PRACTICAL 1 INTRODUCTION TO

COMPUTERS
Structure
1.0 Objectives
1.1 Lntroduction
1.2 Why Computer?
1.2.1 Characteristicsof Computers

1.3 Components of a Computer '

1.4 Hardware Versus Software

1.5 System Versus Applications Software
1.6 Bits and Bytes
1.7 Input and Output Devices
1.7.1 Input Devices
1.7.2 Output Devices

1.9 Secondary Storage Devices

1.10 Let Us Sum Up
1.11 Answers to Check Your Progress '
1.12 Activity

After studying this practical, you should be able to:

- explain the basic characteristics of computers;

list the components that make up a computer;

differentiate between hardware and software;

differentiate between system and applications software;

describe the difference between bits and bytes;

classify devices as input and output devices;

differentiate between ROM and RAM; and

built knowledge on the use of various secondary storage devices.

1 . INTRODUCTION
This practical aims at introducing you to today's most commonly used electronic
device - the computer. The study of this practical will highlight the characteristics
and evolution of computers. It will also help you to understand the basic terminology
associated with computers. In this practical the description of hardware versus ,
.
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Introduction to
Computer Basics

The word 'Computer' literally means to 'Compute' or to 'Calculate'. Stated simply, it

is an electronic device which processes information based on the instructions provided,
to generate the desired output. It, therefore, requires two types of input - raw data,
and the set of instructions to process or act upon the data.
This can schematically be shown in following figure:

'----------------I
Input
Processing Information

Data can be of any type - text, numeric, alpha-numeric, image, picture, sound, etc.
The instructions that act upon this data are also called the program or software in
computer terminology.

1.2.1 Characteristics of Computers

The characteristics of computers that have made them so powerful and universally
useful are speed, accuracy, diligence, versatility and storage capacity.
Speed
Computers work at an incredible speed. The speed with which it performs is way
beyond human capabilities. As a comparison, it can do in one minute what a human
being would probably take a lifetime!
When we refer to the speed of computers, we now talk in terms of milliseconds
(hundredth of a second), microseconds (millionth of a second), nanoseconds (billionth
of a second), and even picoseconds (trillionth of a second). A powerful computer is
capable of performing about 3-4 million simple instructions per second.
Accuracy
In addition to being fast, computers are also accurate. Errors that may occur can
almost always be attributed to human error (inaccurate data, poorly designed system
or faulty instructions/programs written by the programmer) rather than technological
weaknesses. In fact, a special term GIGO (Garbage In Garbage Out) has been coined
to represent a scenario where faulty results are got due to inaccurate instructions or
faulty data.
Diligence
Unlike human beings, computers are highly consistent. They do not suffer from human
traits of boredom and tiredness resulting in lack of concentration. Computers,
therefore, score high over human beings in performing voluminous and repetitive jobs.
Versatility
Computers are versatile machines and are capable of performing any task as long as it
can be broken down into a series of logical steps. This means that their capability is,
once again, limited only by human intelligence. As is evident, in today's fast developing
technology-world, it is almost inconceivable to find an area where computers are not
being used. The presence of computers can be seen in every sphere - Railway/Air
reservation, Banks, Hotels, Weather forecasting and many more.
Storage Capacity
 --

Inimportant information is relegated to the back of the mind and forgotten as time Introduction
progresses, a piece of information once recorded (or stored) in the computer, can
never be forgotten and can be retrieved almost instantaneously! Information can,
therefore, be retained as long as desired (using secondary storage - a type of
detachable memory).

1.3 COMPONENTS OF A COMPUTER

The computer system essentially comprises three important parts - input device,
central processing unit (CPU) and the output device. The CPU itself is made of L L L I ~ ~

components namely, the arithmetic logic unit (ALU), memory unit, and the control unit.
In addition to these, auxiliary storageJsecondary storage devices are used to store data
and instructions on a long-term basis.
Central Processing Unit

Schematic representationof a Computer

Input Unit
Data and instructions must be entered into t h computer
~ system for processing, and
results obtained from computations must be displayed or recorded for the user. The
input device serves the purpose of receiving data and instructions in a form that can
be understood by the computer.
Central Processing Unit
Data and instructions (programs) are stored in the computer's memory after which all
the major calculations and computations are carried out within the CPU. The CPU is
also responsible for controlling the operations of various units of the computer system.
Arithmetic Logic Unit (ALU)
All calculations and comparisons, based on the instructions provided, are camed out
withm the ALU. It performs arithmetic functions like addition, subtraction,
multiplication, division and also logical operations like greater than, less than and equal
to.
Main Memory Unit
The main memory holds data and instructions after input, till they are needed. It also
Introduction to Control Unit
Computer Basics
The function of the control unit is to exe5ute the instructions of a program, one-by-
one, in the desired sequence. It interprets each instruction and then prompts its
execution by one of the units like input, output, ALU, storage.
For example, a comparison of two numbers (a logical operation) to be performed by
the ALU may require loading the two numbers into the main memory which is a
function performed by the control unit. It will then pass on the execution of the
'compare' function to the ALU. ,

Output Unit
The processed data, stored in the memory of the computer is sent to the output unit,
which then converts it into a form that can be understood by the user. The output is
usually produced in one of the two ways - on the display device, or on paper (hard ,
--
copy1.
Secondary Storage
Also termed as 'auxiliary' or 'backup' storage, it is typically used as a supplement to
main storage. It is much cheaper than the main storage and stores large amount of
data and instructions permanently. Hardware devices like magnetic tapes and disks
fall under this category.

1.4 HARDWARE VERSUS SOFTWARE

The electrical, electronic, mechanical and magnetic components that make up the
computer system are together termed as 'hardware'.These include components that
are responsible for user input, display and mathematical processing. The CPU, disk
drives, internal chips and wiring, modem, peripheral devices like the monitor, keyboard,
mouse, printer, speakers, etc., are together termed as computer hardware.
Computer hardware cannot perform any manipulation or calculation without being
instructed as to what to do and how to do it. Programs (or insthctions) are required to
tell the computer what to do. The generic term for computer programs is 'software'.
Software comes in two main types - system software and application programs.

1.5 SYSTEM VERSUS APPLICATIONS SOFTWARE

System software consists of programs that control the operations of the computer
system itself. It consists.of a group of programs that control the operations of a
computer equipment including functions like managing memory, managing peripherals,
loading, storing, and is an interface between the application programs and the
computer. MS DOS (Microsoft's Disk Operating System), UNIX are examples of
system software.
Software that can perform a specific task for the user, such as word processing, .
accounting, budgeting or payroll, fall under the category of application software. such
programs run on top of an operating system (like Windows, UNIX, Linux, Macintosh)
and are used to carry out specific functions. Word processors, spreadsheets, database
 Introduction
BITS AND BYTES
All information in the computer is handled using electrical components like the
integrated circuits, se&conductors, all of which can recognize only two states -
presence or absence of an electrical signal. Two symbols usid to represent these two
states are 0 and 1, and are known as BITS (an abbreviation for BInary DigiTS). 0
represents the absence of a signal, 1 represents the presence of a signal. A BIT is,
therefore, the smallest unit of data in a computer and can either store a 0 or 1.
Since a single bit can store only one of thetwo values, there can possibly be only four
unique combinations:

Bits are, therefore, combined together into larger units in order to hold greater range
of values.
BYTES are typically a sequence of eight bits put together to create a single computer
alphabetical or numerical character. More often referred to in larger multiples, bytes
may appear as Kilobytes (1,024 bytes), Megabytes (1,048,576 bytes), GigaBytes
(1,073,741,824), TeraBytes (approx. 1,099,511,000,000 bytes), or PetaBytes (approx.
1,125,899,900,000,000bytes).
Bytes are used to quantify the amount of data digitally stored (on disks, tapes) or
transmitted (over the internet), and are also used to measure the memory and
document size.

1.7 INPUT AND OUTPUT DEVICES

The computer will be of no use unless it is able to communicate with the outside
world. InputIOutput devices are required for users to communicate with the computer.
In simple terms, input devices bring information INTO the computer and output
devices bring information OUT of a computer system. These inputIoutput devices are
also known as peripherals since they surround the CPU and memory of a computer
system.
Some commonly used Input/Output devices are listed in table below:

1
Input Devices
Keyboard Monitor
Mouse
Joystick Printer
Scanner Plotter
Light Pen
Touch Screen

1.7.1 Input Devices

Keyboard
It is a text base input device that allows the user to input alphabets, numbers and other
characters. T t consists of a set of kevs mounted on a board.
Introduction to
Alphanumeric Keypadl
Computer Basics
Special-function Keys

hrsor Movement
Keys

Numeric Keypad

Qwerty keyboard layout

Alphanumeric Keypad
It consists of keys for English alphabets, 0 to 9 numbers, and special characters like +
-/ * ( ) etc.
Function Keys
There are twelve function keys labeled F1, F2, F3, ... , F12. The functions assigned to
these keys differ from one software package to another. These keys are also user
programmable keys.
Special-function Keys
These keys have special functions assigned to them and can be used only for those
specific purposes. Functions of some of the important keys are defined below:
Enter

It is similar to the 'return' key of the typewriter and is used to execute a command or
program.
Spacebar
It is used to enter a space at the current cursor location
Backspace
This key is used to move the cursor one position to the left and also delete the
character in that position.
Delete
It is used to delete the character at the cursor position.
Insert
Insert key is used to toggle between insert and overwrite mode during data entry.
Shift

This key is used to type capital letters when pressed along with an alphabet key. Also
used to type the special characters located on the upper-side of a key that has two
characters defined on the same key.
Caps Lock
Cap Lock is used to toggle between the capital lock feature. When 'on', it locks the
alphanumeric keypad {or capital letters input only.
Tab
Tab is used to move the cursor to the next tab position defined in the document. Also,
it is used to insert indentation into a document.
Ctrl Introduction to Computers

Control key is used in conjunction with other keys to provide additional functionality on
the keyboard.
All
Also like the control key, Alt key is always used in combination with other keys to
perform specific tasks.
Esc
This key is usually used to negate a command. Also used to cancel or abort executing
programs.
Numeric Keypad
Numeric keypad is located on the right side of the keyboard and consists of keys
,having numbers (0 to 9) and mathematical operators (+ - * /) defined on them. This
keypad is provided to support quick entry for numeric data.
Cursor Movement Keys
These are arrow keys and are used to move the cursor in the direction indicated by
the arrow (up, down, left, right).
Mouse
The mouse is a small device used to point to a particular place on the screen and
select in order to perform one or more actions. It can be used to select menu
commands, size windows, start programs, etc.
The most conventional kind of mouse has two buttons on top: the left one being used
most frequently.
Mouse Actions
Left Click : Used to select an item.
Double Click :'Used to start a program or open a file.
Right Click : Usually used to display a set of commands.
Drag and Drop : It allows you to select and move an item from one location to
another. To achieve this place the cursor over an item on the screen, click the left
mouse button and while holding the button down move the cursor to where you want
to place the item, and then release it.

Mouse
Joystick
The joystick is a vertical stick which moves the graphic cursor in a direction the stick
is moved. It typically has a button on top that is used to select the option pointed by the
cursor. Joystick is used as an input device primarily used with video games, training
simulators and con troll in^ robots.
Introduction to
Computer Basics

Joystick
Scanner
Scanner is an input device used for direct data entry from the source document into
the computer system. It converts the document image into digital form so that it can
be fed into the computer, Capturing information like this reduces the possibility of
errors typically experienced during large data entry.

A Flat-bed Scanner
Hand-held scanners are commonly seen in big stores to scan codes and price
information for each of the items.
Light Pen
It is a pen shaped device used to select objects on a display screen. It is quite like the
mouse (in its functionality) but uses a light pen to move the pointer and select any
object on the screen by pointing to the object.
Users of Computer Aided Design (CAD) applications commonly use the light pens to
directly draw on screen. I

Touch Screen
It allows the user to operatefmake selections by simply touching the display screen.
Common examples of touch screen include information kiosks, and bank ATMs.
1.7.2 Output Devices
Monitor
1-
Monitor is .an output device that resembles the television screen and uses a Cathode
Ray Tube (CRT) to display information. The monitor is associated with a keyboard for
manual input of characters and displays the information as it is keyed in. It also
displays the program or application output. Like the television, monitors are also
available in different sizes.
Liquid Crystal Display (LCD) Introduction to Computers

LCD was introduced in the 1970s and is now applied to display terminals also. Its
advantages like low energy consumption, smaller and lighter have paved its way for
usage in portable computers (laptops).

Printer

Printers are used to produce paper (commonly known as hardcopy) output. Based on
the technology used, they can be classified as Impact or hon-impact printers.

Impact printers use the typewriting printing mechanism wherein a hammer strikes
the paper through a ribbon in order to produce output. Dot-matrix and Character
printers fall under this category.

Non-impact printers do not touch the paper while printing. They use chemical, heat or
electrical signals to etch the symbols on paper. Inkjet, Deskjet, Laser, Thermal printers
- category of printers.
fall under this

When we talk about printers we refer to two basic qualities associated with printers
- resolution, and speed. Print resolution is measured in terms of number of dots
per inch (dpi). Print speed is measured in terms of number of characters printed in a
unit of time and is represented as characters-per-second (cps), lines-per-minute (lpm),
3r pages-per-minute (ppm).

An Inkjet Printer

Plotter
Plotters are used to print graphical output on paper. It interprets computer commands
and makes line drawings on paper using multicoloured automated pens. It is capable of
producing graphs, drawings, charts, maps, etc.

A Flatbed Plotter

Computer Aided Engineering (CAE) applications like CAD (Computer Aided Design)
and CAM (Computer Aided Manufacturing) are typical usage areas for plotters.

Computer's memory can be classified into two types - RAM and ROM.

RAM or Random Access Memorv is the central storage unit in a comouter svstem. It
Introduction to is the place in a computer where the operating system, application programs and the
Computer Basics
data in current use are kept temporarily so that they can be accessed by the
computer's processor. The more RAM a computer has, the more data a computer can
manipulate.

Random access memory, also called the Read~Writememory, is the temporary

memory of a computer. It is said to be 'volatile' since its contents are accessible only
as long as the computer is on. The contents of RAM are cleared once the computer is
turned off. ii

ROM or Read Only Memory is a special type of memory which can only be read and
contents of which are not lost even when the computer is switched off. It typically
contains manufacturer's instructions. Among other things, ROM also stores an initial
program called the 'bootstrap loader' whose function is to start the computer software
operating, once the power is turned on.

Read-only memories can be manufacturer-programmed or user-programmed.

While manufacturer-programmedROMs have data burnt into the circuitry, user-
programmed ROMs can have the user load and then store read-only programs.
PROM or Programmable ROM is the name given to such ROMs.

Information once stored on the ROM or PROM chip cannot be altered. However,
another type of memory called EPROM (Erasable PROM) allows a user to erase the
information stored on the chip and reprogram it with new information. EEPROM
(Electrically EPROM) and UVEPROM (Ultra Violet EPROM) are two types of
EPROMs.

1.9 SECONDARY STORAGE DEVICES

RAM is volatile memory having a limited storage capacity. Secondarylauxiliary ,

storage is storage other than the RAM. These include devices that are peripheral and
are connected and controlled by the computer to enable permanent storage of
programs and data.

Magnetic medium was found to be fairly inexpensive and long lasting medium and,
therefore, became the preferred choice for auxiliary storage. Floppy disks and hard
disks fall under this category. The newer forms of storage devices are optical storage
devices like CDs, DVDs, Pen drive, Zip drive etc.

Floppy Disk
These are small removable disks that are plastic coated with magnetic recording
material. Floppy disks are typically 3.5" in size (diameter) and can hold 1.44 MB of
data. This portable storage device is a rewritable media and can be reused a number
of times.

Floppy disks are commonly used to move files between different computers. The main
disadvantage of floppy disks is that they can be damaged easily and, therefore, are not
very reliable.
 Introduction to Computers

A Floppy Disk

Hard Disk
Hard disks are made up of rigid material and are usually a stack of metal disks sealed
in a box. The hard disk and the hard disk drive exist together as a unit and are a
permanent part of the computer where data and programs are saved. These disks
have storage capacities ranging from IGB to 80 GB and more. Hard disks are also
rewritable and are more reliable when compared with floppies.
Depending on the way they are packaged, hard disks can be classified as Disk packs
or Winchester disks. Disk packs are removable, in the sense that they can be
removed and kept offline when not in use. They must be mounted on the disk drive
before use. Winchester disks on the other hand, consist of disk platters sealed in a
contamination-free container and form a permanent component of the computer.

A Winchester Disk /

Compact Disk (CD) is portable disk having data storage capacity between 650-700
MB.It can hold large amount of information such as music, full-motion videos, and
text, etc. It contains digital information that can be read, but cannot be rewritten.
Separate drives exist for reading and writing CDs.
Since it is a very reliable storage media, it is very often used as a medium for
distributing large amount of information to large number of users. In fact todayhost
of the software is distributed through CDs.

DVD

Digital Versatile Disk (DVD) is similar to a CD but has larger storage capacity and
enormous clarity. Depending upon the disk type it can store several Gigabytes of data
(1sopposed to around 650 MB of a CD). DVDs are primarily used to store music or
. --A .... r. ,I ,.,, A hark on vour television or the computer too. They are not
Introduction to
Computer Basics 1.10 LET US SUM UP
In this practical, you have studied that computer froms a simple device like the abacus
to the more sophisticated ones as seen today, and its characteristics (speed, accuracy,
diligence,'versatility, and storage capacity) that have contributed towards making it
such a popular device. The differences between concepts like hardwarelsoftware,
systemlapplication software, bitshytes, ROMIRAM are also explained. Various types
of input, output and secondary storage devices along with their usages, are discussed.
This introductory practical must have helped you to know about what are computer.

1.11 ANSWERS TO CHECKYOUR PROGRESS

Check Your Progress 1
Computer characteristics:
a) Speed
b) Accuracy ,

c) Diligence
d) Versatility
e) Storage capacity
Check Your Progress 2
The basic components of the computer system include:
Input Unit
Input unit receives data and instructions in a form that can be understood by the
computer.
Output Unit
Output unit presents processed information in a form that can be understood by the
user.
Main Memory
Main memory holds data and instructs after input, till needed. Also holds information
awaiting output.
Arithmetic Logic Unit
Arithmetic logic unit performs calculations and comparisons based on the instructions.
Control Unit
Control unit interprets each instruction and prompts the execution by one of the units -
'input, output, ALU, storage.
Secondary Storage
Secondary storage supplements main storage, and stores data and instructions
permanently.
Check Your Progress 3
a) True
b) False
Check Your Progress 4
Memory). It is fast access memory and is used to store data and instructio~,,clurlng
computer operations. The main feature of RAM is that it can bc read 1'ro111, ~ n d
written onto any location and can be accessed randomly (hence the n:lnlc RAM). The
contents of RAM are available only as long as the computer is on and are lost once it
is switched off. It is, therefore, also called 'volatile' memory. Secondary storage can
be used to store data and instructions permanently.
ROM or Read Only Memory holds data or instructions permanently and as the name
suggest, can only be read from but cannot be changed by the users. It is non-volatile in
nature, which means that contents of ROM arc not lost even if the power is switched
off. It, therefore, usually contains instructions that are required to get the computer
started once it is powered on. The contents of ROM are built into it at the time of
manufacturing itself.

1.12 ACTIVITY
Try to use the computer for getting familiar to the Monitor, Keyboard and Printer.
PRACTICAL 2 MICROSOFT
WINDOWS
Structure
2.0 Objectives
2.1 Introduction

2.2 ~ i c r o s o fwindows
t
2.2.1 Selected Versions of Windows
2.2.2 AFirst Look at Windows
2.3 Windows Desktop

2.4 Working with Windows

2.5 Exploring the Control Panel
2.5.1 Date and Time
2.5.2 Desktop Background
2.5.3 Screen Saver
2.54 Add or Remove Programs
2.5.5 Installing a Printer
2.6 Common Accessory Applications
2.6.1 Calculator
2.6.2 Paint
2.6.3 Media Player

2.7 Windows Explorer

2.7.1 Creating Folders
2.7.2 Opening Files/Folders
2.7.3 Copying Files
2.7.4 Renaming Files/Folders
2.7.5 Deleting Files/Folders
2.7.6 Changing Folder Views

2.8 Let Us Sum Up

2.9 Answers to Check Your Progress
2.10 Activities

2.0 OBJECTIVES
After studying this practical, you should be able to:
develop understanding of selected Windows through its various versions;
identify the key elements of Windows Desktop;
develop skills on how to work with Windows;
identify options available to customize the appearance and functionality of your
computer;
use various accessory applications to perform common functions like calculate,
paint, etc.; and
work with Windows Explorer to perform various file and folder related
operations.
 Microsoft Windows
2.1 INTRODUCTION
This practical highlights the need for an operating system with special emphasis on
Windows, a GUI (Graphical User Interface) based operating system. It highlights the
key features that have led to the popularity of Windows, and also details the various
utilities and applications available to perform common and specific functions.

2.2 MICROSOFT WINDOWS

Microsoft Windows is an operating system. This implies that it belongs to the system
software category and performs three major functions:

a) As a resource manager it controls and coordinates the various resources of the

computer like memory, storage and input/output devices.

b) As a disk manager it manages all the files and folders and allows a user to
perform various file and disk management tasks.

c) Also, it acts as an interpreter between other software and hardware.

One would have heard of many operating systems in the market but MS Windows is
one of the most widely used operating systems and it would not be wrong to say that it
enjoys a near about monopolistic market share.

2.2.1 Selected Versions of Windows

MS Windows is a Graphical User Interface (GUI) based operating system having
commands and options represented on the screen in the form of small images,
commonly known as icons. The user need not remember any commands; s h e can
select the desired icon by simply clicking on it using the mouse.
MS Windows has progressed, in features, over time. This resulted in various versions,
with each version having a marked improvement over the previous one. An overview
of the selected versions follows.
Windows 95
Released in the August month of 1995, was a 32-bit operating system supporting full
pre-emptive multitasking, advanced file systems, networking, threading and much
more. It also had a completely re-vamped user interface.
Windows 98
Released in June of 1998, Windows 98 integrated Web Browsing giving the desktop a
browser-like interface. The user could 'browse' everything, including stuff on his or
her local computer. Some of the features that are associated with Windows 98
include:
Multiple Display support that could expand the desktop up to 8 connected
monitors thus supports running of different programs on separate monitors.
New Hardware support that allowed support for the latest technology such as
DVD, Firewire and USB (Universal Serial Bus).
It introduced the plug-and-play capability, which allowed adding devices to the
computer without having to restart it each time.
Windows 2000
17th February, 2000 saw the release of Windows 2000. It provided an impressive
platform of internet, intranet, extranet and management applications that integrated
tightly with the Active Directory. One could set up a virtual private network, have
encrypted connections across the Internet - with ones own choice of protocol.
Windows 2000 also s u ~ ~ o r t encrv~tion
ed of data on the network or on-disk.
Introduction to Additionally, users could be given consistent access to the same files and objects from
Computer Basics
any network-connected PC.
Windows ME
Short for Millennium Edition was released in September 2000. This version of
Windows had aimed towards the home user and, therefore, had advanced multimedia
features. The Me edition offered consumers numerous music, video, and home
networking enhancements.

Windows XP
Microsoft officially launched Windows XP on 25th October 2001. It contains the 32-bit
kernel and driver set from Windows NT and windows 2000. XP is a com.pletely new
kind of Windows for consumers and has numerous features that no previous version
of windows has. At the same time, it does not ignore the past - the old DOS and
windows programs continue to run under Windows XP.

XP comes in t-wo flavours - Home and Professional.

2.2.2 A First Look at Windows

Once the Windows is loaded into the computer's memory, the focus is placed on the
desktop. The desktop covers the entire computer screen and is the interface through
which all the other programs can be accessed. As seen in following figure, the desktop
consists of 'Icons' that represent applications that can be loaded onto your computer
(by clicking on the Icon), and the Taskbar.
The desktop is customizable which means that icons can be added, deleted,
background and color scheme changed according to user's personal preferences, This
is the reason why the desktop could vary from computer to computer.

4Quick Launch
I
-I ' start Button
Windows desktop showing its basic elements
2.3 WINDOWS DESKTOP Microsoft Windows 1
As seen in above figure, the key elements of a Windows desktop include:

Icons, and

Taskbar

Icons

Icons are labeled pictures and represent applications that can be loaded into the
computer's memory. Typically, these can be classified into four types.

Program Icon Shortcut Icon

Folder Icon System Icon

Icon Types

When double clicked, it loads the corresponding application inrhe computer's memory
and runs the application in a windows.

Shortcut Icon

These provide an alternate way to open programs, folders and documents. These
icons are characterized by a small curved arrow on the lower left hand comer and
their labels generally begin with 'Shortcut to'. Deleting such an icon does not delete
the actual associated program, but deletes only the shortcut pointing to it.

Folder 'Icons

When double clicked, they open the respective folder and display the contents of the
folder.

System Icons

Are mandatory programs or files located on the desktop. Users are not allowed to
delete system icons. 'Recycle Bin', 'My Computer', and 'Network Neighborhood' are
all examples of system icons.

Taskbar

. . of the desktop
The Windows Taskbar is located at the bottom 4
-, -
- - and comprises several
Introduction 1-
Computer Basic
Windows User

Show on Start Menu

Shortcuts to Most
Recently Used
Programs

Log Off q Current User

Shutdown the Computer '

Start Quick System

Button Launch Tray

Start Menu

Start Button
This provides access to the 'Start Menu'. All applications and tools available in the
computer can be accessed from this menu. It may be of interest to know that the
form, in which the menu is displayed on clicking the start button, is customizable.
Quick Launch
It allows for an immediate access to a variety of elements. By clicking on the icon, the
associated program or Windows tool is launched. Icons for different programs can be
added to the quick launch toolbar.
System Tray
It displays the applications that are currently running (activehackground). It also
includes a clock (on the extreme right) that displays the current time and can be set by
- the user.

2.4 WORKING WITH WINDOWS

Control Box
The Windows control box helps a user to control the active Window. The three options
in a window control include Minimize, Maximize/Resize and Close Window.

Minimize Window
When this button is clicked, the active Window disappears and is replaced by a button
in the Taskbar. It does not close the application but simply removes it from the user's
view. Clicking the button in the Taskbar will restore the Window to its previous size.

Maximize/Resize Window
.
TpL- ' . . --
Once this button is pressed it is replaced with the Restore button, which will resize the Microsoft Windows
window to its previous size.
Close Window

Clicking on this button closes the Window along with the application that is running
within it.

Close

Maximize

Minimize

New Window
-
Resizing Windows
Any Window can be re-sized by moving the mouse pointer across the border of the
Window till the pointer changes into a double-headed arrow. Then press the left mouse
button and hold it down, drag the border of the window in the desired direction and
once the window is of the desired size, release the mouse button.

Moving Windows
Moving a Window is possible, very obviously, only if it is not maximized. You can move
the Window by simply placing the mouse pointer on the Window's title bar, left clicking
the mouse, andwhile holding it down drag the Window to the new location.
Switching Between Multiple Windows
Windows allow opening multiple applications at the same time but only one among
them can be active at a time. This active Window is said to have the focus. To switch
between Windows you can follow the steps as below:
Press Alt + Tab from your keyboard. Icons representing each of the-ynning
programs are displayed in the centre of the screen. With one of the icons in a box
(representing the active Window) and the name of the application at the bottom
Introduction to Holding down the Alt, continue pressing the Tab key to cycle through the
Computer Basics
programs.
''
Release both the keys when the desired program receives focus.

Desktop Icons

2.5 EXPLORING THE CONTROL PANEL

The control panel provides options for you to customize the appearance and
functionality of your computer, add or remove programs, and set up network
connections and user accounts.
The control panel can be accessed as shown.

-b Control Panel

Desktop Background

Add or Remove

Control Panel Categories

Some commonly used control panel utilities are given below and are further explained
in this practical.
Changing date and time '

1 'esktop Background .
SC.:en Saver
Add or Remove programs
2.5.1 Date and Time Microsoft Windows

The 'Change the Date and Time' option lets you change the date (Year, Month, and
Day) and time as displayed on your computer screen. It is this date and time that is
associated with each file as it is created or modified. It is, therefore, important that
your computer works against the correct date and time settings.
Inside your computer is a Real Time Clock (RTC). This along with a battery cell
powered CMOS ensures that the basic settings of your computer are not lost once the
computer is switched off.
Steps to Change the Date and Time Settings
After selecting Date, Time, Language and Regional options from the control
panel categories:
A) Select change the date and time from the tasks screen

1) Click once on the Date & Time tab;

2) Click on the month roll-down list to select the month;
3) Click here to change the year;
4) Click on the current date;
5) Click here to change the time;
6) Click on Apply button to make these changes applicable; and
7) Click on OK button to continue.

Tune -50
t

2.5.2 Desktop Background

The desktop background, commonly understood as wallpaper, does exactly what your
room wallpaper does - decorates your surroundings giving a different look and feel.
You can choose from the standard wallpaper options provided with Microsoft XP or
1 c . A 3 . . r l . . > 1 3 r ..A, L
 .
Introduction to Steps to Change the Desktop Background
1 Computer Basics
After selecting Appearance and Themes from the control panel categorie :
i
A) Select change the desktop background from the tasks screen

I) Click once on the Desktop tab; ~

2) Choose and click on the background from ihe list provided; ~
I

3) Click here to choose how you want the background displayed -!stretched,
tiled, or centered;

4)

5)
Click here to choose the colour of the background;

Click on the Apply button to apply the changed se~tings;and

I
6) Click on OK button to continue.

2.5.3 Screen Saver

The screen saver is a moving image or pattern that appears on your
,
I
leave your computer idle for a specified period of time (this time
Having a screen saver serves a few purposes:

Having a static image on the screen for a long period of time can d
monitor as a result of burning the delicate phosphorus on the inside
leaving a ghost of the image on the screen.
Newer computers come with an in-built power saving option which
the monitor as soon as the screen saver comes into effect, thereby
electricity.
 The screen saver also has an in-built security feature. It allows you to define a Microsoft Windows
password along with selecting the screen saver. Once the screen saver is
activated, it requires the user to type in the correct password before s h e can
resume functioning.
Steps to ~ e f i n ea Screen Saver
After selecting Appearance and Themes from the control panel categories:
A) Select a screen saver from the tasks screen

1) Click once on the Screen Saver tab;

2) Choose and click on the screen saver from the list provided;
3) Click here to select the time period after which the screen saver would get
activated;
4) Click here to choose whether or not a password is required for resuming
work;
5) Click on the Preview button to preview the screen saver before applying it;
6) Click on the Apply button to apply the changed settings; and
7) Click on OK button to continue.

-0
2.5.4 Add or Remove Programs
The Add or Remove programs options supports four major functions:
Change or Remove Programs: Remove existing Windows programs.
Add New Programs: Add new windows programs.
AddIRemove Windows Components: Add or remove Windows XP programs like
Accessories and Utilities, fax services, indexing services, windows media player,
Introduction to Set Program Access and Defaults: Setting of certain default programs for
Computer Basics
certain activities such as web browsing or sending e-mail, programs accessible
from start menu, etc.
--;T-?---/f---- ChangelRemove
@ ------+ Programs
cham or
Remove
Program
- .

Add Programs

AddlRemove
Windows Components

Set Program Access

and Defaults

Steps to Remove a
After selecting Add from the control panel categories:

1) Click on Remove to remove the highlighted program. Alternatively highlight the

program to be removed (by using arrow keys to move Up or Down) and then
click on Remove.

Steps to Add a New Program

After selecting ~ d or
d Remove Programs from the control panel categories:

1) Click on Add New Programs

2) Click once on CD or Floppy button to install a new program from either 3 CD

or a Floppy. Alternatively, you could click on the Windows Update button to
perform system updates using the internet (this of course requires you to have a
facility to connect to the internet).'
 Microsoft Windows
2.5.5 Installing a Printer
This option allows you to install new printers (local as well as network) on your
machine. A CD (or floppy) associated with the Windows XP is provided by the
hardware vendor and contains printer drivers from various well-known printer
manufacturers. To install a printer simply insert this CD (or floppy) and complete the
installation procedure as given.
Steps to Install a Printer
After selecting Printers and Other Hardware from the control panel categories:

A) Select Add a printer from the tasks screen and follow the steps as explained in
the wizard.
Introduction to
Computer Basics 2.6 COMMON ACCESSORYAPPLICATIONS
Calculator, Paint and Media Player are some of the commohly used windows
accessory applications.

2.6.1 Calculator
Windows provides a full-fledged calculator just like the one you would otherwise
possess. You have the option of using the standard calculator or the scientific one
(having functions like cos, sin, tan, etc.). Numbers and operators can be entered using
the keyboard and/or the mouse.

Steps to Access the Calculator

Select Start -> All Programs -> Accessories -> Calculator

This calculator will then be displayed. You can switch between the standard and
scientific calculator using the View menu option on the calculator screen. The screen
below shows the standard calculator.

2.6.2 Paint
Paint is an application that supports your artistic skills. It allows you to create
drawings and then edit them in case you are not satisfied with it. You can create
pictures using lines, curves, shapes, squares or just free hand drawing. You can also
use different colors to make it look attractive.

Paint can be used to create wall papers for your own desktop or to create your
company logo. This application is very commonly used to display and edit scannec'
~ictures/~hotos.
Steps to Access Paint Microsoft Wlnuvrvs

Select Start -> All Programs -> Accessories -> Paint

The window then displayed will be the Paint window where you can create, edit and
view pictures.

2.6.3 Media Player

It is one of the entertainment options on your computer and plays your digital media
like CDs, DVDs, Videos, and Internet radio. It may be useful to know that this would
run only if your computer has multimedia hardware, i.e., CD ROM drive, Sound Card
and Speakers.
Steps to Access the Media Player
Select Start -> All Programs -> Accessories -> Entertainment -> Windows
Media Player
This will start the media player and display the windows.
Introducr~onto
Computer Basics

2.7 WINDOWS EXPLORER

Information in your computer is saved as a file. A file is defined as a collection of
related information or records. Files can be grouped and placed under directories.
Grouping of files in directories and sub-directories provides an order to the information
placed on your computer. It is much like the files stored in cabinets to classify and
group them for easy access. Comparing these, we could say that the cabinet drawers
can be related to the directories and sub-directories, and the physical files can be
related to the computer files stored in these directories.

Windows terms directories and sub-directories as Folders and Sub-folders.

The folder structure of Windows can be understood as an inverted tree with the root
being at the top having folders, sub-folders and files under it - the number of folders
and files limited only by the disk capacity.

Represented diagrammaticallyit would look something like this:

rtF..T1"- Sub-Folder I I

IT- Sub-Folder n

4 File 1

The Windows Explorer is a utility that allows you to perform various disk and file
management activities like creating folder(s), creating, copying, renaming and deleting
file(s) etc. It represents the contents in a graphical form giving an easy and quick view
of your computer contents.

Steps to Access the Windows Explorer

 Microsoft Windows ,

This will start the Explorer and display the following screen:

Standard Toolbar
Address Bar

Selected Item

Tree View

Right Pane

Left Pane

Tree View
Windows Explorer displays all items in a tree structure. A plus sign (+) next to an item
indicates that it can be expanded further (like in case of a folder), and a minus sign (-)
indicates that it is the expanded view. You can click on the plus sign to reveal or
expand the contents of the item. Items that neither have a plus or a minus sign indicate
that they are the lowest level in the tree hierarchy.
Standard Toolbar
It is the toolbar that provide access to the most commonly used functions.
Selected Item
The item that has the current focus (usually highlighted in blue).
Address Bar
Displays the path of the selected item. This item could be a file, folder, or the drive
itself.
-,:i LeftJRight Pane
The explorer Window is divided into two panes - left and right. The left pane is used
* ? to select a drive or folder, the contents of which are displayed in the right pane.
i9 -i1
2.7.1 Creating Folders
7iI

$1 Steps to Create a New Folder

?I 1) Select the drive, e.g., 'C' (or folder in case you are creating a sub-folder) in
Windows Explorer under which you wish to create the new folder. This can be
done by clicking once on the drive name.
2) From the File menu, point to New and click on Folder. A new folder appears
with a ternnoram name 'New Folder' in the selected location.
Introduction to
Computer Basics

3) Type the name for the new folder, and press Enter.
It may be useful to know that folderlfile names can be up to
255 characters, including spaces. These, however, cannot contain the following
characters:

Thus, it is advisable to keep the names simple and withodt any special character.

Alternatively, you can also initiate the New -> Folder menu by right clicking in the
right pane of windows Explorer. The screen that appears on doing the same is shown
below:

2.7.2 Opening FileslFolders

Files or Folders can be opened by double clicking on the same. Opening a Folder
simply means displaying the contents of the folder (its sub-folders and files).
 As a general rule, the file opens with the application it was created and the extension Microsoft Windows
of the file name is an indication of the application, e.g., January xls indicates that the
file is an Excel file.
Steps to Open a File/lF'older

1) Select the'desired file (or folder) from Windows Explorer; and

2) Double click on the file (or folder) to open it.

2.7.3 Copying Files

Files andlor folders can be copied using the 'Click and Drag' method.
Steps to Copy a FileRolder
1) Click on the file (or folder) you want to move to anothei location.
2) Keep the mouse button pressed on the highlighted file, drag it to the folder you
want to drag it to, and then release the mouse button.
You will notice that using this method, if you drag the file (or folder) to the same
disk, it will result in moving it while if you drag it to another disk it will be copied.
To copy a file using Click and Drag from one folder to another on the same disk,
select the desired file, drag the file usingetheright mouse button and when yop
reach the desired location simply right click and select Copy here option.
You can copy more than one file in a single copy operation. These files could be
displayed in continuation or scattered across the folder (discoiltinuous).Described
below is how to handle each of these situations.
Continuous Range
*
You can select a continuous range of files as follows:
1) Click on the first file in the range;
2) Press down the Shift key and while holding down the shift key click on the last
file in the range. The selected range will now be highlighted; and
3) You can now cut and copy them in another location or use the Click and Drag
method to do the same.

+ Continuous Range
of Six Files

Separate Files
You can select a discontinuous range of files as follows:
1) Click on the first file you want to copy; and
2) Hold down the Ctrl key and while doing so click on another file. You can select
I Introduction to
Computer Basics

Three Separate Files

+ Selected for Copying

2.7.4 Renaming FilesB'olders .

Renaming a file (or folder).is assigning a new name to it. The steps below detail how
this can be done.
Steps to Rename a FileJFolder
1) Select the desired file (or folder) from Windows Explorer;
2) From the File menu click on Rename. The focus moves to the earlier
highlighted file (or foldei) whose name is to be changed; and

3) Type the desired name and press Enter.

 Microsoft Windows
2.7.5 Deleting FilesIFolders
Deleting a file (or folder) moves it to the Recycle Bin. Follow the steps below to
delete:
Steps to Delete a Filemolder

1) Select the desired file (or folder) from Windows Explorer;

2) From the File menu click on Delete. This displays a dialogue box asking for
confirmation to delete; and

3) Select 'Yes' from the dialogue box to confirm or select 'No' in case you
change your mind.

Note: Copy, Rename, and Delete options can also be apcessed by right clicking
on the file name.

2.7.6 Changing Folder Views

The fileslfolders in the Windows Explorer can be displayed using diffkrent view
forms. You can choose the one that suits you the most.

Steps to Change the Folder Views

,Select the View menu. Various display options are available to select from. These
include Thumbnails, Tile, Icon, List and Details. Each of these is shown below:

Folder Views
Introduction to Thumbnails
Computer Basics
In this view, each file or folder is displayed as a thumbnail with the name underneath.

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Files and folders are tiled with the name and details displayed to their right.

Icon
In this view, each file or folder is shown as a small icon with the name or description
below it. The items are arranged horizontally in this view.
List Microsoft Windows

This is a view analogous to the Icon view but the icons are arranged vertically rather
than horizontally.

Details
This is the default view. It provides details like the item name, size, type and date
modified. You can change the size of column widths by dragging the borders (left,
right) between the column'headings. You can also sort (ascending, descending) the
display based on a>y of these columns by clicking on the corresponding heading.
r Column
Headings

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2.8 LET US SUM UP

In this practical, you have studied the various reasons contributing to the popularity of
Windows, the key elements of the Windows Desktop, and the common utilities and
applications available. Working with Windows Explorer for managing file(s) and
fnld~rlc'1w a c alcn ~ n n l a i n ~ d
Introduction to
Computer Basics 2.9 ANSWERS TO CHECK YOUR PROGRESS
Check Your Progress 1
Microsoft Windows is a Graphical User Interface (GUI) based operating system
(unlike its predecessor DOS). This means that the user need not remember any
,
commands and can select from a list of such commands, commonly known as 'Menu',
to perform the desired function. A mouse is typically used (even though the keyboard
can also be used in most cases) to perform selections. It can also run several
applications at the same time supporting seamless data interchange between these
applications.
Check your Progress 2
Once Windows is loaded into the computer's memory, the user works on the Windows
Desktop. The basic elements of the Windows Desktop are:
Icons
The various applications that can be loaded into the computer's memory. These can
be classified as Program Icons, Shortcut Icons, System Icons, and Folder Icons.
Taskbar
It is located at the bottom of the desktop and comprises Start Button (provides access
to ,the Start Menu), Quick Launch (immediate access to a variety of elements) and the
System Tray (displaying the applications that are currently running).
Check Your Progress 3
Windows Explorer is a utility that represents the contents of your computer in a
graphical form. It allows the user to perform various file and folder management tasks
* like:
Copy, move, rename, and delete file(s) and folders(s).
Create new folder(s) and sub-folder(s).

2.10 ACTIVITIES
Click on the following and explain how did you operate them and what did you find?
a) Icons
b) Taskbar
c) Opening a folder

d) Copying a file and renaming it.

PRACTICAL 3 MS WORD: PART I
Structure
3.0 Objectives
3.1 Introduction
3.2 About ?/ISWord
3.2.i st"arting MS Word
3.3 MS Word Screen Layout
3.4 Creating Documents
3.4.1 How to Type in Word
3.4.2 Insert and Overtype Modes
3.4.3 Visualizing and Planning for a New Document
3.4.4 Typing Text
3.4.5 Some 'Don'ts'
3.5 MS Word Menus
3.5.1 File Menu
3.5.2 Edit Menu
3.5.3 View Menu
3.5.4 Insert Menu
3.5.5 Format Menu
3.5.6 Tools Menu
3.5.7 Table Menu
3.5.8 .Window Menu
3.5.9 Help Menu
3.6 Standard Toolbar
3.6.1 New
3.6.2 Open
3.6.3 Save
36.4 Save As
3.6.5 Page Setup
3.6.6 Print
3.6.7 Print Preview
3.6.8 Spell Check
3.6.9 Cut-Paste
3.6.10 Copy-Paste
3.6.1 1 Undo-Redo
3.6.12 Tables
3.6.13 Zoom
3.7 Formatting Toolbar
3.7.1 Font
3.7.2 Bullets
3.7.3 Numbering
3.7.4 Left-Right-CenterAlignment, Justify
3.7.5 Line Spacing
3.7.6 Right Indenting
3.7.7 Left Indenting
3.7.8 Highlighter

3.8 Let Us Sum Up

3.9 Answers to Check Your Progress
Introduction to
Computer Basics 3.0 OBJECTIVES

After studying this practical, you should be able to:

identify the MS Word screen layout and its components;

identify the various menus and their functions;

explain the standard toolbar and its options; and

describe the formatting toolbar and its options.

3.1 INTRODUCTION
This practical seeks to introduce you to MS Word. You will learn about MS Word
menus and its commands, basic information required to create, save, print, open and
modify documents. These documents can be letters, faxes, emails, resumes, reports,
brochures, newsletters, web pages and advertisements. You will also learn to work
with the standard toolbar and the formatting toolbar.

3.2 ABOUT MS WORD

Windows and MS Office are Microsoft's two most popular programs. One is an
operating system and the other a bundle suite comprising MS Word (word processor),
MS Excel (spreadsheet), MS Power Point (graphics presentation program), MS
Access (relational database), MS Outlook, MS Publisher and MS Frontpage.
Together, these two flagship programs have a worldwide vice-like grip and a near
monopoly over the personal computer packaged software market. Not only are they
the most preferred and widely used programs in this segment, they have become a
benchmark against which all other products are evaluated. If all this sounds like an ad-
copy of Microsoft's Office, it was not meant to be. From your (and our) point of view,
this simply means that once having learnt and mastered these packages, in spite of a
high rate of technological obsolescence in the computer industry, the skills acquired
would never go waste. No matter where you work and what you do, MS Office and
specially MS Word, MS Power Point and MS Excel would be of great use to
computer users.

Microsoft Word is a full-featured word processing program, which can be used for
any work involving creating and managing text. You can use it from the simplest to the
most complex of word processing applications. Using Word, you can write letters and.
reports, prepare bills and invoices, prepare office stationery -letter heads, envelopes,
forms, etc., design brochures, pamphlets, newsletters, magazines, etc.

In short, you would find it extremely difficult to think of a word processing feature not
available in Microsoft Word. For most tasks, Word offers several ways of doing the
same thing. It is left to the user to find which one is preferable to him. Since covering
all the different methods for doing the same task would require a book running into
thousand pages, we have taken the liberty to illustrate the methods we considered
most user-friendly. As you gain more proficiency in using Word you will yourself
discover other methods of doing your tasks.

3.2.1 Starting MS Word

To start Word click once on the Start button, choose All Programs and click once on
Microsoft Word.
 MS Word: Part I

On starting Word you would see a Word main screen with the Tip of the Day (unless
somebody had instructed not to do so, in the last session). These tips are Word's way
of teaching you new tricks and techniques while you work. Most of these tips are
quite informative and some are even entertaining.

Read the tip, if you have the time and the inclination, then click once on OK button in
the dialogue box to start working on the document.

3.3 MS WORD SCREEN LAYOUT

Parts of a Word Window is described below:
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 menu
title and click once with the mouse, the menu will open, displaying all the commands
available under this menu title. Clicking on the desired command would tell Word to
execute that command. Some commands have ellipses (...) in front of them. These
commands have further sub commands. Commands appearing dimmed cannot be
executed unless the prerequisite functions required by that command have been
performed, e.g., you cannot use the Copy or Cut command from Edit menu unless
you have selected a piece of text first. Many commands also have a keyboard
shortcut specified against their names.
Standard Toolbar
Toolbars contain buttons, drop-down menus and other controls that help you to quickly
alter that appearance and arrangement of documents by executing a variety of Word
S
o
.f
O a
O
rTo
oa
.
rh
ri - , Formatting Toolbar I Minimize Buhon I
I ciose ~ u t t o n 1
rGziEl
Cursor

-1
I
Outline View

Web Layout
d
l'/+l Object Browser

a
Current Page
Drawing Tool Bar

Pages
commands. Toolbars are very helpful and convenient in quickly executing commands MS Word: Part I
without having to go through the menus. The standard toolbar contains icons for basic
functions like opening files, saving files, printing files, cut, copy, paste, etc.
Formatting Toolbar
This contains icons for changing the look of your text (call'ed "formatting" in computer
jargon); e.g., there are icons for changing fonts, styles, font sizes, text alignment, etc.
Ruler
The ruler lets you make changes in margins and indents, and helps in creating
document as per required dimensions.
Scroll Tools
It helps you to travel within your document. You can go anywhere, up and down, right
and left in your document mainly by two ways -using the horizontal and vertical
scroll bars with the help of the mouse; or using the keyboard to press PgUp, PgDn,
Home, End and arrow keys.
Status Bar .
Also called the Status Area, it is normally the last line on your screen. This gives the
following information about your work:
Current page
Section number
Currenflotal pages in the document
Current cursor position (where the cursor is presently located)
Current line number Record macro - whether macro recording is.on or not
Track Revision - whether revisions have been made or not
Extend Selection
Over type Mode - whether you are in Insert mode or Overwrite mode
Help for Wordperfect users - whether on or not.
Cursor
Also called the Insertion Pointer, it denotes the place where text, graphics or any
other item would be placed when you type, overwrite or insert it. This looks like a tall,
skinny toothpick and keeps blinking so that you can locate it easily. .
Mouse Pointer
When your mouse pointer looks like an I-beam you should be able to move it freely
about the screen. This is used for either placing the cursor at the desired place (take
the mouse pointer there and click) or choosing any command either from the menu or
from toolbars. The mouse pointer changes shape when in the process of doing certain
tasks and at this time the cursor disappears.

3.4 CREATING DOCUMENTS

Word always starts by opening an untitled "normal" document so that you can begin
from scratch. This "normal" document is based upon all the default values (another
name for predefined settings) provided by Word, i.e., standard page size, standard
margins, font type and size, etc. You can change these settings and create your own
customized documents based upon new settings. You can also save your new settings
in a specific kind of file, called a Template file, which will help you to quickly create
documehts based upon these customized settings. You can create your own letter-
heads; fax sheets, invoices, memos etc. as templates so as to save substantial work
and printing costs. Since these templates are like ready-made, pre-printed forms, all
you have to do is fill in the blanks, very similar to filling in paper forms manually.
Tem~lateshave been covered in more detail later.
Introduction to 3.4.1 How to Type in Word
Computer Basics
Once Word has been started, you can immediately start typing. When you press
character keys on the keyboard, you can see the corresponding characters appear in
the Word window. Use the spacebar when you want to separate characters and
words from each other. Use the Tab key when you want to move the cursor or text
from one Tab stop to another, and also when you want to create a blank longer than
one space between words.
3.4.2 Insert and Overtype Modes
Word normally uses the insert mode. In this mode, Word does not overtype the
existing text but pushes it forward. By pressing the Ins key, you can switch to
overtype mode. In this mode, the new text replaces the old text after the cursor. To
switch between Overtypeilnsert modes, press the Insert key. In the Insert mode,
when you place the cursor in the middle of two words and start typing, the new text is
inserted between the two words and all the text below this line is automatically
adjusted. In the overtype mode, when you place the cursor in the middle of two words
and start typing, the new text overwrites the previous text.
3.4.3 Visualizing and Planning for a New Document
Just like you visualize an entire building before it is constructed (the blueprint), it is a
good habit to think about the overall look and contents of the document before you
actually start creating it. Word gives you onscreen clues about how your printed
document would look like before it is actually printed.
If you provide some basic information such as paper size and orientation (portrait or
landscape, i.e., lengthwise or widthwise printin~espectively),Word would display,
while you are creating the document, simple information like margins, page endings,
line endings, the relative size and placement of text and graphics and so on. Therefore,
it is always a good idea to start by specifying the page size, printer, margins, etc.,
before entering text.
3.4.4 m i n g Text
Q p i n g text in word is similar to typing it on a normal typewriter, except for three
major differences (there are over a million minor differences!). Unless you want to
start a new paragraph don't press the 'Enter' key. The moment you reach the end of
the right margin of your page, word automatically places the cursor at the beginning of
the next line. This feature is called word wrap and it does away with the irritating
necessity of either having to yank a lever (like in a typewriter) at the end of each line
or pressing Enter after every line. While typing, when you reach the end of a line
Word automatically figures out whether the next word that you are typing can fit
within the current line, if not, the next word is automatically placed in the next new
line. This means that you don't have to bother about left or right margins while typing.
Simply go ahead and keep on typing, word would take care of these things
automatically.
Do not bother if you make mistakes while typing. Thanks to Word's editing features,
you can always go back anywhere in your document and correct the mistakes, make
alterations, additions or deletions. Not only this, Word's spelling program would help
you to rectify all spelling mistakes. Do not bother about how your text looks - in form
of size, looks or placement. Again, Word's advanced formatting features would help
you later, to really beautify your work. Normally, it is faster to type "Plain vanilla" text
first, finish entry and then bother about formatting the document ("formatting" includes
specifying font type, font size, font attributes like bold, italics, underline, color,
placement, etc.). However, as explained earlier, page setup details should ideally be
specified right in the beginning before typing the text.
3.4.5 Some 'Don'ts'
a) Don't use the spacebar to indent paragraphs. Instead, use the tab key for the
indent control in Word's ruler (the top handle on the left hand side).
 Don't use spacebar to centre or otherwise position text. Use the left, right and MS Word: Part 1
b)
centre alignment buttons from formatting bar instead.

c) Don't use spacebar to create columns. Use Word's table or column command
instead. 6

d) Don't hit enter key repeatedly for starting the matter on new page. Use insert
page break command instead.

3.5 MS WORD MENUS

The Menu bar located below the title bar consists of a drop down menu and the sub
menu along with the keyboard shortcut commands against their names. For executing
most tasks, the user has three options:

a) Choose the desired command from the Menu option provided by either using the
mouse or using cursor movement keys, or

b) Press the appropriate shortcut keys and combination from the keyboard, or

c) Click once on the relevant Icon from the displayed toolbar.

Although there is no right or wrong approach, most users find the third option the
simplest and the fastest.

This section deals with the various menu options available in MS Word.

3.5.1 File Menu

New
Creates a new blank document based on the default template.

Open
Opens an existing document or a template.

Close
Closes the active document without exiting Ms Word and prompts you to save any
unsaved changes.

Save
Saves the active document with the same file name, format and in the current location.
Save As
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 ~ntroductinnto Save as Web Page
Computer Basics
Saves the current document as a Web Page in the form Of arl hteTnet fde.
Search
Finds files, web pages and outlook items based on the search criteria you enter.
Versions ,

Saves and manages multiple versions of the document in a single file.

Web Page Preview
Shows your active document as a web page in your browser.
Page Setup
Allows you to set the margins, orientation, paper size and source, and other layout
options for your document.
Print Preview
Shows you the preview of your document, exactly the way it will look on the paper.
Print
Allows you to print and define the print settings of your current document to the
defined printer.
Send To
1I Sends the active document as an email or a fax to the desired recipient.

I Properties
Displays the properties of the current document, i.e. the creation date, the title, author,
number of paragraphs, lines, words, characters, pages etc. in the file.
Exit
Closes the MS Word Software after prompting you to save any unsaved documents.

Undo Last Commands

Reverses the last command.
Replace Last Commands
Restores the last command again once you undo it.
Cut
Removes a word, line or a block, as selected and places it in the special memory
called the clip board, from where it can be retrieved.

COPY
Copies the cut word, line or a block and places it on the office clipboard.
Office Clipboard
Is a special place in the computer's memory from where cut or copied word, line or
block can be retrieved.
Paste
T . . - . - - .
Paste Specid MS Word: Part I

Inserts the cut or copied selection at the defined point and replaces any active
selection in the specified format.
Paste as Hyperlink
Defines the inserted cut or copied selections as a link to another document.

Clear
Directly removes the selected character, word, line or a block without putting it on the
clipboard.
Select All
Selects all the contents of the active document including the text and graphics.
Find
Searches for a specified character, word within the active document.
Replace
Searches for and replaces'a specified character or a word in the active document.

Moves the cursor to the desired page, section line, bookmiirk, comment etc.
Links
Displays or changes information for each link in the current document including the
name and location of the source file, the item, the type and also define the updating of
the link.
Objects
Activates the application in which the selected object was created so that you can
modify it.

3.5.3 View Menu

Normal
Shows the'document in the normal view. This is the default document view.
Web Layout
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Introduction to Print Layout
Computer Basics
Shows your active document as it will appear on paper after printing.

Outline
Shows your active window so that you can exmine and work with the structure of
your file in the classic outline form.
Task Pane
Window which pops out on the right side of the document screen and has the options
to choose f r w the recently opened documents, new documents, WebPages or emails,
the clip board menu, basic search menu, inserting clip arts, style and formatting of your
document and mail merge etc.
Toolbars
Give you the option to display the rkquired tool bar in form of buttons, menus or a
combination of both, making the commands available to you at a single click. The most
important Toolbar is the Menu bar, which is permanently on the top of the screen. The
rest of the tool bars like Standard toolbar, Formatting toolbar, Drawing toolbar and thk
Picture toolbar can be added or removed from the screen as and when desired.
Ruler
5
Allows you to keep a track of the margins and tabs. When thiaoption is activated, you 1
can see the horizontal and the vertical ruler along with the marking in inches and the
tab marks.
Show Paragraph Marks
Shows the end of thqparagraph with a special character which is non printable.
9 '
Gridlines 3
Shows the checkered marks on the work area of the curre&document once you
enable the option.
Document Map
Shows the structure of the current document in the left hand side pane.
Header and Footer i

Defines a common text, picture or both which has to appear on the top (header) and I

bottom (footer) of every page. These can be page numbers, dates, references,
Footnotes MS Word: Part 1

Defines comments, or provide references that appear at the end of each page in a
document.
Markup
Marks the comments, and tracks and defines all the changes done in the document.
Full Screen
Once this option is activated, the entire menu and tool bars are hidden and you can
view the document on the whole screen without any rulers, startup bar and tool bars
etc.
Zoom
With this option you can reduce or enlarge the view of your document. Zoom options
include zoom to page widths, text width, whole page, etc.

3.5.4 Insert Menu

Break
Inserts page break, column break, and text wrapping break or section breaks.
Page Numbers
Inserts page numbers in your document on every page that is automatically updated
when you add or delete a page.
Date and Time
Inserts the current date and time which is automatically updated when you open or
print the document.
Auto Text
Stores text or graphics you need to frequently use.
Field
Inserts a field at the insertion point. Use fields to insert a variety of,
up-to-date information.

Symbol
Inserts special characters aid symbols from the installed fonts in your list.
Comment
Inserts a comment at the desired insertion point.
Reference
Inserts a reference, which can be a footnote, caption, cross-reference or an index
table, at the desired insertion point.
Web Component
Inserts a component for use on the webpage, such as lines, bars for the navigation and
lists views of document libraries.
Picture
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Introdnetion to
Diagram
bmdiagrams in the form of orgaizail~nc h ~ scyck,
Computer Basics
, Venn and target
diagrams.

Text Box
Inserts a box where you can click and type text in a horizontal or a vertical fashion in
an active window at the desired insertion point in your active document.
File
Inserts a file or a part of your file at the desired insertion point in the active document.

Object
Inserts an object such as image, media clip, presentation, table, chart, slide, picture,
video, sound etc.
Bookmark
Creates a bookmark which you can use to mark selected points in yo;r active
document.

Hyperlink
Inserts a link through which you can directly connect to a location in the current
document, webpage, or a file created in a different program.

3.5.5 Format Menu

Font
Changes the font style, font size, font effect, text effect and character spacing for the
selected text. .-

Paragraph
Bullets and Numbering MS Word: Part I

Adds or modifies the bullets or numbers in the selected paragraphs.

Borders and Shading

Applies shading in the selected paragraph and creates borders around the selected
area in different styles and colours.

Columns
Changes the number of columns along with the column width and spacing in the
document or a section of the document.

Tabs
Defines the position and alignment of the tabs and determines the type of leader
character for each tab stop.
Drop Cap
A drop cap is traditionally the first letter in the paragraph and it appears in the left
margin or dropped from the base line of the first line in the paragraph. The drop cap
formats a letter or w.ord or the selected text with a large initial or dropped capital
letter.
Text Direction
Changes the orientation of desiredselected text from horizontal to vertical in a table
cell.

Change Case
Changes the sentence case; upper, lower case, toggle case etc. for the desired/
selected text.
Introduction to Fit Text
Computer Basics

Changes the width for the selected text so that it fits horizontally.

Asian Layout
Changes the layout of the selected text, i.e. the phonetic guide, enclosed characters,
horizontal or vertical, combined characters, or enclose two lines in one.

Backgrounds
Fills colours, effects printed watermarks from selected picture and adds it as a
background to the document.

Theme
Applies a new or different design to a document, webpage, email, or data access
page.
Frames
Creates a table of content by using the heading of your page and formats it on the left
frame of the page.

Auto Format
Analyses the content of the active document and then automatically formats it.

Style and Formatting

Diqplays the style and formatting task pane, where you can re-apply formatting easily,
crebte styles, and select all the text with the same formatting.

Reveal Formatting
Finds the text with similar formatting and then can also compare it with another
selection.

Object
Formats the line, colour, fill and pattern size, position and other properties of the
selected objects.

3.5.6 Tools Menu

Spelling and Grammar
Checks the writing style, spellings and grammar of the active document and suggests
the possible corrections.

Language
Prc~videsan option to choose a language for the selected text in the document that
contains more than one language.

Word Count
Shows the exact number of characters, words, lines and paragraph in the active
document.

Auto Summarize
Dlisplays a summary of the sentences which are most relevant to the theme6
 MS Word: Part I '

Speech

It has the inbuilt speech recognition software, which converts your speech into text. It
also sets up the speech recognition software to select menus, toolbars and dialogue
item boxes.

Track Changes
It marks and keeps a track of changes in your current document, by the reviewer's
name.
Compare and Merge Document

You can compare your document with any other document with the option to merge
the two. The changes can be displayed as markup in a new document or any of the
old documents.
Protect Document

It gives you an option to protect your document or part of your online form except as
specified. It also gives you the option to protect it with a password so that only
privileged users can make changes to the document, mark revisions, or fill in the online
form.
Online Collaboration
Starts a spontaneous online net meeting by sending an invitation to other participants,
who are also online using Microsoft Net meeting on their computers. It also has the
feature of scheduling an online meeting by using names from the address book of your
email program, and displays the discussions toolbar, where you can insert a new
discussion.
Letters and Mailings

It has the letter wizard feature which quickly helps you create letters. The Mail merge
wizard helps you create form, leiters, mailing labels, envelops, catalogs and different
types of mail merge documents that have the same or different address, and send the
same body text to different users, without having to type the letter again and again.

Tools on the Web

Connects you to the Microsoft Office tools available online for further information and
integrated e-services of Microsoft.
Introduction to Macro
Computer Basics

Is a series of actions, which you can record for repetitive execution. With the Macro
dialog box you can edit, run or delete. You can also record a new macro in the visual
basic editor.

Templates and Add-ins

Attaches a different template to the active document, with an option to load add-in
programs and update document styles.

Auto Correct Options

Sets the option to automatically correct text for any typing error as you type, and also
stores and reuses frequently used text.

Customize

Gives you an option to customize the toolbar buttons, menu commands and shortcut
key assignments including the icon size, font and the menu animation etc.

Options

Provides you an option to customize the Microsoft Office Program's default settings,
such as the screen appearance, printing, editing, spell check, file location, typography,
track changes etc.

3.5.7 Tables Menu

Draw Table

Gives you the option to draw customized tables in your active document. You can also
have nested tables.

Insert

Allows you to insert tables, rows, columns or cells in the selected table.

Delete

Allows you to delete tables, rows, columns or cells in the selected table.

Select

Allows you to select tables, rows, columns or cells.

Merge Cells

Combines the contents of the selected adjacent cell into a single cell.
4
Split Cells

Splits a single cell into multiple cells, i.e. you can increase the number of rows or
columns.

Split Table

Divides a table into two separate tables and inserts a paragraph mark above the row
that contains the insertion point.
 MS Word: Part I

Table Auto Format

Automatically formats the table with a predefined format including the borders and
shading of the table. It also resizes the table to fit the contents of the table cells.
Auto Fit
Gives you the option to automatically fit the contents in the table or fit the table in the
window, or define the table width or distribute the rows and columns evenly.
Heading Rows Repeat
If your table spans more than one page, you can designate a particular row to be the
table heading that is repeated on every subsequent page.
Convert
Gives an option to convert the selected text into a table or converts a selected table
into text.
Sort
Arranges the data in the required order, i.e. ascen&ng or descending, based upon the
criteria, i.e. the column on which you want to sort.
Formula
Gives you the option to perform mathematical calculations on numbers.
Hide Gridlines
Gives you the option to show or hide the table gridlines. Gridlines are dotted lines on
your table, which help to see which cell you are working in. Gridlines are not printable.
In case you want to print the gridlines, you can use the borders and shadings
command from the format menu.
Table Properties
Sets various options to format the table, i.e. options like table size, alignment, text
wrapping etc.

New Window
Opens a new window with exactly the same contents making it easier for you to view
different narts of the file at the same time.
Detect and Repair MS Word: Part I

Automatically finds and fixes all the errors in Microsoft Office.

About Microsoft Word
Displays the basic information about your computer and operating system along with
the version details, copyright, legal and licensing notices, the user name, organization
name and the software serial number.
t

3.6 STANDARD TOOLBAR

The standard toolbar contains buttons, with the help of which you can execute
commands, quickly without going through the menus. With the standard toolbar you
can create, open, save and print your documents. With the help of the standard toolbar
icons, you can send your documents as e-mails; insert tables, objects, pictures, charts,
diagrams in your document.
3.6.1 New
To create a new document based on the default template:

1) Choose New from the File menu.

. Click on Blank Document in the New Document menu on the right panel.
Introduction to
Computer Basics

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 lnsert Table inserts a table +,
Columns changes the
format of the selected I
Insert Hyperlink inserts a new +
hyperlink or edits the selected
outline of a document heading
hyperlink
and helps to quickly navigate
Shortcut : Ctrl+K

Zoom control scales the

Undo reverses a editing view (Zoom)

1
certain commands
Shortcut : Ctrl+Z

Office Assistant provides

the Undo command Help Topics to accomplish
Shortcut : Ctrl+Y
Shortcut : F1
Tables 8 Borders displays
the tables and borders
toolbar 1I non-printing characters

lnsert MS Excel
Worksheet inserts the drawing toolbar
Microsoft Excel Worksheet
Shortcut : Ctrl+N +

StandardToolbar
3.6.4 SaveAs MS Word: Part I

To save the active file with a different filename or in a different location:

1) Choose Save As command from the File menu;

2) Choose the directory where you want to save the document;

3) Type in the file name you want to save the file as; and
4) Click once on Save.

3.6.5 Page Setup

To modify the page setup:
1) Choose Page Setup from the File menu; and

2) Click on OK once you have defined your page settings.

Page Setup allows you to set options like Paper margins, Paper settings, Page Layout
and Document Grid. These options are provided through the following three tabbed
 I

!
I

Introduction to Margins ' : You can set the margins h e

Computer Basics
I
Paper : You can change the paper size or source here.
I
I
Layout : You can change the paper layout here.
I Margins
I

A) Click here to define the Top, Bottom, Left, Right, Gutter and Gutter
Position.

I
B) Click on the desired Orientation, i-e., Landscape or Portrait.
Click here to set options for multiple pages.
~ C)

I D) Click here to define the portion of the document you want to apply these settings

1
to.

E) -Click here to get the default settings.

I

~~
I

~ Paper
A) Click here to define the paper size or define the custom size here.
B) Click here to define the printer tray you want to print the first page from and the
rest of the pages can be defined in the subsequent column.

C) Click here to define the portion of the document you wish to apply these settings
to.
D) Click here to define the print options.

E) Click here to get the default settings.

Layout MS Word: Part I

A) Click here to define the beginning of the new section.

B) Click here to define the header and footer pages.

C) Click here to define the distance between the edge of the page and top of the
headerlfooter.

D) Click here to define the vertical alignment of the page.

E) Click here to define the portion of the document you wish to apply these settings
on.

F) Click here to add or remove the line numbers from the portion of document
currently selected in the apply to option.

G ) Click here to apply the borders around each document.

H) Click here to get the default settings.

3.6.6 Print
To print the document or the template:

1) Click on the Print option from the File menu;

2) Select the Printer name here; and

3) Click on OK after you have defined all the settings:

A) click here to change the printing options for the sehected printer. 65
Intraduction to . B) Click here to find the network printer based on the printer n&e, model etc.
Computer Basics
Click here to print your document in a file instead of a printer.
Click here to define the number of copies you want to print.
*

Click here to print multiple copies on a single sheet of paper.

Click here to print multiple papers on single sheet.
Click here to scale the paper size.
Click here to define the printing options.
Click here to select the page or the page range you want to print.
Choose the document or the part of document you want to print.

3.6.7 Print Preview

It shows a preview of the document as it will be printed on paper.

1) Click on the Print Preview option in the file menu.

'

) This will show how your page will look on paper (when printed).
 Word: Part

3.6.8 Spell Check

Checks the grammar of your document and also identifies any spelling mistakes within
the current document.

1) Click on the Spelling and Grammar option in tne Tools Menu.

A) This displays a dialogue window, that displays spelling mistakes in red and
grammatical errors in green. You can choose from the following options to
check your document.

B) Ignore leaves the highlighted spelling mistake or grammatical error

unchanged and finds the next error.

C) Ignore All leaves all instances of the error unchanged throughout the
document continuing with the spelllgrammarcheck.

D) Add to Directory option adds the highlighted word in the Not in the
Dictionary option in the custom dictionary.

E) Change accepts the current selection in the suggestion box. You can also
edit the text and then click change.

F) Change All changes all instances of the.word not in the dictionary or

. I capitalization box to the word in the suggestion box. You can also edit the
text in the suggestion box and thenclick on Change All.

5 2 C1) Correct adds the spelling e m r and its correction in the auto correct
i
list so that it will automatically correct elTOI'S as you t y it.~

H) Choose the directory language from here.

* - - and ~ I W
cn~\\in~ ar checking details.
Introduction to
Computer Basics

3.6.9 Cut-Paste
The Cut command cuts the selection and puts it on the clipboard, whereas the Paste
command inserts the clipboard contents at the insertion point.

1) Select the portion of the document you want to remove. Drag your mouse pointer
on the selection and press the right mouse button. Choose the Cut option from
the drop down menu.

2) Place the cursor on the insertion point and press the right mouse button. Choose
the Paste option.

A) You will no*e the selected text h2c hen..

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- '
 MS Word: Part A

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3.6.10 Copy-Paste
The Copy command copies the selection and adds it on the clipboard, whereas the
Paste command inserts the clipboard contents at the insertion point.

1) Select the portion of the document you want to copy. Drag your mouse pointer
on the selection and press the right mouse button. Choose the Copy option.

2) Place the cursor on the insertion point and press the right mouse button. Choose
the Paste option.

A) You will notice the selected text has been moved from the original place to
the new qnecified Incation.
Introducti~
Computer Bas.

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3.6.11 Undo-Redo
Undo reverses certain commands and Redo reverses the action of undo command.

1) Click on Undo or Redo buttons to perform the desired task.

w3.6.12 Tables
Inserts tables in your active document and also customizes your table according to
your requirement. You can also create nested tables.

1) Click on the Draw Table option from the Table menu.

2) Click here to draw a table.

3) Click on the Insertion point and drag your mouse.

4) Once you release the mouse you will find your table. You can similarly add more
rows and/or columns.

A) You will see the Tables and Borders toolbar. You can use the toolbar options
tn create vnlir tahlen and fnrmat vnnr tahle hnrdern
MS Word: Part '
Introduction to 3.6.13 Zoom
Computer Basics
Enlarges or reduces the display of your active document between 10 and 400 per
cent.

1) Click here to enlarge or reduce the display of your active window, according to
your requirement.
 MS Word: Part I
3.7 FORMATTING TOOLBAR
The formatting toolbar contains buttons, drop-down menus and other controls, which
Kelp you to format and align your document, like changing font style, size, color, text
alignment, bulleting and numbering etc. These buttons help you quickly execute
commands without having to go through menus.

3.7.1 Font
Highlight the text you want to format:

1) Click on the Font option in the Format Menu of the Standard Toolbar. A
dialogue box is displayed where you can choose options to format your text.

A) Choose the Font from the scroll down arrow.

B) Choose the Font Style from the scroll down arrow.
C) Choose the Font size here, i.e. bold, italics or underline.
D) Choose the Font Colour here.
E) Click here to get the predefined default font formatting.
2) Click on OK once after you have selected your formatting settings.

3.7.2 Bullets
To add or remove bullets from the selected paragraph or text:

1) Choose the Bullets and Numbering option from,the Format menu.

2) ' Click on the Bulleted option from the pop up menu.

3) Choose your desired Bullet style.

Introduction to
Computer Basics

3.7.3 Numbering
To add or remove bullets andlor numbering from the selected paragraph or text: .

1) Choose the Bullets and Numbering option from the Format menu.

Click on the Numbered option (or Bullets in case you wish to add bullets
your text) from the pop up menu.
3) Choose your desired Number style.
4) Click once on OK.
 selected text and num
pane, where you can reapply
formatting easily and select all Shortcut : Ctrl+Shift+F
the text with the same

Shortcut: Ctrl+l

Style applies the style you Bold applies the bold attribute Underline underlines the
want to apply to the Active on the selected text
Shortcut : Ctrl+B Shortcut : Ctrl+U
Shortcut : Ctrl+Shift+S

v
 Insert Table inserts a table format of the selected
1
9 section

Insert Hyperlink inserts a new

1 -, Document Map shows an

hyperlink or edits the selected
outline of a document heading
hyperlink
and helps to quickly navigate
Shortcut : Ctrl+K around the document

Zoom control scales the

editing view (Zoom)
certain commands
Shortcut : Ctrl+Z

Redo reverses the action of

the Undo command II II
Office Assistant provides
Help Topics to accomplish
your task
4
1 Shortcut : F1
Tables 8 Borders displays
the tables and borders
toolbar
4-
II ShowlHide showslhides
non-printing characters I
Drawing shows or hides
Worksheet inserts the drawing toolbar
Microsoft Excel Worksheet
Shortcut : Ctrl+N
3.7.4 Left-Right-Center Alignment, Justify MS Word: Part I

Select the text you want to align.

1) Click on the Left Align button on the Formatting toolbar if you wish to align
the text on the left side of the page.

2) Click on the Right Align button on the Formatting toolbar if you wish to align
the text on the right side of the page.

3) Click on the Center Align button on the Formatting toolbar if you wish to
align the text in the centre of the page.

4) Click op the Justify button on the Formatting toolbar if you wish to align the
text with both the margins of your page.

A) You can see your text aligned to the left of your page.
B) You can see your text aligned in the centre of your page.
C) You can see your text aligned to the right of your page.

5) You can see your text aligned with both the margins of your page.

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77
Introduction to
Computer Basics

3.7.5 Line Spacing

It changes the space between the lines of your text:

1) Select the text by highlighting it.

2) Click on the Line Spacing button on the Formatting toolbar and select the
desired spacing from the drop-down menu.

A) You will get your desired line spacing for the selected text.
3.7.6 mght Indenting MS Word: Part 1

It indents the paragraph to the next Tab:

1) Place the cursor at the beginning of the paragraph you want to indent.

2) Click on the Increase Indent button on the Formatting toolbar.

A) You can see your paragraph has moved to the next tab.

3.7.7 Left Indenting

Indents the paragraph to the previous Tab.

1) Place the cursor at t h beginning of the paragraph you wish to indent.

2) Click on the Decrease Indent button on the Formatting Toolbar.

A) You can see your paragraph has moved to the Previous tab.
Introduction to
Computer Basics

3.7.8 Highlighter
Highlighter marks the text so that it is highlighted and stands out from the surrounding
text.

1) Select the text you wish to highlight.

2) Click on the Highlighter button on the Formatting toolbar and select the
desired colour.

A) The selected text is higinlighted in the selected colour.

,
 MS Word: Part I

3.8 LET US SUM UP

In this practical, you have studied about MS Word, the full featured, easy to use word
processor. You have also studied the various menu options and commonly used
toolbars - Standard and Formatting.
Menu Options
File menu displays the commands to open a new or an existing file, saves and
closes th'e file, prints and defines the page settings. It also has an option to display
the file properties along with a list of the four most recently used files.
Edit menu displays the commands to edit or format your text, find or find and
replace a particular word or a line. It also has an option to cut-c.opy-paste a part
or a paragraph.
View menu displays the commands to select the toolbars to be displayed each
time you open the word window, to hide or show the task pane, gridlines, header
and footer, paragraph marks etc.
Insert menu displays the commands to insert page breaks, section breaks. It also
displays the options to insert pictures, diagrams, text boxes, files, objects,
bookmarks and hyperlinks.
Format menu allows you to format your textlparagraph by changing text fonts,
adding bullets or numbering, borders and shading, tabs, columns etc.
Tool menu displays the commands to check for spelling mistakes and
grammatical errors, languages, fix broken text, compare and merge documents,
track changes etc.
Table menu displays the commands to draw, modify and format tables. It also
has options to define the formulas for calculations in the tables.
Windows menu displays the option to create a new window. splits an existifig
w~ndowor arranges all the open windows. It also displays the currently open
r .1
Introduction to Help displays the commands to launch the MS Word help, hides or shows the
Computer Basics
office assistant.
Toolbars
The Standard Toolber
With standard tool bar, you can perform the following tasks:
New creates a new document.
Open opens an existing document.
Save saves your document for future use.
E-mail sends your document as an e-mail through MS Outlook.
Print prints your document on paper.
Print Preview allows you to see your document as it will look when printed.
Spell Check checks spellings and grammar of your current document.
Cut moves the selected part of the document onto the clipboard.
Copy moves the selected text to another place.
Paste copies the cut or copied text selection to the insertion point.
Undo reverses the last command.
Redo reverses the action of the last command.
Tables inserts customized tables in your document.
The Formatting Toolbar
The formatting toolbar helps you perform the following tdsks:
Font style, Size and Colour change the font style, size and colour.
Bulleting applies bullets to the selected text.
Numbering applies numbering to your selected lineslparagraph.
Alignment aligns your paragraph (Left, Right, Center, and Justify).
Line Spacing defines the distance between your lines.
Right Indenting indents your selected paragraph to the right.
Left Indenting indents your selected paragraph to the left.
Highlighter highlights the selected text in the colour selected.

3.9 ANSWERS TO CHECK YOUR PROGRESS

-
Check Your Progress 1

1) The Standard toolbar contains icons for basic functions like opening files, saving
files, printing files, cut, copy, paste etc. The standard toolbar is used for quickly
executing these commands by selecting these icons rather than having to go
- through menus.

2) Save is used to save the active or the current file in the current location with its
current name and file format, while Save As is used to save the active or current
file with a different file name. location or file format.
3) The Cut command removes the selected text from the active or current MS Word: Part I
document and places it on the clipboard (a place in the computer's memory from
where it can be retrieved). Whlle the Copy command does not remove it from
the active document but simply copies the selected text on to the clipboard. Both
these actions are usually done for pasting the selected text in a different location/
document.

4) The three most commonly used commands, while printing any document are:

Page Setup

Sets the margins, paper source, paper size, page orientation and other layout
options for the active file.

Print Preview

Shows a preview of how the document would look once it is printed.

Print

The command that actually sends the document to the printer.

Check Your Progress 2

1) The icons on the formatting toolbar are used for changing the look of the text.
These include changing fonts, styles, font sizes, text alignment etc.

2) The four text alignments that are possible include:

Left

Aligns the selected text to the left margin. Left aligning text creates a smooth
edge on the left side of the page.

Right

Aligns the selected text to the right margin. Right aligning text creates a smooth
edge on the right side of the page.

Center

Aligns the selected text in the centre of the left and right margins.

To adjust horizontal spacing so that the text is evenly aligned along the left and
' right margins. Justifying text creates a smooth edge on both sides.

3) Microsoft Word can automatically create bulleted and numbered lists as you type,
or can add bullets or numbers to existing lines of text.

A bullet is typically a dot (or any other symbol) placed befo~ethe text to add
emphasis.

Numbered List associates increasing numbers to the selected text list. These can
further be an outlined number list, which is a list created to apply a hierarchical
structure to any list or document.

3.10 ACTIVITIES
-....- ,
; ~ ; of Datient
~ based on~ hisher history.
~ ~ ~ i ~
PRACTICAL 4 MS WORD: PART I1
Structure
4.0 Objectives

4.1 Introduction
4.2 Creating a Simple Document
4.2.1 Starting MS Word
4.2.2 Opening a New Document
4.2.3 Entering Text
4.2.4 Changing the Font Style
. 4.2.5 Chaug~ngthe Font Size
4.2.6 C h a n g ~ r ~thc
g Font Colour
4.2 <'!~angillg'ltxtAttribute
-4.2.8 Ruliets
4.2.9 Numbering the Text
4.2.10 Aligning theTest
4.2.11 Spelling aid G~.amn~ar
Chcck
4.2. I 2 P~inlllrevtew
?.?.!: Pr-inl
4 '.!4 Saving ~ h lic~cu~nent
r
4.2.1 ; ('losing the Document
4.2. l h Opening the Document
4.2.17 Ex~tingMS Word

4.3 C~eittinga Document Through Template

4.3.1 Selecting aTemplate
4.3.2 Starting the Template and Selecting the Template Style
4.3.3 Heades,and the Header Items
4.3.4 Recipient's Names and the Closing Items
4.3.5 Header and Footer
4.3.6 Typing the Text

4.4 Creatingand Modifying Tables

4.4.1 Creating Rows and Columns
4.4.2 Inserting Rows and Columns
4.4.3 Merging Cells

4.5 Let Us Sum Up

4.6 Answers to Check Your Progress

1.7 Activity

4.0 OBJECTNES
After studying this practical, you shouldbe able to:

create, save, open and pridt your document;

save your document as a web page;

create tables and modifv them;

 define your page setup and printing options; MS Word: Part 11

align and format your document;

create bullets and numbered lists;
format your document; define the font style, font size, font colour etc.; and
check your document for spelling mistakes and grammatical errors.

4.1 INTRODUCTION
Microsoft Word is a full-featured word processing program, which can be used for
any work involving creating and managing text. You can use it from the simplest to the
most complex word processing applications. Using Word, you can write letters and
reports, prepare bills and invoices, prepare office stationery - letter heads, envelopes,
forms etc., design brochures, pamphlets, newsletters, magazines, etc.
In this practical, you will learn how to create, save, close, open and print a simple
document. You will also learn how to create a document using MS Word templates.
We shall also learn creating and modifying tables and various formatting commands
like changing fonts, font size, text colour and alignment of the text.

4.2 CREATING A SIMPLE DOCUMENT

Word always starts by opening an untitled "normal" document, so that you can begin
from scratch. This "normal" document is based upon all the default values (another
name for pre-defined settings) provided by Word, i.e. standard page size, standard
margins, font type and size etc. You can change these settings and create your own
customised documents based upon new settings. You can also save your new settings
in a specific kind of file, called a Template file, which will help you to quickly create
documents, based upon these customised settings. You can create your own
letterheads; fax sheets, invoices, memos etc. as templates so as to save substantial
work and printing costs. Since these templates are like ready-made, pre-printed forms.
all you have to do is fill in the blanks, very similar to filling in paper forms manually.
Templates have been covered in more detailed later.
Let us now begin working on our first exercise. Please see the sample Exercise 4.1
carefully and then follow the step-by-step instructions given on the subsequent pages
to create a document exactly like Exercise 4.1.
4.2.1 Starting MS Word
To start Microsoft Word:
A) Click once on the Start button, choose All Programs and click once on
Microsoft Word; or
B) Directly click on the Word icon from the Office Shortcut Bar on the Desktop;
or
C ) Click on the Microsoft Word icon on the recently used programs list above the
Programs Menu.
intrud~ictionto
Computer Basics Exercise 4.1

4.2.2 Opening a New Document

1) Click on New from the File menu to create a new template; and
 MS Word: Part I1

.
I
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4.2.3 Entering Text

1) Click here and start typing in your text.

A) Don't worry about the formatting of the text. Keep on typing your text
without pressing enter key. Once you need to start a new paragraph press
the enter key.

4.2.4 Changing the Font Style' -

1) Highlight the heading by clicking the left mouse button from the starting of the
text you want to change the-font, and drag it till the end of the text.

2) Click on the Font Box of the formatting toolbar. Click once on the pull down
arrow symbol and a list of the available fonts will drop down. Browse the list
with the mouse and click on the desired font, i.e. Garamond in this case.

A) Once you click on the desired font, the drop down list will disappear and the
desired font will be applied on the selected text.
Introduction lo
Cnmputer Basics
4.2.5 Changing the Font Size
1) Highlight the text as explained earlier; and

2) Click on the Font Size Box of the formatting toolbar. Click once on the down
arrow symbol and a list of the available font sizes will drop down. Browse the
list with the mouse and click on the desired Font Size, i.e. 16 in this case.

A) once you click on the desired font size, the drop down list will go and the
desired font size. will be applied on the selected text.

4.2.6 Changing the Font Colour

4

1) Highlight the text as explained earlier; and

2) Click on the Font Colour Box of the formattihg toolbar. Click once on the pull
down arrow symbol and a list of the available font colours will drop down.
Browse the list with the mouse and click on the desired Font Colour, i.e. blue
grey in this case.

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A) Once you click on the desired font colour, the drop down list will go and the
desired font color will be applied on the selected text.
 M S Word: Part I1

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4.2.7 Changing Text Attribute

Applying the Bold Attribute

1) Highlight the text as explained earlier; and

2) Click once on the Bold Button of the formatting toolbar.

A) Once you click on the Bold button, you can see your text attribute to be
bold.

B) Similarly, you can apply the bold attribute tothe sub headings also.
Introduction to Underlining the Text
Computer Basics
1) Highlight the text as explained earlier; and
2) Click once on the Underline Button of the formatting toolbar.

A) Once you click on the Underline button, you can see your selected text has
been underlined.

Italicizing the Text

1) Highlight the text as explained earlier; and
2) Click once on the Underline Button of the formatting toolbar.

A) Once you click on the Underline button, you can see your selected text has
been underlined.

4 2 1 yl I,, U,). MIO . '

--L41
 4.2.8 Bullets
I) Highlight the text as explained earlier;
2) Click once on the Bullets and Numbering option from the format menu;

3) Click on the Bullet style you wish to use from the options on the pop up screen;
and
4) Click on OK once

A) Once you click on the OK button you can see your text has been bulleted.

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4.2.9 Numbering the Text

1) Highlight the text as explained earlier;
Introduction to
Computer Basics

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3) Click on the Number style you wish to use from the options on the pc
screen; and

4) Click on OK once.

A) Once you click on the OK button, you can see your text is numbered.

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4.2.10 Aligning the Text

Centering the Text

1) Highlight the text as explained earlier; and

2) Click on the Center irnn n n r p nn th- E---+r:-- . - 1 8

 A) Once you click on the Center button you can see your heading in.the
center of the page.

.Justifying the Text

1) Highlight the text as explained earlier; and

2) Click on the Justify icon once on the formatting toolbar.

A) Once you click on the Justify button, you can see that your paragraph has
been justified to both the horizontal edges of the page.
 Introduction to ,I1 Spelling and Grammar Check
Computer Basics
Place the cursor right in the beginning of the document to ensure that the
complete document is checked for spelling and grammatical errors. (Although
even if you will place the cursor anywhere in the middle, Spelling check featul
will prompt you and start from the beginning);
Choose Spelling and Grammar command from the Tools menu;

Once you click on the Spelling and Grarnmru commaad, the spell check dialog
box appears. The spell check dialog box gives you the following options. Click
the options you want to use.

becase they share some of the rat?e t

Click on OK once.
1)
-
4.2.12 Print Preview
Choose Print Preview command from File menu.
MS Word: Part I1

A) This is how your document will look like on print. Click on the Print option
if you don't have to make any changes and print the document or click on
the Close option and make the relevant changes.

4.2.13 Print
1) Choose Print command from the File menu;

.s dContpuvr Infection

2) Choose your printer from the list;

3) Click here to choose All. This would print all of the pages of the current
document; and

4) Click on OK button to print.

Introduction to 4.2.14 Saving the Document
Computer Basics
1) Choose Save command from the File menu;

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2) Type the file name by which you wish to save your file; and

3) Click on the Save button.

4.2.15 Closing the Document

1) Choose Close command from the File menu.

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4.2.16 Opening the Document

1) Choose Open command from the File menu;

2) Specify the correct directory path where you have saved your file;
3) Choose the file bv click in^ i t nnrp. and
4) Click once on the Open button' to open the selected file.

4.2.17 Exiting MS Word

1) Choose Exit command from File command menu to end your MS Word session.
Introduction to
Computer Basics

4.3 CREATING A DOCUMENT THROUGH TEMPLATE

Every Microsoft Word document is based on a template. A template determines the
basic attributes for a document such as default font, font size, page margins, page size,
page orientation etc. The two basic types of templates are global templates and
document templates. Global templates, including the Normal template (on which all
new documents are based by default), contain settings that are available to all
documents. Document templates, such as the memo or fax template (accessed by
selecting the New Document dialog box from the

+
File New command), contain settings that are available only to documents based
on these templates. For example, if you create a memo using the memo template, the
memo can use the settings from both the memo template as well as the settings in any
global template.

Word provides a variety of pre-defined document templates. You can also create your
own document templates such as templates for your company's letter head, fax form,
invoice etc.

We shall now work on an exercise involving Creating an Inter OfSiceMemo created

. 1 I n T T r .. -1 . r
Exercise 4.2 MS Word: Part I1

4.3.1 Selecting a Template

1) Start MS Word;

2) Click on the New Blank Document from the file menu;

3) Click on the General Templates option from the New form Template option
on the right panel;

4) Choose Memo Wizard in the Memo option from the Template popup menu;
and

5) Click once on the OK Button.

Introduction to 4.3.2 Starting a Template and Selecting the Template Style
Computer Basics
1) Click once on the Next button to start the Memo wizard Template;

2) Click once on the Elegant Style radio button to select it; and

3) Click once on Next to continue.

4.3.3 Header and the Header Items

1) Click on the Yes Radio button and type in the text here, if you want to include a
title;

2) Click once on the Next button;

3) Click on the header items you want to include in the demo and type in the item
here; and
4) Click nnre nn the Newt hiittnn
 MS Word: Part I1

4.3.4 Recipient's Names and the Closing Items

1) Type in the Recipients address here and click on the To radio button;

2) Type in the Second Recipients address here and click on the Cc radio Button;

3) Click on the option here to have as separate page for your distribution list;

4) Click once on the Next button;

5) Tick and type in the closing items you would like to include in the memo; and

6) Click once on the Next button.

4.3.5 Header and Footer

1) Tick the header you want to include in your memo;

2) Tick the footer you want to include in your memo;

3) , Click once on the Next button; and
Introduction to
Computer Basics

4.3.6 Typing the Text

1) Type in your Message here.

/ I . , . ., ,._ ., .

tp rra ,u7 wi s c ~ w r n a . '.. . .

A) Your inter office memo is ready.

 MS Word: Part I1

4.4 CREATING AND MODIFYING TABLES

MS Word provides an easy to use Table Menu, through which you can create very
sophisticated tables in a matter of minutes. These tables once created can be easily
modified to insert, delete, merge or split, existing rows and columns. Let us follow the
instructions, given below, to create the programme structure of Post Basic B.Sc.
Nursing of IGNOU sample given in Exercise 4.3.

Exercise 4 3

Note: 1 credit is 30 students study hours

It may be kept in mind that although you can create tables of any kind using MS Word,
in case these tables involve lot of figure and calculations it is better to use MS Excel
rather than MS Word, since MS Excel has been specifically designed for this purpose.

4.4.1 Creating Rows and Columns

1) Type in your text and place the cursor on the point where you want to insert the
Table;

2) Click on the Table sub menu in the Insert Option from the Table Menu;
Introduction to
Computer Basics

3) Type here the Number of columns desired;

4) Type here the number of rows desired; and

5) Click on OK once.

A) You get your desired Table box once you release the mouse button.
4.4.2 Inserting Rows and Columns MS Word: Part I1

1) Click once on the Rows above option in the Insert option of the Table.

A) You will find a row inserted above your column.

2) Click once on the Columns to the Left option in the Insert option of the Table
Menu.

A) You will find a column'insertedto the left of your table. Similarly, you can
add ia more rows and columns as required.

4.4.3 Merging Cells

A) Now you can type in your text in the cells. You need to merge the last row of the
 ntroduction to
^ Zomputer Basics

1) Highlight the cell you want to merge; and

2) Click on the Merge Cell Option from the Table Menu.

Your cells of the last rows have merged to one cell and now you can type in your
text.

Your final table is ready to use now. You can now type and format the rest of
your text as explained earlier to complete your exercise.

Now, you can type in the rest of your text and complete your exercise.
 MS Word: Part I1 I

4.5 LET US SUM UP

In this practical, you have learnt how to create simple documents, documents through
templates, creating and modifying tables. You have learnt to apply the following
commands:
a) i) Starting MS Word
ii) Opening a New Document
iii) Entering Text
iv) Changing the Font Style
V) Changing the Font Size
vi) Changing the Font Colour
vii) Changing the Attribute
a Applying the Bold Attribute.
Underlining the Text
Italicizing the text.
viii) Bullets

ix) Numbering the Text

x) Aligning the Text
a Centering the Text
a Justifying the Text .

Right Aligning the Text

xi) Spelling and Grammar Check
xii) Print Preview
xiii) Print

xiv) Saving the document,

xv) Closing the document

xvi) Opening the document
I Introduction to b) Creating a document through template
Computer Basics
i) Selecting a Template
ii) Starting thebTemplateand selecting the Template Style
iii) Header and Header Items
iv) Recipients name and the closing items
v) Header and Fmter
vi) Typing the Text
c) Creating and modifying tables
i) Creating rows and columns
ii) Inserting rows and columns
iii) Merging rows and columns

4.6 ANSWERS TO CHECK YOUR PROGRESS

Check Your Progress 1
1) There are four types of alignment options in MS Word - left-aligned, nght-
aligned, centered and justified. In a left-aligned paragraph, the left edge of the
paragraph is flush with the left margin. In a right-aligned paragraph, the right
edge of the paragraph is flush with the right margin. In a center aligned
paragraph, the paragraph is centered between the left and the right margins. The
text is aligned to both the left and right margins in case of justified alignment.

2) The Save option saves the active file with its current filename, location and
format, whereas the Save As option saves the active file with a different
filename. location or a format.

3) The spelling and grammar feature of MS word provides the following options:
Suggestions
Gives you possible suggestions for correcting the misspelled words. In case you
choose not to take the suggestions, you can simply type the correct word and
click once on the change button.
Ignore
Allows you to leave the identified rnisspelt word unchanged.
Ignore All
Allows you to leave the identified misspelt word along with all its subsequent
occurrences unchanged.
Change
Changes the misspelt word with the specified suggestion.
Change All
Changes all subsequent rnisspelt words with the specified suggestion.
Add
Allows you to add a new word to the dictionary.
Auto-Correct
Allows you to add the suggested corrections to Auto-Correct.
Options
 Undo Last MS Word: Part II

Cancels the previous replacement.

Cancel
Terminates the Spell Check and returns to the document.
Check Your Progress 2

1) Every Microsoft Word document is based on a template. A template determines

the basic attributes for a document such as default font, font size, page margins,
page size, page orientation etc.

2) There are two basic types of templates:

Global Template
Includes the Normal templates, which contain the default settings common to all
documents.
Document Templates
These are specific to a particular type of document, like memos and faxes.
These contain settings that are available only to documents based on these
templates.
Apart from the predefined document templates, you can also create your own
document templates such as templates for your company's letter head, invoice
etc.

ACTIVITY
Select any document from the existing folders. Change the font size and font style try
highlighting the text applying bold attributes.Try using the Spelling and Grammar
check.
PRACTKCAL 5 INTRODUCTION TO
SPREADSHEETS
Structure
5.0 Objectives
5.1 Introduction
5.2 Starting MS Excel
5.3 Excel Screen Layout
5.4' Excel Menu
5.4.1 File Menu
5.4.2 Edit Menu
5.4.3 yiew Menu
5.4.4 Insert Menu
5.4.5 Format Menu
5.4.6 Tools Menu
5.4.7 Data Menu
5.4.8 Window Menu
5.4.9 Help Menu
5.5 Let Us Sum Up
5.6 Answers to Check Your Progress
5.7 Activity

OBJECTIVES
~ f i estudying
r this practical, you should be able to:
identify the MS Excel screen layout and its components; and
identify various menus and their functions.

5.1 INTRODUCTION
This practical seeks to introduce you to MS Excel. In this practical, you will learn
about MS Excel menus and its commands. This practical will cover the basic
commands and steps required to create, save, print, open and modify worksheets.
These worksheets can be used for creating analytical reports, simple databases,
graphs etc.

5.2 STARTING M S EXCEL

MS Excel is a powerful spreadsheet program through which you can create tables of
any kind. These tables may contain numeric values, text data or formulas. You can
use Excel to automate simple tasks like giving lists or to create sophisticated analysis
tables for calculating the future trends in the stock market. The-four major uses of
Excel are given below:
Worksheets
Excel is a very powerful worksheet which is great in organizing text or numeric data.
It not only allows you to store and manage data but it also helps you in analyzing and
querying data. With this powerful spreadsheet program y o i can calculate, manipulate
and analvses anv data.
Charts Introduction to
Spreadsheet?
Excel has an in-built feature which allows you to represent your data in pictorial forms
called charts. It gives you a variety of options to create
two-dimensional or three-dimensional charts.
Database
Excel helps you not only manage your data but it also has features to analyze and
query your data. You can sort your data, search for specific data or select data that
satisfies a particular criteria
Web Support
Excel's web support feature allows you to save workbooks or parts of workbook in
HTML format, which can be viewed and manipulated in using a web browser. Also,
you can access real-time data using web-queries.
A spreadsheet (also called a worksheet) comprises a grid of rows and columns. The
intersection of a row and a column is called a cell. In Excel, the rows are numbered
numerically, i.e. l , 2 , 3 . ..
And the columns are labeled alphabetically, i.e. A, B, C.... and after Z they start with
AA, AB, AC, BA, BB, BC... and so on.
The real power of Excel lies in its feature of storing complex formulas, to perform the
simplest- to the most complex calculations. In Excel, you can also do mathematic with
dates.
It has a user-friendly graphical user interface which makes the most sophisticated
tasks very simple and easy to do.
All these in-built features make MS excel a full-featured powerful spreadsheet for all
your data management and analysis needs. For most tasks, Excel offers several ways
of completing a same task. For instance, you can give commands by choosing them
from a menu or by clicking on the appropriate icon or by pressing the designated key
combinations. For the purpose of this course, it is not possible to cover all the methods
for the same task as this would not only be boring but also supercilious. We have
taken the liberty of covering what we consider the most user friendly method. As you
gain proficiency in using MS Excel, you will yourself learn alternative methods of
doing the same task.

The layout of the MS-Excel Screen along with its relevant details is depicted in the
~#.lln'x,;m",c.c,p
 Introduction to
5.4 EXCEL MENU Spreadsheets

Like a restaurant menu, a menu is a program that offers you commands that are
available to you to select from. MS Excel has several menus, which offer group of
related commands. We shall cover all the basic commands of MS Excel in the next
few pages, so that you get a general idea of what all is available. Do not try to
memorize commands or menus, since you will automatically do so while doing your
exercises.

5.4.1 File Menu

New
Creates a new Blank Document based on the default Template.

Open
Opens an existing Document or a Template.

Closes the active document without exiting MS Excel and prompts you to save any
unsaved changes.
Save
Saves the active document with the same file name, format and location.
Save As
Saves the active document with the different file name or format and location, as desired.

Save as Web Page

Saves the current document as a Web Page in the form of an Internet file.

Save Work Space

.-. - - . ..
Saves a list of,the open workbooks, their sizes and their position on a workspace file,
0.-
Introduction to 'Web Page Preview
Computer Basics
Shows you, your active document as a web page in your browser.
Page Setup
Allows you to set the margins, orientation, paper'size and source, and other layout
options for your document.
Print Preview
Shows you the exact preview of your document, exactly the way it will look on the
paper.
Print Area
Defines the selected range, as the print area, which is the only portion of the
worksheet, which will be printed.
Print
Allows you to print and define the print settings of your current document to the
defined printer.
Send To
Sends the active document as an email or a fax to the desired receipt.
Properties
Displays the properties of the current document, i.e. the creation date, the title, author,
number of paragraphs, lines, words, characters, pages etc. in the file.
Exit
Closes the MS Excel software after you have finished saving any unsaved documents.

5.4.2 Edit Menu

Undo -ping
Reverses the last command or typing.
Redo -ping
Restores the last command or typing.
Cut
Removes a word, line or a block, as selected and place it in the special memory called
the clipboard, from where it can be retrieved.

Copies the content, of the clipboard (which could be a word, line or a block) at the
current cursor location.
Office Clipboard
Displays the contents of the office clipboard.
Paste
Inserts the cut or copied selection at the defined point or replaces any active selection.
Paste Special
Inserts the cut or copied selection at the defined point or replaces any active selection
i n t h O~T \ P P ~ ~ ; fPn
Afm~t
Paste as Hyperlink Intruauction to
Spreadsheets
Defines the inserted cut or copied selections as a link to another document.

Fill
Fills the specified range with a series of numbers, date or other item.
Clear
Directly removes the selected character, word, line or block without putting it on the
clipboard.
Delete
Deletes the selected cell or cells that contain the insertion point. If you select an entire
row or column, the command deletes the entire row or column.
Delete Sheet
Deletes the selected sheet from the entire workbook.
Move or Copy Sheet
Moves or copies the selected sheet to another workbook or to a different location,
within the same workbook.
Find
Searches for a specified character and word in an active document.
Replace
Searches for and replaces a specified character and word in active document.
Go To
Moves the cursor to the desired page, section line bookmark, comment etc.
Links
Displays or changes information for each link in the current document, including the
name and location of the source file, the item, the type, and also define the updating of
the link.
Objects
Activate the application in which the selected object was created so that you can
modify it.
5.4.3 View Menu
Normal
Chnwc the Nnnnal n n c l ~ r n ~ vnite w which dicnlavc the defal~ltdnrl~rnentview
 ~
I
I

Introduction to Page Break Preview

I Computer Basics
Switches to page layout or page break preview which is an editing view that displays
your document as it will print.
Task Pane
Window which pops out on the right side of the document screen and has the options
to choose from the recently opened documents, new documents, WebPages or e-
mails, the clip board menu, basic search menu etc.
Tool Bars
Gives you the option to display the required tool bar in the form of buttons, men'iis br a
combination of both, making the commands available to you at a single click. The most
important toolbar is the Menu bar, which permanently stays on the top of the screen
and the rest of the tool bars like standard toolbar, formatting toolbar, drawing toolbar,

i picture toolbar can be added or removed from the screen.

Formula Bar
I Displays or hides the formula bar.
Status Bar
Displays or hides the status bar.
Header and Footer
Defines a common text, picture or both which has to appear on the top (header) and
bottom (footer) of every page. It can be page numbers, dates, references, company
I logo etc.
I
Comments
I Displays all comments made by all reviewers.
Custom View

I Creates different Qiewsof a worksheet. A view provides an easy way to see your
data with different views, without saving them as spreadsheets.
i Full Screen
Once this option is on, the entire menu and tool bars are hidden and you can view the
I
I
whole document on the screen without any rulers, startup bar and tool bars etc.
i
I

Zoom
With this option, you can reduce or enlarge the view of your document with an option
to zoom to Dace widths. text width. whole Dace etc.
5.4.4 Insert Menu Introduction to
Spreadsheets
Cells
Inserts the number of cells you select.
Rows
Inserts the number of rows you select.
Column
Inserts the number of columns you select.
Worksheet
Inserts a new worksheet to the left of the selected sheet.
Chart
Starts the chart wizard which guides you to go through the steps for creating an
embedded chart on a worksheet or modifying an existing chart.
Symbol
Inserts special characters and symbols from the installed fonts in your list.
Page Break
Inserts a page break above a selected cell. This command changes to Remove Page
Break if you have a cell selected, that.is adjacent to manually inserted page break.
Function
Displays a list of functions and their formats and allows you to set value for
arguments.
Name
Creates, pastes and applies names.
Comment
Inserts a comment at any desired insertion point.

Picture
Inserts picture, clip arts, Word Art, charts, diagrams, auto shapes from the libraries,
scanners camera's or other documents.
Diagram
Inserts diagrams in the form of organization charts, Cycles, Radial, Venn, and Target
diagrams.
Introduction to Object
Computer Basics
Inserts an object such as image, media clip, presentation, table, chart, slide, picture,
video, sound etc. 3

Hyperlink
Inserts a link through which you %an directly connect to a location in the current
document, webpage, 0r.a file created in a different program.
5.4.5 Format Menu
Cell
Applies formats to the selected cells. The command might not be available if the sheet
is protected.
Row
Changes the height of the row or hides it or unhides selected rows.
Column -

Changes the height of the column or hides it or unhides selected rows.

Sheet
Formats worksheets - renames, hides or unhides sheets.

Auto Format
Applies the default format values to a cell or a pivot table.
Conditional Formatting
Applies formats to the selected cells that meet the specific criteria based on the values
or formulas you specify.
Style
Defines or applies a combination of formats called styles.

5.4.6 Tools Menu

Spelling and Grammar
Checks the writing style, spelling and grammar of the active document and suggests
the possible corrections.
Error Checking
Checks the active worksheet for errors.
Speech
Displays or removes the text to speech software.
'i'.1 Share Workbook Introduction to
Spreadsheets
Switches to shared workbook account which allows you and other users on the
network to edit and save changes to the same workbook.
Track Changes
It marks all the changes in your current document and keeps a track of each change
by the reviewer name.
Compare and Merge Document
You can compare your document with any other document with the option to merge
the two and display the changes as markup in a new document or any of the old ones.
Protection
It gives you an option to protect your document or part of your online form except as
specified. It also gives you the option to protect it with a password so that any user
can make changes to the document, mark revisions, or fill in the online form.
Online Collaboration
It starts a spontaneous online net meeting by sending an invitation to other participant,
who is also online using Microsoft Net meeting on their computers. It also has the
feature of scheduling an online meeting by using names from the address book of your
email program, and displays the discussions toolbar, where you can insert a new
discussion.
Goal Seek
Adjust the value in the specified cell until a formula that is dependent on that cell
reaches the target value.
Scenarios
Creates and saves scenarios which are sets of data you can use to view the results of
what-if analysis.
Formula Editing
Draws tracer arrows from the cell that supply value directly to the formula in the
active cell and vice-versa. It also draws tracer arrows on error values. It displays the
auditing tool bar where you have the option to evaluate the formula one step at a time
and shows or hides error value tracer's arrow.
Tools on the Web
It connects you to the Microsoft Office tools available online for.further information
and integrated e-services of Microsoft.
Introduction to Macro
Computer Basics
Is a series of action which you can record for repetitive set of commands. With the
Macro dialog box you can edit, run or delete a macro. You can record a new macro in
the visual basic Editor also.

It attaches a different template to the active document with an option to load add-in
programs and update document styles.

Auto Correct Options '

It sets the option to automatically correct text as soon as you type an error and it also
stores and reuses frequently used text.

Customize
It gives you an option to customize toolbar buttons, menu commands and shortcut key
assignments including the icon size, font and the menu animation etc.

Options
Gives you an option to customize the Microsoft Office Program's default settings such
as the screen appearance, printing, editing, spell check, file rocation, typography, track
changes etc.

5.4.7 Data Menu

Sort
Arrange the information in the selected rows or list, alphabetically, numerically or by
date.

Filter

Filters data in a list so that only the rows that meet a condition you specify by using a
criteria arrange are displayed.

Form
Displays a list of Data Form in a dialog Box. You can use the data form to see,
change, add, delete and find records in a list of data base.
Subtotal Introduction to
Spreadsheets
Calculates subtotals and grand totals for the labeled columns that you select.
Validation
Defines which Data is valid for individual cells or cell range : restricts the data entry to
a particular type such as whole numbers, decimal numbers, or text and sets limits on
the valid entries.
Table
Creates a table based on input values and formula you define. Data labels can be used
to show the result of changing values in the formula.
Text to Columns
converts the selected text to a table.
Consolidate
Summarizes the data from one or more source areas and displays it in form of a table.
Group and Outline
Defines the selected row or column of detail data as a group in an outline. It groups
and outlines a selected range of cells of the entire worksheet, based on the formulas
and direction of reference.
Pivot Table and Pivot Chart Reports
Starts the pivot table and pivot chart wizard which guides you through creating or
modifying a pivot table or a pivot chart report.
Import External Data
Imports data from selected external source.
Refresh Data
Applies a built in combination of formats, called an Auto Format, to a cell range or a
pivot table.
5.4.8 Window Menu
New Window
Opens a new window with exactly the same contents making it easier for you to view
different parts of the file at the same time.
Arrange All
Displays all the windows on the screen making it easier for you to cut, copy and paste
between them.
Hide
Hides the active workbook window.
Introduction to Unhide
Computer Basics
Displays the hidden workbook window.
Split
Splits the active window into panes or removes the split from a already split window.
Freeze Panes
Freezes the top pane, left pane, or both on the active sheet. Use this option to keep
column or row titles view while you are scrolling the worksheet. Freezing on a
worksheet does not affect printing.
Currently Open Files
Displays a list of currently open files, and the tick marks shows the currently active
file.
5.4.9 Help Menu
Microsoft Excel
It launches the MS Office Assistant which provides help and tips to accomplish your
tasks.
Hide the Office Assistant
Displays or hides the office assistant from the active screen.
What's This
Provides help on the topic clicked on.
Office on the Web
Connects to Microsoft's web site, from where you can get help and updated
information on Office Programs.
Active Product
Launches the activation wizard so that you can activate or update your copy of
Microsoft Office.

.
Activate Product.,

Lotus 1-2-3 Help

Helps you learn the MS Excel, equivalent for Lotus 1-2-3 commalnds and key
combinations.
Detect and Repair
I
Automatically finds and fixes all the errors in Microsoft Office.
About Microsoft Excel 8

Displays the basic information about your computer and operating system, ,.. 7 with

the version details, copyright, legal and licensing notices, the user name, organization
name and the software serial number.
 5.5 LET US SUM UP Introduction to
Spreadsheets

In this practical, you have studied about MS Excel, the full featured easy to use
spreadsheet. You have studied the following menus, their submenus and the
corresponding commands in detail.

The File menu displays the commands to open a new or an existing file, save and
close the file, print and define the page settings. It also has an option to display
the file properties along with a list of the four most recently used files.
The Edit menu displays the commands to edit your text or formatting and find or
find and replace a particular word or a line. It also has an option to cut-copy and
paste a part or the complete text and displays the file properties.
The View menu displays the commands to select the toolbars to be displayed,
each time you open the word window, to hide or show the task pane, gridline,
header footer, paragraph marks etc.

The Insert menu displays the commands to insert page breaks, text breaks. It
also displays the options to insert pictures, diagrams, text boxes, files, objects,
bookmarks and mark hyperlinks. The commands of the insert menu are explained
ib detail below.
The Format menu displays the cammands to open a new or an existing file, save
and close the file, print and define the page settings. It also has an option to
display the file properties along with a list of the four most recently used files.
The Tools menu displays the commands to check for spelling mistakes and
grammatical errors, languages, fix broken text, compare and merge documents,
track changes etc.
The Data menu displays the commands to organize, sort, filter data and define
the formulas for calculations in the tables.

The Windows menu displays the option to create a new window, split an existing
window or arrange all the open Windows. It also displays the currently open files.

The Help displays the commands to launch the MS Excel help, hide or show the
office assistant.

5.7 ANSWERS TO CHECK YOUR PROGRESS

1) A spreadsheet or a worksheet is a grid of rows and columns. The rows are
numbered numerically 1,2,3, ... etc. and columns are labelled alphabetically, i.e,
A, B, C . . . etc. An intersection of a row and a column is called a cell and can
uniquely identified using its column and row address, e.g. ZlO.

2) The power of Excel lies in its feature of storing and performing simple to the
most complex calculations. The four major uses that it usually put to are:

i) Organizing text and/or numeric data and performing calculations,

manipulation and analysis of such data.

ii) Representing data pictorially, commonly understood as charts.

;hl Perfoning database operationslike sofling,querying and selectingdata that

saflSfiesthe parficular criteria.
iv) ncelr web suppod feature allows to save workbooksrowser
inHTMi.
which can be viewed and manipulated using a web
\ b .
PRACTICAL 6 MS EXCEL TOOLBARS
Structure
6.0 Objectives
6.1 Introduction
6.2 Standard Toolbar
6.2.1 New
6.2.2 Open
6.2.3 Save
6.2.4 Save As
6.2.5 Page Setup
6.2.6 Print
6.2.7 Print Preview
6.2.8 Cut-Paste
6.2.9 Copy-Paste
6.2.10 Undo-Redo
6.2.1 1 Auto Sum
6.2.12 Sort
6.2.13 Zoom

6.3 Formatting Toolbar

6.3.1 Formatting Font Style, Size, Colour and Underlining
6.3.2 Left-Right-Center Alignment, Justify
6.3.3 Increase Indenting
6.3.4 Decrease Indent
6.3.5 Comma and Decimal
6.3.6 Currency and Negative Numbers
6.3.7 Date
6.3.8 Borders
6.3.9 Shading

6.4 C r e a t i ~ ga Simple Worksheet

6.4.1 Standard Excel
6.4.2 Entering Text in Cells
6.4.3 Column Width
6.4.4 Series Fill
6.4.5 Entering Fomulistic
6.4.6 Formatting Dates
6.4.7 Formatting Cells
6.4.8 Centering Across Selection, Changing Font and Size
6.4.9 Applying Outside Border
6.5 Functions
6.6 Let Us Sum Up
6.7 Answers to Check Your Progress

6.8 Activity
 MS Excel Toolbars
6.0 OBJECTIVES
After studying this practical, you should be able to:
know the MS Excel Standard Toolbar and the Formatting Toolbar and its
components; and
learn various functions and formulas of MS Excel.

6.1 INTRODUCTION
This practical seeks to introduce you to the Standard Toolbar and the Formatting
Toolbar. In this practical, you will learn how to create simple worksheet, format it and
apply formulas. This practical will cover the basic function commands of MS Excel.

6.2 STANDARD TOOLBAR

As mentioned in the introduction, you can give commands in Excel either by selecting
them from the menu or by clicking the right Icon. In the succeeding pages we shall
study the most commonly used toolbars - each of'which contains related Icons. As
you would notice, the Icons themselves give a good picture representation of the
command, so you do not need to worry about memorizing them. Since it is not possible
to show the complete Standard Toolbar on one page, we have split it into two parts.

We shall now learn how to use some of the basic commands from the File Menu.

6.2.1 New
To create a new document based on the default template.
1) Choose New from the File menu to create a new template; and

2) Click on Blank Workbook in the New option of the New Workbook menu on
the Task Pane.
 document or template

Shortcut Ctrl+Sh~ft+C

document as the body of the emall

puts on the cl~pboard

actlve document

Standard Toolbar
 Sort Ascending sorts the data
in the beoinnino of the order

Insert Hyperlink inserts a new +I Chart Wizard starts the chart I

hyperlink or edits the selected
hyperlink
Shortcut : Ctrl+K
Shortcut : Ctrl+N Zoom Control scales the
editing view (Zoom)

i
Undo reverses a
certain commands
Shortcut : Ctrl+Z

Redo reverses the action of the

Office Assistant provides help

,
Undo command
Topics to accomplish your task
Shortcut : Ctrl+Y
I

Tables and Borders displays

the tables and borders toolbar
IJ drawing toolbar
Sort Descending sorts the data
beginning from the end of the
order
Shortcut : Ctrl+N

Standard Toolbar

Standard Toolbar
Introduction to
Computer Basics
6.2.2 Open
To open an existing document or a template.

1) Choose Open from the File menu;

2) Choose the directory where your document is saved.

3) Type in your file name here; and

4) Click once on Open.
Or

5) You ca'n simply Double Click on the file name you wish to open.

6.2.3 Save
To save the active document or template.

1) Choose Save command from the File menu.

6-2.4 --. - ---
----- Save As
To save the active file with a different filename or in a different location.
1) Choose Save as command from the File menu:

2) Choose the directory where you want to save the document;

- - in the file name you want to save the file as; and
3) Type
4) Click once on Save.

6.2.5 Page Setup

To modify the page setup
1) Choose Page Setup from the File menu. Page Setup allows you to set page
options like Margins, Paper Settings, Page iayout and Document Grid. Options
for the same are provided through four tabbed sub-menus.
introduction to A) Page : You can set your page settings here.
Computer Basics

B) Margins : You can set the margins here.

C) Headermooter : You can define the header and footer of the page here.

D) Sheet : You can define your sheet formatting here.

A) Page Settings

a) Click here to define the paper orientation;

b) Click here to define the printer settings;

C) Click here to see the print preview;

d) Click here to define the print options;

e) Click here to define the page scaling;

f) Click here to define the paper size here;

g) Click here to define the print quality; and

h) Click here to define the first page number.

B) Margin Settings

a) Click here to define the Top margin setting;

b) Click here to define the Header margin setting;

c) Click here to define the Left margin setting;

d) Click here to define the Right margin setting;

e) Click here to define the Bottom margin setting;

f) Click here to define the Footer margin setting; and

g) : Click here to define the Center alignment of the page.

Introduction to
Computer Basics

6.2.6 Print
To print the document or the template.

1) Choose Print from the File menu to print your worksheet or a selection of your
worksheet.

2) Select the Printer name here.

A) Click here to change the printing options for the selected printer.
B) Click here to find the network printer based on the printer name, model etc.

C) Click here to print your document in a file instead of a printer.

3) Click here to select the page or the page range you want to print.

D) Click here to define the number of copies you want to print,

4, Choose the worksheet or the entire workbook that you want to print.
. .
E) click here to see preview of the workbook or the worksheet you have
selected to print.

5) Click on OK Once you have defined your print settings.

 MS Excel Toolbars

a) Click here to customize your header; and

b) Click here to customize your footer.

Sheet

a) Click here to define the print area;

b) Click here to define the column and rows title;

c) Click here to print the gridlines, draft quality, row and column he:ading,cell
CRoIS 01 (Q print the worksheet in black and white; and
d) Click here to define the page order in. .
Introduction to
Computer Basics

3) Place the cursor on the insertion point and select the Paste option from the Edit
Menu from the menu bar.

A) You will notice the selected text has been moved from the original place to
the insertion point.

6.2.9 Copy-Paste
Copy command copies the selection and adds it on the clipboard, whereas the paste
command inserts the clipboard contents at the insertion point.

1) Select the portion of the document you want to copy;

2) Select the Copy option from the Edit Menu from the menu bar; and
 MS 'Excel Toolbsr.~
3) Place the cursor on the insertion point and select the Paste option from the Edit
Menu from the menu bar.
A) The selected text will be copied from the original place to the insertb.
point.

6.2.10 Undo-Redo
Undo reverses certain commands and Redo reverses the action of Undo comma:lr
1) Click on Undo button to reverse your last task; and

2) Click on the Redo button to reverse the action of undo.

6.2.11 Auto Sum

To add numbers automatically.
. 1) Select the coiumns you want to add; and
2) Click once on the Auto Sum button on the formatting toolbar.
Introduction to A) You get the Totals of the desired columns.
Computer Basics @

6.2.12 Sort
To Sort the selected item in ascending order

1) Select the item you want to Sort;

2) Click on the SO; ~ s c e n d i Order;

n~

3) Click on the 'Expand the selection' radio button; and

4) Click on Sort once.
 MS Excel Toolbr

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To Sort the Selected Item in Descending Order

1) Select the item you want to Sort;
2) Click on the Sort Descending Order;

A\ Click on Sort once.

Introduction to
Computer Basics

6.2.13 Zoom
. Zoom enlarges or reduces the display of your active document between 10 and 400
percent.

1) Click here to enlarge or reduce the display of your active window according to
your requirement.

6.3 FORMATTING TOOLBAR

"
1
Since-itis not possible to show the complete Formatting Toolbar on one page, we /lave
split it into two parts. ,
Now let us learn some of the most commonly used commands from the Formatting
toolbar.

6.3.1 Formatting Font Style, Size, Colour and Underlining

Highlight the text you want to format.
I) Click on the Cells option in the Format Menu of the standard Toolbar;
 j Arial

Underline underlines the selected

I
Fonts changes the font of the
selected text and numbers I I
text.
Shortcut : Ctrl+U
i Center centers the
paragraph between the
Indents
Shortcut. Ctrl+L

Shortcut : Ctrl+Shift+F Bold applies the bold attribute on

the selected text
Shortcut : Ctrl+B
I? combines two or more
adjacent cells and center

I I
I I I I

- Arial - ,
. I l ~ B 1 U I
~ Z E ~ ~
I ' I I
I I I I

I Fonts Size changes the font size

of the selected text and numbers

I Shortcut : Ctrl+Shift+P
Align Right right aligns the
paragraph at the right Indent

II Italics applies the italics attribute

on the selected text. I I 1
Shortcut : CtrlrR
I
1

Shortcut : Ctr\+l W paragraph at the len

Indent
L1 Shortcut : CtrI + L
I
Formatting Toolbar
 - -

I %crease Decimals decreases the I4

number of digits displayed after the promotes the selection one level
decimal point

toolbar

percent style to the selected cell

currency style to the selected cell

II Highlighter highlights a selected
piece of text in chosen colour

Line Spacing changes the spaces

I ,IncreaseIndent increases indent or
demotes the selection one level I
between your lines in the selected

number of d\gits displayed after the

decimal point

1
Formatting Toolbar
2) Click on the Font option in the pop up menu; MS Excel Toolbars

a) Choose the font from the scroll down arrow,

b) Choose the font style here, i.e. bold, italics,
c) See the font size from the scroll down arrow,
d) Choose the underlining style from the scroll down arrow,
e) Choose the font colour here, and
f) Click here to get the strikethrough, superscript or subscript effects; and

3) Click on OK once after you have defined your formatting setting.

6.3.2 Left-Right-Center Alignment, Justify

1) Select the text you want to align;

2) Click on the Left Align button on the Formatting Toolbar if you wish to align
the text on the left side of the page;

A) You can see your text aligned to the left of your page, and

141
3) Click on the Center Align button on the Formatting Toolbar i .I wish to
align the text in the centre of the page.

3) You can see' your text aligned in the center of your page.

6.3.3 Increase Indenting

It indents the paragraph to the Next Tab.
1) Highlight the text or paragraph you want to indent; and
2) Click on the Increase Indent button on the Formatting Tool bar.

A) You can see your paragraph has moved to the nekt tab.
 6.3.4 Decrease Indent
1 It indents the paragraph to the Previous Tab.

1) Place the cursor at the beginning of the paragraph you want to indent; and
4
2) Click on the Decrease Indent button on the Formatting Tool bar.

A) You can see that your paragraph has come back to the previous tab.

6.3.5 Comma and Decimal

To define the number separators (commas) and the number of digits after the decimal
point.
1) Select the cell in which you want to define the decimal points and add commas to
numbers;

2) Select the Cells option from the Format Menu;

the Format Cell

Click
pop up menu;
_ . , .-:-,.I ..n;mt.
Introduction to 5) Click here if you want to use 1000 separators; and
Computer Basics
6) Click on OK once.

A) You can see commas after the thousands unit in the number and t wo digits
after the decimal point.

6.3.6 Currency and Negative Numbers

To define the currency symbol and mark the negative numbers:

1) Select the cell in which you want to define the currency symbols and Inark the
negative numbers;

2) Select the Cells option from the Format Menu;

3) Click on Currency category in the Numbers option from the Format

Cell pop
up menu;
4) Select the Currency symbol;
5) Select the way you want to show negative numbers; and
-
Excel

6) Click on OK once.

A) You can see the currency symbol (Dollar symbol) a d the negative numbers
marked.

6.3.7 Date
To format the Date:

1) Selecr the cell in which you want to format the date;

2) Select the cells optiorl from the Format menu;

/-

Cell pop up
Introduction to
Computer Basics

A) You can see that you have got the desired date style.

6.3.8 Borders
To draw a border around the cell:
1) Select the cell around which you want to draw the border;
2) Select the Cells option from the Format Menu;
 Click on the Border option from the Format Cell pop up menu; MS Excel Toolbars
3)
4) Click on these two buttons to draw border around and inside the cells;

5) Select the Line style and Line size here;

6) Select the Border Colour here; and

7) Click on OK once.

A) You can see that you have got the desired border around and inside your
cells.

6.3.9 Shading -
To shade the selected cell so that it stands out from the other cells around it.
1) Select the cell in which you want to apply the pattern;
2) Select the Cells option from the Format Menu;
Introduction to 3) Click on the Patterns option from the Format Cell pop up menu;
Computer Basics

4) Click an the desired colour; and

5) Click on OK once.

A) You can see that your cells have the desired colour. Similarly, you can apply
any available pattern on your cell by selecting the pattern option.

6.4 ClWATINGASIMPLE WORKSHEET

6.4.1 Standard Excel
As usual, there are more than one ways to do the same thing. You can start Excel in
many ways.
To Start Microsoft Excel .

1) Click once on the Start button, choose All Programs and click once on
Microsoft Excel;
or

) Directly click on the Excel icon on the Office shortcut bar on the Desktop.
or

B) Click on the Microsoft Excel lcon on the recently used programs list
above the Programs Menu.
 MS Excel Toolbars

2) Click on Blank Work Book from the New option in the New Workbook
Menu on the Task pane.

- c - a 1 8 w;r&L%ir;(* .ti.&.

Active Cell

As explained earlier, a cell is an intersection of a vertical column identified by a

column letter (A, B, C, . . .) and a horizontal row identified by a row number
(1,2, 3 , . . ). This unique location (for each cell) is called the Cell Address
(e,g. cell B3 means column B and third row, A27 means column A, row
twenty-seven. The cell, which you -are presently working on (where your cursor is
presently placed), is called the Active or the Current cell.

6.4.2 Entering Text in Cells

1) You can start typing the text in this blank worksheet. You would tind it slightly
different than typing in Word. Here, each piece of text is typed in a different cell.
Type only till what is shown here and for the time being do not bother about the
way it looks. Notice that columns for Principal Amount and Total Amount appear
trimmed off. We will see later, how we can rectify this; and

2) Type the date of deposit and the date of maturity in American mmlddlyy (month/
datelyear) format. Do not worry. we can always change this later to our Indian
ddlmmlyy (datelmonthlyear) format.
6.4.3 Column Width
Now is the time to rectify the problems. To begin with, presently, the Principal Amount
and Total Amount are not fitting within the current column width.

1) Click once on the column label (B) to select the entire column; and

2) Choose AutoFit Selection from Column command from Format menu. This
command would check for the longest entry in the selected column and based
upon that entry, would automatically adjust the column width accordingly, so that
even the longest entry is displayed fully in the column width.

Alternate Method
1) Click here to select the column;

2) Choose Width from Column command from Format menu;

3) A dialogue box like this would pop-up. Specify the desired column width; and

4) Click once on OK button to execute the command.

 -
6.4.4 Series Fill MS Excel Toolbar!

Now let us use another feature of Excel. One of the most common things that we do
while preparing worksheets is that we have a range of cells in a column or a row,
which we wish to fill up with consecutive and incremental numbers. For example, you
might wish to prepare a column in which running Serial Numbers are filled up (that is
what we wish to do now) or with continuous dates like 1 Jan, 2 Jan, 3 Jan, or with a
list of all Mondays in a year like 4 May, 11 May, 18 May, . . . and so on. For such
cases, you need not waste your time in doing these things manually. You can ask Excel
to do it for you. There is only one prerequisite, the common difference between any
two consecutive numbers must be common throughout this series. 1 , 1 and 7 in case
of our three examples mentioned above, respectively.

1) Type 1 in the place of first S1. No. Use the mouse and specify the.whole range
(including S1. No. I), which you wish to fill up with consecutive Nos;

2) Choose Series from Fill command from Edit menu;

A) A pop up screen like this one will appear.

3) Click on this radio button for filling up for dates;

B) Through Auto Fill command, if you type Jan, Feb in two cells and specifies a
further range, Excel would automatically fill in March to December. Same
for Sunday to Monday and so many more examples.

C) Stop value need not be specified, since the length of range specified would
automa~~cally determine the last value, and

D) Common increment between two consequent numbers in the desired series.

4) Click on OK.
Introduction to E) All serial numbers filled up automatically.
Computer Basics

6.4.5 Entering Formulistic

Now, as explained earlier, type or "assemble" the formulas for the subsequent
columns for the first employee only.

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Copying and Pasting the Formula

Once all the formulas have been created for the first year, all you need to do now is
copy these to the rest of the cells. That's right, simply copy! Excel does a very smart
thing while copying formulas. It changes them based upon the relative positioning of
cells. Let us explain this in more detail. When Excel builds a formula like A1 + B1 in
cell C1, the computer does not understand A l , I31 or C1. What does it understand is
"Im in a cell called C1, go two cells to the left (i.e. A l ) and go one cell to the left (i.e.
Bl), add up the contents of these two cells and show me the answer here (i.e. the cell
C1 )". The important thing here is the relative positions of cells A l , B I and C1 to each
other and the logic of the formula what actually get copied, when you copy cells with
formulas in them, is that - instead of the absolute contents getting copied, the logic (in
terms of relative cell positions) gets copied and. therefore, you get the right answer.
Similarly, now, when Excel copies cell F7 to cell F8 what happens is something like
this : cell F7 contains a formula go one cell to the left (i.e. cell E7) and multiply the
contents of this cell with. Now, when the cell is copied to cell F8 (or for that matter to
any other cell in the same column). the logic that gets copied is go one cell to left (i.e.
cell E8, and not E7) and multiply with and, therefore, you get the correct answer. Now
vou know how it works!
It is most important to properly understand this concept, because frequently you would MS Excel
be copying all kinds of complex formulas from one place to other. You should
remember that the relative relationship between the cells from the place that you want
to copy from must be same as that of cells that you wish to copy to. If this relationship
is changed even slightly, obviously you would get wrong answers.
It is most important to properly understand this concept, because frequently you would
be copying all kinds of complex formulas from one place to other.
You must remember that the relative relationship between the cells from the place that
you want to copy from, must be same as that of cells that you wish to copy to. If this
relationship is changed even slightly, obviously yo11 would get wrong answers.
1) Place the cursor at cell B11;
2) Choose Copy command from Edit menu;

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3) Highlight all the cells (B 11 to B 14) where you wish to copy the same formula;
and

4) Choose the Paste command from Edit menu or click once on Paste Icon.

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A) Use the same technique to copy the formula into the rest of the cells. Do it
column-by-column or better still, copy the entire row of formulas and
specify all the subsequent rows to copy to, in a single command.

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Introduction to 6.4.6 Formatting Dates
Computer Basics
You can format the date according to your specification, i.e. excel gives you various
options to write your date. Let us see the options we can apply to format our date.

1) Highlight all the columns containing Date;

2) Choose Cells command from Format menu;

I
Year PnnopalAmount ROl I ~ ~ E E ! Tolaihount
1 IElIO 6% 6rm lojmr
2 1 m 6% 633 11290
3 lln$ 6% 67U !191@
G4 llJl@ 6% 7146 12618
45 1mE 6% 7512 1m23

3) Choose Date from the Category list;

4) Select the date Format you wish to apply; and

5) Click once on OK button to execute the command.

A) The Final Result.

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6.4.7 Formatting Cells MS Excel Toolbars

You might have noticed by now that some columns have decimal places and some do
not. Also, it is not very easy to read long numbers without comma (,) marks. So to
solve this problem, let us format the range.

1) Highlight all the columns containing numbers;

2) Choose Cells command from Format Menu;

3) Choose Number from Category list;

4) Specify 2 decimal places;

5) Click here to have (,) after every 3rd digit in each numbers; and

6) Click once on OK button to execute the command.

A) 'fie Final Result.

Introduction to
Computer Basics 6.4.8 Centering Across Selection, Changing Font and Size
1) Select the text as well as all the columns across which you wish to center this
text;

2) Click the Center Across icon to center text; and

3"
Q Intrest Calculalor For Term Deposls

A) Repeat the process 1 and 2 to center across other rows.

Changing Fonts in Excel is exactly the same as in Word.
3) Highlight the text; and

4) Click on this roll-down list to get a list of all available Fonts. Choose the one
desired by clicking it once.

Now let us change the character (Font) sizes.

5) Highlight the text you want to increase the font size on.

6) Click here to see a list of .Font Size. Click on the desired one.

B) Similarly, use Bold, Underline or Italic icon on any piece of worksheet.

- ~. . . . ~ . . . . . . ~ - .. . .
Introduction to
Computer Basics

6.5 FUNCTIONS
Functions are predefined formulas that perform calculations by using specific values,
called arguments, in a particular manner. With Functions, you can do the most simple
or the most complex computations on the defined values and get the desired results.
Function Name
For a list of available functions, click a cell and press SHIFT + F3.
The structure of a function begins with an equal sign (=), followed by the function
name, an opening parenthesis, the arguments for the function separated by commas,
and a closing parenthesis.
Arguments can be numbers, text, logical values such as TRUE or FALSE, arrays,
error values such as #N/A, or cell references. The argument you designate must
produce a valid value for that argument. Arguments can also be constants, formulas,
or other functions.
A tool tip with the syntax and arguments appears as you type the function.
For example, type = IF (and the tool tip appears). Tool tips only appear for built-in
functions.
To perform the IF ( ) Function you have to do the following.
1) Place the cursor where you want the function result to appear and choose
Function from the Insert Menu;
3) Choose IF from the Function Name; MS Excel Toolbars

4) Click once on the OK button; .

5) Q p e the criterion that you want evaluated, i.e. B10 > 100;
6) Specify the operation to be done if the criterion is satisfied (True) i.e. show
Greater than 100;
7) Specify the operation to be done if the criterion is satisfied (False) i.e. show Less
than 100; and
8) Click once on the OK button.

In the similar way, you can perform the other functions keeping in mind the category
they fall into. For example the ROUND function falls in the Math's and Trigo
category, the MAX and MIN function falls in the Statistical category.
Some of the commonly used functions are as follows:
ROUND ( )
The ROUND ( ) function rounds off a number to the specified number of decimal
places. The Round function specifies the number of digits after the decimal point to
the desired number of digits.

The SQRT function calculates the square root of any specified number.

AVERAGE ( )
The AVERAGE ( ) function calculates the average of a series of specified numbers.
MAX ( )
The MAX ( ) function finds out the maximum (highest) value from a series of
Introduction to
Computer Basics
The MIN ( ) function finds out the minimum (smallest) value from a series of
specified numbers.
COUNT ( )
The COUNT ( ) function finds out the number of entries in a specified range.

The SUM ( ) function calculates the sum (total) of entries in a specified range.

The IF ( ) function is one of the most useful and powerful functions available in Excel.
Through this function, you can conduct conditional tests on values and formulas and ,
execute some operation based upon the result of that text. The outcome of the test
determines the value returned by tSle IF function. If the specified criterion or condition
is satisfied IF returns a value T (for True) otherwise F (for False). You can specify
two different aclions to be performed - one for the True outcome and the other for
the false outcome. In our present example, we have a number in cell BIO. Based upon
the number in this cell we want to write down 'Greater than 100' or 'Less thah 100' in
cell D10.

The ABS ( ) function is used to get the absolute value of a number. The absolute value
of a number means the number without plus or minus sign.
UPPER ( )
The UPPER ( ) function is used to convert your case text entry into upper case, i.e.
capital letters.
LOWER ( )
The LOWER ( ) function is used to convert your case text entry into lowercase, i.e.
small letters.
TODAY ( )
The TODAY ( ) function is one of the few functions that do not require any user
argument. It simply returns the current date (internally as a serial number, i.e. the
numbers of days which have elapsed from 1" January 1900 till the current date).

NOW (
The NOW ( ) function is another of thosk few functions, which does not require any
user i i u m e n t . It simply returns the current Date and Time (internally as a serial
number, i.e. the number of days which have elapsed from 1" January 1900 till the
current date).

6.6 LET US SUM UP

In this practical, you have learnt how to create simple worksheet, insert formulas and
functions. You have also studied about the standard toolbars and the formatting
toolbars. You have studied the following toolbar options.
A Standard Toolbar
With t b standard tool bar, we cgn perklm the following tasks r

: To create a ne
 %

Saves : To save document for further use. MS Excel Toolbars

Page Setup : It allows you to set page options, like Margins, Paper settings,
Page Layout and Document Grid.
Print : To print your document on paper.
Print Preview : To see how your document will look in print.
Cut : To move the selected part of the document on the clipboard.
Copy : To move the selected text to another place.
Paste : To copy, the cut or copied text selection on the insertion point.
Undo : To reverse the last command.
Redo : To reverse the action of the last command.
Auto Sum : To add numbers automatically.
Sort To : To Sort the selected item in ascending order.
Zoom : To enlarge or reduce the display of your active document between 10
and 400 percent.
With the formatting toolbar, you can perform the following tasks :
Font, Font Style,-Size and Color : To change the Font style, size and color.
Bolds-Italics-Underline: To apply the Bold, Italics attribute to the selected
text or underline the selected text.
Alignment: To align your paragraph.
Cell Formatting : To apply formats to the selected cell.
Currency : To define the general monetary values.
Comma : To use separators after every 100s and 1000s.
Decimal : To define the number of digits after the decimal point.
1
Indenting : To right or left align your paragraph.
Date : To format your date style.
Border : To apply borders around your tables.
Shading : To shade your borders or cell, so that they stand out from the rest of
the text.
You have also studied about the following functions and there applications :
ROUND (.)

: SQRT(
AVERAGE ( )
MAX ( )
MIN ( )
COUNT ( )
SUMO
IF0
164,
Introduction to
Computer Basics
UPPER ( ) 1
LOWER()
TODAY ( )
NOW()

6.7 ANSWERS TO CHECK YOUR PROGRESS

1) Running serial numbers can be filled in a range of cells (row or column) using the
'Series Fill' feature of Excel. This can, howevef, be done only if there exists a
common difference between any'two consecutive numbers throughout the series,
e.g. 2 , 4 , 6 , 8 and so on.
2) Relative Reference in a formula, such as A l , is based on the relative position
of the cell that contains a formula with respect to the cell that references it. If
you copy the formula across rows or down columns, the reference automatically
adjusts. By default, new formulas use relative references. For example, if you
have a formula A1 + B1 in cell C1 which is then copied to cell C2, C2 would now
contain the relative cell reference, i.e. A2 + B2.
Absolute Reference in a formula is represented using a '$' symbol in front of
the column and/or row reference, such as $A$l. An absolute reference implies
that you always wish to refer to a cell in a specific location. Other variations of
absolute referencing include $ A1 (implying and absolute reference to column 'A'
but not the row), or A $1 .(implying an absolute reference to row '1 ' but not the
column).
3) The commonly used Math functions include
i) SUM() - Calculates the total of values in a specified
range.
ii) COUNT( ) - Returns the number of entries in a specified
range.
iii) AVERAGE ( ) - Calculates the average of values in a specified
range.
iv) MAX (. ) - Returns the highest value within a specified
range of numbers.
V) MIN ( ) - Returns the lowest value within a specified
range of numbers.
vi) ROUND ( ) - Pounds a number to a specified number of
decimal places.
vii) S Q R T ( ) . - Calculates the square root of a specified
number.
viii) ABS ( ) - Is used to get the absolute value of a number.
Absolute value means the number without its
plus or minus sign.

6.8 ACTIVITY
Copy and paste the content from one file to another.
PRACTICAL 7 MS POWERPOINT
Structure
7.0 Objectives
7.1 Introduction
7.2 About PowerPoint
7.2.1 Starting Microsoft PowerPoint
7.3 Creating a Simple Presentation
7.3.1 Creating a New Slide
7.3.2 Copying a Slide
7.3.3 Deleting a Slide
7.3.4 Numbering Slides
7.3.5 Saving a Presentation
7.3.6 Closing a Presentation
7.3:7 Opening an Existing Presentation
7.4 Making Your Presentation Attractive
7.4.1 Changing Font Characteristics
7.4.2 Inserting ClipArt
7.4.3 Adding Animation Effects
7.5 Viewing a Presentation
7.6 Printing a Presentation
7.7 Getting Help
7.8 Let Us Sum Up
7.9 Answers to check Your Progress
7.10 Activity

7.2 OBJECTIVES
After studying this practical, you should be able to:
explain PowerPoint as a presentation tool;
identify the various parts of a PowerPoint window;
develop understanding the functionality available through the various toolbars;
create a simple presentation using various slide formats available;
add pictures, diagrams and animation to m&e your presentation attractive; and
view your presentation by selecting from the various view forms available in
PowerPoint.

7fl INTRODUCTION
This practical introduces you to MS PowerPoint, a presentation tool used to create
effective and eye-catching presentations in a matter of minutes. It gives you a step-
by-step creation of a simple presentation, besides introducing you to the various
features available in PowerPoint. It also details ththk.,WaY
in which you could make your
presentation attractive Ijy changing the font (type, size and colour), adding pictures,
dinoramc and nnimatinn
Introduction to
Computer Basics 7.2 ABOUT POWERPOINT

Microsoft PowerPoint is a powerful tool to create professional looking presentations

and slide shows. A presentation or a slide show comprises individual slides arranged in
a sequential manner. Typically, one slide covers a brief topic.

PowerPoint allows the user to incorporate images, video and colorful backdrops to the
information on meen. Having prepared the presentation you can present it to a small
team or a large audience. It creates great visuals, making it easy to communicate your
ideas effectively. With PowerPoint, your bright ideas can turn into brilliant
presentalions.

Easy for beginners to learn and use, Microsoft PowerPoint can also be adapted to
meet the needs of more experienced users. Since PowerPoint is a member of the
Office family of programs that look and work alike, once you learn one program, you
can work on any one of them with ease.

The next page shows the 1ayout.of a PowerPoint screen. It is important to familiarize
yourself with the various toolbars available with PowerPoint and get an understanding
of how to create and run a simple presentation. All these are presented in subsequent
pages of this unit.

7.2.1 Starting Microsoft PowerPoint

Microsoft PowerPoint can be started in one of the two ways:

a) By double clicking on the Microsoft PowerPoint icon on the desktop.

b) Select Start ->All Programs -> Microsoft PowerPoint as shown below.

Sct Prwrmn &CCH and Dsfaukr

PhnosoH Outlook
 Title Bar I
m(-4, Scroll Bar Minimize Butlon

E I
Right Panel .

........................................................................................

1 Slide Show I Click to add title

.....................................................................

..................................................................

PowerpointScreen Layout
 Introduction to An active PowerPoint window has the following items.
Computer Basil

Title Bar

Displays which application package is running and name of the PowerPoint file
currently open.

Menu Bar

Is the traditional Windows style drop down menu. If you click on any of the options
avklable on the Menu War, it displays the commands available under that menu.
Alternatively, this menu can also be activated by pressing the access keys from the
keyboard, e.g. Alt + F to activate the File menu,

Alt + E to activate the Edit menu, Alt + V to activate the View menu, and so on.
Once the drop down menu is displayed, you can click on the desired command to '
execute it. You will notice that some of these commands have ellipses (.. .) in front cf
them. This represents that these commands have further sub-commands. Also some
of the menu commands will be dimmed which means that they cannot be executed
unless the prerequisite function for that command is performed, e.g. yo~ucannot use
the Copy or Cut command from the Edit menu unless you have selected a piece of
text or item.
I

I Standard Toolbar

Contains buttons and other controls that help you execute a variety of PowerPoint
I commands, without having to go through the menus. The standard toolbar contains
icons for basic functions like opening a new or existing file, saving a file, printing a file,
I cut-copy-paste etc.'

Formatting Toolbar

~ o n t & nicons
s to change the way your text looks also known as 'forrn:attingl your
tixt. Changing fonts, text size, colour, style, alignment etc. can be done using icons
contained in this toolbar.

Drawing Toolbar

Allows you to enhance your presentation by adding shapes and picture:;, also allowing
you to change the size, colour etc. of these. The drawing toolbar, as the name
suggests, contains icons to add drawings and pictures to your presentation.

Scroll Tools

Help you move within your presentation. You can move up and down, left and right in
your presentation in two ways: using the horizontal and vertical scrollb~uswith the help
of a mouse; or by using the keyboard PgUp, PgDn, Home, End and an-ow keys.

Status Bar

Normally, is the last line on the screen and displays the current slide nlimber, and the
design template being used. (Template is a predefined outline that will be applicable
across all the slides, unless changed. This outline includes features likt: colour scheme,
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 Search finds files, WebPages and
outlook items based on the criteria
Print Preview displays full
page as they are printed
I Shortcut : Ctrl+FZ
I1
I
1 Cut cuts the selection and
puts \ t o n the clipboard
document or template Shortcut : Ctrl+X

contents at the insertion point

document as the body of the email

Copy copies the selection and
I I
'
puts on the clioboard
Print prints the active document on
the defautt printer with default Shortcut : C t r L
values
Shortcut : Ctrl+P
spelling and the grammar of the
active document
1 Shortcut : Ctrl+F7 I

Standard Toolbar
 the tables and borders toolbar

Charts creates a chart by Inserting

1 Expand All displays the Titles
and all body Text for each slide

Microsoft Graph Object

I7 hides gridlines which help you to
align your objects

1
Undo reverses a ed~tingview (Zoom)
certain commands
Shortcut : Ctrl+Z

Undo command Topics to accomplish your task

Shortcut : Ctrl+Y kr 4 Shortcut: F l

I
I Insert Table inserts a table
1
I
presentahonin colour, greyscale
or pure black and whtte

I
lnsert Hyperlink inserts a new hyperlink
or edits the selected hyperlink Show formatting shows or
I Shortcut : Ctrl+K
IJ
hides Character Formatting-in
Normal view
+
Shortcut Ctrl+N
Standard 'Ibolbar
Arial -20 * El 1 IJ8 ~4 ,; $z
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Underline underlines the selected -b Align Left left aligns
the paragraph at the

I
left Indent
Shortcut : Ctrl+U
Shortcut : Ctrl + L

Align Right aligns the

Bold applies the bold attribute paragraph at the right Indent
on!he selected text
Shortcut : Ctrl + R
Shortcut : Ctrl+B

selected text and numbers

Shortcut : Ctrl+Shift+F

Distributed Paragraph
size of the selected text and distributes text evenly between
numbers
Shortcut : Ctrl+Shift+P

Italics applies the italics attribute

I I41I Center centers the paragraph
between the Indents
on the selected text
I shortcut : Ctrl+ L I
I

shadow from the text

FormattingToolbar
Arial 1 q g A* d;"g.ipi
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=. *--
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dide, t

font size of the selected text to next

font size

I Bullets creates a bullet list

based on the current defaults
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Increase Indent increases
indent or demotes the selection
one level
I

1
Change Text Direction
orients selected text in Text design task pane where you can
Box vertically, but does not select the slide template, colour
rotate individual characters scheme and animation scheme.

Numbers adds or removes Slide Layout prompts you to

numbers from selected click a slide layout and then

I Increase Font Size

increases the font size of the 1 +I
Format Colour formats the
selected text with the

I selected text to next font

size IJ selected color
I
promotes the selection one level

Formatting Toolbar