1 Introduction to PC Software and MS Office

PARVATHY’S ARTS AND SCIENCE

COLLGE, DINDIGUL.

INTRODUCTION TO PC SOFTWARE AND MS

OFFICE(CCAJC11)

PREPARED BY,

M. ALAMELU PRIYA,

ASSISTANT PROFESSOR,

DEPARTMENT OF COMPUTER SCIENCE.

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INTRODUCTION TO PC SOFTWARE AND MS OFFICE

UNIT I

Introduction to computers-History of computers- Basic Anatomy of computers- Basic

components and functions- Input and Output Devices- External Storage Devices- Types of
computers.

UNIT II

INTRODUCTION TO WORD- Word processing- Starting word- Editing A

DocumentMove and Copy Text- Formatting Text and Paragraph- Finding and Replacing
TextSpelling and Grammar and autocorrect- Using Tabs.

UNIT III

Enhancing a Document- Toolbars- Column, Tables and other Formatting features- Using
Graphics- Templates and Wizards- Using Mail Merge- Miscellaneous Features of word.

UNIT IV

EXCEL- Introduction to Worksheet and Excel- Getting Started with Excel- Editing
CellsUsing Commands and Functions- Moving, Copying, Inserting and Deleting Rows and
Columns- Printing a Workbook- Creating Charts- Using Date and Time- Naming Ranges and
Using Built-in Functions.

UNIT V

Database in a worksheet- Formatting commands and drawing toolbar- Miscellaneous

commands and functions- Multiple workbooks, Pivot table, Macros and Hyperlinks

OVERVIEW OF POWERPOINT- Creating Presentation- Power point views- Running

Slideshow.
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UNIT 1

1.1 INTRODUCTION TO COMPUTER

Computer is an advanced electronic device that takes raw data as input from the user and
processes these data under the control of set of instructions (called program) and gives the result
(output) and saves output for the future use. It can process both numerical and non-numerical
(arithmetic and logical) calculations.

Digital Computer Definition

The basic components of a modern digital computer are: Input Device, Output Device,
Central Processor Unit (CPU), mass storage device and memory. A Typical modern computer
uses LSI Chips. Four Functions about computer are:

Accepts data Input

Processes data Processing

Produces output Output

Stores results Storage

Input (Data):

Input is the raw information entered into a computer from the input devices. It is the collection of
letters, numbers, images etc.
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Process:

Process is the operation of data as per given instruction. It is totally internal process of the
computer system.

Output:

Output is the processed data given by computer after data processing. Output is also called as
Result. We can save these results in the storage devices for the future use.

1.2 HISTORY OF COMPUTER

1. First Generation (1946-1954)

In 1946 there was no 'best' way of storing instructions and data in a computer memory.
There were four competing technologies for providing computer memory: electrostatic storage
tubes, acoustic delay lines (mercury or nickel), magnetic drums (and disks), and magnetic
core storage.

The digital computes using electronic valves (Vacuum tubes) are known as first
generation computers. the first 'computer' to use electronic valves (ie. vacuum tubes). The high
cost of vacuum tubes prevented their use for main memory. They stored information in the form
of propagating sound waves.

The vacuum tube consumes a lot of power. The Vacuum tube was developed by Lee
DeForest in 1908. These computers were large in size and writing programs on them was
difficult.

Limitations of First Generation Computer

1. They used valves or vacuum tubes as their main electronic component.

2. They were large in size, slow in processing and had less storage capacity.

3. They consumed lots of electricity and produced lots of heat.

4. Their computing capabilities were limited.

5. They were not so accurate and reliable.

6. They used machine level language for programming.

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2. Second Generation (1955-1964)

The second-generation computer used transistors for CPU components & ferrite cores
for main memory & magnetic disks for secondary memory. They used high-level languages
such as FORTRAN (1956), ALGOL (1960) & COBOL (1960 - 1961). I/O processor was
included to control I/O operations.

Around 1955 a device called Transistor replaced the bulky Vacuum tubes in the first
generation computer. Transistors are smaller than Vacuum tubes and have higher operating
speed. They have no filament and require no heating. Manufacturing cost was also very low.
Thus the size of the computer got reduced considerably.

It is in the second generation that the concept of Central Processing Unit (CPU), memory,
programming language and input and output units were developed. The programming languages
such as COBOL, FORTRAN were developed during this period.

Features:

1. Transistors were used instead of Vacuum Tube.

2. Processing speed is faster than First Generation Computers (Micro Second)

3. Smaller in Size (51 square feet)

4. The input and output devices were faster.

Example: IBM 1400 and 7000 Series, Control Data 3600 etc.

3. Third Generation (1964-1977)

By the development of a small chip consisting of the capacity of the 300 transistors.
These ICs are popularly known as Chips. A single IC has many transistors, registers and
capacitors built on a single thin slice of silicon. So it is quite obvious that the size of the
computer got further reduced. Some of the computers developed during this period were IBM-
360, ICL-1900, IBM-370, and VAX-750.

Higher level language such as BASIC (Beginners All purpose Symbolic Instruction
Code) was developed during this period. Computers of this generation were small in size, low
cost, large memory and processing speed is very high. Very soon ICs Were replaced by LSI
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(Large Scale Integration), which consisted about 100 components. An IC containing about
100 components is called LSI.

Features:

1. They used Integrated Circuit (IC) chips in place of the transistors.

2. Semi conductor memory devices were used.

3. The size was greatly reduced, the speed of processing was high, they were more accurate
and reliable.

4. Large Scale Integration (LSI) and Very Large Scale Integration (VLSI) were also developed.

5. The mini computers were introduced in this generation.

6. They used high level language for programming.

Example: IBM 360, IBM 370 etc.

4. Fourth Generation

An IC containing about 100 components is called LSI (Large Scale Integration) and the
one, which has more than 1000 such components, is called as VLSI (Very Large Scale
Integration). It uses large scale Integrated Circuits (LSIC) built on a single silicon chip called
microprocessors. Due to the development of microprocessor it is possible to place
computer’s central processing unit (CPU) on single chip. These computers are called
microcomputers. Later very large scale Integrated Circuits (VLSIC) replaced LSICs.

Thus the computer which was occupying a very large room in earlier days can now be
placed on a table. The personal computer (PC) that you see in your school is a Fourth Generation
Computer Main memory used fast semiconductors chips up to 4 M bits size. Hard disks were
used as secondary memory. Keyboards, dot matrix printers etc. were developed. OS-such as
MS-DOS, UNIX, Apple’s Macintosh were available. Object oriented language, C++ etc were
developed.

Features:

1. They used Microprocessor (VLSI) as their main switching element.

2. They are also called as micro computers or personal computers.

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3. Their size varies from desktop to laptop or palmtop.

4. They have very high speed of processing; they are 100% accurate, reliable, diligent and
versatile.

5. They have very large storage capacity.

Example: IBM PC, Apple-Macintosh etc.

5. Fifth Generation (1991- continued)

5th generation computers use ULSI (Ultra-Large Scale Integration) chips. Millions of
transistors are placed in a single IC in ULSI chips. 64 bit microprocessors have been developed
during this period. Data flow & EPIC architecture of these processors have been
developed. RISC & CISC, both types of designs are used in modern processors. Memory chips
and flash memory up to 1 GB, hard disks up to 600 GB & optical disks up to 50 GB have been
developed. fifth generation digital computer will be Artificial intelligence.

1.3 BASIC ANATOMY OF COMPUTER

The two main characteristics of a computer are:

(i) It responds to a specific set of instructions in a well-defined manner.

(ii) It can execute a pre-recorded list of instructions (a program).

Modern computers are electronic and digital. The actual machinery - wires, transistors
and circuits is called hardware; the instructions and data are called software. All general
purpose computers require the following hardware components:

(i) Central Processing Unit (CPU): The ‘brain’ of the computer, the component that
actually executes instructions.

(ii) Memory: It enables a computer to store, at least temporarily, data and programs.

(iii) Input Device: Usually a keyboard or mouse is used to read data and programs into
the computer.

(iv) Output Device: A display screen, printer, etc. that lets you see what the computer
has accomplished.
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(v) Mass Storage Device: It allows a computer to permanently store large amounts of
data. Common mass storage devices include disk drive and tape drive.

1.4 BASIC COMPONENTS AND FUNCTIONS

 Components of Computer

a. Central Processing Unit

The CPU handles all computations and is a traffic cop for the entire machine, directing
what happens and when. A CPU consists of the control unit, or CU, and the arithmetic logic unit,
or ALU. The CU gets program instructions from the computer’s memory, deciphers them and
executes them. The ALU does the math and makes decisions. CPUs exist in the form of a silicon
chip with millions of transistors. Some computers have more than one processor, and some chips
contain more than one CPU.

b. Random Access Memory

Random access memory is the primary storage for the computer. The CPU talks directly
with RAM through a bus that connects all of the computer’s components electronically. RAM is
very fast, operating in the nanosecond range, or billionths of a second. RAM is called volatile
memory since it loses its contents when the power is removed. RAM, like the CPU, is made up
of thousands or millions of transistors on a silicon chip.

c. Read-Only Memory
Read-only memory, or ROM, stores pre-configured information for the computer that's
usually used during the startup process. ROM chips are much like RAM chips, except the
computer doesn't store information to ROM chips, but can only read from them. Some chips,
such as the Basic Input-Output System are erasable read-only memory. These are also known as
EPROM chips, and a special process is used to write new information to these chips. ROM chips
are non-volatile, meaning they don't lose information when power is removed.

d. Secondary Storage
Since RAM is volatile and computers do not normally write to ROM, computers use a
form of secondary storage called disk storage. Disks are small round platters with an oxide
coating that can hold a magnetic charge. The charge for a particular spot on the disk can be either
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on or off, again supporting the computer language of 1s and 0s. Other forms of secondary storage
include solid state disk, which is an array of non-volatile memory chips that mimic a normal
disk. Flash drives are a form of solid state drive.

e. Motherboard
The motherboard is a circuit board that houses the processor, memory and ROM chips.
Motherboards contain slots for additional cards as well as the bus connections that tie everything
together and enable the other components to communicate with each other. They also contain
integrated connection ports for hard disks, USB devices, modems, mice and keyboards. Most
modern motherboards contain integrated network interfaces and modems.

f. Software
Without software computers are just sand, gold and oxide in a box. Software for startup is
loaded on ROM chips, and the computer reads instructions from them to know what to do next.
Operating system software for running the computer is typically loaded onto the hard disk drive
and is loaded in as the last part of startup. Software applications like word processors and
spreadsheets let a user actually do productive things with the computer.

 Functions of Computer

The four basic functions are responsible for everything that computers do. The hardware
components of the computer specialize in any one of these functions. Computer hardware falls
into two categories: processing hardware and the peripheral devices.

The Processing hardware consists of the Central Processing Unit (CPU), and as its name
implies, is where the data processing is done. Peripheral devices allow people to interact with the
CPU. Together, they make it possible to use the computer for a variety of tasks. Various parts of
the computer

 Central Processing Unit (CPU) This part of the computer that executes program
instructions is known as the processor or Central Processing Unit (CPU). In a
microcomputer, the CPU is based on a single electronic component, the
microprocessor chip, within the system unit or system cabinet. The system unit also
includes circuit boards, memory chips, ports and other components. A
microcomputer’s system cabinet will also house disk drives, hard disks, etc., but
these are considered separate from the CPU. The CPU has two parts —The Control
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Unit (CU) and the Arithmetic Logic Unit (ALU). In a microcomputer, both are on a
single microprocessor chip.

 Control Unit (CU) The control unit tells the rest of the computer system how to carry
out a program’s instructions. It directs the movement of electronic signals between
memory - which temporarily holds data, instructions and processes information - and
the ALU. It also directs these control signals between the CPU and input/output
devices.

 Arithmetic & Logic Unit (ALU) Arithmetic Logic Unit, usually called the ALU,
performs two types of operations - arithmetical and logical. Arithmetical operations
are the fundamental mathematical operations consisting of addition, subtraction,
multiplication and division. Logical operations consist of comparisons. That is two
pieces of data are compared to see whether one is equal to, less than, or greater than
the other.

 Memory - Memory also known as the primary storage or main memory - is a part
of the microcomputer that holds data and instructions. Part of the contents of the
memory is held only temporarily, that is, it is stored only as long as the
microcomputer is turned on. When you turn the machine off, the contents are lost.
The capacity of the memory to hold data and program instructions varies in different
computers.

1.5 Input and Output Devices

 INPUT DEVICES

(a) Keyboard

It is a text base input device that allows the user to input alphabets, numbers and other
characters. It consists of a set of keys mounted on a board. The Keyboard 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.
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 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. 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.

 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 features. When ‘on’, it
locks the alphanumeric keypad for 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.

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).

Fig 1.1 Keyboard

(b) 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,
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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.

(c) 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
controlling robots.

(d)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. The Scanner Hand-held scanners are commonly seen in big
stores to scan codes and price information for each of the items. They are also termed the bar
code readers.
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Fig 1.2 Scanner

(e) Barcodes

A barcode is a set of lines of different thicknesses that represent a number. BarCode

Readers are used to input data from bar codes. Most products in shops have bar codes on them.
Barcode Readers work by shining a beam of light on the lines that make up the bar code and
detecting the amount of light that is reflected back.

Fig 1.3 Barcode Reader

(f) 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.

(g) Touch Screen

It allows the user to operate/make selections by simply touching the display screen.
Common examples of touch screen include information kiosks, and bank ATMs.
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(h)Digital camera

A digital camera can store many more pictures than an ordinary camera. Pictures taken
using a digital camera are stored inside its memory and can be transferred to a computer by
connecting the camera to it. A digital camera takes pictures by converting the light passing
through the lens at the front into a digital image.

 OUTPUT DEVICES

(a) Monitor

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.

(b) Liquid Crystal Display (LCD)

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).

(c) Printer

Printers are used to produce paper (commonly known as hardcopy) output. Based
on the technology used, they can be classified as Impact or Non-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 fall under this category of printers. 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).

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 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), or
pages-per-minute (ppm).

(d) Plotter

Plotters are used to print graphical output on paper. It interprets computer

commands and makes line drawings on paper using multicolored automated pens. It is
capable of producing graphs, drawings, charts, maps etc. Computer Aided Engineering
(CAE) applications like CAD (Computer Aided Design) and CAM (Computer Aided
Manufacturing) are typical usage areas for plotters.

Fig 1.4 Plotter

(e) Audio Output

Sound Cards and Speakers: The Audio output is the ability of the computer to output
sound. Two components are needed: Sound card – Plays contents of digitized recordings,
Speakers – Attached to sound card.

1.6 EXTERNAL STORAGE DEVICES

Uses Of External Storage

 External storage is an easy way to add additional storage options to your computer

withouthaving to open the computer.

 With an external hard drive, you can store a lot of data for backup or move to another

computer.
 An external disc drive can allow a computer without a disc drive to read CDs, DVD's, or other

discs.

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External Storage Devices:

Magnetic Tapes

The Magnetic Tapes is the Type of Secondary Storage Device and this Device is
used for taking back up of data and this Tape contains some magnetic fields and the
Magnetic Tapes are used Accessing the data into the Sequential Form and the Tape Also
Contains a Ribbon which is coated on the Single Side of the Tape and also contains a head
which reads the data which is Recorded on to the Tape.

And when we are reading the information from the disk then we can also read
backward information means we can also back the Tape for Reading the Previous
information. They can Store huge Amount of data into the Tape Drive.

Magnetic Disks

This is also called as the hard disk and this is made from the thin metal platter which is
coated on the both sides of the magnetic Disks. And the there are Many Plates or Platters into
a single Hard Disk and all the Plates are Made from the Magnetic Materials and all the Disks
are Rotate from the 700 to 3600 rpm means Rotation per Minute and the Hard Disk also
Contains a head which is used for both Reading and Writing the Data from the Hard Disks.

1) Seek Time: - The Total Time which is Taken to Move on the Desired track is known as
the seek Time. And time is always measured by using the Milliseconds.

2) Latency Time. : The time required to Bring the Particular Track to the Desired Location
Means the Total Time to bring the Correct the Sector for Reading or for the read and Write
head. This is also called as the Average Time.

3) Data Transfer Time: The Total Time which is required for Reading and Writing the
data into the Disk is known as the Data transfer Time.

Floppy Diskette

Floppy disk is a kind of storage device that can be used to carried around? The Floppy
Disk is also a Secondary Storage device which is used for storing the data in a Permanent
Manner. The floppy is made up of Rigid Mylar Plastic and also contains a Magnetic black disk
inside the Plastic Cover. The Floppy Disk also Stores all the Data into the Form of Tracks and
Sectors and the floppy Disk provides both Reading and Writing the data into the Disk. The
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Floppy Disk is also called as Reusable Disk means the Floppy Disk Provides us the Facility to
Read and Writes the Data into disk as and When Necessary and Also Many Times. We can Read
and Write the data from the Disk.

The Main Advantage of the Floppy Disk is that the Data can be Stored many Times but
the Main Limitation of the floppy Disk is that floppy Disk have a Small capacity and the Floppy
Disk also doesn’t have Reliability means the Data Stored into the Disk may not be used for Long
Time because the floppy Disk is very Sensitive Thing when we Move the Head of the Disk
Again and Again then the floppy disk gets Damaged. So that we can say that Floppy Disk is not
a Reliable thing. And I the Other side the Cost of floppy Disk is also high means with the
Comparison of the Other Storage Media’s Floppy Disk have some more cost.

Optical Disk

The Optical Disks are also called as the CD-ROM’s means Compact Disk Read Only
Memory which is also used for Storing the data into the Disk and this is called as the Optical
Disk because the CD-ROM ‘s are made up of the Golden or Aluminum Material and the data is
Stored on the Disk in the Form of the Tracks and Sectors. The Whole Disk is Divided into the
Number of Tracks and the Single Track is Divided into the Number of Sectors and the Data is
Stored into the Sectors and the Disk is Divided into the Sectors as the first Track Contains the
Sectors in the huge Size and the Other Tracks contains the Sectors in a Small Manner. So that as
the Disk grows the Disk is divided into the Small Number of Tracks and the Sectors.

CD-ROM Contains the data which is truly Read able means we can’t edit the contents of
the CD-ROM Means once Data has been Written into the CD , we can be able to Change the
Contents of the Disk and the Data which is Stored on the Disk can be Any Time Read by the
user. The CD-ROM provides us the Large Capacity in compare to the Floppy Disks and the
CDROM can Store the Data from 650 MB to 800 MB means the data can be Store up to this
Space.

There are Many Disks that can’t be Erased once Written So they are also called as the
WORM Disks Means the Write Once and Read Many Mane a user can just Write the data only
one Time and then after that he can use that Disk Many Times but a user cant Edit or Change
those Contents after they are Written into the File. So that these Disks are not Reusable. So that
these Types of Optical Disks are also called as the CD-ROM and also Some Times they are
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known as the CD-R Means the Read Only Disks because the data which is Written into these
Types of Disks is never to be Erased.

Now these Days there are also Some CDs Available those are also called as the CD-RW
or Read Writable Disks. As the Name Suggest these Disks Provides the feature to the user to
Read and Write the Contents from the Disk as they feel Necessary So that the CD-RW are now
Most Popular because a user can any Time Remove the Contents from the Disk and also he can
store the new Contents into the Disk.

The CD-R and CD-RW both have Same Capacity and both these can be used for
Transferring the Files from one System to another but the Main difference is that the cost. The
CD-RW has Some More Cost in compare to the Simple CD or in Compare to the CD-R.

Winchester Disk

The term Winchester comes from an early type of disk drive developed by IBM that had
30MB of fixed storage and 30MB of removable storage; so its inventors called it a Winchester in
honor of its 30/30 rifle. Although modern disk drives are faster and hold more data.

1.7 Types of Computer

Computers differ based on their data processing abilities. They are classified according to
purpose, data handling and functionality.

According to purpose, computers are either general purpose or specific purpose. General
purpose computers are designed to perform a range of tasks. They have the ability to store
numerous programs, but lack in speed and efficiency. Specific purpose computers are designed
to handle a specific problem or to perform a specific task. A set of instructions is built into the
machine.

According to data handling, computers are analog, digital or hybrid. Analog computers
work on the principle of measuring, in which the measurements obtained are translated into data.
Modern analog computers usually employ electrical parameters, such as voltages, resistances or
currents, to represent the quantities being manipulated. Such computers do not deal directly with
the numbers.

They measure continuous physical magnitudes. Digital computers are those that operate
with information, numerical or otherwise, represented in a digital form. Such computers process
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data into a digital value (in 0s and 1s). They give the results with more accuracy and at a faster
rate. Hybrid computers incorporate the measuring feature of an analog computer and counting
feature of a digital computer. For computational purposes, these computers use analog
components and for storage, digital memories are used.

According to functionality, Type of computers are classified as,

Analog Computer

An analog computer (spelt analogue in British English) is a form of computer that

uses continuous physical phenomena such as electrical, mechanical, or hydraulic quantities to
model the problem being solved.

Digital Computer

A computer that performs calculations and logical operations with quantities represented as
digits, usually in the binary number system.

Hybrid Computer (Analog + Digital)

A combination of computers those are capable of inputting and outputting in both digital
and analog signals. A hybrid computer system setup offers a cost effective method of performing
complex simulations.

 On the basis of Size: Type of Computer

Super Computer

The fastest and most powerful type of computer Supercomputers are very expensive and
are employed for specialized applications that require immense amounts of mathematical
calculations. For example, weather forecasting requires a supercomputer. Other uses of
supercomputers include animated graphics, fluid dynamic calculations, nuclear energy research,
and petroleum exploration.

The chief difference between a supercomputer and a mainframe is that a supercomputer

channels all its power into executing a few programs as fast as possible, whereas a mainframe
uses its power to execute many programs concurrently.
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Mainframe Computer

A very large and expensive computer capable of supporting hundreds, or even thousands,
of users simultaneously. In the hierarchy that starts with a simple microprocessor (in watches, for
example) at the bottom and moves to supercomputers at the top, mainframes are just below
supercomputers. In some ways, mainframes are more powerful than supercomputers because
they support more simultaneous programs. But supercomputers can execute a single program
faster than a mainframe.

Mini Computer

A midsized computer. In size and power, minicomputers lie

between workstations and mainframes. In the past decade, the distinction between large
minicomputers and small mainframes has blurred, however, as has the distinction between small
minicomputers and workstations. But in general, a minicomputer is a multiprocessing system
capable of supporting from 4 to about 200 users simultaneously.

Micro Computer or Personal Computer

• Desktop Computer: a personal or micro-mini computer sufficient to fit on a desk.

• Laptop Computer: a portable computer complete with an integrated screen and keyboard. It is
generally smaller in size than a desktop computer and larger than a notebook computer.

• Palmtop Computer/Digital Diary /Notebook /PDAs: a hand-sized computer. Palmtops have

no keyboard but the screen serves both as an input and output device.

Workstations

A terminal or desktop computer in a network. In this context, workstation is just a generic

term for a user's machine (client machine) in contrast to a "server" or "mainframe."
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UNIT 2

2.1 Word Processing

Word Processing is perhaps the most common and comparatively easier application to
work on any computer. A word processor lets you to change words or phrases, to move whole
sections of text from one place to another, store blocks of text, align margins all in few seconds.
Use of word processors has changed the look of official correspondence, reports, and proposals
etc. to a great extent. MS Word is an advanced word processing product by Microsoft company.
The powerful features of Word will allow you to create even graphic based multicolumn
publications such as Fliers, News letters and Internet web pages.

Parts of Word Window

Fig 2.1 Parts of Window

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. 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.
 22 Introduction to PC Software and MS Office

Commands appearing in dim mode 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 the
Edit menu unless you have selected a piece of text first. Many commands also have a keyboard
shortcuts specified against their names.

Standard toolbar

Toolbars contain buttons, drop-down menus and other controls that help you to quickly
alter the appearance and arrangement of documents by executing a variety of word commands.
Toolbars are very helpful and convenient in quickly executing commands without having to go
through menus. The standard toolbar contains icons for basic functions like opening files, saving
files, printing files, cut, copy, paste etc.

2.2 Starting Word

Open Microsoft word by following the given steps

 Once the computer is on, click on the Start button.

 Select All Programs menu
 Then go to Microsoft office menu.
 Click on Microsoft word 2003

Fig 2.2 Starting Word

 23 Introduction to PC Software and MS Office

The Microsoft Word window appears as shown below.

Fig 2.3 Microsoft Word Window

Features of MS word:

Title Bar :

Title Bar appears at the top of the screen. It displays the name of the program and active
document.

Menu Bar:

Menu Bar appears below the Title Bar. It displays menus such as File, Edit, View, Insert,
Format, Tools, Table, Windows, Help and many more.

Standard Toolbar:

Standard Toolbar consists of buttons for the most commonly used commands such as
Save, Open and Print.
 24 Introduction to PC Software and MS Office

Formatting Toolbar:

Formatting Toolbar Consists of buttons for accessing commonly used formatting features
and commands such as Font, Style and Size.

Ruler:

Ruler measures the width and shows the margins.

Scroll Bar:

Scroll Bar is a long thin strip with arrows and a sliding section at the edge of the window.
There are two Scroll Bars.

Horizontal Scroll bar – It is used for shifting the MS word Screen display left or right.

Vertical scroll bar – It is used for shifting the MS word Screen display up or down.

Working Area:

Work Area is the area is the document window where you type the text. See the above
Image.

Cursor:

Cursor is the blinking vertical line in the work Area that shows the location

Status Bar:

Status Bar displays information about the cursor position. It shows page number, the
column number and the line number.
 25 Introduction to PC Software and MS Office

2.3 Editing a Document

Word processors support the following basic features:

Insert Text: Allows you to insert text anywhere in the document.

Delete Text: Allows you to erase characters, words, lines, or pages.

Cut and Paste: Allows you to remove (cut) a section of text from one place in a document and
insert (paste) it somewhere else.

Copy: Allows you to duplicate a section of text.

Page Size and Margins: Allows you to define various page sizes and margins, and the word
processor will automatically readjust the text so that it fits.

Search And Replace: Allows you to direct the word processor to search for a particular word or
phrase. You can also direct the word processor to replace one group of characters with another
everywhere that the first group appears.

Word Wrap: Automatically moves to the next line when you have filled one line with text, and it
will readjust text if you change the margins. Print: Allows you to send a document to a printer to
get hard copy.

File Management: Provides file management capabilities that allow you to create, delete, move,
and search for files.

2.4 Formatting Text and Paragraphs

Formatting is the fine art of making your documents effective and attractive. Good
formatting distinguishes different parts of your text and helps your readers take in your message.
Apply formatting to just about every element of your document, from a single character to entire
paragraphs. Body text needs to be readable and easy on the eyes. Headings should be big and
bold, and they should also be consistent throughout your document.

a. Formatting Basics

o Characters. Use the Font dialog box (Alt+H, FN) to format characters. Letters, numbers,
and punctuation marks are all printable characters and, as such, you can format them. Once you
 26 Introduction to PC Software and MS Office

select a character or a group of characters, you can apply any of the formatting commands on the
Home tab’s Font group (Alt+H). Choose a font and a size for any character in document.
o Paragraphs. Use the Paragraph dialog box (Alt+H, PG) to format paragraphs. You can
set formatting for text alignment, indents, line spacing, line breaks, and paragraph breaks. You
don’t have to select a paragraph to format it; just click to place the insertion point within a
paragraph. Because characters are part of paragraphs (remember those Russian nesting dolls),
every paragraph includes a basic font description. When you select characters within a paragraph
and change the font settings, you override the basic font description in the paragraph’s style.
o Sections. Use the Page Setup dialog box (Alt+P, SP) to format sections. When you
change margins, page orientation, page size, and the number of columns per page you’re
formatting the section. Many documents have only one section, so when you make formatting
changes to a section,

Table 2.1 Formatting Text

Command Keyboard Old Keyboard Description
Shortcut Shortcut
Font Alt+H, FF; Ctrl+D; arrow Alt+H, FF selects the font drop-down
arrow keys; keys; Enter menu; use the arrow keys to highlight the
Enter font; press Enter to finish the selection.
Font Size Alt+H, FS; Ctrl+Shift+P; Alt+H, FS selects the font size drop-
arrow keys; arrow keys; down menu; use the arrow keys to
Enter Enter highlight the size; press Enter to finish
the selection.
Increase Font Alt+H, FG Ctrl+> Increases font size.
Size
Decrease Font Alt+H, FK Ctrl+< Decreases font size.
Size
Bold Alt+H,1 Ctrl+B Toggles bold on and off.
Italic Alt+H,2 Ctrl+I Toggles italics on and off.
Underline Alt+H, 3; Ctrl+U Toggles underline on and off.
Enter
 27 Introduction to PC Software and MS Office

Double Alt+H, 3; Ctrl+Shift+D Toggles double underline on and off.

underline down
arrow;
Enter
Underline style Alt+H, 3; Alt+H, 3 selects the underline style drop-
arrow keys down menu; use the arrow keys to
highlight the style; press Enter to finish
the selection.
Strikethrough Alt+H, 4 Toggles strikethrough on and off.
Subscript Alt+H, 5 Ctrl+= Toggles subscript on and off.
Superscript Alt+H, 6 Ctrl++ Toggles superscript on and off.
Change Case Alt+H, 7; Shift+F3 Toggles through five case options:
arrow keys sentence case, lowercase, uppercase,
capitalize each word, toggle case.
Color Alt+H, FC; Alt+H, FS FC selects the font color drop-
arrow keys; down menu; use the arrow keys to
Enter highlight the color; press Enter to finish
the selection.
Highlight Text Alt+H, I; Alt+H, I selects the highlight drop-down
Enter menu; Enter highlights the selection.
Clear formatting Alt+H, E Ctrl+Spacebar Removes text formatting from the
selection.

b. Formatting Paragraphs

Paragraph dialog box

 28 Introduction to PC Software and MS Office

Fig 2.4 Paragraph Dialog Box

 When you make a line spacing change, it affects only the text in a paragraph that
contains the insertion point.

1. Paragraph spacing

Just as you can add spacing between lines in your document, you can choose spacing options
between each paragraph. Typically, extra spaces are added between paragraphs, headings, or
subheadings. Extra spacing between paragraphs adds emphasis and makes a document easier to
read.
 29 Introduction to PC Software and MS Office

Choose extra space:

 Before each paragraph

 After each paragraph

 Before and after each paragraph

To specify paragraph spacing:

 Select the text you want to format.

 Choose Reveal Formatting on the task pane, and click any of the blue links
under the Paragraph heading.

OR

 Click Format on the menu bar.

 Select Paragraph. The Paragraph dialog box appears.

 Click the Indents and Spacing tab.

o Alignment: Choose left, right, center, or justified.

o Indentation: Adjust the left and right margins by clicking the up and
down arrows. Use the Special drop-down menu to select the first line as
having the indent or to create a hanging indent.

o Spacing: To emphasize a block of text, click the up and down arrows.

o Preview: This gives you an idea of how your text will look.

2.5 Find and Replace

The Find and Replace functionality can really help save you time and effort in your
word processing goals.
 30 Introduction to PC Software and MS Office

To use the Find feature

 Click Edit on the menu bar.

 Select Find. The Find and Replace dialog box appears.

 Type a word, phrase, or format in the Find What box.

 Click Find Next to start the search.

 Word will jump to the first instance of this word and highlight it.

 Continue clicking the Find Next button to find all other instances of the word.

OR

Check the Highlight all items found in: box to find all instances of the word at the same
time. Use the list box below to select all or portions of your document.

Fig 2.5 Find Dialog box

To use Find and Replace:

 Click Edit on the menu bar.

 Select Find. The Find and Replace dialog box appears.

 31 Introduction to PC Software and MS Office

 Type a word, phrase, or format in the Find What box.

 Click More to conduct a detailed search.

 Click the Search list box if you want to limit your search to a specific part of the
document.

 Use the check boxes to limit your search.

 Click Format if you want to limit your search to words in a specific font,
paragraph, tab, language, frame, style, or highlight.

 Click Special to search for punctuation marks or section breaks.

 Click Find Next to start the search.

To use the Replace feature:

 Click Edit on the menu bar.

 Select Replace. The Find and Replace dialog box appears.

 Type the word, phrase, or format in the Find What: box that you are searching
for.

 Type the word, phrase, or format in the Replace With: box that will replace what
is in the Find What: box.

 Click Find Next to conduct your search.

 When Word finds a word of phrase, do one of the following:

o Ignore it.

o Click Replace.

o Click Replace All to replace every occurrence of the selected text with the
replacement text.

 Click Find Next to bypass it and find the next.

 32 Introduction to PC Software and MS Office

 Click Cancel to quit.

2.6 Spelling and Grammar

Not only does Word allow you to Undo possible mistakes in your document
and Paste corrections, but it also automatically reviews your grammar and spelling as you type.
Green wavy lines are placed underneath possible grammar mistakes, while a red wavy line goes
under possible spelling mistakes. All of Word's grammar and spelling errors may not be correct,
so you can choose to ignore these error markings and keep typing, or you can correct the
mistakes and /or add the corrections to Word's dictionary.

A. Checking spelling

Word puts a red wavy line under possible spelling mistakes. If you click on the suspected
misspelling, Word gives one or more suggested corrections.

Fig 2.6 Spell check

 33 Introduction to PC Software and MS Office

 Place your I-beam over the misspelled word, and right-click.

 A menu list displays the following options: Bold-faced suggested spellings, Ignore
All, Add to Dictionary, AutoCorrect, Language, Spelling, and Look Up.

o Select the bold-faced suggestion to replace the incorrectly spelled word in

the document.

o Select Ignore, and Word ignores all future instances of this spelling in this
document.

o Select Add to Dictionary, and Word adds the underlined word to the
dictionary so it won't be flagged as an error in any other document you
create.

o Select AutoCorrect to add the correct spelling to your list of words that
Word automatically corrects as you type.

o Select Language to specify a word as part of another language, preventing

Word from seeing this word as a mistake.

o If you select spelling, the Spelling and Grammar dialog box appears.

o If you select Look Up, a window opens in the task pane and you are given
general search parameters. This feature is helpful when dealing with
words like proper nouns that are not found in the dictionary.

B. Checking Grammar

 Place your I-beam over the grammatical mistake and right-click.

 A menu list displays the following options: Bold-faced grammar suggestion,

Ignore, Grammar, and About this Sentence.

o Select Ignore, and Word ignores the grammatical mistake it believes to

exist.

o Select Grammar, and the Grammar dialog box appears.

 34 Introduction to PC Software and MS Office

o Select About this Sentence, and the Office Assistant will offer you reasons
as to why Word believes this to be a grammatical error.

Fig 2.7 Grammar Check

C. Spelling and Grammar Dialog box

Fig 2.8 Spelling and Grammar Dialog box

 Choose one of the following options, depending on what you think of Word's
suggestions:
 35 Introduction to PC Software and MS Office

o Click Ignore Once to ignore this one instance of the grammatical error in
your document.

o Click Ignore Rule to ignore this grammatical error and all other
grammatical errors of this type in the document.

o Click Next Sentence to take you to the next grammatical error listed in
your document.

o Click Change to replace the error with what is in the Suggestion box.

o Click Explain to open the Office Assistant, which will offer you reasons
for this error.

c. Auto Correct

Using MS Word's AutoCorrect Facility

Microsoft Word's AutoCorrect facility can automatically correct common spelling

mistakes and often-used acronyms, initialisms etc.

AutoCorrect can be turned on and off from the Tools menu:

1. Go to the Tools menu and select Options.

2. Click the Spelling & Grammar tab.

3. In the Spelling area, check (on) or uncheck (off) the Check spelling as you type checkbox.

Adding entries to AutoCorrect

To manually add entries to AutoCorrect:

1. Go to the Tools menu and select AutoCorrect (Word 2000) or AutoCorrect Options (Word
XP/2003).

2. In the AutoCorrect: English (Australia) dialog, go to the Replace field and enter the
incorrect word or acronym/initialism (eg. organize, ATO).
 36 Introduction to PC Software and MS Office

3. In the With field, enter the correct word or full text of the acronym/initialism (eg.
organise, Australian Taxation Office).

4. Click the Add button.

5. Click the OK button.

Fig 2.9 AutoCorrect Dialog box

If you're using spell checking as you type, you can also add entries through the right-click
menu:

1. Right-click the underlined word and select AutoCorrect.

2. From the sub-menu list of options, select the replacement word.

 37 Introduction to PC Software and MS Office

Fig 2.10 AutoCorrect

Note: AutoCorrect can be used for phrases as well as single words. If you find yourself
constantly using phrases such as 'give consideration to' instead of 'consider', or 'in the near future'
instead of 'soon', you can tell MS Word to automatically correct the phrase as you type.
AutoCorrect Options buttons

In Word XP/2003, you can also manage auto-corrections using AutoCorrect Options buttons.
To turn on AutoCorrect Options buttons:

1. Go to the Tools menu and select AutoCorrect Options.

2. Tick the Show AutoCorrect Options buttons checkbox.

3. Click the OK button.

Now, whenever Word makes an auto-correction, you can backspace (or move your mouse) to the
correction to display the auto-correction underline:

Hover over the underline to show the AutoCorrect Options button, then click the button to
display options:
 38 Introduction to PC Software and MS Office

Change back : Undoes the correction for this one instance.

Stop Automatically Correcting : Undoes the correction for this one instance, then deletes the
auto-correction so it will not happen again.

AutoCorrect Options buttons remain available for each correction until the document is closed. If
you change your mind about changing an auto-correction, open the button again and select Redo
AutoCorrect.
Deleting entries from AutoCorrect

To delete entries from AutoCorrect:

1. Go to the Tools menu and select AutoCorrect (Word 2000) or AutoCorrect Options (Word
XP/2003).

2. Click the Spelling & Grammar tab.

3. Scroll through the list at the bottom of the tab and click on the entry to be deleted.

4. Click the Delete button.

5. Click the OK button.

 39 Introduction to PC Software and MS Office

2.8 Using Tabs

1. Scroll down to the text

Where to Stay in the document.

1. Highlight the four lines under Rates.

Notice the tab symbol in the ruler:

2. Click the icon to the left of the ruler.

It should change to a tab.

 40 Introduction to PC Software and MS Office

TIP: If the ruler is not visible, click View on the Menu Bar, then click Ruler.

4. Click the icon again.

It should change to a tab.

5. Click the icon again.

1. It should change to a tab.

41 Introduction to PC Software and MS Office

6. Click 5 more times on the icon. It should cycle back to the tab.

7. Place your cursor at 2 inches on the ruler, then click.

A tab should be set, with the hotel rates centered vertically on the tab
marker.
 42 Introduction to PC Software and MS Office

UNIT 3

3.1 Enhancing a Document

Font - Change font style, size, color and a large number of other features. You can also change the
spacing between letters here.

Paragraph - Indent a paragraph using either margin or place some chosen amount of space before
or after the paragraph.

Border - Create borders around blocks of text, or around the entire document. On the Page Border
tab, under the Art pull down menu you can find a huge selection of graphic borders; hearts, stars,
planets and much more.

Drop Cap - Make the first letter of a paragraph or chapter large enough to span several lines.

Style - If you prefer not to use the Formatting toolbar, document style can be changed here.

Background - Another task which can be handled in the Formatting toolbar, you can choose the
color to highlight selected text in your document.

Change Case - DO YOU EVER FORGET THE CAPS LOCK? If so, some to this sub-menu and
change the case of the highlighted text. This is a cool feature!

Bold, Italic, Underline - Format selected text; Bold , Italic , or Underlined.

Object - Make changes to any selected object; image, word art, auto shape or any other object
inserted into the document.

3.2 Toolbars

 Toolbars contain icons, or buttons, representing the most commonly used commands.
Microsoft created such toolbars because often it's easier to click a button than it is to
open a menu and search for a command.
 43 Introduction to PC Software and MS Office

 Certain toolbar buttons (and their corresponding commands) are unique to specific
Office programs, but there are others such as New, Open, Save, and Print that are
common to Word, Excel, and PowerPoint.

 If you forget what an icon on a toolbar means, however your mouse pointer over the
button. A label will appear telling you what the button does. This label is called a tooltip.

Standard and Formatting toolbars

 The Standard and Formatting toolbars are the two most commonly used
toolbars in Office 2003 programs. When you open Word, Excel, or PowerPoint,
the Standard and Formatting toolbars are turned on by default.

 The Standard toolbar is located just below the menu bar. It contains buttons
representing commands such as New, Open, Save, and Print.

 The Formatting toolbar is located by default next to the Standard toolbar. It

contains buttons representing text modifying commands, such as font, text size,
bold, numbering, and bullets. To view the entire Formatting toolbar, click the
small arrow (in Word) or double arrows (in Excel and PowerPoint) on the far
right of the Formatting toolbar.

To display or hide a toolbar:

 Choose View Toolbars from the menu bar.

 The cascading toolbar menu appears.

 Check marks appear next to currently displayed toolbars.

 Click the toolbar you want to display, or click the toolbar you want to hide.
 44 Introduction to PC Software and MS Office

Fig 3.1 Toolbar Option

3.3 Column, Tables and Other Formatting Features

A table is a grid of rows and columns that intersect to form cells. The lines that mark the
cell boundaries are called gridlines. It’s often easier to read or present information in table format
than in paragraph format. Using Word’s table feature, you can create a table and insert text,
pictures, or another table into the table’s cells.

Creating a Table

There are two ways to create a table:

1. Insert a table by using the Insert Table dialog box or the Insert Table button on the Standard
Toolbar.
 45 Introduction to PC Software and MS Office

2. Draw a table by using the Tables and Borders Toolbar.

Columns, Rows and Cells in a Table

Note: You can apply formatting options to tables, such as borders and shading, or display
a table with or without gridlines.

Keying and Editing Text in Tables

Keying and editing text in tables is similar to working with text in paragraphs. The Insert
and Delete keys work the same way. But if you key text in a cell and press Enter, a new
paragraph is created within the same cell. The first row of a table is often called the header row,
in which each cell contains a heading for the column of text below it.
 46 Introduction to PC Software and MS Office

Shortcuts for Moving Between Cells

To move to Press

Next Cell Tab

Previous Cell Shift + Tab

First Cell in the Current Row Alt + Home

Last Cell in the Current Row Alt + End

Top Cell in the Current Column Alt + PgUp

Last Cell in the Current Column Alt + PgDn

3.4 Using Graphics

To use the Picture toolbar:

 Right-click the picture.

 Choose Show Picture toolbar from the shortcut menu.

Crop, Recolor Object, and Set Transparent Color buttons are used with areas of the
picture. All other buttons affect the entire picture.

Fig 3.2 Picture Toolbar

 47 Introduction to PC Software and MS Office

Name of button Uses

Insert Picture from File Insert another picture

Color Automatic, Grayscale, Black & White, or Watermark

More Contrast Increase color intensity

Less Contrast Decrease color intensity

More Brightness Add white to lighten all colors

Less Brightness Add black to darken the color

Crop Cut the sides of an image

Rotate Left Each click turns the image by 90 degrees to the left

Line Style Customize the border of an image

Compress Pictures Change the resolution of an image

Text Wrap Set how text wraps around the image

Format Picture Displays the Format Picture dialog box

Set Transparant Color Use eyedropper to make areas of the picture transparent

Reset Picture Return picture to original format

 48 Introduction to PC Software and MS Office

3.5 Templates and Wizards

Every Word document is based on a template. The template determines the basic
properties of the document, such as the margins and the layout. The template also defines the
characteristics of the text, such as its font, font size, and font style. Most documents are
generated from a generic template called the Normal template.

The Normal template is the Default template in Word. When we click the New Blank
Document button on the Standard toolbar, a new blank document is created based on the
Normal template. Word has many built-in templates, each categorized by type. These templates
allows us to create documents for specific uses such as fax sheets, memos, resumes, and letters.
Templates contain both preformatted text and placeholder text. Preformatted text includes
headings and other entries that you don’t need to change. For instance, a memo template might
contain the title Memorandum, displayed in a particular font, font size, and font style.

Word templates to create a fax sheet, enter text are

1. In the File menu, click New. The New Document task pane appears.

2. Click General Templates in the New from template section. The Templates dialog box
appears

3. Select the Letters & Faxes tab.

3.6 Using Mail Merge

 Open Word 2003 and click on Tools \ Letters and Mailings \ Mail Merge…

 Select Letters and Mailings Mail Merge.

The Mail Merge task pane appears and will guide you through the six main steps to
complete a mail merge. You will have several decisions to make during the process. The
following is an example of how to create a form letter and merge the letter with a data list.
 49 Introduction to PC Software and MS Office

Steps 1-3

 Choose the type of document you wish to create. In this example, select Letters.

 Click Next:Starting document to move to Step 2.

 Select Use the current document.

 Click Next:Select recipients to move to Step 3.

 Select the Type a new list button.

 Click Create to create a data source. The New Address List dialog box appears.

To edit a new address list:

 Click Customize in the dialog box. The Customize Address List

dialog box appears.
 Select a field, and click Delete.
 Click Yes to confirm that you wish to delete the field.
 Continue to delete any unnecessary fields.
 Click Rename. The Rename Field dialog box appears.
 Enter the new name you would like to give the field in the To: field.
 Continue to rename any fields necessary.
 Click OK to close the Customize Address List dialog box.
 Enter the necessary data in the New Address List dialog box.
 Click New Entry to enter another record.
 Click Close when you have entered all of your data records.
 Enter the file name you wish to save the data list as.
 Choose the location where you wish to save the file.
 Click Save. The Mail Merge Recipients dialog box appears and displays all data
records in the list.
 Confirm that the data list is correct, then click OK.
 Click Next:Write your letter to move to Step 4.
 50 Introduction to PC Software and MS Office

Steps 4-6

 Write a letter in the current Word document. Stop writing when you reach a place
in the letter where you wish to enter a field from your data record.

To insert data from a data list:

 Click the Insert Merge Fields button. The Insert Merge fields
dialog box appears.

 Select the field where you would like to insert in the document.

 Click Insert. Notice that a placeholder appears where information

from the data record will eventually appear.

 Repeat these steps each time you need to enter information from
your data record.

 Click Next: Preview your letters in the task pane once you have completed your
letter.

 Preview the letters to make sure information from the data record appears correctly
in the letter.

 Click Next: Complete the merge.

 Click Print to print the letters.

 Click All.

 Click OK in the Merge to Printer dialog box.

 Click OK to send the letters to the printer.

The Mail Merge Wizard allows you to complete the mail merge process in a variety of ways.
The best way to learn how to use the different functions in Mail Merge is to try to develop
several of the different documents—letters, labels, and envelopes—using the different types of
data sources.
 51 Introduction to PC Software and MS Office

3.7 Miscellaneous Features of Word

 Stop Auto-Correcting Ordinal Numbers

 Sort text with a Header Row
 Clear Text Formatting
 Toggle the Status bar
 Create Fancier Tables
 Change User Information
 Disable Auto Complete Suggestions

UNIT 4

4.1 Introduction to Worksheet and Excel

A spreadsheet is an accounting program for the computer.

Spreadsheets are primarily used to work with numbers and text. Spreadsheets can help organize
information, like alphabetizing a list of names or ordering records, or calculate and analyze
information using mathematical formulas.

Getting Started with Excel

Fig 4.1 Excel Window

 52 Introduction to PC Software and MS Office

Workbook or book – This is the main file you open in Excel which can then comprise a number
of worksheets.

Worksheet – This is a page within a workbook made up of columns and rows which you use to
keep and manipulate data.

Columns – These are the vertical partitions labelled ABCD...

Rows – These are the horizontal partitions numbered 1234…

Cell – A cell is an intersection between a row and a column, it is where you enter your data. The
cells are referred to using the column and the row labels/headers, for instance, cell B2 will be the
intersection between column B and row 2. A cell with a thick line around it (cell selector) is
active, meaning you can type on it.

Navigating (Moving through) the Worksheet

We can use:

Mouse Pointer – For clicking cells making them active and also for multiple selections of cells.

On the keyboard:

Arrow keys – Arrow keys can be used to move towards the direction of the arrow one cell at a
time.

Ctrl + Home – Takes you to the 1st cell in the worksheet

Ctrl + End – This takes you to the last edited end in the range

Ctrl + Arrow right – Takes you to the last column in the worksheet

Ctrl + Arrow Down – Takes you to the last row in the worksheet

Ctrl + Page Down – Takes to the next worksheet

Tab Key - The tab key can also be sued to take you to the next cell.

Making Cell Selections

1. Click and hold down the left mouse button and then drag the pointer over the range of cells.
 53 Introduction to PC Software and MS Office

2. Click on the first cell in the range then hold down the shift key and click on the last cell in
the range.

3. Click on the first cell in the range then hold down the shift key and move through the range
of cells using the arrow keys.

4. Click on the row header to select the whole row or click on the column header to select the
whole column.

5. Click on the junction of row and column header to select the whole worksheet to make a
non-continuous selection.

6. Hold down the Ctrl key then select each range by holding and dragging the cell pointer
through it.

The MS Office Excel Active Cell

The active cell is the cell in which data is entered when you start typing. Only one cell is
active at a time.

4.2 Editing Cells

There are several ways Excel allows you to edit cell content.

• In-Cell Editing

• Function Bar Editing

In-Cell Editing

Allows you to edit the information right in the cell itself.

1. Double-click the cell you wish to edit: The insertion point appears within the cell.

2. Make corrections: You may use the mouse pointer or the arrows, HOME, and END
keys to position the insertion point where you want. You may also use the BACKSPACE and
DELETE keys to erase unwanted characters.

3. Type new characters if necessary.

4. Press Enter to accept the edit, or press ESC to cancel it.

 54 Introduction to PC Software and MS Office

Function Bar

Editing Edits can also be performed right in the formula bar. The function bar is located
in the toolbar section.

1. Select the cell you wish to edit.

2. Single click within the function bar. The insertion point appears within the bar.

3. Make necessary corrections or additions.

4. Press Enter to accept the edit or addition.

4.3 Using Commands and Functions

Worksheet Functions Some formulas may be simplified by using worksheet functions. A

worksheet function is a pre-written formula, a keyword that tells Excel what to do.

For example,

Instead of typing =A1+A2+A3+A4+A5, you may type =SUM(A1:A5). (The colon

indicates the range from A1 to A5.)

In this example, SUM is a function that Excel knows about. It is important to use the
correct syntax and format of a function for correct results.

To enter a function, do the following, Click the cell where you want to enter the function.

1. Type = (an equal sign), then type the name of the function, followed by an opening
parenthesis.

2. Type or click the cell or range you want to insert in the function.

3. Press ENTER. Excel will automatically add the closing parenthesis to complete the
function and will display the results in the cell.

Parentheses are used to separate different parts of a formula:

For example, in the formula =SUM(A1:A5), the parentheses separate the worksheet
function from the cell references that the function is referring to.
 55 Introduction to PC Software and MS Office

This is particularly important in longer or more complicated functions, e.g.,

=((A2/4)+(A5-B3))*5. If a mistake is made and the parentheses in a formula do not match, an
error message will appear.

Adding a Range Using the AutoSum Function

The AutoSum function is a great tool to use when you want to quickly add contents of a
range of cells. It allows you to add cell content without having to manually input the formula or
function.

1. Click the cell where you want the total to appear (usually the last cell in the column or
row of cells that you want to add. The cell must be blank).

2. Click the AutoSum icon button on the Standard Toolbar. AutoSum inserts a formula
that uses the SUM function. It displays a moving border that looks like scrolling lines around the
selected range of cells. This is called a marquee.

3. If this is the correct range, press Enter. If not, type or highlight the correct range and
press Enter.

4.4 Moving, Copying, Inserting and Deleting Rows and Columns

Moving Cell Content

You can avoid retyping information by using the Move feature in excel. It is very
simple to perform and can save you many keystrokes.

1. Highlight the cell or the range that contains the data you want to move.

2. Move your mouse cursor to one of the thick black outside lines surrounding your
selection. Your cursor will change from a white plus sign to a black arrow.

3. Click and hold your mouse button down and drag the selected range of data to
where to want to relocate it

4. Release the mouse button.

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Copying

Using Icon buttons on the toolbar

1. Select the cell or the range that contains the data you want to copy.

2. Click the Copy button on the Standard Toolbar

3. Click the first cell where you want to paste the data.

4. Click the Paste button on the Standard Toolbar

Using the Right-Click button on your mouse

1. Select the cell or the range that contains the data you want to copy.

2. Right-Click your mouse.

Inserting a blank row or column

Sometimes when setting up a worksheet you realize that you did not have a row
where you needed it or you have a need for an additional column after you created your
worksheet.

To insert a blank row or column into your worksheet:

1. Move the mouse pointer to the row or column heading where you want to insert
the blank row or column. The row or column heading area is the grey area where the row
numbers are to the left, or the column headings A,B,C are located at the top of the worksheet.
The mouse pointer will turn to a black arrow pointing down the row or column.

2. Click on the row or column heading. The row or column will highlight.

3. Select Insert on the Menu Bar, and then click Rows or Columns on the sub menu.
• For Rows - a blank row will be inserted above the selected row.

• For Columns - a blank column will be inserted to the left of the column.
 57 Introduction to PC Software and MS Office

Deleting a row or column

Any row or column can be deleted from a worksheet. When a row or column is
deleted, all the information that was contained in the row or column is also deleted.

To delete rows or columns follow these steps:

1. In the row or column headings, highlight the range of rows or columns to clear.

2. Select Edit from the menu bar and Delete from the submenu. The rows or columns
that were selected will be deleted.

4.5 Printing a Workbook

To print an entire spreadsheet, click the Print button on the Standard Toolbar.

Printing a Section of a Worksheet

1. Highlight the range you wish to print.

2. Click File on the Menu Bar and select Print to display the Print dialog box.

3. Under the “Print What” section, in the lower left of the dialog box, click on
Selection.

4. Click OK.

Note:

You may select other options in the Print window before you print your spreadsheet.
For instance, you may print certain pages of your spreadsheet by filling the “From:” and “To:”
boxes in the “Print range” area. You may also print several copies of your worksheet by selecting
the ”Number of copies:” option in the Print dialog box.

4.6 Creating Charts

Charts are a graphical means of making data more understandable. Charts are
particularly useful for understanding a lengthy series of numbers and their interrelationships. A
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chart can help you to spot trends and patterns that would be nearly impossible to identify when
examining a range of numbers. You create charts from data in a worksheet.

Creating your first chart the easy way

If you’re new to chart making, you may well wonder how much work is involved in
creating a chart in Excel

1. Enter data to be charted into a worksheet. Typically, you want to include several
rows and columns of data, as well as labels to indicate what the data represents.

2. Select a cell in the range of data that you entered in Step 1

• Excel will automatically determine the size of the range.

3. Click on the Chart Wizard Icon on the Standard Toolbar.

4. Excel will display the chart wizard dialog box. From the Categories section, select
the kind of chart you wish to make.

5. Next, in the Chart sub-type section, select the chart type you want to display.

6. Click on the Next button. The chart wizard will display the next step. Step 2 of 4.

7. Step 2 displays what your chart will look like and has the predefined data range.

8. Click the “Next”. 8. Step 3 (Figure 23 below) again displays your chart. Click “
Next ”.

9. Step 4 is the final step. Simply click the Finish button.

Excel will create your chart and place it on your worksheet.

Note:

Charts are objects. Objects do not have a cell location. They float on top of a
worksheet, on the worksheet’s draw layer. As with all objects, you can move a chart, resize it,
change its proportions, adjust its borders, and perform other operations. A chart is not stagnant.
You can always change its type, add custom formatting, add new data series to it, or change an
 59 Introduction to PC Software and MS Office

existing data series so that it uses data in a different range. To make any changes to the actual
chart, you must click it to select the chart.

4.7 Using Date and Time

 DATE - Returns a date, from a user-supplied year, month and day.

 TIME- Returns a time, from a user-supplied hour, minute and second.
 DATEVALUE- Converts a text string showing a date, to an integer that represents the
date in Excel's date-time code.
 TIMEVALUE - Converts a text string showing a time, to a decimal that represents
the time in Excel. Current Date & Time means,
 NOW - Returns the current date & time.
 TODAY - Returns today's date. Extracting the Components of a Time
 HOUR - Returns the hour part of a user-supplied time.
 MINUTE - Returns the minute part of a user-supplied time.
 SECOND - Returns the seconds’ part of a user-supplied time.

4.8 Naming ranges and Using Built-In Functions

There are 3 ways to define a name in Excel:

Name Box, Define Name button, and Excel Name Manager. Type a name in the Name
Box. The Name Box option in Excel is the fastest way to create a named range:

1. Select a cell or a range of cells that we want to name.

2. Type a name into the Name Box.

3. Press the Enter key.

Create a name by using the Define Name option

Another way to make a named range in Excel is this are:

1. Select the cell(s).

 60 Introduction to PC Software and MS Office

2. On the Formulas tab, in the Define Names group, click the Define Name
button.

3. In the New Name dialog box, specify three things: In the Name box, type the
range name.

 In the Scope dropdown, set the name scope (Workbook by default).

 In the Refers to box, check the reference and correct it if needed.

4. Click OK to save the changes and close the dialog box.

Make a named range by using Excel Name Manager

Usually, the Name Manager in Excel is used to work with existing names. However, it
can help you build a new name too. The steps are:

1. Go to the Formulas tab > Defined Names group, and click the Name Manager
Or, just press Ctrl + F3.

2. In the top left hand corner of the Name Manager dialog window, click the
New… button.

3. This will open the New Name dialog box.

Excel naming rules

When creating a name in Excel, there are a few rules to remember:

 An Excel name should be under 255 characters long.

 Excel names cannot contain spaces and most punctuation characters.
 A name must begin with a letter, underscore (_), or backslash (\). If a name begins
with anything else, Excel will throw an error.
 Excel names are case-insensitive. For example, "Apples", "apples" and
"APPLES" will be treated as the same name.
 We cannot name ranges like cell references. That is, name like "A1" or "AA1" to
a range.
 61 Introduction to PC Software and MS Office

 We can use a single letter to name a range like "a", "b", "D", etc. except for the
letters "r" "R", "c", and "C" (these characters are used as shortcuts for selecting a
row or column for the currently selected cell when we type them in the
NameBox).

Built-In Functions

Excel Statistical Functions

Count & Frequency

COUNT Returns the number of numerical values in a supplied set of cells

or values

COUNTA Returns the number of non-blanks in a supplied set of cells or values

COUNTBLANK Returns the number of blank cells in a supplied range

COUNTIF Returns the number of cells (of a supplied range), that satisfy a given

criteria

COUNTIFS Returns the number of cells (of a supplied range), that satisfy a set of

given criteria (New in Excel 2007)

FREQUENCY Returns an array showing the number of values from a supplied array,

which fall into specified ranges

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Math and Trig Functions

Basic Numeric Information

ABS Returns the absolute value (i.e. the modulus) of a supplied number

SIGN Returns the sign (+1, -1 or 0) of a supplied number

GCD Returns the Greatest Common Divisor of two or more supplied numbers

UNIT V

5.1 Database in a worksheet

Excel database files make it easy to enter, store, and find specific information. Whether
it's a personal list of phone numbers, a contact list for an organization, or a collection of
coins, Microsoft Excel has built-in tools to keep track of data and find specific information.

Enter the Data

When entering the data, it is important to ensure that it is entered correctly. Other than
row 2 between the spreadsheet title and the column headings, do not leave any other blank rows
when entering your data. Also, make sure that you don't leave any empty cells. Data errors,
caused by incorrect data entry, are the source of many problems related to data management. If
the data is entered correctly in the beginning, the program is more likely to give you back the
results you want.

Rows Are Records

Each individual row of data in a database is known as a record. When entering records keep
these guidelines

 Do not leave any blank rows in the table. This includes not leaving a blank row between
the column headings and the first row of data.
 63 Introduction to PC Software and MS Office

 A record must contain data about only one specific item.

 A record must also contain all the data in the database about that item. There can't be
information about an item in more than one row.

Columns Are Fields

While rows in an Excel database are referred to as records, the columns are known as
fields. Each column needs a heading to identify the data it contains. These headings are called
field names.

 Field names are used to ensure that the data for each record is entered in the same
sequence.
 Data in a column must be entered using the same format. If you start entering numbers as
digits (such as 10 or 20) keep it up. Don't change part way through and begin entering
numbers as words (such as ten or twenty). Be consistent.
 The table must not contain any blank columns.

Create the Table

Once the data has been entered, it can be converted into a table. To convert data into a
table:

1. Highlight the cells in the worksheet.

2. Select the Home tab.
3. Select Format as Table to open the drop-down menu.
4. Choose the blue Table Style Medium 9 option to open the Format as Table dialog box.
5. While the dialog box is open, cells If the dotted line surrounds the correct range of cells,
select OK in the Format as Table dialog box.
6. If the dotted line does not surround the correct range of cells, highlight the correct range
in the worksheet and then select OK in the Format as Table dialog box.

Drop-down arrows are added beside each field name and the table rows are formatted in
alternating light and dark blue.
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Database Functions

Syntax: Dfunction(Database_arr , Field_str|num , Criteria_arr)

Where Dfunction is one of the following:

 DAVERAGE
 DCOUNT
 DCOUNTA
 DGET
 DMAX
 DMIN
 DPRODUCT
 DSTDEV
 DSTDEVP
 DSUM
 DVAR
 DVARP

Database functions are particularly handy when Google Sheets is used to maintain structured
data, like a database. Each database function, Dfunction, computes the corresponding function
on a subset of a cell range regarded as a database table. Database functions take three arguments:

 Database_arr is a range, an embedded array, or an array generated by an array

expression. It is structured so that each row after Row 1 is a database record and each
column is a database field. Row 1 contains the labels for each field.
 Field_str|num indicates which column (field) contains the values to be averaged. This
can be expressed as either the field name (text string) or the column number, where the
left-most column would be represented as 1.
 Criteria_arr is a range, an embedded array or an array generated by an array expression.
It is structured such that the first row contains the field name(s) to which the criterion
(criteria) will be applied and subsequent rows contain the conditional test(s).
 65 Introduction to PC Software and MS Office

The first row in Criteria specifies field names. Every other row in Criteria represents a filter,
which is a set of restrictions on the corresponding fields. Restrictions are described using Query-
by-Example notation and includes a value to match or a comparison operator followed by a
comparison value.

Examples of restrictions are: "Chocolate", "42", ">= 42", and "<> 42". An empty cell
means no restriction on the corresponding field.

A filter matches a database row if all the filter restrictions (the restrictions in the filter's
row) are met. A database row (record) satisfies Criteria if at least one filter matches it. A field
name may appear more than once in the Criteria range to allow multiple restrictions that apply
simultaneously (for example, temperature >= 65 and temperature <= 82).

DGET is the only database function that doesn't aggregate values. DGET returns the value of the
field specified in the second argument (similarly to a VLOOKUP) only when exactly one record
matches Criteria; otherwise, it returns an error indicating no matches or multiple matches.

5.2 Formatting and Drawing Toolbar

Fig 5.1 Formatting Toolbar

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The Formatting toolbar is located by default next to the Standard toolbar. It contains
buttons representing text modifying commands, such as font, text size, bold, numbering, and
bullets. To view the entire Formatting toolbar, click the small arrow (in Word) or double
arrows (in Excel and PowerPoint) on the far right of the Formatting toolbar.

Drawing Toolbar

Fig 5.2 Drawing Toolbar

Icon Tool Name Use

Draw Access a submenu to manipulate

shapes and text boxes.

Select Objects Select any object or placeholder.

AutoShapes Access a submenu of readymade shapes.

Line Draw a single straight line.

Arrow Draw an arrow which can be modified using the

67 Introduction to PC Software and MS Office

Formattin button.

Rectangle Draws boxes or rectangles.

Oval Draws ovals and circles.

Text Box Enter text in a text box.

Insert WordArt Insert pre-formatted, stylized text. For more

information, see Using WordArt.

Insert Diagram or Insert a diagram or organization chart.

Organization Chart

Insert Clip Art Opens Insert ClipArt task pane for you to
select Clip Art.

Insert Picture from File Insert an image stored on a disk.

Fill Color Apply color from edge to edge of a selected shape.

 68 Introduction to PC Software and MS Office

Line Color Apply color to a selected line or border.

Font Color Apply color to selected text.

Line Style Choose a style (thickness) for a selected line or

border.

Dash Style Choose a dash style for a selected line or border.

Arrow Style Modify the style (arrow head, direction) of a

selected arrow.

Shadow Style Choose a shadow style for selected text, shape, or

object.

3-D Style Choose a 3-D effect for a selected shape.

5.3 Miscellaneous Commands and Functions

Name of the Function Purpose

 69 Introduction to PC Software and MS Office

Array(arglist) A Variant array containing the values in

arglist.

Choose(index, choice1, etc.) A value from a list of choices.

CreateObject(class) An Automation object of type class.

Format(expression, format) The expression, as a Variant, according to the

string format.

Format$(expression, format) The expression, as a String, according to the

string format.

FormatCurrency(Expression, etc.) Expression formatted as a currency value.

FormatDateTime Date formatted as a date or time value (Date,

NamedFormat)

FormatNumber(Expression, etc.) Expression formatted as a numeric value.

FormatPercent(Expression, etc.) Expression formatted as a percentage value.

GetAllSettings(appname, section) All the settings in the specified section of the

Registry.

InputBox(prompt, etc.) Prompts the user for information.

. IsArray(varname) numberTrue if varname is an array.

IsDate(expression) True if expression can be
converted into a date.

5.4 Multiple Workbooks, Pivot Table, Macros and Hyperlinks.

Viewing Multiple Workbook

If you want to view multiple Excel workbooks at the same time, execute the following steps.
1. First, open two or more workbooks.

2. On the View tab, in the Window group, click Arrange All.

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3. Select the desired arrange setting. For example, click Horizontal.

4. Click OK.

5. On the View tab, in the Window group, click View Side by Side (by default, Synchronous
Scrolling is activated), to scroll both workbooks at the same time.

Pivot Table

Create a Pivot Table in Excel 2003

1. Select a cell in the database

2. Choose Data>PivotTable and PivotChart Report
3. Select 'Microsoft Excel List or Database', click Next.
4. For the range, type your range name, e.g. Database
5. Click Next
6. Click the Layout button
7. Drag field buttons to the row, column and data areas
8. Click OK, click Finish

Macros

 Starting the Excel Macro Recorder by clicking Tools > Macros > Record New
Macro from the menus to bring up the Record Macro dialog box.
 The Macro Recorder Option

There are four options to complete in this dialog box:

1. Name – give your macro a descriptive name.

2. Shortcut key – (optional) fill in a letter in the available space. This will allow you to run
the macro by holding down the CTRL key and pressing the chosen letter on the keyboard.
3. Store macro in –
1. Options:
2. The current workbook
 71 Introduction to PC Software and MS Office

1. The macro is available only in this file.

3. A new workbook
1. This option opens a new Excel file. The macro is available only in this
new file.
4. A Personal macro workbook.
1. This option creates a hidden file – [Link] – which stores your macros
and makes them available to you in all Excel files
4. Description - (optional) Enter a description of the macro.

When finished setting your options in the Macro Recorder dialogue box in the previous step of
this tutorial, click the OK button to start the macro recorder.

The Stop Recording toolbar should also appear on the screen.

The macro recorder records all keystrokes and clicks of the mouse. Create your macro by:

 Manually going through all the necessary steps.

 When finished, click the stop button (small blue square) on the Stop Recording toolbar.
 If the Stop Recording toolbar is not available, click Tools > Macros > Stop
Recording from the menus to stop recording.

To run a macro you have recorded:

 If you chose a shortcut key when creating the macro, hold down the CTRL key on the
keyboard and press the shortcut key.

Otherwise,

1. Click Tools > Macros > Macro from the menus to bring up the Macro dialogue box.
2. Select a macro from the list of those available.
3. Click the Run button.

5.5 Creating Presentation

 72 Introduction to PC Software and MS Office

PowerPoint offers three ways to create a presentation: Blank presentation, From Design
Template, or From AutoContent Wizard.

The Blank presentation option is one of the more commonly used methods. It offers several
blank slides, with layouts for text and graphics.

To create a blank presentation:

 Open PowerPoint.

 A slide featuring a place for a title and subtitle appears by default. You can start
your presentation with this slide or choose a different slide layout.

 The New Presentation Pane appears on the right side of the screen.

 Under New, click Blank Presentation.

Choosing a slide layout

As you work on your presentation, think about the type of layout you want. Do you want a slide
with text and lots of clip art, or one with text and a chart? PowerPoint offers several layout
options.

To choose a slide layout:

 Move your arrow pointer over the layouts, or use the scroll bar in the Slide Layout
pane.

 A gray bar appears to the right of each layout.

 When you find a layout you like, click the down-pointing arrow and choose Apply
to Selected Slide.
 73 Introduction to PC Software and MS Office

5.6 PowerPoint Views

Normal view

Normal View is the main editing view, which is used to write and design a presentation.
The view has three working areas: on the left, tabs that alternate between an outline of slide text
(Outline Tab) and slides displayed as thumbnails (Slides Tab); on the right, the slide pane, which
displays a large view of the current slide; and on the bottom, the notes pane.

Fig 5.1 Normal View

Slide Sorter View

Slide Sorter View is an exclusive view of the slides in thumbnail form. When finished
creating and editing a presentation, Slide Sorter View gives an overall picture of it, making it
easy to reorder, add, or delete slides and preview transitions and animation effects.
 74 Introduction to PC Software and MS Office

Fig 5.2 Slide Sorter View

Slide Show View

Slide Show View takes up the full computer screen, like an actual slide show
presentation. In this full-screen view, the presentation is shown the way it will be seen by the
audience. Graphics, timings, movies, animated elements, and transition effects are shown how
they will look in the actual show.

Fig 5.3 Slide Show View

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5.7 Running Slide Show

 Select View menu -> Slide Show.

 Click the projector button on the lower left part of the screen.
 Clicking the projector button is the ONLY way to start the slide show from a slide other
than the title slide. ...
 Hit the F5 Key.
 We may select an option to run slides, such as from the beginning of the slide, from
current slide or custom slide show.
 Custom slide show will create a slide auto play like a movie.
 We can also hide a slide not to be displayed.