting of programs and package. Microsoft Office comprising of a
MS- word, MS – Excel , MS – PowerPoint, MS – Access, MS – Outlook MS – Publisher, and MS
– FrontPage.
Ms - word
Microsoft word is a full featured word processing programs which can be used for any
work involving creating and managing text, we can use this application from simple application
and complex application. Using word we can create letters, reports and invoices etc.
Creating the documents
To start the word click once in the start button. Choose the program, and click once on
microsoft office and then once on microsoft word.
Once starting the word, word normally opens an un titles “normal” document. This
“normal” document is based upon all the default values provided by word (page size, font size,
etc.)
Editing documents
It means changes or modified the letters, numbers and words etc.
Mouse operations
1. Pointing: move the mouse pointer until the pointer is on the desired item.
2. Clicking: move the mouse pointer to the position you want, and then press the left button
of the mouse.
3. Double click: move the mouse pointer to the position you want, and then press the left
button twice in desired item.
4. Right clicking: in some cases like changing the properties of an object or for correcting a
mis-spell word, or even for cut, copy, paste the mouse right button is used.
5. Dragging: move the mouse pointer to the right place, highlight the desired place once in
the beginning and releasing the left button at the end, then click once again in the
highlighted block, keep the mouse left button pressed and roll the mouse to move the block
to a new location by releasing the left button at the desired location.
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Key board operations
1. Typing keys: the part of the keyboard is used to type letters, numbers and other characters.
The ctrl, shift, alt is always used in conjunction with some other key.
2. Shift and caps keys: shift key is used to type capital letters when caps lock is off state. It
also used to press the upper character available in some keys. Caps key is used to type text,
graphics or other item would be place when you type or insert them.
Mouse pointer
When your mouse pointer looks like an i – beam then it shows that it is, in process.
Keyboard
1. Function keys: the rows 1 to 12 i.e. From f1 to f12 are called functions keys. It is used to
execute some special commands.
2. Cursor control keys: a group of keys used to control and navigate the cursor-arrow keys
(up, left, right, down). Home and end keys are used to place cursor in the beginning and
ending of a line.
3. Numeric keyboard: the keys on the extremer right of the keyboard which can be used both
to enter numbers and to move the cursor.
Parts (or) elements of the window
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Title bar
This tells you which application package is currently running and which document is currently
open.
Menu bar
This is the traditional windows style drop-down menu, when you point to any title and
click once with the mouse, the menu will open, displaying all the commands available under this
title. Suppose if the commands have ellipses(…), then this indicates that this menu has further sub
commands.
Standard tool bar
Toolbars contains buttons, drop-down menus and other controls that help you quickly alter
the appearance and arrangement of the documents. The standard toolbar contains icons for basic
functions like opening files, saving files, cut, copy, paste etc.
Formatting tool bar
This contains icons for changing the look of your text. For example, there are icons for
changing fonts, styles, font sizes etc.
Ruler
The ruler lets you make changes to margins and indents, and helps you to create document
as per dimensions required.
Scroll bar
This helps you to travel within your document. You can go anywhere, up, down, right, left in
your document in two ways:
1. Horizontal scroll bar
2. Vertical scroll bar
Status bar
Status bar also called as status area. It is in the last line of the document.
1. Current page
2. Current line
3. Section number
4. Current cursor position
5. Current column number
6. Track revision
7. Extended selection
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8. Overtype mode.
Cursor
It is also called as insertion pointer. This denotes the clipboard at insertion point but
through a link to source document, which may be a word, excel. So whether changes occur in
source file, then changes will reflect in the place where you copied a selected text.
Menus, commands, toolbars and icons
Menus and commands
Menus are used to choose command from a list. A menu in software gives you a list of assorted
commands from which the user can select the desired command.
File menu
1. New: new is used to create a new document.

2. Open: this used to open the existing document.
3. Close: it chose the active file without existing the application.
4. Save: it saves the active file with its current file name, location and file format.
5. Save as: it saves the active file with different file name, location or file format.
6. Save as webpages: it saves the file in web page format required for creating documents for
the internet.
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7. Versions: it saves and manages multiple versions of a document in a single file.

8. Web page preview: it allows you to preview the current file as web page in your browser
so that you can see how it looks.
9. Page setup: it sets margins, paper source, paper size, page orientations and other layout
operations for the active file.
10. Print preview: it shows a preview of how exactly a file will look when you print.
11. Print: it prints the active file or selected items to the selected printer.
12. Send to: it would send the document to a mail recipient as a mail.
13. Properties: it displays the property sheet for the active file.
14. Exit: it will close ms-word applications after prompting you save any unsaved files.
Edit menu
1. Undo last command(s): it reverses the last command which did.

2. Replace last command(s): it reverses the undo command.
3. Cut: it removes the selection from the active document and places it in a clipboard-a
special place in computer’s memory from where it can be retrieved again.
4. Copy: it copies the selection to the clipboard.
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5. Paste: it inserts the contents of the clipboard at the insertion point and replaces any current
selections. (block)
6. Paste special: paste special also copies the contents of characters in capital form.
7. Clear: it deletes the selected object without putting or the clipboard.
8. Select all : it selects all text and graphics in the active file (ctrl+a)
9. Find: it searches for the specified text, formatting symbols, comments, footnotes, endnotes
in the active file.
10. Replace: searches for the specified text, formatting footnotes, endnotes or comment mark
in the active file.
11. Go to: moves the insertion pointer to the item where you wait.
12. Links: displays or changes information for each in the current file, including the name and
location of source file, item the type and whether the link us updated automatically or
manually.
13. Object: activates the application in which the selected object was created so you can edit
it.
View menu
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1. Normal: it switches to normal view, which is the default.

2. Web layout: it switches the active document to web layout view, which is an editing view
that displays the document as it will appear on web browsers.
3. Print layout: it switches the active document to print layout view, which is an editing view
that displays the document, as it will print.
4. Outline: it switches to outline view, where you can work and examine with the structure of
your file in classic outline form.
5. Toolbars: toolbars allows organizing the commands in word. Toolbars contains buttons
(icons) menus or a combination of both. The menu bar is a special toolbars which contains
file, edit, view etc.
6. Ruler: it displays or hides the horizontal ruler, which we can use to position objects;
change paragraph indents page margin and other space settings.
7. Document maps: it turns the document map on or off, which is a vertical pane along the
left edge of the document window that outlines the document structure.
8. Header and footer: it adds or change the text that appears at the top and bottom of every
page.
9. Foot notes: footnotes explain comment on or provide a reference for text in a document.
Footnotes appear at the end of each page in a document.
10. Comments: it displays all comments made by all reviewers in the comment space.
11. Full screen: it hides most screen elements so that you can view more of the documents.
12. Zoom: zoom simply magnifies the document s view. It can either reduce the magnification
or enlarge the magnification of documents view.
13. Endnotes: endnotes appear at the end of the document.
Insert menu
1. Break: it inserts a column, section or page break.

2. Page numbers: it inserts a page numbers in the documents
3. Date and time: it inserts current date and time which is updated every time you open or
print the document.
4. Auto text: it can be used to store text or graphics which we wanted to use again.(reuse)
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5. Field: it inserts a filed at the insertion pointer. Us fields to insert a variety of up-to – date
information automatically.
6. Symbol: it inserts a symbol and special character from the fonts.
7. Comment: it inserts a comment at the insertion point
8. Foot note: it inserts an inserts a footnote/endnote at the insertion point.
9. Caption: it inserts caption for table, figures insertion and other items.
10. Cross – reference: inserts a cross – reference to an item to documents.
11. Index and tables: creates indexes, table of contents, tables of figures, tables of authorities
and other smaller tables.
12. Picture: it inserts pictures from clipart and other libraries.
13. Text box: it draws a textbox where you click and drag in the active window.
14. File: it inserts all or part of the file you select, into the active window at the insertion point.
15. Object: inserts an object such as drawing, word art text affect at the insertion point.
16. Book mark: it creates bookmark which you can use to and selected points in the document.
17. hyper link: inserts a hyperlink through which you can dump to a location in the current
document or to a different word document or to a file that was created in a different
program.
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Format menu
1. Font: it changes the font and character spacing formats of the selected text.
2. Paragraph: it changes paragraph indents, text alignment, spacing, pagination and other
paragraphs.
3. Bullets and numbering: adds and modifies bullets or numbers in selected paragraph
4. Borders and shading: applies shading effect and creates borders around selected area.
5. Columns: it changes the number of columns in a document or a section of document.
6. Tabs: it sets the position and alignment of tabs and determines the type of leader character
for each tab stop.
7. Drop cap: it formats a letter, word or selected text with a large initial or dropped capital
letter.
8. Text direction: rotates selected text in table cells. You can read it from bottom to top or
from bottom.
9. Change case: it would changes the capitalization of selected text either in upper case
lowercase, title case, sentence case, toggle case.
10. Background: it adds different kinds of backgrounds such as woven texture, to word
documents and web page.
11. Theme: a theme is a set of unified design elements and color schemes for background
images, bullets, fonts, horizontal lines and other document elements.
12. Frames: it creates a table of contents using the heading of the documents and places it in
the left frame of a frames page. It also creates a new frames page.
13. Auto format: it analyses the content of the active file and then automatically formats the
file.
14. Style: it defines or applies to the selection a combination of formats called a style.
15. Object: it formats the line, color, fill and pattern size, position and other properties of the
selected object.
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Tools menu
1. Spelling and grammar: it checks the document for possible spelling and grammar,
writing style errors, and displays suggestions for correcting them.
2. Language: designates the language of selected text in a file that contains more than one
language.
3. Word count: it counts the number of page, words character, paragraph and lines in the
active document.
4. Auto summarize: automatically summarize the key points in the documents.
5. Autocorrect: sets the options used to correct text automatically as you type or to store
and reuse text and other items you use frequently.
6. Lookup reference: to insert lookup reference and cross references.

7. Track changes: it marks changes in the current document and keeps track of each change
by reviewer name.
8. Merge documents: merged the tracked changes from the active document to the
specified document.
9. Product document: it prevents changes to all or part of an online form or document
except as specified. It can also assign password.
10. Online collaboration: starts an important online by sending invitation to participants. It

can also schedule an online meeting by using names.
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11. Mail merge: it is used to create form letter, mailing labels, or envelops with same or
different addresses. Through this we can create personalized letters to many different
people.
12. Envelopes and labels: it creates an envelops or a single mailing label, or inserts the same
name and address on an entire sheet of mailing labels.
13. Letter wizard: it runs the letter wizard, which helps to create letters quickly.
14. Macro: opens the macros dialog box, where you can run, edit or delete a macro. Use
record macro to record a series of actions as a macro or click visual basic editor to writ.
15. Templates and add - ins: it attaches a different template to the active document, loads
add –in programs or updates a documents style.
16. Customize: it customizes toolbar buttons, menu commands and short cut key assignment.
17. Options: it modifies settings such as screen appearance, printing, editing, spelling and
other options.
Table menu
1. Draw table: it inserts a table with the specified rows, columns, in the current document.
2. Insert: inserts tables with specified number of rows and columns.
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3. Delete: it deletes the entire table, (deletes the selected rows, columns or cells or the cell
which contains insertion pointer.
4. Select: it selects the table, column, rows or cells which contain the insertion point.
5. Merge cells: it combines the contents of selected adjacent cells into a single cell.
6. split cells: it splits the selected cells into the number of rows and columns you enter.
7. split table: it divides a table into two separate tables and inserts a paragraph mark above
the row that contains the insertion point.
8. table autoformat: automatically applies formats including predefined borders or shading
to a table. It resizes a table to fit the contents of the table cells.
9. autofit: (a) distribute rows evenly: changes the selected columns or cells to equal column
width.
(b) distributed columns evenly: changes the selected rows or cells to equal row width.
10. Heading rows repeat: designates the selected rows to be a table heading that is repeated
on subsequent pages if the table spans more than one page.
11. Convert: text to table converts a range of text entire into a table.
12. Sort: sorts a range of cells in ascending or descending order.
13. Formula: performs mathematical calculations on numbers.
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14. Hide gridlines: in a table, gridlines commands displays or hides dotted gridlines to help
you see which cell you are working in.
Window menu
1. New window: it opens a new window with the same contents as the active window so we
can view different parts of a file at a same time.
2. Arrange all: displays all open files in separate windows on the screen. The arrange
command makes it easier to cut, copy and paste between files.
3. Split: it splits the active window into panes.
Help menu
1. Microsoft word help: to launch the ms-office, office assistant, which provides help and
tips to execute many tasks?
2. Show the office assistant: displays or removes the office assistant.
3. What’s this? : this provides help on the topic which is clicked on.
4. Word perfect help: it helps to learn the word equivalents for word perfect for dos
commands and key combinations.
5. Office on the web: it provides a link to microsoft’s home site containing, free stuff,
feedback, answers to frequently asked questions, technical help.
6. Detect and repair: automatically finds and fixed errors in this program.
7. About microsoft word: it shows the word’s version details and copyright message along
with detailed information.
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Toolbars and icons

Word standard toolbar
Word formatting toolbar
Word drawing toolbar
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Icons for printing toolbar
Formatting text and documents

All the formatting features offered by ms-word require pre-selection of a piece of text. The
piece of text also called a “block”. For applying various formatting commands this block has to be
specified first before choosing the desired formatting command.
Selecting text
Place the mouse pointer at the beginning of want to format. Click once, keep the left mouse
button pressed and drag till the end of the block. Release the mouse button and now the block
selected for formatting.
Cut a block
Choose cut command from edit menu, after selecting the desired block. It would display
the formatting. Select the command you want and format your text as you wish, suppose if you
want to cut the text, and then select cut command from edit menu. It can also used to share data
between files created by different applications like word, excel, etc.
Copy a block It you have block of text that you want to copy to any other location chooses copy
command from edit menu.
Paste block Once a block has been either cut or copy then you can paste it wherever you want.
Delete a block Block a piece of text and press del from the keyboard to delete this block.
Creating a table
There are some steps to be followed for creating the table in microsoft-word. They are as follows:
1. Select the able from the menu and select insert.
2. Insert has further sub commands and in that subcommands select table.
3. It displays an insert table window. In that window, specify the number of rows and
columns you want.
4. Click ok to create a table.
5. Now the table will be included in the active window.
6. For further alignments, press ctrl+e for center alignment, ctrl+l for left alignment, ctrl+r for
right alignment.
7. If you want to add rows to the existing table, place the cursor in the last cell in the last row
and press tab key. A row will be automatically added to the existing table.
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8. If you want to merge two cells, first select the two cells you want to merge and click table
in the menu bar and select mergecells.
9. Now the two cells will be merged and looked as a single cell.
10. If you want to split the cells, first place the cursor in the cell where you want to split and
select table from menubar and click split cells to split the cells.
11. To delete a table, select the table and click delete-table.
12. To delete a row, select the row you want to delete and click delete-rows
13. To delete a column, select the column you want to delete and click delete-column.
Mail merge
As the name indicates mail merge is used to merge the address call merges produces a
beautiful letters and with mail merge facility we can create a database of our contacts and
automatically merge the main body of letter, and this database of each of these letters would be
addressed individually to different people.
The file that contains the form letter is called the home --- document and the file containing
databases is called data— data source. Each entry in the database file containing data—about the
one person is called record and each item of data—this record is called a field. So collection of
records is called a database.
They are some steps to be followed for doing mail merge. They are
1. First create a main document and data source.
2. Begin with main document
3. Verify the sample letter in next page.
4. In our present document, use mail merge option.
Another great advantage of the mail merge is that the next time you want to send the same letter or
another letter to the same group of people, all you need to do is to create the main letter and merge
it with the existing database, which already contains the names and address of the recipients list.
=========================***** UNIT – II ****** ===========================
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UNIT - III
Spreadsheet Overview
With any computer program it is important to be able to edit the information easily.
Spreadsheets must allow you to change the numbers in a cell, alter a formula or edit a piece of text
- i.e. alter the content in the storage layer. You need also to be able to alter the display format of
any of the cells - i.e. alter the display layer.
Microsoft Excel is an electronic spreadsheet. You can use it to organize your data into rows
and columns. You can also use it to perform mathematical calculations quickly. The Microsoft
Excel window appears and your screen looks similar to the one shown here.
Menus
File Menu
 New: Creates a new blank file based on default values.
 Open: Opens the existing file.
 Close: Closes the active file (closes the current file which is actually running)
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 Save: Saves the active file.

 Save As: Saves the active file with a different file name, location or file format.
 Save As Web Page: Saves the file in HTML format, so that it can be viewed as a web page.
 Save Workspace: Saves a list of the open workbooks, their sizes and their positions on the
screen to a workspace file s that the screen will look the same the next time you open the
workspace file.
 Web Page Preview: Allows you to preview the current file as a web page in your browser
so that you can see how it will look before publishing it.
 Page Setup: Sets margins, paper source, paper size, page orientation and other layout
options for the active file.
 Print Area: Defines the selected range as the print area, which is the only portion of the
worksheet that will be printed.
 Print Preview: Shows a preview of how exactly file will look like when you print it.
 Print: Prints the active file or selected items to the selected printer or fax.
 Send To: Sends the document to a mail recipient as an e-mail.
 Exit: This command is used to close the entire application.
Edit Menu
 Undo: Reverses the last command.
 Redo: Reverses the undo command.
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 Cut: removes the selected text from the active worksheet.

 Copy: Copies the selected text to the clipboard.
 Paste: Inserts the text, which is cut or copied to the place where you want.
 Paste Special: Pastes, links or embeds the clipboard content in the current file in he format
specify.
 Pastes as Hyperlink: Inserts the content of the clipboard as a hyperlink at the insertion
point, replacing any selection.
 Fill: Fills the specified range with a series of numbers, dates or other items.
 Clear: Deletes the selected object or text without putting it on the clipboard.
 Delete: Deletes the selected cells or the cell that contains the insertion point. If you select
an entire row or column, the command changes to Delete Rows or Delete Columns,
respectively.
 Delete Sheet: Deletes the selected sheets from the workbook. You can’t undo this
command.
 Move or Copy Sheet: Moves or copies the selected sheets to another workbook.
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 Find: This command is used to search the text, symbols etc.,

 Replace: Searches and replaces specified text, symbol etc.,
 Go To: Moves the insertion pointer to the item where you want.
 Links: Displays or changes information for each link in the current file.
 Object: Activates the application in which the selected object was created, so you can edit
it.
View Menu
 Normal: Switches to normal document.
 Page Break Preview: Switches to page layout or page break preview, which is an editing
view that displays your document as it will print.
 Tool Bars: Tool bars allow you to organize the commands in Excel for a quick use.
 Formula Bar: Displays or hides the formula bar.
 Status Bar: Displays or hides the status bar.
 Header and Footer: It is used to add header or footer to your worksheet.

 Comments: Displays all the comments made by all reviewers.
 Custom Views: Creates different views of a worksheet.
 Full Screen: Hides most screen elements so that you can view more of your document.
 Zoom: It is used to enlarge or reduce your screen size.
Insert Menu
 Cells: Inserts the number of cell you want.
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 Rows: Inserts the number of rows you want.

 Columns: Inserts the number of columns you want.
 Work Sheet: Inserts a new worksheet to the left of the selected sheet.
 Chart: Starts the chart wizard, which guides you through the steps for creating an
embedded chart on a worksheet or modifying an existing chart.
 Page Break: Inserts a page break above the selected cell.
 Function: Displays a list of functions and their formats and allows you to set values for
arguments.
 Name: Defines, creates, pastes and applies names.
 Comment: Inserts a comment at the insertion pointer.
 Picture: Inserts picture from clipart and other libraries.

 Object: Inserts an object such as drawing, WordArt etc., at the insertion pointer.
 Hyperlink: Inserts or edits the hyperlink you specify.
Format Menu
 Cells: Applies formats to the selected cells.
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 Rows: Format rows – increases/decreases heights, auto fits selection and hides/unhide
rows.
 Column: Formats columns – increases / decreases heights, auto fits selection and hides /
unhide columns.
 Sheet: Format worksheets – renames, hides or unhide sheets.
 Auto format: Applies a built in combination of formats, called an auto format to a cell
range or pivot table.
 Conditional Formatting: Applies formats to the selected cells that meet the specific
criteria based on values or formulas you specify.
Tools Menu
 Spelling: It is used to check the spelling mistakes.
 Auto Correct: Sets the options used to correct text automatically.
 Share Work Book: Switches to shared workbook mode that allows you and another users
on your network to edit and save changes to the same workbook.
 Track Changes: Mark changes in the current document and keep track changes.
 Merge Workbooks: Combines changes from multiple copies of a shared workbook into one
workbook.
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 Protection: Prevents changes to cells on worksheets, items in chart etc.,

 Online Collaboration: It helps to communicate with other people in online.
 Goal Seek: Adjusts the value in a specified cell until a formula that is dependent on that
cell reaches a target value.
 Scenarios: Creates and saves scenarios.
 Auditing: Finds cells that have a relationship to a formula, displays formulas affected by
changes in a cell and tracks down the sources of errors values.
 Macro: Opens the macro dialog box where you can run or edit or delete a macro.
 Add-Ins: Specifies which add-ins are automatically available when you start MS-Office.
 Customize: Customizes toll bar buttons, menu commands and short cut key assignments.
 Options: Modifies settings such as screen appearance, spelling, printing etc.,
Data Menu
 Sort: Arranges the information in selected rows or lists alphabetically, numerically or by
date.
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 Filter: Displays only those rows that match the value in the active cell and AutoFilter
arrows to the right of each column label.
 Form: Displays a data form in a dialog box. We can use the data form to see, change, add,
delete and find records in a list or database.
 Sub Totals: Calculates sub total and grand total values for the labeled columns you select.
It inserts and labels the total rows and outlines in the list.
 Validation: Defines what data is valid for individual cells or cell ranges.
 Table: Creates a data table based on input values and formulas you define. Data Tables can
be used to show the results of changing values in your formulas.
 Text to Columns: Separates text in one cell on a worksheet into columns by using the
Convert Text to Columns Wizard. The Convert Text to Columns Wizard helps you to
specify how you want the text divided into columns using a separator or delimiter, such as
tabs or commas.
 Consolidate: Summarizes the data from one or more source areas and displays it in a table.
 Group and Outline: Creates and clean groups, subgroups and outlines.
 Pivot Table and Pivot Chart report: Starts the Pivot Table Wizard, which guides you
through creating or modifying a Pivot Table.
 Get External Data: Creates and runs Web or database queries.
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 Refresh Data: Updates the data in a Pivot Table if the source data has changes.
Tool Bars
Standard Tool Bar
 New: Creates a new blank file. (Ctrl + N)

 Open: Opens or finds a file. (Ctrl + O)
 Save: Saves the active file. (Ctrl + S)
 E-Mail: Creates a new e-mail message.
 Print: Prints the active file using current defaults. (Ctrl + P)
 Print Preview: Displays full page as they are printed. (Ctrl + F2)
 Spelling: Checks the spelling in the active file. (F7)
 Cut: Cuts the selection and puts it on the clipboard. (Ctrl + X)
 Copy: Copies the selection and puts it on clipboard. (Ctrl + C)
 Paste: Inserts the clipboard contents at the insertion pointer. (Ctrl + V)
 Format Painter: Copies the formatting of the selection to a specified location. (Ctrl + Shift
+ C)
 Undo: Reverses certain last commands. (Ctrl + Z)
 Redo: Reverses the actions of the Undo command. (Ctrl + Y)
 Insert Hyperlink: Displays the destination object, document or page. (Ctrl + K)
 AutoSum: Adds numbers automatically with the Sum function.
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 Paste Function: Displays a list of functions and their formats and allows you to set values
for arguments.
 Sort Ascending: Sort the selected items in ascending order from the beginning of the
alphabet.
 Sort Descending: Sort the selected items in descending order from the end of the
alphabet.
 Chart Wizard: It guides through the steps for embedding chart on a worksheet or
modifying an existing chart.
 Drawing: Shows or hides the drawing tool bar.
 Zoom control: Scales the editing view.
 Microsoft Excel Help: Provides help topics. (F1)
Formatting Tool Bar
 Font: Changes the font of the selection. (Ctrl + Shift +F)

 Font Size: Changes the font size of the selection. (Ctrl + Shift + P)
 Bold: Makes the selection Bold. (Ctrl + B)
 Italic: Makes the selection Italics. (Ctrl + I)
 Under Line: Formats the selection with continuous underline. (Ctrl + U)
 Align Left: Aligns the paragraph at left indent. (Ctrl + L)
 Center: Centers the paragraphs between the indents. (Ctrl + E)
 Align Right: Aligns the paragraph at right indent. (Ctrl + R)
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 Merge and center: Combines two or more selected adjacent cells to create a single cell.
 Currency: Applies on International currency style to the selected cells.
 Percent Style: Applies the percent style to the selected cells. To change the Percent style,
use style command on the Format menu.
 Comma Style: Applies the comma style to the selected cells.
 Increase Decimal: Increase the number of digits displayed after the decimal point in the
selected cells.
 Decrease Decimal: Decreases the number of digits displayed after the decimal point in the
selected cells.
 Borders: Shows or hides the border tool bar.
 Increase Indent: Increases indent value.
 Decrease Indent: It decreases the indent value.
 Font Color: Selects and applies font color.
 Fill Color: Adds or modifies or removes the fill color or fill effect from the selected object.
Drawing Tool Bar
 Draw: Activates the draw menu.

 Select Objects: Changes the pointer to a selection arrow so that you can select objects.
 Free Rotate: Rotates the selected object to any degree.
 Auto Shapes: Activates the AutoShape menu.
 Line: Draws the straight line at the insertion pointer.
 Arrow: Insert a line with an arrowhead.
 Rectangle: Draws a rectangle at the insertion pointer.
 Oval: Draws an Oval at the insertion pointer.
 Text Box: Draws a text box at the insertion pointer.
 Word Art: Creates text effects.
 Insert ClipArt: Opens the Clip gallery where we can select the image.
 Fill Color: Adds/Modifies/Removes the fill color or fill effect from the selected object.
 Font Color: Formats the selected text with the color you select.
 Line Color: Adds/Modifies/Removes the line
 Line Style: Click the width you want for the selected line.
 Dash Style: Click the dashed line or dashed dotted line style you want.
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 Arrow Style: Click the arrowhead style for the selected text.
 Shadow: Click the shadow style, which you want.
 3-D: Click the 3-D style, which you want for selected object.
Creating a workbook
A blank workbook is displayed when Microsoft Excel is first opened. You can type
information or design a layout directly in this blank workbook.
To Create an Excel Workbook
 Choose File New from the menu bar.
 The New Workbook task pane opens on the right side of the screen.
 Choose Blank Workbook under the New category heading.

 A blank workbook opens in the Excel window. The New Workbook task pane is closed.
Saving a workbook
Every workbook created in Excel must be saved and assigned a name to distinguish it from
other workbooks. The first time you save a workbook, Excel will prompt you to assign a name
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through the Save As operation. Once assigned a name, any additional changes made to the text,
numbers or formulas need to be saved using the Save operation.
To Save a new Workbook
 Choose File Save As from the menu bar.
 The Save As Dialog Box appears.

 Click on the Save In: dropdown menu and locate where the file will be saved. Choose 3
1/2 Floppy (A:) to save the file to a floppy disk or Local Disk (C:) to save the file to your
computer.
 Type a name for your file in the File Name: box.
 Click the Save button.
To Save Changes Made to an Existing Workbook
 Choose File Save from the menu bar, or
Click the Save button on the Standard toolbar.
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Opening a workbook
You can open any workbook that has previously been saved and given a name.
To Open an Existing Excel 2003 Workbook:
 Choose File Open from the menu bar.
 The Open dialog box opens.
 In the Look in list, click the drive, folder, or Internet location that contains the fil want to
open.
 In the folder list, open the folder that contains the file. Once the file is displayed, click on
the file you want to open.
 Click the Open button.
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Closing a Workbook
To close an existing Excel 2003 Workbook
 Choose File Close from the menu bar. The workbook in the Excel window is closed.
Excel 2003 will prompt you to save information if any has been typed between the last save
and the time you close the file.
Entering Text in a Cell
Enter three types of data in a cell: text, numbers, and formulas. Text is any entry that is not a
number or formula. Numbers are values used when making calculations. Formulas are
mathematical calculations.
 Click the cell where you want to type information.

 Type the data. An insertion point appears in the cell as the data is typed.
 The data can be typed in either the cell or the Formula bar.
 Data being typed appears in the both active cell and in the formula bar.
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Editing Information in a Cell
Information in a spreadsheet is likely to change over time. Information can be changed in

either of two ways.
Quick and Easy Method
 Click the cell that contains the information to be changed.

 Type the new entry. The old entry is replaced by the new entry.
If the original entry is long and requires only a minor adjustment (in spelling, for example),
then you can directly edit the information in the cell.
Method 1: Direct Cell Editing
 Double-click on the cell that contains the information to be changed.

 The cell is opened for direct editing.
 Make the necessary corrections.

 Press Enter or click the Enter button on the Formula bar to complete the entry.
Method 2: Formula Bar Editing
 Click the cell that contains the information to be changed.

 Edit the entry in the formula bar.
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Deleting Information in a Cell
 Click the cell that contains the information to be deleted.

 Press the Delete key, or
 Right-click and choose Clear Contents from the shortcut menu.
Selecting Multiple Cells
The currently-selected cell in Excel is called the active cell. You can also select a group of
adjacent cells, or a cell range. Many operations can be done against a cell range: move it, copy, it,
delete it or format it. A cell range can be defined in different ways: select a specific range of cells,
select multiple columns or rows, or select the entire worksheet.
To Select a Range of Cells
 Move to the first cell in the range.

 The mouse pointer becomes a large cross.
 Click-and-hold the left mouse button and drag left or right, up or down to the last cell you
want to select.
 Release the mouse button. The cells you selected are shaded.
To Select All Cells in a Column or Row
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 Click the gray Column heading to select the entire column. (Click and drag the cursor
across other column headings to select those columns).
 Click the gray Row heading to select the entire row. (Click and drag the cursor down
through the row headings select those rows).
To Select the Entire Worksheet:
 Click the gray rectangle in the upper left corner to select entire worksheet.
 If the cells and columns you want to select are not directly next to one another, select one
of the ranges you want to select, and hold down the Control key while selecting other
ranges.
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Copy and Paste Cell Contents
The Copy feature allows you to copy selected information from the spreadsheet and
temporarily place it on the Clipboard, which is a temporary storage file in your computer's
memory. The Paste feature allows you to select any of the collected items on the Clipboard and
paste it in a cell of the same or different spreadsheet.
 Select a cell or cells to be duplicated.
 Click on the Copy button on the standard toolbar.

 The border of the copied cell(s) takes on the appearance of marching ants.
 Click on the cell where you want to place the duplicated information. The cell will be
highlighted. If you are copying contents into more than one cell, click the first cell where
to place the duplicated information.
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 Press the Enter key. Your information is copied to the new location.
 Be careful if you paste copied cell information into cells that already contain data. If you
do, the existing data is overwritten.
 You can copy information from many different sources including Web sites, emails or
other Office applications like Word and PowerPoint and paste it into an Excel spreadsheet.
Cut and Paste Cell Contents
The Cut feature allows you to remove information from cells in the spreadsheet. Information
that is cut can be pasted in another cell, as long as the pasting occurs before you perform another
operation. If you don't paste the cut information immediately, it is removed from the Office
clipboard.
 Select a cell or cells to be cut.
 Click on the Cut button on the Standard toolbar.

 The information in the cell is deleted.
 The border of the cut cell(s) take on the appearance of marching ants.
 Click on the cell where you want to place the duplicated information. The cell will be
highlighted. If you want to paste the contents into more than one cell, click the first cell
where you want to place the duplicated information.
 Press the Enter key. Your information is pasted to the new location.
About Formulas
Microsoft Excel uses these same formulas to perform calculations in a spreadsheet. A

formula can be a combination of values (numbers or cell references) and math operators (+, -, /, *,
=) into an algebraic expression. Excel requires every formula to begin with an equal sign (=).
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Creating a Simple Subtraction Formula Using the Point-and-Click Method
Formulas can be created by using either numbers or cell references in the definition. You
can also use the mouse to select the cells to be used in the formula instead of typing the cell
number or cell reference. Using this method, we are going to write a simple formula that subtracts
one cell from another: =B3-B2.
 Type the numbers you want to calculate in separate cells (for example, type 128 in cell B2
and 345 in cell B3).
 Click the cell where the answer will appear (B4, for example).
 Type the equal sign (=) to let Excel know a formula is being defined.
 Click on the first cell to be included in the formula (B3, for example).
 Type the subtraction sign (-) to let Excel know that a subtraction operation is to be
performed.
 Click on the next cell in the formula (B2, for example).
 If you include multiple cells in the formula, repeat steps 4 and 5 until the entire formula is
entered.
 Press Enter or click the Enter button on the Formula bar to complete the formula.
Creating Simple Multiplication Formulas
Creating multiplication formulas is very similar to addition and subtraction formulas. To

multiply two cells the formula, B2 and B3, you would need to insert a multiplication operator *
between them, =B2*B3.
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 Type the numbers you want to calculate in separate cells (for example, type 128 in cell B2
and 345 in cell B3).
 Click the cell where the answer will appear (B4, for example).
 Type =
 Click on the first cell to be included in the formula (B2, for example).
 Type a mathematical operator (Ex: the multiplication symbol *). The operator displays in
the cell and Formula bar.
 Click on the next cell in the formula (B3, for example).
 If you include multiple cells in the formula, repeat steps 4 and 5 until the entire formula is
entered.
 Press Enter or click the Enter button on the Formula bar to complete the formula.
Using Functions
A function is a pre-defined formula that helps perform common mathematical functions.

Functions save you the time of writing lengthy formulas. You could use an Excel function called
Average, for example, to quickly find the average of range of numbers. Or you could use the Sum
function to find the sum of a cell range. Excel 2003 contains many different functions.
Each function has a specific order, called syntax, which must be strictly followed for the
function to work correctly.
Syntax Order:
1. All functions begin with the = sign.

2. After the = sign define the function name (e.g., Sum).
3. One or more arguments-numbers, text or cell references-enclosed by parentheses. If there
is more than one argument, separate each by a comma.
An example of a function with one argument that adds a range of cells, B3 through B10:
An example of a function with more than one argument that calculates the average of
numbers in a range of cells, B3 through B10, and C3 through C10:
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Excel literally has hundreds of different functions to assist with your calculations. Building
formulas can be difficult and time-consuming. Excel's functions can save you a lot of time and
headaches.
Excel's Different Functions
There are many different functions in Excel 2003. Some of the more common functions include:
Statistical Functions:
 SUM - summation adds a range of cells together.

 AVERAGE - average calculates the average of a range of cells.
 COUNT - counts the number of chosen data in a range of cells.
 MAX - identifies the largest number in a range of cells.
 MIN - identifies the smallest number in a range of cells.
Financial Functions:
 Interest Rates
 Loan Payments
 Depreciation Amounts
Date and Time functions:
 DATE - Converts a serial number to a day of the month

 Day of Week
 DAYS360 - Calculates the number of days between two dates based on a 360-day year
 TIME - Returns the serial number of a particular time
 HOUR - Converts a serial number to an hour
 MINUTE - Converts a serial number to a minute
 TODAY - Returns the serial number of today's date
 MONTH - Converts a serial number to a month
 YEAR - Converts a serial number to a year
Finding the Average of a Range of Numbers
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The Average function calculates the average of a range of numbers. The Average function
can be selected from the AutoSum drop-down menu.
To Calculate the Average of a Range of Data:
 Type the numbers to be included in the formula in separate cells of column B (Ex: type 128
in cell B2, 345 in cell B3, 243 in cell B4, 97 in cell B5 and 187 cell B6).
 Click on the first cell (B2) to be included in the formula.
 Using the point-click-drag method, drag the mouse to define a cell range from cell B2
through cell B6.
 On the Standard toolbar, click on the drop-down part of the AutoSum button.
 Select the Average function from the drop-down Functions list.
 The average of the numbers is added to cell B7, or the cell immediately beneath the defined
range of numbers.
 Notice the formula, =AVERAGE(B2:B6), has been defined to cell B7.
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Accessing Excel 2003 Functions
To Access Other Functions in Excel:
 Using the point-click-drag method, select a cell range to be included in the formula.
 On the Standard toolbar, click on the drop-down part of the AutoSum button.
 If you don't see the function you want to use (Sum, Average, Count, Max, Min), display
additional functions by selecting More Functions.
 The Insert Function dialog box opens.
 There are three ways to locate a function in the Insert Function dialog box:
 You can type a question in the Search for a function box and click GO, or
 You can scroll through the alphabetical list of functions in the Select a function field, or
 You can select a function category in the Select a category drop-down list and review the
corresponding function names in the Select a function field.
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 Select the function you want to use and then click the OK button.
Inserting a row
You can insert a row in a spreadsheet anywhere you need it. Excel moves the existing rows down
to make room for the new one.
 Click anywhere in the row below where you want to insert the new row.
 Choose Insert Rows from the menu bar.
A new row is inserted above the cell(s) you originally selected. (OR)
 Click anywhere in the row below where you want to insert the new row.
 Right-click and choose Insert from the shortcut menu.
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 The Insert dialog box opens.
 Choose the Entire Row radio button.

 Click the OK button.
 A new row is inserted above the cell(s) you originally selected.
 Select multiple rows before choosing Insert to add rows quickly. Excel inserts the same
number of new rows that you originally selected.
Inserting a column
In Excel, you can insert a column anywhere you need it. Excel moves the existing columns to
make room for the new one.
 Click anywhere in the column where you want to insert a new column.
 Choose Insert Columns from the menu

bar.
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A new column is inserted to the left of the existing column. (OR)
 Click anywhere in the column where you want to insert a new column.
 Right-click and choose Insert from the shortcut menu.
 The Insert dialog box opens.
 Click the Entire Column radio button in the Insert dialog box.
 A new column is inserted to the left of the existing column.
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 Also select multiple columns before choosing Insert to add columns quickly. Excel inserts
the same number of new columns that you originally selected.
Deleting columns and rows
Columns and rows are deleted in much the same manner as inserting columns and rows.
To Delete a Row and All Information in It:
 Select a cell in the row to be deleted.

 Choose Edit Delete from the menu bar.
 Click the Entire Row radio button in the Delete dialog box.
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To Delete a Column and All Information in it:
 Select a cell in the column to be deleted.

 Choose Edit Delete from the menu bar.
 Click the Entire Column radio button in the Delete dialog box.
Merging cells
In Excel 2003, you have another alignment option available to you: merge and center.
This is performed when you want to select one or more cells and merge them into a larger cell. The
contents will be centered across the new merged cell.
The picture below shows why we might want to merge two cells. The spreadsheet presents
Last Month and This Month Sales and Expenses for Sally. Notice that Sally's name appears above
the Last Month column. To evenly center Sally's name across the two cells we would perform a
merge and center.
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To Merge Two Cells Into One:
 Select the cells that you want to merge. It can be cells in a column, row or both columns
and rows.
 Click the Merge and Center button on the standard toolbar.
 The two cells are now merged into one.
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Change font type, size and color
In Excel 2003 a font consists of three elements: Typeface, or the style of the letter; Size of
the letter; and Color of the letter. The default font in a spreadsheet is Arial 10 points, but the
typeface and size can be changed easily.
Selecting a Font Typeface:
The amount of typefaces available for use varies depending on the software installed on
your computer.
To Apply a Typeface to Information in a Cell:
 Select a cell or range of cells.

 Click on the down arrow to the right of the Font Name list box on the Formatting toolbar.
 A drop-down list of available fonts appears.
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 Click on the Typeface of your choice.

 The selection list closes and the new font is applied to the selected cells.
Adding a border to cells
Borders can be applied to cells in your worksheet in order to emphasize important data or
assign names to columns or rows.
To Add a Border to a Cell or Cell Range:

 Click on the down arrow next to the Borders button.
 The Border drop-down appears.
 Choose a borderline style from the Border drop-down menu.

 The selected cells display the chosen border.
Adding Color to Cells
Colors can be applied to cells in your worksheet in order to emphasize important data or
assign names to columns or rows.
To Add Color to a Cell:
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 Click the down arrow next to the Fill Color button. A Fill Color drop-down menu displays.
 Choose a fill color from the Fill Color drop-down menu.
 The selected cells display the color.
Charts
Have you ever read something you didn't fully understand but when you saw a chart or
graph, the concept became clear and understandable? Charts are a visual representation of data in a
worksheet. Charts make it easy to see comparisons, patterns, and trends in the data.
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Source Data
The range of cells that make up a chart. The chart is updated automatically whenever the
information in these cells change.
Title - The title of the chart.

Legend - The chart key, which identifies each color on the chart represents.
Axis
The vertical and horizontal parts of a chart. The vertical axis is often referred to as the Y
axis, and the horizontal axis is referred to as the X axis.
Data Series - The actual charted values, usually rows or columns of the source data.
Value Axis - The axis that represents the values or units of the source data.
Category Axis - The axis identifying each data series.
Creating a Chart Using the Chart Toolbar
Charts can be created in a number of ways in Excel 2003. The quickest way to create and
edit your charts is to use the Chart Toolbar.
To Show the Chart Toolbar
 Choose View Toolbars Chart on the menu bar.
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Parts of the Chart Toolbar
Chart Objects List Box - This list box lets you select different parts of a chart for editing.
Format Chart Area - Used to format that part of the chart which is currently selected.
Chart Type - A drop-down menu that lets you select different types of charts. The chart type can be
changed at any time.
Legend - Used to show or hide the chart legend.
Data Table - Used to show or hide the actual Source Data used to create the chart.
By Row - Plots the Data Series using the row labels (Y-axis).
By Column - Plots the Data Series using the column labels (X-axis).
Angle Text - Use to rotate the angle of the X-axis and Y-axis labels.
Creating an Embedded Chart

Charts can be created in either of two ways in Excel 2003:
Embedded Charts and a Chart Sheet. Excel creates an embedded chart by default. An
embedded chart is placed on the same worksheet as the source data used to create it.
To Embed a Chart in a Worksheet:
 Choose View Toolbars Chart on the menu bar.

 Select the range of cells that you want to chart. Your source data should include at least
three categories or numbers.
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 Click the chart type pull down on the chart toolbar and select the chart that you would like
to use.
 Open the chart options dialog box: Chart Options to add a title to your chart.
 Select the Titles tab and type the title of the chart in the Chart Title text box.
Different charts work best with different data. A pie chart, for example, can only display one
data series at a time.
Excel 2003 includes a 4-step Chart Wizard that you can use to guide you through the steps for
creating a chart. Highlight the cell range you want to chart, choose Insert Chart on the menu
bar and follow the instructions in the wizard.
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Creating a chart sheet
Sometimes, you may want to create a chart and place it on a separate sheet in the
workbook. This is called a Chart Sheet. Chart sheets can make your charts stand out, particularly
when working with complicated spreadsheets.
To Move an Embedded Chart to a Chart Sheet:
 Create an embedded chart.

 Select the chart to be moved to a chart sheet.
 Choose Chart Location from the menu bar.
 In the Chart Location dialog box, select the As a new sheet radio button.
(The As object in radio button adds the chart as an embedded object on the worksheet.)
 Click the OK button. The chart is displayed on a separate Chart Sheet in the Workbook.
==================**** UNIT – III COMPLETED ****========================
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UNIT - IV
Data Processing
Data processing is any process that a computer program does to enter data and summaries,
analyses or otherwise convert data into usable information. The process may be automated and run
on a computer. It involves recording, analyzing, sorting, summarizing, calculating, disseminating
and storing data.
Types of Data
There are two main types of data:
 Qualitative
 Quantitative
Additionally, quantitative data can be divided into discrete and continuous data.
Eg. Residence is a qualitative measure because it is not measured with numbers. Matche is a
discrete quantitative measure because it is numeric but can only be a whole number. Weight is
continuous quantitative measure because it can take any numerical value in a particular range.
Objectives of Data Processing Techniques

The data processing department assumes the responsibility for the processing of the data
from various socio-economic surveys and censuses conducted by the Central Statistical Agency
(CSA).
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The term “processing” encompasses a variety of post collection activities that include
manual editing and coding, data capture data review, as well as correction, weighting, and
production of statistical results. Hence, the major objectives of the data processing are to:
 Analyze design and implement various survey and census data processing systems.
 Develop, maintain and apply computer programs used in capturing, cleaning, organizing and
generating survey and census result.
 Produce accurate and timely data that meets the users needs.
 Organize and access raw data and summarized statistical reports to government and non-
government agencies, researchers, and various local and international organizations.
The accomplishment of the above mentioned objectives basically follow four phases that are as
follows:
1. Data editing and coding

2. Data entry
3. Data cleaning
4. Data analysis
1. Data Editing and Coding
In the data editing and coding phase, any inconsistencies are checked and corrected on the
questionnaires obtained from the field in addition to giving various codes. On a regular basis, most
of the time the process of editing and coding first and then verifying is performed.
2. Data Entry
In the data entry phase, the edited and coded questionnaires are captured into the computer.
Similar to editing and coding activities, the data entry work is verified thoroughly and completely
for most of the surveys undertaken by the Agency. Before the data is used for analysis, the data
will pass through a number of edit programs to validate the data and it is done by the data cleaning
staffs of the department.
3. Data Cleaning
In this cleaning phase, any invalid values are checked and corrected on the data.
4. Data Analysis
The final step after obtaining the clean data is attaching weights, analyzing the results, and
producing various tables including the provision of variances for reliability measures of the data.
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There are about 90 computers for data entry and cleaning purposes and about 14 for data analysis
in the department in order to perform the above mentioned activities.
Steps in Developing a Computer Program for Processing Business Data

A program is a list of instructions that contain data for a computer to follow. Different
programs are written with different languages. Some well known programming languages are
COBOL -business, BASIC -language, and - C which is used in science.
Following is the five step procedure to create a computer program:
1. Clarify Programming Needs

2. Design the Program
3. Code the Program
4. Test the Program
5. Document and Maintain
1. Clarify Programming Needs
Knowing the objective is the first consideration. Is it a payroll or editing program? knowing
who the end user will be is also important. Determining the inputs and outputs is next. How will
the program operate and what data is needed to make it happen. After this has been decided,
feasibility is the next consideration.
How many programmers will it take, is the project within budget, does the project have a
realistic outline. Finally, if the project is a go, then one must take measures to ensure the project is
properly documented and analyzed.
Six Steps
 Clarify objectives and users

 Clarify desired outputs
 Clarify desired inputs
 Clarify desired processing
 Double - check feasibility of implementing the program
 Document the analysis
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2. Design the Program
Programs use algorithms which are like equations that tell the computer what task to
perform. The aim of the programmer is to create algorithms that are clear and simple. Algorithms
are expressed first in logical hierarchical form known as modularization.
Using modules or (a complete thought) the programmer creates a logical thought process
for the computer to follow. After that the program is broken down in greater detail using pseudo
code. Pseudo code uses terms like if, else, and, then to relate the programs rules to the computer.
Two Steps
 Determine program logic through top down approach and modularization, using a
hierarchy chart
 Design details using pseudocode and/or flowcharts, preferably involving control structure.
A module, a processing step of a program, made up of logically related program statements.

A hierarchy chart, which represents top-down program design, explains the main purpose of the
program.
Pseudocode, a way of designing a program which uses normal language statements in order to
describe the logic and the processing flow.
Program flowcharts, graphically shows the detailed series of steps
Three control structure
 Sequence control structure - No decision making

 Selection control structure - Making a decision
 Loop control structure/Repetition or Iteration Structure
3. Code the Program
After the program has been designed it must be coded or written. Using the pseudo code
and logic requirements from step two an appropriate programming language must be selected. As
stated in the introduction, coding languages differ in specifications and usability.
Once the appropriate code language has been chosen, it is imperative that the programmer
follow the syntax rules with as little deviation as possible in order for the program to have high
accuracy.
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Two Steps
 Select the appropriate high-level programming language

 Code the program in that language following the syntax carefully
4. Test the Program
After the program is written it then enters the programming debugging and testing phase of
the Program Development Life Cycle (PDLC). During this time the programmer will be looking
for errors in both logic and syntax, as well as exploring other areas that may cause the program to
either not work properly or to not run at all.
Debugging will uncover errors in both logic and syntax. Syntax errors will prevent the
program from executing. They can be such simple things as misspelled words or can involve
breaking the syntax rules of the programming language used.
On the other hand, logic errors will allow the program to run but will provide incorrect
results. Errors of this kind may consist of merely using the wrong relational operator or other,
larger, mistakes in writing formulas.
Once the programmer locates the errors they are then fixed and the program is run again. The
program will then enter the testing phase. Testing the program comes in two phases, alpha and
beta.
 Alpha Testing is the process of reading through the program in search of errors in logic. The
second step is to run a diagnostic program to search for syntax or input errors.
 Beta Testing involves using the program in the real world to see if it contains any bugs or
other deficiencies.
5. Document and Maintain
Documentation should be ongoing from the very beginning because it is needed for those
involved with program now and future. Upon completion User Documentation for commercial use,
Operator Documentation for people who run computer systems, and Programmer Documentation
for programmers charged with maintenance.
Four Steps
 Write user documentation

 Write operator documentation
 Write programmer documentation & Maintain the program
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Translator
A translator is a computer program that translates a program written in a given
programming language into a functionally equivalent program into a different language.
Types of Translator
 If the translator translates assembly language to machine code such kind of translator is called
Assembler (Low Level Translator).
 If the translator translates a high level language into a lower level language it is called a
Compiler (High Level Translator)..
 If the translator translates a high level language into an intermediate code which will be
immediately executed it is called Interpreter (High Level Translator)..
Assembler
An Assembler translates assembly language into machine code. Assembly language

consists of mnemonics for machine opcodes so assemblers perform a 1:1 translation from
mnemonic to a direct instruction. For example: LDA #4 converts to 0001001000100100
Conversely, one instruction in a high level language will translate to one or more
instructions at machine level.
Example for Assembler
o A86/A386 for DOS, Windows
o ACK for Linux, Unix
Advantages of Assembler
 Very fast in translating assembly language to machine code as 1 to 1 relationship

 Assembly code is often very efficient because it is a low level language
 Assembly code is fairly easy to understand due to the use of English-like mnemonics
Disadvantages of Assembler
 Assembly language is written for a certain instruction set or processor

 It is often incompatible with different hardware
 Lots of assembly code is needed to do relatively simple tasks
 Complex programs require lots of programming time
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Compiler
A Compiler is a computer program that translates code written in a high level language to
a lower level language, object/machine code. The most common reason for translating source code
is to create an executable program (converting from a high level language into machine language).
Example
o Java : javac
o C : Turbo C
Advantages of Compiler
 Source code is not included, therefore compiled code is more secure than interpreted code
 Tends to produce faster code than interpreting source code
 Produces an executable file, and therefore the program can be run without need of the
source code
Disadvantages of Compiler
 Object code needs to be produced before a final executable file, this can be a slow process
 The source code must be 100% correct for the executable file to be produced
Interpreter
An interpreter program executes other programs directly, running through program code
and executing it line-by-line. As it analyses every line, an interpreter is slower than running
compiled code but it can take less time to interpret program code than to compile and then run it.
Interpreters are written for multiple platforms, this means code written once can be run
immediately on different systems without having to recompile for each.
Examples for Interpreter
o Flash based web programs that will run on your PC
o Games console
Advantages of Interpreter
 Easier to debug(check errors) than a compiler

 Easier to create multi-platform code, as each different platform would have an interpreter
to run the same code
 Useful for prototyping software and testing basic program logic
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Disadvantages of Interpreter
 Source code is required for the program to be executed, and this source code can be read
making it insecure
 Interpreters are generally slower than compiled programs due to the per-line translation
method
File Processing
A File can store records and we can extract these records using different applications
programs. File processing is the process of creating, storing and accessing content of files.
Merits of File Processing
 File processing can be used in opening saved files for read only purpose. It can be used to save
a new file or displace the existing one.
 Through file processing you can make new files and save the existing files. You can also
modify files through this process.
 For example, you are saving a word processing file to a hard drive. Similarly, if you store some
files on a floppy disk or you retrieve a file from CD-Rom, it is file processing.
A typical file processing system is supported by conventional operating systems. The
system stores permanent record in various files. It uses various application programs to extract
records from, and add records to the appropriate files. Before using DBMS to store and retrieve
data, organizations stored information in file processing systems.
Demerits of File Processing
 The simplest data retrieval task from file requires extensive programming. Also this is a time
consuming and a high skill activity.
 To access the data in file, the programmer must aware of the physical structure of the file.
 Security features such as effective password protection, locking parts of file etc are very
difficult to program.
 The File system exhibits structural dependence. That is a change in file structure such as
addition or deletion of a field require the modification of all programs using that file.
 Data dependence: A change in file data characteristic such as change in a field data type from
integer to decimal, requires changes in all programs that access the file.
But as the number of files in the system expands, system administration becomes difficult
too. Each file must have its own file management system, composed of programs that allow user to
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create the file structure, add data to the file, delete data from the file, modify the data in the file,
list the file contents etc.
Security features such as effective password protection, locking out part of files or part of
system itself and other data confidentiality measures are difficult to program and are usually
omitted. The file system’s structure and lack of security makes it difficult to pool data. The file
processing system is simply not suitable for modern data management and information
requirement.
Editing and Coding Data
After collecting data, the method of converting raw data into meaningful statement;
includes data processing, data analysis, and data interpretation and presentation. Data reduction or
processing mainly involves various manipulations necessary for preparing the data for analysis.
The process (of manipulation) could be manual or electronic. It involves editing, categorizing the
open-ended questions, coding, computerization etc.
Editing Data
Information gathered during data collection may lack uniformity. For example, data
collected through questionnaire and schedules may have answers which may not be ticked at
proper places, or some questions may be left unanswered. Sometimes information may be given in
a form which needs reconstruction in a category designed for analysis, e.g., converting
daily/monthly income in annual income and so on.
The researcher has to take a decision as to how to edit it. Editing also needs that data are
relevant and appropriate and errors are modified. Occasionally, the investigator makes a mistake
and records and impossible answer. Care should be taken in editing (re-arranging) answers to
open-ended questions. Example: Sometimes “don’t know” answer is edited as “no response”.
This is wrong. “Don’t know” means that the respondent is not sure and is in a double mind
about his reaction or considers the questions personal and does not want to answer it. “No
response” means that the respondent is not familiar with the situation about which he is asked.
Coding of Data
Coding is translating answers into numerical values or assigning numbers to the various
categories of a variable to be used in data analysis. Coding is done by using a code book, code
sheet, and a computer card. Coding is done on the basis of the instructions given in the codebook.
The code book gives a numerical code for each variable.
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Now-a-days, codes are assigned before going to the field while constructing the
questionnaire/schedule. Pose data collection; pre-coded items are fed to the computer for
processing and analysis. For open-ended questions, however, post-coding is necessary. In such
cases, all answers to open-ended questions are placed in categories and each category is assigned a
code.
Data Management
 Data management comprises all the disciplines related to managing data as a valuable resource.
Data management is the development and execution of architectures, policies, practices and
procedures in order to manage the information lifecycle needs of an enterprise in an effective
manner.
 Data Life cycle Management (DLM) is a policy-based approach to managing the flow of an
information system's data throughout its life cycle: from creation and initial storage to the time
when it becomes obsolete and is deleted. Several vendors offer DLM products but effective
data management involves well-thought-out procedures and adherence to best practices as well
as applications.
 There are various approaches to data management. Master data management (MDM), for
example, is a comprehensive method of enabling an enterprise to link all of its critical data to
one file, called a master file, that provides a common point of reference.
 The effective management of corporate data has grown in importance as businesses are subject
to an increasing number of compliance regulations. Furthermore, the sheer volume of data that
must be managed by organizations has increased so markedly that it is sometimes referred to as
big data.
 Big data management is the organization, administration and governance of large volumes of
both structured and unstructured data. Corporations, government agencies and other
organizations employ big data management strategies to help them contend with fast-growing
pools of data, typically involving many tera bytes or even petabytes of information and a
variety of data types.
Importance of Data Management
Data management throughout the data life-cycle will not only help save you time, but it will help
you:
 Increase the impact of your research with data citation.
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 Clearly document and provide evidence for your research in conjunction with published
results.
 Comply with sharing mandates and meet copyright and ethical compliance.
 Preserve data for long-term access and safeguard your investment from loss.
 Describe and share data with others to further new discoveries and research.
=====================*****UNIT – IV COMPLETED *****=====================
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UNIT - V
Internet Concepts
Introduction to the Internet
The Internet is a network of computer networks. It makes it possible for any computer
connected to it to send and receive data from any other computer connected to it. Its link millions
of computers together via copper wires, fiber-optic cables, wireless connections and other
telecommunication channel. The internet can allow people from all over the world to talk to each
other.
Applications of the Internet
The internet is used for a many of applications. For example:
 WWW
 Email
 Instant messaging
A Network of Information Networks

The Internet is a worldwide system of interconnected computer networks. The computers
and computer networks exchange information using TCP/IP (Transmission Control
Protocol/Internet Protocol) to communicate with each other.
The computers are connected via the telecommunications networks, and the Internet can be
used for e-mailing, transferring files and accessing information on the World Wide Web. Examples
of information networks connected by the Internet include those of libraries, hospitals, research
centers, government departments and universities.
It is possible to connect to local organizations as well as those on national and international
networks. For example the WHO Library is an international organization with an internet address
http://www.who.int/library/.
Development
The Internet was initially developed to allow computers to share scientific and military
information and was known as ARPANET in the late 1960s. Further development was funded by
the National Science Foundation (NSF) in the 1980s to develop internet communications to link
several university computing departments. In 1989 Tim Berners-Lee and others working at CERN
proposed a new communications protocol for information transfer. This technology was based on a
hypertext system and lead to the development of the World Wide Web in the 1990s.
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The World Wide Web
World Wide Web is an example of an information protocol/service that can be used to send
and receive information over the Internet. It supports:
 Multimedia Information (text, movies, pictures, sound, programs . . . ).

 Hyper Text Information (information that contains links to other information resources).
 Graphic User Interface (so users can point and click to request information instead of
typing in text commands).
The server software for the World Wide Web is called an HTTP server (or informally a Web
server). Examples are Apache and IIS. The client software for World Wide Web is called a Web
browser.
Examples are: Netscape Navigator , Internet Explorer, Safari and Mozilla Firefox.
There are many different information protocols/services besides HTTP (HyperText

Transfer Protocol).
Some of these are:
 E-mail (SMTP) - for sending electronic mail messages.

 Usenet News (NNTP) - for having electronic group discussions.
 File Transfer Protocol (FTP) - for transferring files between computers.
 Telnet - for running programs on remote computers.
The World Wide Web is a system of internet servers that use HTTP (Hypertext Transfer
Protocol) to transfer documents formatted in HTML (Hypertext Mark-up Language). These are
viewed by using software for web browsers such as Netscape and Internet Explorer. Hypertext
enables a document to be connected to other documents on the web through hyperlinks. It is
possible to move from one document to another by using hyperlinked text found within web pages.
Uniform Resource Locator
The URL (Uniform Resource Locator) is the global address of documents and other
resources on the web e.g. http://www.who.int. The first part of the address indicates which
protocol to use e.g. http. The second part of the address identifies the domain name or the internet
address where the information is located. The address bar is the toolbar displayed at the top of the
screen when you open the internet browser
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Navigating web pages

Most web pages contain links to further information or other web pages. Often these links
are highlighted in a different colour and may be underlined. Links can also be displayed as pictures
or graphics. You will notice that as you move the mouse cursor over a link the cursor changes to a
hand shape. If you select the link by clicking on it you will be taken to a new web page.
Navigate backwards and forwards to web pages that you have visited by using the Back
and Forward arrows on the toolbar. There may also be navigation buttons or links running across
the top and down the left-hand side of the web page you have visited. The house icon on the
shortcut toolbar will take you back to the default home page of the browser.
Searching the Internet
The Internet contains a vast amount of information covering a wide variety of topics. It
hosts library catalogues, articles, news items, reports, multimedia, reference information, company
information and personal opinions. The information is created from many different sources
including academic institutions, government agencies, professional organisations, commercial
information and individuals.
Some of the information found on the Internet may be organised in directories where the
information has been designated to a particular category or file in a structured way. For example
this may be in a general directory such as those on http://www.yahoo.com or it may be in a
directory which covers a specific subject such as health.
Search engines
A search engine is a useful tool for locating information on the web. The search engine
program identifies and visits web pages on the World Wide Web. It gathers information and
automatically indexes the site. Any words found on the web pages visited by the search engine are
stored in the search engine database.
When you search the web for a topic the key words are matched to the information found
on the web pages visited by the search engine. Examples of individual search engines can be found
at http://www.google.com or http://sp.ask.com.
Meta search engines use their own program and interface to search numerous search engine
databases simultaneously. They can give you a broad idea of which search engines hold
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information on your subject. Examples of meta search engines can be found at

http://www.metacrawler.com or http://www.dogpile.com
There is also a part of the web which is not easily seen and indexed by search engines - this
is the invisible or deep web. It may consist of databases and information from institutions such as
universities and research organizations.
Evaluating information found on the Internet or World Wide Web
While it is possible to retrieve useful information from searching the Internet it is also
important to remember that anyone can write information and publish web pages. All information
should be evaluated using criteria such as:
 Accuracy
 Authority
 Currency
 Coverage
 Objectivity
Managing Internet resources
If you find internet sites which are interesting and useful you can use the bookmark feature
on the browser tool bar in Netscape or add them to your “favorites” in Internet Explorer. You can
click on the tool bar button and you will be given an option to save the website hyperlink. You can
give the website a name and this will be retained in a list for when you next visit the site. To revisit
the site you then click on the “favorite” or “bookmark” and you will be taken directly to the site.
Creating E-Mail Id
Step 1: Open the Gmail web site
To create your Gmail account you only need a web browser and an internet connection. Go
to http://gmail.google.com. You should now get to a page that looks something like the one below.
Click on the Sign up for Gmail link circled in the screenshot and then proceed to the next step.
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Step 2: Enter all the required information in the "Create an Account" online form
After you click on the signup link, you shall be shown the Create an Account form with
several fields that need your inputs.
Do not worry if the screen displayed to you and the screenshot image on the left are not
exactly the same.
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You now need to start filling the form. Once you have entered your first and last names, it
is time to choose a login name. This is important as your login name will decide the email address
you will get, and in case of a Gmail account, would be your-chosen-loginname@ gmail.com. So be
sure to pick a login name, also called the username, with care.
Step 3: How to choose a login name or username for your email address
Choosing a login name is part art and part common sense. And because it determines what
your email address will be, we suggest you spend a little time over it. Since, email addresses need
to be unique which means no two people in the world can have the same address, there is no
guarantee that your preferred login name would be available. The following are advice and
suggestions on how to choose a login or username.
First check if you can get a login name of your name, firstname, lastname, as firstname
lastname or the more popular, firstname. lastname (the period sign can be used in a login name).
You can also try out firstname lastname. Getting a Gmail email address of your name is indeed
very fortunate because of the sheer number of subscribers to the service.
Your login name needs to be catchy and at the same time describe you so people are able to
recall it without much difficulty and associate it with you. The availability of a login or user name
can be verified by entering it first in the text field and hitting the check availability button.
Step 4: Choosing a password for your email

Securing your Gmail email account with a strong password is imperative. Think of the
password as the key combination to your safe and you need to give the same amount of
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importance. A combination of uppercase and lowercase letters with some digits thrown in would
be a strong enough password.
On the right of the text fields in which you enter your password a sort of meter would
indicate the strength of the password. You need to enter the password twice and you can leave the
"Remember me on this computer" box unchecked.
Step 5: Protecting your Gmail account with a security question

You now need to either select a security question from the drop down list or enter one - and
you need to provide the answer. This additional security helps in getting your email account
password if you forget it.
Step 6: Word verification and confirmation

After providing your secondary email address - you can leave this blank, if you don't have
one - and your location, you need to enter the characters that you see in the picture above the field
in your form. Why is this required? So that Gmail knows the inputs are from a human being and
not some automated program.
Now that everything is set, you can go through the Terms of Service and click on the "I
accept. Create my account." button which will create your very own free Gmail account! To access
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your Gmail account in future, you need to go to the web site http://gmail.google.com using a web
browser and enter your username (login name) and password once again.
Benefits of Creating an Account
Creating an account allows you to:
 create and save custom job searches

 use the customized search feature to send you email alerts when new openings match your
search criteria
 store your existing resume and cover letter or create a new resume using the resume builder
feature and use to apply for other jobs later
 store different versions of your resume and cover letter to fit your career objectives
 save jobs you've applied to and check the status of your applications or referrals
The Advantages of E-mail
o Its fast - Messages can be sent anywhere around the world in an instant.
o It's cheap - Transmission usually costs nothing, or at the most, very little.
o It's simple - Easy to use, after initial setup.
o It's efficient - Sending to a group can be done in one step.
o It's versatile - Pictures, power-points or other files can be sent too.
Other Advantages of E-mail are
o Email is effective in providing quick answers to yes and no, type questions. eg. Do you do
international delivery?
o Email is effective in finding the right person in an organisation or company to answer your
question.
o Email is good to make appointments for busy people.
o Email can distribute information quickly to many people for the time it takes to email one
person.
The disadvantages are

o Email can become time consuming for answering complicated questions and
misunderstandings can arise because cultural differences in the interpretation of certain
words.
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o The telephone, is much better for providing detailed answers or if you feel that the question
is not absolutely clear.
o Email can compromise the security of an organisation because sensitive information can be
easily distributed accidently or deliberately. Email should be entrusted to well trained and
trusted staff members.
o Email can become impersonal or misunderstood.
Receiving and Sending E-Mail
Send an E-Mail Message
Creating and sending an e-mail message is, in many ways, similar to writing a letter
without a stamp. In fact sending an e-mail is much the same as sending a letter. The main
difference is that the e-mail is delivered almost instantly, although there can be delays caused by
server problems, the fact that a recipient's mail box might be full, and other technical problems that
will occur from time to time.
This is noted because you absolutely cannot assume that an e-mail message will go through
100% of the time. So, if you want to be sure that the message is received, ask the recipient to write
back a short note confirming this receipt.
Essentially all e-mails sent from a Windows-based computer work the same. They require
that you have access to an e-mail server. In terms of sending, the server's job is to take your
message and be sure it gets on the Internet to go to the recipient. Typically the server will also
maintain a file of "sent messages" so you have an automatic record of all correspondence.
The first step in sending an e-mail is to log on to the server. Every e-mail program will
give you a way to create a new message. In the example at right, you would click on New button,
located in the screen's upper left-hand corner.
Your new message appears. You must fill in the To line. Provide the recipient's address (no
blank spaces allowed). An e-mail address consists of the username (example: jonesg) followed by
the @ sign, followed by the domain name (example: yahoo.com).
All three elements must be present for the e-mail to be sent. It is a good idea (but not
absolutely necessary) to also fill in the Subject line, since that gives your recipient an idea of why
you are writing. Your message then goes in the blank space. Cc sends a copy to another person(s).
Bcc sends a copy to another person, but hides that fact from the original recipient.
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You might or might not receive a message like this confirming that your e-mail has been sent.
Receive an E-mail Message
Before you can receive an e-mail message you should first log onto your account. Your
messages all sit on the server, waiting for you to come and retrieve them. You can choose whether
to open each message, to delete it, or to store it. Within limits each server will typically allow you
to keep several hundred e-mails, either read or unread, stored.
If you have exceeded your storage limit, you will receive a message from the server
administrator. At that time you will have to delete at least enough e-mails to get back within the
storage limit. When you go to your account, you will find a list of messages in your inbox. You
will also be able to view one of those messages automatically.
Should you decide to open the message, double click on its From/Subject line (highlighted
in blue above). This will actually open the message so you can either copy or reply to it. Your e-
mail tells you who it is from, who else receives it, and the date and time that it was sent to you.
85
After you have received your e-mail, look at the top to see what options are available. You
can reply, reply to all recipients, forward the message to someone else, print it, file it, or delete the
message.
Searching Information and Downloading
Search engines are the ways that most people find information on the Net, there are many
other online resources - some of them not well known.
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Search engines put the most relevant results first, so if what you want is not in the top
listings, try again with more specific keywords. Or, narrow your search by adding more keywords.
Google returns only pages containing all the keywords you use, so adding more keywords
eliminates less relevant pages.
To get more results, use more general keywords or include fewer search terms. Google's
"cached" link shows you a snapshot of a web page so you can see it even if the actual site is not
accessible. On cached pages, your keywords are highlighted to make them easier to find.
Many of the search engines use well-known information retrieval (IR) algorithms and
techniques [Salton 1989; Faloutsos 1985]. However, IR algorithms were developed for relatively
small and coherent collections such as newspaper articles or book catalogs in a (physical) library.
The Web, on the other hand, is massive, much less coherent, changes more rapidly, and is spread
over geographically distributed computers.
This requires new techniques, or extensions to the old ones, to deal with the gathering of
the information, to make index structures scalable and efficiently updateable, and to improve the
discriminating ability of search engines. For the last item, discriminating ability, it is possible to
exploit the linkage among Web pages to better identify the truly relevant pages.
World Wide Web
Definition
WWW Stands for "World Wide Web." It is important to know that this is not a synonym for
the Internet. The World Wide Web, or just "the Web," as ordinary people call it, is a subset of the
Internet. The Web consists of pages that can be accessed using a Web browser. The Internet is the
actual network of networks where all the information resides.
Things like Telnet, FTP, Internet gaming, Internet Relay Chat (IRC), and e-mail are all part of
the Internet, but are not part of the World Wide Web. The Hyper-Text Transfer Protocol (HTTP) is
the method used to transfer Web pages to your computer. With hypertext, a word or phrase can
contain a link to another Web site. All Web pages are written in the hyper-text markup language
(HTML), which works in conjunction with HTTP.
 The World Wide Web is a sophisticated system for universal information capture and
delivery.
 The World Wide Web consortium (W3C) definition of the web: "The World Wide Web is
the universe of network-accessible information, an embodiment of human knowledge".
 Provides information access in ways not previously possible.
87
– Hyperlinked (Hypertext)
– Graphical user interface
– Pictorial and non-text information
– Information that changes rapidly
– Immediate access
– Anyone can author a web site
– Multi-user access to the same information (try that with a book)
– Easily searchable information
The functionality of the WWW
 URL (Universal Resource Locator)
Each page of information on the web has a unique address called the URL at which
it can be found
 HTML (Hypertext Markup Language)
(i) HTML is a universal, simple language for formatting text. It also allows
embedding of graphics, and linking of documents via ‘hyperlinks’.
(ii) ‘Hypertext’ documents allow readers to freely move around the document,
following links to subjects of interest.
(iii) HTML is a language that is used to specify the structure of documents for
retrieval across the Internet using browsers.
 HTTP (Hypertext transfer Protocol)
(i) The standard Web transfer protocol is HTTP (HyperText Transfer Protocols). It
is used for document exchange between servers and clients (typically browsers) in the
WWW.
(ii) To retrieve a document, the client first sends a request to the web server and
waits for a reply
(iii) An HTTP daemon/service (a program that waits for http requests) on the server
then handles the request and the document is sent to the client (over a connection
established using TCP/IP – Transmission Control Protocol / Internet Protocol)
(iv) We recall from previous lectures, that a Protocol is “Agreed upon sets of rules
that provide order to a system or situation.” In this case, a set of rules/standards for
communicating on the Internet.
88
Advantages and Disadvantages of WWW

Advantages
o Availability of mainly free information
o Low cost of initial connection
o Reduces the costs of divulgation
o The same protocol of communication can be used for all the services
o Facilitates rapid interactive communication
o Facilitates the exchange of huge volumes of data
o Facilitates the establishment of professional contact
o No barriers to divulgation
o Facilitates access to different sources of information, which is continuously up-dated
o Facilitates management of companies information system
o It is accessible from anywhere
o It has become the global media
Disadvantages
o Danger of overload and excess information
o It requires an efficient information search strategy
o The search can be slow
o It is difficult to filter and prioritize information
o No guarantee of finding what one is looking for
o There is a lot of apparently unconnected information
o Net becomes overloaded because of large number of users
o No regulation
o No quality control over available data
o The ease with which information can be constantly up-dated
Overview of Domain Name Service

Domain Name Service (DNS) is a distributed database system with a limited number of
central master directories. When a new domain name is created, a DNS server is defined as being
the primary server for that domain. This server is referred to as the authoritative name server and
would be considered one of the “master directories.”
89
There are two main types of name servers: authoritative and caching. Authoritative name
servers are, as the name implies, the authority on a particular domain name. Caching name servers
“cache” or store frequently requested addresses in multiple servers, which are closer to end users;
so there is no need to do an extensive search to locate the authoritative name server each time
someone requests a particular domain name.
Attempts to access a site by its domain name will be resolved by the local caching server to
a numeric computer address known as the “IP Address.”
What is DNS?
The Domain Name System translates between domain names and IP addresses of devices
connected to the Internet
The DNS is an IETF-standard name service. The DNS service enables client computers on
your network to register and resolve DNS domain names. These names are used to find and access
resources offered by other computers on your network or other networks, such as the Internet. The
following are the three main components of DNS:
 Domain name space and associated resource records (RRs) A distributed database of
name-related information.
 DNS Name Servers Servers that hold the domain name space and RRs, and that answer
queries from DNS clients.
 DNS Resolvers The facility within a DNS client that contacts DNS name servers and issues
name queries to obtain resource record information.
Domain Name Space
The domain name space is a hierarchical, tree-structured name space, starting at an
unnamed root used for all DNS operations. In the DNS name space, each node and leaf in the
domain name space tree represents a named domain. Each domain can have additional child
domains. The given figure illustrates the structure of Internet domain name space.
90
Top-Level Domains
A top-level domain is a DNS domain directly below the root. As the given figure illustrates, a
number of top-level domains have been defined. Additional names (at least for the Internet) are
difficult to create. The following are the three categories of top-level domains:
 "ARPA" This is a special domain—used today for reverse-name lookups.
 3-letter domains There are six 3-character, top-level domains noted below.
 2-letter country-based domain names These country code domains are based on the
International Organization for Standardization (ISO) country name, and are used principally
by companies and organizations outside the US. The exception is the UK, which uses .uk as
the top-level domain, even though the ISO country code is GB.
3-Character Top-Level Domains in Use in the Internet
3-Character
Use
Domain Name
Com Commercial organizations, such as microsoft.com for the Microsoft Corporation
Educational institutions, now mainly four-year colleges and universities, such as

Edu
cmu.edu for Carnegie Mellon University
Agencies of the US Federal Government, such as fbi.gov for the US Federal

Gov
Bureau of Investigation
int Organizations established by international treaties, such as nato.int for NATO
91
Mil US military, such as af.mil for the US Air Force
Computers of network providers, organizations dedicated to the Internet, Internet

Net Service Providers (ISPs), and so forth, such as internic.net for the Internet
Network Information Center (InterNIC)
A top-level domain for groups that don't fit anywhere else, such as non-
Org government or non-profit organizations (for example, reiki.org for information
about Reiki)
Resource Records (RRs)

When a DNS server sends a query reply back to a DNS host, the answer, authority, and
additional information sections of the DNS message can contain RRs, which answer the question
in the question section.
The fields in an RR are as follows:

 RR Name The DNS domain name held as a variable-length field. The format of this field is
the same as the format of the Question Name field, described in the "DNS Query Question
Entries" section of this chapter.
 Record Type The RR type value, as noted above.
 Record Class The RR class code; there's only one record class used currently: 0x00-01,
Internet Class.
 TTL RR Time to live, expressed in seconds held in a 32-bit unsigned field.
 Resource Data Length A 2-byte field holding the length of the resource data.
 Resource Data Variable-length data corresponding to the RR type.
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Name Server Types
There are three types of name servers:
1. The primary master builds its database from files that were preconfigured on its hosts, called
zone or database files. The name server reads these files and builds a database for the zone it
is authoritative for.
2. Secondary masters can provide information to resolvers just like the primary masters, but
they get their information from the primary. Any updates to the database are provided by the
primary.
3. Caching name server - It gets all its answers to queries from other name servers and saves
(caches) the answers. It is a non-authoritative server.
How DNS works?
 When you type a URL into the address portion of your browser, the browsers’ first task is
to convert the domain name into an IP address so that it can send a request to the
appropriate web server at that IP address for the web page that you are requesting
 To accomplish this task, the browser interacts with a name server, a machine that maintains
lists to translate the domain names into IP addresses
 Once the browser receives the IP address from the name server, it sends a request for the
web page that you are requesting
 Let us retrieve the IP address of the name server that we are using…
==================**** UNIT – V COMPLETED ****=======================
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Unit - I Introduction To Programming Languages: Computer Application in Business

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Unit - I Introduction To Programming Languages: Computer Application in Business

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Computer Application in Business

High-Level Versus Low-Level Programming Languages

Initially languages were designed to execute programs efficiently hence results in

Programming Language Requirements

(iv) Support for abstraction

A development environment is a collection of procedures and tools for developing, testing

(vii) Portability of programs

Portability in high-level computer programming is the usability of the same software in

 XML (Extensible Markup Language) is not considered a programming language. It is a meta-

Basic Concepts of any Programming Language

 Integer - to store integer or "whole" numbers

Virtually all structured programs share a similar overall structure:

 Statements to establish the start of the program

The following is a simple example of a program written in two different programming

Language Example Program

Language Intended use Paradigm(s)

Ada Application, embedded, realtime, concurrent, distributed, generic, imperative

ALGOL 58 Application imperative

ALGOL 60 Application imperative

ALGOL 68 Application concurrent, imperative

Assembly General any, imperative, syntax is usually highly

BASIC Application, education imperative, procedural

Language Intended use Paradigm(s)

C System imperative, procedural

C++ Application, system generic, imperative, object-oriented,

C# Application, business, client-side, structured, functional, generic, imperative,

COBOL Application, business imperative, object-oriented

Fortran Application, numerical computing generic, imperative, object-oriented,

Java Application, business, client-side, generic, imperative, object-oriented,

JavaScript Client-side, Web functional, imperative, prototype-based

Lisp General functional

Mathematica Symbolic language functional, procedural, imperative, logic,

MATLAB Highly domain-specific, numerical imperative, object-oriented, procedural

Pascal Application, education imperative, procedural

Perl Application, scripting, text functional, generic, imperative, object-

Language Intended use Paradigm(s)

Visual Basic Application, education component-oriented, event-driven,

Visual Basic Application, education, Web event-driven, imperative, object-oriented

Imperative programming is a programming paradigm that describes computation in terms

A distributed system consists of multiple computers that communicate through a computer

Key board operations

1. New: new is used to create a new document.

7. Versions: it saves and manages multiple versions of a document in a single file.

1. Undo last command(s): it reverses the last command which did.

1. Normal: it switches to normal view, which is the default.

1. Break: it inserts a column, section or page break.

6. Lookup reference: to insert lookup reference and cross references.

10. Online collaboration: starts an important online by sending invitation to participants. It

Toolbars and icons

Word formatting toolbar

Word drawing toolbar

Icons for printing toolbar

Formatting text and documents

 Save: Saves the active file.

 Cut: removes the selected text from the active worksheet.

 Find: This command is used to search the text, symbols etc.,

 Header and Footer: It is used to add header or footer to your worksheet.

 Rows: Inserts the number of rows you want.

 Picture: Inserts picture from clipart and other libraries.

 Protection: Prevents changes to cells on worksheets, items in chart etc.,

Standard Tool Bar

 New: Creates a new blank file. (Ctrl + N)

Formatting Tool Bar