Introduction to Computers MS-Office Notes

8/6/2019 Introduction to Computers MS-Office Notes

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INDUS BUSINESS SCHOOL


(Information Technology)

Introduction, MS-Office & HTML

Prof. Arathi S. Purohit

Study Notes

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Contents

Introduction to Computers : ................................................................................................. 3

Data Representation & Numbering System ......................................................................... 8

Introduction to Data Communication & Networking ....................................................... 10MS Word Templates: ......................................................................................................... 21

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Introduction to Computers :

It is a truly amazing machine. It is an electronic device used to process data. In

1940s & 1950s computers were of massive size used by big institutions, govt.

offices, military & universities.

Computer is derived from the word Compute which means to calculate. As they can

store, process & retrieve data ,as and when required they are also known as DataProcessor. eg. : ENIAC , UNIVAC etc.

Historical development of Computer :

Around 3000 BC in China a computer called Abacus was developed which used

beads to represent decimal & arithmetic operations of smaller volume can beperformed with its help. Number of improvements were made till the Stepped-

Wheel calculator was invented which multiplied & divided directly.

In 1822, Charles Babbage of England proposed the Differential Enginewhich was refined to Analytical Engine in 1833, which became the first

completely automatic general purpose digital computer.

Punched card (Mark I) was invented in 1943 in Harvard University. The

original computer weighed about five tons. In operation, it was fed instructions thatwere coded in the form of holes punched in a narrow paper tape or a punched paper

card.

ENIAC : Electronic Numerical Integrator & Calculator was designed in the year

1945 which contained 18000 vaccum-tubes, weighed 30 tons which occupied 1500sq.ft. space & just 200 characters memory by J. Presper Eckert & John W. Mauchly at

Pennsylvania in Philadelphia.

EDVAC : Electronic Discrete Variable Automatic Computer was developed in

the year 1951 by J. Presper Eckert, John W. Mauchly & Jon Von Neuman for storingdata which used the Binary Number System.

UNIVAC : Universal Automatic Computer was developed by Remington Rand inthe year 1951.

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Generations of Computers :

1> First Generation ( 1942 1955 ) :-

a) Physically large in size.

b) Rigid in operations.c) Limited memory & computing capacity.

d) Slow operating speed i.e. ( in milli seconds )e) Contained Vaccum Tubes.

f) Restricted programming capabilities.g) Generated more heat.

h) Very high maintenance problems.i) Very expensive.

2> Second Generation ( 1955 1964 ) :-

a) Considerable reduction in physical size.

b) Comparatively more reliable.c) Comparably large memory.

d) Greater operating speed i.e. ( in micro seconds )e) Contained transistors as basic component & consumed less power.

f) Improved computing capacity.g) Generated less heat as compared to first generation..

h) Faster & better input output devices.

3> Third Generation ( 1964 1975 ) :-

a) Greater miniaturization.b) Flexible in operation.

c) Larger memory.d) High operating speed i.e. (in nano seconds)

e) Contained Integrated Circuits.f) Very reliable & Random Access possible.

g) Time sharing & Multi Processing.h) Compatible with other softwares.

i) High level languages like FORTRAN & COBOL came into existence.

4> Fourth Generation (1975 onwards):-

The advancement in the electronics could pack thousands of components intovery small assemblies known as LSI ( Large Scale Integration ) & it led to

the fourth generation of computers. Micro processor was developed wherean entire CPU was accommodated on a single chip. Intel 4004 was the first

microprocessor which was further updated to Intel 8080 & this led to usage ofPersonal Computers.

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5> Fifth Generation (Future computers):-

Here computer systems have been thought of using Artificial Intelligence &

Parallel Processing Hardware. Knowledge based expert systems would bethe main feature.

Types of Computers :

1) Analog Computers :- These computers perform the complex processing bydirectly measuring the continuous physical quantities.

eg :- Slide Rule, a hand operated computer was developed in 1620-1630 forbasic arithmetic calculations.

Differential Analyzer used in gun directors & bomb sights is also an analogcomputer developed in 1876.

Antikythera Mechanism was developed in the year 1901 in Greece for allMathematical Operations.

2) Digital Computers: - They represent the numerical quantities by discreteelectrical states ON & OFF i.e. 1 & 0. They can be referred to as ElectronicData Processing Machines.

3) Hybrid Computers :- Computers with the features of Analog & Digitalcomputers are known as Hybrid Computers. They have the measuringcapabilities of the analog computer & the logical, arithmetic & control

capabilities of the digital computer.eg :- HRS 100 (Hybridni Racunarski Sistem) developed in 1971 by Mihaljo

Pupin Institute Belgrade Serbia. It was used by Academic of Sciences inUSSR.

Computers are classified incategories / shapes :

1) Micro Computers (PC) 2) Mini Computers3) Mainframe Computers 4) Super Computers

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Desktop

Portable

Laptop / Notebook Palmtop / Handheld / PDA

Micro Computer


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Parts of Information System :

1) Hardware also simply known as computer. Any physical existence which can

be seen & touched.

2) Software set of instructions or programs which tells the computer how toprocess the data.

3) Data raw material or facts about anything which is used as input to get usefulinformation / result.

4) People the end-users who play a crucial role. Without people the computer isof no use.

Hardware

Processor Memory Input / Output Storage

The procedure that transforms raw data into useful information is called

processing. Processor is like the brain of the computer. The board to which theprocessor is connected is called as Motherboard or Mainboard. The term

Central Processing Unit ( CPU ) refers to the computers processing hardware.

Control Unit controls the flow of instructions & data within the components.

Arithmetic Logic Unit (ALU ) is responsible for performing all the

computations like Arithmetic, Logical or Relational.

Memory is computers electronic scratchpad. Programs are loaded into and run

from memory. The most common type of memory is RAM ( Random AccessMemory ). The smallest measurement unit ofdata is 1 bit & that of memory

is 1 byte.

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Control Unit

Memory ALU

Input

Devices

Output

Devices


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1 byte : 8 bits

1 kilo byte : 1024 bytes

1 mega byte : 1024 kilo bytes

1 giga byte : 1024 mega bytes

1 tera byte : 1024 giga bytes

1. ROM ( Read Only Memory ) is non volatile in nature. The permanentprograms like compilers, character shapes etc. are stores in the ROM. So

programs once written cannot be erased.

2. PROM ( Programmable Read Only Memory ) is also non volatile in

nature, but the contents of PROM are decided by the user. Programs once written

cannot be erased or changed.

3. EPROM ( Erasable Programmable Read Only Memory ) is volatile nature.Data can be erased or changed by exposing it to Ultraviolet rays of very high

intensity, so that it may be ready to accept new contents.

4. RAM ( Random Access Memory ) is volatile in nature. Information can be

read from & written to RAM at any instance , but it loses the data when there isno electric supply.

Input & output devices are those devices which are used to accept data &instruction from the user & return the processed data back to the user.

eg :-

Input Devices Output Devices

Keyboard, Mouse, Scanner, Joysticks, Monitor, Printer, Speaker.Trackballs, Digital Camera, Microphones,

Bar code readers, Electronic Pen,

Touch screen & Modem has the functionality of both Input & Output.

Storage device is to hold data. They come in two types :

1) Primary / Volatile / Temporary : RAM

2) Secondary / Non Volatile / Permanent : Harddisk, Floppy, CD, DVD,

Tape Drives, Removable

Harddisks.

Software brings machine to life. It is a set of instructions which tells the

computer how to process the data. Software are of two types.

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Software

System Software Application Software

Tells the computer how to Tells the computer how to

use its components. It is accomplish specific tasks foran interface between the user the user.

& the PC. Eg. MS-Office etc.Eg : Operating System.

System Software

Operating System

Single User Multi User

Every machine having its own One operating system

operating system operated by shared by many users onsingle user. different clients.

Difference between DOS & WINDOWS

DOS

It is a command line operating system.

Single tasking operating sytem.

WINDOWS

It is a Graphical User Interface ( GUI ).

Multi tasking operating system.

Data Representation & Numbering System

Computer recognizes only two distinct physical states produced by electricity,magnetic polarity or reflected lights. All they can understand is the on & off

i.e. ( 1 & 0 ) state which are reflected by switches called as transistors.

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1) Binary Numbering System uses the base as 2 . Base is also termed as

RADIX.

2) Decimal Numbering System uses the base as 10.

Binary to Decimal Conversion

101 = 1x22 + 0x21 + 1x20 101.011 = 1x22 + 0x21 + 1x20 + 0x2-1 +1x2-2 + 1x2-3

= 4 + 0 + 1 = 4 + 0 + 1 + 0 + 0.25 + 0.125

= 5 = 5.375

( 101 )2 = ( 5 )10 ( 101 .011 )2 = ( 5.375 )10

Decimal to Binary Conversion

2 13

2 6 1

2 3 0

2 1 1

1 1

0.125 x 2 = 0.2500.250 x 2 = 0.500

0.500 x 2 = 1.000 ( 13.125 )10 = ( 1101.001 )2

Ones Complement

It can be obtained by flipping each digit. i.e. 1 to 0 & 0 to 1e.g. 11010 = 00101

Twos Complement

It can be obtained by adding 1 to its ones complement.e.g.

Number : 11010Ones Compliment : 00101

+ 1

--------Twos Compliment 00110

--------

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Introduction to Data Communication & Networking

Electronic transfer of information between computers is called as Data

Communication.

Computers communicate in two ways :

1) Through Modems

2) Through Networks

Network is a way to connect computers together so that they can communicate,

exchange information & share resources.

Analog Communication

Analog computers perform the complex processing by directly measuring thecontinuous physical systems.e.g. Telephone, Slide Rule used to measure length.

Digital Communication

Digital computers represent the numerical quantities by the discrete electric states

( ON | OFF ) which can be manipulated logically & arithmetically.

Features of Networking

1) Allows simultaneous access to critical programs & data.2) Allows people to share peripheral devices.

3) Streamlining personal communication with email.

4) Making the backup process easy.

Types of Networks

1) Local Area Network ( LAN ) :-

A network of computers located relatively near each other & connected by cable is

known Local Area Network. It permits all the computers connected to it to sharehardware, software & data as if to be directly connected to the users computer. E.g

Computers connected to each other within any organization or institute,

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Server


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2) Wide Area Network - (WAN):-

When two or more networks are connected together generally across a widegeographical area using high-speed or dedicated telephone lines. WAN means

network of networks. E.g. Internet.

Protocols:-

A protocol is a set of rules which dictates the format of a conversation between

communicating stations.e.g. TCP / IP , FTP , HTTP

1) TCP / IP Tranmission Control Protocol / Internet Protocol:-

On a network, data is sent in small groups called packets. A packet is a group of bits

that includes header, payload & control elements that are transmitted together.

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Server 1 Server 2Gateway Gateway

Gateway is a computer that connects to

networks & translate the information.

A B

To : BFrom : A

Content : Text

Packet # : 1

Hello

To : BFrom : A

Content : Text

Packet # : 2

How Are

To : BFrom : A

Content : Text

Packet # : 3

You ?


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2 ) FTP File Transfer Protocol:-

FTP is required at the time of actual storing of files to & from the server. It can bealso termed as uploading & downloading.

3) HTTP HyperText Transfer Protocol:-

HTTP is required to transfer the dynamic data from one page to another. Dynamic

includes text, images, animations and dynamic text through forms like ( emailregistration ).

Internet & Intranet:

Internet means interconnection of networks. It is the product of a militaryundertaking. The Pentagons Advance Research Project Agency ( ARPA )

funded its creation in 1969 as ARPANET.

A LAN network or a software developed for internal messaging between employees

within an organization is called Intranet.

World Wide Web ( WWW )

Designed by Tim Berners Lee. WWW exploits two technologies like Multimedia &Hypertext, together which is known as Hypermedia. Multimedia refers to combination

of text, colour, graphics, sound, video in presentation of data. Hypertext meanspresentation of text in different format with embedded links or extra effects. The

language used to create hypertext is called Hypertext Markup Language( HTML ).

Uses of Internet

1) Email2) Chatting3) Online Shopping

4) Online Reservation5) E-Learning

6) Online Exams7) Online Banking etc.

Introduction to Embedded Software:-

Frequently embedded systems are real-time in nature. A real-time system is anyinformation processing system which has to respond to externally generated input

stimuli within a finite and specified period the correctness depends not only on thelogical result but also the time it was delivered, failure to respond is as bad as the

wrong response. The computer is a component in a larger engineering system inother words an EMBEDDED COMPUTER SYSTEM. To the max all processors are for

the embedded systems market

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Examples of Embedded Systems

Vehicle systems for automobiles, subways, aircraft, railways

Process Control for power & chemical plants Medical facilities for automatic patient care, air traffic control & remote bank

accounting Military uses - tracking, command & control

Telephone, radio & satellite communications Household systems for monitoring & controlling appliances

Emerging Communication Technology

With corporate communications dramatically shifting to online media the past couple

of years, new technology applications have emerged in its wake to betteraccommodate this change. Some examples include RSS feeds, avatars, Technorati

tags, tag clouds, quotables, iFrames and podcasts, just to name a few.

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http://current.com/http://technorati.com/tag/http://technorati.com/tag/http://www.petefreitag.com/item/396.cfmhttp://www.samisite.com/test-csb2nf/id43.htmhttp://podcast.com/http://technorati.com/tag/http://technorati.com/tag/http://www.petefreitag.com/item/396.cfmhttp://www.samisite.com/test-csb2nf/id43.htmhttp://podcast.com/http://current.com/


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MS Word Introduction:

Microsoft Word is an essential tool for the creation of documents. Its ease of use hasmade Word one of the most widely used word processing applications currently on

the market. Therefore, it's important to become familiar with the various facets ofthis software, since it allows for compatibility across multiple computers as well as

collaborative features. Word is a fairly simple program to use for completing simpletasks.

Opening Microsoft Word:To run Word on your computer: Start >> Programs >> Microsoft Office >>Microsoft Office Word 2003. If there is an icon of Microsoft Word available on your

desktop (shaped like a square with a "W" in the middle), you can open up theprogram by double-clicking it, as well.

Making a New Blank Document:When Word is opened, a new blank document should automatically open. If not, thenyou can begin a new blank document in a variety of ways.

First, find the "New Blank Document" icon, which looks like a

blank sheet of paper, located underneath the menu bar inWord in what is called the "standard toolbar." Click on the icon

to bring up a new blank document.

Also, you can go to the menu bar and

select File >> New (shortcut: Ctrl+N).

To begin typing, just click the cursor anywhere within the new blank document

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Opening a Document:To open to view, edit, or print a document, you must first open up that file in Word.

You can open a file by clicking on the "Open" folder icon (with apicture of a folder) located in the standard toolbar. Or, you can usethe menu bar and navigate to File >> Open (shortcut: Ctrl+O).

Saving a Document:When you are working with any sort of media in any software, you should be sure to

save your work often. In Word, there are numerous options for saving documents ina variety of file types.

To save a new, unsaved document, you can

click on the Save icon, shaped like a disklocated on the standard toolbar. Or, you cango to the menu bar and select File >>

Save (shortcut: Ctrl+S).

A dialogue box should appear, offering you

a number of options. To save the documentin the desired location on your computer,

locate and select the folder on your computer. Give your document a name in the file

name text box. While you can give your document long names, make sure you saveit with a name you can remember.

Please note that it's good practice not to use spaces or special characters in filenames. For example, a long file name may look like this: sample_paper1.doc

To save a completely new

document using previously existing(and opened) text, you use the

Save As option.

Open the document that you wish

to save as an entirely new file, goto the menu bar, and click on File

>> Save as. In the file name textbox, give your document a new

name. Using this option allows youto save multiple versions (with

different file names) of a documentbased on one original file.

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Formatting Text/Paragraphs Using Toolbars:In a word processing program such as Word, there are numerous options availablefor presenting your text. This part of the tutorial will guide you through several of

the important features in Word that will allow you to edit, modify, and display text(and non-text) components.

The Standard Toolbar:Word allows all toolbars to be customized, so you may not find all options listed

here. There are several buttons that may or may not appear immediately in yourversion of Word. Use the following graphic as a guide to the Standard Toolbar.

1. New Blank Document:To begin a new document, click on the New Blank Document icon, shaped likea blank sheet of paper.

2. Open:Clicking on this icon opens up a previously saved document on yourcomputer.

3. Save:Clicking on the Save icon saves the document you are currently working on. If

you are saving a document for the first time, you can click on this button.However, if you want to save a new file from a preexisting document, then

you must go to the menu bar and select File >> Save As and give the file

a new name. When working on any document, you should be sure to savefrequently, so that you don't lose any work.

4. Permission:Microsoft has enabled Information Rights Management (IRM) within the new

version of Word, which can help protect sensitive documents from beingcopied or forwarded. Click this for more information and options.

5. Print:Clicking on the Print icon automatically prints the document currently active in

Word. If you wish to explore more print options, then go to the menu bar andselect File >> Print.

6. Print Preview:To get an idea of the appearance of your document in print before youactually print it out, you can click on this icon to view your document from a

zoom-out distance.

7. Spelling and Grammar:Clicking begins a review of your document in search of spelling and

grammatical errors that may need to be corrected.8. Copy:

Copy the current selection to the clipboard, which can then be pasted

elsewhere in the document, or into a completely separate program/document.

9. Paste:Clicking on the Paste button inserts the text that has been most recently

added to the Clipboard (the text would have been added there by Cutting orCopying). With Paste, you can either insert the copied text into a document or

replace selected text.

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10. Undo Typing:The Undo Typing button goes back and removes the last addition or changemade to your document.

11. Insert Hyperlink:You may find that you want to make links to a particular web site, web page,

or some other kind of online file in your Word document. Using the InsertHyperlink button, you can turn selected text into hyperlinks. When the icon isclicked, a window will appear that will allow you to insert the URL (web

address) of the web page you want to link to. You can type in the URLyourself or insert a preexisting bookmark. Once the link is inserted, the link in

your Word document can be clicked and the web page will open up in a webbrowser.

12. Insert Table:When this icon is clicked, a small window will appear in the form of a grid of

squares. Use this window as a guide to indicate how many rows and columnsyou would like your table to contain. Once selected, a table will automatically

appear in Word. Clicking the Tables and Borders button will allow you to

modify the table. To modify an aspect of the table, select, or place the cursor

in, the area and apply changes such as borders and colors.

The Formatting Toolbar:Word allows all toolbars to be customized, so you may not find all options listed

here. There are several buttons that may or may not appear immediately in yourversion of Word. Use the following graphic as a guide to the Formatting Toolbar.

1. Style:

Styles in Word are used to quickly format portions of text. For example, youcould use the Normal" or "Default Paragraph Font" for the body text in a

document. There are also three preset styles made for headings.

2. Font:Font is a simple but important factor in Word documents. The choice of font

(the style of the text itself) can influence the way others view documents,either on the screen or in print. For example, Arial font looks better on

screen, while Times New Roman is clearer in print. To apply a font to text,select desired text with your cursor, and choose a font from the font drop

down menu.

3. Font Size:You may encounter times in which you need to display some text larger or

smaller than other text. Selecting desired text with the cursor and choosing afont size from the drop down menu changes the size of text.

4. Bold:Places the text in bold.

5. Italic:Places the text in italics.

6. Underline:Underlines the text.

7. Align Left:Aligns the selection to the left of the screen/paper.

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8. Center:Aligns the selection to the center of the screen/paper.

9. Align Right:Aligns the selection to the right of the screen/paper.

10. Justify:

Aligns the selection to both the left and right of the screen/paper.11. Line Spacing:

Adjust the line spacing (single-spaced, double-spaced, etc.)

12. Numbering:Create a numbered list.

13. Bullets:Create an unordered, bulleted list.

14. Decrease Indent:Decreases the indentation of the current selection (to the left).

15. Increase Indent:Increases the indentation of the current selection (to the right).

16. Outside Border:

Places a border around the current selection; click the drop-down for a wideselection of bordering options.

17. Highlight:Highlight the current selection; default color is yellow.

18. Font Color:Change the font color; the default/automatic color is black.

More Formatting:Besides the toolbars, Word provides a great deal of ways to customize and format

your text and documents.

Paragraph Spacing:

To access the Paragraph formatting options,navigate to the menu bar, and select

Format >> Paragraph, or right-clickwithin a paragraph.

A window will appear with options formodifying spacing and indenting. Here, you

can choose to make the text in yourdocument single or double spaced, as well

as edit the margins for the document.

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Headers/Footers:Headers and footers are important aspects of a Word document if you wish to includeinformation such as page numbers and headings on every page. To access theheader and footer options, go to the menu bar and select View >> Header and

Footer."

A dotted-line box called "Header" will automatically appear, as well as a sub-menu

for formatting header and footer properties. The cursor will already be placed in theHeader box. If you scroll down on your current page opened in Word, you will see a

dotted-line box called "Footer." To add text in the Header or the Footer, simply clickthe cursor inside either one of the boxes, and type the text you want.

To add page numbers to your document, click your cursor inside of the footer box.

Then, click on the icon shaped like a sheet of paper with a "#" inside. The page

number will then be inserted and applied to all of the pages in your document.

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Inserting an Image:In Word, it's possible to add clipart or other images to a document. Click the cursorin your document where you wish to place an image. Then go to the menu bar and

select Insert >> Picture.

MS Word Templates:

Introduction:Making specific kinds of documents using Microsoft Word can be made a lot easier by

using templates. Templates take you step-by-step through the creation process ofmaking a specific kind of document using pre-made layouts. This guide will introduce

you to this helpful feature and some of the more useful templates available in Word.

Starting a New Document:The only way you can start a new document from a

template is by going to the menu bar, and clickingon File >> New.

The New Document panel will appear on the rightside of the Word window. Underneath the section

named Templates, click On my computer

The Templates window will appear, and ask for

your selection. There are a wide variety of templatesto choose from, especially in the Letters and Faxes

tab. Use the tabs to cycle through the differentcategories of templates available to you.

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Some of the more common templates have previews available. If you would like tosee a preview of the layout of the template, click on one of the template

names/icons under the tab menus, and look for the preview image on the right sideof the window under the "Preview" section. When you find a template you like, select

the template, and then click on the "OK" button.

MS Word Tables:

Creating a Table:There are different methods you can use to insert a table into your Word document.

If you are less experienced with tables, then you might want to consider using the

"Insert Table" option. Otherwise, you can use "Draw Table," which lets you make atable by scratch by drawing it freehand using the Draw Table tool.

Insert Table:In your document, place your

cursor where you wish to insert

a table. Then, go to the menubar and select Table >> Insert>> Table.

After you make this selection,

the "Insert Table" window willpop up.

Draw Table:If you'd like to draw your own table for scratch, go to

the menu bar and select Table >> Draw Table.

Once this option is selected, the "Tables and Borders"toolbar will pop up (we will cover this toolbar more in-

depth in a little bit).

Using the "Draw Table" tool, click and drag to form theoutside border of the table, determining its width.

You can draw rows and columns by using the "Draw Table" tool to draw vertical lines

to create columns, and horizontal lines to form rows. Continue to draw your table asyou see fit.

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Now that you have the initial table inserted into your Word document (either byusing the "Insert Table" or "Draw Table" method), you can begin to modify your

table as needed.

The Tables and Borders Toolbar:

To open the toolbar, go to the File menu and select Toolbars >> Tables andBorders.

1. Draw Table: Lets you create a table by drawing it freehand (see abovesection).

2. Eraser: You can remove parts of your table by using the eraser to click anddrag on lines, rows and columns.

3. Line Style: Click on the small triangle to show the drop down menu. Fromhere, you can choose a line style for your borders, such as solid, dotted,dashed, and more.

4. Line Weight: Click on the small triangle to show the drop down menu. Usingthis, you can choose a line thickness for your table line borders. The biggerthe line weight, the thicker the line.

5. Border Color: By clicking on this button, you can access the color templatethat will allow you to apply a color to your line borders.

6. Borders: To apply a certain border style to the borders of specific cells, or toremove the borders from specific cells completely, use your mouse to select

the desired cells. Then, use the Borders menu to apply or remove bordersfrom those selected cells. You can identify the cells that have borders by theborder type icons that are a light shade of gray in the Borders menu.

7. Shading Color: You can apply a background color to cells, rows, andcolumns by accessing the color palette that appears when you click on the

small triangle next to the paint bucket.

8. Insert Table: Clicking on this icon brings up the "Insert Table" window whichallows you to input specific information about the look and design of your

table (see above section on "Insert Table").

9. Merge Cells: Merging cells is the act of selecting more than one separate celland merging them so that they become one. First, select the cells that you

want to merge with your mouse (by clicking and holding within one cell and

dragging the mouse across the cells you want to select), and then click on the"Merge Cells" icon. Word will automaticallymerge the two cells together.

10. Split Cells: Splitting a cell is the act ofselecting a specific cell, and dividing it intoone or more rows or columns. Select the cell

that you want to split, and then click on the

"Split Cells" icon. Once you do this, the "SplitCells" window will appear. From here, you can

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decide how many rows or columns you wish to create from the one cell.

11. Align: Choosing an alignment from the drop-down menu allows you to formatthe text or content within a cell. From here, you can make your text right,

left, and centered aligned. There are also other alignments to choose from,such as different horizontal and vertical alignments.

12. Distribute Rows Evenly: Makes the heights between rows equally spaced.Select the desired rows that you wish to format, and then click on the

"Distribute Rows Evenly" icon.

13. Distribute Columns Evenly: Makes the widths between columns equallyspaced.

14. Table AutoFormat: Clicking on this icon brings up the Table AutoFormatwindow. There are a number of pre-made design table templates you can useto apply to your table. You can customize colors, fonts, borders, and other

table features.

15. Change Text Direction: This allows you to modify the orientation of text

within a cell. The default setting is horizontal, but by clicking on this icon, youcan change the orientation of the text to display vertically.

16. Sort Ascending: Sort a selection of text in cells in ascending order.17. Sort Descending: Sort a selection of text in cells in descending order.

18. AutoSum:Automatically calculates formulas within cells.

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Cross Reference :

It is a feature to have interlinks within a document.To insert a cross-reference field,

follow these steps:

1. Click at the spot where you want the cross-reference to go.

2. Choose Insert, Reference, Cross-reference to display the Cross-reference

dialog box.

The Cross-reference dialog box allows you to specify the type of item you want

to reference and the information you want to appear in your document.

Display the Reference Type drop-down list and select the type of item you

want the cross-reference to point to. If you want to refer to a heading in your

document, for example, choose Heading. The Insert Reference To and ForWhich [Reference Type] lists in the dialog box change dynamically to present

the options available for the reference type you choose.

Note : To insert cross-references to figures, tables, and equations, you

need to use Word's caption feature. For more information, search Word'shelp system for the word caption.

In the Insert Reference To list, select the type of information that you

want to appear in the text. Using the preceding example, if you choseHeading as the reference type, you would select Heading Text in this list to

insert the heading name as a field, or you would select Page Number to

insert the page number on which the heading appears as a field.

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In the For Which [Reference Type] list, select the specific item that you want

to reference.

Note : Mark the Include Above/Below check box if you want to insert the

word above or below at the end of the field, depending on whether the target

of the cross-reference is above or below the reference itself in the document.Click the Insert button to insert the field in your document.

If you have more cross-reference fields you'd like to insert now, click outside of

the dialog box to activate your document, click at the next location where youwant to insert a cross-reference field, click the title bar of the Cross-reference

dialog box to activate it again, and then repeat steps. When you're done, clickthe Cancel button.

Index & Tables / Table of Contents :

The easiest way to create a table of contents is to use the built-in outline level aParagraph formatting you can use to assign a hierarchical level (Level 1 through

Level 9) to paragraphs in your document.

If you are already using outline-level formats or built-in heading styles, follow thesesteps:

1. Click where you want to insert the table of contents.

2. On the Insert menu, point to Reference, and click Index and Tables.

3. Click the Table of Contents tab.

4. To use one of the available designs, click a design in the Formats box.

5. Select any other table of contents options you want.

If you aren't currently using outline levels or built-in styles, do one of the following:

Create a table of contents from outline view

On the View menu, point to Toolbars, and click Outlining.

Select the first heading that you want to appear in the table ofcontents.

On the Outlining toolbar, select the outline level that you want to

associate with the selected paragraph.

Repeat steps 2 and 3 for each heading that you want to include in thetable of contents.


2. On the Insert menu, point to Reference, and click Index and Tables.




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Create a table of contents from custom styles

If you've already applied custom styles to your headings, you can specify the style

settings you want Microsoft Word to use when it builds the table of contents.


2. On the Insert menu, point to References, and click Index and Tables.


4. Click Options.

5. Under Available styles, find a style you've applied to headings in your

document.

6. Under TOC level, to the right of the style name, enter a number from 1 to 9to indicate the level you want that heading style to represent.

Note If you want to use only custom styles, remove the TOC level numbers for

the built-in styles, such as Heading 1.

7. Repeat steps 5 and 6 for each heading style you want to include in the

table of contents.

8. Click OK.



Macros

Macros are nothing but shortcuts to any operation in MS Office application. They canbe of two types :

1. Keyboard Macro

2. Toolbar Macro

Keyboard Macro : It works similar to any shortcut function used via keyboard.

Steps to create a new Keyboard Macro

1. Open a document choose Tools, Macro, Record New Macro.2. Select the keyboard option.

3. Now you will see the customize keyboard dialog box.

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Selecting the starting document

The two most common types of document are letters and labels.

Letters:

Under Select starting document, select one of the three options:

Use the current document will allow you to start from the current document shown

on the screen.

Start from a template will allow you to start from a ready-to-use form that can be

modified.

Click Start from a template.

Click Select template...

On the Mail Merge tab in the Select Template dialog box, select the template you

want, and then click OK.

Start from existing document will allow you to work on an existing mail merge

document.

Click Start from the existing document.

In the Start from existing box, select the document you want, and then click Open...If you do not see the document, click More files..., and then click Open...

In the Open dialog box, locate the document you want, and then click Open.

Click on Next: Select recipients at the bottom of the task pane

Labels:

Change document layout:

1. Click on Label options..., the following dialog box will appear.

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2. You may choose a specific type of label by Label products and Product

number.3. You can adjust the height and width of the label by clicking on Details...

Start from Existing: Choose this option if you have saved an existing label document

in Word format.

Click on Next: Select recipients on the bottom of the task pane

Selecting recipients

The process of selecting recipients is identical for creating Letters and Labels. UnderSelect recipients, select one of the three options:

Use an existing list will allow you to use files and addresses from a file or database.

To find an already existing file, select Browse... and navigate your way to the file.

If your data source is an Excel worksheet that has data on multiple tabs, select thetab containing the data you want. Click OK.

All the entries in the data source will now appear in the Mail Merge Recipientswindow, where you can edit the list of recipients. Click OK when finished.

To change the files click on Select a different list...

To edit the list click on Edit recipient list... (data source)

Create a simple new address list will allow you to create a new contact list.

1. Under Select recipients, click Type a new list.2. Click Create..., the following window will appear.

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3. In the New Address List window, type the data you want to include under EnterAddress information; for example, title, names, and address information. You do not

have to fill in every field. If you want to edit the field names, click on Customize...

button, and the Customize Address List window will appear. Add, delete or renameany field name as you want.

4. To make another entry, click New Entry.5. Repeat steps 3 and 4 until you've added all the entries you want, and then click

Close.6. In the Save Address List window, type a name for the data list in the File name

field, and select a folder to save the list in. By default, the address list is saved in the

My Data Sources folder. It is best to keep the file there since Microsoft Word bydefault looks for data in that folder, so you won't have to navigate through files and

folders to locate it.

7. Click Save.

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8. The contacts in the new list will appear in the Mail Merge Recipients window whereyou can edit the list.

In the Mail Merge Recipients window, select the recipients you want by checking theboxes next to the recipients. To sort the list, click the column heading of the item

you want to sort by. To filter items in the list click the arrow next to the columnheading of the item you want to filter by and select any of the following:

Blanks display all the records in which the corresponding field is blank.

Nonblanks display all the records in which the corresponding field contains

information. If your data source contains records that share the sameinformation, and there are ten or fewer unique values in the column, you can

filter by specific information.

If the arrow next to any column heading is blue, that category is screening outnames. To display all the recipients again, click and blue arrows and select All.

To check all names in your recipients list, click Select All. To uncheck all names, click

Clear All.

Click OK to return to the Mail Merge Wizard.

If you are creating a form letter, click on Next:Write your letter.If you are creating a label, click on Next: Arrange your labels.

Formatting letter and label

If you are creating a form letter, type the text that you want to appear in every form

letter. Insert merge fields where you want to merge names, addresses, and other

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data from the data source (i.e. recipient list) by clicking anywhere you want in themain document to insert the field. Then click on More Items and insert individual

field. You may also use Address block and Greeting line. More details will be foundbelow.

If you are creating a label, you may use Address block or More Items to edit thelabel. If you want every label to appear in the same format, click Updating all labels

under Replicate Labels.

Address block

1. Click Address block...2. In the Insert Address Block window, select the address elements youwant to include and the formats you want, and then click OK.

3. If the Match Fields dialog box appears, Microsoft Word may have beenunable to find some of the information it needs for the address block.

Click the arrow next to not matched, and then select the field fromyour data source that corresponds to the field required for the mail

merge.

Greeting line

1. Click Greeting line...2. Select the greeting line format (salutation, name format, and following

punctuation.)

3. Select the text you want to appear in cases where Microsoft Word can't

interpret the recipient's name.4. Click OK.

5. If the Match Fields window appears, Word may have been unable to

find some of the information it needs for the greeting line. Click thearrow next to not matched, and then select the field from your data

source that corresponds to the field required for the mail merge.

More Items

1. Click More items...

2. Select one of the following:(a) Address Fields will allow you to select from address fields that will

automatically map to corresponding fields in your data source, evenif the data source's fields don't have the same name as your fields.

(b) Database Fields will allow you to select from fields that always takedata directly from a column in a database.

3. In the Fields window, click the field you want.4. Click Insert, and then click Close.

5. If the Match Fields window appears, Microsoft Word may have beenunable to find some of the information it needs to insert the field. Click

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the arrow next to not matched, and then select the field from your datasource that corresponds to the field required for the mail merge.

If you are creating a form letter, click Next: Preview your letters.If you are creating a label, click Next: Preview your labels.

Preview letters and Labels

To preview the items in order, click the arrows under the Preview yourletters/labels heading.

To locate a specific item, click Find a recipient..., and then enter the criteria inthe Find field.

To change the list of recipients, click Edit recipient list..., and make yourchanges in the Mail Merge Recipients window.

Click on Next: Complete the Merge at the bottom of the task pane

Complete the merge

Edit Individual letters/labels

Click Edit individual letters/labels...

In the Merge to New Document window, select the records you want to

merge.

Click OK.

Microsoft Word will create new merged document.

To personalize individual documents, scroll to the information you want to

edit, and make your changes.

Print or save the document just as you would any regular document.

Print the letters/labels

If you personalized the items and the merged document is active on the File

menu, click Print.

If you want to print directly from the mail merge task pane, click Print...under the Merge heading. In the Merge to Printer window, select the options

you want, and print.

Save the merged letters/labels

Under most circumstances, you do not need to save the merged document. It issimpler and more useful to save the main document and merge it again if you need

another copy. Below are examples of times when you might wish to save the mergeddocument:

You wish to keep an archived copy of mailings, including to whom they were

sent.

You have personalized individual letters or labels within the merge, and wantto save those changes.

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If you do wish to save the merged document, collect the merged files into asingle document by clicking Edit individual letters/labels. In the Merge to New

Document window, select one of the following:

To merge all the documents, click All.

To merge only the document that you see in the document window, clickCurrent record.

To merge a range of documents, click From, and then type the recordnumbers in the From and To boxes.

Click OK.

Microsoft Word will open one new document that contains all the individual letters.Save the document just as you would any regular document

Microsoft Word 2003 Shortcut Keys

Command Name Shortcut KeysAll Caps CTRL+SHIFT+A

Annotation ALT+CTRL+M

App Maximize ALT+F10

App Restore ALT+F5

Apply Heading1 ALT+CTRL+1



Apply List Bullet CTRL+SHIFT+L

Auto Format ALT+CTRL+K

Auto Text F3 or ALT+CTRL+V

Bold CTRL+B or CTRL+SHIFT+B

Bookmark CTRL+SHIFT+F5

Browse Next CTRL+PAGE DOWN

Browse Previous CTRL+PAGE UP

Browse Sel ALT+CTRL+HOME

Cancel ESC

Center Para CTRL+E

Change Case SHIFT+F3

Char Left LEFT

Char Left Extend SHIFT+LEFT

Char Right RIGHT

Char Right Extend SHIFT+RIGHT

Clear DELETE

Close or Exit ALT+F4

Close Pane ALT+SHIFT+C

Column Break CTRL+SHIFT+ENTER

Column Select CTRL+SHIFT+F8

Copy CTRL+C or CTRL+INSERT

Copy Format CTRL+SHIFT+C

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Copy Text SHIFT+F2

Create Auto Text ALT+F3

Customize Add Menu ALT+CTRL+=

Customize Keyboard ALT+CTRL+NUM +

Customize Remove Menu ALT+CTRL+-

Cut CTRL+X or SHIFT+DELETEDate Field ALT+SHIFT+D

Delete Back Word CTRL+BACKSPACE

Delete Word CTRL+DELETE

Dictionary ALT+SHIFT+F7

Do Field Click ALT+SHIFT+F9

Doc Close CTRL+W or CTRL+F4

Doc Maximize CTRL+F10

Doc Move CTRL+F7

Doc Restore CTRL+F5

Doc Size CTRL+F8

Doc Split ALT+CTRL+S

Double Underline CTRL+SHIFT+D

End of Column ALT+PAGE DOWN

End of Column ALT+SHIFT+PAGE DOWN

End of Doc Extend CTRL+SHIFT+END

End of Document CTRL+END

End of Line END

End of Line Extend SHIFT+END

End of Row ALT+END

End of Row ALT+SHIFT+END

End of Window ALT+CTRL+PAGE DOWN

End of Window Extend ALT+CTRL+SHIFT+PAGE DOWN

Endnote Now ALT+CTRL+D

Extend Selection F8

Field Chars CTRL+F9

Field Codes ALT+F9

Find CTRL+F

Font CTRL+D or CTRL+SHIFT+F

Font Size Select CTRL+SHIFT+P

Footnote Now ALT+CTRL+F

Go Back SHIFT+F5 or ALT+CTRL+Z

Go To CTRL+G or F5

Grow Font CTRL+SHIFT+.

Grow Font One Point CTRL+]

Hanging Indent CTRL+T

Header Footer Link ALT+SHIFT+R

Help F1

Hidden CTRL+SHIFT+H

Hyperlink CTRL+K

Indent CTRL+M

Italic CTRL+I or CTRL+SHIFT+I

Justify Para CTRL+J

Left Para CTRL+L

Line Down DOWN

Line Down Extend SHIFT+DOWN

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Line Up UP

Line Up Extend SHIFT+UP

List Num Field ALT+CTRL+L

Lock Fields CTRL+3 or CTRL+F11

Macro ALT+F8

Mail Merge Check ALT+SHIFT+KMail Merge Edit Data Source ALT+SHIFT+E

Mail Merge to Doc ALT+SHIFT+N

Mail Merge to Printer ALT+SHIFT+M

Mark Citation ALT+SHIFT+I

Mark Index Entry ALT+SHIFT+X

Mark Table of Contents Entry ALT+SHIFT+O

Menu Mode F10

Merge Field ALT+SHIFT+F

Microsoft Script Editor ALT+SHIFT+F11

Microsoft System Info ALT+CTRL+F1

Move Text F2

New CTRL+N

Next Cell TAB

Next Field F11 or ALT+F1

Next Misspelling ALT+F7

Next Object ALT+DOWN

Next Window CTRL+F6 or ALT+F6

Normal ALT+CTRL+N

Normal Style CTRL+SHIFT+N or ALT+SHIFT+CLEAR(NUM 5)

Open CTRL+O or CTRL+F12 or ALT+CTRL+F2

Open or Close Up Para CTRL+0

Other Pane F6 or SHIFT+F6

Outline ALT+CTRL+O

Outline Collapse ALT+SHIFT+- or ALT+SHIFT+NUM -

Outline Demote ALT+SHIFT+RIGHT

Outline Expand ALT+SHIFT+=

Outline Expand ALT+SHIFT+NUM +

Outline Move Down ALT+SHIFT+DOWN

Outline Move Up ALT+SHIFT+UP

Outline Promote ALT+SHIFT+LEFT

Outline Show First Line ALT+SHIFT+L

Overtype INSERT

Page ALT+CTRL+P

Page Break CTRL+ENTER

Page Down PAGE DOWN

Page Down Extend SHIFT+PAGE DOWN

Page Field ALT+SHIFT+P

Page Up PAGE UP

Page Up Extend SHIFT+PAGE UP

Para Down CTRL+DOWN

Para Down Extend CTRL+SHIFT+DOWN

Para Up CTRL+UP

Para Up Extend CTRL+SHIFT+UP

Paste CTRL+V or SHIFT+INSERT

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Paste Format CTRL+SHIFT+V

Prev Cell SHIFT+TAB

Prev Field SHIFT+F11 or ALT+SHIFT+F1

Prev Object ALT+UP

Prev Window CTRL+SHIFT+F6 or ALT+SHIFT+F6

Print CTRL+P or CTRL+SHIFT+F12Print Preview CTRL+F2 or ALT+CTRL+I

Proofing F7

Redo ALT+SHIFT+BACKSPACE

Redo or Repeat CTRL+Y or F4 or ALT+ENTER

Repeat Find SHIFT+F4 or ALT+CTRL+Y

Replace CTRL+H

Reset Char CTRL+SPACE or CTRL+SHIFT+Z

Reset Para CTRL+Q

Revision Marks Toggle CTRL+SHIFT+E

Right Para CTRL+R

Save CTRL+S or SHIFT+F12 or ALT+SHIFT+F2

Save As F12

Select All CTRL+A or CTRL+CLEAR (NUM 5) orCTRL+NUM 5

Select Table ALT+CLEAR (NUM 5)

Show All CTRL+SHIFT+8

Show All Headings ALT+SHIFT+A

Show Heading1 ALT+SHIFT+1









Shrink Font CTRL+SHIFT+,

Shrink Font One Point CTRL+[

Small Caps CTRL+SHIFT+K

Space Para1 CTRL+1

Space Para15 CTRL+5

Space Para2 CTRL+2

Spike CTRL+SHIFT+F3 or CTRL+F3

Start of Column ALT+PAGE UP

Start of Column ALT+SHIFT+PAGE UP

Start of Doc Extend CTRL+SHIFT+HOME

Start of Document CTRL+HOME

Start of Line HOME

Start of Line Extend SHIFT+HOME

Start of Row ALT+HOME

Start of Row ALT+SHIFT+HOME

Start of Window ALT+CTRL+PAGE UP

Start of Window Extend ALT+CTRL+SHIFT+PAGE UP

Style CTRL+SHIFT+S

Subscript CTRL+=

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Superscript CTRL+SHIFT+=

Symbol Font CTRL+SHIFT+Q

Thesaurus SHIFT+F7

Time Field ALT+SHIFT+T

Toggle Field Display SHIFT+F9

Toggle Master Subdocs CTRL+\ Tool SHIFT+F1

Un Hang CTRL+SHIFT+T

Un Indent CTRL+SHIFT+M

Underline CTRL+U or CTRL+SHIFT+U

Undo CTRL+Z or ALT+BACKSPACE

Unlink Fields CTRL+6 or CTRL+SHIFT+F9

Unlock Fields CTRL+4 or CTRL+SHIFT+F11

Update Auto Format ALT+CTRL+U

Update Fields F9 or ALT+SHIFT+U

Update Source CTRL+SHIFT+F7

VBCode ALT+F11

Web Go Back ALT+LEFT

Web Go Forward ALT+RIGHT

Word Left CTRL+LEFT

Word Left Extend CTRL+SHIFT+LEFT

Word Right CTRL+RIGHT

Word Right Extend CTRL+SHIFT+RIGHT

Wod Underline CTRL+SHIFT+W

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MS Excel Introduction:

Microsoft Excel is an essential tool for displaying data in tabular format, preparing

charts / graphs and arithmetic, relational & logical calculations. It can be used forstoring the daily expenses or even financial statements can be designed in Excel.

Standard Toolbar:

1. New:Create a new, blank spreadsheet

2. Open:Open a previously saved spreadsheet

3. Save:

Save your current spreadsheet4. Permission:

Information Rights Manager helps prevent confidential matters from editing or

copying by unauthorized people.

5. Print:Prints the current document.

6. Print Preview:Preview the potential print of the current document.

7. Research:Microsoft has enabled Information Rights Management (IRM) within the new

version of Excel, which can help protect sensitive documents from beingcopied or forwarded. Click this for more information and options.

8. Copy:Copies the current selection to the clipboard, which can then be pastedelsewhere in the document.

9. Paste:Takes the current clipboard contents and inserts them.

10. Undo:Undoes the last action in the document, reverting back a step in time.

11. Insert Hyperlink:Inserts a hyperlink to an Internet location.

12. AutoSum:A drop-down menu of available mathematical operations to perform.

13. Sort Ascending:

Sorts the current selection in ascending order.14. Chart Wizard:

Opens the Chart Wizard, which will walk you through the creation of a

chart / diagram using the currently selected information.

15. Microsoft Excel Help:Brings up the Excel Help window, which will allow you to type in a key-word

for more information, or click anything on screen to directly bring up furtherinformation on that subject.

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16. More Options:There are a variety of extra options you can call or add to the toolbar, such asSpell Check, Sort Descending, Cut, Redo, etc. By clicking the triangle, you can

access these options; at the same time, you can drag this toolbar outwardsmore to make more available space for these options directly on the toolbar.

Formatting Toolbar:

1. Font:Change the font of the selected cell(s)

2. Size:Change the font size of the selection

3. Bold:Put the selection in bold face

4. Italics:Italicize the selection

5. Underline:Underline the selection

6. Align Left:Align the current selection to the left

7. Center:Align the current selection to the center

8. Align Right:

Align the current selection to the right9. Merge & Center:Combine two selected cells into one new cell that spans the width of both and

center the contents of this new cell

10. Currency Style:Change the style in which currency is displayed

11. Percent Style:Change the style in which percents are displayed

12. Decrease Indent:Decrease the indent of a cell by approximately one character

13. Border:Add or alter the style of borders to format a cell with

14. Fill Color:Select a color to fill the background of a cell with

15. Font Color:Select a color to apply to a selection of text

The current cell(s) will always be listed in the "Name Box," which appears on the

left below the toolbars. Black border around the cell is known as Cell Selector andthe black square box on the right-bottom corner of the cell is known as Autofill

Handle.

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Navigating the Spreadsheet:You can use the "Up," "Down," "Left," "Right," to move (one cell at a time)throughout the spreadsheet. You can also simply click the cursor into a cell). The

"tab" button will move one cell to the right. The "Enter" button will confirm the

entered information and move one cell down.

If you enter text or numbers that span further than the column allows, simply placeyour cursor on the line dividing two columns next to their respective letters, and

drag to the right or left until the desired width is achieved. You can also double-clickthis dividing line to have Excel automatically choose the best width. There are 256

columns & 65536 rows in every excel sheet. The standard width of a column inexcel sheet is 8.43 where as row height is 12.75.

A Simple Spreadsheet:

This is what a basic spreadsheet may look like, keeping track of the grades for five

students. As you'll notice, numbers automatically align to the right, while textautomatically aligns to the left. Room has been allowed at the top and the left for

column and row headings, which haveu

been placed in bold.

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Simple Formulas:

"92.67" was not entered as the contents for cell "E2." The "formula bar" has the

following entered into it:

=(B2+C2+D2)/3

By following the normal order of operations, the contents of the three cells inparenthesis (B2, C2, and D2) are all added to each other, and then divided by 3. This

gives an average of the three grades, which is then shown in the cell "E2" (where theformula was entered).

If you wanted to do the same for students 2 through 5, you would enter in similarformulas for each cell from "E3" to "E6" replacing the column and row numbers

where appropriate.

An easy method to replicate formulas is to select the cell which contains the original

formula ("E2" in this case), click the bottom right corner of the selection box, anddrag down several rows (to "E6" in this example). The formula will be copied down in

each cell, and will change itself to reflect each new row.

Sorting:One of Excels powerful features is its ability to sort, while still retaining therelationships among information. For example, lets take our student grade example

from above. What if we wanted to sort the grades in descending order? First, letsselect the information we want to sort.

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Now lets select the Sort option from the Data menu.

A new window will appear asking how you would like to sort the information. Letssort it by the average grade, which is in Column E; be sure to set by Descendingorder. If there were other criteria you wished to sort by as secondary measures, you

could do so; lets select Then by as Grade 3 just for the practice of doing so(Descending order, as well).

Excel will sort your information with the specifications you entered. The resultsshould look something like this:

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Cell Formatting:You may notice that, by default, Excel will leave as many decimal points as possiblewithin the cells width restraints; as you increase the cells width, the number of

decimal points increases.

Select Cells from the Format menu. A new window will appear with a wide varietyof ways in which to customize your spreadsheets.

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For example, if we wanted to set the percentages fixed to only two decimal points,you can make this selection under the Number category within the Number tab.

You can also set the formatting for things such as the date, time, currency, etc.

The Font tab will also allow you to change the default font used on the

spreadsheet. The other tabs provide even more ways to customize your spreadsheetand its appearance; experiment with the settings to see what works best for you.

Chart Wizard:Excel allows you to create basic to intermediate charts based off of information

and data within your spreadsheets. Lets create a column chart from the studentgrade data from before. First, highlight the data.

Next, select Chart from the Insert menu.

A new window will appear asking which type of chart you would like to create. Forthis example, lets do a basic pie chart. Select Column from the Chart Type on

the left side, and pick the first sub-type on the right (a normal, 2D column chart).

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Click Next. In this window, youll be asked to select your data range; this is thearea of your spreadsheet that you wish to generate a chart from. Since youve

already selected the area before, it should already be entered into the appropriatearea. Series in allows you to choose by which value you want to arrange the chart.

Lets arrange it by rows; this will break it down by Grade (such as Test 1, Test 2,etc.) and comparing the student scores next to each other.

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Click Next. In step three you can give the chart a name (Chart Title), label the Xand/or Y axis, etc.

Click Next. The final step will ask whether you want the chart as an object in yourcurrent spreadsheet or in a new one; generally, you will place it within the same

spreadsheet.

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Click Finish, and your chart will appear in your spreadsheet!

Goal Seek:

Goal Seek means achieving the target. In goal seek the user will always have a clear

idea of the last total or the last value which is to be achieved by modifying one of thesaid value.

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E2 is having 96.66, but if we want to make it 98, for that we need to change one ofthe values B2 : D2.

Steps:

Click the cell where you want to achieve the targeted value. (See to it that the cellwhere you desire to print the targeted value should contain a formula. After that

Tools >> Goal Seek > Set Cell(Select the cell where you want the target value ) >>to value ( Select the new value ) >> by changing cell (Select the cell which has to be

modified by which you can achieve the target value) >> ok >> ok

Scenarios:

Scenario is an advanced version of Goal Seek. The main difference is that in goalseek we can change only one value where as scenario allows to change more than

one value. In goal seek we know the target value but not the cell value, scenario is

exactly opposite i.e. cell values are changed as per users requirement but the targetis not known to the user.

Steps:

Click the cell where there is a formula.

Tools >> Scenario >> Add >> set scenario name >> select the cells whose valueshave to be changed >> ok >> change the values >> ok >> show

Subtotals:

Subtotals are used to take category wise totals. A note to keep in mind is that beforeapplying subtotals the data has to be sorted first.

Steps:

Select the data >> Sort the data ( Ascending / Descending ) >> Data >> Subtotals

>> Select the after every change in option i.e. after every change in one of thecategory >> select the function i.e. whether sum or count etc. >> select the field

where excel going to display the result >> select the option of replacing the existing

subtotals >> select the page break option if required >> select summary below data

>> ok

Filter:

Filters are used to display selected data. There are two types of filters :

1) Auto Filter: It is a easiest way of segregating the data with options likeAscending / Descending Sort, Custom Conditions, All, Top10 etc.

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2) Advanced Filter: To segregate the data as per criterias given by the user. Enterthe data with proper column headings. Give the conditions with the duplicate column

headings. Select the entire table >> Data >> Filter >> Advanced Filter >> selectthe list range >> select the criteria i.e. duplicate columns in criteria range >> copy

the results in different cells within the sheet >> ok

Unique Records only fetches the unique data and excludes the duplicate entries.

PivotTables:

PivotTables are one of the wildest but most powerful features of Excel that may take

some experimentation to figure out. They allow manipulating the data on trial anderror and immediately showing the result of this manipulation. If the result is not

what you expect, you can use Excel's Undo feature and have another go! Whateveryou do, you are not changing the structure of your original table in any way, so you

can do no harm. They allow you to pivot (turn / rotate) data using drag-and-droptechniques and receive results immediately. PivotTables are interactive; once the

table is complete, you very easily can see how your information will be affected whenyou move (or pivot) your data. This will become patently clear once you give

PivotTables a try.

What Are PivotTables Good For?

PivotTables can produce summary information from a table of information. Imagine

you have a table of data that contains names, addresses, ages, occupations, phonenumbers, and Zip Codes. With a PivotTable, you very easily and quickly can find out:

How many people have the same name

How many people share the same Zip Code

How many people have the same occupation

You also can receive such information as:

A list of people with the same occupation

A list of addresses with the same Zip Code

If your data needs slicing, dicing, and reporting, PivotTables will be a critical part ofyour toolkit.

Creating Tables and Lists for Use in PivotTables:

When you create a PivotTable, you must organize the dataset you're using in a table

and/or a list. As the PivotTable will base all its data on this table or list, it is vital thatyou set up your tables and lists in a uniform way.

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In this context, a table is no more than a list that has a title, has more than onecolumn of data, and has a different heading for each column. A list often is referred

to in the context of a table as well. The best practices that apply to setting up a listwill help you greatly when you need to apply a PivotTable to your data.

When you extract data via the use of lookup or database functions, you can be alittle less stringent in how you set up the table or list. This is because you can always

compensate with the aid of a function and probably still get your result. Nonetheless,

it's still easiest to set up the list or table as neatly as possible. Excel's built-infeatures assume a lot about the layout and setup up of your data. Although they

offer a degree of flexibility, more often than not you will find it easier to adhere to

the following guidelines when setting up your table or list:

Headings are required, as a PivotTable uses them for field names. Headings should

always appear in the row directly above the data. Also, never leave a blank rowbetween the data and the headings. Furthermore, make the headings distinct in

some way; for instance, boldface them.

Leave at least three blank rows above the headings. You can use these for formulas,critical data, etc. You can hide the rows if you want.

If you have more than one list or table on the same worksheet, leave at least one

blank column between each list or table. This will help Excel recognize them asseparate entities. However, if the lists and tables are related to each other, combine

them into one large table.

Avoid blank cells within your data. Instead of leaving blank cells for the same data in

a column, repeat the data as many times as needed.

Sort your list or data, preferably by the leftmost column. This will make the data

easier to read and interpret.

If you follow these guidelines as closely as possible, using PivotTables will be a

relatively easy task.

Figure 4-1 shows a well-laid out table of data, and a PivotTable in progress. Note that

many of the same dates are repeated in the Date column. In front of this data is theLayout step for the data showing the optional Page, Row, and Column fields, as well

as the mandatory Data field.

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Figure 4-1. PivotTable generated from a well-laid out table of data

The PivotTable and PivotChart Wizard:

As noted earlier, to help users create PivotTables, Excel offers a PivotTable and

PivotChart Wizard. This Wizard guides you through the creation of a PivotTable using

a four-step process, in which you tell Excel the following:

How the data is set up and whether to create an associated PivotChart (if Pivot

Charts are available in that version of Excel)

Where the data is stored-e.g., a range in the same workbook, a database, another

workbook, etc.

Which column of data is going into which field: the optional Page, Row, and Column

fields, as well as the mandatory Data field

Where to put your PivotTable (i.e., in a new worksheet or in an existing one)

You also can take many side steps along the way to manipulate the PivotTable, butmost users find it easier to do this after telling Excel where to put it.

Create a snapshot of your PivotTable that no longer needs the underlying datastructures.

You might need to send PivotTables for others to view, but for whatever reason youcannot send the underlying data associated with them. Perhaps you want others to

see only certain data for confidentiality reasons, for instance. If this is the case, youcan create a static copy of the PivotTable and enable the recipient to see only what

he needs to see. Best of all, the file size of the static copy will be only a small

percentage of the original file size.

Assuming you have a PivotTable in a workbook, all you need to do is select the entirePivotTable, copy it, and on a clean sheet select Edit Paste Special... Values.

Now you can move this worksheet to another workbook or perhaps use it as is.

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The one drawback to this method is that Excel does not paste the PivotTable'sformats along with the values. This can make the static copy harder to read and

perhaps less impressive. If you want to include the formatting as well, you can takea static picture (as opposed to a static copy) of your PivotTable and paste this onto a

clean worksheet. This will give you a full-color, formatted snapshot of the originalPivotTable to which you can apply any type of formatting you want, without having

to worry about the formatting being lost when you refresh the original PivotTable.This is because the full-color, formatted snapshot is not linked in any way to the

original PivotTable.

To create a static picture, format the PivotTable the way you want it and then select

any cell within it. From the PivotTable toolbar, select PivotTable Select EntireTable. With the entire PivotTable selected, hold down the Shift key and select Edit

Copy Picture. From the Copy Picture dialog box that pops up, make theselections shown in Figure 4-2, then click OK.

Figure 4-2. Copy Picture dialog in action

Finally, click anywhere outside the PivotTable and select Edit Paste. You will end

up with a fully colored and formatted snapshot of your PivotTable, as shown in Figure

4-3, complete with formatting. This can be very handy, especially if you have to email

your PivotTable to other people for viewing. They will have the information theyneed, including all relevant formatting, but the file size will be small and they won't

be able to manipulate your data. Also, they will be able to see only what you wantthem to see.

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Figure 4-3. Original PivotTable contrasted with a picture of the PivotTable

You also can use this picture-taking method on a range of cells. You can follow thepreceding steps, or you can use the little-noticed Camera tool on your toolbar.

To use this latter method, select View Toolbars Customize.... From theCustomize dialog, click the Commands tab, from the Categories box, select Tools,

and from the Commands box on the righthand side scroll down until you see

Camera. Left-click and drag-and-drop this icon onto your toolbar where you want itto be displayed. Select a range of cells, click the Camera icon, and then clickanywhere on the spreadsheet, and you will have a linked picture of the range you

just took a picture of. Whatever data or formatting you applied to the original ranThesteps you need to follow to create a PivotTable require some effort, and that effort

often is redundant. With a small bit of VBA, you can create simple PivotTablesautomatically.

PivotTables are a very clever and potent feature to use on data that is stored ineither a list or a table. Unfortunately, the mere thought of creating a PivotTable is

enough to prevent some people from even experimenting with them. Although somePivotTable setups can get very complicated, you can create most PivotTables easily

and quickly. Two of the most commonly asked questions in Excel concern how to geta count of all items in a list, and how to create a list of unique items from a list that

contains many duplicates. In this section, we'll show you how to create a PivotTablequickly and easily that accomplishes these tasks.

Assume you have a long list of names in column A, with cell A1 as your heading, andyou want to know how many items are on the list, as well as generate a list of

unique items. Select cell A1 (your heading) and then select Data PivotTable andPivotChart Report (or Data PivotTable Report on Macs) to start the PivotTable

Wizard.

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Make sure that either Microsoft Excel List or Database is selected, or that you haveselected a single cell within your data. This will allow Excel to automatically detect

the underlying data it is to use next. If you're using a Windows PC, select PivotTableunder "What kind of report do you want to create?" (This question isn't asked on

Macintoshes.) Click the Next button. The PivotTable Wizard should automaticallyhave picked up the correct range for your data in column A and will highlight it in

your sheet. If it is highlighted, click the Next button. Otherwise, use your mouse toselect the range. Click the Layout button and drag to the Data area what will be your

only field-you should see your title as it appears in cell A1 floating about. Drag thefield again, this time into the Row area. Your screen should look something like

Figure 4-4. Click OK.

Figure 4-4. PivotTable Field and PivotTable Layout dialogs

Finally, select New Worksheet as the destination of your PivotTable Report and clickthe Finish button. You should see your PivotTable on a new worksheet containing the

unique items from your list along with a count of how many times each item (name)

appears in your list.

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MS PowerPoint Introduction:

What is PowerPoint?

PowerPoint is a popular graphics presentation program. It is used to create slidepresentations with color graphics, sound and video clips. It may also be used to

create printed documents such as overhead transparencies or flyers with graphics.

Create a new presentation

1) AutoContent Wizard: The AutoContent Wizard provides templates and ideas for

a variety of presentation types. Move through the wizard by clicking the Next buttonon the bottom of each page after making necessary choices.

2) Design Template: PowerPoint provides many templates with differentbackgrounds

and text formatting to begin your presentation. Preview each design by clicking onits thumbnail in the Task Pane. The template will be applied to the whole

presentation. To change the template, click on another type. To remove it, select theDefault Design template under Available For Use in the Task Pane.

3) Blank Presentation: Select Blank Presentation to build the presentation fromscratch with no preset graphics or formatting.

4) Open an Existing Presentation:File >> Open Select this option to open aPowerPoint presentation that already exists. Select the folder in which the file to beopened is located in from the Look in: drop-down menu and highlight the file on the

list. Click on the Open button to open the presentation.

Views

PowerPoint gives you three options for viewing your presentation in addition to theSlide

Show. You can select the page view by clicking on the View menu, and choosing

Normal,Slide Sorter, or Slide Show.

1) Normal View

This view can be divided into two: Slide View and Outline View, and they can bechanged

by clicking on the bar tabs at the top of the Slides/Outline bar. This screen is splitinto four sections showing the main menu to the left, the presentation outline on the

right (or left, as you choose it to be), the slide in the main window, and notes at thebottom.

2) Slide View

The slide view displays each slide on the screen and is helpful for adding images,

formatting text, and adding background styles.

3) Outline View

The detailed presentation outline is displayed on the majority of the outline bar withsmall windows for the slide and notes. This view is recommended for editing text.

Two more views are available:

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4) Slide Sorter View

A small image of each slide is displayed in Slide Sorter view. Slides can easily beordered

and sorted from this screen.

5) Notes ViewThe page is equally split into two parts: the slide itself and a larger space for the

notes

Working with slides:

Insert a new slide:

Select Insert > New Slide from the menu bar, or click the New Slide button on the

standard toolbar.Go to View > Slide Sorter to switch to the slide sorter view. Click the slide you want

to appear before the new slides. Go to Insert > Slides from Files the Slide Finderdialog

box appears. Click Browse to locate the presentation that contains the slides youwant to use the Browse dialog box appears. Click the name of the presentation

that contains the slides you want to add to the current presentation, and click Open.

NotesWhen you add slides from another presentation, PowerPoint automatically changes

thedesign of the slides to match the design of the current presentation. After adding

slides to your presentation, you can manipulate them as if the were created normally(change order etc).

Slide layoutAfter selecting the presentation type, you

Introduction to Computers MS-Office Notes

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