Course: Office Automation and MS Office (DCSA 1302)

Lab 01:
a) Creating, opening, closing, saving, and editing a word document.
Answer:
Create a New Document
 Choose File ➪ New from the menu bar.
 Click the New Blank Document button of the tool bar.
 Press CTRL + N on the keyboard.
Open an Existing Document
 Choose File ➪ Open from the menu bar.
 Click the Open button on the toolbar.
 Press CTRL + O on the keyboard.
NOTE: Each method will show the Open dialog box.
Select the drive the file was saved on, choose the file,
and click the Open button.
Closing a Document

 Selecting File ➪Close from the menu bar

 Click the close window icon if it’s visible on the menu bar
 Press CTRL + W or CTRL + F4 on the keyboard.
Save a Document
 Select File ➪ Save from the menu bar.
 Click the Save button on the toolbar.
 Press CTRL + S on the keyboard.

b) Insert header and footer in the document.

Answer: Choose Insert, and then choose either Header or Footer.

Dozens of built-in layouts appear. Scroll through them and

choose the one you want. The header and footer space will
open in your document, along with the Header & Footer Tools.
You won’t be able to edit the body of your document again
until you close the Header & Footer Tools.

Type the text you want in the header or footer. Most headers
and footers have placeholder text (such as "Document title")
that you can type right over.
c) Create a link between two files using Hyperlink.
Answer: In computing, a hyperlink, or simply a link, is a reference to data that the reader can
directly follow either by clicking, tapping, or hovering. A hyperlink points to a whole document
or to a specific element within a document. Hypertext is text with hyperlinks.
Create a link between two file:
Select the Files that you want to display as the hyperlink. On the Insert tab, in the Links group,
click Hyperlink. You can also right-click the Files and then click Hyperlink on the shortcut menu

d) Create a mil-merge and add data of 5 recipients.

Answer: Mail merge is a process to create personalized letters and pre-addressed envelopes or
mailing labels for mass mailings from a form letter – a word processing document which
contains fixed text, which will be the same in each output document, and variables, which act as
placeholders that are replaced by text from the data source.

Create a Mil Merge & add data of 5 Recipients.

1. From the Mailings tab, in the Start Mail Merge group, click START MAIL MERGE
The Start Mail Merge sub-menu appears.
2. From the Start Mail Merge sub-menu, select the desired type of starting document
EXAMPLE: Select Letters
3. Click SELECT RECIPIENTS» select Type New List
the New Address List dialog box appears.

4. Click in a field to add information

5. In the appropriate fields, type the desired information for the data source
6. OPTIONAL: To remove fields, refer to Deleting Fields. To add fields, refer to Adding Fields.
Repeat steps a & b until you are left with the desired data fields. Click OK to return to
the New Address List dialog box
7. OPTIONAL: To add additional entries, refer to Adding an Entry. To delete an entry, refer
to Deleting an Entry. Repeat steps a and b until all of your entries have been made
8. When all entries are complete, click OK .the Save Address List dialog box appears.
NOTE: The default save location is My Data Sources and the file extension
is .mdb (Microsoft Office Address Lists).
9. Using the Save in pull-down list, navigate to the desired save location
10. In the File name text box, type the desired name for your address list
11. Click SAVE. The Mail Merge Recipients dialog box appears.
12. OPTIONAL: To include recipients in the merge, select the checkbox beside their entry
To exclude them, deselect the checkbox beside their entry
13. When finished, click OK

e) Protect a document.
In Word 2007, you can protect your documents from being modified, or changed, by others. The
easiest way to protect your document is to use the Protect Document command button.

1. Click the Review Manu &

2. Then Click Protect Document Drop –down Icon.
3. Then Click restrict Formatting and Editing
4. Then Click Formatting Restrictions Check box
5. And Editing Restriction Check box and Select No Change (Read Only ) & Click Everyone
Check box Then Give your Product Key what is your Secret Word Or Key. and Save the file.

f) Implement macro.
Answer: One very neat feature that all recent versions of MS Word have had is the ability to
record and play macros (recorded keystrokes or commands) so that things you find yourself
doing over and over again can be done automatically, and Microsoft made it even easier to do
so in Word 2007.
To create a macro to perform these steps, first highlight some text in your document, then click
on the View tab on the main ribbon, then click on the tiny down arrow under the Macros icon
to get the following drop-down menu..
Click where it says Record Macro and you should get a screen like this:
Type in a name for your macro, then click on the Button icon.
Note: If you use more than one word in your macro name it must have an underscore
between the two words or Word will reject it.
You should get a screen that looks like this:
Click on the new macro name listed on the left side of the screen (under where it says
<separator>) to highlight it, and then click the Add button to add the macro to your Quick
Access Toolbar, then click the Ok button.
The macro setup window will go away and you will be taken back to your document and your
cursor will have been turned into a tiny picture of an old fashioned tape recorder. This means
your macro is recording, so now it’s time to do the things you want recorded.
 Click on the Current Font box and select Ariel.
 Click on the Font Size box and select 16.
 Click on the Bold and Italics icons.
That’s all you want your macro to record, so to make it stop recording, click on the View tab
again from the main ribbon, then click on Macros, and then stop recording.
Your macro should now be ready for use. To test it, highlight some text, and then look at the
Quick Access Toolbar; on it there should be a new Macro icon:
To test your macro, highlight some text, and then click on the new Macro icon on your Quick
Access Toolbar. Your macro should run and perform all of the formatting tasks you assigned it to
do.
There are of course more options and ways to record macros in Word, but this is by far the
easiest and simplest.

Lab 02:
a) Create duplicate slides in PowerPoint. Give an example.
In the pane that contains the Outline and Slides tabs, click the Slides tab. Select one or more
slides that you want to duplicate. On the Home tab, in the Slides group, click New Slide. In the
layout gallery, click Duplicate Selected Slides.
NOTE: The duplicated slides are inserted directly below the lowermost slide that you selected.

b) Make a master slide.

 Open a blank presentation, and then, on the View tab, in the Master Views group,
click Slide Master.
 When you open Slide Master View, a blank slide master with the default, associated
layouts appears.
NOTE: In the slide thumbnail pane, the slide master is the larger slide image, and the
associated layouts are positioned beneath the slide master.
 To create a layout, or to customize an existing layout, see Create a slide layout that meets
your needs.
 To add or modify placeholders in your layouts, see Add one or more content placeholders to
a layout or Change or delete a placeholder.
 To remove any of the built-in slide layouts that accompany the default slide master, in
the slide thumbnail pane, right-click each slide layout that you want to delete, and then
click Delete Layout on the shortcut menu.
  To apply a design or theme-based colors, fonts, effects and backgrounds, see Apply a
theme to add color and style to your presentation or Apply multiple themes to a presentation.
 To set the page orientation for all of the slides in your presentation, on the Slide
Master tab, in the Page Setup group, click Slide Orientation, and then click
either Portrait or Landscape.
 On the File tab, click Save As. In the File name box, type a file name. In the Save as
type list, click PowerPoint Template, and then click Save. On the Slide Master tab, in
the Close group, click Close Master View.

c) Design a chart of population.

 Population Chart Design in the step :
 Click Insert Manu
 Click Chart Than you Make a design
What you want to making by this chart
 now you Change From Excel Sheet
Category & Series and close the Excel Sheet.
 Now see a chart make in PowerPoint.

d) Insert animation.
 At first you Click Animation Manu.
 then you click customize animation and see you Right side open a drop-down menu
 Then you decided what Element you make an animation.
 then select your element and add Effect our Elements
 At last show the presentation by animation.

e) Insert a background in PowerPoint.

 At first you Select which slide you want to give a background
 then you click your mouse Right button and select Background
 Then you select what you want to give year. Such as: solid color, gradient color, picture & Clip
art.
 At last you click OK
Lab 03:
a) Creating new Spreadsheet.
 To insert a new worksheet, do one of the following:
 To quickly insert a new worksheet at the end of the existing worksheets, click the Insert
Worksheet tab at the bottom of the screen.

 To insert a new worksheet in front of an existing worksheet, select that worksheet and
then, on the Home tab, in the Cells group, click Insert, and then click Insert Sheet.
 TIP: You can also right-click the tab of an existing worksheet, and then click Insert. On
the General tab, click Worksheet, and then click OK.
b) Entering data in Spreadsheet.
To begin this part of the course, we'll do something really simply: we'll enter some text and numbers into
some cells. When we're finished, our spreadsheet will look like this:
So, to enter something into a cell, do the following:

 Click on cell A1 with your left hand mouse button

 Type the text "Numbers" (without the quotation marks)
 Press the Return key on your keyboard
 The darker border will jump down one cell to A2
 Type a 3 and then press the Return Key on your keyboard
 The darker border will jump down one cell to A3
 Enter a 6 and a 9 in exactly the same way

When you're finished, your spreadsheet will look like the one in the image above. The word "Numbers"
was our heading. We're not going to do anything to the heading. It is there purely for our benefit, in order
to serve as an explanation for what the numbers are. Except "Numbers" is not very descriptive. Let's
change it to something else. We'll change it to "Add these numbers".

c) Creating of formula for different operations.

 Answer: It means that the row or column which comes after the dollar sign is anchored or
absolute. When you copy Excel formulas, they will copy cells referred in that formula relative to
the position where they are being copied to. In Cell A1, I have the value 10. In Cell B1, I have
the formula +A1.
 Excel calculates formulas based on the following order of operations: Operations enclosed in
parentheses. Exponential calculations (3^2, for example) Multiplication and division, whichever
comes first.
d) How you can filter your data.
Using AutoFilter or built in comparison operators such as "greater than" and “top 10” can show the
data you want and hide the rest. Once you have filtered data in a range of cells or table, you can
either reapply a filter to get up-to-date results, or clear a filter to redisplay all of the data.

 Reapplying a filter
 To determine if a filter is applied, note the icon in the column heading:
 A drop-down arrow means that filtering is enabled but not applied.
 When you hover over the heading of a column with filtering enabled but not applied, a screen
tip displays "(Showing All)".
 A Filter button means that a filter is applied.
 When you hover over the heading of a filtered column, a screen tip displays the filter applied to
that column, such as "Equals a red cell color" or "Larger than 150".
 When you reapply a filter, different results appear for the following reasons:
 Data has been added, modified, or deleted to the range of cells or table column.
 The filter is a dynamic date and time filter, such as Today, This Week, or Year to Date.
 Values returned by a formula have changed and the worksheet has been recalculated.
e) Sort data in ascending and descending order.
To sort a range:
 Select the cell range you want to sort. ...
 Select the Data tab on the Ribbon, and then click the Sort command. ...
 The Sort dialog box will appear. ...
 Decide the sorting order (either ascending or descending). ...
 Once you're satisfied with your selection, click OK. ...
 The cell range will be sorted by the selected column.

Lab 04:
a) Create a query in design view.
 Design view gives you more control over the query you create than the Query Wizard does.
 Open Query Design view
 To get started, select Create > Query Design.

 Add data sources

 First, add the table or query that contains the data you want to see. (Yes, you can create new
queries from saved queries. For example, suppose you built a query that finds all the products
from your suppliers and sorts them from highest to lowest sales numbers. Use that query as a
data source for a new query that, for example, finds sales of products from suppliers in a specific
region.)
 In the Show Table dialog box, select the Both tab.
 Select the data sources you want, and, after each source, select Add.
 Close the dialog box.
 Add output fields
 The output fields are the data that you want displayed or included in the result set for the query.
 Drag the fields you want from the data source in the upper pane down to an empty cell in the
Field row in the lower pane.

 Use an expression as an output field

 To perform calculations or to use a function to produce query output, include an expression as an
output field. The expression can use data from any of the query data sources, in addition to
functions, such as Format or InStr, and can contain constants and arithmetic operators.
 In an empty column of the query design grid, select the Field row.
 On the Design tab, in the Query Setup group, select Builder.
 Type or paste your expression. Preface your expression with the name you would like to use for
the expression output, followed by a colon. For example, to label the expression "Last updated,"
start your expression with: Last updated:
 Alternatively, use Expression Builder to build your expression with Expression Elements, Expression
Categories, and Expression Values.
 NOTE: Expressions are powerful and flexible, with many options. For more information, see Create
an expression.
 Specify criteria (optional)
  Use criteria to limit (to field values) the records that your query returns. For example, you might
only want to see the products with a unit price of less than $10.
 To specify criteria, first drag the fields containing the values into the lower pane.
 TIP: By default, when you add a field, its data returns in the query results. If you’ve added the field
you want already, you don’t need to add it again to apply criteria to it.
 If you don’t want the field contents to appear in your results, in the Show row for the field, clear
the check box.
 In the Criteria row for the field, type an expression that the field values must satisfy (if the record
is to be included in your results). For example, <10. (For more examples, see Examples of query
criteria.)
 Specify any alternate criteria in the Or row, below the Criteria row.
 If you specify alternate criteria, records are selected if the field’s value meets any of the listed
criteria. For example, if you included the State field from your Customers table, specified CA as
the criteria, and included or rows for ID and WA, you get records for customers living in any of the
three itemized states.
 Summarize data (optional)
 You might want to summarize data, especially if your data is numeric. For example, you might
want to see the average price or total sales.
 If necessary, add the Total row to the query design grid in the lower pane. In Design view, on
the Design tab, in the Show/Hide group, select Totals.
 For each field that you want to summarize, in the Total row, select the function to use. The
available functions depend on the data type of the field.
 Run or save the query
 To run the query, in the Results group, on the Design tab, select Run.
 To save your query for later use, on the Quick Access Toolbar, select Save . Type a descriptive
name for the query, and then select OK.

Lab 06:
a) Create a relationship b/w two tables.

Click the Microsoft Office Button , and then click Open.

In the Open dialog box, select and open the database.
On the Database Tools tab, in the Show/Hide group, click Relationships.

If you have not yet defined any relationships, the Show Table dialog box automatically appears. If it does
not appear, on the Design tab, in the Relationships group, click Show Table.

The Show Table dialog box displays all of the tables and queries
in the database. To see only tables, click Tables. To see only
Queries, click Queries. To see both, click both. Select one or
More tables or queries and then click Add. After you have
Finished adding tables and queries to the Relationships document tab, click Close.
Drag a field (typically the primary key) from one table to the common field (the foreign key) in the other
table. To drag multiple fields, press the CTRL key, click each field, and then drag them.
The Edit Relationships dialog box appears.

Verify that the field names shown are the common fields
For the relationship. If a field name is incorrect, click on
The field name and select the appropriate field from the list.
To enforce referential integrity for this relationship, select
The Enforce Referential Integrity check box. For more
Information about referential integrity, see the section
Enforce Referential Integrity
In addition, see the article Guide to table relationships.
Click Create. Access draws a relationship line between the two tables. If you selected the Enforce
Referential Integrity check box, the line appears thicker at each end. In addition, again only if you
selected the Enforce Referential Integrity check box, the number 1 appears over the thick portion on
one side of the relationship line, and the infinity symbol (∞) appears over the thick portion on the on
the other side of the line, as shown in the following figure.

b) Create report.
Answer: Reports organize and summarize data for viewing online or for printing. A detail report displays
all of the selected records. You can include summary data such as totals, counts, and percentages in a
detail report. A summary report does not list the selected records but instead summarizes the data and
presents totals, counts, percentages, or other summary data only. Access has several report generation
tools that you can use to create both detail and summary reports quickly. This lesson teaches you how
to create reports.
Use the Report Button
The Report button creates a simple report that lists the records in the selected table or query in a
columnar format. To use the Report button:
Open the Navigation pane. Click the table or query on which you want to base your report. Activate the
Create tab. Click the Report button in the Reports group. Access creates your report and displays your
report in Layout view. You can modify the report.

The End