DRIVE

SUMMER 2015

PROGRAM

BBA

SEMESTER

SUBJECT CODE &

BBA105- COMPUTER FUNDAMENTALS

NAME
BK ID

B1501

Q 1a. Determine the decimal equivalent of the given number (67.33)8

Answer :
Octal Number
Weight of each
Digit
Weighted
Value
Product

8x6

8x7

8x3

48

0.375

8x3
0.0468
75

Sum = 48+7+.375+.046875
= 55.421875
The decimal equivalent of (67.33)8 is (55.421875)

Q 1b. Determine the decimal equivalent of the given number (115)16

Answer :
Hexadecimal
Number
Weight of each
Digit
Weighted Value
Product

Sum = 256+16+5
= 277

16
16x1
256

16
16x1
16

16
16x5
5

The decimal equivalent of (115)16 is (227)

Q 2. Invite a set of friends for your house warming ceremony through email because
you do not have enough of time to go and personally invite. How do you invite them
with one personal mail?
Mail merge steps
Examples and list the friends to send the invitation
The mail merge wizard provides the easiest method for creating a mail merge. It provides
step by step instruction to users.
Six Steps to Completing a Mail-Merge
Mail merging means to plug data from an address table into form letters, e-mail messages,
envelopes, address labels, or a directory (a list or catalog, for example). To start a mail merge,
choose Tools, Letters and Mailings, Mail Merge Wizard to open the Mail Merge task pane.
Step 1: Select a Document Type The first step is to select what Word calls a document
type in the Mail Merge task pane, what kind of mail-merge you want to undertake: form
letters, e-mail messages, envelopes for mass-mailings, labels for mass-mailings, or a
directory (a list or catalog). Choose an option button and click Next at the bottom of the task
pane to go to step 2.
Step 2: Select a Starting Document What Word calls the starting document is the
document in which the merging takes place. In other words, the address or other data you
retrieve will land in the document you choose or create now. You can create a new start
document or use an existing one. In the case of labels and envelopes, you tell Word what size
labels or envelopes you intend to print on. In the case of form letters, e-mail messages, and
directories, you supply the text either by making use of a document youve written already or
writing a new document.
Step 3: Select Recipients: In step 3, you tell Word where to get the data that you will merge
into the starting document you created or supplied in step 2. You can retrieve the data from a
table in a Word document, an Access database table or query, or the address book or contact
list where you store your addresses. You can also create a new list for the data if you havent
entered the data in a file yet.

Step 3 of the mail-merge procedure calls for you to name your data source, and before you
name it, make sure that it is in good working order. The data source can be any number of
things, as mentioned above. Word also offers a special dialog box for creating a data source
from scratch and storing it in Microsoft Access.
Caution: After you create the data source, do not move it to a different folder or rearrange the
merge fields/columns. If you do so, the document cant read the data source correctly and you
cant complete the mail-merge.

Note: A field is one category of information (like last name, or zip code). A record comprises
all the data about one person or thing. The field is the heading
of a table, while records are all of the data underneath. Using a Word Table as the Data
Source. For people who arent familiar with databases, the easiest type of data source to
manage is a Word table. Either create an address table from scratch or copy a table you have
already created and save the table by itself in a document. Save the table under a name you
will recognize. When you merge the data source table with the starting document, you will be
asked to locate and select the document that holds your addresses or other to-be-merged
information. To use a Word table as the data source, the table must meet these standards: A
descriptive heading must appear across the top of each column. The row of descriptive
headings across the top of a table is called the header row, or sometimes the heading row. The
names in the header row double as merge field names when you insert merge fields in the
starting document. When you tell Word where to plug data into the starting document, you
choose a column name from your table. No text or blank lines can appear above the table in
the document. To be on the safe side, save the table in a document by itself. To use a Word
table as a data source, click the Use an Existing List option button in the Mail Merge task
pane in step 3, and then click on the Browse hyperlink on the task pane or the Open Data
Source button on the Mail Merge toolbar. The Select Data Source dialog box appears. Select
the Word document with the table you need and click the Open button. Constructing an
Access Data Source File, During the Mail-Merge If you havent yet created a table or
database table with the information you want to merge, you can create a data source with
Words help. When you are done, you will have created a Microsoft Access database. To
create an Access database table from scratch and use it as the data source in a mail-merge,
start during step 3 of the mail-merge. Choose the Type a New List option button in the Mail
Merge task pane, and then click the Create hyperlink. You see the New Address List dialog
box.
Your first task in this dialog box is to decide which field names you need. You need one field
for each piece of information that you will plug into the starting document. If you are making
address labels, for example, you need a First Name, Last Names, Address Line1, City, State,
and Zip Code fields, and perhaps more. To trim the list to only the field names you need,
click the Customize button.
Then do the following in the Customize Address List dialog box:
Removing Field Names: Select the name that needs removing and click the Delete button.
Creating a New Merge Field: Click the Add button, enter a name in the Add Field dialog
box, and click OK.
Changing Field Names: Select the field that needs a new name, click the Rename button,
and enter a new name in the Rename Field dialog box.
Rearranging the List: Select a name and click the Move Up or Move Down button until the
name is in the right place on the list.
Your next task is to enter the information that will be plugged into the starting document. To
do so, enter information in the text boxes, and click the New Entry again to go to the next
entry. You can click a View Entry Number button First, Previous, Next, or Last to review

the entries youve made. Display an entry and click the Delete Entry button to remove an
entry from the database table you are creating. When you are finished entering data and you
click the Close button, you see the Save Address List dialog box. Select a folder for your
database, enter a descriptive name for it, and click the Save button. Using an existing Access
or Excel Database
In step 3 of the mail-merge, when you choose the data source, select the Use an Existing List
option button in the Mail Merge task pane and click the Browse hyperlink, or click the Open
Data Source button on the Mail Merge toolbar. Then in the Select Data Source dialog box,
select the file containing your addresses. Generating Form Letters for Mass-Mailings After
you have prepared the data source, you are ready to write and generate form letters.
A form letter is a nearly identical letter sent to numerous people. Only the particulars of each
recipient are different the recipients name, the recipients address, and perhaps one or two
identifying facts about the recipients. Choose Tools, Letters and Mailings, Mail Merge
Wizard and, clicking the Next button as you go along, follow these steps in the Mail Merge
task pane to generate form letters for mass-mailings.
Step 1: Select Document Type: Under Select Document Type, select the Letters option button
and click the Next hyperlink.
Step 2: Select a Starting Document: Tell Word whether youre starting from scratch or using
a letter youve already written for the form letter: Starting from Scratch: Make sure the Use
the Current Document or Start form Template option is selected in the task pane. To write
your form letter with the help of a template, click the Select Template hyperlink and choose a
template in the Select Template dialog box. The Mail Merge tab offers templates designed
especially for mail-merges. Using a Letter Youve Already Written: If you have already
written the text of the form letter, select the Start from Existing Document option button,
click the Open button, and select the letter in the Open dialog box.
Step 3: Select Recipients: Choose and option button under Select Recipients to choose the
data source for the form letters. You see the Mail Merge Recipients dialog box. Click OK if
you want to select all the recipients in the source file.

Step 4: Write/Arrange Your Document : In step 4, you insert the merge fields, the parts of
the starting document that differ from recipient to recipient. By inserting merge fields, you
tell Word where to plug information from the data source into the starting document. You also
tell Word which data to take from the data source. Word offers special tools for entering an
address block the recipients address, including his or her name, company, title, street
address, city, and zip code.
Step 4: Write Your Letter: Compose the text of the letter if youve not already done so, and
then enter the address block, greeting line, and merge fields:
Merge fields: Place the cursor where you want a merge field to go, click More Items on the
task pane or the Insert Merge Fields button on the Mail Merge toolbar, and double-click the
name of a merge field in the Insert Merge Field dialog box. You can also select a field and
click the Insert button.

 Address block: Place the cursor near or at the top of the letter and click the Insert Address
Block button, or click the Address Block hyperlink in the Mail Merge task pane. The Insert
Address Block dialog box appears. Enter the address block and click OK.
Greeting line: Place the cursor where the salutation goes and click the Insert Greeting Line
button, or click the Greeting Line hyperlink on the Mail Merge toolbar. In the Greeting Line
dialog box, fashion a salutation and click OK. Be careful when entering clank spaces and
punctuation marks around the merge fields. You can always click the View Merged Data
button on the Mail Merge toolbar to see whether punctuation marks and blank spaces will
appear correctly.
Step 5: Preview Your Document In step 5, you get a chance to see what your form letters, email messages, envelopes, labels, or directory will look like after they are printed or sent. In
this step, you find out what the document will look like when real data is plugged into it. If
something is amiss in the document, you can click the Previous link to return to step 4, the
Write/Arrange your document task pane, and make changes there..
Step 6: Complete the Merge:
Save the Mail Merge in a New Document: You get a new document that you can edit or
print another day. Click the Merge to New Document button on the Mail Merge toolbar.
Print the Mail-Merge Right Away: Click the Merge to Printer button on the Mail Merge
toolbar.
The advantages of using mail merge are: 1. Only one document needs to be composed for
communicating to an extensive list of interested people, clients or customers. 2. Each
document can be personalised i.e. it appears to be have been written specifically to each
recipient. It contains details only relevant to the receiver. 3. Many document formats can be
developed to use with one database. 4. Errors in transcribing details from one document to
another are eliminated. This advantage, of course, depends upon the accuracy of data entry
into individual records in the first place!
You complete the merge by either printing a new document or saving the new file and
printing it later. By saving the merged data in a new file, you can edit the file before printing
it. In the case of e-mail messages, you clicak the Electronic Mail link to tell Word to send the
e-mail messages. Preparing and Selecting the Data Source. The data source is the file where
the addresses and other information is kept.

2 b. Example and list the friends to send the invitation

You are cordially invited to our housewarming function for a buffet lunch on
Saturday, 5th September, 2015 at your newly built residence, 34, DwijSmirti,
Shankar Lane, Near Relaince Fresh, Kandivali West, Mumbai. Do accept this
as out invitation and attend this joyous occasion.
Hosts Mr. and Mrs. Lobo

We need Microsoft Office, this is how you can create and print your own personalized house
warming ceremony invitations in Word from a list of your friends compiled in Excel.
First, create your friends list in Microsoft Excel. A straight list of names, but make sure you
split the first and last names so you can address people by their first name if you want to add
a personal note.

List of friends
Abdul Latif

Mobile no
9769760015

[email protected]
Rocky Kumar

7895436240

[email protected]
AIWIN DINIZ
9820673592
[email protected]

Start creating a new file in Word and select the template you wish to use. Word will download
any templates you select that you havent used before. The template being selected allows
you to print a folding invitation, so part of it is upside down.
Now go to the Mailings ribbon, press Start Mail Merge, and choose Step by step mail
merge wizard The mail merge side bar will open on step 1 of 6. Choose the type Letters,
then click the link Next at the bottom
Now hit the radio button Use the current document and, again, click Next. We want to
Use an existing list, the list we created earlier in Excel, so browse for the file where you
saved it on your machine and select it.
When you have browsed and found your Excel spreadsheet containing the names of your
friends, choose the sheet from excel (sheet1), and click OK to load up the names into the
Word Mail Merge Recipients.
If you look at the screen grab below, this is how Word sees our friends list. We could remove
some of them if we dont want to invite them to our party, by un-checking the box next to
their name.
Click OK when you are happy with the guest list.
To add a greeting line right before the invitation text, put your cursor above the text, and click
Greeting line in the panel on the right of the screen. You can customize the greeting line
with various options and you get a preview before you commit yourself.
Ex of Greeting! You are Welcome to our house Warming ceremony on 5th Sept, 2015 over a
buffer lunch at our new address at 12 noon.
Before you complete your invites, you need to do some additional text modifications. There
is some place holder text you do not want to publish. Click Next when you are done. At this
point you will see what the final product will look like.

We can browse through the different invitations for each friend. If everything is all right,
click Next again. All that is left now is the final step, which is to print all the invitations

Q 3 a. What is a Macro? (Explaining MACRO)

A Macro is a series of Word and Excel commands and instructions that you group
together as a single command to accomplish a task automatically. Macros are used to
speed up routine editing and formatting, to combine multiple commands: for ex, inserting a
table with a specific size and borders, and with a specific number of rows and columns, to
make an option in a dialog box more accessible, to automate a complex series of tasks.
Q 3 b. How do you create Macro for a sub routine? (Describing the steps involved in
creating Macro for a routine)
One can create a macro by using the macro recorder to record a sequence of actions, or we
can create a macro from scratch by entering Visual Basic for Applications (VBA: A macrolanguage version of Microsoft Visual Basic that is used to program Windows application and
is included with several Microsoft applications.) Code in the Visual Basic Editor (Visual
Basic Editor: An environment in which you write new and edit existing Visual Basic for
Applications code and procedures. The Visual Basic Editor contains a complete debugging
toolset for finding syntax, run-time, and logic problems in your code.
We can also use both methods. We can record some steps, and then enhance them with
additional code.
By recording steps
1. On the Tools menu, point to Macro, and then click Record New Macro.
2. In the Macro name box, type a name for the macro
3. In the Store macro in box, click the template (Template : A file or files that contain
the structure and tools for shaping such elements as the style and page layout of
finished files. For ex, Word and Excel templates can shape a single document, and
FrontPage templates can shape an entire Web site.) Or document in which you want
to store that macro.
4. In the Description box, type a description for the macro.
5. If you dont want to assign the macro to a toolbar (Toolbar: A bar with buttons and
options that you use to carry out commands. To display a toolbar, use the Customize
dialog box (point to Toolbars on the View menu and click Customize). To see more
buttons, click Toolbar Options at the end of the toolbar.) a menu (menu: A list of
commands that is displayed when you click a menu name on a menu bar or other
toolbar.), or shortcut keys (Shortcut key: A function key or key combination, such as
F5 or CTRL + A, that you use to carry out a menu command. In contrast, an access
key is a key combination, such as ALT + F, that moves the focus to a menu,
command, or control.) click OK to begin recording the macro.

To assign the macro to a toolbar or menu, click Toolbars, and then click the Commands tab.
In the Commands box, click the macro you are recording, and drag it to the toolbar or menu
you want to assign it to. Click Close to begin recording the macro. To assign the macro to
shortcut keys, click Keyboard. In the Commands box, click the macro you are recording.
In the Press new shortcut key box, type the key sequence, and then click Assign. Click
Close to begin recording the macro.
6.

Perform the actions you want to include in your macro.

We can use the mouse to click commands and options, but the macro recorder cannot record
mouse actions in a document window. To move the insertion point or select, copy, or move
text, for ex, you must use shortcut keys.
7. To stop recording your macro, click Stop Recording.

Using Visual Basic for Applications

1. On the Tools menu, point to Macro, and then click Macros
2. In the Macros in list, click the template (Template: A file or files that contain the
structure and tools for shaping such elements as the style and page layout of
finished files. For ex, Word and Excel templates can shape a single document,
and FrontPage templates can shape an entire Web site.) or document in which you
want to store the macro.
3. In the Macro name box, type a name for the macro.
4. Click Create to open the Visual Basic Editor.
If we give a new macro the same name as an existing built-in command in Microsoft Word
and Excel, the new macro actions will replace the existing actions. To view a list of built-in
macros in Word and Excel, point to Macro on the Tools menu, and then click Macros. In the
Macros in list, click Word Commands
Run a macro
1. On the Tools menu, point to Macro, and then click Macros.
2. In the Macro name box, click the name of the macro you want to run.

If the macro doesnt appear in the list, select a different document or template in the Macros
in box.e
3.

Click RUN

Pause and restart recording a macro

1.

To suspend recording, click Pause Recording on the Stop Recording toolbar that
appears when you are recording a macro.
2. Perform any actions you dont want to record

To resume recording, click Resume Recorder.